Georgia Student Finance Commission

Georgia Student Georgia Student Finance CommissionFinance Commission

Managing a State Program ReviewManaging a State Program Review&&

Implementing Regulation Implementing Regulation ChangesChanges

FALL 2005 GASFAA PresentationFALL 2005 GASFAA PresentationBy GSFC Compliance UnitBy GSFC Compliance Unit

Managing a State Managing a State Program ReviewProgram Review

October 14, 2005October 14, 2005Presenter:Presenter:

Caylee FrenchCaylee FrenchGSFC Compliance OfficerGSFC Compliance Officer

AgendaAgenda Program Review ObjectivesProgram Review Objectives Program Review Policies, Program Review Policies,

Procedures, & ProcessProcedures, & Process Most Common FindingsMost Common Findings Conflicting InformationConflicting Information Tips and PointersTips and Pointers

Objective & Purpose of Objective & Purpose of the Program Reviewthe Program Review

Objective:Objective: To determine To determine

whether the whether the institution is institution is consistently consistently following policies following policies and procedures, and procedures, and in compliance and in compliance with the with the Scholarships and Scholarships and Grants regulationsGrants regulations

Purpose:Purpose: To offer guidance To offer guidance

and assistanceand assistanceAnd,And,

To raise To raise awareness of awareness of problems, problems, concerns, and concerns, and needsneeds

Program Review PolicyProgram Review Policy Time Frame and Program GroupsTime Frame and Program Groups Sample SelectionSample Selection Review ExemptionReview Exemption Review EscalationReview Escalation Discretionary ReviewDiscretionary Review Repayment of FundsRepayment of Funds

Program Review Time Program Review Time Frame and Program Frame and Program

GroupsGroups 1 review per school, per fiscal 1 review per school, per fiscal

yearyear Program Groups include HOPE, Program Groups include HOPE,

GTEG, and LEAPGTEG, and LEAP– Other programs may be reviewed as Other programs may be reviewed as

deemed appropriatedeemed appropriate

Program Review Program Review Sample SelectionSample Selection

Sample size is based on number Sample size is based on number of awards for that program groupof awards for that program group– Less than 20 students awarded, all Less than 20 students awarded, all

students reviewedstudents reviewed– Between 21 and 2000 awards, 20 Between 21 and 2000 awards, 20

students reviewedstudents reviewed– More than 2000 awards, 1% of More than 2000 awards, 1% of

students reviewedstudents reviewed

Review ExemptionReview Exemption If no findings for two consecutive If no findings for two consecutive

years, school is exempt from years, school is exempt from review during the next yearreview during the next year– After exemption year, school must After exemption year, school must

again achieve two consecutive years again achieve two consecutive years without findings to be granted without findings to be granted another exemptionanother exemption

Review EscalationReview Escalation If initial review produces a post-appeal If initial review produces a post-appeal

error rate of 30% or higher for any one error rate of 30% or higher for any one program group (HOPE, GTEG, LEAP), a program group (HOPE, GTEG, LEAP), a second review will be conducted with second review will be conducted with twice the sample size as original reviewtwice the sample size as original review– If second review produces 30% error rate, If second review produces 30% error rate,

school must apply this to all awards or hire school must apply this to all awards or hire outside reviewers to review all awards for outside reviewers to review all awards for that fiscal yearthat fiscal year

Discretionary ReviewDiscretionary Review GSFC may, at its sole discretion, review GSFC may, at its sole discretion, review

a school at any time it has reason to a school at any time it has reason to believe such a review is warrantedbelieve such a review is warranted– Changes in school program staffingChanges in school program staffing– Significant changes in the number or types Significant changes in the number or types

of awards being madeof awards being made– Findings of other departments or agenciesFindings of other departments or agencies– Third-party request for investigationThird-party request for investigation– Reasonable suspicion of program Reasonable suspicion of program

mismanagementmismanagement

Repayment of FundsRepayment of Funds If findings occurred in years prior to fiscal If findings occurred in years prior to fiscal

year being reviewed, no repayment is year being reviewed, no repayment is required as part of the reviewrequired as part of the review

