| AwardYear: 1998-1999 EnterChapterNo: 3 EnterChapterTitle: Institutional Eligibility and Administrative Requirements SectionNumber: SectionTitle: Introduction PageNumbers: 1-4 The purpose of this chapter is to describe how a school becomes eligible to participate in the Student Financial Assistance (SFA) Programs, and to explain the administrative and fiscal requirements of SFA Program participation. In addition, this chapter discusses refund calculations, proper documentation and recordkeeping, disclosure requirements, and other issues relevant to the general administration of the SFA Programs. Section 1 explains the statutory definitions for eligible institutions and program eligibility requirements. Even if a school already participates in the SFA Programs, it is a good idea to review this section briefly to make sure that all programs at the school are eligible. Section 2 is an overview of the general requirements for SFA Program participation. Section 3 discusses cash management requirements. Section 4 explains refund and repayment calculations for students who withdraw from the school. Section 5 discusses the use of agreements between schools to pay a student who is taking courses in an eligible program at more than one school. Audits, program reviews, the Quality Assurance Program, and the experimental sites initiative are discussed in Section 6. Section 7 discusses recordkeeping requirements. The student consumer information requirements are explained in Section 8. Section 9 explains how to apply for SFA participation, changes that can affect a school's participation and how to report these changes, responsibilities that a school must fulfill when leaving the SFA Programs, and sanctions and corrective actions taken by the Department. UPDATES -------- Regulations - A Notice published September 19, 1997 informs schools of the required electronic processes that a school must participate in to be considered administratively capable. "Dear Colleague" Letters. - "Dear Colleague" letter GEN-97-6, published August 1997, provides information on how and when to report changes to application information to the Department. Changes to this chapter: Section 1: Institutional and Program Eligibility - No major changes. Section 2: General Participation Requirements - A discussion is included of the Notice published September 19, 1997 that informs schools of the required electronic processes that a school must participate in to be considered administratively capable. Section 3: Cash Management - Updated information is provided on the implementation of the Grants Administration and Payment System (GAPS), a part of the Education Central Automated Processing System (EDCAPS). Section 4: Refunds and Repayments - No major changes. Section 5: Agreements Between Schools - No major changes. Section 6: Program Reviews and Audits - Information is provided on revisions to OMB Circular A-133 (and the rescission of OMB Circular A-128). Section 7: Recordkeeping and Disclosure - No major changes. Section 8: Student Consumer Information - Information is provided on an amendment to the Hate Crimes Statistics Act (to include the category of "disabled" as victims of hate crimes) and its effect on the campus security requirements. - Information is provided on the change to the definition of the cohort year by the Emergency Supplemental Appropriations for the Department of Defense (this changed the year from July 1- June 30 to September 1- August 31). Section 9: Applying for and Maintaining Participation in the SFA Programs - Changes have been made to include information from "Dear Colleague" letter GEN-97-6, published August 1997, which provides information on how and when to report changes to application information to the Department. As noted in the text, further guidance and changes were under discussion at the time this Handbook went to print including - Final regulations on financial responsibility standards (scheduled to be published by December 1, 1997) had not been published at the time this Handbook went to print. Once final regulations have been published, the Department will issue further guidance on financial responsibility standards as necessary in the form of "Dear Colleague" letters. - The Department will provide additional guidance on the implementation of the required electronic processes in the form of an Action Letter. When issued, this up-to-date information will also be available on the SFA BBS. - The Department plans to publish a "Dear Colleague" letter that provides further guidance on campus security requirements. When issued, this information will also be available on the SFA BBS. - In the future, the Department plans to publish a "Dear Colleague" letter that provides further guidance on Student Right-to-Know requirements. When issued, this information will also be available on the SFA BBS. |