Annual ConferenceMay 27 – 30, 2014St. Petersburg, FL

Florida’s Transient Student Process: Admissions, Registration,

and Financial Aid

Dr. John OpperDirector of Distance Learning and

Student Services

Transient Student Admissions Application Process

Background Oversight Roles

Legislation Components Process

3

Background: The TSAA Process4

Efficiently sends a transient student application to the Host institution’s admissions system

Provides students the ability to apply financial aid when taking courses at an institution other than their Home institution

Provides necessary information and controlled workflows for institutions

Allows for the electronic transfer and receipt of information and records for admissions and readmissions, financial aid, and transfer of credit awarded to the student’s degree-granting institution

Background: Development of the TSAA5

2008 – House Appropriations Higher Education Committee proposed that registration for online courses be as simple as buying an item online

2008 – Proviso language was included in the appropriations bill to create a streamlined, automated, online registration system

2008-2009 – Online Registration/Admissions Workgroup tasked with providing advice and assistance for development and implementation of the system

2010 - 2012 – System planning and development, live online registration, and financial aid implementation

Oversight: Florida Virtual Campus

Florida Virtual Campus (FLVC) – s. 1006.73 (

Provides support services to Florida’s public universities and colleges and facilitates cross-institutional collaboration

Expands student access to rich library collections

Provides student and faculty access to online teaching, learning, and research tools

TSAA Oversight

FLVC legislatively mandated to implement and oversee the TSAA process

FLVC collaborates with the Transient Admissions Steering Committee to ensure the needs and requirements of the student, institution, and legislation are met

6

Oversight: Florida Virtual Campus7

Chancellors• State university system• College system

Board of Directors• Members appointed by Chancellors

Advisory Councils• Members Council on Library Services• Members Council on Distance Learning and Student

Services• Chair and Chair Elect of both councils serve on Board• Appointed representatives from Florida’s public

higher education institutions

TSAA Roles8

Student Initiates TSAA process online, registers at Host institution

once approved Home institution

Degree-granting institution, provides initial approval of student application, requests information and enrollment verification through FASTER, reviews and disburses financial aid, awards credit

Host institution Authorizes transient admission, provides direct instruction,

uses FASTER to send verification of enrollment and final course grade to Home institution

Legislation: Florida Statute 1006.73(6)(c)

FLVC requirements Implement and oversee the transient process

Institution requirements Use the TSAA process Implement financial aid procedures Transfer credit awarded by the transient institution

(Host) to the degree-granting institution (Home)

Optional transient student fee ($5 maximum) Colleges – Florida Statute 1009.23 (17) Universities – Florida Statute 1009.24(14)

9

TSAA Components

Distance Learning Catalog on FLVC Website | Host Institution Catalog

Transient Student Admissions Application

FASTER | SPEEDE

Home/Host Connect to Institutional Data Systems | Registrar | Admissions | Financial Aid

10

Financial Aid Master Consortium Agreement

When a student takes courses from more than a single institution and wishes to receive federal financial aid, a signed agreement is required between the participating institutions

In Florida, a single master agreement was created to streamline the process Establishes conformity among public higher education

institutions allowing transient students to receive financial aid

Clearly defines the roles of the Host and Home institutions Signed by all institution Presidents

11

Financial Aid Master Consortium Agreement

The Home institution agrees to:

Apply all approved courses to the student’s degree Determine course and student eligibility for financial aid Process and disburse financial aid to the student Administer satisfactory academic progress

12

Financial Aid Master Consortium Agreement

The Host institution agrees to:

Allow the Home institution to provide financial aid to the student for the period of enrollment

Provide enrollment verification and information for students eligible for financial aid

Place a hold on the student’s transcript if needed

13

14

TSAA Customization and Admissions Process

TSAA Customization and Admissions Process

Customized Workflow15

Some areas of the TSAA can be customized by the institution's TSAA Administrator from the institution's “Summary” and “Options” tabs

For example:

General instructions and information provided to students at the beginning of the TSAA form