If findings occur in years subsequent to If findings occur in years subsequent to fiscal year being reviewed, no repayment is fiscal year being reviewed, no repayment is required as part of the review, but finding required as part of the review, but finding will be re-examined during the next reviewwill be re-examined during the next review

If findings occur in year being reviewed, If findings occur in year being reviewed, funds must be returned to GSFCfunds must be returned to GSFC

Program Review Program Review Process & ProcedureProcess & Procedure

The Institution’s RoleThe Institution’s Role

Georgia Student Finance Georgia Student Finance Commission – Compliance Commission – Compliance Officer’s RoleOfficer’s Role

On-site Review ProcedureOn-site Review Procedure

Program Review Program Review ChecklistChecklistHand OutHand Out

Program Review Program Review ChecklistChecklistHand OutHand Out

On-siteOn-siteProgram Review Program Review

ProcessProcess Records EvaluationRecords Evaluation

– Admission’sAdmission’s– Registrar’sRegistrar’s– Student Financial AidStudent Financial Aid– Fiscal Records/Student AccountFiscal Records/Student Account

Records EvaluationRecords Evaluation Admission ApplicationAdmission Application

– Student data must be availableStudent data must be available State of ResidencyState of Residency Citizenship StatusCitizenship Status Previous Enrollment InformationPrevious Enrollment Information Parent information, if applicableParent information, if applicable

– Supporting documentation, if Supporting documentation, if applicableapplicable

Records EvaluationRecords Evaluation Registrar’s OfficeRegistrar’s Office

– College Transcripts College Transcripts Institutional and Previous College Institutional and Previous College

transcripts must be availabletranscripts must be available– Enrollment HoursEnrollment Hours– Satisfactory Academic ProgressSatisfactory Academic Progress– Grade Point Average Requirements, if Grade Point Average Requirements, if

applicableapplicable– High School/GED TranscriptHigh School/GED Transcript

Supporting evidence of residency statusSupporting evidence of residency status

Records EvaluationRecords Evaluation Student Financial AidStudent Financial Aid

– FAFSA, E-HOPE or paper HOPE, GTEG, FAFSA, E-HOPE or paper HOPE, GTEG, and/or Institutional applicationand/or Institutional application

State of Residency informationState of Residency information Parent information, if applicableParent information, if applicable Selective Service registrationSelective Service registration Citizenship verificationCitizenship verification Default/Refund dueDefault/Refund due Satisfactory Academic ProgressSatisfactory Academic Progress

– Supporting documentation, if applicable Supporting documentation, if applicable

Fiscal Records/Fiscal Records/Student AccountsStudent Accounts

Award AmountAward Amount– Tuition and FeesTuition and Fees– Book AllowanceBook Allowance

Return of FundsReturn of Funds– Title IV and HOPETitle IV and HOPE– HOPE and/ or GTEG onlyHOPE and/ or GTEG only

Disbursement of FundsDisbursement of Funds– Verification of enrollmentVerification of enrollment

Reconciliation of FundsReconciliation of Funds– Verification of reported dataVerification of reported data

Program Review Guide Hand Out

ResidencyResidency Admissions Application - Institutional Financial Aid Admissions Application - Institutional Financial Aid Application Application FAFSA - HOPE ApplicationFAFSA - HOPE Application

Citizenship Citizenship IF PRAIF PRA

Admissions Application -HOPE Application- FAFSAAdmissions Application -HOPE Application- FAFSA Copy of Green Card/PRA Card – Date of IssueCopy of Green Card/PRA Card – Date of Issue

Selective ServiceSelective Service Selective Service Website Confirmation -FAFSASelective Service Website Confirmation -FAFSAHOPE ApplicationHOPE Application

Enrollment StatusEnrollment Status TranscriptsTranscriptsComputer System Access to Registration RecordsComputer System Access to Registration Records

Award AmountAward Amount Tuition and Fees Schedule for Fiscal Year being reviewedTuition and Fees Schedule for Fiscal Year being reviewedAward Letter, Computer System Access to Financial Aid Award Letter, Computer System Access to Financial Aid Management RecordsManagement Records

Disbursement of FundsDisbursement of Funds Business RecordsBusiness RecordsComputer System Access to Student Account RecordsComputer System Access to Student Account Records

