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FUNCTIONALITY OF LINKS TO IFAP CONTENT FROM OUR BLOG

PLEASE NOTE:

As a result of changes on the Information for Financial Aid Professionals (IFAP) website, some links and content on our blog may have changed. HEE’s technicians are working to update affected links for the 2019-2020 and 2020-2021 award years, and other key content. Links from older content will be removed. If you can’t find what you’re looking for on our blog which includes more than 500 articles on Title IV Federal Student Aid compliance, please visit the IFAP website.

We appreciate your patience.


 

MOST FREQUENTLY CITED PROGRAM REVIEW FINDINGS

A financial aid consultant can help your college identify risks and prevent program review findings

What are the most frequently reported program review findings according to ED?

ED recently released an updated program review guide packed with lot’s of great info to help schools and colleges understand the in’s and out’s of a program review. The new guide covers everything from general program review processes to procedures and guidelines for following up. According to the guide, these are the most frequently cited program review findings. 

These are the top ten most frequently cited program review findings at colleges and universities.

  • Crime Awareness Requirements Not Met
  • Verification Violations
  • Return to Title IV Calculation Errors
  • Student Credit Balance Deficiencies
  • Drug Abuse Prevention Requirements Not Met
  • Student Status – Inaccurate/Untimely Reporting
  • Entrance/Exit Counseling Deficiencies
  • Consumer Information Requirements Not Met
  • SAP Policy Not Adequately Developed and/or Monitored
  • Inaccurate Record keeping

How does your institution assess it’s risk and preparedness for audits and program reviews?

To learn more about how your institution can adjust its processes and reporting to minimize its risk of these federal student aid compliance issues, please contact us.


Get your 2018-2019 IRS Tax Return Transcript Matrix for ISIR Verification here!

Thursday September 17 is Constitution Day

COLLEGES TO OBSERVE CONSTITUTION AND CITIZENSHIP DAY – SEPTEMBER 17TH
This year Constitution Day is on Thursday, September 17.
As a Title IV Eligible Institution, it is a requirement to recognize and participate in Constitution Day, on September 17th of each year.
Looking for ideas to bring the Constitution to life on your campus? Check out these easy tips:
• Have a discussion during class on the U.S. Constitution.
• Create Student Activity Programming, such as: having all students sign the Constitution, comparing another country’s Constitution to ours, or having students get together and recite the preamble to the Constitution.
• Hand out information on the Constitution. There is a booklet entitled “Constitution of the United States and the Declaration of Independence” (Pocket Edition) which is available for purchase through various bookstores.
• Visit the National Archives website that contains information about the entire Constitution. http://www.archives.gov/national_archives_experience/charters/constitution.html

There is also a private website dedicated entirely to Constitution Day, which can be useful for planning events. The website contains educational materials, flyers, and other information pertinent to the celebration of Constitution Day and can be found through the following link: http://www.constitutionday.com/

2020-2021 IPEDS REGISTRATION AND DATA COLLECTION SCHEDULE

Registration for the 2020-2021 IPEDS Data Collection Schedule opens on August 5, 2020. Reporting to IPEDS is mandatory for all institutions. If you’re responsible for reporting IPEDS this year, you can register as a keyholder right on the IPEDS website. If you are already an existing keyholder, you’ll receive your 2020-2021 USER ID and Password via email on August 5, 2020. If your institution doesn’t have a registered keyholder your President or CEO will be notified by mail along with instructions on how to register. You can register here: https://nces.ed.gov/ipeds/report-your-data
The summer registration contains preliminary survey information such as Registration, Report Mapping, Institution ID, and IC-Header info which be completed and locked before you’ll be able to begin reporting for the Fall survey.
If you are responsible for reporting IPEDS data at your school, here are some other important dates to mark on your calendar.
• September 2 – October 14, 2020: Fall Collection – Institutional Characteristics; Completions; 12-month Enrollment
• December 9, 2020 – February 10, 2021: Winter Collection Opens – Student Financial Aid; Graduation Rates; 200% Graduation Rates; Admissions; Outcome Measures
• December 9, 2020 – April 7, 2021: Spring Collection Opens – Fall Enrollment; Finance; Human Resources; Academic Libraries

