Ohio Board of Regents
description
Transcript of Ohio Board of Regents
March 9, 2006
Ohio Board of Regents
Statewide Video Conference Ohio College Opportunity Grant Processing 2006-2007
March 9, 2006
March 9, 2006
-Determining Student Eligibility-
OCOG vs. OIG
March 9, 2006
Determining Student EligibilityOCOG vs. OIG
Students with enrollment prior to Summer of 2006 are to be evaluated for Ohio Instructional Grant (OIG) eligibility.
Student did not need to receive financial aid.
Post-secondary option students are NOT included.
Prior enrollment is determined by Student’s rank as reported on the FAFSA Data on file with the Higher Education Information System (HEI) of a previous state financial aid disbursement or pending disbursement Data on file with HEI for previous enrollment Previous enrollment as reported by an institution for an individual student
March 9, 2006
If any single item indicates prior enrollment, the student will be processed through the Ohio Instructional Grant Program.If none of the items indicate prior enrollment, the student will be processed through the Ohio College Opportunity Grant.Each new ISIR record will prompt a re-evaluation of the student’s placement. If the relevant data fields have changed, a student will be moved from one program to the other and eligibility will be recalculated under the new program.
Exception: If a student has already received payment in a grant program, we will not transfer him/her to the other program.
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
HEI receives the student’s FAFSA results
Determining Student Eligibility
OCOG vs. OIG
March 9, 2006
HEI receives the student’s FAFSA results, including a self-reported rank which will indicate prior enrollment for some students.
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
HEI surveys all system records for other evidence of enrollment prior to July 2006.
Enrollment: Public Institutions
Unrefunded Financial Aid: All Institutions
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
Using this information, HEI processes the student’s record through either the OIG
OIG
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
Using this information, HEI processes the student’s record through either the OIG or OCOG system.
OCOGOIG
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
The school accesses queries to determine the student’s program of eligibility.
OCOGOCOGOIGOIG OCOGOIG
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
The school can contact SGS if there is evidence of enrollment prior to 2006.
OIG OCOG
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
HEI will then remove the student’s record from the Ohio College Opportunity Grant program and reprocess it through the Ohio Instructional Grant program.
OIG OCOG
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
ISIR response is blank, freshman & attended college before, sophomore, junior, senior or
graduate/professional
No enrollment or un-refunded financial aid information on file prior to SM 2006
YES
YES
HEI will transfer the record from OCOG to OIG if the
school provides evidence of prior enrollment.
HEI will transfer the record from OIG to OCOG if the school cancels previous HEI
submissions for prior enrollment or financial aid.OCOG
NOIs the student unknown toHEI for any term prior
to Summer 2006?
Process record as an Instructional Grant application.
Is the student a first-time freshman?
NOFreshman
on ISIR?
OIG
Unknown to HEI before SM 2006?
Enrollment or financial aid information is on file for term prior to Summer 2006
On file prior to SM 2006
Process record asan Opportunity
Grant application.
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
ISIR response is junior, senior or graduate/professional
No enrollment or un-refunded financial aid information on file prior to SM 2006
YES
YES
HEI will transfer the record from OCOG to OIG if the
school provides evidence of prior enrollment.
HEI will transfer the record from OIG to OCOG if the school cancels previous HEI
submissions for prior enrollment or financial aid.OCOG
NOIs the student unknown toHEI for any term prior
to Summer 2006?
Process record as an Instructional Grant application.
Is the student a freshman or sophomore?
NOFreshman, sophomore or blank
on ISIR?
OIG
Unknown to HEI before SM 2006?
Enrollment or financial aid information is on file for term prior to Summer 2006
On file prior to SM 2006
Process record asan Opportunity
Grant application.
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
Student’s rank as reported on the FAFSA
For 2006-2007, a student who reports a rank of first-time freshman will be processed through the Ohio College Opportunity Grant program. Values other than “0” from the ISIR – including blank – are processed through the Ohio Instructional Grant program.
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
Data on file with HEI for a previous state financial aid disbursement or pending disbursement
Nurse Education Assistance Loan Ohio Academic Scholarship Ohio Instructional Grant Ohio Safety Officers College Memorial Fund Ohio Student Choice Grant Ohio Twelfth Grade Proficiency Test Award Ohio War Orphans Scholarship Student Workforce Development Grant
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
Data on file with HEI of previous enrollment
Course Enrollment file submission (CN) Student Enrollment file submission (SN) Uniform Information System (UIS)
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
Determining Student EligibilityOCOG vs. OIG
OCOG Prior Enrollment (OPE) Table
Verification table that houses student identifiers from all the different data areas stored in HEI
Enrollment data in the OPE table will be kept current through a refresh process
Friday afternoons between the hours of 12:00 pm – 3:00 pm have been identified to run the refresh
March 9, 2006
Determining Student EligibilityOCOG vs. OIG
OCOG Prior Enrollment (OPE) Table
Certain HEI processes and access will be unavailable during the refresh process such as:
OIG Eligibility QueryOCOG Eligibility Query (once in production)Daytime loads of HEI Enrollment and Financial Aid submissions
Users attempting to access the queries will receive an onscreen message when we are performing system maintenance
March 9, 2006
Previous enrollment as reported by an institution for an individual student
Institution contacts State Grants and Scholarships to report on an individual student. This is expected to be used for students who attended Ohio proprietary or private schools or any schools outside of Ohio.
Determining Student EligibilityOCOG vs. OIG
March 9, 2006
-Revised Ohio Instructional Grant-
Eligibility Query
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
The Ohio Instructional Grant Eligibility Query has been revised to allow for the option of displaying those fields that indicate prior enrollment.
