Upload
theodore-riley
View
222
Download
0
Tags:
Embed Size (px)
Citation preview
Monetary Award Program (MAP)
Silas Purnell Illinois Incentive for Access (IIA) Program
MAPnet
February 2010
Program Participants
Lists of the Illinois postsecondary schools that are approved to participate in each program are made available for each academic year.
Monetary Award Program (MAP) Grant
Need-based grant ISAC’s largest program Fourth largest of its kind in the
country Annually awards more than $384
million
MAP Cycle For Financial Aid Administrators
Start-up (Feb.) Recompute (June – July) Payment and Reconciliation (Aug. – June) Year-End Close-Out (June – July)
For Students Academic year
Paid for First Semester/Quarter (Fall) Paid for Second Semester/Quarter (Winter/Spring) Paid for Third Quarter/Late Second Semester (Spring) No Summer Payment
Student Eligibility Criteria Illinois resident Demonstrate financial need Undergraduate student who has not already
received a bachelor’s degree Enrolled in a degree or certificate program at a
ISAC-approved school Enrolled for at least 3 credit hours throughout
the school’s refund/withdrawal period Not be in default on a student loan or owe
refund on a state or federal scholarship or grant
Not be incarcerated
MAP Application Process Free Application for Federal Student
Aid (FAFSA) is the application Critical FAFSA data elements for MAP
consideration State of residence – student and parent Grade level -- must be an undergraduate Degree information -- can’t have a bachelor’s
degree or be working on a master’s School choice – must list at least one MAP-
approved Illinois school
MAP Application Process Students should apply as early as
possible after January 1 Illinois date reworded on the 2010-11
FAFSA Priority consideration dates for full-year
award in Administrative Rules August 15 for continuing applicants
Students who applied for MAP in the previous school year
September 30 for first-time applicants Students who did not apply for MAP in the
previous school year
MAP Formula
Method used to distribute appropriated MAP funds
Several factors are used to determine students’ MAP eligibility financial need cost of tuition and fees appropriations
ISAC’s State and Federal Aid Estimator estimates MAP awards for students/parents
MAP Suspense Point at which projections indicate
appropriation will be exhausted Depends on appropriation and number of
eligible applicants Applies concurrently to first-time and continuing
applicants Announcement of 2009-10 MAP Grants was
initially suspended for applicants whose initial FAFSA was received by CPS on or after May 15, 2009. Recently release some suspended records June 5, 2009 is current suspense date (on or
after)
Residency Requirements For a dependent student:
The parent who is required to complete the FAFSA must physically reside in Illinois and Illinois must be his/her fixed and permanent home
For an independent student: Must reside in Illinois at the time of application Must have resided in Illinois for 12 continuous
full months prior to the start of the academic year for which assistance is requested
Illinois must be his/her fixed and permanent home
Student Notification ISAC Letter
Sent to students who: Reside in Illinois and Listed a MAP-approved school on their FAFSA
Acknowledges receipt of the student’s application
Provides a brief description of MAP Includes number of MAP Paid Credit Hours used Different versions sent based on eligibility
100, 200 – general acknowledgement 080, 081, 082 – ineligible 777 – shut down 888 -- suspense
Student Notification
ISAC Rights and Responsibilities Explains MAP tracking and limits Provides Federal Student Aid and
ISAC contact information Provides residency requirements
Student Notification The school notifies students about:
MAP award amount Must include specific language provided by
ISAC to explain award estimations and how MAP usage is tracked
Changes in eligibility status Ineligibility
MAP Benefits Tuition & Mandatory Fees
Mandatory fees are those charged to each and every full-time student for each term
For community college students, benefits are limited to in-district tuition and mandatory fees
Remedial courses Eligible for MAP as long as student has been
accepted into an eligible degree or certificate program and is taking the course(s) as part of that program
Can receive benefits for one academic year (30 semester hours or 45 quarter hours)
MAP Benefits Repeat courses
Eligible for MAP Out of state and/or foreign study
Student must be enrolled at a MAP-approved school
Study must be applicable to degree or certificate program
Course credits must be recorded on student’s academic transcript
Limited to: two semesters/three quarters on full-time basis four semesters/six quarters on half-time basis
MAP Benefits
2009-10 maximum annual award is $4968 Student’s calculated eligible amount is
displayed in MAPnet Assumes full-time enrollment
