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

31 Social Security Benefits, Child Support, Earned Income Credit, the Education Credit, and Additional Child Tax Credit. A student will be advised that he/she has been chosen for verification by signing a Verification Agreement Notice. All students will be advised of the necessary documentation that must be submitted to complete their verification. Any student selected for verification, who does not submit the requested documentation within 30 days of the notification date, will be denied aid. The Financial Aid Director must receive a corrected eligible SAR/ISIR within 60 days of the last day of enrollment, or September 15 whichever comes first. If a student did not file taxes in the previous year, all amounts of untaxed and/or income must be listed on the appropriate Independent (IVF) or Dependent (DVF) Federal Verification Worksheet. Dependent Verification Forms must be completed and signed by the student, and at least one parent. Internal Revenue Service Income Tax Forms must be signed either by the filer, tax preparer, or have the tax preparer s official stamp. Filing status must conform to the Internal Revenue Tax Code. A student will be advised to amend their filing status if required before aid will be processed. Photocopies or faxes are accepted. The Financial Aid Coordinator will compare the information on the calculated ISIR/SAR to the taxes, and Federal Verification Form when completing the Verification Comparison Worksheet. The student will be advised of the outcome of the verification process and informed of any errors which need to be corrected as a result of verification. The student is responsible for making all corrections. When it is necessary for the school to make a correction, all who have provided financial information on the ISIR/SAR must provide a signature and documentation must be retained in the file. The Financial Aid Director will review the student s eligibility after corrections produce an error free ISIR/SAR, construct the Cost of Attendance Budget, and calculate the student s award. Student Award Letters will provide the expected dates, award amounts a student can expect to receive, and explain where and when their check will be available. Students will be notified of a revised award if there has been a change in their disbursement. 30

32 Verification exclusions are as follows but not limited to: a recent immigrant, a student s death, parent(s) and/or spouse, are unavailable to provide documentation due to incarceration, mentally ill, et cetera. NECESSARY VERIFICATION DOCUMENTATION Verification Agreement Notice Federal Verification Worksheet Signed IRS Tax(s) or Non Filers Documentation Verification Comparison Worksheet Verification Completion Notice Students who live a long distance away may provide electronically scanned forms, photocopies, or faxed copies of forms to complete the verification process. Signature requirements follow the federal guideline. 7.8 Financial Need The information is calculated from the information reported on the FAFSA. The Expected Family Contribution or EFC is calculated by a formula established by Congress. The EFC is the measure of a family s financial strength and indicates how much of a family s financial resources should be available to help pay for a student s education. A family s taxable and untaxable income, assets and benefits are considered in determining the EFC. The family size and the number of family members who will be attending college are also considered. The Expected Family Contribution is subtracted from the Cost of Attendance to determine an individual s Financial Need. DETERMINING THE NEED COST OF ATTENDANCE (COA)* - ESTIMATED FAMILY CONTRIBUTION (EFC) = FINANCIAL NEED *Costs related to attending school include: Tuition/Fees, Allowances for Books, Transportation, Child Care, Disability, and Miscellaneous. The Student Budget is updated yearly and is available at each school. The expense budget is based on estimated cost averages in the area. 31

33 The components of the Cost of Attendance are the same for the Federal Pell and the FSEOG programs. A written request must be submitted to the Financial Aid Director explaining a student s special circumstances. Documentation must be provided to support the circumstances. Decisions are final and cannot be appealed. 7.9 Special Circumstances 1. Professional Judgments 2. Dependency Changes A Professional Judgment is done on a case by case basis for just cause, such as loss of employment, medical expenses, or divorce where a large amount of income is loss. Loss of income because of school attendance is not a valid reason. The burden of proof is on the student. The Financial Aid Director reviews the explanation of special circumstances and the documentation presented before making a determination to accept or deny the student s request. That decision is final and cannot be appealed. The acceptance reason and all documentation must be noted in the student s file. Professional Judgments accepted at other institutions are not valid when transferring to one of the Broward Technical Centers. Dependency changes are also made on a case by case basis. Changes from Dependent to Independent are only considered in documented cases of abuse, hardship, or other extenuating circumstances, but not solely because a student does not get along with their parents and no longer resides with the family. Students requesting a change in dependency must show that they have been self supporting and can produce documentation of such support. Accepted documentation include: two years of recent tax returns that documents self-support, a lease, electric bills, water, insurance bills in their name, etc. The Financial Aid Director will determine if the student s request is valid. Documentation and the reason for acceptance will be retained in the student s file. The Financial Aid Director s decision is final and cannot be appealed. There is no obligation to accept the documentation presented nor will 32

34 any dependency changes made while attending another institution be accepted. Section 8: Academic Year Definitions 8.1 Federal Pell Grant The Federal Award Year begins July 1 st of one year and ends on June 30 th of the next year. Academic Year definitions are: 900 clock hours / 30 weeks for six hour days 900 clock hours / 36 weeks for five hour days All awards made for less than a full academic year are prorated. If more than six months of a payment period fall within either award year, the Pell Grant must be determined based on that award year s ISIR. If six or less months of the payment period fall within either award year, the institution can use the need analysis from either year for a crossover period. The institution s academic year begins in August and ends in June. The alternate summer term may be treated as crossover period. Full-Time Enrollment Disbursements There will be a minimum of two equal Payment Periods for programs shorter than an academic year, or two equal Payment Periods of 450 hours/ 15 weeks for programs longer than or equal to an academic year. The weeks in the academic year need to be completed, as well as the clock hours, before a second disbursement is made available. Full-Time Payment Periods = clock hours clock hours clock hours clock hours clock hours clock hours For programs shorter than an academic year, the Payment Period equals the time it takes a student to complete half of the program in clock hours and weeks in that Payment Period. For programs longer 33

