FY2016 TEOG. Texas Educational Opportunity Grant (TEOG) Student by Student End of Year Reporting Manual

Transcription

1 FY2016 TEOG Texas Educational Opportunity Grant (TEOG) Student by Student End of Year Reporting Manual Financial Aid Services Texas Higher Education Coordinating Board Contact: Outside Austin: 800/ options 3, 3 Austin Metro: 512/ options 3, 3

2 TEOG FY2016 Student by Student End of Year (EOY) Report Table of Contents Foreword...1 Calendar Potential Sanctions Updated Data Elements...2 Award Maximums EFC Maximum Data Element Fillers Reporting Justifications Hardship Added Data Element...2 Common Errors and Resolutions...3 Prior Year SAP Not Met Maximum Years of Eligibility Exceeded Maximum Hours of Eligibility Exceeded Minimum Number of Hours Remaining in Program Override Request Process...5 Reconciling Disbursement Amount...6 Student by Student Recipient Data...7 Glossary...13 Data Structure...15 Sample Certification...16 Page ii FY2016 TEOG Student by Student EOY Report

3 TEOG FY2016 Student by Student EOY Report Each institution participating in the TEOG Program during academic year is required to submit a student by student report on all recipients who received awards during the year. Calendar The dates for processing the report are as follows: May 15, 2016 First possible date to submit the Student by Student EOY Report. July 1, 2016 Deadline date to certify the Student by Student EOY Report. Potential Sanctions An institution that fails to meet this deadline can be penalized a percentage of its allocation THECB Rules Chapter 22, Subchapter M, Section (c) (3) (B). Institutions are not considered certified until all errors are cleared, refunds are received, and the signed certification statement is collected. If the year end report is submitted up to a week late, an institution cannot receive additional funding through reallocation at that time. Additionally, an institution may lose up to 10% of its initial allocation the following year. Year end reports more than 1 month late can cause more severe penalties. The maximum cumulative penalty is 30% of an institution s initial allocation the following year. Page 1 FY2016 TEOG Student by Student EOY Report

4 Updated Data Elements Award Maximums Institution Type Award Maximum Per Year Award Maximum Per Semester Based on Census Date Enrollment Full Time (12 or more SCH s) Three Quarter Time (9 11 SCH s) Half Time (6 8 SCH s) < Half Time (1 5 SCH s) Public State Colleges $8,480 $4,240 $3,180 $2,120 $0 Public Community Colleges $2,736 $1,368 $1,026 $684 $0 Public Technical Colleges $4,438 $2,219 $1,664 $1,109 $0 EFC Maximum Initial year: $5,088 Data Element Fillers In an effort to solely collect information that pertains to recipient eligibility, the following data elements were converted to fillers. For reporting purposes, please leave these data elements blank. These data elements previously collected the following information: Data Element 19. Semester of initial award Data Element 28. Date recipient was awarded Data Element 29. Cost of attendance (COA) Data Element 30. Expected Family Contribution (EFC) Reporting Justifications Data element 25. In the past, institutions could enter one of four responses in this data element to address eligibility determinations. This year, one of those options was removed: Enrolled fewer than 6 hours due to impending graduation (formerly option 2 ). It was determined that this situation can be covered using the Y option in data element 27 (regarding hardships). Hardship Data element 27 was changed significantly. Prior to this year, institutions could enter one of four numeric responses, three of which indicated distinct hardships: extending the period of eligibility, not meeting SAP in prior year, and below minimum enrollment due to a hardship. This year, institutions can only enter one of two alphabetic responses ( Y or N ) to indicate whether or not the recipient was given a hardship decision. Each institution must adopt a hardship policy and have it available for public review upon request. All hardship decisions must be documented in the recipient s record and be available for submission to the Coordinating Board if requested. Added Data Element Data element 36: Total Cumulative Hours Attempted As of fall 2015, TEOG recipients are no longer eligible to receive an award in excess of 75 total attempted hours unless granted a hardship. Page 2 FY2016 TEOG Student by Student EOY Report

