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3. Financial Aid                                                                                    Comments
3.1 General
Is the module integrated with the other modules in the Student System
to ensure that financial aid is appropriately administered and
distributed?
Is the module integrated with your correspondence processor to
maintain contact with applicants in an effort to ensure they complete
all aspects of the financial aid application?
Does the module have the ability to monitor federal funds and
indicate if funds are overawarded or underawarded?
Does the module have the flexibility to respond to changes in federal
regulations? Please describe how you maintain the module to comply
with changes brought about by federal mandates?
Is the dollar amount limit for College Work/Study funds made
available as part of a financial aid package automatically linked with
the Payroll module?
As the student is paid, is the work/study balance debited in the
student's financial aid file?
Ability for students to view Financial Aid information via the Web?
Does the module enable financial aid officers to perform on-line
inquiries into student registration data?
Does the module automatically ensure that each student is taking
enough courses to retain his or her financial aid eligibility?
Does the module have the ability to restrict academic transcripts from
being generated for students who are in default on a previous federal
educational loan?
Does the module provide access to student demographic information
(including flags to indicate that an individual is in default on a loan or
a Guaranteed Student Loan)?
Does the module update subsidiary and control accounts for financial
aid transactions and applications?
Does the module provide a setup menu for establishing financial aid
parameters, defaults, codes, and definitions?
Does the module provide screens for creating, deleting, storing, and
managing financial aid file suites?
Does the module provide verification of limits for work/study and
non-work/study payroll?
Does the module track incoming correspondence to determine when
documentation requirements are complete, as in the case of
applications and financial aid documents?
Provides professional award and denial letters with the capability to
produce letters individually in batch or on-line.
Does the module provide management for the various federal
programs?
Describe your system's format for storing financial aid information
detailing advantages and limitations. Include a detailed description of
the data fields stored, the limits on each field, values and ranges
allowed, the number and types of data flags available, and options for
notations in memo fields.
Provide a list of all reports and forms that are delivered with your
financial aid system. Include examples of each.
Describe how your system supports electronic funds transfer.
Describe the interfaces between your financial aid module and your
finance module. Include how processes from one module access data
from the other.
Describe the interfaces between your financial aid module and your
student module. Include how processes from one module access data
from the other.
Describe how your system incorporates and maintains state and
federal financial aid requirements.
Describe how your system incorporates and maintains ADA
requirements in your FA Module.
Can your system access and display student information by each one
of the following: ID, SSN, alien registration number or name?
Can your system track all interactions with a student (e.g.
appointments, letters, emails, phone calls)?
Can your system create a student contact history that can be accessed
based on user defined rules and roles?
Can your system limit access and edit options to student information
based on user defined process rules and roles and security needs?
Based on user defined processing rules, can your system provide,
using a student's preferred method of communication (email, letter or
portal), reminders to supply missing information? These reminders
would be used with but not limited to applications, petitions,
challenges, waivers, and forms.
Based on user defined processing rules, can your system provide,
using a student's preferred method of communication (email, letter,
portal), reminders to take action on a task based on predefined time
triggers and deadline dates? These actions would include but not
limited to all appointments and application deadlines.
Can your system provide status information to students, at their
request and based on security rules, for any process the student is
participating in?
Based on user defined processing rules, can your system provide
notices to appropriate staff and/or faculty for data records or students
needing special attention or action?
3.2 Applications
Does the module provide the capability for initial filing of financial
aid applications?
Does the module provide the ability to calculate Estimated Federal
Contribution based on Department of Education Federal Methodology
Specifications?
Ability to accept all central processor applications and corrections
electronically.
Ability to create database records from electronically downloaded
files.
Ability to enter financial aid application data before a student is in
Admissions or Student Records.
Ability to draw down applicant records electronically from the U.S.
Department of Education.
Supports electronic applications, corrections and payment reporting.
Does the module provide for a two-way electronic exchange of
information with agencies and companies processing financial aid
data?
Does the module provide the ability to access data from the Pell Tape
Exchange, ACT, CSS, PHEAA, and GAPSFAS, either by magnetic
tape or through electronic data exchange?
If the student files the federal financial aid forms directly with the
institution, does the institution have the ability to subsequently make
that data available to other schools by providing it to the appropriate
company or agency?
Does the module provide screens which parallel the structure of the
Free Application for Federal Student Aid?
Do these screens collect all data that an institution would need to
create a file for electronically submitting applications to the
Department of Education?
Does the module provide users with an alternate means of calculating
student need for non-federal awarding purposes?
Does the module include the capability for users to include free-form
comments?
Does the module provide screens for maintaining miscellaneous fields
specific to academic years and students?
Does the module provide the ability to convert tapes from ACT, CSS,
GAPSFAS, Pell, and PHEAA (with options to replace all fields or
only null fields)?
For Application Processing, does your system have the ability to:
  Download ISIR records from EDE files?
  From downloaded ISIR records:
   Populate financial aid database?
   Keep all prior award year records for that student available?
   Flag record and notify users using predefined processing rules if
   an updated ISIR is provided for a student that has already been
   packaged?
   Flag an updated or corrected ISIR to distinguish it from a new
   ISIR?