35 than an academic year, the Payment Periods for the first year will be greater than half of the academic year. The Payment Period is the time in which the student completes half of the final portion. If the final portion of the program is less than half of the academic year, the only Payment Period is the remainder of the program. The three technical centers will award 150% of a student s Federal Pell Grant scheduled award if the student is eligible. The SAR/ISIR will only be used in calculating these Pell awards for this academic year. Eligible students must be in a program longer than the academic year, earned and been paid for 900 clockhours. New students enrolling for the summer will complete the FAFSA and all aid will be calculated using that year s SAR/IRIR only. Part-Time Enrollment Payment Periods will be determined in the same manner as those for full-time students except that it will take longer for part-time students to complete a Payment Period. Payment Periods extend for as long as it takes the student to complete the clock hours and weeks for which payment has been made. Year Round Pell Grants A student may receive up to two Scheduled Federal Pell Grant awards during a single award year, if the eligible student is enrolled in a certificate program at least half-time for more than one academic year, more than two semesters, or the equivalent time during a single award year (900 clockhours/30/weeks). For , students meeting the requirements will receive 150% of the award. The EFCs from the ISIR/SAR only will be used to calculate the extra summer awards. New students will use the ISIRS for calculations. Section 9: Awards and Disbursements 9.1 Federal Pell Grant Fee Status R Financial Aid Code A in WDIS A student s Federal Pell award is based on an error free, calculated EFC, and eligible ISIR/SAR that demonstrates financial need within 34

36 the Cost of Attendance limits. The student must be enrolled fulltime or part-time in an approved Workforce Education program. Congress annually sets the scheduled awards therefore the minimum and maximum awards can vary each year. This grant guarantees funds to all applicants, unless such funds are not made available from the United States Department of Education. Grants must never be repaid. Origination and Disbursement Records must be entered and transmitted for each student awarded within 30 days of the disbursement. The Origination and Disbursement Records must be Accepted. A Year to Date Student Summary List is used for reconciliation purposes. The Statement of Account or ESOA informs the school of available balances. If a student is deceased before receiving a disbursement, those undisturbed funds are always returned to the proper account. 9.2 Federal Supplemental Education Opportunity Grant (FSEOG) Fee Status R Financial Aid Code is B in WDIS Unlike the Federal Pell Grant program which guarantees funds to every eligible student, if funds are available, the FSEOG program does not guaranteed an award. Institutions receive a limited amount of Federal SEOG funds and match the required level of funding in accord with the federal formula guideline. When funds are depleted, awards cease. The Federal Grant is first awarded to applicants with exceptional financial need. Exceptional financial need is defined as the lowest Student Effective Family Contribution. Priority is given to all Federal Pell Grant recipients. The selection of FSEOG recipients is made from the pool of eligible applicants for the award year. The day of enrollment and completion of one s financial aid file are taken into consideration when scheduling FSEOG disbursements. Applicants must be enrolled at the time of the scheduled disbursement. Awards at each school vary. Disbursements over $500 are given in two payments. Awards are based on full time 35

37 enrollment for a minimum of 900 hours. All other enrollment periods are prorated. Minimum awards are no less than $100. FSEOG Disbursements: 1. Students must be enrolled at the time the FSEOG award is scheduled for disbursements. 2. Students in Cooperative Education programs are ineligible for FSEOG awards. 3. Awards will be canceled due to withdrawals or unsatisfactory progress. 4. Awards may be reinstated at a later date if a student regains eligibility and funds are still available. 9.3 Satisfactory Progress Students must maintain minimum standards of progress in accord with the institutions policies and federal regulatory requirements to be eligible to receive financial aid. Minimum standards refer to established qualitative and quantitative criteria, including a maximum timeframe within which a student must complete his/her program. Student progress is monitored by utilizing the Quarterly Progress Report/Transcript. If a student s academic standing is not in accord with the satisfactory standards stated below, the student s aid may be terminated. Satisfactory Progress Standards Qualitative Measure Academic Standing: An average grade of C must be maintained by all students receiving a Title IV award. An overall satisfactory S rating must be maintained in a non-graded program. However, students enrolled in Health Occupation Programs must maintain the passing grade required by their program. Quantitative Measure Timeframe: Students must be progressing at a rate that enable them to complete their program within 150% of the program length as set forth in the State Curriculum Frameworks or as advertised. 36

38 Example: The quantitative measure is based on calendar time (weeks/months) since students are given credit for every hour of attendance. In the case of students attending elearning Programs, a student must demonstrate participation and adhere to the syllabus and pace chart requirements in order to complete the comparable number of hours as they relate to the Occupational Completion Points. For instance, a 1350 clock hour program normally takes a student 12 months/45 weeks to complete clock hours x 150% = 2025 clock hours/67.5 weeks. The maximum timeframe for this program would be 150% of 12 months or 18 months. The student would have to complete the first 675 hours of the program within 9 months/27 weeks to be in compliance with the maximum timeframe, or he/she is no longer eligible for financial aid, and the award will be canceled. Students on Authorized Leaves are not withdrawn, nor marked absent during this time. However, this time is counted in the maximum timeframe. Determination of satisfactory progress is based on student progress in their program. If a student s academic standing is not in accord with the satisfactory standards stated above at the time of the second disbursement, the student s aid may be terminated. 9.4 Appeal Process A student whose aid has been terminated has the right to appeal if they believe that they have mitigating circumstances. Examples of mitigating circumstances: Death of a Close Family Member, Hospitalization of the Student, Spouse or Child, a Legal Matter, or any other serious circumstance or hardship beyond the student s control. The appeal must be in writing and received by the Financial Aid Director within ten days from the receipt of the student s Notice to Terminate Financial Aid. 37