5 Common Errors and Resolutions Prior Year SAP Not Met In an effort to better document recipient eligibility, all reported renewal awards will be verified against the program database. Reported renewal award recipients with a present status of not meeting SAP in the database will generate an error. ERROR: Prior year SAP not met Institutions have the following options to resolve this error: 1) Submit a Summer Update file if the recipient is determined to have met SAP during the last award period after completing summer school, and/or it is determined that prior year SAP was reported inaccurately. 2) Report a valid hardship or justification. a. If the recipient was granted a SAP hardship for the current year, indicate this by reporting Y in data element 27. b. If the recipient re gained eligibility in a non award year, indicate this by reporting 3 in data element 25. 3) If the recipient did not meet prior year SAP requirements, and the recipient did not qualify for a hardship decision based upon your institution s policies, the recipient is not eligible for an award this award period. Remove the recipient from the EOY file and return the student s award monies back to the Coordinating Board. Maximum Years of Eligibility Exceeded Recipients have a maximum of four (4) consecutive years they can receive an award beginning with the semester for which they receive an initial award. ERROR: Semesters in Excess of 8 Institutions have the following options to resolve this error: 1) If the recipient received a hardship extension of eligibility, indicate this by reporting Y in data element 27. 2) If the recipient did not qualify for a hardship decision based upon your institution s policies, the recipient is not eligible for an award this award period. Remove the recipient from the EOY file and return the student s award monies back to the Coordinating Board. Page 3 FY2016 TEOG Student by Student EOY Report

6 Maximum Hours of Eligibility Exceeded TEOG statue does not allow recipients to be awarded in excess of 75 SCH while receiving grant funds. ERROR: Award Greater than 75 SCH To stay within the maximum hours of eligibility during the last term, institutions must prorate the recipient s award based on the number of eligible hours remaining in the program at the beginning of that term. Total hours of eligibility remaining should be adjusted to reflect the total hours attempted for the relevant term. Example: A recipient began the academic year having attempted 57 hours while receiving grant funds, leaving 18 hours of eligibility remaining in the TEOG program. Fall semester Attempted 12 hours Recipient only has six (6) hours of eligibility remaining. Spring semester Attempted 10 hours Instead of reporting 10 hours attempted, the institution must report six (6) hours in the spring and prorate the award accordingly. It is the institution s responsibility to track the hours of eligibility for all award recipients. Edits have been added to help track this program restriction. In order to avoid over awarding, and to stay within maximum program hours, institutions may need to prorate an award based on the recipient s remaining hours of eligibility at the start of the academic year. Awards to recipients who have received TEOG in excess of the 75 SCH must be cancelled and funds returned back to the Coordinating Board. Minimum Number of Hours Remaining in Program TEOG statute does not allow recipients to receive an awarded if enrolled for fewer than 6 SCH in a semester unless a documented hardship is granted and/or justification is reported. Awards to these types of students must be prorated. ERROR: Fall hours below min requirement ERROR: Spring hours below min requirement Institutions have the following options to resolve these errors: 1. Report a valid hardship or justification. a. If the recipient was granted a hardship for the current year, indicate this by reporting Y in data element 27. b. If the hours reported are less than six (6) due to limited hours in the program, indicate this by reporting 1 in data element If the recipient was not enrolled in at least six (6) hours, and the recipient did not qualify for a hardship decision based upon your institution s policies, the recipient is not eligible for an award this award period. Remove the recipient from the EOY file and return the student s award monies back to the Coordinating Board. Page 4 FY2016 TEOG Student by Student EOY Report

7 Override Request Process Institutions may need to submit an override request in order to move forward in the certification process. An override request is required when additional eligibility requirements need to be confirmed and verified by the Coordinating Board. Override requests must be submitted via e mail and must reflect the institution s most recent error report. All override requests must be submitted in the following format for audit purposes: Send E mail to: TEOG@thecb.state.tx.us The Subject line of your e mail must include your institution s FICE. Subject Line: FICE Code ###### Error Override Request Tip: Copy/Paste information from the error report into your override request. Only the Data Record number is required. Recipient IDs must be DELETED before sending the request via unsecured . Body of E mail: DATA RECORD: 18 Student ID: DELETED ERROR TYPE FIELD VALUE IN FILE Invalid Renewal Award, Never Awarded Award Type 2 Justification: Transfer HB 1403 Student previously awarded DATA RECORD: 75 STUDENT ID: DELETED ERROR TYPE FIELD VALUE IN FILE Reported By FICE Recipient ID DELETED Justification: Student received a fall only TEOG award at FICE Code ###### Page 5 FY2016 TEOG Student by Student EOY Report

