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Awarding and Processing Aid for Modular Session Programs

Awarding and Processing Aid for Modular Session Programs. Pamela Moran and Dan Klock U.S. Department of Education. Topics. Awarding Aid for Programs Using Modules Disbursing Aid for Programs Using Modules Handling Intersessions R2T4 Regulations Affecting Modules.

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Awarding and Processing Aid for Modular Session Programs

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  1. Awarding and Processing Aid for Modular Session Programs Pamela Moran and Dan Klock U.S. Department of Education

  2. Topics • Awarding Aid for Programs Using Modules • Disbursing Aid for Programs Using Modules • Handling Intersessions • R2T4 Regulations Affecting Modules

  3. Awarding and Disbursing Aid for Programs Using Modules

  4. Use of ModulesChanging Patterns in Education • Short term and sequential course enrollment • Courses are often offered in modules (usually 1-8 weeks in length) • Programs with modules may - • compose an entire program; or • be offered in conjunction with other full-term length courses

  5. Use of ModulesChanging Patterns in Education • Used in Standard and Non-Standard Term and Non-Term Settings • Sometimes involve overlapping terms • Courses offered as modules may begin in one term and end in another term • Enrollment can begin at beginning of any module • Students may skip one or more modules

  6. Basics: Term A term: • Defined as a discrete period of time during which all courses are scheduled to begin and end • Within a term: full-length courses, compressed courses or modules, and courses offered sequentially

  7. Basics: Standard and Non-Standard Terms • Standard Term: a semester or trimester (generally 14-17 weeks long) or a quarter (generally 10-12 weeks long) • Non-standard Term: all coursework begins and ends within a set period, but it is not a semester, trimester, or quarter

  8. Basics: Non-Term • Courses do not all begin and end within a discrete period of time and may: - contain self-paced or independent study courses without fixed timeframes - consist of sequential modules or courses that do not begin and end within a term • Clock-hour programs are always non-term

  9. Other Title IV Factors • Definitions: • Academic year – 30 (credit hours) or 26 weeks (clock hours) of instructional time, and for undergraduates: 24 semester/trimester hours, 36 quarter credits, or 900 clock hours; for graduates, institutional minimum full-time standard • Full-time – greater than statutory minimum or adjusted for summer or intersession?

  10. Modules - Operating Principles • Schools may combine a series of modules into a single term • Enrollment can begin at beginning of any module • Students may skip one or more modules within the term • Loan period includes entire term

  11. Modules - Operating Principles • Up-front enrollment (registered courses) should support aid eligibility and award amount • Cost of attendance excludes periods of non-attendance • Student must begin attendance in all credits or recalculation required (except loans)

  12. Module - Operating Principles • For loans, student must commence attendance or is ineligible borrower for entire term • No disbursement can be scheduled during period of non-enrollment • Earliest attendance dictates first disbursement; payment period begins with module that includes first date of attendance

  13. Modules - Operating Principles Change in enrollment status to less-than-half-time results in cancellation of subsequent loan disbursements.

  14. Modules - Operating Principles within a Standard Term or Substantially Equal Non-Standard Term of at Least Nine Weeks • Pell Formula 1 applies • Standard Term loan disbursement and annual loan limit progression applies • Warning: Structure of modular terms can transform standard term program into non-standard term module begin/end date must be within 2 weeks of durationof standard term (Ex #2 & #3)

  15. ModulesCommon Term Configurations Example #1 - A series of modules within a standard 16-week term Semester- 16 Weeks/ 12 cr. Module I- Module II- Module III- Module IV- Four Weeks /3 cr. Four Weeks/3 cr. Four Weeks/3 cr. Four Weeks/ 3cr. Module 1 Module 2 Eight Weeks - 6 cr. Eight Weeks – 6 cr.

  16. ModulesCommon Term Configurations Example #2 - A standard term with several concurrent and overlapping modules Semester- 16 Weeks/12 cr. Module I- Module II- Module III- 6 Wks/ 5 cr. 4 Wks/ 3 cr. 6 Wks/ 4 cr. Module IV- Beginning at 4Wks/ 3cr. Module V- 4 Wks/3 cr.

  17. ModulesCommonTerm Configurations Example #3 A 16-week standard term with three modules offered concurrently; module begin and/or end dates within two weeks of standard term’s duration Semester-16 Weeks/ 12 cr. Module I- 6Wks/4cr. Module II- 6Wks/4cr. Module III-6Wks/4cr.