39 The Appeal Form must document any extenuation or mitigating circumstances that affects student performance. The Appeal Committee will exercise judgment in determining whether or not reinstatement of aid is approved. All students must sign a Release of Information Form in order for the Committee to act upon their request. The student will be notified of the outcome in writing within ten days from the receipt of the appeal. Decisions Are Final. 9.5 Early Completion An award may be recalculated if a student completes his/her program earlier than scheduled and prior to receiving a disbursement. The recalculation is dependent upon if the Financial Aid Office receives notification of the early completion. 9.6 Returning Student Hours A student that withdraws from a program, but returns within 180 days to the same program, will be held accountable for the remaining clock hours/weeks and remain in the same payment period. A student is not held accountable for previously paid hours/weeks if they return to the program after two years or more. The school may pay the student again even if they have not completed the hours from the previous period of enrollment. 9.7 Changes in Enrollment Status A student who changes enrollment status, or transfers from one program to another, must notify the Financial Aid Office Staff of such change. This may result in an award adjustment, award rescheduling, or termination of aid, depending upon the eligibility of the student and program. Failure to comply with the above may result in the cancellation of any remaining disbursements and a possible repayment obligation. If a student changes to a similar type of program, the clockhours earned, and payment periods will remain the same. 9.8 Authorized Leaves Students may apply for one Authorized Leave each year. The maximum length of time for the leave is the remainder of the current enrollment period. Students must have no financial obligations before the Authorized Leave is approved. Students are not 38

40 withdrawn. A Post Withdrawal Calculation does not need to be completed unless the student does not return from the leave. Section 10: Refund Policy 10.1 A District Refund School Board Policy governs the refund of Adult Postsecondary Program Fees: A student may request a full or partial refund of fees: 1. If the Director cancels class or for 2. Extraordinary circumstances (such as illness), Return of Title IV Funds Post Withdrawal Disbursements Under the Higher Education Reconciliation Act, (HERA) a student who withdrew or otherwise ceases attendance loses Student Financial Aid (SFA) eligibility and generally will not be paid further funds for the enrollment period. A Post-Withdrawal Disbursement of SFA funds will be completed upon the receipt of a Change of Enrollment that the Instructor must complete. The calculation form is completed if a student submits a valid error free SAR/ISIR prior to withdrawal, and lost eligibility only because he/she is no longer enrolled at the institution. The Federal Post Withdrawal Calculation Form records the calculated amount of Title IV aid earned by the student, shows if the student is due a Post-Withdrawal Disbursement, or if Title IV monies must be returned in accord with the Federal HERA Guidelines. The Federal Pell Program monies are always returned first. Student disbursements, whether refused or not picked up, are returned to the Financial Reporting District Office. Institutions are no longer obliged to make that disbursement available. Calculation: For a student withdrawing from a clock hour program, the percentage of the payment period is determined by dividing the hours scheduled to complete, as of the date the student withdrew, as noted on the Change of Enrollment, by the total hours in the payment period. The percentage is multiplied by the award. Therefore, the student withdrawing from a clock hour program will earn 100 percent of his/her Federal Pell Award for the Payment Period, if the student s completed over 60 percent of the scheduled clock hours in the Payment Period. Awards cannot be disbursement 39

41 after 120 days from the last day of attendance. The Payment Period is always used in the calculation Repayment Policy The Financial Aid Office Staff will notify the student of a grant overpayment. If the student makes the repayment in full, enters into a satisfactory repayment arrangement with the school, or the U.S. Department of Education within 44 days of notification, the student retains eligibility for Title IV funds. If a student fails to repay the overpayment, the school is required to report the overpayment to the National Student Loan Database System (NSLDS). Return of Title IV funds are returned in accordance with current federal guidelines Repayment of Fraudulently Obtained Funds HERA regulations state that a student who has been convicted of, pled nolo contendere, or is guilty of a crime involving fraud in obtaining Financial Assistance must completely repay those fraudulently obtained funds to the Secretary or the holder of the loan before regaining eligibility for any Title IV funds. Section 11: Student Rights and Student Responsibilities 11.1 Students have the right to ask the school What are the names of the school s accrediting and licensing organizations? Ask questions about the school s programs and related facilities? What is the institution s Cost of Attendance? What is the institution s Refund Policy? What type of financial assistance is available to students? What are the application procedures and deadlines? How is financial need determined? How much of the student s financial need can be satisfied? How is satisfactory progress determined? What happens if a student does not meet the satisfactory progress standards? Does the school have equal access, facilities and services for the disabled? How, when, and where are funds disbursed? 40

