Self-Evaluation Guide 2015-16 Part 2 Section IV TEACH · Page 2 Reference Question Responsible Office Response II. Program Eligibility Federal Register, 6/23/08, pp. 35477 to 35478

Self-evaluation Guide for inStitutional ParticiPation in title iv and other federal ProGramS

the Self-evaluation Guide has been designed as an in-house tool to help institutions evaluate the efficiency and effectiveness of their administration of financial aid programs and compliance with federal laws and regulations.

2015–16 - THIRTY-FIRST EDITION

TEACHER EDUCATION ASSISTANCE FOR COLLEGE

AND HIGHER EDUCATION GRANT PROGRAM

PART 2 – Administration of Title IV SECTION IV

i

© 2008–2015 by National Association of Student Financial Aid Administrators (NASFAA). All rights reserved. NASFAA has prepared this document for use only by personnel, licensees, and members. The information contained herein is protected by copyright. No part of this document may be reproduced, translated, or transmitted in any form or by any means, electronically or mechanically, without prior written permission from NASFAA. NASFAA SHALL NOT BE LIABLE FOR TECHNICAL OR EDITORIAL ERRORS OR OMISSIONS CONTAINED HEREIN; NOR FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE FURNISHING, PERFORMANCE, OR USE OF THIS MATERIAL. This publication contains material related to the federal student aid programs under Title IV of the Higher Education Act. While we believe that the information contained herein is accurate and factual, this publication has not been reviewed or approved by the U.S. Department of Education or the Department of the Interior. NASFAA reserves the right to revise this document and/or change product features or specifications without advance notice. December 2015

NASFAA Self-Evaluation Guide Part 2 Section IV

© 2015 NASFAA

Page 1

IV. Teacher Education Assistance for College and Higher Education Grant Program

Prepared by __________________ Date ______ Reviewed by __________________ Date ______

Note: Periodically, exceptions to or waivers of certain statutory and regulatory requirements are granted due to national emergencies and/or federally declared disasters. Information regarding exceptions/waivers for the 2015–16 award year may be found in the Guide Instructions. Reference Question Responsible

Office Response

I. Institutional Eligibility and Participation 686.2(d), TEACH Grant-eligible institution GEN-08-07

A. Does the institution meet at least one of the following criteria:

____________

____________

yes no

It offers a high-quality teacher preparation program (as defined in regulation) at the baccalaureate or master’s degree level;

686.2(d), Post-baccalaureate program

It does not offer a teacher education baccalaureate, but offers a post-baccalaureate teacher certification program at an undergraduate level;

686.2(d), High-need field GEN-09-10

It offers a baccalaureate that will help prepare a student to teach in a high-need field and has an agreement with either type of institution described above; or

686.2(d), Teacher preparation program

It offers a two-year program that is fully acceptable towards a high-quality teacher preparation baccalaureate program or high-need field baccalaureate?

668.24(a)(1) GEN-08-07

1. Does the institution retain documentation supporting its Teacher Education Assistance for College and Higher Education (TEACH) Grant eligibility?

____________

____________

yes no

686.4(b) B. If the institution became TEACH Grant-

eligible during a payment period, did it pay eligible students for the entire payment period in which it became eligible (as well as any subsequent payment periods)?

____________

____________

yes no n/a

NASFAA Self-Evaluation Guide Part 2 Section IV TEACH GRANT PROGRAM

© 2015 NASFAA

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Reference Question Responsible Office

Response

II. Program Eligibility Federal Register, 6/23/08, pp. 35477 to 35478

A. Has the institution determined whether it will designate all qualifying programs as eligible, or only selected programs?

____________

____________

yes no

686.2(d), TEACH Grant-eligible program 686.2(d), High-need field and Highly-qualified

B. Does the institution designate a baccalaureate or master’s degree program as TEACH Grant-eligible only if it is designed to prepare an individual to teach as a highly-qualified teacher in a high-need field?

