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Session 39. The Big Picture Linda Burkhardt Kevin Campbell. Eligible Institution Types of Institutional Control. Eligible Institution Eligibility Requirements. Authorized by the state Accredited by accrediting agency recognized by the Department of Education (ED)

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Session 39

Session 39

The Big Picture

Linda Burkhardt

Kevin Campbell

Eligible institution types of institutional control
Eligible InstitutionTypes of Institutional Control

Eligible institution eligibility requirements
Eligible InstitutionEligibility Requirements

  • Authorized by the state

  • Accredited by accrediting agency recognized by the Department of Education (ED)

  • Offers at least one eligible program of study

Eligible programs institution of higher education
Eligible ProgramsInstitution of Higher Education

  • Associate, bachelor’s, graduate or professional degree, or

  • At least a 2-year program acceptable for full credit toward a bachelor’s degree, or

  • At least a 1-year training program that leads to a degree or certificate (or other educational credential) and prepares students for gainful employment in a recognized occupation

Session 39
Eligible ProgramsProprietary Institution of Higher Education and Postsecondary Vocational Institution

  • Programs must provide training that prepares student for gainful employment in a recognized occupation and contain a minimum of:

    • 15 weeks instruction; 600 clock hours,

      16 semester/trimester hours, or 24 quarter hours

Eligible programs
Eligible Programs

  • 10 weeks of instruction; 300 clock hours, 8 semester/trimester hours, or 12 quarter hours

    • Must be a graduate/professional program or admit only students with equivalent of an associate degree

  • 10 weeks instruction; 300-599 clock hours (eligible for only (eligible for FFEL and Direct Loans

    • Must have been in existence for at least one year

    • Must have at least a 70% completion rate and 70% placement rate in related job fields

General participation requirements
General Participation Requirements

  • Voter registrationHEA 487(a)(23) and 668.14(d)

  • Constitution DayFR May 24, 2005 and May 31, 2005

  • Availability of GED program668.14(b)(13)

  • Drug-Free Workplace and drug abuse prevention program668.14(c)

General participation requirements1
General Participation Requirements

  • Civil Rights and Privacy requirements99.31(a)(13) and (14)

  • Notify ED of contracts with servicers668.25(e)

  • Incentive compensation668.14(b)(22)

General participation requirements2
General Participation Requirements

  • Consumer Information

    • Annual individual notice to students containing list of consumer information and how to obtain it (includes Campus Security, Equity in Athletic Disclosure, Family Educational Rights and Privacy, Student Right to Know and general information about school)

Financial responsibility
Financial Responsibility

ED reviews financial statements and

systems and determines school’s

ability to

  • Properly administer the FSA programs

  • Meet all of its financial obligations

  • Provide the services described in official publications

Administrative capability
Administrative Capability

  • Outlines school’s ability to administer the Title IV Programs in accordance with the law and regulations

  • Reviewed by ED through program reviews and annual compliance audits

Electronic application for approval to participate
Electronic Application for Approval to Participate or E-App

  • Used to apply for designation as an eligible institution, initial participation, recertification, reinstatement, change in ownership, or to update a current approval. Updates include changes such as, but not limited to, name or address change, new location or program, increased level of offering, change of officials, or mailing address for publications.

Schools contract with ed
Schools’ Contract With ED

Program Participation Agreement (PPA)

  • School agrees to comply with law, regulations and policies governing Title IV aid programs

  • Eligibility & Certification Approval Report (ECAR) details school’s programs of study approved for Title IV funding

Policy development
Policy Development

  • Develop policies for processing student files

    • Need to review on an annual basis

    • Update as necessary

  • Keep policies in a Policy and Procedure manual

    • Organized for easy access

    • Available to all staff members for easy consultation





What policies procedures
What Policies & Procedures?

  • Refund policies

  • Title IV academic year definition

  • Cost(s) of attendance

  • Packaging policy

  • Satisfactory academic progress

  • Verification

  • Loan confirmation and counseling

  • Record retention

How do schools receive title iv funding
How Do Schools Receive Title IV Funding?

  • Establish required bank account(s) for receiving and maintaining funds

  • Establish an account in the Department of Education’s Grants Administration and Payment System (GAPS) for requesting funds and reporting expenditures

What is gaps

Grants Administration and Payment System

Financial management support services for each Title IV program, except FFEL

Provides online capability to

Request payments

Adjust drawdowns

Access current grant and payment information

What Is GAPS?

NOTE: ED will replace GAPS with “G5,” a new system for grants management and payments. Phase I will be in the last quarter of calendar year 2007.

Systems you need
Systems You Need

  • SAIG mailbox

    • ISIR’s

    • Default rate data

  • Internet Access

    • IFAP

    • FSA 4 Schools

    • Eligibility & Certification

Systems you need1
Systems You Need

  • FAA Access to CPS Online

    • Input FAFSA’s

    • View ISIR’s

    • Correct ISIR’s

    • Add school code to ISIR’s

  • COD

    • Submit award and disbursement data for Pell Grant, ACG, National SMART Grant, and Direct Loan

Systems you need2
Systems You Need

  • NSLDS user ID and passwords

    • View student financial aid history

    • Enrollment reporting

    • Transfer Monitoring

  • e-Campus-Based system

    • FSEOG & FWS authorizations

    • FISAP

Determine student eligibility
Determine Student Eligibility

  • Review FAFSA/ISIR

    • Resolve database match issues

      • Social Security Number

      • Citizenship

      • Selective Service

      • NSLDS

      • Veterans Administration

Determine student eligibility1
Determine Student Eligibility

  • Review FAFSA/ISIR

    • Verification

      • Process by which certain required data reported on the FAFSA is reviewed for accuracy and completeness

    • Resolve conflicting information

      • Includes information held by other offices on campus

Calculate need
Calculate Need


  • Cost of Attendance

    • Estimate of student’s educational expenses

    • May have different costs for different programs of study ort categories of students

  • Use EFC appropriate to number of months in enrollment period


  • Determine Pell Grant eligibility

  • Determine eligibility for other aid

    • Federal, state, institutional

  • Look at student’s outside resources

    • Must be included as estimated financial assistance

  • Entrance counseling for loan borrowers


  • Responsibility of Business Office

  • Money is drawn from GAPS

  • Title IV aid is used to pay tuition, fees, and contracted room and board

    • Payment of other educational expenses requires written authorization from student

  • Disbursement may be credit to student’s account or check issued to student


  • Title IV aid disbursed by payment period over length of academic year

    • Payment periods differ depending on structure of program of study

      • Standard term

      • Non-standard term

      • Non-term credit hour

      • Clock hour

  • Disbursement requires notifications to student borrowers

Student exits
Student Exits

  • Exit counseling for loan borrowers

  • Withdrawals

    • R2T4

      • Calculation

      • Make required refunds in timely manner

      • Notification and reporting of overpayments

Reporting to ed
Reporting To ED

  • E-App

  • Annual compliance audit


  • COD


  • Campus Security


Kevin Campbell

Phone: (214) 661-9488



We appreciate your feedback and comments.

We can be reached at:

Linda Burkhardt

  • Phone: (206) 615-2174

  • Email:

Session 39

Please provide any comments regarding this training or the trainers to:

Jo Ann Borel

Title IV Training Supervisor