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Latest from FSA: Ask a FED

October 10, 2014

bartnickiFederal Training Officer David Bartnicki recently shared these updates:

NSLDS Enrollment Reporting

Please remember that all institutions are required to report students’ enrollment to NSLDS at the academic program level, as well as at the institutional (campus) level, using the new enrollment reporting format no later than with the institution’s first submission to NSLDS on or after October 1, 2014. Also, program-level enrollment data is required to be reported retroactively for all students enrolled as of July 1, 2014. That is, institutions must report a student’s current enrollment status for any program in which the student is or was enrolled between July 1, 2014 and when the institution begins reporting under the new format.

In addition, enrollment reporting rosters generated by ED beginning October 1, 2014 will be in the new format that includes program-level information.

Though the financial aid office may not be directly involved in the enrollment reporting process, please make sure the appropriate offices on campus are aware of all important changes. For more information, please see GEN-14-07, the July 2014 NSLDS Enrollment Guide and the September 26, 2014 electronic announcement.

ED also posted GEN-14-17 clarifying that schools should use the same active enrollment status at both the campus-level and at the program-level. The active enrollment status should be based on the total number of credit or clock hours in which the student is enrolled at the school, regardless of which programs the credit specifically applies toward (specifically addresses concerns when students are enrolled in multiple programs). Please see GEN-14-17 for more information (http://ifap.ed.gov/dpcletters/GEN1417.html).

Cohort Default Rates

On September 22, 2014, ED distributed the FY 2011 3-year official cohort default rates (CDRs) to all schools. Since ED now has 3 years’ worth of official 3-year rates all default rate sanctions and benefits will now be based on a school’s 3-year official rates (this includes the exemption for the 30 day delay and multiple disbursements in a single term if the most recent 3 years of official rates are below 15%).

Please note that the time period for appealing the FY 2011 3-year CDRs begins on Tuesday, September 30, 2014. In reference to appeals, it is very important to remember that on September 23, 2014, ED provided an electronic announcement advising schools that our data managers reviewing erroneous data appeals based on incorrect enrollment information should, if otherwise correct, approve these appeals without regard to when the enrollment changed occurred.

Finally, due to concerns with split-servicing, ED adjusted all three official 3-year CDRs for any school subject to potential loss of eligibility due to the FY 2011 rates. For specifics about the adjustments, please see the electronic announcement dated September 23, 2014 (http://ifap.ed.gov/eannouncements/092314AdjustmentofCalculationofOfc3YrCDRforInstitutSubtoPotentialLossofElig.html).

FISAP

For those schools participating in the Campus-Based programs, please do not forget that the deadline for the electronic submission of the FISAP is 11:59 P.M. (ET) on October 1, 2014. Transmission must be completed by 12:00 midnight on October 1, 2014.

Online training to complete the FISAP is available on our FSA training website – fsatraining.info – under the “training by topics” section.

Also, don’t forget that the designated CEO/president on the school’s PPA can now sign the required FISAP documents electronically through the eSignature on the eCB login page and through the Help tab within the eCB website (cbfisap.ed.gov).

Annual Security Reports

ED recently posted a Dear Colleague Letter (GEN-14-13) reminding institutions that the Violence Against Women Reauthorization Act (VAWA) amended the Clery Act to require institutions to compile statistics for incidents of domestic violence, dating violence, sexual assault, and stalking and to include certain policies, procedures, and programs pertaining to these incidents in their annual security reports (ASRs).

Please note: the statute requires institutions to include this new information in their annual security reports beginning with the ASR that must be provided to students, employees, and prospective students and employees by October 1, 2014. Though regulations have not been finalized yet, institutions must make a good-faith effort to comply with the statutory provisions as written and should use the statute as the basis for revising or developing policies, procedures, and programs in advance of the ASR that must be issued by October 1, 2014. Please make sure the appropriate authorities on campus are aware of these changes.

For additional information about specific policy changes and statistic gathering requirements, please see GEN-14-13 and the June 20, 2014 federal register (NPRM).

Two Factor Authentication (TFA) Support Center

I am happy to report that if you have any questions about TFA tokens you can now speak directly with a representative who can assist you at our CPS/SAIG TFA Support Center at 800-330-5947, option 2 (or email at TFASupport@ed.gov). Questions include inquiries about token registration, token synchronization, token repurposing and receiving or returning tokens.

Verification – 2014-2015 V4/V5 Tracking

I continue to receive questions from schools about when they have to report in FAA Access to CPS Online their students selected for V4 or V5 under verification. Please note that our July 11, 2014 federal register notice indicated that schools have 60 days following the school’s first request to a student to submit verification documentation to enter tracking information for V4 and V5 students in the FAA Access to CPS Online system. If any changes or updates are required to previously submitted identity verification results, those changes must be updated within 30 days of the change.

FSA Handbook

Coming soon to IFAP will be an indexed 14/15 FSA Handbook link that will contain new or updated appendices and active page links. The new appendices will include several items from the Blue Book and a new appendix that will contain a compilation of all of ED’s guidance on how a school should proceed when a current student dies. In addition, at the top of each page, active links will be present allowing schools to instantly move to key appendices for help or allow the user to go directly to dear colleague letters or the regulations. Comments on any FSA Handbook changes should be directed to FSAschoolspubs@ed.gov.

FSA Training Conference

If you have not done so and are planning on attending the 2014 FSA Training Conference, I strongly encourage you to register at http://fsaconferences.ed.gov. This year’s conference will be held in Atlanta at the Georgia World Congress Center, December 2 – December 5, 2014. Conference hotels fill up fast, so, if you have not made your reservations, please consider doing so as soon as possible.

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