BROWARD COUNTY TECHNICAL CENTERS ATLANTIC, WILLIAM T. MCFATTER, SHERIDAN STANDARD OPERATIONS MANUAL

Transcription

1 BROWARD COUNTY TECHNICAL CENTERS ATLANTIC, WILLIAM T. MCFATTER, SHERIDAN STANDARD OPERATIONS MANUAL POSTSECONDARY FINANCIAL AID POLICIES AND PROCEDURES FOR WORKFORCE EDUCATION PROGRAMS

2 TABLE OF CONTENTS Section 1: Introduction Section 2: Philosophy of Institution and Policy Development Responsibilities Section 3: Administrative Organization and Office Management Section 4: Participation in Financial aid Programs Section 5: Title IV and Campus Based Grant Programs Section 6: Title IV Student Eligibility Requirements Section 7: Federal Student Aid Procedures Section 8: Academic Year Definitions Section 9: Awards and Disbursements Section 10: Refund Policy Section 11: Student Rights and Student Responsibilities Section 12: Other Resource Financial Aid Fee Trust Fund Fee Waivers FL Department of Children and Families Homeless Project RENEW Federal Scholarships State Scholarships Florida PrePaid Tuition Program Florida Vocational Rehabilitation Services Institutional Foundations and Scholarships Veterans Administration Educational Benefits Workforce One Section 13: Important Telephone Numbers and Websites 1

3 Section 1: Introduction Federal Grant Programs 1. Federal Pell Grant Program 2. Federal Supplemental Education Opportunity Grant 1.1 The purpose of this manual is to explain the policies and procedures followed in the day-to-day operations of the Financial Aid Offices at Atlantic, William T. McFatter, and Sheridan Technical Centers. 1.2 All current federal publications are accessed through the internet website: This website provides the necessary information Financial Aid Professionals need for the management of their office. Federal regulations, publications, and financial aid records from past years are located in each Financial Aid Office or in each center s fireproof vault. 1.3 The following printed manuals and references are kept in the Financial Aid Office or referenced electronically: Action Letters Blue Book COE Handbook Compilation of Regulations Completion Rates Campus Security Reports Dear Colleague Letters Department of Education Audit Guide District Drug Policy EFC Formula Book FA Standard Operating Procedures Federal Financial Aid Handbook Federal Registers FERPA Jeanne Clery Campus Security Report/Right to Know State Policy Handbook Professional Newsletters 2

4 Satisfactory Attendance Policy Sexual Abuse/Harassment Policy Student Consumer Information Publications and Handbooks Title IV Regulations and Updates Verification Guide Section 2: Philosophy of Institution and Policy Development Responsibilities 2.1 The three Broward County Postsecondary Technical Centers major emphasis is the development and implementation of Workforce Education Training and elearning Programs. These programs are designed to meet the needs of business, industry, and the communities we serve. We are committed to assist each student identify his/her abilities and talents by offering learning experiences of the highest quality; help students adapt both intellectually and technologically to a changing environment; teach skills that will prepare students to achieve personal satisfaction, community awareness, and work ethics. It is the right and responsibility of all our students to develop their potential while becoming more creative and productive members of society. The Broward County Technical Centers provide excellence in Career and Workforce Education 2.2 The three Broward Technical Centers operate under the auspices of the School Board of Broward County, Florida, and are dedicated to the concept of equal access. Facilities are equipped to accommodate physically disabled students and enable them to function as independently as possible while attending school. Advisement, counseling, tutoring and special instructional resources are available through the Exceptional Student Education Advisors. 2.3 Financial Aid Programs provided at each institution make it possible for students who normally would be deprived of a technical education, because of lack of funds, obtain the education they desire. The following policies are based on the principle that a postsecondary education should not be a privilege reserved for only those who can afford to pay for it. Educational opportunities should also be made available to those students of families with limited 3

5 financial resources, and benefit each individual who has the abilityto-benefit from a postsecondary technical education. 2.4 The Financial Aid Directors have the responsibility of modifying policy and procedures as the Department of Education changes rules and regulations. It is done under the guidance and approval of the three area Technical Center Directors. 2.5 Our institutions subscribe to the following theories that: The three Technical Centers participate in the Federal Grant and Campus-Based Programs. Financial Aid Grants provide assistance to students that can demonstrate need while enrolled as a regular student in an accredited and approved WorkForce Education Program. The Cost of Attendance Budget includes expenses such as: tuition and fees, books and supplies, miscellaneous, transportation, child-care and disability expenses, and are reviewed yearly. Financial assistance consists only of grants. Students do not repay these grants. Financial assistance is meant to supplement the efforts of the student and/or the student s family. Both, the student s family, and the student are expected to make a maximum effort to assist with postsecondary educational expenses. The total amount of financial assistance offered students shall be limited to, and cannot exceed the amount of the cost of attendance. All factors affecting a student or his/her family s financial strength shall be considered when determining a student s need, Resources, from various agencies, that are available to the students and/or parents, are used in calculating a student s need. 4

