B08_SOW_Title_IV-Federal_Pell_Grant__HINU.pdf

Haskell Indian Nations University

Title IV Funds - Federal Pell Grant Processing

Statement of Work

Background

Haskell Indian Nations University is an eligible institution of higher education whose students may qualify for various forms of federal student financial assistance from the Department of Education.

Haskell will utilize specialized services to help with processing Title IV federal student financial assistance specifically the Federal Pell Grant.

The services provided will be to use the Haskell CAMS Financial Aid Module and Tools, Common

Origination and Disbursement (COD), EDConnect, set-up Haskell CAMS Financial Aid Prioritized

Packaging, import Institutional Student Information Record (ISIR) data, provide missing document letters, budget and package students’ financial assistance, award and authorize student financial assistance, export and import COD data, transferring of data within CAMS Financial Aid Module to the

Billing Module for Federal Pell disbursement, and assist the Haskell Finance with the Return to Title IV funds.

Objectives

The specialized services will provide an efficient processing system with the Haskell CAMS system to speed up the awarding of the Federal Pell Grant to eligible enrolled students.

Majority of the Haskell students will be receiving the Federal Pell Grant within the first couple of months of the semester pending all of the student’s documents are completed.

The specialized services will focus on training and development of financial aid processes with a emphasis on increasing efficiency and effectiveness of award disbursement.

Scope

Provide current staff with efficient procedures and training to increase productivity with the student information system.

Provide Federal Pell Grant funding to students early in the semester to better serve their educational studies with less worry about funding needs.

Tasks

Prioritized Packaging

Set-up the Haskell CAMS Prioritized Packaging function within the Financial Aid Module to better serve the student needs to expedite the processing of their Federal Pell Grant.

The set-up will be completed once but will be modified as the processing moves forward for correction to capture all the student data needing to be processed.

Governmental Satisfactory Academic Progress (SAP)

Set-up of the governmental satisfactory academic progress function to better serve the student needs to expedite the evaluation and processing of their Federal Pell Grant.

Import – ISIR’s

The ISIR’s contain processed student information reported on the Free Application for Federal Student

Aid (FAFSA), as well as key processing results and National Student Loan Data System (NSLDS) financial aid history information.

ISIR data will be downloaded from the EdConnect system and saved to the Haskell CAMS Server to the shared drive. The ISIR data will be imported through a secure VPN connection into the Haskell CAMS system.

ISIR’s will be imported into the Haskell CAMS system daily.

Missing Documents

Required Setup for missing documents includes identifying the areas of the FASFA that would require action on the part of the student or needs to be informative to the school. Other documents would indicate the student must provide additional documentation to the school or make corrections to their FAFSA before awards can be disbursed.

During processing, missing documents are automatically loaded to the student’s document tracking record during the ISIR import. The school will run a report to get a list of students and the missing documents for those students. If a student is missing any required documentation, the financial aid office can then send a missing document letter to the student.

Verification/Non-verification

The regulations that govern the verification of Title IV Federal student aid application information are set forth in 34 CFR Part 668 Subpart E (34 CFR 668.51-668.61). In accordance with these regulations, a school is required to complete verification of information submitted by an applicant on the Free

Application for Federal Student Aid (FAFSA) in connection with the calculation of the applicant's expected family contribution (EFC) for the Title IV Federal student aid programs if the applicant has been selected for verification.

For each Federal Pell Grant (Pell Grant) award disbursed to a student who was selected for verification, a school must report the student’s verification status to the Department of Education (the Department) via the Common Origination and Disbursement (COD) System.

Once all required documentation has been reviewed and accepted by the Financial Aid Office, the student’s file is then marked “verified” & “resolved” in CAMS. Report is run in CAMS to export the file to COD through EDConnect for origination.

Budget/Package

The budgeting process is selecting the appropriate budget within the current academic year for the student. Budgeting for each student that is enrolled based on the full-time, full academic year costs of attendance.

The process of awarding aid without exceeding the student’s financial need is traditionally called packaging. Packaging is a process that varies from school to school, depending on the types of scholarship and other aid available at the school, and the characteristics of the student population. Schools may have different packaging philosophies, but they generally try to find the best combination of aid to meet the financial need of the students they serve.

The student is packaged when all documents have been submitted by the student.

The automated packaging process includes an automated budget adjustment process and a subsequent award adjustment process if needed. These automated package adjustments will be ran on a daily basis.

Award/Authorize

This is a part of packaging. Students aren’t required to accept Pell grants.

Export/Import (Origination & Disbursement) – COD data set

The completed students’ record within Haskell CAMS system with a budget and has been packaged. A

COD origination data set will be exported from Haskell CAMS COD Export Tool. The COD origination data set will be imported into EdConnect.

COD origination response file from the imported data set will be downloaded from EdConnect and then imported in Haskell CAMS COD Import Tool. The students’ records that were originated will have their award status set to Originated.

