Georgia Student Finance Commission

Georgia Student Finance Commission Managing a State Program Review & Implementing Regulation Changes FALL 2005 GASFAA Presentation By GSFC Compliance Unit

Managing a State Program Review October 14, 2005 Presenter: Caylee French GSFC Compliance Officer

Agenda • Program Review Objectives • Program Review Policies, Procedures, & Process • Most Common Findings • Conflicting Information • Tips and Pointers

Objective: To determine whether the institution is consistently following policies and procedures, and in compliance with the Scholarships and Grants regulations Purpose: To offer guidance and assistance And, To raise awareness of problems, concerns, and needs Objective & Purpose of the Program Review

Program Review Policy • Time Frame and Program Groups • Sample Selection • Review Exemption • Review Escalation • Discretionary Review • Repayment of Funds

Program Review Time Frame and Program Groups • 1 review per school, per fiscal year • Program Groups include HOPE, GTEG, and LEAP • Other programs may be reviewed as deemed appropriate

Program Review Sample Selection • Sample size is based on number of awards for that program group • Less than 20 students awarded, all students reviewed • Between 21 and 2000 awards, 20 students reviewed • More than 2000 awards, 1% of students reviewed

Review Exemption • If no findings for two consecutive years, school is exempt from review during the next year • After exemption year, school must again achieve two consecutive years without findings to be granted another exemption

Review Escalation • If initial review produces a post-appeal error rate of 30% or higher for any one program group (HOPE, GTEG, LEAP), a second review will be conducted with twice the sample size as original review • If second review produces 30% error rate, school must apply this to all awards or hire outside reviewers to review all awards for that fiscal year

Discretionary Review • GSFC may, at its sole discretion, review a school at any time it has reason to believe such a review is warranted • Changes in school program staffing • Significant changes in the number or types of awards being made • Findings of other departments or agencies • Third-party request for investigation • Reasonable suspicion of program mismanagement

Repayment of Funds • If findings occurred in years prior to fiscal year being reviewed, no repayment is required as part of the review • If findings occur in years subsequent to fiscal year being reviewed, no repayment is required as part of the review, but finding will be re-examined during the next review • If findings occur in year being reviewed, funds must be returned to GSFC

Program Review Process & Procedure • The Institution’s Role • Georgia Student Finance Commission – Compliance Officer’s Role • On-site Review Procedure

Program Review ChecklistHand Out

On-siteProgram Review Process • Records Evaluation • Admission’s • Registrar’s • Student Financial Aid • Fiscal Records/Student Account

Records Evaluation • Admission Application • Student data must be available • State of Residency • Citizenship Status • Previous Enrollment Information • Parent information, if applicable • Supporting documentation, if applicable

Records Evaluation • Registrar’s Office • College Transcripts • Institutional and Previous College transcripts must be available • Enrollment Hours • Satisfactory Academic Progress • Grade Point Average Requirements, if applicable • High School/GED Transcript • Supporting evidence of residency status

Records Evaluation • Student Financial Aid • FAFSA, E-HOPE or paper HOPE, GTEG, and/or Institutional application • State of Residency information • Parent information, if applicable • Selective Service registration • Citizenship verification • Default/Refund due • Satisfactory Academic Progress • Supporting documentation, if applicable

Fiscal Records/Student Accounts • Award Amount • Tuition and Fees • Book Allowance • Return of Funds • Title IV and HOPE • HOPE and/ or GTEG only • Disbursement of Funds • Verification of enrollment • Reconciliation of Funds • Verification of reported data

Program Review Guide Hand Out

Conflicting Information • Supporting documentation present in student’s file to resolve conflicting or contradictory information • Residency Date • Date of Birth • SSN • Citizenship • Resolving Conflicting Information is a cooperative effort among all campus offices

Residency Not a GA resident for 12 months prior to enrollment Don’t rely on other offices to make determination for you Citizenship Must be US citizen or Permanent Resident Alien (or other eligible non-citizen) for 12 months prior to awarding Be sure to retain a copy of Permanent Resident Alien card Common Findings

