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(ANN-97-14) This letter announces a series of Electronic Aid Office workshops to be held February through September l998; lists the contents, sites and dates of the workshops; and explains registration procedures.

DCLPublicationDate: 12/1/97
DCLID: ANN-97-14
AwardYear:
Summary: This letter announces a series of Electronic Aid Office workshops to be held February through September l998; lists the contents, sites and dates of the workshops; and explains registration procedures.


December 1997

ANN-97-14

SUMMARY: This letter announces a series of Electronic Aid Office
workshops to be held February through September
l998; lists the contents, sites and dates of the
workshops; and explains registration procedures.

Dear Colleague:

We are pleased to announce a series of nationwide workshops
sponsored by the U.S. Department of Education's (ED) Student
Financial Assistance Programs (SFAP). This series, the Electronic
Aid Office, will feature hands-on practice and group discussions to
cover the areas described below.

WORKSHOP CONTENT

The purposes of this training are to:

- help trainees prepare to meet the new requirements for Title IV
schools to participate in the various ED electronic processes
listed in the September 19, 1997 Federal Register Notice;

- allow trainees to sample a variety of ED-developed electronic
services and software; and

- encourage trainees to consider how electronic operations fit into
the overall functions of their own student aid offices.

PLEASE NOTE THAT THE TRAINING WILL NOT INCLUDE
ANY NEW REGULATORY OR POLICY INFORMATION,
OTHER THAN THE ELECTRONIC REQUIREMENTS IN THE
SEPTEMBER 19 NOTICE.

These workshops will not provide complete, in-depth training on any
specific software or system, but will illustrate how ED electronic
products and processes fit into the framework of an operating
financial aid office. ED will provide detailed training on
specific EDExpress applications in other courses offered at a
later date.

Please review the overview of the two-day agenda that follows.

DAY ONE

HOW ED COMMUNICATES WITH SCHOOLS: overview of the
Title IV WAN and ED systems and software; using the internet and
the information on ED's web sites.

SETTING UP YOUR ELECTRONIC OFFICE: assessing and
planning for setting up your school's electronic operations.

ELECTRONIC APPLICATION PROCESSES: electronic
application methods: FAFSA on the Web, FAFSA Express,
EDExpress, and Renewal FAFSAs; interactions with the CPS.

STUDENT ELIGIBILITY: obtaining financial aid history from
NSLDS; postscreening; overview of EDExpress packaging.


DAY TWO

MANAGING FUNDS ELECTRONICALLY: overview of
requesting funds via Grants Administration Payment System
(GAPS).

REPORTING ELECTRONICALLY: overview of reporting via
GAPS; Pell reporting; reporting overpayments to NSLDS; SSCRs;
Perkins reporting; Direct Loan reconciliation.

MANAGING YOUR SYSTEMS: recordkeeping requirements;
database management; system backups; archiving data.

WHERE WE ARE HEADED AND HOW YOU CAN GET THERE:
what lies ahead; back at the office; ED customer support.


WHO SHOULD ATTEND

This training will most benefit staff in the financial aid office who
are new to electronic processes and ED software, particularly those
with responsibility for managing and/or performing the functions
described above. To a lesser degree, the training will be useful
for those familiar with current electronic processes, but interested in
increasing their knowledge of ED's electronic products. The training
assumes knowledge of Title IV programs and operations, but no
knowledge of electronic processes.

Please carefully review the agenda to determine which staff would
most benefit from the training, keeping in mind that each workshop
has limited space.

DATES AND LOCATIONS OF WORKSHOPS

This series of 150 workshops will begin in late February and
conclude in mid-September. A list of workshop sites and dates is
attached. Both ED Regional Training Facilities (RTFs) and school
computer facilities will be used. A maximum of two persons will be
seated at each computer workstation. The workshops will begin each
day at 9:00 a.m. and end at approximately 5:00 p.m. Training teams
will be comprised of one ED trainer and one school aid administrator
or other staff member knowledgeable about the training content.

HOW TO REGISTER

To register for this training, use the SFAP FTS phone-in registration
system. PLEASE CALL 1-800-341-5682 TO REGISTER. The
system operates from 7:00 a.m. to 9:00 p.m. eastern time.

A series of menus and prompts will allow you to register for the
workshop you want to attend. If space is available, you will be told
that you are confirmed in that workshop. If space is not available,
you will be instructed to choose another workshop. At the end of
your call, you will have the option to register an additional person, if
space is available. The system will assign a confirmation number for
each person registered. Please record your confirmation number.

To register you will need:

- the three-digit code number for the workshop you wish to attend
(see the attached list),

- your telephone number, and

- your Title IV school code number.

If you do not know your six-digit Title IV school code, you can get it
on the Internet at www.ed.gov/offices/OPE/Students, or call
4FEDAID (1-800-433-3243).

If, after registering for a workshop, you need to cancel or choose a
different site, please call the FTS registration number. Be sure to
have your confirmation number available. As with your initial
registration, menu prompts will take you through this process.
Because seating is limited, please make any changes as soon as
possible.

ADDITIONAL REGISTRATION INFORMATION

- Please register early and for only one workshop to allow space
for other trainees.

- Record your confirmation number in case you need to cancel.

- Due to space limitations we can allow no more than two trainees
from any one school for the same workshop.

- You will receive verbal confirmation from the system - no paper
confirmation will be sent to you.

- There is no wait list for any workshop.

If for some reason you are unable to access the system, please call
(202)205-2667 between 8:00 a.m. and 5:00 p.m. eastern time,
Monday through Friday. This line will assist you with the phone-in
registration system, but it cannot register you for the training. You
may also use this number to secure the services of a sign language
interpreter if needed. After hours you may leave a voice message
and we will return your call.

COSTS AND MATERIALS

This training is free; however participants must arrange and pay for
their own transportation, meals, and lodging. ED cannot provide
refreshments during the training; however, a host institution may do
so at its discretion. Please remember that no food or drink is
permitted in the ED Regional Training Facilities or school computer
facilities.

Please bring a one inch binder for your Trainee Guide which you
will receive at the workshop. At the end of the workshop each
trainee will receive a CD-ROM containing the entire contents of the
training. The CD can be used back at the office to train other
school staff. If you are unable to attend the training but would like
to receive the CD, please call 4FEDAID (1-800-433-3243) after
March 1, l998.

If you have questions about the content of the training, call the
NASFAA Training Project staff at (202)785-0453. Questions
regarding an individual training site should be directed to that site.

On behalf of the Student Financial Assistance Programs we look
forward to your participation in the ELECTRONIC AID OFFICE
TRAINING.

Sincerely,



Elizabeth M. Hicks
Deputy Assistant Secretary
Student Financial Assistance Programs


Attachment A
Attachment B

Last Modified: 11/30/1997