MASFAA 2012 Annual Conference

Decoding the Codes: A Guide to IHL Reports

May 24, 2012

Reports

• MOSFA generates:– Award Report– Disbursement Reports– Balancing Report– GEAR UP Scholarship

Program Report

• Institution generates:– Grade Report– Enrollment Report– Summer Development

Program Enrollment Report– Refunds/Refund Report

• Both contribute:– Balancing Report– Summer Development

Program Enrollment Report

– GEAR UP Scholarship Program Report

MOSFA-Generated ReportsAward Report

Adjustment Codes

Disbursement Reports

Balancing Report

GEAR-UP Scholarship Program Report

Award Report

• Posted on SSL site as award offers made• Data elements on Award Report:

– Student information– Program name– Report date– Amount awarded by term– New award or adjustment indicator– Reason for change (if applicable)

Adjustment CodesCode Description

CAN Award has been cancelled

CHG We have been notified that student is attending another institution.

CLS Student’s classification has changed since award was made.

COA Student aid package exceeds cost of attendance.

COP Cooperative work semester

DEC Student declined the award

DEFStudent has a defaulted educational loan and is not eligible for any state financial aid.

DEG Student has a degree or certificate. Student has a vocational certificate and is working on a second vocational certificate. Student has an associate degree and is still at a 2-year institution. Student has a bachelor’s degree.

DLD Deadline date for CONT/RURG/CERT

DTH Death

FULStudent is now eligible for full Pell grant, MTAG has been cancelled.

GPAThe GPA reported by high school is less than the minimum for the program.

HR1The student failed to complete the required numbers the previous semester.

LFTThe student is enrolled less than full-time and is not eligible the current semester.

Adjustment Codes (Cont.)Code Description

LHT The student is enrolled less than half-time and is not eligible the current semester.

LOA The student is on an approved leave of absence.

LPS Current semester award cancelled because student was less than full-time the previous semester.

MAJ Student is not in Major require by this state program.

MAX Already received the Maximum allowed under this state program.

NED The student has exceeded their need and is not eligible for funds.

NER The student is not enrolled for the current semester.

NES Not eligible school

NRC Your institution has not record of the student.

PAR Student participating in another state funded program

PEL The amount of PELL Grant eligibility has changed.

PJ A favorable professional judgment has been made for this student.

PRB Student’s financial has been suspended because GPA is below the minimum.

PRO Student in a Professional program.

PRT Part-time prorated for Nursing or Critical Needs Teacher

PTE Student plans to attend part-time

RES It has been determined that the student is not a Mississippi Resident.

Disbursement Reports

• Posted on SSL site when funds disbursed

• Data elements on Disbursement Report (Financial Aid Office)– Student information– Program name– Annual award amount– Amount disbursed– Check number

• Data elements on Disbursement Summary Report (Business Office)– Total disbursed by

program/institution– Check number– Check date– Mail date– EFT number

Balancing Report

• MOSFA generates initial report• Posted on SSL site mid-term• Data elements on Balancing Report:

– Student information– Term– Program name– Total disbursed for student by program

• Institution certifies institution and MOSFA balance; balancing deadline near term end

GEAR UP Scholarship Program Report

• MOSFA generates initial report• Posts to SSL site during awarding period• Requests the following data elements for GEAR

UP applicants :– Cost of Attendance– EFC– Pell award amount – Other aid– GEAR UP Mississippi award amount

• Institution provides requested data

Institution-Generated ReportsGrade Report

Enrollment Verification Report

Summer Development Program Enrollment Report

Grade Report

• Due 5th working day after term ends on SSL site

• Data elements on grade report: – Student information– Student type (UG/GR)– Term hours attempted– Term earned hours– Term quality points– Term GPA– Term pass/fail hours– Term incomplete hours

– Total hours attempted– Total hours earned– Total quality points– Cumulative GPA– Coop during term– End of term classification – Major– Degree sought– Degree date if current term– Expected grad date– Comment

Enrollment Report

• Due 6-11 days after term begins on SSL site

• Data elements on Enrollment Report:– Student information– Student type (UG/GR)– Coop term– Term classification– Term hours enrolled– Term enrollment status– School email address

Summer Developmental Program Enrollment Report

• Institution generates initial report of all students enrolled in the Summer Developmental Program

• MOSFA determines which “enrolled” students met the July 21 application deadline, and requests:– Cost of Attendance– EFC– Summer EFC– Pell award amount – Other aid– SUMD award amount

Refunds and Refund Report

• Institution refunds money to MOSFA• Institution includes refund report/roster

with refund

Required Reports by Term• Fall

– Enrollment– Balancing– Refunds– Grade

• Winter (WCU)– Enrollment– Balancing– Refunds– Grade

• Spring– Enrollment– Balancing– Refunds– Grade

• Summer (nursing, GTS, CSA only)– Enrollment for nursing– Balancing for nursing– Refunds for nursing– Grade for nursing,

GTS/CSA

Reporting Suggestions

• Programmers write reports and save in central repository for use each term

• Establish internal schedule for running reports

• If MOSFA advises of errors in institutional report, involve programmers to correct root problem to eliminate same problem for future reporting

Reporting Deadlines

• Grade Reports – 5th working day after term ends

• Enrollment Reports – 6-11 days after term begins

• Certification of Balancing Reports – near term end

• Refunds – near term end

Deadlines Online?

Returning Funds

• Current Policy– If student drops below FT or withdraws AFTER

receives money, keeps money for term and student loses for next term

– If student drops below FT or withdraws BEFORE receives money, money returned for term and student loses for current term AND next term.

Full-time Enrollment

• 12 semester hours/9 trimester hours• Only courses listed as “undergraduate” in

course catalog accepted for undergraduate students

• Courses must be term bound - some independent study or correspondence courses are not accepted

Summer Disbursement for Nursing Education L/S

• Will ONLY pay trailing summer• Student requests payment schedule on app. • BSN; RN to BSN; MSN; and RN to MSN:

Fall/Spring - $1,500, Summer - $1,000 • Ph.D./DNP: Fall/Spring - $1,875; Summer -

$1,250 • Part-time disbursements will be pro-rated

based on enrollment report (FT, TT, HT, QT)

MOSFA Staff800-327-2980 OR 601-432-6997

• Jennifer Rogers, Director – jrogers@mississippi.edu– Programs: GEAR UP, Youth Advisory Board

• Meg Harris, Assistant Director – mharris@mississippi.edu – Programs: Nursing Education (N-Z), Nursing Teacher Stipend (N-Z), William

Winter, Counselor and School Administrator, and Graduate Teacher• Beverly Jackson, Senior Systems Analyst – bjackson@mississippi.edu

– Handles all reports (grade, enrollment, balancing) and rosters (disbursement, award, etc.)

• Babs McAlpin, Program Administrator – bmcalpin@mississippi.edu – Programs: HELP, Nissan, Graduate and Professional Degrees, State

Medical, State Dental, Summer Development, SREB Regional Contract Program, Vet Med, Health Care Professions, Law/Fire, Doctoral Scholars, and Public Management Graduate Intern

• Apryll Washington, Program Administrator – awashington@mississippi.edu – Programs: Nursing Education (A-M), Nursing Teacher Stipend (A-M),

Critical Needs, MS Teacher Loan Repayment• Wayne Carlisle, Systems Analyst – wcarlisle@mississippi.edu • Renotta Jones, Administrative Assistant – rjones@mississippi.edu • Shirley Mitchell, Secretary/Receptionist – smitchell@mississippi.edu

Questions?