8 Reconciling Disbursement Amount In some cases, institutions may need to reconcile the disbursement amount. Below is an example of a reconciliation error message: Texas Higher Education Coordinating Board FICE: Error Report on Financial Aid Records TEOG FY 2016 Date: ## / ## / #### 11:11:11AM From: Texas Higher Education Coordinating Board Option 3, 3 TEOG@thecb.state.tx.us * * ERROR SUMMARY TOTAL NUMBER OF ERRORS IN FILE * RY total in file DOES NOT equal Disbursed AMT: 1 * IY total in file DOES NOT equal Disbursed AMT: 1 ******************************************************************************************** Error related to Total IY Funds Disbursed The total funds reported on your SxS year end report are The total funds Disbursed are The total IY amounts reported does not reconcile with the total IY amount Disbursed for your institution. IY total in file DOES NOT equal Disbursed AMT Error related to Total RY Funds Disbursed The total funds reported on your SxS year End report are The total Funds Disbursed are The total RY amounts reported does not reconcile with the total RY amount Disbursed for your institution. RY total in file DOES NOT equal Disbursed AMT COUNT OF ERRORS IN THIS RECORD: 2 In the example above, the institution requested $430, in funds throughout the year. During the EOY process, this institution reported only awarding $400,000.00, which is a difference of $30, The institution has two options to resolve this error: 1. Return any unused funds according to the Coordinating Board s refund instructions. The program administrator will only update the institution s budget once the refund and accommodating confirmation information has been received. 2. Issue a retroactive or late disbursement in accordance to Chapter 22, Subchapter M, Rule (a) A student may receive an award after the end of his/her period of enrollment if the student: (1) owes funds to the institution for the period of enrollment for which the award is being made; or (2) received a student loan that is still outstanding for the period of enrollment. (b) Funds that are disbursed after the end of a student s period of enrollment must either be used to pay the student s outstanding balance from his/her period of enrollment at the institution or to make a payment against an outstanding loan received during that period of enrollment. Under no circumstances are funds to be released to the student. Page 6 FY2016 TEOG Student by Student EOY Report

9 Header Record The header record contains information that identifies the data in the file TEOG Student by Student Recipient Data EVERY DATA ELEMENT MUST BE INCLUDED IN EVERY RECORD OF THE FILE. THE FILE MUST BE A TAB DELIMITED TEXT FILE. Data Element Type Max Length Description Edits Report Type Alphabetic XXXX Must enter TEOG. Error if not TEOG FICE Code Numeric XXXXXX Must be institution assigned FICE Code. Must use leading zeroes (if necessary). Error if not numeric Error if left blank Reporting Year Numeric XXXX Must enter Error if not 2016 Header Record example: TEOG Detailed Record Data Element Type Max Length Description Edits 1. Recipient s ID Number Alphanumeric XXXXXXXXX Do NOT use dashes or slashes. Must enter the student s SSN, which is the standard for all reports submitted to the Coordinating Board, to ensure data integrity and consistency. Only if recipient has no SSN can you use the same recipient ID that is used on your institution s CBM and FADB reports. Be consistent! Error if SSN and not numeric Error if left blank Page 7 FY2016 TEOG Student by Student EOY Report

