Session 17

Session 17

ACG/SMART:

Reporting from CPS to COD

Sue O’Flaherty and Kathleen Wicks

2

A Financial Aid Win…From a letter to The Philadelphia Inquirer, September 7, 2006

“… Recently, I met with one of our students – a minority student from Pennsylvania, a star football player, an honor biology student, a wonderful citizen on our campus, but also a financially needy young man --- who was $4100 short of paying his bill after all means of aid were exhausted. He came back to see me, and I had the pleasure of seeing his head come up high when I told him his hard work has paid off, that we had just awarded him a $4000 National SMART Grant. All the meetings we’d had with departments on campus, all the work getting the computers updated with the new grant info, all the paper we’d pushed to finalize the awards became worth it when I felt the full impact of his smile.”

Ginny Bradley, Associate Director of Student Financial Service,

Ursinus College, Collegeville PA

3

Other ACG/National SMART Interest Sessions

• #5 Student Eligibility and Academic Year Issues

• #6 Transfer Student and Rigor/Major Issues

• #18 EDExpress Changes for HERA and 2007-

2008

• #19 A Day in the Life at the COD School

Relations Center

• #26 Negotiated Rulemaking Open Forum

4

Topics Covered

• Institutional and Student Eligibility

• Phased Implementation Approach

• Reporting ACG/National SMART to COD

• Differences Between Pell and ACG/National SMART

• ACG/National SMART School Reports

• NSLDS and ACG/National SMART

• ACG/National SMART COD Processing

5

Institutional Participation

• All schools that participate in Pell Grants and offer

an eligible educational program must participate in

ACG and National SMART Grants

• No new Program Participation Agreement (PPA)

• Must review self-identified applicants

6

Institutional Eligibility

• Approximately 5400 schools participate in Pell

• Of these, 3350 are eligible for ACG

• Of these, 1944 are eligible for both ACG and

National SMART

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• Offers a 2 or 4 year degree program

• Program length in COD

– 5,6,7,8 for ACG

– 6,7,8 for National SMART

• See School Information, “General” page at COD

Web site (cod.ed.gov)

8


• Based on school program information as reported

in the Application for Approval to Participate in

Federal Student Financial Aid Programs (See

eligcert.ed.gov)

• COD Edit 48 “School is Ineligible” returned on

student disbursement if school is ineligible

• No edit on student program length

9

Student Eligibility

• US Citizen

• Enrolled in 2 or 4 year degree program

• Pell recipient

• Full time

• HS graduation after 1/1/06 (ACG Level 1)

• HS graduation after 1/1/05 (ACG Level 2)

10

Student Eligibility

• Rigorous HS curriculum (ACG only)

• 3.0 GPA (ACG Level 2 and National SMART)

• Eligible Fields of Study (National SMART only)

11

Additional Student Eligibility Criteria

• Student may not receive ACG or National

SMART concurrently from more than one school.

• ACG and National SMART must be received from

same school from which Pell Grant is received.

12

ACG/National SMART Phased COD Implementation

Full functionality for ACG and National/SMART in

COD will occur in four phases.

I. Implementation of ACG Web Screen July 1,

2006

II. 5.1B July 29, 2006

III. 5.2B December 16, 2006

IV. 6.0 April 14, 2007

13

06-07 ACG CPS Web Screens

• On July 1, 2006

– Potentially eligible students sent notification to

answer additional questions on ACG Web

Screen

– Paper filers were sent a comment on a SAR to

complete questions on the ACG Web Screen or

call 1-800-4FEDAID and answer ACG

questions on the phone

14

06-07 ACG CPS Web Screens

• Questions include:

– High School graduation

– State student completed high school program

– Rigorous program questions

– After July 1, 2006, ACG eligibility questions

are provided to potentially eligible students

during the FAFSA process

15

06-07 ACG CPS Processing

• Response sent on ISIR to School

• Comment Codes on ISIR tied to each Rigorous

Program response from student

• Schools receive daily flat file with response

information

16


• There is no need for a “mass notification” process

for 2007-08

• ACG questions will continue to be “served up” to

potentially eligible applicants as part of the FOTW

experience

17


• SAR and ISIR comment codes will remain the

same

• Potentially eligible 2007-08 paper filers will

continue to receive a message on the SAR to

either go to Corrections on the Web or to call 1-

800-4FEDAID to complete ACG questions

18


• Current year ACG recipients, when applying for

2007-08, will also be provided ACG questions if

they continue to meet the criteria for being

considered as “potentially eligible”

19


• ACG Eligibility Reason Codes: “01”, “02”, and

“03” will remain the same in 2007-08

• ACG Program Codes (used when reporting an

“01” eligibility reason code) in use for 06-07 will

be used for 2007-08

20

07-08 ACG Rigorous Programs

• Additional programs may be approved by the

Secretary in response to the November 1, 2006

deadline for submitting new rigorous program

proposals.