CAMPUS BASED REALLOCATION PROCESS AND REQUESTING SUPPLEMENTAL FEDERAL WORK-STUDY FUNDS

If you’ve got leftover funds that you won’t spend from the 2019-2020 Federal Work-Study (FWS) or Federal Supplemental Educational Opportunity Grant (FSEOG), you should complete the Campus Based Reallocation Form by August 17, 2020 so that other schools can use them. The campus-based reallocation form can also be used by institutions that want to request supplemental 2020-2021 Federal Work Study Funds for employing students in community service jobs. To qualify, schools must have had an FWS fair share shortfall as shown on line 28 of the school’s 2019-2020 final funding worksheet.

The reallocation form can be found on the COD website. For more information including a sample of the form, click this electronic announcement from FSA.

CAMPUS CRIME AND SECURITY SURVEY

Apply for your school to receive federal grants and loans

PLEASE NOTE: The annual crime and fire statistics survey will now be open from November 18, 2020 through January 14, 2021 due to COVID-19. If you need assistance with the survey, please call the Campus Safety Help Desk at 1-800-435-5985 or by email at campussafetyhelp@westat.com.

The Department is also extending the date for institutions to distribute their Annual Security Reports (ASRs) and Annual Fire Safety Reports (AFSRs) to required recipients to December 31, 2020. Institutions should distribute their reports on the normal schedule if possible.

The Campus Crime and Security Survey is due by October 1st of each year. The survey collects information regarding campus crime statistics. Schools are required to report certain statistics to ED’s Office of Postsecondary Education about crimes that occurred on campus using data maintained by their campus security department or designated school officials responsible for maintaining a security log. Additionally, schools are required to report any statistics provided from local or state police agencies.

A school must make a reasonable effort to obtain the required statistics from police departments and as a best practice should keep documentation of their efforts to do so, as well as any responses they receive. Although the Campus Crime and Security Survey has historically had a one-hundred percent response rate from schools each year, some schools have been cited for failing to keep supporting documentation, and even failing to reach out to their local police. Some schools have even been cited for failing to disclose certain crimes, particularly those covered under Title IX and VAWA which include forcible sex offenses. All the information schools report each year is extremely important for providing a safe environment for students and staff and keeping them informed about campus safety and security.

All Title IV postsecondary institutions are required to participate in this data collection with two exceptions:
• If your institution has a campus that opened after January 31st in the latest calendar year for which the survey collects data, that campus isn’t required to complete the survey. For example, if the campus opened in September 2018, the campus shouldn’t complete the 2019 survey which collects statistics for the entire 2018 calendar year. The campus is, however, required to comply with all other HEA safety- and security-related requirements and will be required to complete the 2020 survey.
• If yours is a distance education-only institution, the institution isn’t required to complete the survey.
In August the survey website will open for online registration. The link for the website is: http://surveys.ope.ed.gov/security/
A new User ID and Password is issued each year. Registration certificates went out in mid-July, so you should be receiving a registration certificate by mail, which contains a user ID and Password to register on the survey website. Once registered, you can begin entering information for the data collection.

UPDATE ON REQUIRED CARES ACT QUARTERLY REPORTING

Institutions that received funding under the CARES Act must begin reporting monthly to FFATA, according to a recent electronic announcement from ED’s Office of Postsecondary Education. The quarterly reporting requirements for the CARES Act are considered to be met under the more frequent, monthly reporting requirements of the Federal Funding Accountability and Transparency Act of 2006 (FFATA), Pub.L. 109-282, as amended by the Digital Accountability and Transparency Act (DATA Act), Pub.L. 113-101.

Through the FFATA Subaward Reporting System (FSRS), CARES Act grantees report the following data elements subawards greater than $25,000:
• Name of entity receiving award
• Amount of award
• Funding agency
• North American Industry Classification System (NAICS) code for contracts / Catalog of Federal Domestic Assistance (CFDA) program number for grants
• Program source
• Award title descriptive of the purpose of the funding action
• Location of the entity (including congressional district)
• Place of performance (including congressional district)
• Unique identifier of the entity and its parent
• Total compensation and names of top five executives (same thresholds as for primes)