Implementing BOG Waivers as Exemptions
Bob HughesApplications Support
ManagerNorth Orange County CCD
About the Presenter
• Higher Education Experience – 17 years• Whittier College • Cal Poly Pomona• North Orange County Community College District
• Fullerton College, Cypress College, School of Cont. Ed.
• Banner Experience – 14 years• Programming for Financial Aid (Whittier,
Cal Poly Pomona) – 10 years• MBA CSU Fullerton
About NOCCCD
North Orange County Community College District Enrollment (Fall 2010 headcount)• Fullerton College (22,354)• Cypress College (15,963)• SCE (16,613)
• 2009-10 BOG Waivers: 20,292
What you will learn today
• How NOCCCD used to award BOG Waivers (as an award)
• How we do it now (as an exemption)• Why we made the change• Step through the setup process• Lessons learned
A Brief History
• Banner was implemented in 2001• Pre-2005: BOG waivers were processed
manually. Award posted manually on RPAAWRD when completed paper app received.
• Spring 2005 – on-line application developed• Spring 2006 – e-signature, batch posting
awards, requirements• See our presentation –
http://www.3cbg.org/conferences/2006/
The Old Way
Student completes on-line BOG application
Data is posted to ROAUSDF; eligibility is
determined
Batch posting process (RORBPST) run twice daily, posts awards,
requirements
Nightly disbursement runs, pays enrollment
fees
Nightly process adjusts parking fee
Run Reconciliation Reports
Online App (1)
Online App (2)
Online App (3)
Online App (4)
Online App (5)
Data stored in ROAUSDF
Batch post of Award, Docs
Population Selection
Fund Code Setup
Award Screen
Problems with awards
• Fees not waived (offset) until disbursement occurs• Student pays “to be safe”, triggering large
number of refunds• Student doesn’t pay (expecting BOG),
resulting in large unpaid A/R balances• Student sees a BOG “award”, expects
refund• Phone calls to Financial Aid• Tedious Reconciliation
Need to improve collections
2010
2008
$550,000 $600,000 $650,000 $700,000 $750,000
Receivables
Receivables
19% increase in 2 years
The New Way
Student completes on-line BOG application
Data is posted to ROAUSDF; eligibility is
determined
Trigger inserts data into SVASFND
Payment Process (SVASFND) is triggered; any future registration fees immediately offset
Nightly process adjusts parking fee
Future plan – use a partial exemption to offset parking; eliminate the nightly adjustment
NOCCD Gavilan
Thank you to • Dave Phillips• Nick Yray
CCCConfer Session Archive Available: 4/15/10 “BOG waivers as Exemptions with Gavilan College”
Setup Steps
• District Division Code Validation (GTVDICD)• College Code Validation (STVCOLL)• BOG Waiver Year Validation (SVVBGYR)• BOG Waiver Terms Definition (SVABTRM)• Exemption Authorization (TSAEXPT)• Fund Management (RFRMGMT)• BOGW Eligibility Type Validation
(SVVELIG)• BOGW Payment Options Maintenance
(SVAPYMT)
Setup Steps (Cont.)
• BOG Income by Household Size (SVAINCR)
• BOG Waiver Required Documentation (SVAREQD)
• Residence Code Validation (STVRESD)• BOG Waiver Marital Status (SVVBMTL)• Term Control Form (SOATERM)
GTVDICD
STVCOLL
SVVBGYR
SVABTRM
TSAEXPT
TSAEXPT (Cont.)
TSAEXPT (Cont.)
RFRMGMT
RFRMGMT (Cont.)
RFRMGMT (Cont.)
SVVELIG
SVAPYMT
SVAPYMT (Cont.)
SVAPYMT (Cont.)
SVAINCR
SVAREQD
STVRESD
AB 131
SVVBMTL
SOATERM
Setup is Done!
Before you go live:• Differences between BOG A, B, C• Which ones require documentation?• How will you notify re: documentation
req’d?• Parent signature for BOG B Dependent?• Retroactive BOG Waivers• Reversing BOG waivers
The BOGW Funding Form
The Result!
Populating SVASFND
• Manually (BOG A, BOG B)• Via SVPISIR (BOG B-ISIR, BOG C) –
Batch ISIR Process C3SC• Use a population selection identifying
all recently loaded ISIR records
• Manual is out of the question for us – we created an “on-insert” trigger on ROBUSDF
After Insert – Payment Process
• The BOG W payment process can either be called on a single student (via the options drop-down on SVASFND) or in Batch (via SVPPYMT)
• sv_state_aid_appl_bp.p_bogw_payment_process is the name of the API
• We automatically call this after each insert for BOG W eligible students
Documentation Req’d
Documentation Req’d
• Discovered defect – documentation check box does not prevent payment
• We added logic in our trigger to bypass the payment process if documentation is required
• Also bypass BOG B for dependent students (even though BOG B is ‘unchecked’ on SVAREQD)
Lessons Learned #1
• BOG W awarded after fees assessed or student becomes ineligible• Apply Credits manually via TSASPAY
• Who has access? Typically a Bursar’s form
• Financial aid staff used to running ROAIMMP
• Run TSRCBIL (Student Billing Statement) in APPLY/CRED mode
• We added TSRCBIL to the nightly jobs
TSASPAY
Lessons Learned #2
• Information Change on Application• Past practice was to delete the
ROAUSDF record and have the student re-apply
• This leaves inaccurate information in SVASFND
• We developed another trigger to remove the SVASFND record when the ROAUSDF record is removed (as long as BOG was not paid)
Lessons Learned #3
• Documentation Required – no linkage to RRAAREQ
• Created Argos report “BOG Docs Required”; staff create targeted announcements and e-mails (via Luminis) informing students of requirements
Lessons Learned #4
Reversing Exemptions• Old process – cancel award,
ROAIMMP to back out disbursement• New process
• Eligibility override – “Not Eligible” on SVASFND
• Cancel award on RPAAWRD• Enter a ‘D’ next to student’s
exemption on TSAEXPP• Enter TSASPAY to immediately
reverse offsetsWork closely with Bursars for TSAEXPP updates
TSAEXPP
Lessons Learned #5
• Cashiering sessions not closing
• Bursars were unfamiliar with exemptions; we’ve never used them before
• Setting up the Exemptions to auto close & finalize resolved the issue
TTVSRCE
Lessons Learned #6
• Exemptions are included in the Resource amount, reducing need
• Award posted also reduces need• Result – lack of eligibility for other aid
(Pell, loans, etc.)
• We’re still handling this on a case-by-case basis
RPAAWRD
Lessons Learned Summary
1. BOGW awarded after fees assessed2. Information change on application3. Documentation required4. Reversing exemptions5. Cashier sessions not closing6. Exemptions reduce need
Summary
• How NOCCCD used to award BOG Waivers (as an award)
• How we do it now (as an exemption)• Why we made the change• Step through the setup process• Lessons learned
Questions?
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