Student not meeting GPA requirements (Scholarship) Be sure to include ALL attempted degree hours Calculate checkpoints using coursework in chronological order Inadequate SAP review procedures or policy is not enforced Develop adequate monitoring system to ensure proper SAP review Common Findings

Tips and Pointers • Start early • Begin the preparation process as soon as receiving notice • Be over-prepared • Have files, computer access, and requested documentation ready • Provide adequate workspace • Table or desk with computer access

Clarification of The HOPE Regulations Changesfor 2005-2006 October 14, 2005 Presenter: Dominic Coles, GSFC Compliance Officer

Agenda • Three-Term (3-T) Checkpoint Clarification • End-of-Spring (EOS) Checkpoint Clarification • Zero Grade Point Average • Zero Credit Hours • HOPE Book Allowance Disbursement • Georgia Tuition Equalization Grant (GTEG) and Military Dependents • Selective Service Registration For Male Under 18 Years of Age

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

Checkpoints Clarification • The HOPE GPA is a unique calculation used solely for the purpose of determining HOPE Scholarship eligibility at the college level • The HOPE GPA may differ from other GPA calculations • The office which is normally responsible for the institutional GPA evaluation should perform the HOPE GPA evaluation

**Special Note Regarding Diploma Hours** • Hours for which a student was enrolled in a diploma or certificate program, even if they are later accepted into a degree program, have no bearing on determining whether a student is subject to 3-T or EOS checkpoints.

3-T Checkpoint Clarification • Only applies to First Tier, part-time students • Does not apply if the student was ever enrolled for at least 12 hours • Must have attempted less than 12 hours during each of the student’s first three terms • Exit point of eligibility only

3-T Checkpoint Clarification – Hand Out Freshman Checkpoints

EOS Checkpoint Clarification • Apply to all HOPE Scholarship recipients regardless of Spring 2005 enrollment • Exception: Freshman who have not yet been enrolled full-time for at least one term

EOS Checkpoint Clarification • Must have a cumulative 3.0 GPA at the end of each Spring semester/quarter - First Tier recipients must be full-time (12 hrs.) for at least 1 of their first 3 terms - Second, Third, and Fourth Tier recipients must be reviewed at the end of each Spring term, whether full-time, part-time or not enrolled - Exit point of eligibility only

EOS Checkpoint Clarification • Example 1: Degree Program • GPA = 2.99 at the end of Spring 2005 • EOS applies at the end of Spring 2005 • Not eligible for the next term

EOS Checkpoint Clarification • Example 2: Diploma/Certificate Program • 12 diploma hours were accepted into the degree program • GPA = 2.99 at the end of Spring 2005 • EOS does not apply • Eligible for the next term

Zero Grade Point Average • Reach checkpoint but no GPA • Example – Learning Support Program • Not eligible until the next entry point, unless obtained 3.0 GPA for at least one course • May request an exception • HOPE Regulations offer guidelines to qualify for an exception • If approved, retroactive payment

Zero 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 Disbursement • Entire amount must be disbursed • Unused portion that is not disbursed must be returned to GSFC • Must apply funds to book charges unless written authorization is obtained from student authorizing the funds to be used for other charges • Regulation will be enforced by Winter quarter or Spring semester of 2006

GTEG and Military Dependents • Non-resident military dependent can receive GTEG • Applies to all non-resident military dependents • Effective Fall 2005 • No retroactive GTEG for prior years

GTEG and Military Dependents • Student will continue to receive GTEG if parent is no longer Georgia resident • No break in enrollment • Effective Fall 2005 • No retroactive GTEG payment for prior years

Selective Service Registration Male Under 18 • Eligible for the term for which student is not required to register • School does not have to verify that student registered once he turned 18 during the current award year, but must do so before subsequent award years • However, GSFAPPS will prevent disbursement for future terms until student has updated status • Not eligible for retroactive disbursement if does not register for the term for which the student is required to comply

QUESTIONS/COMMENTS/SUGGESTIONS? GSFC Compliance Unit Cindy Abbott, Senior Manager Tammy Tran, Compliance Analyst Caylee French, Compliance Officer Dominic Coles, Compliance Officer Ray Tripp, Compliance Officer Compliance@gsfc.org 800-505-4732

Georgia Student Finance Commission