• New programs approved by the secretary for 07-

08 will receive a new program code. A list of new

program codes will be posted as soon as it is

available.

21


• 5.1B July 29, 2006

– Initial authorizations to schools

– School funding displayed on COD Web and

available in GAPS

– Process to adjust authorizations upon request

22

ACG/National SMART Initial Authorizations

• Based on proportional volume of 2005-2006 Pell

Grant recipients at 2- and 4-year degree-granting

schools

• $221m in ACG

• $208m in National SMART

23

ACG/National SMART Initial Authorizations

• Estimated amounts to fund disbursements until

mid-December.

• Pell JIT schools must draw from GAPS

• Cash Management regulations in 34 CFR 668

Subpart K apply

24

ACG/National SMART Funding

• Schools can request additional funds for Fall Term until mid-December

– Electronic Announcement Posted 8/9/2006 Procedure for Fall 2006 Adjustments to ACG and National SMART Grant 2006-2007 Award Year Initial Authorizations

– Send email to: COD School Relations Center at [email protected]

– Request amount needed for fall disbursements

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Status to Date: 5.1B

• Adjustments without student reporting until mid-

December.

• E-mail notifications regarding ACG and National

SMART Grant awards suspended until January

17, 2007.

• Please draw funds for eligible student

disbursements so ED can project for 07-08

26

ACG/National SMART Phased COD Implementation 5.1B

• ESOA Message Classes

– ACG = AGAS07OP

• Batch ID =AA

– National SMART = SGAS07OP

• Batch ID = SA

Reporting ACG/National

SMART

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ACG/National SMART Reporting

• The earliest date on which a school was able to

disburse an ACG or National SMART Grant for

the 2006-2007 Award Year, either with Federal

funds or its own funds, was July 1, 2006.

• Always report disbursement date, not date sent to

COD

29


• 5.2B December 16, 2006

– Common Record and Web processing

– Submission of student level data begins

– COD reports disbursements to NSLDS daily

30

ACG Reporting

• Establishing an ACG Origination Record

• The following fields are required for ACG

– All fields required to establish a Pell Grant, plus:

• Financial Award ID

• Financial Award Number

• Student Level Code

• Eligibility/Payment Reason Code

• High School Program Code (if eligibility/payment code = 01)

• Citizenship Status Code (optional)

31

ACG Reporting Elements

• Eligibility Payment Reason Code

– Required for ACG only

• 01 = Rigorous High School Program

• 02 = Advanced Placement/International

Baccalaureate Coursework and tests

• 03 = Coursework

32

ACG Reporting Elements

• Rigorous High School Program Code

– Required for ACG only

• 6 digit, alpha numeric

• Required for ACG Eligibility Reason Code 01 only

– Example, AL0001

– See Volume VI, Section 9 of COD Technical

Reference

33

National SMART Reporting – Establishing an Award

• The following fields are required for a National SMART

origination record:

– All the fields required to establish a Pell Grant, plus:

• Financial Award ID


• Student Level Code

• Program CIP Code

• Citizenship Status Code (may be taken from CPS)

34

National SMART Reporting – Establishing an Award

• Major Program of Study CIP Code

– CIP Codes can be found on IFAP

– See Revised List of Eligible Majors published

08-25-2006

http://ifap.ed.gov/dpcletters/Gen0615.html

35

New Required Record Elements

• Financial Award ID & Financial Award Number are new

concepts for grant program

– Financial Award ID

• Helps COD distinguish multiple awards for the same student at

the same school for the same Award Year

• Assists in properly directing overpayment information at

Collections

• Comparable to Loan ID

36



– The last 3 positions of the Award ID

– Demonstrates a change of award within an

academic year

37


• Elements of the Financial Award ID

– Current SSN

– Award Type (A=ACG, T = National SMART)

