MAFAA SPRING CONFERENCE MAY 4, 2012

1. MAFAA SPRING CONFERENCEMAY 4, 2012 TOP PROGRAM REVIEW FINDINGS FROM THE MN OFFICE OF HIGHER EDUCATION

2. FINDINGS PER FISCAL YEAR

3. FINDINGS PER PROGRAM

4. MSG • Unit calculation • Verification not completed • Enrollment level at disbursement • Non-resident • Late FAFSA • No year-end reconciliation

5. MSG—Unit Calculation Issues • PSEO • No transcripts • Transcripts not translated correctly • Quarter vs. semester units • “W” grades not on transcripts—attempted credits versus earned • Double counting of consortium or transfer credits

6. Child Care Grant • Calculation • Units—same as MSG • Retroactive payments not made • Verification not completed • Errors on end of year reports

7. CCG—Calculation Issues • Not using OHE spreadsheet or using own • Family income and family size • Enrollment levels • Paying for full term when daycare weeks less • Data entry into OHE spreadsheet—not allowing it to do the work • Wrong hourly cap • County assistance not properly used • Not running separate calcs for each child/term

8. SELF Loan • EFA and COA not certified or missing items • Loan period not matched to COA/EFA • Paid to student in default • No written definition of grade levels • Not doing multiple disbursements • Max effort test not being done—no SAR • Funds not disbursed/returned within rules • Disbursing to students on LOA

9. SAP • No policy or missing elements such as MTF, LOA, transfer credits, change of major • “W” grades not on transcripts • Definition of full-time, three-quarter, half • Probation not defined • Transcripts not updated to current time • NOTE: ALL OF THIS REFERS TO OLD SAP RULES

10. Refunds • Policy incomplete or missing • Not separating MN policies from federal • Errors using MN refund form—Lines A & B in particular, also the allocation of refunds • Late refunds to OHE • Not properly following 141 tuition and fee retention policy—e.g. not using calendar days

11. State Work Study • End of year report to OHE late and/or with errors • Non-resident • Budget worksheets to determine need do not match to financial aid year • Paying to students enrolled less than half-time

12. MN GI Bill • Ineligible veteran—not meeting requirements of the program • Not recalculating when other aid changes—especially VA benefits • Paid students when applications received after end of term • Budget problems—2 year vs. 4 year

13. MN Indian Scholarship • Not updating worksheets or OHE when additional aid becomes known, COA changes, etc. • Not checking for changes noted above at time of each disbursement • Paying students enrolled less than ¾ time

14. Student Accounts • Credit balances held past 14 days without written authorization from student • No student accounts set up or inadequate to comply with MN policies

15. North & South Dakota Reciprocity • Including tech students on year end report • Not charging correct tuition or surcharge

16. Over and Under Awards