  Provide exception reports for students whose ISIR name or SSN
  does not match the name and SSN on the institutional A&R record?
Allow the user to view financial aid information on-line including but
not limited to:
  Document tracking records?
  Awards by semester and award year
  Disbursement records?
  Award enrollment status?
  Loan activity?
  Repayment status?
  ISIR and ISIR corrections?
  Need analysis data?
  EDE submissions and transactions?
  FWS employment and payroll data?
  Activity log?
  BOG activity?
3.3 Packaging
Does the module have the ability to assign an estimated award
package to incoming students?
Does the module include system parameters that define packaging
criteria?
Does the module have the ability to simulate packaging for “what if”
analysis without allowing student records to be updated?
Does the module have the ability to calculate both Pell eligibility and
loan eligibility?
Does the module have the ability to provide repeated individual
revision and repackaging capabilities on-line?
Does the module have the ability to identify students for award
packaging based on user-defined criteria?
Does the module have the ability to accommodate user-define fund
authorizations limits and relationships among funds during the
packaging process?
Allows for packaging overrides?
Does the module have the capability of checking satisfactory
academic progress during award packaging process?
Ability to use optional equity packaging techniques?
Does the module have the ability after repackaging to perform the
appropriate updating and provide the option to select the type of
notification to be sent as well as a reports of those student who were
updated?
Maintains the dates students were packaged or repackaged
For the Packaging/Awarding Process, does your system have the
ability to:
 Allow unlimited number of user-specified packaging plans?
 Correctly pay a student from either the regular or alternate Pell
 payment schedule based on federally defined rules?
 Provide installation of annual federal Pell Grant regular and
 alternative payment schedules?
 Provide for automatic update of all awards on the system for a
 particular program if awarding parameters for that program change?
 Provide an option to reinstate awards if funds become available?
 Provide automatic packaging for all students with complete files
 and packaging codes?
 Automatically update student's award record when another
 department enters a scholarship, grant or other award?
 Provide for funds to be packaged and updated based on federally
 defined regulations including but not limited to:
    Pell Grant payment schedule?
    Pell Grant eligibility indicators?
    EFC?
    Specified minimum need?
    Enrollment status?

   Requirement to be linked with another award (e.g. Pell & SEOG)?
   Remaining Pell eligibility for summer?
   EFC offset?
    Remaining Cal Grant eligibility?
    Partial payment if paid at another school?
    Partial payment if a portion of the award is used to offset existing
    debt?
    Partial payment on other user-defined criteria?
  Block packaging if unmet tracking items or holds exist?
  Provide mechanism to automatically identify and repackage
  students who are eligible for summer Pell Grant?
  Provide a coding system for award status that can be used to identify
  funds to be disbursed through the system?
  Update all funds as awards are made to provide current expenditures
  and balances for each program?
  Notify the user if student is over-awarded?
Must support the assignment of financial aid awards to the students
including the following minimum functions:
  An unlimited number of award terms.
  User defined terms and dates that may differ from established
  academic terms.
  An unlimited number of award programs.
  An unlimited number of award status codes.
  Log all award changes by date and user.
  Provide a means to identify student's statuses: ready for packaging,
  manually packaged, automatically packaged, award letter sent,
  award letter returned.
  Prevent an award if it exceeds the student's need amount for need-
  based programs.
  Prevent awards for need-based programs if financial data is not on
  file.
  Allow awards without financial data for non needbased programs.
Allow award overrides if award is above budget and need in special
circumstances.
Prevent awards if the student is missing required documents.
Update an entire year's awards on one screen.
Provide an audit function to identify any awards that exceed need or
budget.
Provide reports that list all students awarded for a particular
program.
Update award amount with actual expenditures.
Provide for the generation of user defined letters for students with
specified awards.
Provide an option to copy awards from one term to another.
Provide an interface to a word processing system for award letter
text that meets institutional standards.
Store the date the last award letter was printed.
Allow on-line printing of an award letter by student ID.
Allow batch printing of award letters for all award changes on a
given day or since a given date.
Package Pell based on cost of attendance, family contribution, and
enrollment level based on the Department of Education's Pell Grant
Table.
Provide the ability to set packaging criteria for each program:
  Only students with family contributions less than the value
  specified.
  Only state residents.
  Only if the student is eligible for a Pell grant.
  Only students with a grade point average above a specified value.
  Only students enrolled in the specified program.
  Only to the specified percentage of unmet need.
  Within minimum and maximum values specified.
 Only if the student requested child care.
 Only if the student is not employed.
 Only if the student indicated that they wanted a loan.
 Only students with dependent children.
Allow the user to define the order in which the programs are
packaged.

Prevent packaging students with specified codes (i.e. in default, etc.)
Allow distribution to terms based on a percentage of annual award
amount.
Flag students who have no financial need.
Flag students who are not Pell eligible.
Provide ability to generate denial letter to students who have no
financial need and/or are not Pell eligible.
Provide ability to automatically package one student at a time or
batches of students from the award screen.
Should support the following packaging functions:
  Allow the user to specify the lifetime maximum award amount
  and number of terms to each program.
  Provide an audit function for Pell grant awards and other Title IV
  programs based on student's current enrollment level.
  Provide the ability to automatically change award status when the
  student does not enroll.
