| 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 |