Routing that matches the institution’s workflow (e.g., more than one approval step, immunization verification)

Customized Workflow16

Customized instructions

Customized admissions routing – review and approval by more than one department

Customized Workflow17

Customized workflow routing – review and approval by multiple departments or programs

Customized Workflow 18

Customized questions – ensure important questions are answered and verified to prevent automatic denial

Customized Workflow – Requested Enhancement 19

Added student identification number for easy reference

TSAA Process for the Student20

Student searches for a course at the

Host institution (for Face to Face/ hybrid courses)

OR on the FLVC website (for

online courses)

Student submits TSAA form online to

register as a transient student

Host and Home institution agree

that TSAA process applies

Student registers for course at Host

institution

TSAA process continues…

Admissions: Student Enters Requested Information 21

Student enters requested information

22

Admissions: Student Selects Institution Information

Student selects home and host institutions as well as term and year

Admissions: Student Enters Requested Courses23

Student enters courses (pre-populated if selected from the online catalog)

Admissions: Student Answers Financial Aid Questions24

Student answers admissions and financial aid questions

TSAA Process for the Home Institution25

Home Institution:Academic and

Financial Aid Approval

TSAA Process for the Home Institution 26

Yes

Student has

indicated eligibility for and

intent to use financial aid

Application is reviewed and

approved by the Program

Advisor at Home institution

Financial aid approved for

all courses - TSAA moves to

Host institution for review

No

All chosen courses are eligible

for financial aid

No Yes

Financial aid representative

reviews form to determine if

TSAA ends or moves to Host

institution for review

Application is reviewed

and approved by Registrar

at Home institution

TSAA moves to Host

institution for review

Home Institution: Program Advisor, Registrar Approval27

Program advisor and registrar approval – last step for those not using financial aid

Home Institution: Financial Aid Approval28

Financial aid approval – last step for those using financial aid

TSAA Process for the Host Institution29

Host Institution:Admissions and Registration

TSAA Process for the Host Institution30

Host institution reviews TSAA

Student receives notification and registers for course at Host institution

No action needed - student notified through FLVC website

No

Yes Host

institution determines registration

approval

Host Institution: Receives Completed TSAA31

Host institution receives notification that TSAA is ready for review

Host Institution: Admissions Approval32

Host institution reviews application for admissions approval

Admissions Approval – Student Notification33

Enrollment Reporting and Verification34

Term Begins

Drop/Add

closed

Host institution sends

requested information

through FASTER

Home institution reviews

enrollment and disburses

financial aid as needed

Home institution

requests information

through FASTER

(cost, enrollment

verification, and

transcript for financial aid

recipients)

Home institution requests

enrollment verification from

the Host institution as

needed throughout the

term

Enrollment Reporting and Verification

Best Practices: Frequency of reporting and verification

Capture change in enrollment for those receiving financial aid (drop/add/withdrawal)

Steering Committee recommendations

35

TSAA Process at End of Term36

Home institution takes appropriate

action (Bright Futures repayment if dropped class; Title IV Returns

if withdrawal)

Host institution sends transcript to Home institution through

FASTER

No

Yes Student changes

enrollment status

(drop/add/ withdrawal)

Term Ends Home institution awards credit

Student FAQ’s

Understanding the process and purpose of TSAA Canceling application Checking application status Applying credit earned to home institution Clarifying financial aid for TSAA

37

Summary

Institutions are required by law to use TSAA process

FLVC is legislatively mandated to work with institutions to implement TSAA process

TSAA is streamlined and automated to mirror the “paper” process

Three roles: Student, Home, Host

Instructions and routing can be modified to follow established workflows

38

Questions?

Florida's Transient Student Process: Admissions, Registration, and Financial Aid by Florida Virtual Campusis licensed under a Creative Commons Attribution 4.0 International License.

1753 W. Paul Dirac DriveTallahassee, Florida, 32310

www.flvc.orghelp@flvc.org850.922.3176

SAVE THE DATE!FASFAA 2015

May 19-22 2015Renaissance World Golf Village Resort, St. Augustine, Florida