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It’s a Snap to Submit the E-App!

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It’s a Snap to Submit the E-App!. Briget Biernat Jans Director of Financial Aid Compliance DePaul University. What is the E-App?. Online Application for Approval to Participate in Federal Student Financial Aid Programs U sed by institutions to: Apply for FSA eligibility

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it s a snap to submit the e app

It’s a Snapto Submit the E-App!

Briget Biernat Jans

Director of Financial Aid Compliance

DePaul University

what is the e app
What is the E-App?
  • Online Application for Approval to Participate in Federal Student Financial Aid Programs
  • Used by institutions to:
    • Apply for FSA eligibility
    • Submit requests for recertification
    • report any changes to ED
  • Found at eligcert.ed.gov
what can you do with an e app
What can you do with an E-App?
  • Apply for initial certification
  • Submit re-certs or updates
  • Check status of a submission
  • Display your:
    • Program Participation Agreement (PPA)
    • Eligibility & Certification Approval Report (ECAR)
  • Access resources, including ez-Audit
how do i get access
How do I get access?
  • Your log-in is:
    • ED or ed followed by your school’s OPE ID
    • ED########
  • Your password is
    • ED or ed followed by your school’s TIN
    • ED#########
    • Case on “ED” or “ed” must be consistent
    • Your TIN can be found on your ECAR
section a
Section A
  • 1-9: General Questions
  • 10-12: CEO, chief financial officer and financial aid director
  • 13-14: Correspondence recipient and application contact
what is most important in section a
What is most important in Section A?

Considering priorities when selecting the purposes for the E-App speeds processing time.

Review for completeness is based on what is selected.

section b
Section B
  • 15-16: Accreditation and flight certification
  • 17: State authorization
what is most important in section b
What is most important in Section B?

  • Make sure accreditations are up-to-date
  • Add as necessary
what is most important in section b1
What is most important in Section B?

  • Make sure state authorizations are up-to-date
  • Add as necessary
  • Do not include “distance learning”
section c
Section C
  • 18-21: Institutional Control and Structure
what is most important in section c
What is most important in Section C?
  • Type of institution
  • Names of board members or executive committee
    • Use middle initials whenever possible
    • Make friends with someone in the president’s or CEO’s office who will keep you up to date
section d
Section D
  • 22-24: For-profit institutions
  • 25: Other entities owned
what is most important in section d
What is most important in Section D?
  • For-profit institutions only
  • Questions address structure of the institution
    • Ownership
    • Percentages owned up to 100%
    • Identify other entities owned by the same owners
section e
Section E
  • 26-27: Education programs you are requesting be eligible to participate in federal student financial aid programs
  • 28: Ineligible institution agreements
what is most important in section e
What is most important in Section E?
  • This is where you add new programs
  • Need to know what your GE requirements are
    • For-profits: Virtually every program, unless
      • program has same CIP code
      • same credential level as already approved
      • accreditor does not consider it an additional program
    • Public or private, non-profits:
      • typically, non-degree programs
    • When in doubt, wait for approval
section f
Section F
  • 29-30: School locations
what s important in section f1
What’s important in Section F?
  • Do you know where your programs are?
  • Key is 50% or more of program
  • If location is in region for which school is already approved by accreditor, don’t need separate approval
    • When in doubt, wait for approval
  • If school moving a short distance, include Google directions print-out
section g
Section G
  • 31-34 Correspondence courses, ability-to-benefit students, and incarcerated students
what s important in section g
What’s important in Section G?
  • Report distance education offerings here
    • Good idea to keep track of school’s course offerings
  • Ability-to-benefit regs changed with 12-13 ay
    • No longer eligible based on ATB test or
    • 6 credit hours/225 clock hours
    • But previously-enrolled students still eligible
section h
Section H
  • 35-40: Initial applications, reinstatements, and change in your ownership or structure
  • Section I
sections h i
Sections H & I
  • 41-46: Foreign institutions
  • 47-57: Foreign graduate medical schools
  • 35-40: Initial applications, reinstatements, and change in your ownership or structure
section j
Section J
  • 58: Third-party servicers/Ability to benefit tests and testers
what s important in section j
What’s important in Section J?
  • Update third-party servicers routinely for school’s protection
  • ED uses this information in the event there is a problem with a servicer
  • After PPA is received, be sure to get servicer addendum signed
section k
Section K
  • 59-71: Administrative capability and financial responsibility, Reporting of Foreign Gifts, Additional Contacts and Relationships
what s important in section k
What’s important in Section K?
  • Certify compliance with FSA regulations
    • checks and balances
    • division of duties
    • Reconciliation
    • satisfactory academic progress
    • cash management
    • R2T4
  • Excellent resource to check compliance
section l
Section L
  • Appropriate person in authority must review, sign and date
    • President, CEO
    • Not financial aid director
section m
Section M
  • List of documents that must be sent to ED
    • Send signature page and supporting documents to Washington
      • Address on signature page
    • Application is reviewed to see if it is materially complete
    • Docs are scanned, sent to region electronically
what if i forgot to add something
What if I forgot to add something?

Simple!

If the Region hasn’t started the review, you can go back in.

Once the Region starts the review, the E-App is locked down.

Just call Region V and ask them to open your E-App!

312-730-1511

helpful hints
Helpful Hints!
  • If you don’t need to make a change in a particular section, don’t touch
    • Reviewers must look at every opened section – even if nothing changed
    • Slows down the process tremendously
  • Put emergency contact information in Question 69
      • Example: Emergency Contact: Dr. Henry Jones, Director of Public Affairs, 708-555-1234
helpful hints1
Helpful Hints!
  • Regardless of the type of eligibility action always, always, always include documentation of
    • accreditation
    • state authorization
  • For re-certifications, always include printed policies on
    • admissions
    • refunds
    • return of Title IV funds
    • satisfactory academic progress
helpful hints2
Helpful Hints!
  • Use middle initials for individuals whenever possible
    • Federal Debarment List
  • Keep copies of everything, including the mailing label/tracking information
  • Use Question 69 to explain anything unusual
helpful hints3
Helpful Hints!
  • Watch for emails to print the PPA, ECAR and approval letter.
  • For some eligibility actions, not complete until the PPA is countersigned and returned!
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