6 Section 3: Administrative Organization and Office Management 3.1 Organizational Chart Directors Robert B. Crawford, Atlantic Technical Center Mark A. Thomas, William T. McFatter Center D. Robert Boegli, Sheridan Technical Center Atlantic Technical Center, Financial Aid Office Staff Financial Aid Director Connie Feeney Financial Aid Coordinators Aurora Gonzalez Leonor Sanchez Bookkeeper Business Manager Registrars Technology Office William T. McFatter Technical Center, Financial Aid Office Staff Financial Aid Director Soraya Aleman Financial Aid Coordinator Judy Kane Bookkeeper Business Manager Registrars Technology Office Sheridan Technical Center, Financial Aid Office Staff Financial Aid Director Rosa Lee 5

7 Financial Aid Coordinators Esther Cormier Sharron Waters Angela Cory Bookkeeper Business Manager Registrar Technology Office School Board of Broward County District Offices Accounts Payable Joseph Roushay Gretchen Mahoney Tina Aaron Auditor s Office Pat Riley Budget Office Dana Stiles Andrienne Reynolds Aston Rowe ERP Aida Collins Kim Murray Lourdes Fortuna Panza 1098-T ETS Chuck Stanley Ray Santos Financial Reporting Services, Paul Purrier Treasurer s Office, Henry Robinson Ivan Perrone 6

8 3.2 Job Descriptions Technical Center Directors The Center Directors are responsible for the fiscal management and daily operation of their respective Technical Centers. Financial Aid Directors The Financial Aid Directors are responsible for the day to day operation of their respective Financial Aid Offices at each Technical Center, update, and implement policy and procedures for the Federal, State, and County Financial Aid Programs. Determine eligibility, calculate and disburse awards, be in compliance of all reporting and reconciliation requirements. Communicate with Students, Parents, Director, Faculty, and all Staff Update FA forms Review Cost of Attendance Budget Jeanne Clery/ Right to Know/Cohort completions Rates Campus Security Constitution Day Appeal Board Audits, Program Review and Response Update Policies and Procedures Read and Interpret Regulations Determine Student Eligibility Calculate and Schedule Awards Prepare Payment Vouchers for the District Office Maintain Records for Audits Counsel Students Maintain Electronic Offices Complete Required Reports Comply with National Student Loan Database (NSLDS) Requirements National Student Loan Database Monitoring List Monitor Overpayments (POP), Multiple Reporting (MRR) and Student Loan Defaults Submit FAFSA Applications and Corrections Electronically Submit Federal Pell Origination and Disbursement Records Complete Post Withdrawal Disbursements Return of Funds to Federal Accounts Maintain a Working Relationship with Agencies and implement their policies and procedures 7

9 Attend all Federal, and State Training Administer FAFT Funds, Fee Waivers, and Scholarships Maintain Distribution Lists, Reconciliation Summaries, and Grade and Hours Databases for State Grants and Scholarships Have a Working Knowledge of the Internal Revenue Service Tax Code, Selective Service, Social Security, and Immigration Rules and Regulation (INS). Assist the Center Director, as necessary Financial Aid Coordinators Answer Telephone, Mail and Inquires Make Copies of Student and/or Parent Documentation Provide Information and Explain Financial Aid Programs to Students and/or their Parents, and anyone else Assist Students, Parents with any Financial Aid Problem Complete Student Files and Obtain Proper Documentation Review Institutional Student Information Report (ISIR)/Student Aid Reports (SAR) for Eligibility Electronic Corrections Verification of Reported Information, when selected (*) Review of Student/Spouse/Parents IRS 1040 Taxes for Errors and Incorrect IRS Filing Statuses Current Knowledge of INS, Selective Service, Social Security, and the IRS Code and Regulations Complete SAVE Forms (INS Secondary Confirmation) Send Foreign High School Diplomas to be evaluated by the District Office Obtain and Monitor Quarterly Progress Reports and Transcripts Obtain Change of Enrollment and Re-Entry Forms Complete Referrals for Ability to Benefit Testing and maintain the Official Ability to Benefit Student Test Scores Notify Students of When and Where Award Disbursements are Available Review Accuracy of Checks before Disbursements Assist Financial Aid Directors and Director, as needed Bookkeeper s Office This office is responsible to return funds of tuition and fees charged or other monies that were erroneously included in Federal Pell Student Grant checks. These Federal funds are returned to the 8