10 Data Element Type Max Length Description Edits 2. Is the Recipient s ID Number a Social Security Number? Alphabetic X Response required. Y = Yes N = No Error if out of range 3. Recipient s Date of Birth Numeric MMDDYYYY Must enter the 2 digit month, 2 digit day, and the 4 digit year. Error if dd is out of range of Error if mm is out of range of Recipient s Last Name Alphabetic XXXXXXXXXX XXXXXXXXXX XXXXXXXXXX Upper or Lower case acceptable Error if numeric Error if left blank 5. Recipient s First Name Alphabetic XXXXXXXXXX XXXXXXXXXX XXXXXXXXXX Upper or Lower case acceptable Error if numeric Error if left blank 6. Recipient s Middle Initial Alphabetic X Upper or Lower case acceptable Must leave blank if recipient does not have a middle name. Error if numeric 7. Filler_7 Blank Leave Field Blank Error if not blank or spaces 8. Filler_8 Blank Leave Field Blank Error if not blank or spaces 9. Filler_9 Blank Leave Field Blank Error if not blank or spaces 10. Filler_10 Blank Leave Field Blank Error if not blank or spaces 11. Filler_11 Blank Leave Field Blank Error if not blank or spaces 12. Filler_12 Blank Leave Field Blank Error if not blank or spaces 13. At the beginning of the award period, was the recipient registered for Selective Service? Numeric X 1 = Yes 2 = No 3 = Exempt Error if out of range Error if = 2 ineligible recipient Page 8 FY2016 TEOG Student by Student EOY Report

11 Data Element Type Max Length Description Edits 14. For reporting purposes, is the recipient meeting SAP requirements at the end of the award period for a continuation award? Alphabetic X Y = Yes N = No Error if out of range Error if renewal award recipient and a cumulative GPA < 2.50, and/or completion rate < Recipient s Cumulative GPA 16. Recipient s Completion Rate for the Award Period Numeric X.XX Must include two decimal places on a four point scale. Error if not numeric Error if left blank Error if > 4.00 Numeric X.XX Must include two decimal places. Error if not numeric Error if > Date Recipient Received an Associate s Degree (if applicable) 18. What type of award did the recipient receive in the award period? Numeric MMDDYYYY Enter the 2 digit month, 2 digit day, and the 4 digit year. Numeric X 1 = Initial Award 2 = Renewal Award If student did not receive an associate s degree, leave blank. Error if dd is out of range of Error if mm is out of range of Error if out of range Error if = 1 and recipient received a prior award Error if = 2 and recipient DID NOT receive a prior award 19. Filler_19 Blank This field previously collected: Semester of the student s first award disbursement if in xxxx yyyy Error if not blank or space 20. Calendar year of the recipient s initial award disbursement if in Numeric XXXX 0 = not applicable (renewal award recipient) 2015 = fall 2016 = spring Error if out of range Error if = 0 for an initial award recipient Error if > 0 for a renewal award recipient Page 9 FY2016 TEOG Student by Student EOY Report

12 Data Element Type Max Length Description Edits 21. Number of hours attempted while receiving grant funds in fall that count toward the program. Numeric XX Enter all hours attempted regardless of hours completed; limited only by the total hours remaining in the program ( If no award was made enter 0 ). Error if not numeric Error if 1 5 and no hardship granted Error if > 21 Error if fall hours and spring hours = 0 Error if aggregate total of hours reported for the recipient exceeds Number of hours attempted while receiving grant funds in spring that count toward the program. Numeric XX Enter all hours attempted regardless of hours completed; limited only by the total hours remaining in the program ( If no award was made enter 0 ). Error if not numeric Error if 1 5 and no hardship granted Error if > 21 Error if fall hours and spring hours = 0 Error if aggregate total of hours reported for the recipient exceeds Filler_23 Numeric XX Must enter 00. Error if not Filler_24 Numeric XX Must enter 00. Error if not For reporting purposes, was a justification required? Numeric X 0 = No 1 = Yes; Recipient was reported with fewer than 6 hours due to the program hour limitation 3 = Yes; Recipient regained eligibility in a non award year This field previously allowed for the entries of all numbers between 0 and 3. Error if out of range 26. Recipient s Award Amount for the Award Period Numeric XXXXXX Enter a whole dollar amount only. Error if not numeric Error if left blank Error if amount exceeds max award for institution type Error if = 0 Error if <> data element 33 + data element 34 Page 10 FY2016 TEOG Student by Student EOY Report