Payment amount is based on number of credit hours in which the student is enrolled
Maximum of 15 hours paid per term Student receives 1/15 of their eligible award
amount for each credit hour
MAP Benefits MAP Paid Credit Hours (MPCH)
Method for tracking MAP usage Equivalent to 4½ years of full-time enrollment Can receive maximum of 135 MPCH
Eligibility can be extended for one term if student has less than 135 but not enough left for credit hours enrolled
Must reach junior level status to use more than 75 MPCH
Grade level determined by the institution Eligibility can be extended for one term if student has
less than 75 but not enough left for credit hours enrolled
MAP Benefits
MAP cannot be used for: Audit courses Credit by examination and/or life
experience courses Noncredit courses
Except for qualifying remedial courses
MAPnet
www.mapnet.org MAPnet is the Internet application used
for processing MAP and Silas Purnell Illinois Incentive for Access (IIA) grant programs
Secure site; requires ID and password Color of MAPnet banner and log-on
icons changes each year to match the FAFSA
Determining Award Amounts
MAP Formula applied to students’ FAFSA data
Results appear in MAPnet Components of the formula can be
viewed on hand calculation worksheet Annual eligible award amount
assumes full-time enrollment and is divided among appropriate number of terms
Awarding MAP
If students are also eligible for the following programs, these must be factored into the award package before MAP: Illinois Veteran Grant Program Illinois National Guard Grant Program Grant for Dependents of
Police/Fire/Correctional Officers Special Education Teacher Tuition Waiver
School Notification to Student
Award letter should: include eligible award amount clearly identify award as State of Illinois MAP
Grant include specific language provided by ISAC
for each academic year Schools must also notify students of
changes in eligibility status
MAP and College Illinois! College Illinois! also pays tuition and
mandatory fees Students eligible to use College Illinois!
and MAP have the following options: Use College Illinois! benefits at a later time Designate a different beneficiary for the
contract Combine MAP and College Illinois! benefits up
to the total of tuition and fees Request a refund for the value of benefits not
needed as a result of the MAP grant
Verification Students selected for federal verification
must also be verified for MAP For purposes of ISAC programs, must
verify Illinois residency When school certifies payment request,
it is certifying that the student is an enrolled, eligible Illinois student meeting satisfactory academic progress
Verification Residency
Any conflicting data must be resolved Communicate with admissions/records office
In-state tuition charge does not automatically mean that a student is an Illinois resident and eligible for ISAC programs
Acceptable documentation for verifying Illinois residency listed in Administrative Rules; includes: Income tax
returns Illinois driver’s
license Utility or rent bills
Illinois high school or college transcript
Illinois auto registration card
Illinois voter’s registration
Silas Purnell Illinois Incentive for Access (IIA) Grant
Need-based grant program Requires completion of the FAFSA Available to freshmen with 0 EFC
Grade level is determined by the institution General eligibility requirements, Illinois
residency verification, payment process, etc. are patterned after the MAP process ISAC sends IIA information letter to students
who indicate they are a freshman on the FAFSA School provides award amount information.
IIA Application Process Complete the FAFSA
Critical FAFSA data elements are: State of residence – student and parent Grade level -- must be an undergraduate (If this field is
left blank, ISAC will assume a level of “2” for IIA purposes) Degree information -- can’t have a bachelor’s degree or
be working on a master’s School choice – must list at least one MAP-approved
Illinois school As with MAP, suspension can also occur
The announcement of 2009-10 IIA Grants has been suspended for applicants whose initial FAFSA is received by the CPS on or after April 18, 2009.
IIA Student Benefits Award amount, subject to
appropriations: $500 for applicants with 0 EFC
For 2009-10, appropriations only allow for $250 award, Fall term only
Status for 2010-11 is unknown At this time, ISAC is not sending IIA information
to 2010-11 applicants
Award may be used for any cost of attendance expense
IIA Student Benefits Payment is made in two disbursements
Institution must verify continued freshmen level status prior to requesting second disbursement
Award is not prorated for less than full-time enrollment
Students can only receive one IIA Grant Students who received only one $250
disbursement in a previous school year may receive the additional $250 in the current school year if they continue to meet the eligibility requirements.