  Provide an option to print budget information on the award letter.
  Provide an option to repackage students based on changes in
  enrollment level, packaging formula, or when additional funds are
  available.
  Provide the ability to select a specific award letter for the type of
  aid the student is receiving (e.g., Title IV, work force training,
  scholarship, etc.)
    Provide an inquiry screen with non-technical terms for faculty
    advisors, counselors, and other college staff to know the status of
    a student's financial aid request and a summary of the student's
    awards.
    Provide a breakout for the tracking of resources on the award
    screen.
    Display unmet need by term
    Assign a packaging priority when no funds are available.
    Edit the student's academic progress before allowing an award to
    be assigned.
    Prevent the automatic packaging of Pell grant awards if the
    student is eligible if they enroll full time but not eligible if they
    enroll less than full time.
    Provide a verification screen that reflects Institutional Student
    Information Record (ISIR) data from the transaction number on
    which the award is based. Accommodate and compare two sets of
    data.
3.4 Needs Analysis
Does the module have the ability to upload electronic ISIR records
and produce update reports?
Is the module adaptable to meet the requirements of the Title IV
Higher Education Act (HEA) and other government standards?
Is the module updated annually so that the institution can comply with
the US Department of Education’s Regulatory Updates? If so, when
are these updates available for use by the institution?
Does the module provide users with an alternate means of calculating
student need for non-federal awarding purposes?
Does the module have the capability of generating worksheets for
final verification of all financial aid applicants (e.g. comparing
original FAFSA data with tax returns, etc)?
For Need Analysis/Verification, does your system have the ability to:
  Change ISIR data elements to do a “simulated” need analysis that
  does not change the real ISIR data?
  Store simulations for later access?
  Provide detailed need analysis report with complete calculation?
  Based on user defined rules, automatically adjust the student's cost
  of attendance for students who are paying out of state fees?
  Provide an activity record of ISIR transactions?
  Indicate all EFC changes once student is packaged?
  Provide reports based on user defined parameters for all students
  who have submitted FAFSAs?
  Provide automatic posting of tracking items/required documents for
  students selected for verification based on user-defined criteria and
  ISIR data elements?
  Automatically create holds on the Financial Aid tracking system
  based on user defined rules?
  Provide the ability for a counselor's notes to become part of the
  document tracking system?
  Provide the ability to carry over user-designated tracking items from
  the previous year?
3.5 Reporting
Does the module provide the capability to prepare reports meeting
federal requirements?
Does the module provide system parameters that calculate enrollment
credits for the Fiscal Operations Report for Federal Student Aid
Programs (FISAP)?
Does the module have the ability to print the results of the verification
process on computer-generated verification worksheets?
Does the module produce reports to aid in meeting FISAP reporting
requirements?
Does the module provide income ranges for aid distribution?
Does the module produce financial aid transcripts?
Does the module provide the ability to maintain, update, and purge
information for a financial aid transcript, including academic year and
program, free-form comments, awards and amounts, date printed, and
fields to record historical information about loans and awards through
another institution?
Does the module have the ability to print the results of the verification
process on computer-generated verification worksheets?
Does the module include reports on aid, scholarships, loan totals by
student, and types of awards?
Does the module provide an audit trail of student aid totals through
registration, accounting for adds/drops?
Reporting must be supported by query language and allow flexible
generation of reports including:
  Pell Payment Reporting:
   The system must produce Pell payment reports in accordance with
   the Department of Education's specifications including the
   following functions:
   Allow the automatic export of student application award data to
   the Student Payment Summary of the Pell reporting system,
   including:
      Amount paid.
      Enrollment status.
      Budget Used.
      Term.
      Entrance Date.
      Transaction Number.
      Payment Months.
      Verification Code
   Eligible Semester Remaining.
 Allow export ability and needed fields to be flexible from year to
 year
 Allow the user to override the cost of education for a student.
 Extract Pell payment data and transmit to the Department of
 Education through the EDConnect software with or without
 requiring the use of the Department of Education's Pell Payment
 software.
 Import Pell payment error data transmitted from the software and
 load it into the financial aid system with or without requiring the
 use of the Department of Education's Pell Payment software.
 Allow the user to force a student to be extracted for Pell Payment
 reporting.
 Import the Student Payment Summary file from the Department of
 Education and reconcile it to the data that has been extracted and
 sent to them. Produce a report of any differences.
FISAP Reporting
 The system must provide the applicant and recipient grids as
 required by the Department of Education for the Fiscal Operations
 Report including the following:
 Store the FISAP Income from EDExpress
 Provide a report of the applicant data for Title IV applicants only
 (exclude students who applied for scholarships, etc. only).
 Provide a report of the Title IV recipients.
Federal Program Review Reports
 The system must store and be able to retrieve the data necessary
 for the Department of Education's Program Review Office
 including accepted awards by year, by student, and by program for
 all Title IV programs in an ASCII file format.
NCHED A-10 Report
 This report collects detailed award data for each student awarded
 financial aid for the twelve-month period ending June 30.
 This data is used to create summary data on the types and amounts
 of financial aid awarded to students in higher education in the
 state.
 Import of data from the Payroll module compiling the number of
 student employees who are not workstudy recipients and the
 amount that was earned by these students.