10 Federal Grant Accounts and sent to the Financial Reporting Services Office, located at the South Area Office. Each Center s Bookkeeper provides revenue and expenditure information for completing reports, such as the Federal FISAP and IPEDS reports. Business Office This office is responsible to communicate with the Financial Aid Office regarding Vocational Rehabilitation Services and WorkForce One s Training Vouchers. Agency billing vouchers must be remitted to the Financial Aid Office if a student has Federal Pell Grant eligibility. Those charges must be deducted from the student s Federal Pell Grant award. Registrar s Office This office is responsible for disbursing checks to students. They provide registration and withdrawal information from WDIS when reporting student loan data information to National Student Loan Database Services (NSLDS). The Pell Grant deferred term registration payments are processed and transferred for payment. Technology Office This office is responsible for the loading of new Federal Software such as: EDConnect and EDExpress, and updates to newer versions, as necessary. The Advanced FileMaker Pro FA Database is cloned on a yearly basis. District Offices Accounts Payable This office is responsible to set up student vendors, set check runs, and release grant checks to each Technical Center s Financial Aid Director. Audit Office This office is responsible to complete the federally required A-133 audit yearly, as required by federal law, and oversees all other State of Florida audits. Budget Office This office is responsible for the yearly setup of the Federal Grants and Administrative Budgets, they release funds for the Federal Pell 9

11 and/or Federal Supplemental Education Opportunity Grants to Accounts Payable before check can be printed. ETS This office, working in conjunction with the Treasurer s Office, is responsible to obtain student information from each Technical Center to run the IRS Hope Scholarship or Lifetime Learning Tax Credit (1098-T Forms) sent to all postsecondary students yearly by January 30th. Financial Reporting Services This office is responsible to check the Federal Grant Student Payment Vouchers submitted by each Center, and ensures that each Technical Center has the accepted authorized funds available for disbursing the student awards before ordering monies from the Federal government. They notify the Treasurer s Office of electronic transfers and monitor that the Budget Office releases the funds before releasing the student payment vouchers to the Accounts Payable Office for payment. It monitors GAPS funding levels for each institution in the G-5 Federal Cash Management System, and reconciles all Federal Grants and Administrative Accounts, sends a list of all checks not cashed over 30 days to each institution to call students, voids and returns checks not cashed, returns not-eligible checks to federal accounts, and maintains student ledgers. They are also responsible to maintain all records for audit or program review purposes. Each Financial Aid Director annually submits beginning and ending year Statements of Accounts (ESOA), Grant Award Vouchers, and a final Year to Date Student Disbursement List. Treasurer s Office This office is responsible to receive and distribute all Federal, Administrative and State Grant electronic transfers, and notify the Budget Office of the receipt of such funds. The yearly distribution of the 1098-T is coordinated by members of this staff, the Technical Centers and ETS. 10

12 3.3 General Financial Aid Office Administration The hours of operation are posted at each Financial Aid Office. All offices are closed on Friday for paperwork and student appointments. All institutions have evening hours of operation to accommodate evening students as well as day students. The Financial Aid Office coordinates all sources of financial assistance offered to students at each institution. 1. In accordance with established procedures, all students applying for federal aid must complete the Free Application for Federal Student Aid (FAFSA) online and transmit it to the US Department of Education for calculation. The United States Department of Education (USDOE) provides each student with an Expected Family Contribution (EFC). The EFC number, along with other federal requirements, is used in determining a student s federal grant eligibility. Students must notify the Financial Aid Office of their intent to register for a program, and complete other required processes, such as verification of application information, if selected. A student s federal aid will be processed when a valid, error free SAR/ISIR is received along with other required documents. The student s verification process must be completed before funds are awarded. 2. The Financial Aid Office Staff electronically downloads the Institutional Student Information Records (ISIR) daily. It has the capability to not only enter and transmit FAFSA Applications, but to make necessary corrections. 3. All awards for Federal Financial Aid shall be administered through each Technical Center s Financial Aid Office. 4. Aid is disbursed based upon the availability of funds. Students are given consideration for all programs. The aid a student receives is based upon documented financial need. 5. The Broward County Area Technical Centers do not discriminate in the awarding of financial aid. These institutions adhere to laws under the Title VI Civil Rights Act 11

13 of 1964, Title IX Protection Act, The Privacy Act of 1974, The Rehabilitation Act of 1973, and the Age Discrimination Act. 6. Students are awarded aid based on demonstrated need calculated by the US Department of Education 7. Progress Reports/Transcripts are completed by instructors for all students. The Financial Aid Office uses the progress report/transcript to monitor grades and attendance when checking for satisfactory progress. Students also provide these reports to the various community based agencies or organizations that provide students resources. 8. It is a requirement that students report all financial student resources to the Financial Aid Office. Those resources will be considered in monitoring student need. 9. The Change of Enrollments or an Attendance Form is required to complete and calculate the Post Withdrawal Disbursement Form every time a student withdraws from a program. 10. The Financial Aid Appeal Committee is comprised of the Financial Aid Directors and a student s instructor and/or counselor, if necessary. The Appeal Committee reviews related aid complaints. The student always is required to sign a Release of Information Form before the appeal can be reviewed by the Committee. Decisions must be received in writing. A decision will be given to the student within 30 days or less. The Appeal Committee s decision is always final. 11. The Federal Grant Authorizations are prepared by the Financial Aid Directors and given to the District s Financial Reporting Services Office whereby funds are verified through the Federal G-5 GAPS System. Monies are ordered from the federal government. The Treasurer s Office electronically receives the federal funds, and notifies the Budget Office. The Accounts Payable Department sets up 12