42 What are the names and telephone numbers of the Financial Aid Staff? What are the Financial Aid Office Hours of Operation? What are the State of Florida certification requirements? Information pertaining to the above is available in each of the Broward Technical Centers Student Catalog, Quarterly Program Schedules in the Office of Admissions or Guidance Offices. The websites are: Student Responsibilities Follow the application procedures. Adhere to all deadlines. Provide all the required documentation within the timeframe prescribed. Make the necessary application correction to the student ISIR/SAR. Notify the Financial Aid Office Staff of any changes in a student s dependence, enrollment status, household size, or the number enrolled in a postsecondary institution. Keep copies of all forms. Understand the Refund and Repayment Policies. Understand the Satisfactory Progress and Attendance Policies. Notify the Financial Aid Office of the intent to withdraw from the institution. Failure to comply with the above policies may necessitate the termination of student aid. Revised 07/01/2009, 01/20/

43 FINANCIAL AID OFFICE NON-FEDERAL FINANCIAL AID RESOURCES AVAILABLE TO THOSE STUDENTS WHO QUALIFY 42

44 Effective August 2009 FINANCIAL AID FEE TRUST FUND (FAFTF) Fee Status R Financial Aid Code F in WDIS A-455 Business Practice Bulletin Refer to Post-Secondary Workforce Education Fee Schedule The State of Florida Legislature has mandated that school districts assess each fee non-exempt student a financial aid fee equal to 10 per cent of the student s course fee amount. Financial aid fee collections may be used to pay in full or in part School Board approved fees for tuition, supplies, and insurance of persons with demonstrated financial need as calculated by the US Department of Education on the Free Application For Student Financial Aid (FAFSA). FAFTF Application Process Financial Aid Fee Trust Fund applicants must complete the Free Application for Student Federal Aid (FASFA) online for the current award year. FAFSA applications are signed electronically. FASFA applicants must always apply for a PIN number for themselves, and a parent, if dependent. A student and/or parent s PIN number is confidential. School Employees are not allowed to ask for a student s PIN # under any circumstances. Students need a copy of one of the following to complete their FAFSA Application online: a federal IRS tax form 1040, 1040A, 1040 EZ, an amended tax form, W-2 s, an extension letter, transcript and summary requested from IRS. Students, spouses, or parents must file if required by law. Only correct tax status IRS forms are accepted in processing aid. Acceptable documentation of income for non-filers: all W-2s, an IRS Tax Transcript and/or Summary, 1099, an Agency History Printout, or Notarized Letter of Income Verification. FAFSA Applications for FAFT Funds are completed once a year, and are valid from July 1 st to June 30 th. 43

45 FAFTF Eligibility Criteria Applicants must be a State of Florida resident. Have a social security number. Eligible non-citizens with an alien number. Enrolled in a Workforce Education Program. Complete a Free Application for Federal Student Aid (FAFSA). Not be receiving resources from an outside agency unless that agency has depleted its funding source, and the student is not a Pell recipient. Responsible to pay for the Activity and Registration Fees the first time they register, and pay the Registration Fee for subsequent registrations in the academic year. In compliance of the Satisfactory Progress Policy to receive a tuition voucher. A Satisfactory Progress Report Form must be completed by the Instructor and submitted each time a student re-registers. Satisfactory Progress is defined as maintaining a C grade, and abiding by the five day attendance policy. E-Learning students must follow the attendance policy as outlined in the Broward Technical Centers Student Handbook. In financial need and demonstrated in accordance with State of Florida and the School Board of Broward County, FL guidelines. Funds may only be used to supplement a student s financial need. Not be in default of an educational loan, nor owe a repayment on a Title IV Grant. Not be funded for more than one term beyond the length of their program. Extenuating circumstances will be reviewed on a case by case basis. Have an error free Student Aid Report or Institutional Student Information Record (ISIR) with a valid calculated Expected Family Contribution number (EFC) which ranges from 0 to Qualified applicants, who are not Federal Pell Grant eligible, shall receive first consideration to receive funds. Funding is available on a term by term basis, as long as funds are available. 44

46 Recipients who submit an unsatisfactory Progress Report are not funded. Extenuating circumstances are reviewed by the Financial Aid Director on a case by case basis. Recipients, who fail in a lockstep program, must pay their tuition and fees when repeating the term. Recipients, who voluntarily withdraw without a valid reason, will be denied financial aid to pay for tuition and fees upon re-entry. Recipients, who are involuntarily withdrawn, are not eligible for financial aid upon re-entry. Assistant Directors, Guidance Directors, Counselors or Instructors must notify the Financial Aid Office of unusual student circumstances, involuntary withdrawal, withdrawal, or re-entry action. FAFT Fund Procedures Billing personnel must verify the student s five days of attendance in GradeBook before submitting the Billing Request Form to the School Board of Broward County s Business Analysis Office. (Dr. Jose Laverde) Instructors must complete a Change of Enrollment Form for those students who do not attend anytime during the first five days of the term. Billing for non-eligible students must be voided. Students who do not enter a program when registered are purged from BWDIS, and the Financial Aid Code is removed. The DPC will change the funding code to (N) and remove the funding eligibility code. Billing tuition/fees vouchers are entered electronically. Each database is password protected. The following paperwork is retained at each center for audit purposes: a calculated ISIR/SAR, a copy of IRS taxes, or untaxed benefit form if required, and the pink copy of the FAFT Registration Approval Form. Students re-registering need to have a signed Progress Report each term before a new voucher is issued. Students are given the white and yellow copies of the Registration Approval Form when going to register. The white Registration Approval Form is sent to billing, and the yellow is scanned into the student s record. 45