The disbursement data set is now ready to process. Export the COD disbursement data set from the

Haskell CAMS COD Export Tool. The COD disbursement data set will be imported into EdConnect.

COD disbursement response file will be downloaded from EdConnect and then imported in Haskell

CAMS COD Import Tool. The students’ records that were originated will have their award status set to

Disbursed.

Origination and disbursement data sets will be processed daily.

Transfer to Billing Module – want to transfer the same day

All Federal Pell Grant student records that have been completed through the COD origination/disbursement portion will be transferred from the Haskell Financial Aid Module to the

Haskell Billing Module.

The transfer of the Federal Pell Grant batch from the Financial Aid Module to the Billing Module will better serve the Finance Office to be able to verify the names of those individual students who will receive the funding.

Return to Title IV (R2T4)

The Registrar will notify Financial Aid via email, the student’s last day of attendance along with the

Date of withdrawal determination. Financial Aid will process the Return to Title IV calculation on the

COD/Campus Based System, which a copy of the pdf will be housed on a shared drive, appropriate aid adjustments will be made in CAMS and then transferred from the Financial Aid Transfer Module to the

Billing Module.

Process the Return to Title IV on the Financial Aid Module side and then work with the Haskell Finance to develop and effective communication process between the Financial Aid and Finance to accurately post the transaction to the student’s record within Haskell CAMS batch.

Standard Operating Procedures

Develop a standard operating procedure that emphases on increased efficiency and effectiveness of award disbursement.

Tasks

3.1 Task Areas

Include specific titles of all tasks for required performance.

Task 4.1 Prioritized Packaging

Task 4.2 Governmental Satisfactory Academic Progress

Task 4.3 Import Data

Task 4.4 Missing Documents Identified

Task 4.5 Set-up Verification Export

Task 4.6 Set the Automated Budget/Package

Task 4.7 Export and import of COD data set

Task 4.8 Transfer to Billing Module

Task 4.9 Assist in the development of the Standard Operating Procedure

3.2 Project Milestones/Completion Dates (Estimates and as applicable)

Task

Number

Work

Milestones

Projected

Completion

Date

4.1 Set-up function 1 week after

award

Modify as processing moves forward. 1 or 2 months after award

4.2 Governmental Satisfactory Academic Progress 1 week after

award

4.3 Import Data Continuous

throughout award

4.4 Missing Documents Identified Continuous

throughout award

4.5 Set-up export to COD through EDConnect Continuous

throughout award

4.6 Set the parameters for the automation of the Budget/Package process

Continuous throughout award

4.7 Set up the Export and Import of COD data sets Continuous

throughout award

4.8 Billing Module 1 or 2 months

after award

4.9 Assist in the Standard Operating Procedure manual 6 months after award

4.1 Task 1 – Prioritized Packaging

Set-up Haskell CAMS Prioritized Packaging function within the Financial Aid Module. Modify function as processing moves forward.

4.2 Task 2 – Governmental Satisfactory Academic Progress

Set-up governmental satisfactory academic progress function.

4.3 Task 3 – Import Data

Import ISIR data from EDConnect system via a secured VPN connection into the Haskell CAMS

Server.

4.4 Task 4 – Missing Documents Identified

Identify the required Missing Documents.

4.5 Task 5 – Set-up Verification Export

Set-up export of verification file to COD through EDConnect

4.6 Task 6 – Set the Automated Budget/Package

Verify this process is operating as intended.

4.7 Task 7 – Export and import of COD data set

Set-up the data sets to export and import to and from COD through EDConnect.

4.8 Task 8 – Transfer to Billing Module

Show/train personnel how to transfer data from Financial Aid Module to Billing Module

4.9 Task 9 – Assist in the development of the Standard Operating Procedures.

Assist in the development of the operating procedures of the Financial Aid Module of CAMS

Deliverable Schedule

Deliverable Description Quantity/Media Date Completed

1 Set-up Priority Packaging as needed by the specifics of

Haskell’s needs.

1 week after award

2 Set-up Governmental Satisfactory

Academic progress

1 week after award

3 Budget/Packaging for students records

Processed weekly on

Tuesday

Continuous throughout award

4 COD processed – ISIR’s, verification, and origination and disbursement

Processed daily Continuous throughout award

5. Assist in the development of standard operating procedures – 1st draft

1st draft of SOP - End of the first semester after award

Continuous throughout award

6. Repeat as needed for full utilization of CAMS ____, EdConnect, COD and R2T4 processes

Year 1 with 1 option year

7. Assist in the development of standard operating procedures – 1st draft

1st draft of SOP - End of the first semester after award

Continuous throughout award

Security

The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive–12 (HSPD–12), Office of Management and Budget (OMB) guidance M–05–24, and Federal Information Processing Standards Publication (FIPS

PUB) Number 201.

Travel

No travel required.

Special Material Requirements

Not applicable

Other Unique Requirements

Not applicable

Place of Performance

The place of performance will be at the Contractor’s facility.

Period of Performance

The period of performance shall commence for one year from the date of the award, with one option year.