  18. Example #1 – Standard Term • Student enrolls in I, II, & IV 3-credit hour modules • Student enrolls in 2nd 8-credit hour module only - adjust the COA downward to reflect the costs of the actual period of enrollment - loan period is entire semester

  19. Example #1- Standard Term - low cohort default rate school – single disbursement for the term scheduled for actual attendance; otherwise multiple disbursement with 2nd disb. at calendar midpoint of term - if no enrollment in 3 cr. Module III, 2nd disb. not at calendar midpoint - Pell and campus-based payment period is term; recalc. required if no attendance in all registered classes

  20. Examples #2 and #3 – Standard Term • Module duration within 2 weeks of semester’s duration, therefore standard term treatment maintained • Pell Formula 1 applies • Total enrollment in all modules, including overlapping modules used to determine COA if student registered for all modules

  21. Example #4 - Non-Standard Terms 2nd Loan Disbursement • Academic Calendar: 36 semester credits over 40 weeks of instructional time • Title IV academic year: 24 semester credits and 30 weeks of instructional time

  22. Example #4- Non-Substantially Equal Non-Standard Term • Pell Grant Formula 3 applies • Term = Payment Period for Pell and Campus-Based • Minimum BBAY loan period = 36cr/37wks • Loan must be multiply disbursed; 2nd Disbursement after completion of 18 credits and 21 instructional weeks

  23. Example #4 – Non-Substantially Equal Non-Standard Term • Calculation of Full-Time Enrollment Status for each payment period: # of credit hrs. in academic year X wks of instruct.time in pay.period wks of instruct.time in acad. year

  24. Example #4- Non-Substantially Equal Non-Standard Term • Pell Grant Formula 3 applies • Term = Payment Period for Pell and Campus-Based • Minimum BBAY loan period = 36cr/37wks • Loan must be multiply disbursed; 2nd Disbursement after completion of 18 credits and 21 instructional weeks

  25. Modules: Non-Term ConfigurationExample #5 – Non-term Undergrad Cert. Program • Academic Calendar: 60 quarter hours over 54 weeks of instructional time; not self-paced • Title IV academic year = 36 quarter hours and 30 weeks of instructional time • Full-time = 36 quarter hours over 30 weeks of instructional time

  26. Modules: Non-term ConfigurationExample #5 – Non-term Undergrad Cert. Program • Minimum BBAY loan period = academic year; first 10-hour module must be included to meet 36 hour requirement; 40 quarter hours and 38 weeks of instructional time • Loan must be multiply disbursed ; 2nd Disbursement of Loan #1 after completion of 20 quarter hours and half the weeks of instructional time

  27. Modules: Non-term ConfigurationExample #5 – Non-term Undergrad Cert. Program • Second loan period is remaining balance of program – 20hrs/16 weeks for multiply-disbursed, prorated loan amount calculated as 20/36 (hrs in loan period over hours in the academic year • Pell uses Formula 4 and Pell and Campus-Based observe same payment periods

  28. Handling Intersessions

  29. Intersessions • Generally offered at schools using standard terms • May be a short session between two standard terms – for example, 3 weeks of instructional time between two 15-week semesters • May be a shorter summer term – for example, 12 weeks of instructional time with a 12-semester hour full-time standard • Must offer aid to eligible students in these sessions

  30. Intersessions – Applicable Title IV Definitions • Academic year: - 30 weeks of instructional time - 24 semester hours for undergraduate programs • Full-time: - 12 semester hours for semesters and summer term; 3 semester hours for intersession treated as separate term 3 wks in term X 24 hrs in acad.year 30 wks in acad. year = 3 hrs (2.4 rnd up)

  31. Intersession as Separate Term • Creates Non-Standard Term Environment • Pell – Formula 3 • Direct Loans; - BBAY only; No longer qualifies to use SAY - Payment Period and Disbursement for unequal terms

  32. Intersession as Separate Term - Pell • Payment period calculations vary under Formula 3 • Prorate payments based on weeks in each payment period: -Semesters: 15/30 annual award -Summer: 12/30 annual award - Intersession: 3/30 annual award

  33. Intersession as Separate Term – Direct Loans • Loan Period: Minimum is lesser of Title IV acad. year, program length, or remaining balance of acad. year; for grad/prof, hours a full-time student completes in acad. year – No one-term loans • Payment period is non-term; disburse at beginning and midpoint after completing 1/2 hours and instructional weeks • Annual loan limit progression: completion of both weeks and hours in the acad. year

