Dual Enrollment Programs Financial Aid

1
Dual Enrollment Programs Financial Aid

• Presenters
• John Snyder, Director of Financial Aid
• Linn-Benton Community College
• Rebecca Martinez, Associate Director of Financial
  Aid and Scholarships, Oregon State University
• May 2, 2005

2
Dual Enrollment Programs

• Oregon State University has dual enrollment
  programs with five Community Colleges
• Established in 1998 between Linn-Benton CC and
  OSU

3
Dual Enrollment Programs

• Dual Enrollment an agreement between
  institutions to provide academic programs and
  services to students through a common admissions
  process
• Upon acceptance, eligible to enroll in classes at
  both schools

4
Dual Enrollment Programs

• Memorandums of Understanding
• Agreements by partner institutions to provide
  programs, services, etc.
• Consortium Agreements
• Developed by partner offices of Financial Aid

5
Financial Aid Issues

• Financial Aid Consortium Agreements- types
• Individual student agreements
• Institution-to-Institution
• Multi-institution agreements
• State-wide agreement
• 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

6
Email sent to new dual admits

• Dear Student
• Welcome to the Oregon State University
  (OSU)/Linn-Benton Community College (LBCC) dual
  enrollment program! Your admission to the dual
  program is effective Spring Term, 2005.
• Students admitted to the OSU/LBCC dual enrollment
  program who choose to take courses at both
  schools in the same term may be eligible to
  receive financial aid based on the combined
  enrollment. For example, a student taking 9
  credits at OSU and 3 credits at LBCC in the same
  term would be considered a full-time student in
  the dual enrollment program. If that student had
  applied for and been awarded federal financial
  aid from OSU, and had designated OSU as the HOME
  school, then the aid would be disbursed by OSU.
  Students can only receive federal financial aid
  from one school in a particular term.
• New OSU/LBCC dual students, who anticipate using
  financial aid to pay for their education, are
  asked to declare a HOME school. We are using OSU
  Survey Software to provide additional details
  about OSU/LBCC home school determination and to
  enable you to designate your home school.
• Please We will communicate your choice of HOME
  school to the Financial Aid Office at LBCC. If
  you need to change your home school in the
  future, please notify both Financial Aid Offices.
• NOTE It is your responsibility to have your
  FAFSA sent to both schools each school will
  process your financial aid application
  separately.
• As of this date, OSU has your 2004-05 FAFSA
  FAFSA
• Neither OSU nor LBCC will be able to disburse
  financial aid for Spring Term 2005 until you have
  designated a home school.

7
Online Survey
8
(No Transcript)
9
Questionnaire Results
10
Dual Enrollment Programs

• Factors to Consider
• Admitted to degree program,
• Enrolled in eligible courses, transcription
• Level of enrollment (full time, part time)
• Combined enrollment
• Student budgets

• Changes in enrollment or program
• Satisfactory academic progress
• Academic calendar, deadlines
• Start/End dates
• Types of information systems

11
Enrollment Information Sharing

• Level of enrollment
• Student Status Confirmation Report (SSCR)
• Withdrawals
• End of Term grades/credits (SAP)
• Monitoring for aid-eligible courses
• Institutional policies and deadlines for drops,
  adds, receiving Ws,
• ESTABLISH TIMELINES FOR SHARING

12
Student accounts

• Fee assessment
• Deadlines, late fees
• Refund check procedures
• Return of Title IV funds
• Information sharing establishing timelines
• Coordinating consumer information

13
Academic Calendars

• Challenges of dual 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

14
Why do this?

• Multiple-enrolled students are not always being
  awarded full financial aid benefits
• Provide a mechanism for the Financial Aid
  community to respond to the reality of
  multi-campus attendance
• Manual systems are time consuming and complicated

15
Methods of Data Sharing

• Mail/fax data
• Staff access to partner institution data base
• OFAX electronic file for financial aid

16
OFAX Oregon Financial Aid Exchange

• Multiple-enrollment data exchange
• for financial aid purposes
• Allows combination of enrollment from
• multiple institutions for financial aid
• Detailed OFAX demo. May 3, 2005
• 830-930 am Session IV.b

17
Privacy

• The student release on the FAFSA indicates okay
  to share data for determining financial aid
  eligibility
• The student authorizes sharing the data on the
  admission application
• Institutions may not report a student to OFAX
  unless they have signed up at that institution
• The data may only be used for Financial Aid
  purposes

18
Participation

• Participation Agreement - agree to protect
  student data
• Only students that sign a specific release may be
  sent to OFAX
• School is always in control of awarding
• Not Plug and Play - schools must develop
  import/export/display programming at institution

19
OFAX Data Exchange

• Participating schools send in their data via a
  secure web site
• Local programming is required to create this
  output file
• OFAX server processes file (uses Microsoft SQL
  Server/ASP technology)
• Match on SSN and Date of Birth
• Return matching records sent in by other schools
  via password protected email attachment

20
OFAX Data Layout

• Data is sent/received in comma delimited text
  file.
• The full layout is available from OSACs web
  site.
• see http//www.osac.state.or.us/ofax_faq.html
  for more info.
• This file can be loaded into Excel and processed
  manually, or loaded into a database and automated
  via local programming.
• This allows schools to process the OFAX data any
  way they see fit.

21
What do we want to do with the data once we have
it?

• Verify/More reporting. Report on
• Home institution discrepancies
• Continued enrollment at partner institution
• Any other oddball things (like same course at
  two places at once)
• Disburse aid based on sum of OSU hours plus
  qualifying hours at participating institution(s)
• Report SSCR data accurately for those whom OSU is
  their Home institution
• Sat. Academic Progress processing after term has
  finished
• Weve also written a display-only data form that
  the FAO can query

22
Loading the Data into Banner(OSUs version)

• Weve written a local process that the Financial
  Aid Office runs
• It loads up the file returned from OFAX and
  assigns the correct local OSU term code
• term codes are unique to each school yet we have
  to associate data for corresponding terms

23
OSUs OFAX Data Form
24
OSU Fin. Aid Status Screen
25
Start-up Check Points

• Start out small?
• Consortium agreement and home school
• Admission requirements
• Cost of attendance
• Student accounts
• Information sharing
• Academic calendars
• OFAX programming?
• Disbursement dates
• Institutional scholarships
• Consumer information
• Return of Title IV funds

26
Resources

• OFAX Website
• www.osac.state.or.us/ofax.html
• Contacts
• Joyce Eaton joyce.y.eaton_at_state.or.us
• Tim.Harris_at_oregonstate.edu
• Rebecca.Martinez_at_oregonstate.edu
• Kate.Peterson_at_oregonstate.edu

27
Questions?

• Thank You