47 The FAFTF Request Form and the Student Insurance List are remitted to the Business Analysis Office at the end of each term. A copy of the signed FAFT Fund Request Form is sent to the ATC Financial Aid Director at the end of each term to track expenditures. The billing information is entered from the Fund Request Form at the Treasurer s Office, and a check for the Supply Fee is forwarded to each center. FAFT Fund expenditures are recorded and reported monthly to the Center Directors by Dr. Jose Laverde, Business Analysis. 46

48 FEE WAIVERS Fee Status W Financial Aid Code E in WDIS Business Practice Bulletin A-421 Refer to Post-Secondary Workforce Education Fee Schedule School Board Policy 6606 State of Florida Statute: (1) School Districts and Community Colleges may waive fees for any fee non-exempt student. The total value of Fee Waivers granted by the School District or Community College may not exceed the amount established annually in the General Appropriation Act. Any student whose fees are waived in excess of the authorized amount may not be reported for state funding purposes. Any School District or Community College that waives fees and requests state funding for a student in violation of the provisions of their section shall be penalized at a rate equal to two times the value of the full-time student enrollment reported. Fee Waiver Program The Fee Waiver Program serves those students registered in the School Board of Broward County, Florida s three area Technical Centers and Community Schools. Students may be registered, full time or part time, and are required to be enrolled in a Workforce Education Certificate or Diploma Program. Students are required to be a Florida Resident, and US Citizen, or Eligible Non-Citizen. Alien and Social Security numbers are required. Student eligibility is determined following the annual Federal Poverty Guideline and other documentation as discussed below. The Fee Waiver Form is updated yearly. Refer to the Fee Waiver Form for current income guidelines. Students receiving resources from an outside agency will not be eligible for a tuition waiver with one exception. Those students sponsored by the Broward County School Board s RATE Program are allowed to receive one waiver to begin their program, if their funds are not available. 47

49 The tuition fee, PAVE, only is waived Students are responsible to pay the Activity, Registration, Supply or Lab, and Insurance Fees. The Fee Waiver is available to those eligible students on a term by term basis as long as funding is available. Documentation of eligibility must be presented every time a student registers. Students must achieve and maintain satisfactory progress for each term funding is requested. Satisfactory Progress is defined as maintaining a C grade, and abiding by the institution s attendance policy. E-Learning students must be in compliance of their attendance policy as listed in the Broward Technical Centers Student Handbook. A Satisfactory Progress Report must be filled out by the student s instructor each term a waiver is requested. GradeBook must be checked to verify five days of attendance before a list of expenditures can be completed. Students who do not enter a program do not have eligibility and are purged from WDIS, the Financial Aid Code removed, and the billing voided. Instructors must complete a Change of Enrollment Form for any students who withdrew from their program during the first five days of the term. The DPC will change the funding code to (N) and remove the funding eligibility code. There will be no tuition charged. Fee Waiver expenditures are submitted at the end of each term. A copy of the student billing list is sent to the Financial Aid Administrator to monitor expenditures and report to the Directors on a monthly basis. Community Schools will use the Five Day Verification Form to verify attendance before tuition charges are waived. Students enrolled in five, four, three, or two day a week programs, must be in attendance for a five, four, three or two sessions before the Verification Form is submitted for billing. The Five Day Verification Forms are attached to each waiver. Students who do not enter a program are not eligible and purged from BWDIS, the Financial Aid Code removed, and the billing voided. Instructors must complete a Change of Enrollment Form for any students who withdrew from their program during the first five days of the term. The DPC will change the funding code to (N) and remove the funding eligibility code. There will be no tuition charged. 48

50 Each school is responsible for maintaining audit documentation quarterly which includes: a list of funded students, their social security numbers or FSI student number, and tuition program fees. An Excel spreadsheet has been developed and used for the purpose of tracking expenditures by each school. A copy of the student expenditures list must be transmitted each term to the Financial Aid Administrator. Center Directors receive a monthly Fee Waiver expenditure report to ensure the yearly District Fee Waiver cap is not exceeded. FEE WAIVER PRIORITY GROUPS 1. The spouse of a deceased state employee, when the spouse is eligible for the payment of a postsecondary student fee by the state as an employer, pursuant to section , Florida Statutes, for up to 1800 hours of classroom instruction at any area technical center. Documentation: Certification from the Florida Retirement System or any other eligibility documentation. 2. Other Circumstances which may warrant tuition assistance. Documentation: Director s approval. 3. Unemployed Students receiving unemployment benefits. Documentation: Unemployment Claim Benefits Transcript, or a Letter of Determination. 4. Students who are at or below the current federal poverty guideline. Documentation: A Federal Internal Revenue Service 1040 Tax Form, or Verification of Income for a non-tax filer. 5. Students who receive Welfare TANF Benefits/Cash Assistance. Documentation: TANF Letter or Agency History Printout 6. Students who receive Food Stamps. Documentation: Food Stamp Letter or Agency History Printout. 7. Students who receive Social Security, Disability, or Supplemental Security Income (SSI). Documentation: 1099 or Social Security Office History Printout. 49