– Award Year (07)

– Pell School ID

– Financial Award Number

– 21 characters in length

38

Financial Award ID & Financial Award Number

• Example 1 - Student A

Student level code of 1 receives an ACG Award $750 Fall Disbursement $375Award ID xxxxxxxxxA07xxxxxx001Financial Award Number 001

Spring Disbursement $375Award ID xxxxxxxxxA07xxxxxx001Financial Award Number 001

39


• Example 2 - Student B

Student level code of 1 receives an ACG Award $750 Fall Disbursement $375Award ID xxxxxxxxxA07xxxxxx001Financial Award Number 001

Progresses to student level code of 2 receives an ACG Award $1300Spring Disbursement $650Award ID xxxxxxxxxA07xxxxxx002Financial Award Number 002

40


• Example 2 - Student B, continued

Student B continues to have ACG award eligibility, with a student level code of 2, for the following Fall semester….

Fall Disbursement $650Award ID xxxxxxxxxA08xxxxxx001Financial Award Number 001

41


• Example 3 - Student C

Student level code of 3 receives a SMART Award $4000Fall Disbursement $2000Award ID xxxxxxxxxT07xxxxxx001Financial Award Number 001

Spring Disbursement $2000Award ID xxxxxxxxxT07xxxxxx001Financial Award Number 001

42


• Example 4 - Student D

Student level code of 3 receives a SMART Award $4000Fall Disbursement $2000Award ID xxxxxxxxxT07xxxxxx001Financial Award Number 001

Progresses to student level code of 4 and receives a SMART Award $4000Spring Disbursement $2000Award ID xxxxxxxxxT07xxxxxx002Financial Award Number 002

43


• Example 4 - Student D, continued

Student D continues to have SMART award eligibility, with a student level code of 2, for the following Fall semester….

Progresses to student level code of 4 and receives a SMART Award $4000Spring Disbursement $2000Award ID xxxxxxxxxT08xxxxxx001Financial Award Number 001

44

ACG/National SMART Reporting

• COD establishes award information per student,

per school, and per grade level

– Student level code can span multiple award

years

• Maximum schedule award amount for ACG and

National SMART awards at a single school or

across multiple schools cannot exceed the

maximum scheduled award amount

45

Student Eligibility Not Required to Be Reported to COD

• US Citizen

– Optional

– If not reported, taken from CPS according to

Transaction #

• Enrolled in 2/4 year degree program

– Not reported to COD

– COD Edit is on institutional eligibility

46


• Pell Recipient

– Not reported

– Must be Pell eligible according to CPS

Transaction #

– FSA review of exception reports

47


• HS Graduation Date


– Documentation retained by school

• 3.0 GPA


– Calculation and documentation at school

48

Student Eligibility That Must Be Reported to COD

• Academic Level

– Reported to COD

– Documentation retained at school

• Rigorous HS Curriculum

– ACG only

• Eligible Fields of Study

– National SMART Grant only

49

Differences Between Pell and ACG/National SMART

• Overaward Logic (POP)

• Automatic corrections option

• Timing of actual disbursements

• Required record elements

50

Overaward Logic (POP)

• Pell allows overaward at multiple schools for 30

days

• For ACG/National SMART, COD System rejects

disbursement records when the sum exceeds the

scheduled award amount limit

– At same school

– At multiple schools

51

Automatic Corrections Option

• For Pell, a school may opt to have COD correct

certain values

• For ACG/National SMART, COD will reject

incorrect values

52

Timing of Actual Disbursements

• For Pell, as early as 30 days prior to disbursement

date

• For ACG/National SMART, as early as 7 days

prior to disbursement date

ACG/National SMART

School Reports

54

ACG/National SMART Phased COD Implementation 6.0

• 6.0 April 14, 2007

– ACG and National SMART Multiple Reporting

Record (MRR)

• Message Class: AGMR07OP (ACG)

• Message Class: SGMR07OP (National SMART)

• Applies to concurrent enrollment only

55


• ACG and National SMART Reconciliation Report

– Message Class: AGRC07OP (ACG)

– Message Class: SGRC07OP (National

SMART)