 Import of data from the Veteran's certification screens giving
 veterans who are also Title IV aid recipients and the amount of
 benefits they received.
 Import of data from the Financials systems about students
 receiving third party or agency assistance as well as Title IV
 assistance and the amount of assistance they received.
 Ability to generate a report on annual unduplicated headcount of
 recipients of all types of financial aid.
Management Reports
 The system must store and be able to retrieve the data required for
 management reports including the following:
 Duplicated and unduplicated count of financial aid recipients
 Duplicated and unduplicated count of financial aid recipients for
 the program and/or fund specified.
 The system should provide the following reporting capabilities:
   The percentage of degree-seeking students receiving financial
   aid.
   The percentage of degree-seeking FTE students receiving
   financial aid.
   Average grade point average of financial aid and nonfinancial
   aid degree-seeking students.
    Program enrolled of financial aid and non-financial aid degree-
    seeking students.
Ad Hoc Reports:
  The system must provide a flexible, user-friendly ad hoc report
  writing system to allow the user to prepare reports including
  financial aid, enrollment, and disbursement data on financial aid
  applicants. The generation of reports must be by term, by year
  Identification of students on Electronic Data Exchange not in
  Admissions file.
  Calculation of data about students receiving types of financial aid,
  full time enrollment, half time enrollment, or less than half time
  enrollment.
  Identification of students with the greatest need and calculation of
  amount of possible award using:
    Expected Family Contribution
    Number in Family
    Cumulative Grade Point Average
    Cost of Attendance
    Receipt of other financial aid and sponsorship from campus/off-
    campus sources.
Financial Aid Transcripts
  The system must produce Financial Aid Transcripts in accordance
  with the National Association of Student Financial Aid
  Administrator's guidelines.
  Identify students who are not eligible for further financial aid
  because of a defaulted loan or owing a repayment to USED.
  Provide a means to clear a default or repayment status.
  Identify previous colleges attended.
  Identify sources of financial assistance.
  Identify loan periods for loan recipients.
    Identify year in school for loan recipients
    Produce hard copy Financial Aid Transcripts.
    Produce Financial Aid Transcripts for students who did not
    receive any financial aid
    Store the data and destination of each Financial Aid Transcript.
    Send Financial Aid Transcripts by e-mail.
3.6 Electronic Data Exchange (EDE)
Does the module provide the ability to participate fully in the
Electronic Data Exchange Program (EDE)?

Does the module provide the ability to create and transmit Student
Aid Reports correction electronically to the Central Processor System?
Does the module provide the ability to create and transmit electronic
Pell Payments?
Does the module provides the ability to create and transmit electronic
Pell payments?
Does the module provide the ability to create and transmit ESAR
corrections electronically to the central processor?
3.7 Loans
Ability to enter multiple federal loan applications online, including
subsidized and unsubsidized loans for the Federal Stafford Loan
program
Provides online loan summary that displays the student loan history
Does the module have the ability to evaluate loan eligibility?
Does the module provide guarantee agency information?
Does the module have the ability to verify student data on the loan
application and reports missing and or inconsistent data?
Does the module have the ability to track the complete loan
application process from application to loan disbursement?
Does the module have a table to store information on multiple lenders
(e.g., lender code, lender name, lender address)
Does the module store information on multiple guaranty agencies
(e.g., guarantor name, guarantor address, etc)
Is the module able to award and originate Federal Direct Loan
Program loans and to exchange electronic loan origination and
disbursement files through EDE Express?
Does the module have the capability of generating personalized
student loan profiles containing lender information, servicer
information, and guaranty agency information based on user-defined
criteria?
Does the module provide student loan management for federal as well
as other types of loans?
3.8 Awarding
Does the module provide the capability to track continued student
eligibility for aid?
Does the module provide the capability to post financial aid awards to
Accounts Receivable when appropriate?
Can the institution set a percentage or amount limit for over-award
situations to identify whenever a student has received more than the
allotted aid in any area?
Does the module allow the financial aid office to set a standard of
satisfactory progress for students to qualify for various forms of
financial aid?
Does the module allow the financial aid office to set standards using a
rule-based algorithm that access any of the data elements in the
system?
Ability to run a simulated awarding cycle, including reports in batch
without updating data to the database
Allows for batch assignment of applicants to awarding groups using
student system admit status.
Ability to do loan limit checking so that the student does not get
awarded when they are not eligible.
Allows for online overriding of automatic results on an individual
Allows to track online award statuses by student and fund.
Provides automatic repackaging of multiple groups across groups
based on user-defined selection criteria
Provides for updating the appropriate application status.
Ability to generate Award letters with appropriate detail and totals
allowing for format changes.
Can the module be used in real-time or batch mode to flag students
who are not making satisfactory progress to qualify for their
designated financial aid?
Does the module provide users with the ability to award funds in
batches, as well as modify awards in batches (e.g., change a batch of
awards by a dollar figure)?
Does the module verify student eligibility each time users allocate
awards or transmit awards to the Accounts Receivable module?
Does the module permit on-line and/or batch transmittal of awards to
Accounts Receivable?
Does the module provide for changes to award packages after
transmittal to appear as separate items on student records?