51 FLORIDA DEPARTMENT OF CHILREN AND FAMILIES ADOPTED, FOSTER CHILDREN OR INDEPENDENT LIVING Fee Status M Financial Aid Code E in WDIS Refer to Post-Secondary Workforce Education Fee Schedule A student who is or was at the time he or she reached 18 years of age in the custody of the Department of Children and Family Services or a relative under s , who is adopted from the Department of Children and Family Services after May 5, 1997, or who, after spending at least 6 months in the custody of the department after reaching 16 years of age, was placed in a guardianship by the court. Such exemptions include fees associated with enrollment in careerpreparatory instruction and completion of the college-level communication and the computation skills testing program. Such an exemption is available to any student who was in the custody of a relative under s at the time he or she reached 18 years of age or was adopted from the Department of Children and Family Services after May 5, 1997; however the exemption remains valid for no more than 4 years after the date of graduation from high school. 1. Students must present a signed Florida Department of Children and Families Form (CF-FSP552) when requesting an Exemption of Fees. 2. State of Florida law states that a student must apply and be denied financial aid before an Exemption Authorization Form can be completed. Therefore, a Free Application for Federal Student Aid (FAFSA) must always be completed. 3. The Exemption Authorization Form is coded M. 4. The following fees are exempt: PAVE, Registration, Activity, Supply, Insurance, and Testing Fees. 5. Students present both the Exemption Authorization Form and the Florida Department of Children and Families Forms to the registrar when registering. 6. Both forms are scanned into the student s auditable file. 50

52 HOMELESS Fee Status P Financial Aid Code E in WDIS Refer to the Post-Secondary Workforce Education Fee Schedule Definition of Fee Exempt: As governed by Florida Statute , the following students are exempt from the payment of tuition and all fees, at that school district that provides post-secondary Career and Technical programs. A student who lacks a fixed, regular, and adequate nighttime residence, or whose primary nighttime residence is a public or private shelter designed to provide temporary residence for individuals intended to be institutionalized, or a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. 1. The Broward County School Board Affidavit of Homelessness Form must be completed by the agency requesting the student exemption. It must be attached to the Exemption Authorization Form. A newly completed Affidavit of Homelessness Form is needed each time a student registers during the academic year. 2. All students must complete a FAFSA Application. Students who are Pell Grant recipients are no longer eligible for an exemption. 3. The Tuition and Fees Exemption Authorization Form is coded P. 4. The following fees are exempt: PAVE, Registration, Activity, Supply, Insurance and Testing Fees. 5. The student must present both the Exemption Authorization and the Homeless Affidavit Forms to the Registrar when registering for a program. 6. Forms are scanned into the student s auditable file. 51

53 7. Student that choose not to attend a program, are purged, and the Financial Aid Coding is removed in WDIS. 8. Change of Enrollments Forms must be completed by the Instructor for any student who attended a program, but withdrew within the first five days of the term. The DPC will remove the Financial Aid code and set the funding code to (N). 52

54 PROJECT RENEW Refugees entering New Enterprises and Workforce Fee Status D Financial Aid Code E in WDIS Refugees Entering New Enterprises and Workforce (Project RENEW) is a comprehensive ESOL (English for Speakers of Other Languages) and job training program for refugees and political asylees who live in Broward County, FL. Project RENEW operates as a component of the Institute for Economic Development at Broward College and is funded by the US Department of Health and Human Services, Office of Refugee Services, and administered by the Florida Department of Children and Families. Broward College is partnering with the Broward County School Board of Florida, and the three Broward County Technical Centers to fund students who wish to receive training at our schools. A new student is required to go to the BC Pembroke Pines Campus to have their eligibility determined. Students are required to bring the BC Counselor the necessary supporting eligibility documentations. Project RENEW Broward College Training Coordinator 7200 Pines Blvd. Modular Pembroke Pines, FL , FAX ELIGIBILITY CRITERIA Programs must be one year or less in length Students must be a refugee from Cuba or Haiti Students cannot be undocumented Students must already have political asylum Students must have a work authorization 53

55 Students are required to attend The Broward Technical Centers orientation and test before entering a technical program. Technical Program Counselors are located in the Office of Admissions or Guidance Offices at each Center. The counselor will be responsible to request each student s billing voucher from Broward College. This can be done only after the college has approved the student s eligibility and funding. Project RENEW pays for tuition and all fees, books, and uniforms. Students do not need to return to Broward College again when registering again for other terms in the academic year. Students who do not attend the program for the first five days are purged. Instructors must complete a Change of Enrollment Forms for any student who withdrew in the first week of the term. The DPC will change the coding to funding code to (N). 54

56 FEDERAL SCHOLARSHIPS Fee Status D Financial Aid Code is E AMERICORPS Education Award AMERICORP is a national service commitment program of one year that provides money for a student to attend a technical school, or to pay student loans in exchange for community volunteering. Student must be registered in a Workforce Education Program. The amount of eligibility depends on the length of the student s commitment. A funding request form is sent to the student by AMERICORPS. That form must be taken to the Financial Aid Office to be completed and used for billing purposes to order funds. Funds are disbursed by the semester. Students are disbursed paper checks twice in the academic year in accordance with the Federal Pell Grant guidelines. The program will pay for tuition, and all fees, books, uniforms, and cost of living. The Cost of Attendance Budget cannot be exceeded when Financial Need is calculated using the FileMaker Pro Advanced Pell Worksheet. Satisfactory progress must be maintained. Any funds that cannot be disbursed are returned to AMERICORPS. Students can apply online at or by calling Bureau of Indian Affairs, Washington D.C. The federal government must review the documentation that the applicant is of Indian descent before determining if the student is eligible for funding. The federal agency will send a Letter of Eligibility to the student. This letter is used for billing purposes and must be attached to the Tuition Authorization Form when presented to register. All tuition and fees, books and uniforms are paid. The student must be registered in a Workforce Education Program, and making satisfactory progress to keep their funding. Any unused funds are returned when a student withdraws or completes the program. 55

