Payback Review U.S. Department of Education Office of Special Education & Rehabilitative Services Rehabilitation Services Administration November 7, 2012
Agenda • Payback Report Submission • State of Payback • Payback Files • Project Director Role • Criteria for selecting RSA scholars • University Obligation for Repayment • Documentation for Exception Requests • Questions and Answers
Polling Question #1 • Please tell us who you are: • I am a Project Director responsible for submitting the Payback Report for a current grant • I am a former Project Director responsible for submitting the Payback Report for an inactive grant • I am a staff person responsible for submitting the Payback Report • Other (please specify in the chat feature)
Polling Question #2 • We are interested in learning the following: • A) This is my first time preparing and submitting a Payback Report • B) I have experience in preparing and submitting Payback Reports
Today’s Presenters • RoseAnn Ashby, Chief Training Programs Unit • Karen Holliday RSA Project Officer • Kristen Rhinehart-Fernandez RSA Project Officer
Payback Webinar Series 2012 Payback Webinar on recent changes that have been made for reporting in the MIS. https://ncrtm.org/moodle/mod/page/view.php?id=3644 *If you are new to the Payback Reporting System, please also review the 2011 Payback Webinar regarding the basics of submission through the MIS at: https://ncrtm.org/moodle/mod/page/view.php?id=3222 Payback Webinar regarding Payback Policies, Procedures, and Regulations. This Webinar was recorded in 2011. Go to: https://ncrtm.org/moodle/mod/page/view.php?id=3221
Polling Question #3 • Did you have an opportunity to access the Webinar about new features to the MIS for this year’s Payback Report submission? • A) Yes • B) No
Polling Question #4 • Have you had an opportunity to successfully log in to the RSA MIS? • A) Yes, I already started my Payback Report • B) No • C) I am a new user and need to submit the form to request access • D) I have not logged into the RSA MIS in 400 days and need to submit the form to request/regain access • E) I am experiencing technical difficulties and need to reach out to my RSA Project Officer
Payback Report Submission • Payback Reports must be completed and submitted to the RSA Management Information System (MIS). • Due Date: Friday, November 30, 2012 (early submission is strongly encouraged). • Payback Reporting period is October 1, 2011-September 30, 2012. • Grantees can access this system at http://rsa.ed.gov.
State of Payback • Fall 2010 to October 15, 2012= 401 scholars in repayment • Amount of funds in collection from scholars in repayment= $3,875,791.22 • Approved for a waiver= 8 • Amount in approved waivers=$65,787.09 • Denied a waiver=4 • Deceased=10 • Completed Payback Obligation through repayment=9 • Completed Payback obligation through qualified employment=37 (totaling $400,898.34)
Payback Files • Grantees are required to maintain a hard copy file for every scholar that includes: • Payback Agreement Form signed and dated by the scholar and Project Director; • Exit form signed and dated by the scholar and Project Director; • Certification of Eligibility for Federal Assistance in Certain Programs (ED 80-0016) (http://www2.ed.gov/fund/grant/apply/appforms/appforms.html); • Annual verification of qualifying employment until the scholar has fulfilled his or her obligation; • Copy of scholar repayment letter issued by RSA, if applicable • Deferral request form, if applicable; • Exception request, including medical documentation for the scholar, if applicable; • Communication with RSA, including decisions related to deferral and/ or exception requests; and • All relevant communication with the scholar
Project Director Role • Support RSA scholar understanding about the field of rehabilitation counseling, as well as the types of certifications or degree(s) that may be required in their respective state. • Inform RSA scholars of the kinds of work they can expect to do post training; expected salary; and information about available jobs in qualified employment in the state and region. • Establish a process for identifying scholars who are “at-risk” of dropping out or being dismissed from the program.
Scholar Criteria • Ensure that there is written documentation outlining the criteria for awarding an RSA scholarship and that this documentation is followed by all program staff. • These criteria should also be clear as to the length of time of the scholarship and whether or not the scholar must “re-apply” for a scholarship on a regular basis (semester, quarter, or annually). • Please also include the grant period of performance so the scholar is aware of the grant end date.
Scholar Criteria cont’d • Is the scholar able to work upon successful completion of the program in order to fulfill the Payback Obligation? • Has the scholar ever received an RSA scholarship at a different university? • Is the scholar at high risk in terms of repayment of a debt? • Is an RSA scholarship in the best interest of the scholar? • Is awarding an RSA scholarship in the best interest of the Federal government?
Exception • Exception requests are reviewed and approved by the RSA Commissioner. • Note: Do not send exception requests directly to the RSA Commissioner. These requests must go through the RSA Project Officer. • Step 1: Project Director determines scholar’s request for an exception pursuant to 34 CFR 386.41 (a).
Exception, cont’d • Step 2: Project Director communicates directly with scholar to ensure scholar is aware of the exception review and approval process and provides the Project Director with the following required documentation: • Medical documentation stating the severe disability that is expected to continue indefinitely and prohibits the scholar from obtaining or retaining employment.
Exception, cont’d • Step 3: Project Director will submit to RSA Project Officer the following: • Signed Payback Agreement Form; • Signed Exit Form, if applicable; • Medical documentation; and • Letter from the scholar (optional) providing rationale for exception request.
University Obligation for Repayment The University is liable for scholars in repayment status when the University is unable to produce a signed Payback Agreement form or is unable to produce financial records to verify a scholar received grant funds. • The signed Payback Agreement form is a legal binding document that allows RSA to pursue scholar repayment. • The University will receive a repayment letter, similar to the one a scholar would receive, with instructions for contacting the Office of the Chief Financial Officer to establish repayment.
Need More Help? If you need additional assistance with your report please contact your RSA Project Officer prior to the November 30 closing date. For technical issues please review the help menu at http://rsa.ed.gov/technical-support.cfmor contact RSAMIS.Technical.Support@ed.gov. Grantees also should contact the RSA Project Officer for any questions in regards to Payback policy, annual reports, or grants management issues.
39th Institute on Rehabilitation Issues IRI topic nominations are due COB by 5PM Eastern Time on Thursday, November 8, 2012 and may be submitted electronically at: iriforum.org/topic_submission.aspx. Questions may be directed to the RSA IRI Project Officer Kristen Rhinehart-Fernandez at 202.245.6103 or Kristen.Rhinehart@ed.gov OR the IRI Project Director Maureen McGuire-Kuletz at 202.973.1558 OR email@example.com. 21
National Employment Conference “The New Economy: Rethink, Realign, Reinvent” In this new economy, where and how can the VR profession add true and targeted value to achieve our goal of meaningful careers, self-sufficiency, and independence for persons with disabilities? December 5-7, 2012 at the Marriott Renaissance Arlington Capital View Hotel Arlington, Virginia. Registration is open and more information can be accessed at: gwntap.org/conferences.html 22