14 student vendors and sets check runs. Schools are notified when checks are available from Accounts Payable. Financial Aid Directors pick up the checks. immediately Checks are verified for accuracy by the Financial Aid Coordinators, and released to the Registrar s Office for disbursement. 12. The Financial Aid Office electronically transmits all Origination and Disbursement Records to the US Department of Education s COD Office. Accepted Origination and Disbursement Authorizations and Disbursement Records Lists must be retained for audit purposes. Reconciliation of student awards must be done on a yearly basis for the close of the Federal Grants award year, which is September 30 th. The most currently released version of EDExpress software is used each academic year. 13. The names of transfer students are entered on the National Student Loan Database System s Monitoring System List in order to monitor grant awards, grant overpayments or defaults. A transfer student s grant award must be released from the previous school they attended. A student must add the new school s Federal School Code Number to their application in order for the new school to receive authorization before a Federal Pell Grant award can be made. 14. National Student Loan Database System (NSLDS) The Financial Aid Director has the responsibility to transmit, every sixty days to the National Student Loan Database System (NSLDS), the names and status of all students that were enrolled at their institution, withdrawn, or are now deceased, but previously received student loans from other institutions they attended. Transfer students who attend any of the three technical centers are listed on the NSLDS school monitoring list. Federal Pell Grant overpayments and student loan defaults for all students are tracked on NSLDS. 13

15 15. Ability to Benefit Testing is administered free of charge at Atlantic Technical Center by a certified tester. Official scores are downloaded from New: Students may earn 225 clockhours in lieu of testing, but will not be eligible for payment during this time. 16. Federal Grants are reconciled with the District s Financial Reporting Services Office, and the Federal Government s Disbursements Year to Date Summary. 3.4 Record Management Active and inactive records are kept in the Financial Aid Office in locked cabinets or in a fireproof vault. Microfilmed records and electronic backups are kept on the District Server. Student Records are scanned into each individual s file. Excess documents and old records are shredded. Each institution is in compliance with the Family Education Right to Privacy Act (Buckley Amendment), Jeanne Clery Campus Security Disclosure Policy and Right to Know, Campus Crime Statistics Act Report, Voter s Registration and Constitution Day. The following electronic processes are used in each Financial Aid Office: Federal EDConnect software is used for transmitting data from the federal government s contracted server. Federal EDExpress software is used to enter FAFSA Applications, FAFSA Corrections, pull ISIRs, enter Origination and Disbursement Records, Statements of Accounts (ESOA), POPs and Multiple Reporting Records, Student Summary Reports, and Year to Date Disbursement Lists, etc. The COD Federal System is used to access financial reports and individual student grant authorization information. The GAPS G-5 Cash Management System is used to monitor the expenditures and authorization of Federal Grants, monitors award transactions and provides account information. The National Student Loan Database System (NSLDS) list all student loans taken by the student while attending any other 14

16 institution, Pell Grant awards and payments taken yearly from any institution, Grant Overpayments, Defaults, Loan Discharges, Bankruptcy and Monitors Student Transfers. The FISAP website, is used to complete the annual request of campus-based funding for the next award year of the Federal Supplementary Educational Opportunity Grant (FSEOG). It reports the past year s FSEOG disbursement awards, the statistics associated with those awards, and the applicant pool statistics. The mandated administrative federal calculation used to disburse the federal and match share of student funds is also reported. All worksheets and backup used to complete this report is auditable. The Federal Participation Agreement Website (ECAR) is where a school applies to participate in the Title IV Programs. It is also used when adding and deleting programs or makes any other needed changes. State FSAG-CE and the Bright Futures Scholarship websites are databases used to report disbursements, grades and hours, and reconciliation summaries of student funds reported. 3.5 Record Maintenance The Financial Aid Office shall maintain records according to the following guidelines: 1. Adequate records are maintained to assure that aid given to each student is not in excess of the actual award. 2. The office maintains an individual student award worksheet for each student that is receiving assistance. This record reports student demographics, the type of aid disbursed the amount of assistance received, the expected disbursement dates, the award calculation, the cost of attendance budget, grades and hours, and tracks financial resources and need. 3. All records are maintained in accordance with federal regulations in regard to the submission of the most recent Fiscal Operations Report and Application to Participate, (FISAP). 15