57 STATE OF FLORIDA SCHOLARSHIPS Fee Status D Financial Aid Code E in WDIS Florida Bright Futures Scholarships Ina Daloo at Florida Vocational Goal Seal Florida Merit Florida Medallion Scholars The State of Florida pays $1.60 of tuition and all approved fees x the number of hours in the quinmester. The student is obligated to pay the difference of the tuition/fees at time of registration. The state funds are electronically transferred to the Treasurer s Office each term. Each school sends the Department of Education s Funding Letter to the Treasurer s Office to claim the correct amount of funding. The funds are electronically transmitted to each school s bank account for disbursement. The funds are than recorded in the Bright Futures Scholarship account. The scholarship recipient s eligibility must be checked online before issuing a Tuition Authorization Form. All recipients must document their residency status and those of their parents by using the Residency Form. The recipient gives the Tuition Authorization Voucher to the registrar when registering and pays the difference. The Bright Future calculation is noted below: Calculation: Bright Futures 270 Hours in a term x.1.60 $ Cents are dropped to the lowest $601TuitionCharged-$ Bright Futures=$ Student Owes 56

58 The Business Manager or Bookkeeper is given the State DER Report each term, which list each eligible student, and their award. This list is matched to the billing charges when reconciling the student s account. Students that have paid the term s tuition and board approved fees must remit their receipt, and a check is refunded to that student when state funds are received. Students need to be enrolled in a Workforce Education Program, and maintain a minimum of 180 clock hours each term to remain eligible. Funding is never available or disbursed for the summer term. Students, who withdraw during the quinmester, must repay Bright Futures the tuition funds disbursed to FL DOE. The Broward County Technical Centers, for purposes of administration of state programs, are considered quinmester schools. The State DER Report is submitted quarterly. Grades and Hours are submitted annually, and establish a student s eligibility for the following year. The renewal deadline is in April. Reconciliation of the Bright Future Scholarship account is done on a quarterly basis, and also annually. Children/Spouses of Deceased or Disabled Veterans Scholarship Fee Status I Financial Aid Code E Tony Graham This scholarship is for a spouse, child whose husband or parent was killed while serving on active duty, or spouse or parent that is recognized by the State of Florida as a disabled veteran. Funding will help pay for some tuition and fees. Awards amounts are set by the State of Florida. The student must be enrolled in a Workforce Education Program of 180 clock hours or more per term to be eligible. Awards are given in two payments. The technical schools bookkeepers write checks. Students are notified when their award is available. Funds are never available for the summer term. 57

59 Funds are received in the Treasurer s Office and transferred to each school upon receipt of the FL Department of Education Funding Letter. Schools can than claim the funding. Schools are required to complete a FLDOE DER Reports online quarterly, and Grade and Hour Reports annually. Reconciliation of expenditures is done quarterly and on an annual basis. Florida Student Assistance Grant - Career Education Fee Status R Financial Aid Code H Hollis Key Students must apply for the Federal Pell Grant by completing the Free Application for Federal Student Aid, (FAFSA) online. This is a requirement, as well as, documented proof of State of Florida residency. It is not required that students have eligibility for the Federal Pell Grant. The FSAG-CE Grant is disbursed quarterly to a limited amount of students that demonstrate a Financial Need as calculated on the Pell Worksheet. Funds are limited. Students must be enrolled in a Workforce Education Program, and maintain no less than 180 clock hours per term. Funding is not provided for the summer term. Eligibility is renewed yearly and based on a student s GPA. Schools are required to report the disbursements of all recipients quarterly, reconcile awards by term, and report GPA and Hours annually. This is done by logging on to the Florida Student Scholarship Program website at: Florida PrePaid Tuition Program Fee Status D Financial Aid Code - None The PrePaid card is accepted for payment of all tuition and fees at all Broward County Technical Centers. Counselor must make a copy of the student s card, and verify student eligibility by calling the toll free number listed on the card. 58

60 The copy of the card must be attached to the Student Authorization Form when the student takes it to register for billing purposes. Florida Vocational Rehabilitation Services Fee Status D Financial Aid Code - None Exceptionality Code Disability Code of I Must Have A 504 Plan Date The Florida Division of Vocational Rehabilitation Services (VR) provides services for eligible persons with physical, emotional, or mental impairments. These services are designed to enable the applicant to prepare for, obtain, keep or regain employment. Orientations are given weekly at 2550 Oakland Park Boulevard, Oakland Park, FL. Referred students will be given an appointment after they have attended the VR Orientation. Specific information about the program is provided from the VR Counselor at each Technical Center. The Florida Division of Vocational Rehabilitation Services counselor only determines eligibility. All VR clients must apply for a Federal Pell Grant. If the student is approved for Federal Pell Grant funds, those funds must be used to pay tuition/fees first. The Financial Aid Office is responsible to provide all VR clients with a Federal Pell Letter form which must be returned to the VR Counselor. That letter states if the client is approved and shows the expected award amount for the academic year, or if their client has been denied Pell funding. VR will fund in part or in whole according to the client s eligibility status. Therefore some clients may be required to pay a portion of their tuition and fees. All unused vouchers are returned to the VR Counselor. Billing is submitted each term after it has been verified that a student has been in attendance 10 days. 59