MAP & IIA Payment
Payment requests are made to ISAC via MAPnet Payment is sent to the school on behalf of the student Schools may begin requesting payments 10 days prior
to the start of the semester Payment comes from State Comptroller’s office
Must meet MAP Payment Claim Deadline Dates 1st semester/quarter -- January 10, 2010 2nd semester/quarter – April 1, 2010 3rd quarter/2nd semester when the 2nd semester begins
after February 15 – June 1, 2010
Requesting MAP & IIA Payment
Payment request process involves two steps: Payment Generation
Identify the student records for payment Indicate enrollment hours/status
Payment Submission Send the identified records to ISAC
Results are available the next business day MAPnet is available every day, 7 a.m. - 10
p.m. Payment processing occurs Monday through Friday
Records submitted by 7 p.m. will be included in that night’s processing and results will appear in MAPnet on the next business day
MAP & IIA Payment Generation
Three ways to generate MAP payment requests Two methods via MAPnet
Each student individually Most straightforward method, but can also be more time consuming
By batch (a group of students together) Input Student Enrollment Hours Screen
File Transfer Protocol (FTP) process FTP is a standard for sending files over the Internet Schools use their own system to create a 160 byte flat
file, password-encrypt the file, and transfer the file to ISAC via a secure FTP Web site
File specifications can be found on College Zone
Generating Individual MAP Payment Requests
Access Student Detail Payment Screen From Student Detail Eligibility or Student
Lists screens Complete required fields
“Request” – select type of transaction “Enrollment Hours” – for the term
Allows for five positions to accommodate fraction of an hour For semester schools valid values are 3 – 35 For quarter schools, hours entered will be applied to the school’s
quarter hour conversion factor and results will be rounded up or down
Complete other fields if appropriate “Enrolled” – use only for graduating senior “Requested Amount” – calculated by the system; school can
adjust Click on “Save Changes” button to generate request
Generating Payments Using the Batch Process in MAPnet
Best option when needing to generate requests for a large number of students
Involves a few more steps than individual option
Most time consuming part is identifying the records for payment
All records selected in a particular batch must be attending same number of hours Payment generation will have to be done
multiple times to include all enrollment levels
Generating Payments Using the Batch Process
Selecting the records Using Filter and Sort functionality, adjust
your view of the Student List view to correspond to the institutional list you’ll use to identify students who are eligible for payment
To shorten your list, select “Highest Transaction Only” and “Eligible Students Only” on the Filter Screen
Locate students on your MAPnet list and click the Pay Sel button next to their name.
Generating Payments Using the Batch Process
Selecting the records Click “Save” at the bottom of each screen
before moving on. All entries will be lost if not saved before
progressing to next screen Continue through all screens until Pay Sel
has been checked for all students with the same number of enrollment hours
Generating Payments Using the Batch Process
To check your work before completing the generation step: Return to Filter screen and take off
Highest Transaction Only and Eligible Students Only filter.
Turn on filter for Pay Selected Students Only.
Click on View and you should then see only the students that have been selected for payment.
Generating Payments Using the Batch Process
To generate payment, click on Payment Generation tab on the Student List screen or on Generate Payment Requests in Table of Contents
Generating Payments Using the Batch Process
Identify Term, Academic Level and Program(s) for which payment request is being generated (for selected group of students)
Indicate in Enrollment Hours field the number of hours that students in the batch are taking
Leave Enrollment Code blank User Defined field is optional Click on “Generate”
Verifying Results
To verify that results are as expected, request the MAP and IIA Payment Requests Not Submitted Report after generating payment requests, but before submitting them.
After comparing the report data to your institutional records and making any necessary adjustments or corrections, the payment request should then be submitted to ISAC.
Payment Submission Screen
Use to submit payments created through Payment Detail or Payment Generation Screens
Select appropriate fields
Message will display when submission is complete
Payment Results
Processing results are made available to institutions the next business day after requests have been submitted. MAPnet is available 7 a.m. to 10 p.m. each day
To be processed for next day, must submit by 7 p.m. Payment processing occurs Monday through
Friday. Results can be viewed on the individual
Student Detail Screen, on the Student List: Payment Screen or in various MAPnet Reports
MAPnet Reports Several reports available on request
Eligibility Payment
Payment Results Summary/Invoice Report is posted by ISAC
Payment Results Report This report displays payment results requested. One report is generated for MAP and one for IIA Available from the Payment Report screen. Intended to be used as a reference to verify
payment results. Enter a date range to limit the report to only records
that fall within the date range indicated. If the date range boxes are left blank, the report will
be generated for all payment results Should be run each time payment results are
downloaded.