Does the module include areas for extensive descriptions of each
award with associated general ledger accounts?
Does the module provide data fields that verify student eligibility?
Does the module include award eligibility criteria?
Does the module include award categories?
Does the module includes term definitions?
Does the module include award amounts and amount limitations for
transmittal to the general ledger?
Does the module include action codes that describe the status of
awards?
Does the module include Federal Pell Grant entitlement figures?
Does the module provide sponsor information for stewardship
purposes?
Does the module include definitions for full- and part-time status?
Does the module provide the ability to enter data from various
verification forms, analyze verification data, and update verifications
in batch mode?
Does the module provide a Financial Aid Awarding menu for
entering awards in summary and detail?
Does the module provide the ability to record comments and dates for
entrance and exit interviews?
Does the module provide the ability to record details about a student's
loans (e.g., lender, repayment period, interest rate)?
Does the module provide the ability to establish limitations for
transmittals that update a student's Accounts Receivable record?
Does the module provide eligibility verification with flexible
parameters?
3.9 Budgeting
Does the module provide the capability to develop financial aid
budgets for multiple types of students (including standard budgets and
Pell budgets) for easy tracking of student costs versus financial aid
available?
Does the module provide annual student budgets?
Ability to create an unlimited number of user-defined budget groups
Provides for calculation of each applicant based on budget categories
in effect at the institution on a term by term (unlimited) basis.
Allows applicants to be assigned into one of an unlimited number of
user-defined budget groups.
Provides for assignment of cost of attendance values to each applicant
based on budget categories in effect at the institution on a term by tem
(unlimited) basis.

Allows for assignment of students to budget groups with user selected
data from the Student system and Financial Aid system online.
Does the module have the ability to recalculate a student’s financial
need whenever a change is made to a student’s budget?
Does the module have the ability to provide for on-line overrides of
system-assigned budgets and budget components; on-line assignment
of budgets before it is accomplished by the system; and the ability to
identify a budget that was overridden and one that was not, as well as
maintain an on-line record describing the changes made?
Does the module have the ability to revise a student’s budget and
revise an award based upon hours enrolled (including fractions of
hours) according to dates and enrollment periods?
Ability to automatically flag manually changed or overridden budgets
to identify non-standard budgets online.
Maintains unlimited anecdotal comments online to further explain
user actions on an individual applicant basis.
For Student Budget Maintenance, does your system provide the
ability to:
  Allow an unlimited number of budget categories to be set up?
  Recalculate EFC automatically for budgets set for periods longer or
  shorter than the standard default budget?
  When a budget code is updated or changed, automatically change
  budget and need calculation for all students with that budget code
  within specified semesters?
  Calculate less-than-half-time budgets based on Pell regulations?
  Carry over budget detail from one award year to the next so that it
  can easily be edited without re-entering data elements that have not
  changed?
Must support the assignment of budgets to financial aid applicants
including the following functions:
  Provide a means to establish and maintain student budget codes.
  Provide assignment of default budgets to students based on:
    Housing
    Residency
    Child Care Needed
    Expected Enrollment Level by Term
    Program Enrolled.
  Assign packaging plans to students at the same time that the budget
  is assinged.
  Allow budget adjustment for supplemental costs manually.
  Provide a means to capture and subtract additional financial
  resources from the student's budget. (i.e. Veteran's Benefits,
  scholarships, third party assistance.)
  Provide a means to override the system-calculated budget with a
  unique amount.
  Provide a means to display the components of a student's budget,
  such as:
    Tuition and fees
    Housing
    Transportation
    Books and supplies
    Supplemental costs
  Log all changes to budgets by user, time and date, and allow user to
  specify why budget was adjusted.
  Post "fee pay status" tuition waivers as a financial resource
  automatically.
3.10 Board of Governor's Grant Processing Requirements
For BOG Processing, does your system have the ability to:
  Enter BOG MIS data elements for students who do not file a
  FAFSA?
  Update BOG award information on FA system for actual amount of
  fees waived?
  Process refund for students who have paid fees when BOG is
  applied to system?
  Identify if student meets BOG B or C criteria based on ISIR data?
  Block BOG awards for students who are not state residents?
  Flag records for students who have BOG-A and are eligible for
  parking discounts and notify the user based on predefined
  processing rules?
3.11 Financial Aid Data Integrity Requirements
For Financial Aid Data Integrity, does your system have the ability to:
Update awards based on actual units registered for at time of
disbursement?
Provide ability to set “freeze” date beyond which enrollment changes
in a semester will not change award amount for students who have
been packaged?
Automatically suspend disbursements for students who have a hold?
Identify students with 0 units for R2T4 processing?
3.12 Fund Management Requirements
For Fund Management, does your system provide the ability to:
  Provide a master fund accounting system that allows:
   Entry and update of an annual budgeted amount for each fund or
   program?
   Totaling by AY, semester or other specified time periods?
   Separate balances based on funds awarded and funds disbursed?

    Creation of a fund debit when an award or disbursement is made?
    Reconciliation with Payroll and Business Office ledgers?
    Reconciliation with MIS reporting?
    Reconciliation with RFMS records?
    Reconciliation with Cal Grant system (WebGrants)?
    Reconciliation with EOPS?