17 3.6 Administration Files The institution maintains administrative files and records that are easily accessible. These materials are to include: Program Participation Agreements (ECAR) Letters of Program Eligibility Notification of FSEOG Tentative and Final Funding Letters Appeals NSLDS Reports Student Cost of Attendance Budgets Audit Reports and Responses Master list of Student Aid Recipients Individual Student Files Ability to Benefit Testing Consumer Information Jeanne Clery/Right to Know/Campus Security Reports Program Review Reports and Responses 3.7 Student File Components Institutional Application SAR/ISIR Worksheet Award Letter Signed Copies of Disbursed Checks Verification Notice Verification IVF/DVF Form Verification Comparison Worksheet IRS Taxes or Non-Filers Forms Progress Reports/Transcripts Change of Enrollments Post Withdrawal Calculation Selective Service Letter Citizenship Documentation Social Security Documentation Student Policies and Conditions to Receive Awards Any Other Documentation Deemed Necessary to Determine Eligibility 16

18 Section 4: Participation in Financial Aid Programs 4.1 An institution must adhere to the following requirements to be considered a Title IV institution: 1. All postsecondary institutions must be legally authorized by the state where it offers postsecondary vocational/technical educational programs. 2. Workforce Education and elearning Programs must be accredited by a nationally recognized accrediting agency. All of the programs offered at the three Technical Centers are approved by the Council on Occupational Education, (COE). 3. Broward Technical Centers admit only undergraduate students as a regular student, individuals with a high school diploma, a recognized equivalent of a high school diploma, have the ability to benefit, or individuals beyond the age of compulsory school attendance in the State of Florida. 4. Offer accredited programs of study of at least 600 clock hours with a minimum of 15 weeks in duration that lead to a Workforce Education certificate. Technical training programs must prepare students for gainful employment in a recognized occupation. 5. E-Learning Distance Programs offered are taught more than 50% online. 6. Each Financial Aid Director must complete the Title IV Program Participation Application (ECAR), and submit it to the US Department of Education for program approval, but only after the State of Florida and the Council on Occupational Education have approved the Workforce Education programs. The ECAR is reviewed and updated yearly. 7. Two-Year Rule. To be eligible as a postsecondary vocational institution, a school must be legally authorized to give and/or have continuously been giving the same postsecondary 17

19 instruction for that least two consecutive years prior to its application. Section 5: Title IV and Campus Based Grant Programs 5.1 Title IV, Federal Pell Grant The Federal Pell Grant provides a foundation for financial aid to which aid from other federal and non-federal sources may be added. It is available to undergraduates only. Unlike loans, grants do not need to be repaid. Awards can change yearly, and the award schedules are sent to the schools by the Department of Education. The maximum and minimum Federal Pell Grant yearly awards are set by Congress and are available from the Financial Aid Office. Federal funds are transferred electronically to interest free separate bank accounts that are accessed by School Board s District Office. 5.2 Campus Based Federal Supplemental Education Opportunity Grant (FSEOG) Priority is given all Pell Grant recipients with the lowest Expected Family Contribution numbers, (EFC). FSEOG is an award for undergraduates with exceptional financial need. The amount of aid a student will receive depends on other resources received, financial need, enrollment status, date enrolled, and the availability of funds. Unlike the Federal Pell Grant, not everyone who qualifies for an award receives one. Maximum awards vary at each center. The minimum award is $ This grant does not have to be repaid. A Temporary Letter of Funding is received from the Federal Department of Education and a Final Funding Authorization Letter in March. The Blue Book provides an explanation of the FSEOG Formula Disbursement Calculation. Financial Reporting Services provides each Financial Aid Director with a distribution calculation upon receipt of each Technical Center s Authorization Letter. The required 25% match is requested yearly, and included in the school district s budget. The Treasurer s Office transfers the match to the Budget Office and it is recorded in the FSEOG account. The Financial Aid Trust Fund may also be used for the match purposes. Funds for the next academic year are contingent on the completion and submittal 18

20 of the Fiscal Operations Report and Application to Participate (FISAP) annually by October 1 st. 5.3 Federal Student Loans The Broward Technical Centers do not participate in any Federal Student Loan program, and cannot certify such loans. However, students who have taken loans at other schools may defer those loans if enrolled at least part-time. Student Loan Deferment Forms are processed in the Admissions or Guidance Office. It is the student s responsibility to provide and mail the completed form. A copy should be scanned into the student file. Section 6: Title IV Student Eligibility Requirements 6.1 Basic eligibility applicant requirements are: 1. Demonstrate financial need. 2. Be a U.S. citizen or eligible non-citizen. 3. Have a valid Social Security number, (SSN). 4. Be enrolled as a regular postsecondary undergraduate student working toward a certificate in an eligible Workforce Education program of 600 clock hours / and 15 weeks or more. 5. Certify to use federal student aid for educational purposes only. 6. Certify that the applicant is not in default on a Federal Student Loan, and/or does not owe a Federal Pell Grant overpayment. This is done by signing the statement on the Free Application for Federal Student Aid (FAFSA) 7. Have registered with Selective Service if the applicant is a male between the ages of 18 to 25 years of age, and is not exempt from the registration requirement per federal guidelines or Professional Judgment. 8. Have not earned a Bachelor s Degree or its equivalency from a foreign country. 9. Maintain the Satisfactory Academic Progress Standards. 10. Be not convicted for the possession or sale of illegal drugs for an offense that occurred in the same award year a student is receiving federal aid. The student will be ineligible for a period of time based on the type and number of conviction charges. 11. Students must have a regular High School Diploma, General Educational Development (GED) certificate, completed their high 19