____________

____________

yes no n/a

686.2(d), Post-baccalaureate program Federal Register, 6/23/08, p. 35475

C. Does the institution designate a post-baccalaureate program as TEACH Grant-eligible if the school does not offer a baccalaureate degree in education, and the post-baccalaureate program:

Does not lead to a graduate degree; ____________

____________

yes no n/a

Is treated as an undergraduate

program of study for Title IV purposes; and

____________

____________

yes no n/a

Consists of courses required by a

state for the professional certification or licensing credential that is required for employment as a teacher in an elementary or secondary school in that state?

____________

____________

yes no n/a

686.2(d), TEACH Grant-eligible program

D. Does the institution designate a two-year program as TEACH Grant-eligible only if it is acceptable for full credit towards a baccalaureate degree?

____________

____________

yes no n/a

III. Student Eligibility A. Does the institution pay a TEACH Grant

only if the student:

686.11(a)(1)(i),(b) Filed a Free Application for Federal

Student Aid (FAFSA) and meets the general Title IV student eligibility criteria;

____________

____________

yes no


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Response

686.11(a)(1)(iii), (b)(3) 686.31(a)(4)

Is enrolled in a TEACH Grant-eligible program of study;

____________

____________

yes no

686.11(a)(1)(ii), (b)(1) 686.12 686.31(a)(3)

Has signed the U.S. Department of Education’s (ED’s) Agreement to Serve (ATS);

____________

____________

yes no

686.31(a)(2) 686.32(a),(b)

Has undergone TEACH Grant initial counseling or (after the first year) annual subsequent counseling; and

____________

____________

yes no

686.31(a)(5) 668.4

Has, if enrolled in a credit-hour program without terms or a clock-hour program, completed the payment period for which he or she has been paid a grant?

____________

____________

yes no n/a

686.11(a)(1)(v) 686.2(d), Teacher and Retiree

B. Does the institution ensure a student who is not applying as a current or former teacher or a retiree (as defined in regulation) meets one of the following academic conditions prior to paying grant funds:

____________

____________

yes no

686.11(a)(1)(v)(E) Federal Register, 6/23/08, pp. 35479 to 35480

The student has scored above the 75th percentile at any time on at least one of the batteries from any nationally-normed standardized admissions test (whether at an undergraduate or graduate level at any school); or

686.11(a)(1)(v)(A)-(D)

The student has a cumulative 3.25 grade point average (GPA) on a 4.0 scale, or the numeric equivalent?

686.11(a)(1)(v) 1. If the student did not score above

the 75th percentile, does the institution establish the GPA as follows:

686.11(a)(1)(v)(A), (2)

For a first-year undergraduate, the documented final cumulative secondary school GPA for the first payment period, and either that GPA or the school’s GPA through the most recently completed payment period for subsequent periods of the first year;

____________

____________

yes no n/a


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Response

686.11(a)(1)(v)(B), (D)

For a continuing student, the GPA as calculated through the most recently completed payment period;

____________

____________

yes no

686.11(a)(1)(v)(C) For a graduate student during

the first payment period, the cumulative undergraduate GPA;

____________

____________

yes no n/a

686.11(c) For a transfer student in the first

payment period, using either a GPA that the school calculated based on the prior institution’s grades for accepted coursework if the institution does not incorporate grades from accepted coursework into the school’s GPA, or a GPA that incorporates the grades assigned to the transferred credits into the student’s GPA at the school if the institution normally uses transfer credit grades; and

____________

____________

yes no n/a

686.11(c) For a transfer student in

subsequent payment periods, a GPA based on its institutional policy regarding the use of the prior institutions’ grades for accepted coursework?

____________

____________

yes no n/a

2015–16 FSA Handbook, p. 1-83

a. Does the institution collect documentation of the student’s GPA for the first payment period from the cognizant authority or from the student?

____________

____________

yes no

686.11(b)(2)

C. Does the institution ensure a student, who Is applying: As a current teacher or as a retiree

from another occupation with expertise in a high-need field, is pursuing a master’s degree; or

____________

____________

yes no n/a

As a current or former teach, is

pursuing certification through a high-quality alternative certification route?


