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2013-14 and Summer 2014Credit Reporting Requirement
Pennsylvania State Grant Program
Goal of this Webinar
Explain this NEW school requirement
Gather your questions and answer them
Review credit reporting resources
Outlining this NEW Requirement
Why is the information needed?
Who is required to report?
What are the requirements?
When is reporting due?
How do I report?
Where can I find supporting documentation?
Purpose
Why does PHEAA need this information?
What will PHEAA do with the information?
Purpose
Purpose
Why can’t PHEAA get this information elsewhere?
Requirement
ALL schools are required to report credits onlinein classroomeach awarded term
Lack of distance education offerings does not change the requirement
required to report zero credits, when applicable (e.g. 15 in classroom; 0 online)
Requirement
Awarded terms
Registered credits at the time of crediting
Point in time of valid credit
Re-report if change alters ratio of online versus classroom
Clock Hour ProgramsRequired to convert to creditsConversion Chart – Cert ProceduresExcel Spreadsheet Conversion available
Requirement
Clock Hour to Credit Hour Conversion Formula
37.5 Clock Hours 1 Semester Credit
25 Clock Hours 1 Quarter Credit
Requirement
Deadlines2013-14 academic year = July 31, 20142014 Summer = December 31, 2014
Report Term by termReconciliationNo later than deadlines
Unreported May prevent Spring 2015 disbursement
Statistical ONLY – NO PHEAA assumptions on enrollment or Less Than 50% classroom attendance reporting
Does NOT impact student’s statusLack of reporting may prevent disbursement at school-level beginning Spring 2015
Remedial Credits
Two-School Enrollment/Visiting/Satellite
‘Winterim’ enrollment
Requirement
Classroom Credits Online Credits Remedial Exception Credit ReportingRegular Credits
Remedial Credits
Regular Remedial Classroom Credits
Online Credits
12 3 0 0 None needed – student meets full-time minimum
15 0
6 3 0 0 None needed – student meets half-time minimum
9 0
Requirement
CHANGES TO ENROLLMENT AFTER CREDITING – If the ratio of online versus in-classroom credits changes after initial crediting of the State Grant award, then this new credit information must be reported. Additionally, if this new ratio violates the 50 percent limitation on distance education credits, this may render the student ineligible for the previously paid State Grant award which now must be reported as “less than 50% in classroom” and will likely result in cancellation of the award.
Enrollment at time of crediting After Crediting Expected Credit Reporting Notes
15 in-classroom/0 online Student drops a class 15 in-classroom/0 online No action necessary. Ratio of online to in-classroom instruction has not changed.
15 in-classroom/0 online Student adds 3 online credits
15 in-classroom/3 online Ratio has changed even though does not impact eligibility. Report new credit distribution.
12 in-classroom/3 online Student withdraws from school
12 in-classroom/3 online No action necessary. Academic progress affected in future. Depending on time of withdrawal, a partial refund may be due.
6 in-classroom/6 online Student adds 3 online credits
6 in-classroom/9 online Ratio has changed; Impacts eligibility, must also report <50% in-classroom attendance. State Grant cancelled in 30 days unless ADA approval
Requirement
RequirementDrops a course Adds a course
Report change of credits if ratio changesReport <50% classroom, if appropriate
Receives a grade, including ‘W’No changes to previously reported credits required
Requirement
When will PHEAA audit for compliance?
Reconciling Info
How do I know what was already reported?
DisplaysTransmissionsReports
Viewing DataDisplays
Individual Student Basis
Award Tab on Partner
Interface
Page 6 of FG59
Viewing DataReports
PageCenter Report
Identify records where credit reporting is missing
For viewing ONLY – do NOT use to report information to PHEAA
Reporting to PHEAA Options
1.Transmissions – no limit; varied criteria2.Partner Interface – limit 100 at a time (same criteria)3.FG5Y – limit 10 at a time (same criteria)
Unaccepted Formats
Other formats will not be accepted, these:
Cause manual intervention
Are prone to human error
Resourceswww.pheaa.org/training
2013-14 Certification Procedures
Section I, page 5
Presentation recording and slides
Q&A
Credit Reporting Tips
Attempted Credit Report
Contact State Grant and Special Programs staff:
Email: [email protected] (an email reserved for financial aid administrators only)
1-800-443-0646, option 3, option 1 (a private number reserved for the use of financial aid administrators only)
1-800-443-0646, option 4 – to discuss transmissions
Contact Info