13 Data Element Type Max Length Description Edits 27. Was the recipient granted a hardship this award period? Alphabetic X Y = Yes N = No This field previously allowed for the entries of a number between 0 and 3. Error if out of range 28. Filler_28 Blank This field previously collected: Date Student was Awarded Error if not blank or spaces 29. Filler_29 Blank This filed previously collected: Cost of Attendance for the Award Period Error if not blank or spaces 30. Filler_30 Blank This field previously collected: Expected Family Contribution for the Award Period Error if not blank or spaces 31. Filler_31 Blank Leave Field Blank Error if not blank or spaces 32. Number of Hours Completed by Recipient in the Award Period Numeric XX Enter number of hours completed by the recipient this award period with a grade of D or higher. Error if not numeric Error if left blank 33. Total Amount Recipient Received in Fall Term 34. Total Amount Recipient Received in Spring Term month Expected Family Contribution Numeric XXXXXX Enter a whole dollar amount only. Error if not numeric Error If amount is in excess of the maximum based on Institution type and number of hours enrolled per semester Numeric XXXXXX Enter a whole dollar amount only. Error if not numeric Error If amount is in excess of the maximum based on Institution type and number of hours enrolled per semester Numeric XXXXXX Enter the nine month EFC. Error if not numeric Error if left blank Error if > Error if > 5088 for an initial award recipient Page 11 FY2016 TEOG Student by Student EOY Report

14 Data Element Type Max Length Description Edits ADDED 36. Cumulative Total Hours Attempted Numeric XXX Enter the total number of hours the recipient has attempted while attending college. Error if not numeric Error if left blank Trailer Record The trailer record contains a record count of the actual number of data records (not including the header and trailer records) in the file and the total amount of funds awarded to students. This record count is used to verify that all records were transferred through the communication system. Data Element Type Max Length Description Edits Trailer ID Alphanumeric XXXX Must enter EOF1 Error if not EOF1 Total Record Count Numeric XXXXX Enter the total number of recipients. Error if count does not match detail record count. Trailer record example (700 students): EOF1 700 Page 12 FY2016 TEOG Student by Student EOY Report

15 Glossary TERM Attempted Hours Award Period Census Date DESCRIPTION Every course in every semester for which a recipient has been registered as of the official Census Date, including but not limited to, repeated courses and courses the recipient drops and from which the recipient withdraws. Transfer hours and hours for optional internship and cooperative education courses are also included if they are accepted by the receiving institution towards the recipient s current program of study. The academic year, including the term(s) (i.e. fall, spring), for which the recipient was issued an award. This is the 12 th day of class for a regular semester as defined, fall or spring term (16 weeks). Institution Type Award Maximum Per Semester Based on Census Date Enrollment Award Three Full Time Half Time Maximum Quarter Time (12+ SCH s) (6 8 SCH s) Per Year (9 11 SCH s) < Half Time (1 5 SCH s) Public State Colleges $8,480 $4,240 $3,180 $2,120 $0 Public Community Colleges Public Technical Colleges $2,736 $1,368 $1,026 $684 $0 $4,438 $2,219 $1,664 $1,109 $0 Completion Rate Expected Family Contribution (EFC) This is the recipient s completion rate for classes attempted in the current award period (i.e. total hours completed divided by total hours attempted). Enter the nine month expected family contribution amount as determined using the Federal Methodology (FM). If your institution adjusted this amount via a justification, report the amount actually used to validate the financial aid award. GPA Hardship This is the recipient s cumulative GPA as of the end of the award period. This is a decision that validates a recipient s eligibility for an award. Each institution must adopt a hardship policy and have it available for public review upon request. Using its hardship policy, an institution can recognize that a recipient suffered a hardship and grant them a hardship decision. Recipients that receive a hardship decision must have documentation supporting the decision maintained in their file. Awards to recipients must be prorated using the following schedule if the recipient has an approved hardship (other than limited hours of eligibility remaining) and is enrolled less than half time: Recipient Hardship Approved (Max. Eligibility) Enrolled 6 Hours or More 100% of the maximum award amount based on enrollment (refer to Census Date Enrollment Schedule) Enrolled Less Than 6 Hours Maximum award for the semester divided by 12, then multiplied by the number of hours enrolled Page 13 FY2016 TEOG Student by Student EOY Report