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Response

Federal Register, 6/23/08, p. 35480

1. Does the institution ensure the high-quality alternative certification is eligible for TEACH Grant funds only if it is part of a master’s degree program?

____________

____________

yes no n/a

686.31(b)(1) D. If the institution determines at the

beginning of a payment period that a student is not maintaining satisfactory academic progress (SAP), but changes that determination before the end of the payment period, does it pay a TEACH Grant to the student for that entire payment period?

____________

____________

yes no

686.31(b)(2) E. If the institution determines at the

beginning of a payment period that a student enrolled in a TEACH Grant-eligible program is not maintaining the required TEACH Grant GPA, or is not pursuing a career in teaching, but changes that determination before the payment period ends, does it pay a student’s TEACH Grant for that payment period?

____________

____________

yes no

686.31(c) F. If an institution determines at the

beginning of a payment period that a student is not maintaining SAP or the required TEACH Grant GPA, or is not pursuing a career in teaching, but changes that determination after the end of the payment period, does it prohibit:

Payment of a TEACH Grant for that

payment period; and ____________

____________

yes no

Adjustments in subsequent

payments to compensate for the loss of aid for that payment period?

____________

____________

yes no

686.6 2015–16 FSA Handbook, p. 3-83

G. Does the institution ensure students do not receive TEACH Grant payments concurrently from it and another institution?

____________

____________

yes no


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Response

IV. Calculation and Payment of Grant 686.21(a)(1)(i),(b) 2015–16 FSA Handbook, p. 3-82, 3-84

A. Does the institution ensure TEACH Grant Scheduled Awards do not exceed $4,000 and the correct prorated amount of the annual award is used for less-than-full-time students?

____________

____________

yes no

GEN-15-07

1. Does the institution reduce TEACH Grant Scheduled Awards and annual awards first disbursed on or after 10/1/14 and before 10/1/15 by 7.3 percent as required by sequestration?

____________

____________

yes no

GEN-15-07 2. Does the institution reduce TEACH

Grant Scheduled Awards and annual awards first disbursed on or after 10/1/15 and before 10/1/16by 6.8 percent as required by sequestration?

____________

____________

yes no

686.21(a)(1)(ii) B. Does the institution ensure each

Scheduled Award remains available to an eligible student until it is fully disbursed?

____________

____________

yes no

686.22(i)(2) 1. If the remaining portion of a

Scheduled Award is insufficient to pay the student’s eligibility for a payment period, does the institution pay the remainder from the next available Scheduled Award?

____________

____________

yes no

686.22 2015–16 FSA Handbook, pp. 3-82, 3-84

C. With the exception of students in master’s degree programs, does the institution use the same formula it uses to calculate Federal Pell Grant awards when calculating payment period amounts for TEACH Grants?

____________

____________

yes no

686.21(e) 686.2(d), English language acquisition

1. When calculating the student’s award, does the institution include necessary noncredit or reduced credit remedial and English language acquisition courses as well as periods of approved study abroad?

____________

____________

yes no n/a


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Response

686.5 2. Does the institution include only the permissible amount of correspondence coursework when determining the student’s enrollment status to calculate the award?

____________

____________

yes no n/a

686.22(g) D. Does the institution ensure no TEACH

Grant payment is less than $25 in any payment period?

____________

____________

yes no

686.35(a)(1) 2015–16 FSA Handbook, p. 3-85

E. If the student’s enrollment status changes between terms within the award year, does the institution recalculate the award for the new payment period, taking into account any changes in the cost of attendance (COA)?

____________

____________

yes no

686.35(a)(2)(ii) 2015–16 FSA Handbook, p. 3-85

F. If a student’s projected enrollment status changes during a payment period before he or she begins attendance in all classes, does the institution recalculate the award using the enrollment status that reflects only those classes in which the student actually began attendance?

