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Degree Partnership Programs & Financial Aid: Ensuring Compliance and Efficient Data Sharing

Learn about the purpose and importance of financial aid consortium agreements, enrollment information sharing, and the use of technology in data sharing for degree partnership programs. Explore the challenges faced and the advancements made in streamlining the process. Presented by Rebecca Martinez, Associate Director of Financial Aid and Scholarships at Oregon State University.

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Degree Partnership Programs & Financial Aid: Ensuring Compliance and Efficient Data Sharing

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  1. Degree Partnership Programs & Financial Aid Presenter: Rebecca Martinez Associate Director of Financial Aid and Scholarships, Oregon State University

  2. Financial Aid Issues • Financial Aid Consortium Agreements – purpose • Required by USED to ensure compliance with regulations • Must determine “home school” for financial aid purposes • Definition of “home school” varies • Once the aid paying school is determined (HOME school), each partner must set up their systems appropriately

  3. Enrollment Information Sharing • Level of enrollment • Student Status Confirmation Report (SSCR) • Withdrawals/ R2T4/ Last Date of Attendance • End of Term grades/credits (SAP) • Monitoring for aid-eligible courses • Institutional policies and deadlines for drops, adds, receiving W’s, • **ESTABLISH TIMELINES FOR SHARING**

  4. Academic Calendars • Challenges of degree partnership programs: • Academic calendars not in synch • Start and end dates of terms • Quarter hour calendar vs. semester calendar • Registration dates • Fee payment • Financial aid disbursement

  5. Why do this?

  6. OLDE PROCESS • Schools would manually look at credits and decide which school would disburse aid.

  7. Sometime later, we decided to let the student decide (within parameters) which school would be the home school and disburse aid. • Still a paper process and part of the paper Admissions process.

  8. Then we invented the wheel..We used TECHNOLOGY!!

  9. Initial Home School Process • Send email to students explaining HOME school parameters • Provide link to online questionnaire for home school declaration

  10. Online Questionnaire

  11. Methods of Data Sharing THEN • Mail /fax data/ email • Staff access to partner institution data base NOW • OFAX – electronic file for financial aid

  12. OFAXOregon Financial Aid Exchange • Multiple-enrollment data exchange for financial aid purposes • Participating schools send in their data via a secure web site • OFAX server processes file • Return matching records sent in by other schools via password protected email attachment

  13. What do we want to do with the data once we have it? • Combine, as appropriate, with OSU data to process student’s financial aid with concurrent enrollment information of courses, credits and grades.

  14. OSU’s OFAX Data Form

  15. To infinity and beyond • Advances in technology • Single billing • Statewide agreement • Quarters/Semesters • Maintaining human element in a more globalized learning environment. -Buzz Lightyear

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