21 school education in a homeschool setting approved under state law, or pass an approved Ability to Benefit Test (ATB). 6.2 Ability to Benefit (ATB) An applicant without a standard high school diploma or its recognized equivalent can be determined to be academically qualified if he or she passes an independently administered test, approved by the U.S. Department of Education, for determining a student s ability to benefit for post-secondary education. If the appropriate scores are achieved during the current award year, the applicant will be eligible to receive federal funds beginning with the payment period in which the student receives the required ATB test scores. Students who do not meet the necessary scores will be counseled and referred to a General Educational Development program. The Ability to Benefit Test is given at Atlantic Technical Center for all students who attend one of the three Broward County Technical Centers. Testing is done by a certified tester at no charge. The lab is located in Building 19, on the first Friday of every month at 9:00 a.m. Students will be given an appointment time and directions. A referral form must be sent to Atlantic s Financial Aid Office to reserve the student s seat. A picture ID must be presented to the test administrator when reporting for testing. Tests are officially scored by the Wonderlic Education Solutions Company and the official copies printed from One copy is given to the student, and the other is retained in the student s file. Transfer students who have taken the Ability to Benefit Test at another school must re-test using a different test level, or the student will be referred to take the GED certificate test. Students that transfer from one of the area Broward Technical Centers are exempt from retesting. New for this year, a student may chose not take the Ability Benefit Test, but rather complete 225 clockhours in an eligible Federal Pell program. Pell funding eligibility will begin at the 226th clockhour. Payment Period = /

22 6.3 Home Schooled Students Home schooled students self-certify that they were educated in accordance with State of Florida regulations. The Financial Aid Director can request that a parent sign an affidavit of home schooling, refer a student to pass the Ability to Benefit test, earn 225 clockhours, or refer a student to take the General Educational Development test to be eligible for a Federal Pell Grant anytime it is necessary to resolve conflicting information. 6.4 General Educational Development (GED) A student who receives a GED during the award year may be eligible for funds beginning with the payment period in which the GED certificate was received. 6.4 Social Security Numbers, 1098-T Social Security numbers are necessary for the processing of all Federal and State Grants. The student s number is required to report tuition and fee information to the Internal Revenue Service Agency (IRS) for the Hope Scholarship and Lifetime Learning Tax Credit on Form 1098-T. Parents or students might qualify for one or both of these tax credits if eligible. The 1098-T Form is distributed yearly, and mailed by the Broward County School Board to students registered in post-secondary programs T forms are required to list: the student s name address, social security number, enrollment status, the school s name, address, and telephone number, filers federal identification number and the amount of payments received for qualified tuition. Students whose tuition and fees have been paid by a grant or an outside agency are not eligible for a 1098-T Form. Copies are retained at each center and ETS transmits to IRS electronically. Those students from the Republic of the Marshall Islands, the Federated States of Micronesia or the Republic of Palau do not have Social Security numbers. Information is available from the local Social Security Administration Office, by calling or online at Some students may be required to update their citizenship status if they have become a naturalized citizen. The Social Security Office 21

23 will provide a student with a new social security card and/or a letter stating that their status has been updated. This letter can be used for documentation purposes. A student s social security number is confidential, and will only be used for purposes regarding a student s financial aid. 6.5 Selective Service A man between the ages of 18 and 25 must be registered for Selective Service to receive a Federal Pell Grant unless that individual is exempt for reasons accepted by the rules and regulations of the Federal Pell Grant Program. A male student, who is required to register, may do it on the FAFSA Application, complete the Selective Service form at the Post Office, or online at Females are exempt as are men born before A male student that did not register, but was required, must explain the reasons why he failed to register, and mail the questionnaire form with documentation to the Selective Service Office. A Selective Service attorney reviews the applicant s documents and informs the student of their registration status. The Selective Service letter is coded in the bottom left hand corner. These Selective Service Codes are accepted by the institution as official unless the student can prove that he was exempt from registration, or that his failure to register was not knowingly nor willfully. The proof of documentation is solely the responsibility of the student. The Financial Aid Director will review a student s situation on a case by case basis when a student provides all the documentation that he did not knowingly nor willfully fail to register with Selective Service. Written notification will be given to the student within 30 days of providing the documentation. for review. The Financial Aid Director s decision is final and cannot be appealed. 6.6 Secondary INS Confirmations, SAVE The Central Processing System (CPS) conducts a match of the applicant data with the Department of Homeland Security (DHS), a service of the US Citizenship and Immigration Services (USCIS), to confirm a student s citizenship status and eligibility for federal student aid. A manual Secondary Confirmation is necessary when the 01 transaction does not confirm a student s citizenship. The school must submit the Immigration Status/Document Verification Request Form 22