____________

____________

yes no

686.35(a)(2)(i) 690.80(b)(2)(i)

G. If the institution’ has a policy for the recalculation of awards of students whose projected enrollment status changes during a payment period after the student has begun attendance in all classes, is this policy the same as its policy for the Federal Pell Grant Program and applicable to all students in the same TEACH Grant-eligible program?

____________

____________

yes no n/a

686.35(b) H. If the institution opts to recalculate the

TEACH Grant when a student’s COA changes at any time during the award year, but his or her enrollment status remains the same, is that policy applied to all students in the same TEACH Grant-eligible program?

____________

____________

yes no n/a


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Response

686.3 686.21(a)(2) 2015–16 FSA Handbook, p. 3-82

I. Does the institution ensure the following aggregate award limits are not exceeded:

$16,000 (the equivalent of up to four Scheduled Awards) for the student’s first undergraduate baccalaureate plus the first post-baccalaureate programs of study; and

____________

____________

yes no n/a

$8,000 (the equivalent of up to two

Scheduled Awards) for graduate programs of study?

____________

____________

yes no n/a

686.21(d) J. Has the institution formulated a

packaging policy to determine when and if TEACH Grants will be used to replace the expected family contribution (EFC)?

____________

____________

yes no

686.21(c) 673.5(c) 2015–16 FSA Handbook, p. 3-81

K. Does the institution ensure the TEACH Grant, in combination with other estimated financial assistance, does not exceed the student’s COA?

____________

____________

yes no

686.22(f) L. For nonstandard term programs, does

the institution make at least two disbursements during a payment period for which the calculation results in a payment of more than 50 percent of a student’s annual award for that payment period?

____________

____________

yes no n/a

686.22(f) 1. Does the institution pay no more

than 50 percent of a student’s annual award before he or she has completed 50 percent of the weeks of instructional time in the program’s academic year?

____________

____________

yes no n/a

686.33(b) M. If the institution pays grant funds in one

lump sum for all prior payment periods for which the student was eligible within the award year, does it do so:

Only after the student has signed the

ATS; and ____________

____________

yes no n/a

Based only on the student’s

enrollment status according to coursework already completed?

____________

____________

yes no n/a


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Response

686.31(e)(1)(i) 668.165(a)(1),(2)

N. Before disbursing a TEACH Grant for any award year, does the institution notify the student of the amount of TEACH Grant funds the student is eligible to receive, how and when those funds will be disbursed, and the student’s right to cancel all or a portion of the TEACH Grant?

____________

____________

yes no

686.31(e)(1)(ii) 1. Does the institution honor any

cancellation request received from the student by the later of the first day of a payment period or 14 days after the date it notifies the student of the right to cancel?

____________

____________

yes no

686.31(e)(2) 2. If the student requests cancellation

of a TEACH Grant after the response deadline but within 120 days of the date the TEACH Grant was disbursed and the institution does not honor the request, does the institution inform the student that he or she may contact ED to request conversion of the grant to a Direct Unsubsidized Loan?

____________

____________

yes no

686.31(d) O. If the institution opts to make a

disbursement prior to the GPA becoming available for a student who must maintain a 3.25 GPA to establish eligibility for payment, does the institution assume liability for any overpayment if the student fails to meet the required GPA?

____________

____________

yes no n/a

686.34(b)(1) 2015–16 FSA Handbook, p. 4-68

P. If a student is liable for a TEACH Grant overpayment, does the institution promptly send the student a written notice requesting immediate repayment and explaining the repercussions on the student’s Title IV eligibility if he or she fails to repay, or to make satisfactory repayment arrangements to repay, the overpayment?

____________

____________

yes no


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Response

686.34(b)(2) 1. If the student objects to the institution’s determination that he or she is liable for the overpayment, does the institution determine whether the student’s objection is warranted after considering any information the student provides?

____________

____________

yes no

686.34(c) 2015–16FSA Handbook, p. 4-68

2. If the student does not satisfy the overpayment, does the institution:

Refer the overpayment to ED for collection; and

____________

____________

yes no

Report the overpayment to ED’s

National Student Loan Data System (NSLDS)?