Grade Point AverageGrade Point Average Institutional TranscriptInstitutional TranscriptPrevious College TranscriptsPrevious College TranscriptsCopy of Back of One Institutional TranscriptCopy of Back of One Institutional TranscriptHOPE Eligibility Calculation HOPE Eligibility Calculation

Conflicting InformationConflicting Information Supporting documentation present in Supporting documentation present in

student’s file to resolve conflicting or student’s file to resolve conflicting or contradictory informationcontradictory information– Residency DateResidency Date– Date of BirthDate of Birth– SSNSSN– CitizenshipCitizenship

Resolving Conflicting Information is a Resolving Conflicting Information is a cooperative effort among all campus officescooperative effort among all campus offices

Common FindingsCommon Findings ResidencyResidency

– Not a GA Not a GA resident for 12 resident for 12 months prior to months prior to enrollmentenrollment

– Don’t rely on Don’t rely on other offices to other offices to make make determination determination for youfor you

Citizenship Citizenship – Must be US citizen Must be US citizen

or Permanent or Permanent Resident Alien (or Resident Alien (or other eligible non-other eligible non-citizen) for 12 citizen) for 12 months prior to months prior to awardingawarding

– Be sure to retain a Be sure to retain a copy of Permanent copy of Permanent Resident Alien cardResident Alien card

Common FindingsCommon Findings Student not Student not

meeting GPA meeting GPA requirementsrequirements(Scholarship)(Scholarship)– Be sure to include Be sure to include

ALL attempted ALL attempted degree hoursdegree hours

– Calculate Calculate checkpoints using checkpoints using coursework in coursework in chronological orderchronological order

Inadequate SAP Inadequate SAP review procedures review procedures or policy is not or policy is not enforcedenforced

– Develop Develop adequate adequate monitoring monitoring system to system to ensure proper ensure proper SAP reviewSAP review

Tips and PointersTips and Pointers Start early Start early

– Begin the preparation process as Begin the preparation process as soon as receiving noticesoon as receiving notice

Be over-preparedBe over-prepared– Have files, computer access, and Have files, computer access, and

requested documentation readyrequested documentation ready Provide adequate workspace Provide adequate workspace

– Table or desk with computer accessTable or desk with computer access

Clarification of The Clarification of The HOPE Regulations HOPE Regulations

ChangesChangesfor 2005-2006for 2005-2006

October 14, 2005October 14, 2005Presenter:Presenter:

Dominic Coles,Dominic Coles,GSFC Compliance OfficerGSFC Compliance Officer

AgendaAgenda Three-Term (3-T) Checkpoint ClarificationThree-Term (3-T) Checkpoint Clarification End-of-Spring (EOS) Checkpoint ClarificationEnd-of-Spring (EOS) Checkpoint Clarification Zero Grade Point AverageZero Grade Point Average Zero Credit HoursZero Credit Hours HOPE Book Allowance DisbursementHOPE Book Allowance Disbursement Georgia Tuition Equalization Grant (GTEG) Georgia Tuition Equalization Grant (GTEG)

and Military Dependentsand Military Dependents Selective Service Registration For Male Selective Service Registration For Male

Under 18 Years of AgeUnder 18 Years of Age

Checkpoints Checkpoints ClarificationClarification

Recipients must have a HOPE Recipients must have a HOPE Grade Point Average (GPA) of 3.0 Grade Point Average (GPA) of 3.0 at each checkpoint to continue at each checkpoint to continue eligibility:eligibility:- 3-T- 3-T Checkpoint Checkpoint- EOS Checkpoints- EOS Checkpoints- Tier Checkpoints- Tier Checkpoints

Checkpoints Checkpoints ClarificationClarification

The HOPE GPA is a unique calculation The HOPE GPA is a unique calculation used solely for the purpose of used solely for the purpose of determining HOPE Scholarship eligibility determining HOPE Scholarship eligibility at the college levelat the college level

The HOPE GPA may differ from other The HOPE GPA may differ from other GPA calculationsGPA calculations

The office which is normally responsible The office which is normally responsible for the institutional GPA evaluation for the institutional GPA evaluation should perform the HOPE GPA evaluationshould perform the HOPE GPA evaluation

**Special Note **Special Note Regarding Diploma Regarding Diploma

Hours**Hours** Hours for which a student was Hours for which a student was

enrolled in a diploma or enrolled in a diploma or certificate program, even if they certificate program, even if they are later accepted into a degree are later accepted into a degree program, have no bearing on program, have no bearing on determining whether a student is determining whether a student is subject to 3-T or EOS checkpoints.subject to 3-T or EOS checkpoints.