24 G-845. The DHS Verification Number must be written on the form before INS will verify a secondary confirmation status. Grant disbursements will not be made until the institution can determine an eligible status. All codes found on a student s ISIR/SAR can be checked in the ISIR Guide, or the SAR Comment Codes and Text Guide located in each office. 6.7 Foreign High School Diplomas Students self-certify to having a high school diploma on the FAFSA Application, but students who have a high school diploma from a foreign country must have their credentials evaluated by one of the agencies approved by the School Board District Office. If the student s foreign credential is not equivalent to that of a US High School Diploma, the student will be referred to take the Ability to Benefit test, earn the 225 clockhours, or referred to the GED Program. Section 7: Federal Student Aid Procedures 7.1 Apply for a Personal Identification Number (PIN #) A PIN number allows a student/parent to electronically sign the Free Application for Federal Student Aid, provides access to personal information, and allows applicants to correct their errors. A student may request a PIN Number at A dependent student must always request a PIN Number for a parent. Students must provide a name, social security number, date of birth, and provide a mailing address. The PIN will be issued by mail or , whichever is preferred, after the accuracy of the information is verified with other SSA agencies. The PIN is received in by immediately. The PIN cannot be used to sign any documents or access websites until a positive match is made. PIN numbers are confidential, and must not be shared with anyone. Questions regarding the PIN process can be answered by calling

25 7.2 Free Application for Federal Student Aid (FAFSA) Financial Aid information is given to students and parents at online, at orientation, and by the program counselors and Financial Aid staff. The fastest and recommended way a student should apply is by using the free internet website at This site gives information as to what documents are needed to complete the application form. That information is transmitted over a secure site, and processed within 72 hours from receiving the student/and parent signature page. The paper application can be obtained by calling the toll free number FED-AID. The completed paper application form is mailed in the attached envelope provided. The Federal School Codes for the Broward Technical Centers are: Atlantic McFatter Sheridan Questions can be answered from the U.S. Department of Education at or by calling the Federal Student Aid Information Center at FED-AID ( ). TTY Users can use the Dependency Status Dependency status is determined by the answers provided on the Free Application for Student Aid. One of the following must apply to be classified as an Independent student for financial aid purposes. Born before January 1 (see application for year). Enrolled in a Master, Doctoral Degree or Graduate program. Married, as of the day a student completes the application. Have children who receive more than half of their support from the applicant. Have a dependent(s), other than children or a spouse, who live with the applicant and receive more than half of their support from them. 24

26 Are currently serving on active duty in the US Armed Forces for purposes other than training. A veteran of the US Armed Forces. Both parents are deceased, in foster care or dependent or ward of the court since the age of 13. Are or were an emanicipated minor as determined by a court in this state. Are or were in legal guardianship as determined by a court in this state. On or after July did your high school or school district homeless liaison determine that you were an unaccompanied youth who was homeless. At any time on or after July 1, 2008, did the director of an emergency shelter or transitional housing program funded by the US. Department of Housing and Urban Development determine that you were an unaccompanied youth who was homeless. Independent students who are married at the time of application must report their spouse s income even if they reside in another country. If none of the above criteria apply, the applicant is considered a dependent student, and must use their parent(s) IRS 1040 Tax Form(s). If parents filed separately, both copies of the taxes are required and the information is merged. Correct IRS 1040 filing statuses only are accepted. 7.4 Privacy Act The Family Educational Rights and Privacy Act, and the Financial Services Act s Security Provisions protect the privacy of students and their families. Federal law establishes certain conditions for the disclosure of personal student information for schools that participate in the FSA programs. It is required that all independent and dependent students who wish to share financial information with a parent, spouse, or guardian must sign a Financial Aid Information Release Form. The Financial Aid Staff always has the right to request a photo ID. 25

27 7.5 Application Is Submitted The FAFSA Processor receives paper applications, paper corrections, and paper signature pages in the mail, performs document analysis to ensure that the data is acceptable, and handles missing or unacceptable responses. The processor images the application, enters the information from the application, and transmits the data and image electronically to the Central Processing System, CPS. The Central System operates under a contract with ED to receive and process application and correction information. The CPS matches student records with other federal databases such as Social Security Administration, National Student Loan Database System, and Veterans Affairs to confirm eligibility. The CPS also applies a series of compute edits to the application information to check for inconsistencies, contradictions, and missing data. During the computing process, the CPS uses the need analysis formula specified by law to calculate each applicant s Expected Family Contribution (EFC). The Institutional Student Information Record, (ISIR) is an electronic record produced by the CPS that provides institutions with processed application and correction information. ISIRs can be sent to destination points daily or by request using FAA Access to CPS Online. The Student Aid Report (SAR), is a document which provides the student with processed application information. The CPS prints the SAR and mails it directly to the address the student provided. Alternatively, students who provide addresses on their FAFSAs will be sent s notifying them that their SARs can be accessed electronically. A paper FAFSA Application is available by calling FED-AID. School refers to each postsecondary educational institution that the student listed on the Financial Aid Application. The Financial Aid Director at the school will use the processed information to determine the types and amount of federal student aid the applicant is eligible to receive. 26