Payment Exceptions Report
Lists student records with a payment result that differs from its corresponding payment request.
Review this report to determine if corrections to payment requests may be necessary for the students listed.
The report is sorted for each MAP code by term, result code and name order.
When multiple Payment Requests exist for the same Current SSN and term (e.g., Payment Results being processed on multiple transactions), only the most recently processed Payment Result is reported.
Only one Payment Result is reported per term for each Current SSN
Payment Results Summary/ Invoice Detail Reports
Compilation of four reports generated from ISAC’s mainframe. Reports included are: Payment Results Report Payment Exception Report (if there were exceptions) Payment Results Summary (by term) Payment Results Summary (all terms)
These reports should be printed or downloaded each time the school submits payment requests. Reports remain available in MAPnet for 14 calendar
days after being generated. After that time, if a copy is needed, contact School Services.
Payment Results Summary/ Invoice Detail Reports
Gives schools all the information needed to reconcile individual payments to a particular invoice.
Information on the Payment Results Report should agree with the Payment Results Report generated in MAPnet for the same processing date. If it doesn’t, contact School Services for resolution.
Available by clicking on Payment Results Summary/Invoice Detail in the Table of Contents A list of reports generated within the last 14 calendar
days will display on the screen.
MAP & IIA Payment Process
Payment is made through an offset process New payment requests are compared to
outstanding amounts owed to ISAC as a result of cancellations and adjustments made, and payment is made accordingly.
Designed to accommodate the many changes in student eligibility that can occur during the awarding and disbursement of financial aid Includes decreases, increases, initial requests
and full refunds
Maintaining Student Accounts
Schools must credit a student’s account within 30 days of receiving their MAP funds
Student adjustments or cancellations should be made in MAPnet on a regular, ongoing basis
Reconciling Records
Two aspects Individual student awards Fiscal year
Schools must reconcile payments and make adjustments in MAPnet
Refunds owed to ISAC must be returned within 30 days of the end of the school’s year Checks should not be sent to ISAC during the
school year
Student Award Reconciliation
Student Award Reconciliation Compare results using MAPnet reports Award payments made in the name of
one student cannot be applied to another
A cancellation must be done on the student who is not eligible and a new request must be submitted for the new student.
Fiscal Year Reconciliation Review MAP and IIA Payment
Results Summary/Invoice Detail Report prior to sending in a refund check. Report is automatically adjusted
whenever cancellations or adjustments are made by the school
Payment Adjustments Access Payment Detail Screen
Make adjustment(s) and save changes Select Cancel option in “Request” field to cancel an award and
change award amount to zero Select Payment option to adjust enrollment hours and/or award
amount Status field will show “Updated”
Access Submit Payment Screen Complete required fields and submit
“Payment Submission Completed Successfully” should appear Status field on Student Detail Screen will show “Submitted” On the next business day, Status field will show “Processed” and
“Process Date” will be listed
Payment Adjustments Each time a school submits a MAP or IIA
cancellation or adjustment, the amount is compared to outstanding amount owed to ISAC and payment is made accordingly It is also reported on the Payment Results
Reports. When adjustments or cancellations are made
and there is still an amount due to ISAC indicated on the Payment Results Summary, then a positive invoice will not be generated, and the amount due will be adjusted.
Fiscal Year Reconciliation Schools will receive a notice from ISAC in
early June indicating refund amount due. Schools should wait until receiving
notification to send refund checks to ISAC. A completed Check Return Form should
accompany any refund checks sent to ISAC along with documentation that clearly indicates the amount being returned for each student. If one check is sent for MAP and IIA, two Check
Return Forms should be completed.
MAP Budget Reporting
Schools report tuition and mandatory fees to ISAC each year Budget information is due by June 1 preceding
each academic year Referred to as the MAP Budget Packet
Information is used in the calculation of gift assistance benefits and for research purposes
Schools must also submit a copy of their tuition refund policy with the budget packet
ISAC Program Review
Most Common Findings Approved MAP and IIA Award Letter
Language not being used Illinois residency not verified MAP reconciliation issues Overbilling Satisfactory academic progress either
not in compliance or not monitored
MAP & IIA Resources
ISAC Administrative Rules Published for each academic year
General Provisions Monetary Award Program Grant Silas Purnell Illinois Incentive for Access
Grant
College Zone FAA Zone, Gift Assistance MAPnet