____________

____________

yes no

V. Counseling 686.32(a) A. Does the institution ensure a student

receives initial counseling prior to making the first disbursement of the student’s first TEACH Grant?

____________

____________

yes no

686.32(a)(3) 1. Does the initial counseling: 686.12 2015–16 FSA Handbook, pp. 1-83 to 1-84

Explain the terms and conditions of the TEACH Grant ATS;

____________

____________

yes no


Provide information about how to identify low-income schools and documented high-need fields, and the conditions under which teaching counts towards fulfilling the service obligation;

____________

____________

yes no

686.12(c)(2) 686.41

Inform the student about suspensions of the eight-year ATS completion period, including conditions for suspensions;

____________

____________

yes no

Explain that conditions, such as

a felony conviction, could preclude completion of the service obligation;

____________

____________

yes no


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Response

Emphasize that failure or refusal to complete the service obligation or any other ATS condition requires full repayment of the grant funds as a Direct Unsubsidized Loan, including interest accrued from the date of each disbursement;

____________

____________

yes no

686.43 Explain the circumstances under

which the grant converts to a loan;

____________

____________

yes no

Emphasize that once the grant

converts to a loan, it cannot be reconverted to a grant;

____________

____________

yes no

Review information on the

availability of ED’s Federal Student Aid Ombudsman’s office;

____________

____________

yes no

Describe the likely

consequences of loan default, including adverse credit reports, wage garnishment, federal offset, and litigation; and

____________

____________

yes no

Provide sample monthly

repayment amounts based on a range of student loan indebtedness?

____________

____________

yes no

686.12(b)(3)

a. When explaining the terms and conditions of the TEACH Grant ATS, does the institution review the conditions under which the student may receive a:

686.42(a),(b) Complete discharge of the

service obligation due to death or total and permanent disability; and

____________

____________

yes no

686.12(c)(1) 686.42(c)

Proportional military discharge of the service obligation?

____________

____________

yes no


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Response

686.32(b)

B. Does the institution ensure a student receives subsequent counseling prior to making the first disbursement of each subsequent TEACH Grant a student receives?

____________

____________

yes no

686.32(b)(3) 1. Does the subsequent counseling: 686.12 2015–16 FSA Handbook, pp. 1-83 to 1-84

Review the terms and conditions of the TEACH Grant ATS;

____________

____________

yes no

Emphasize that failure or refusal to complete the service obligation or any other ATS condition requires full repayment of the grant funds as a Direct Unsubsidized Loan, including interest accrued from the date of each disbursement;

____________

____________

yes no


which the grant converts to a loan;

____________

____________

yes no

Emphasize that once the grant

converts to a loan, it cannot be reconverted to a grant; and

____________

____________

yes no


availability of ED’s Federal Student Aid Ombudsman’s office?

____________

____________

yes no

686.12(b)(3) a. When explaining the terms and

conditions of the TEACH Grant ATS, does the institution review the conditions under which the student may receive a:

686.42(a),(b) Complete discharge of the

service obligation due to death or total and permanent disability; and

____________

____________

yes no

686.12(c)(1) 686.42(c)

Proportional military discharge of the service obligation?

____________

____________

yes no


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Response

686.32(c) C. Does the institution ensure each TEACH Grant recipient receives exit counseling before he or she ceases attendance, at a time determined by the institution?

____________

____________

yes no

686.32(c)(3) 1. Within 30 days of learning a

recipient has withdrawn from the institution without its knowledge, or from a TEACH Grant-eligible program, or has otherwise failed to complete the required exit counseling, does the institution provide the counseling either in-person, through interactive electronic means, or by mailing written counseling materials to the recipient’s last known address?