61 Institutional Foundations Fee Status D Financial Aid Code E The Foundation at each technical center is administered by the Broward Educational Foundation. Each student must complete the application form to request help. The Foundation funds are accessed by completing the Request for Funds Form, and sent to John Gentile, 11 Floor, KC Wright. Additional information regarding eligibility criteria is available from the Financial Aid Directors or Guidance Directors at each center. Institutional Scholarships Fee Status D Financial Aid Code E Various institutional scholarships are available at each center. Information regarding scholarship eligibility is available from the Guidance Directors, Financial Aid Directors, or Program Counselor. Veteran s Administration Educational Benefits Fee Status D Financial Aid Code E call Veterans Education Benefits may be available to a student, spouse or dependent of a veteran that are registered in a Workforce Education Program at one of the area three technical centers. An approved list of programs for veterans training is advertised countywide in diversified printed materials, newspapers, schools websites, and in the Office of Admissions or the Student Services Department in each center. The VA Certifying Official at each center will process the student s VA paperwork electronically utilizing VA ONCE. Files are kept on each student. Academics and attendance are monitored monthly. 60

62 The Department of Veterans Affairs determines the eligibility of a Veteran or a dependent. Audits are conducted on a regular basis by the Department of Veterans Affairs and the Bureau of the State Approving Agency. Attendance is monitored monthly and grades quarterly. Audits are conducted on a regular basis by a VA Representative. 61

63 WORKFORCE ONE Workforce Investment Act Fee Status D Financial Aid Code D in WDIS Procedures Effective for August 2008 Registration The School Board of Broward County, FL and WorkForce One entered into an Individual Referral Agreement dated June 10, 2005, to last until June 3, 2010, or until the last participant referred by WorkForce One has completed their training. Under Article II, page 4, (3.6, 3.7, 3.8, 3.9, 3.10), the Broward County School Board, the Contractor, agrees that the Financial Aid Offices at Atlantic, William T. McFatter and Sheridan Technical Centers will work with WorkForce One participants to determine their eligibility for a Federal Pell Grant, Scholarships and other Grants. WorkForce One clients must attend the Workforce Investment Act Orientation. Case Managers determine eligibility, and review their client s work history. Case Managers assist with job searches and attempt to find participants employment. If the client is not successful in finding employment at a desired wage, a technical training program is discussed. The client is then referred to one of the Broward Technical Centers where they must complete the entrance requirements for a Workforce Education Program approved by that agency. Clients are reminded of the requirement that all WorkForce One clients must apply for a Federal Pell Grant. The client is required to return a Title IV Agency Eligibility Letter. This letter states if a student is approved for a Federal Pell Grant, and gives the expected award amount, or shows the grant has been denied. New procedures should be explained to prospective students before referring them to that agency. Clients that are approved for a Federal Pell Grant, must always use those grant funds first to pay for their educational expenses before a training voucher for tuition/ fees is issued by that agency. In cases, where a student s funding is limited, the student withdraws, or the grant is denied, the agency will provide payment for whatever portion of the tuition and fees for that term. Training Vouchers are issued by the Counselors, and given to the client to register each 62

64 term if not Pell approved. WorkForce One will pay up to$6000 per client for training purposes. Invoices are submitted each term. All students must have verifiable attendance of ten days before an invoice can be submitted. A copy must be attached to the invoice. Invoices without such documentation will not be paid by WorkForce One. Students who do not enter a program must be purged from BWDIS. Instructors must complete a Chance of Enrollment Form for all students who withdraw within ten days. The DPC must change the funding eligibility to (N) and charges are voided. New requirements: WorkForce Investment Act clients are required to have timecards signed bi-weekly by their Instructors. All clients attending a Broward Technical Center are required to test for the Ready to Work credential. Federal Pell Grant awards must always be expended for educational expenses before WorkForce One will issue a student a training voucher. Students must apply for a Federal Pell Grant and return an approval or denial letter from the Financial Aid Office. Send Invoices to: Rosezener Livingston, Administrative Coordinator 3800 Inverrary Boulevard, Suite 400 Lauderhill, FL Telephone x 3032 Fax

65 Section 13: Telephone Numbers and Websites IMPORTANT TELEPHONE NUMBERS Campus-Based Call Center (877) COD School Relations Center Pell CPS/EDConnect Support (800) Customer Service Call Center for Schools (800) Debt Collection Service Information Center Student Loan Information (800) Direct Loan Applicant Services (800) Direct Loan Consolidation (800) Direct Loan Servicing Center Students - (800) School Services (888) E-Z Audit (877) Federal Student Aid Information Center (800) 4FED-AID GAPS Hotline (888) NSLDS Customer Service (800)

66 Ombudsman for Student Loans (877) Florida PrePaid Tuition Program Florida Department of Education Florida Bight Futures Jerolyn Barnhart, Budget Director Ina Daloo, DER Reports , FAX Neil Walter, Application, Surveys, Reports Patrina Perry or Sylvia, Grades and Hours FSAG-CE Hollis Keyes Children of Deceased and Disabled Veterans Tony Graham Immigration & Naturalization Services Internal Revenue Service Selective Service

67 Social Security Administration Veterans Administration GI-Bill1 WorkForce One Margaret Wu, WIA Manager Rosezerner Livingston, Invoices School Board District Offices Ivan Para, Treasurer s Office, Transfers Dr. Jose Laverde, Business Analysis Joseph Roshay, Accounts Payable Tina Aaron, Federal Data Entry Voucher Setup, Checks Gretchen Mahoney Adrienne Reynolds, Federal Budgets Dana Stiles Aston Rowe Paul Purrier, Grants/Financial Reporting Lourdes Fortuna Panza, 1098-T Ray Santos 66

68 IMPORTANT WEBSITES CF 07/