Student rank (as reported on the FAFSA) Previous Aid (HEI data) Previous Enrollment (HEI data) Manual Adjustment (Previous enrollment as reported by an institution for an individual student) Authorizing Institution Code (School that requested the Manual Adjustment)
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
You may select none, all or any combination of the parameters to display in your query results.
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
To minimize mapping a number to a rank and changing mapping through the years, the class ranks as reported on the query are the constant HEI values.
ISIR value Query value1st year / never attended college 0 FF
Only these students will have data to indicate OIG placement.
1st year / attended college before 1 FP2nd year / sophomore 2 SO3rd year / junior 3 JR4th year / senior 4 SR5th year / other undergraduate 5 SF
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
INSERT EXAMPLE REVISED OIG ASCII OUTPUT
Institution codes are standard HEI abbreviations. Tables of these values are at http://www.regents.state.oh.us/hei/datasubdoc/vertables/veritab.html
Institution codes are standard HEI abbreviations. Tables of these values are at http://www.regents.state.oh.us/hei/datasubdoc/vertables/veritab.html
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
The additional fields that you select are appended to the output for the legacy ASCII version, too.
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
The additional fields that you select are appended to the output for the legacy ASCII version, too.
rankprevious aid
previous enrollment
manual adjustment
authorizing institution
March 9, 2006
Revised Ohio Instructional Grant Eligibility Query
New ASCII layout is at http://www.regents.state.oh.us/hei/datasubdoc/finaid/ascii.html
March 9, 2006
-Proposed Ohio College Opportunity Grant-Eligibility Query
March 9, 2006
Proposed Ohio College Opportunity Grant Eligibility Query
The new Ohio College Opportunity Grant Eligibility Query is scheduled to be available in May.
DRAFT
March 9, 2006
Proposed Ohio College Opportunity Grant Eligibility Query
The data displayed will be:
Student identifier Student name Transaction number Date processed EFC (unvalidated) Errors, if applicable
Results will be cumulative (no incremental selection).
March 9, 2006
Proposed Ohio College Opportunity Grant Eligibility Query
March 9, 2006
Proposed Ohio College Opportunity Grant Eligibility Query
Same error codes as Instructional Grant with the following additions:
072 EFC not numeric 153 EFC limit over eligible range 154 EFC over notice limit 155 Blank/invalid FISAP total income
The full list of error codes can be found athttp://www.regents.state.oh.us/hei/datasubdoc/finaid/ocog_oig_edit_messages.xls
March 9, 2006
-Proposed Ohio College Opportunity Grant- Payment File
March 9, 2006
Proposed Ohio College Opportunity Grant Payment File
The Opportunity Grant Payment File will be similar to that of the Ohio Instructional Grant payment and adjustment files.Instead of a separate payment and adjustment file, you will have a single file to:
• Request initial payment• Request an increase to the payment• Request a decrease to the payment• Request a full refund
March 9, 2006
Proposed Ohio College Opportunity Grant Payment File
March 9, 2006
Proposed Ohio College Opportunity Grant Payment File
The Ohio College Opportunity Grant can be awarded for less than full time enrollment. You can report enrollment status in the OG.Enrollment status codes are:
•FT Full-Time Enrollment•TT Three-Quarters-Time Enrollment•HT Half-Time Enrollment•QT Quarter-Time Enrollment
March 9, 2006
Proposed Ohio College Opportunity Grant Payment File
For the 2006-2007 academic year, we will not edit the payment request for grant limits based upon individual EFC as the OG file is submitted. (Error code 149)Payment requests will be reviewed through periodic audits of all payment requests.
March 9, 2006
-OCOG Frequently Asked Questions-
March 9, 2006
OCOG Frequently Asked Questions
Question: How will previously used OIG units count against OCOG eligibility once OIG has been discontinued?
Answer: All students will continue to be allowed up to 15 units of grant utilization from the combination of the two programs. Students with previous OIG units will be able to have their remaining units in OCOG once OIG has been discontinued.
Question: Who will monitor the number of OCOG units used?
Answer: The HEI system will contain edits that track remaining OCOG units.
March 9, 2006
OCOG Frequently Asked Questions
Question: How can rank be changed if a student incorrectly indicates previous college enrollment due to participating in a PSOP program?
Answer: As with other ISIR data, we request that the student correct the data with the CPS and have a new ISIR sent to us.
Question: Does enrollment in a non-degree course count as previous enrollment
Answer: Yes
March 9, 2006
OCOG Frequently Asked Questions
Question: Are there any rules regulating when we adjust for change of enrollment?
Answer: If you have information that a student was enrolled up to and including the 15th day of class, he/she is considered to have been enrolled for that term even if he/she later withdrew or never received credit for the course.
Question: Will there be reciprocity with Pennsylvania
Answer: Yes, under the same restrictions that currently govern the Ohio/Pennsylvania Grant Portability Agreement
March 9, 2006
OCOG Frequently Asked Questions
Question: When will the programming formats to upload the query be available?
Answer: The programming formats for the OCOG Eligibility Query will be available in May, 2006. The formats for the OCOG Disbursement Query will be available in November, 2006.
Question: Is there a plan for OBR to eventually notify OCOG recipients of their eligibility?
Answer: Yes. We will begin notification to OCOG eligible students in the 2009-2010 academic year.
March 9, 2006
OCOG Frequently Asked Questions
Question: How will OCOG track lifetime units utilized? Will a student who enrolls for half-time use ½ unit? Three-quarters time ¾ unit?
Answer: Yes. HEI will contain edits that allow students to utilize lifetime OCOG units in direct correlation to level of enrollment.