16 TERM Hours Completed Justification DESCRIPTION This is the number of hours completed by the recipient this award period with a grade of D or higher. For reporting purposes use one of the following options to validate a recipient s award: 1 = Yes, Recipient was reported with fewer than 6 hours due to the program hour limitation. 3 = Yes; Recipient regained eligibility in a non award year This option confirms that the recipient both ended a previous year meeting SAP requirements and did not receive an award in that same year. As such, the recipient reestablished his/her eligibility to receive a renewal award this award period. Maximum Hours of Eligibility If the recipient s balance of eligible attempted hours is less than the number of hours he/she is taking in a given term or semester, the recipient s award amount for that term or semester must be prorated using the following schedule: Award Amount (Max. Eligibility) Balance of Hours = 6 or More 100% of the maximum award amount based on enrollment (refer to Census Date Enrollment Schedule) Balance of Hours = Less than 6 25% of the maximum award amount for the semester Recipient ID Number A recipient s Social Security Number (SSN) is the standard for all reports submitted to the Coordinating Board to ensure data integrity and consistency. If a recipient does not have a SSN, use a school issued recipient ID (i.e. a unique (9 digit) identification number created for the recipient). School IDs using alphanumeric characters are acceptable. Please DO NOT use the FICE + 3 trailing digits approach when assigning an ID. BE CONSISTENT WITH ID's REPORTED ON FADB, CBM, TEG EOY, AND ANY OTHER REPORTS SUBMITTED TO THE COORDINATING BOARD. Satisfactory Academic Progress (SAP) Initial award recipients Must meet your institution s financial aid SAP requirements as of the end of the award period in order to be eligible for a renewal award in a following year. Renewal award recipients Must end the award period with a minimum: 2.50 cumulative GPA, and 75% completion rate. Changes to this entry after certifying the EOY report must be handled by submitting a Summer Update file. Page 14 FY2016 TEOG Student by Student EOY Report

17 DATA STRUCTURE FILE TYPE = TAB DELIMITED TEXT DATA ELEMENT TYPE MAX LENGTH 1. STDNT_ID_NUMBER ALPHANUMERIC 9 2. SSN_ID_TYPE ALPHABETIC 1 3. DATE_OF_BIRTH NUMERIC 8 4. STDNT_LAST_NAME ALPHABETIC STDNT_FIRST_NAME ALPHABETIC MIDDLE_INITIAL ALPHABETIC 1 7. FILLER _7 BLANK 1 8. FILLER _8 BLANK 1 9. FILLER _9 BLANK FILLER _10 BLANK FILLER _11 BLANK FILLER _12 BLANK SELECT_SERVICE NUMERIC MET_SAP ALPHABETIC OVERALL_GPA NUMERIC COMPLETION_RATE NUMERIC ASSOCIATE S _DEGREE NUMERIC AWARD_TYPE NUMERIC FILLER_19 BLANK YEAR_AWARD NUMERIC FALL_HOURS NUMERIC SPRING_HOURS NUMERIC FILLER_23 NUMERIC FILLER_24 NUMERIC JUSTIFICATION NUMERIC TOTAL_AWD_AMOUNT NUMERIC HARDSHIP ALPHABETIC FILLER_28 BLANK FILLER_29 BLANK FILLER_30 BLANK FILLER_31 BLANK TOTAL_HRS_COMPLETED NUMERIC FALL_FUNDS_PAID NUMERIC SPRING_FUNDS_PAID NUMERIC _MONTH_EFC NUMERIC TOTAL_ATTEMPTED_HOURS NUMERIC 3 Page 15 FY2016 TEOG Student by Student EOY Report

18 From: Sent: Day, Month, Year, and Time To: Generic E mail Address Cc: TEOG Subject: FICE Code ###### Academic Year TEOG Data Certification Congratulations! Your data had no errors! STUDENT BY STUDENT DATA CERTIFICATION CONGRATULATIONS! Your End of Year Report did not have any errors. Number of Recipients Awarded Funds Awarded Initial 100 $ Renewal 200 $ Grand Total 300 $ Disbursed $ CERTIFICATION STATEMENT By replying to this e mail, I hereby certify that the figures in the tables accurately reflect the TEOG Program totals for academic year FICE Code: Institution: Certifying Official Name: Title: Phone Number: E Mail: Please submit this completed form ASAP by e mail to TEOG@thecb.state.tx.us. Institutions are not considered certified until all refunds are received and the signed certification statement is collected. Page 16 FY2016 TEOG Student by Student EOY Report