56


• ACG and National SMART Year-to-Date (YTD)

Record

– Message Class: AGYR07OP (ACG)

– Message Class: SGYR07OP (National

SMART)

57


• ACG and National SMART Text File

– Message Class: AGTX07OP (ACG)

– Message Class: SGTX07OP (National

SMART)

58


• Data Requests

– Message Class: AGRQ07IN (ACG)

– Message Class: SGRQ07IN (National SMART)

• Data Request Responses

– Message Class: AGRA07OP (ACG)

– Message Class: SGRA07OP (National SMART)

59


• SSN/Name/Date of Birth Change Report

– Consolidated Pell, ACG and National SMART

report

– Message Class: PGSN07OP

60


• ACG and National SMART Pending

Disbursement Report

– Message Class: AGPD07OP (ACG)

– Message Class: SGPD07OP (National

SMART)

61


• Global Jobs

– Warn and Reduce Disbursements for “No Pell”

• System Generated Negative Disbursements

• Global Jobs

– Reduce CFL to Accepted Records

NSLDS and

ACG/National SMART

63

NSLDS and ACG/National SMART

• NSLDS will begin:

– Receiving ACG/SMART Grants from COD on

December 17, 2006

– Displaying ACG/SMART Grants on the

NSLDS Website on December 18, 2006

– Providing ACG/SMART Grant award data on

2007-08 SAR/ISIR reports on January 1, 2007

64

NSLDS and ACG/National SMART

• ACG/SMART Grant data from the 2006-07 award

year will appear as part of the student’s Financial

Aid History on the 2007-08 SAR/ISIR

• ACG/SMART Award Data will not appear on the

2006-07 SAR/ISIR

65

Transfer Student Monitoring and ACG/National SMART

• NSLDS will begin:

– Using a new file format for Transfer Student

Monitoring/Financial Aid History (TSM/FAH)

on January 1, 2007

66

Transfer Student Monitoring for ACG/National SMART

• For ACG/SMART 2006-07

– TSM begins on January 3, 2007

– Schools should continue to register students for

Transfer Monitoring the same as they have

done in the past.

– Schools can look up ACG/SMART award data

on NSLDS

ACG/National SMART

COD Processing

68

COD and ACG/National SMART

• With the introduction of ACG and National

SMART to COD in the 5.2 December 16

release…

– New Schema

– New Message Classes

– New Edits

69

ACG/National SMART Processing: Schema

• ACG and National SMART Common Records

must be submitted in Schema Version 2.0e

– COD System will continue to accept Pell and/or

Direct Loan records in previous versions

• COD System continues to “echo-back” Common

Record Response Documents in the same schema

version as the submitted record

70

Schema 2.0e

• All System-Generated Responses returned in

Schema Version 2.0e (including Web and all DL

and Pell responses)

• Software Vendors/ Schools are required to

process with the new schema on April 14, 2007

for all programs

71

ACG/SMART Processing: New COD Edits

• Edit 14 – Citizenship Status is not eligible for this award

• Edit 123 – Incorrect Student Level for ACG/National

SMART Awards

• Edit 124 – Cannot change Student Level

• Edit 125 – ACG/National SMART recipients must be Pell

eligible

• Edit 126 – Incorrect Eligibility/Payment Reason for ACG

72

New Edits

• Edit 127 – Missing High School Program Code

• Edit 128 – Unnecessary High School Program

Code

• Edit 129 – Invalid High School Program Code

• Edit 130 – Award Amount Exceeds Maximum

Scheduled Award for ACG

• Edit 131 – Incorrect CIP Code Value

73

New Edits

• Edit 132 – Award Amount Exceeds Maximum

Scheduled Award for National SMART grant

• Edit 134 – Disbursement exceeds scheduled award

at multiple schools for ACG

• Edit 135 –Disbursement exceeds scheduled award

for ACG at your school

74

New Edits

• Edit 136 –Disbursement exceeds scheduled award for National SMART grant at your school

• Edit 137 – Disbursement exceeds scheduled award at multiple schools for National SMART grant

NOTE: Refer to 2006-2007 COD Technical Reference, Volume II, Section 4 for a complete list of Edits

75

Contact Information

We appreciate your feedback and comments.

• Sue.O’[email protected] 202 377-3393

• [email protected] 202 377-3110

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