  Provide an emergency loan accounting system that allows:
    Creation of a student debit when loan amount is entered?
    Notification to the Tuition Office and Accounting Office of debt?
    Creation of a statement for the student?
    Notification to a student via email when next payment is due?
    Creation of hold on student’s account?
    Definition of repayment deadlines and tracking of repayments and
    loan history?
    Creation of hold for late payments?
    Debiting financial aid disbursement?
    Maintenance of an account for each different loan fund?
  Prevent awards from being entered if fund is overdrawn?
  Update Pell Grant fund based on USDE Authorization?
3.13 Financial Aid Accounting/Disbursement Requirements
Describe how your student accounting system interfaces with the
Financial Module.
For Financial Aid Accounting/Disbursement, does your system
provide the ability to:
  Apply all financial aid awards as a credit against outstanding
  charges?
  Apply financial aid overpayments as a debit?
  Reflect all credits and debits in the correct fund balances?
  Allow students to charge against financial aid credit in the
  Bookstore?
  Provide options for EFT of credit balance?
  Disburse credit balance based on pre-defined rules?
  Generate check for credit balance at student’s request?
  Block disbursement if there are holds from Financial Aid tracking
  system or A&R?
  Allow outside checks and payments (loans, scholarships) to be
  applied as credit if student requests?
  Provide account information on-line that describes (in readable
  format, not using codes) each fund, the amount of credit applied the
  reason for a debit, remaining balance and amount due?
  Provide above information on accounting statement and
  disbursement check stub?
  Reconcile Pell credits, debits and disbursements in student
  accounting system with Pell RFMS Payment files?
  Reconcile BOG credits, debits and disbursements in student
  accounts with BOG MIS reports?
  Reconcile Cal Grant credits, debits and disbursements in student's
  accounts with Cal Grant reports?
  Reconcile for a student all financial aid fund totals with credits,
  debits and disbursements per term?
Must provide an interface to the financial systems whereby the
financial aid office authorizes the disbursement and the finance office
disburses, including the following functions:
  Provide a means to update all term awards on one screen.
  Provide automatic posting of awards to Accounts Receivable
  screens and Bookstore screens, showing real time available balances
  in each student's financial aid account.
 Allow the user to specify the required enrollment level by term for
 disbursement.
 Allow for the payment of on-campus charges by interfund transfer
 and disbursing the balance to the student by check.
The Financial Aid Disbursement module should support the
following:
  Provide a dynamic disbursement status field that changes whenever
  a disbursement action occurs to indicate the following disbursement
  statuses:
    Disbursements are blocked.
    Academic progress is being reviewed.
    Ready for disbursement.
    Tuition and fees paid.
    Check issued.
  Allow the user to specify the order in which financial aid programs
  are to be applied to on-campus charges.
  Allow the user to specify which program can be applied to which
  charges, for which type of fees, and which programs can be
  disbursed by check
  Capture all financial aid expenditures in one place.

 Provide on-line and hard copy reports showing the amount awarded,
 disbursed, and remaining by student, by term, and by program.
 Inform the student of the amount of financial aid that will be applied
 to tuition and fees and any remaining amount the student will owe at
 the time the student registers through touch-tone registration,
 through kiosk, and the world wide web.
 Provide an option of disbursing when a student is on academic
 probation.
 Store the number of credits or hours enrolled at the time the check is
 disbursed.
  Provide a daily log report of all financial aid disbursements.
  Provide a report showing the amounts disbursed for an unlimited
  number of funds.
  Provide an online report showing summarized financial aid
  transactions by student, by term, and by fund.
  Provide the ability to notify the student when loan funds are
  received.
  Provide the ability to notify the student when loan funds are
  returned to the lender.
  Provide the ability to view awards and disbursements in the same
  place.
  Allow the user to specify the number of times a student is allowed
  to repeat a course and be paid for it.
  Provide the ability to re-edit student data at the time the check is
  given to the student.
  Provide the ability to exclude ineligible classes and programs from
  the calculation of enrolled credits for financial aid disbursement
  purposes.
The Financial Aid Refunds and Repayments module must support the
determination, calculation, and distribution of financial aid refunds
and repayments as follows:
  Identify financial aid recipients who are eligible for a pro-rata
  refund.
  Identify financial aid recipients who completely withdraw from all
  courses.
  Notify financial aid of the last date of attendance of students who
  completely withdraw.
  Provide the ability to calculate financial aid refunds automatically
The system should also provide the following refund and repayment
functions:
  Provide the ability to calculate financial aid refunds and repayments
  online.
  Provide the ability to distribute financial aid refunds according to
  federal regulations.
  Pass financial aid refunds from the financial systems to financial aid
  systems.
  Extract students who fail to make required repayments for
  transmission to the Department of Education.
3.14 Special Program Requirements
Can your system update Admission and Records and Business Office
records when a BOG is awarded?
For R2T4 calculations, can your system:
  Provide report of students who have withdrawn prior to 60% of the
  semester?
  Allow users to access R2T4 data on-line with student name, SSN,
  fees, withdrawal date, percentage of semester completed based on
  w/d date?
  Calculate amount student and college owed?
  Provide on-line repayment tracking?
  Calculate total owed to Pell fund?