____________

____________

yes no

686.32(c)(4) 2. Does the exit counseling: 686.12 Inform the student of the four-

year service obligation that must be completed within the first eight calendar years after completing or otherwise ceasing to be enrolled in a TEACH Grant-eligible program;

____________

____________

yes no

686.12(c)(2) 686.41

Inform the student of the opportunity to request a suspension of the eight-year period for service obligation completion and the conditions under which suspension may be granted;

____________

____________

yes no


Provide information about how to identify low-income schools and documented high-need fields, and the conditions under which teaching counts towards fulfilling the service obligation;

____________

____________

yes no


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Response

Explain that the recipient will be required to submit to ED, on an annual basis and until the earlier of the date the service obligation has been met or the date the grant converts to a loan, written documentation of either his or her status as a highly-qualified teacher in a high-need field at a low-income school or of his or her intent to complete the service obligation;

____________

____________

yes no


which a TEACH Grant will be converted to a Direct Unsubsidized Loan;

____________

____________

yes no

Emphasize that once a grant is

converted to a loan it cannot be reconverted to a grant;

____________

____________

yes no

Inform the student of the

average anticipated monthly repayment amount based on a range of student loan indebtedness when grants convert to loans;

____________

____________

yes no

Review available repayment

options if the grant converts to a Direct Loan, including consolidation and all available repayment plans;

____________

____________

yes no

Suggest debt-management

strategies that would facilitate repayment if conversion occurs;

____________

____________

yes no

Explain how to contact ED; ____________

____________

yes no

Describe the likely

consequences of loan default, including adverse credit reports, wage garnishment, federal offset, and litigation;

____________

____________

yes no


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Response

Review the conditions under which the student may defer or forbear repayment, obtain a full or partial discharge, or receive teacher loan forgiveness if the TEACH Grant converts to a Direct Unsubsidized Loan;

____________

____________

yes no


availability of ED’s Federal Student Aid Ombudsman’s office; and

____________

____________

yes no

Inform the student of the

availability of Title IV loan information in NSLDS?

____________

____________

yes no

686.32(a)(2),(b)(2), (c)(2)

D. Is counseling conducted in-person, by audiovisual presentation, or by interactive electronic means, and is someone with Title IV expertise reasonably available shortly after the counseling to answer questions?

____________

____________

yes no

686.32(c)(5) 1. If exit counseling is conducted via

interactive electronic means, does the institution take reasonable steps to ensure each recipient receives the counseling materials and participates in and completes the counseling?

____________

____________

yes no n/a

686.32(a)(2),(b)(2), (c)(2)

E. Does the institution ensure students enrolled in correspondence study or approved study abroad programs receive initial, subsequent, and exit counseling either in-person, by audiovisual presentation, by interactive electronic means, or by providing written counseling materials to the student?

____________

____________

yes no n/a

686.32(c)(2) 1. Does the institution ensure these

correspondence or study abroad recipients receive exit counseling using one of the specified methods within 30 days after program completion?

____________

____________

yes no n/a


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Response

686.32(d) F. Does the institution maintain documentation of compliance with counseling requirements for each TEACH Grant recipient?

____________

____________

yes no

VI. Reporting, Recordkeeping, and Fiscal Procedures 686.37(a) 2015–16 COD Technical Reference, pp. II-1-238 to II-1-252

A. Does the institution submit (at minimum) the following information about each TEACH Grant recipient to ED via the Common Origination and Disbursement (COD) System as directed by ED:

Eligibility for the grant; ____________

____________

yes no

Grant amounts; and ____________

____________

yes no

Anticipated and actual disbursement

dates and disbursement amounts for each grant?

____________

____________

yes no

686.37(b) 1. Does the institution submit payment

data in accordance with procedures published in the Federal Register and that includes information ED considers accurate in light of other available information, including what was previously supplied by it and the student?

____________

____________

yes no

See also the Recommended Good Practices section (Part 1, Section VIII) of the Self-Evaluation Guide. Comments on the TEACH Grant Program

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Documents

Self-Evaluation Guide 2015-16 Part 2 Section IV TEACH · Page 2 Reference Question Responsible Office Response II. Program Eligibility Federal Register, 6/23/08, pp. 35477 to 35478