28 FAFSA Applicant - A Student Information Acknowledgement is mailed within 72 hours after the student/parent signature page has been received and processed. Students must review their FAFSA Application information and make the necessary corrections. All corrections can be done electronically online. The Financial Aid Staff can help with processing student corrections, when necessary, but are required to retain the necessary documentation used to make the changes. All changes must be signed by those who have supplied financial information on the FAFSA Application Form. Electronic FAFSA Applications completed by school personnel must be signed and retained in the student s file. The paper application takes about four weeks to receive by mail. Students may check online for the status of their application even if it was completed on a paper form. Transactions are an interaction between the CPS and an applicant, or a school that changes any of the data on a student s record. Each transaction results in a new ISIR and/or SAR, and is identified by a two-byte transaction number: such as, 01, 02, and 03. A transaction may also be system-generated. For example, when a student s eligibility for federal student aid changes on the National Student Loan Database System, the CPS automatically reprocesses the application information and generates a new transaction without additional input from the student or from a school. These systemgenerated transactions are automatically sent or pushed to the destination point in unique electronic message classes. When application data for an award year first arrives at the CPS and is processed, the resulting report is called the 01 transaction. The student receives a SAR or an notification of a SAR processed, and the listed schools receive the ISIR. The applicant can make changes on the SAR, return the SAR to the FAFSA processor, and have the information reprocessed. Alternatively, the student can make corrections electronically through Corrections on the Web. A school can submit corrections electronically using the FAA Access to CPS Online Website in the Federal EDExpress software, even if the 27

29 school did not submit the original application electronically. The corrections generate a new record that is identified as the 02 transaction. To create a correction transaction, a change must be made to at least one data element. An ISIR or SAR is considered an eligible document only if it is error free, and unless it does not need to be recalculated due to the $ Tolerance Rule. If this is the case, the tolerance calculation must be documented in the student s folder, and coded as such on the Origination Record. 7.5 Transfer Students Students transferring from other institutions need to add the new school s Federal Code to their SAR/ISIR. Students may do so online or by calling the U.S. Department of Education to add a school code at: FED-AID or TTY Users The student will need to know the Data Release Number (DRN) found in the upper right hand corner of the paper SAR, or look online for the DRN. The new school will electronically receive a new transaction when its code is added. All transfer students must adhere to the new institution s policies. This includes: resolving conflicting information, verification, Ability to Benefit requirements. Awards are based on the remaining eligibility in accordance with federal guidelines. Students who transfer mid-year will be placed on the Federal NSLDS Monitoring List. This is to monitor funds disbursed and to avoid a possible overpayment situation with another institution. Federal aid is not guaranteed from one year to the next. A new application must be processed each year. If a student changes schools, aid does not automatically transfer. Students must check with their new school to find out what steps must be taken to continue receiving aid. 7.6 Student File Any conflicting data related to the application will be resolved prior to disbursing aid. The school reserves the right to request whatever documentation is necessary to verify the data reported. The burden of proof rests with the applicant. No funds will be disbursed until conflicting data is resolved. 28

30 The Financial Aid Coordinator will notify all applicants of their eligibility when the file is complete and reviewed by the Financial Aid Director. Eligible students are informed by an award letter regarding the type of aid, amount of aid, tentative disbursement date(s), and signs policies and conditions governing their award A completed Federal Pell Grant file consists of the following: An eligible, error free, calculated Institutional Student Information Record (ISIR) or Federal Student Aid Report (SAR). An Institutional Financial Aid Application. A Verification Agreement Notice, Verification IVF/DVF Forms, any required supporting documentation, a Verification Comparison Worksheet, copies of Federal IRS Taxes, W2 s or Non-Tax Filer s Income forms for all who report income on the application, if selected for verification*. Quarterly Progress Reports/Transcript showing cumulative grades and hours. A copy of the Social Security Card, or Letter, if applicable. A Selective Service Card or Selective Service Letter of Status Determination. INS Citizenship Documentation, if applicable. Signed Student Release of Information Form, if applicable. Signed Policies and Conditions. Copy of the Award Letter Other documentation as required to resolve a conflict. 7.7 Verification Process Federal Guidelines require that each institution verify all selected applicants up to a limit of 30% of its total financial aid applicant pool for Title IV aid. The Broward County Technical Centers will verify the application of each student selected by USDOE for verification (*). The asterisk sign denotes selection. Other select students may also be chosen when necessary to resolve conflicting information. Transfer students previously selected for verification at another school are required to re-verify their information. The following items are required elements for verification: Household Size, Number of Family Members Enrolled in a Postsecondary Education, Adjusted Gross Income, Taxes Paid, and certain Untaxed Income and Benefits for the base year require verification, such as: 29