  Deduct from student's overpayment record and provide Business
  Office amount for reimbursement to Pell fund?
  Calculate amount student owes and create hold?
  Adjust student awards as repayment is received?
  Calculate post-withdrawal disbursement, create offer letter, and
  track repayment against time periods for response?
For other repayments, can your system:
  Track repayments?
  Update student award and disbursement record as repayments are
  received?
  Provide interface to the USDE?
For SEOG, can your system:
  Automatically update award to limit allowed for students who have
  dropped units but have regained eligibility?
  Package EFC students until funds run out?
  Create records for FISAP reporting?
  Create priority waiting lists?
For Cal Grants, can your system:
  Create GPA and enrollment files for Cal Grant Application based
  on user defined criteria to include but not be limited to March 2nd
  criteria, September 2nd criteria, transfer criteria, re-established GPA
  criteria, and one-year beyond graduation from a CA high schools
  extension for entitlement grants?
  Interface with WebGrants to download recipient roster and
  automatically populate student files with Cal Grant awards for
  selected students?
  Interface with A&R to monitor enrollment in vocational program
  for Cal Grant C, state residency, unit requirements, satisfactory
  academic progress and other eligibility criteria?
  Monitor student records for overpayment?
  Adjust awards for enrollment status and remaining eligibility?
  Provide state required fund reporting?
For Student Loans, can your system provide screen to track entrance
counseling, application processing, MPN, loan check audit trail, and
record for Clearinghouse submission?
For EOPS, can your system:
  Identify EOPS-eligible students based on established criteria (not a
  high school grad, BOG A or B eligible, financial need, GPA, etc)?
  Track student contact by semester, type of award and counselor seen
  by student?
  Provide ability to manage funds and accounts for allowable
  expenditure by fund type (student grants, administrative and
  personnel expenses, district matching funds, etc)?
  Given student eligibility criteria automatically award and track
  EOPS grants and book vouchers?
  Provide a template for EOPS Plan?
  Provide progress reports to be completed by instructors for each
  class in which student is enrolled?
  Provide the instructor the ability to send a progress report to a
  student's assigned counselor at any time?
  Send reminders to instructors based on user defined rules for
  submission of progress reports?
  Provide reports on EOPS grants, Care grants, book vouchers,
  priority registration eligibility and other user defined criteria?
3.15 Work Study Requirements
For Work Study, can your system:
  Interface with Job Placement system?
  Provide Job Placement with access to eligibility information?
  Track and calculate fund matches to ensure 75% FWS and 25%
  College Funds, EOPS, or Calworks?
  Post student payroll amounts to appropriate fund and track for
  federal, state and IRS reporting purposes?
  Identify students whose jobs qualify for literacy and community
  service requirements?
  Reconcile payroll totals with financial aid records and job
  placement records?
For off-campus agency employment, can your system:
  Track off-campus contract process?
  Identify students and FWS funds paid to students in off-campus
  jobs?
 Provide accounting system to calculate employer's match?
 Provide interface with billing system to bill for employer match?
 Meet FISAP reporting requirements?
For on-campus placement, does your system allow the user to:
 Create job descriptions for student positions?
 Create an unlimited number of referrals for on-campus positions in
 a particular aid year?
 Track on-campus referrals?
 Create a job referral from above data?
 Define multiple pay rates per job?
 Enter on-line student employee pay rates, employment assignment
 and hours, and monthly hours worked?
 Create a monthly time report for Payroll?
For on-campus placement, can your system:
 Interface with Payroll, Accounting and HR?
 Manage student employment on-line including award amount,
 earnings paid to date, date of job assignment and employing
 department?
 Identify community services jobs and record student hours worked
 and earning per semester?
For off-campus referrals, does your system allow the user to:
 Create job announcements for job boards?
 Create referrals for students?
 Track referrals and hires?
 Create a list of employer sites for Vocational Education graduates?
 Create a monthly time report for Payroll?
 Manage awarded student employment on-line including award
 amount, earnings paid to date, date of job assignment and
 employing department?
  Identify community services jobs and record student hours worked
  and earning per semester?
Can your system maintain information on job placement services for
each application including but not limited to:
  Job referral requested?
  Referrals made?
  Copies of job announcements given?
  Job direction assistance provided?
  Application preparation assistance provided?
  Interview technique assistance provided?
  Vocational Education employers listing provided?
  Volunteer assistance
  Internship assistance?
  Foreign student assistance?
  Faxing assistance?
  Letters sent to employed applicants?
  Referrals to other services?
3.16 Financial Aid Applicant Maintenance
Must have access to selected student records (read rights) and a
method to determine the quantitative standard of progress.
Must automatically notify the financial aid office when a student
changes academic plan or program of study.
Must support the loading of financial aid applications, including:
  Providing the means for the student application data to be entered
  electronically by internet, computer and modem, Department of
  Education software, and other servicers.
  Providing the means to establish and maintain two or more years of
  applicant data at any time.
 Providing the ability to set system options annually. Options
 include: financial aid award year, dat entered, dependency status,
 need-based, adjusted gross income, cost of attendance, expected
 family contribution, veteran's benefits, and child care needs.
 Providing the means to store applicant data for later recall and
 updating.
