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Degree Partnerships Financial Aid. Kristin Welsch Assistant Director of Financial Aid Oregon State University Elaine Robinson Assistant Director of Financial Aid Linn-Benton Community College. Admissions and Record Coding. Admissions.

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Degree Partnerships Financial Aid

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degree partnerships financial aid

Degree PartnershipsFinancial Aid

Kristin Welsch

Assistant Director of Financial Aid

Oregon State University

Elaine Robinson

Assistant Director of Financial Aid

Linn-Benton Community College


Student must apply to each individual partnership program

No additional application fees for students already admitted into OSU

Admissions information, deadlines and application can be found at

admissions data exchange
Admissions Data Exchange

Admissions information is transmitted electronically to partner community colleges admissions offices weekly or biweekly

Contains specific admission information needed by the partner school

Changes in admission status are reported

student record coding nohome
Student Record Coding NOHOME

Student has been admitted to a degree partnership program but has not yet declared a home school

Coded when the OSU Financial Aid Office is notified by Admissions that the student has been admitted to a degree partnership program

Stops everything at OSU

No packaging aid

No processing of requests

No disbursements

student record coding partner
Student Record Coding PARTNER

Student has declared the partner school as the home school

Stops everything at OSU

No packaging aid

No processing of requests

No disbursements

student record coding home
Student Record Coding HOME

Student has declared OSU as the home school

Financial aid activity resumes at OSU

Aid will be packaged

Requests are processed

Disbursements will be made

home school declaration options
Home School Declaration Options

Online questionnaire (Preferred)

Sent initially to students when admitted into program

Also available through a link on OSU student online services

Home school declaration form

In writing: email, letter, fax

OSU is notified by partner school

partner responsibilities
Partner Responsibilities

Upon receiving admissions information, code the student as dual enrolled to ensure that OSU is receiving enrollment information

Place a hold on the aid until receiving confirmation of home school declared by student

Notify OSU of any home school changes requested by the student

OSU will notify partner school of any home school updates

home school parameters
Home School Parameters

Parameters vary by partner

Emails, online questionnaires and forms are tailored to a specific partnership

There is an educational component to declaring a home school

ofax oregon financial aid exchange
OFAXOregon Financial Aid Exchange
  • Multiple-enrollment data exchange for financial aid purposes
  • Allows combination of enrollment from multiple institutions for financial aid
enrollment information sharing
Enrollment Information Sharing

Level of enrollment

Student Status Confirmation Report (SSCR)


End of Term grades/credits (SAP)

Monitoring for aid-eligible courses

Institutional policies and deadlines for drops, adds, receiving W’s, etc.


ofax data exchange
OFAX Data Exchange

Participating schools send in their data via a secure web site

OFAX server processes file

Match on SSN

Return matching records sent in by other schools via password protected email attachment

ofax data layout
OFAX Data Layout

Data is sent/received in a text file.

The full layout is available from OSAC’s web site.

This file can be loaded into Excel and processed manually, or loaded into a database and automated via local programming.

This allows schools to process the OFAX data any way they see fit.

loading the data into banner osu s version
Loading the Data into Banner(OSU’s version)

We’ve written a local process that the Financial Aid Office runs

It loads up the file returned from OFAX and assigns the correct local OSU term code

term codes are unique to each school yet we have to associate data for corresponding terms

what do we want to do with the data once we have it
What do we want to do with the data once we have it?

Verify/More reporting. Report on

Home institution discrepancies

Continued enrollment at partner institution

Any other “oddball” things (like same course at two places at once)

Disburse aid based on sum of OSU hours plus qualifying hours at participating institution(s)

Report SSCR data accurately for those whom OSU is their “Home institution”

Satisfactory Academic Progress processing after term has finished

We’ve also written a display-only data form that the FAO can query…

receiving aid at osu
Receiving Aid at OSU

Student must complete FAFSA for the correct academic year and have no outstanding financial aid requirements

If student has declared OSU as home school, aid will pay onto the student’s account on the first day of classes

Aid will 1st pay OSU account balance, remainder will be refunded to student

It is the student’s responsibility to pay the partner school


The student release on the FAFSA indicates okay to share data for determining financial aid eligibility

The student authorizes sharing the data on the admission application

Institutions may not report a student to OFAX unless they have signed up at that institution

The data may only be used for Financial Aid purposes

financial aid issues
Financial Aid Issues

Memorandums of Understanding

Agreements by partner institutions to provide programs, services, etc.

Consortium Agreements

Developed by partner offices of Financial Aid


Required by USED to ensure compliance with regulations

Must determine “home school” for financial aid purposes

Definition of “home school” varies

other factors to consider
Other Factors to Consider

Admitted to degree program

Enrolled in eligible courses, transcription

Level of enrollment (full time, part time)

Combined enrollment

Student budgets

Changes in enrollment or program

Satisfactory academic progress

Academic calendar, deadlines

Start/End dates

Types of information systems

Multiple partner schools


OFAX Website


Joyce Eaton