  34. Intersession Merged with Standard Term • Pell - Formula 1 • Direct Loans: - Choice of SAY or BBAY - Loan periods, payment periods, disbursement, and loan limit progression based on standard term, traditional calendar treatment

  35. Intersession Merged with Standard Term - Pell • Same payment period calculations for all terms if Formula 1 used • Payments for payment periods same for all terms in an award year for particular award year • Payments: (e.g., semester ) - Semesters: ½ annual award - Summer: ½ annual award - Intersession: None; part of the term

  36. Intersession Merged with Standard Term – Direct Loan Requirements • Loan Period Options: - SAY with summer as header or trailer - Standard Term BBAY - one term loan • Loan Limit Progression: after completion of SAY or Standard Term BBAY • Payment Period: term, which may include addition of intersession • Disbursement Frequency: Next term

  37. Case Study #1-Treated as Separate Term • Anticipated Enrollment: 12 credits each semester; 3 credits for intersession • Pell Scheduled Award: $4,000 for award year • Loan Period for DL: Fall and Spring • Non-standard term treatment for loans; Pell remains by term

  38. Case Study #1-Treated as Separate Term Student’s Actual Enrollment: • Fall 1 - 12 credits (drops to 6 before drop/add) • Intersession – 3 credits • Spring - 6 credits • Summer – 6 credits (fails 3 credits)

  39. Case Study #1- Treated as Separate Term – Pell Formula 3 • Fall 1 – half-time [withdrew before census date]: 15/30 X $2,000 = $1,000 • Intersession – full-time: 3/30 X $ 4,000 = $400 • Spring – half-time: 15/30 X $2,000 = $1,000 • Summer – half-time: 12/30 X $2,000 = $800

  40. Case Study #1 – Treated as Separate Term – Direct Loan • Loan Originated for Fall through Spring (24 attempted credits over 33 instructional weeks) • Student must complete credits and instructional weeks – non-standard term treatment • Two disbursements; 2nd scheduled for Spring

  41. Case Study #1 – Treated as Separate Term- Direct Loan • Due to enrollment changes and non-completion, 2nd disbursement rescheduled and loan limit progression at completion of following Fall term rather than originally anticipated Spring term

  42. Case Study #2 – Merged with Term • Anticipated Enrollment: 12 credits for Fall and 15 credits for Spring (includes intersession) • Pell Scheduled Award: $4,000 for award year • Loan Period: Fall and extended Spring (includes intersession)

  43. Case Study #2 – Merged with Term • Student’s Actual Enrollment: • Fall 1: 12 credit hours (drops 6 before drop/add) • Intersession: 3 credits (toward Spring) • Spring: 6 credit hours (fails 3 credits) • Summer: 6 hours

  44. Case Study #2 – Merged with Term – Pell Formula 1 • Fall 1 – half-time [withdrew before census date] : ½ X $2,000 = $1,000 • Spring – three-quarter time with intersession credits: ½ X $1,500 • Summer – half-time: ½ X $2,000 = $1,000 • ½ used because there are two terms

  45. Case Study #2 – Merged with Term Direct Loan • Loan originated for Fall through Spring • 2nd Disbursement made for start of intersession as part of second term • Remaining annual loan limit eligibility used for summer • New academic year for loan limit begins following Fall term

  46. Other Considerations for Intersessions • Must apply same treatment in an eligible program for all Title IV • If merged, must merge with same term for all students in program for all Title IV • Whether merged or not, must adjust COA for loans/campus-based for a period of non-attendance

  47. Other Considerations for Intersessions • If not merged: - under §674.16 and 676.16 for Perkins and FSEOG, if student incurs uneven costs (e.g., short intersession) is a reduced payment for that payment period)

  48. Other Considerations for Intersessions If merged: - census date for Pell recalculation may need to be reconsidered - may support loan eligibility for otherwise ineligible term - earliest Spring disb. date shifts with Spring and non-attendance

  49. R2T4 Regulations Affecting Modules

  50. Current Rules – 34 CFR 668.22 • When a recipient ceases attendance before the scheduled end of the program for which s/he received Title IV, HEA aid • The institution is required to determine the amount of aid that the student earned • The institution also determines the unearned portion

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