 Providing the means to update the student's permanent financial aid
 record, both in applicant maintenance and for the Financial Aid
 Transcript.
 Should log changes to applicant data by user, time, date.
 Provides application status fields to identify the following:
 electronic application received, failed a federal edit, rejected by
 Central Processing System, or failed any Central Processing System
 database matches.
Must provide the following data fields for each financial aid applicant:
 Need-based aid
 Dependency Status
 Number in family in college
 Adjusted Gross Income
 Untaxed Income
 Total Income
 Cost of Attendance
 Expected Family Contribution
 Veteran's Benefits
 Other resources
 Child Care Needed
 Verification Required
 Auto Zero Expected Family Contribution
 Local Comment
Must provide import/export functions for institutional student
information records (ISIRs) from the Department of Education or
other servicer into the institution's database system.
Should provide automatic sorting of student records by student name
or student social security number.
Must provide automatic access to calculation of satisfactory academic
progress that maintains the following criteria:
  Flexibility for academic standards that vary campus to campus.
  Semester hours required for 150% of the student's program of study
  Rate of course completion.
  Withdrawal, giving last date of attendance
  Failures (Fs)
  Cumulative grade point average
  Repeated course deletion from grade point average.
  Calculation of transfer courses incorporated into satisfactory
  progress.
  Must provide a means for sending and receiving corrections to the
  Central Processing System electronically using the Department of
  Education's EDE software or another vendor's software.
  Should provide an option to update the permanent records with all
  applications or only students with previous error or corrections.
  Should provide a means to print file labels (last,first,ID
  number)each time new applications are loaded.
  Should provide an edit against the name in the Student Maintenance
  System to the name on the application and issue a warning if they
  do not match.
Should support the following application evaluation functions:
  Allow the user to specify which statuses should block packaging
  Allow the user to specify which statuses should allow document
  tracking
  Allow the user to specify which statuses should generate a letter to
  the student.
  Allow the user to remove the block when the problem has been
  resolved.
  Allow the user to specify application editing and flag the record if
  any of the following conditions are met or present:
    Student owes a repayment to the institution.
    Student has a defaulted loan.
    Student has been terminated from financial aid the institution.
    Student is on financial aid probation at the institution.
    Student has not been admitted to the institution.
    Student does not meet ability to benefit criteria.
    Student's intended program of study is not eligible for financial
    aid.
    Student's program of study is not eligible for financial aid.
  Allow the user to block packaging if any of above conditions occur
  and generate a letter to the student if they meet any of the above
  conditions.
Should provide the ability to assign applications to specific financial
aid counselors based on the last names beginning with specified
letters.
Should capture National Student Loan Data System (NSLDS) data
from applications.
Should allow query of the National Student Loan Data System.
3.17 Calculating Eligibility
Must support the calculation of eligibility based on federal
methodology, including the following:
 Provide a means of calculating eligibility for Pell grants and other
 Title IV aid that meets the Department of Education specifications.
 Provide the means to perform all the Department of Education's
 edits and verification edits against the application information.
 Change the student's status each time a revised application for the
 student is received.
 Provide the ability to override federal edits on individuals.
 Provide the means to update the expected family contribution and
 transaction number each time a revision for the student is received.
 Provide reports that show the need calculation, student financial
 data, and status of the applications.

  Provide an on-line method of changing budget and enrollment status.
  Provide the ability to perform "What if" calculations without
  updating the results to the student's permanent record.
Should provide the following calculations functionality:
  Provide a means to produce an initial financial aid award package.
  Provide a means to produce acknowledgment letters to new
  financial aid applicants.
Flag records if the student is not eligible for Pell, other Title IV aid or
state need-based grants.
Provide the means to block further processing if the student is not
eligible and notify the student.
Assign the appropriate aid package based on the following:
  Student wants work-study.
  Student wants a student loan.
  Student wants a parent loan.
  Student needs day care.
  Student is enrolled a specified program.
3.18 Document Tracking
Must provide for assigning required documents to the student's
records, notifying the student, and updating the receipt of documents
including:
  Providing the means to specify document types.
  Providing fields to identify the status of a student's documents:
    Documents assigned
    Missing some required documents.
    All required documents received.
    Adding comments to individual documents.

 Tying documents to an academic year or student's permanent record.
 Providing the ability to set up standard sets of required documents
 to be assigned by student type.
 Providing the means to identify incomplete document files for the
 purposes of student notification and produce a letter to the student
 with explanatory text.
 Providing a means to track the sending and receipt of other student
 correspondence.
 Providing a means to disengage the tracking system for documents.
 Update the applied for admissions requirement from data in the
 student maintenance system.
 Should provide the following document tracking:
   Provide a means for students' inquiry through the world wide web
   on status of their documents.
   Provide the ability to scan electronic images of tracking
   documents.
   Provide for automatic notification when student file is complete.
   Provide capability to view scanned-in documents on request.
   Provide a means to indicate if a document has been electronically
   stored and automatically update recorded location and status.
Allow the user to specify the number of letter to be sent to
students.
Allow user to specify documents that are to be carried forward
from one year to the next.
Provide the means to mass track or mass delete one document
from a group of students.
Provide a historical tracking screen.

								
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