3-T Checkpoint 3-T Checkpoint ClarificationClarification

Only applies to First Tier, part-time Only applies to First Tier, part-time studentsstudents

Does not apply if the student was Does not apply if the student was everever enrolled for at least 12 hoursenrolled for at least 12 hours

Must have attempted less than 12 Must have attempted less than 12 hours during hours during eacheach of the student’s first of the student’s first three termsthree terms

Exit point of eligibility onlyExit point of eligibility only

3-T Checkpoint 3-T Checkpoint Clarification – Hand Clarification – Hand

OutOutFreshman Checkpoints

Prior Prior toto04-0504-05

SummeSummerr20042004

FallFall20042004

WinterWinter20052005

SpringSpring20052005

SummeSummerr20052005

Fall 2005 Fall 2005 to Spring to Spring 20062006

>12>12 PTPT PTPT PTPT PTPT EOSEOS EOSEOS>12>12 NENE PTPT PTPT PTPT EOSEOS EOSEOS>12>12 NENE NENE PTPT PTPT EOSEOS EOSEOS>12>12 NENE NENE NENE PTPT EOSEOS EOSEOS<12<12 PTPT PTPT PTPT 3-T3-T PTPT EOSEOS EOSEOS<12<12 PTPT PTPT NENE PTPT 3-T3-T EOSEOS<12<12 PTPT NENE NENE PTPT PTPT 3-T3-T EOSEOS<12<12 NENE PTPT PTPT NENE PTPT 3-T3-T EOSEOS<12<12 NENE PTPT NENE PTPT PTPT 3-T3-T EOSEOS<12<12 PTPT NENE PTPT PTPT 3-T3-T EOSEOS<12<12 PTPT PTPT NENE NENE PTPT 3-T3-T EOSEOS<12<12 PTPT FTFT PTPT NENE EOSEOS EOSEOS

EOS Checkpoint EOS Checkpoint ClarificationClarification

Apply to all HOPE Scholarship Apply to all HOPE Scholarship recipients regardless of Spring recipients regardless of Spring 2005 enrollment2005 enrollment

Exception:Exception: Freshman who Freshman who have not yet been enrolled have not yet been enrolled full-time for at least one termfull-time for at least one term


Must have a cumulative 3.0 GPA at the Must have a cumulative 3.0 GPA at the end of end of eacheach Spring semester/quarter Spring semester/quarter- First Tier recipients must be full-time (12 hrs.) - First Tier recipients must be full-time (12 hrs.) for for

at least 1 of their first 3 termsat least 1 of their first 3 terms- Second, Third, and Fourth Tier recipients must - Second, Third, and Fourth Tier recipients must bebe

reviewed at the end of each Spring term, reviewed at the end of each Spring term, whether full-time, part-time or not enrolled whether full-time, part-time or not enrolled - Exit point of eligibility only- Exit point of eligibility only


Example 1: Degree ProgramExample 1: Degree Program

GPA = 2.99 at the end of Spring 2005GPA = 2.99 at the end of Spring 2005 EOS applies at the end of Spring 2005EOS applies at the end of Spring 2005 Not eligible for the next termNot eligible for the next term

Fall Fall 20032003

DegreeDegree

Spring Spring 20042004

DegreeDegree

Summer Summer 20042004

FallFall20042004

Winter Winter 20052005

DegreeDegree


DegreeDegree1212 1212 Not Not

EnrolledEnrolledNotNot

EnrolledEnrolled99 99


Example 2:Example 2: Diploma/Certificate Diploma/Certificate ProgramProgram

12 diploma hours were accepted into the degree 12 diploma hours were accepted into the degree programprogram

GPA = 2.99 at the end of Spring 2005GPA = 2.99 at the end of Spring 2005 EOS does not applyEOS does not apply Eligible for the next termEligible for the next term

Fall Fall 20032003

DiplomDiplomaa

Spring Spring 20042004

DiplomaDiploma

Summer Summer 20042004

FallFall20042004

Winter Winter 20052005

DegreeDegree


DegreeDegree

1212 1212 Not Not EnrolledEnrolled

Not Not EnrolledEnrolled

99 66

NO

End of Spring Checkpoint (EOS)VS

Three-Term Checkpoint (3TC)

Is the student Tier 1?

YES

EOS

YESNO

EOS

Was the student ever enrolled full-time in a degree

program?

Has the student attended 3 terms

part-time, beginning

Summer 2004?

YESNO

3TC at the end of the 3rd term

Wait until 3rd term part-time for 3TC or if student

attends full-time EOS

Zero Grade Point Zero Grade Point AverageAverage

Reach checkpoint but no GPAReach checkpoint but no GPA– Example – Learning Support ProgramExample – Learning Support Program

Not eligible until the next entry point, unless Not eligible until the next entry point, unless obtained 3.0 GPA for at least one courseobtained 3.0 GPA for at least one course

May request an exceptionMay request an exception– HOPE Regulations offer guidelines to qualify for HOPE Regulations offer guidelines to qualify for

an exceptionan exception– If approved, retroactive paymentIf approved, retroactive payment

Zero Credit HoursZero Credit Hours Courses that appear on a student’s

transcript with no course hours will be assigned 3 semester hours or 5 quarter hours for the purpose of determining a student’s Attempted-Hours– Exception – Courses that carry actual

zero credit as published by the institution

HOPE Book Allowance HOPE Book Allowance DisbursementDisbursement

Entire amount must be disbursed Entire amount must be disbursed Unused portion that is not disbursed Unused portion that is not disbursed

must be returned to GSFCmust be returned to GSFC Must apply funds to book charges Must apply funds to book charges

unless written authorization is unless written authorization is obtained from student authorizing the obtained from student authorizing the funds to be used for other chargesfunds to be used for other charges

Regulation will be enforced by Winter Regulation will be enforced by Winter quarter or Spring semester of 2006quarter or Spring semester of 2006

GTEG and Military GTEG and Military DependentsDependents

Non-resident military dependent Non-resident military dependent can receive GTEGcan receive GTEG

Applies to all non-resident military Applies to all non-resident military dependentsdependents

Effective Fall 2005Effective Fall 2005 No retroactive GTEG for prior No retroactive GTEG for prior

yearsyears

GTEG and Military GTEG and Military DependentsDependents

Student will continue to receive Student will continue to receive GTEG if parent is no longer GTEG if parent is no longer Georgia residentGeorgia resident

No break in enrollmentNo break in enrollment Effective Fall 2005Effective Fall 2005 No retroactive GTEG payment for No retroactive GTEG payment for

prior yearsprior years

Selective Service Selective Service Registration Registration

Male Under 18Male Under 18 Eligible for the term for which student is not Eligible for the term for which student is not

required to registerrequired to register School does not have to verify that student School does not have to verify that student

registered once he turned 18 during the registered once he turned 18 during the current award year, but must do so before current award year, but must do so before subsequent award years subsequent award years – However, GSFAPPS will prevent disbursement for However, GSFAPPS will prevent disbursement for

future terms until student has updated statusfuture terms until student has updated status Not eligible for retroactive disbursement if Not eligible for retroactive disbursement if

does not register for the term for which the does not register for the term for which the student is required to comply student is required to comply

QUESTIONS/COMMENTS/QUESTIONS/COMMENTS/SUGGESTIONS?SUGGESTIONS?

GSFC Compliance UnitGSFC Compliance UnitCindy Abbott, Senior Manager Cindy Abbott, Senior Manager

Tammy Tran, Compliance AnalystTammy Tran, Compliance AnalystCaylee French, Compliance OfficerCaylee French, Compliance OfficerDominic Coles, Compliance OfficerDominic Coles, Compliance Officer

Ray Tripp, Compliance OfficerRay Tripp, Compliance [email protected]@gsfc.org

800-505-4732800-505-4732

mailto:[email protected]

Documents

Georgia Student Finance Commission