BEST PRACTICES

What Forms Should a Student’s Financial Aid File Contain?

New Student

Enrollment Info (spell out the name of the career major, don’t just use acronyms or abbreviations)

Original Start Date and expected completion date

If giving prior credit, SAP from previous school

ISIR

New Student (Cont.)

Verification forms (if selected for verification)

Results of verification (Accurate, Within Tolerance)

Documentation if using Professional Judgment

Calculation of Pell amount (comparison of hours and weeks)

COA Student Budget

New Student (Cont.)

Award LetterSAP (grades, pace of

progress) at end of each Pell payment period

Copies of SAP Warning Letter or Probation Letter to student (depending on your policy)

Attendance (for disbursement purposes: to prove student has completed all hours in previous payment period)

New Student (Cont.)

Written authorization from student if you allow student to charge books, supplies, tools, uniforms, etc. to their Title IV aid.

Proof that you notified student of date and place to pick up Title IV refund (i.e. Federal Pell Grant check) or notification of date it was deposited into student’s account

Notification of Funds received from outside sources (agencies, tribes, etc.)

New Student (Cont.)

Copies of completed forms sent to agencies or tribes

Student Loan Deferment Forms sent to lenders

Copy of Financial Aid Shopping Sheet (if student receives VA educational benefits)

Copies of approved Leave of Absence requests (if policy allows for LOA)

Return of Title IV Funds calculation if student withdrew.

Returning Student

In addition to above:Previous hours in same career major

Original start date, start date for current academic year, and expected completion date

SAP if previously in career major (even if it was in high school)

Optional

Calendar for that career majorCopies (signed by student) of

Pell check, date-stamped so we know when they picked up Pell check (this is really the responsibility of the bursar, but I keep a copy in the student’s file in case I need to know when a student received a check).

Origination and Disbursement Record (printed from EDExpress)

2013-2014 FINANCIAL AID FILE CHECK LIST

Name: SSN: EFC ___________________ Enrollment Status: FT HT-AM HT-PM CY E-1 Date: ________________ PY E-1 Date: ________________ Program: _____________________ Hrs/Wks___________ Hrs/Wks Completed: _________ Hrs/Wks Rem: ________

DOCUMENT

RECD

COMMENTS

ISIR ___ Tran # ___ with original FAFSA ___

Revised ISIR Tran # ____ ____ ____

Special Circumstances: Income Adjustment ___ D/O ___

Verification Worksheet ___ Tax Transcript ___ Group ____________

EOC Adult Information Form (copy)

HS Diploma ___ HS Trans ___ GED ___

Financial Aid History from NSLDS (on front of ISIR)

Calculation Worksheet

Calendar

Student Budget/COA

Pell Disbursement Schedule

Student Rights & Responsibilities

Student Handbook Acknowledgment

Award Letter ___

Pell Origination Record ___ Pell Disbursement Record ___

Entry in Excel Payment Records ___

Warrant for Payment Period # ___

Progress Report for Payment Period # ___

Warrant for Payment Period # ___

Progress Report for Payment Period #___

Attendance Appeal Form

Approved Leave of Absence (copy)

Financial Aid Warning Letter ____ Appeal Form ____ Probation ____

Adult Student Information Update Form (copy) ____ ____ ____

R2T4 Calculation: EOC $________ Student $________

45-Day Period End Date ___________

R2T4: Student Notice ___ R2T4 Referral to ED: Student ___ ED ___

Miscellaneous

Miscellaneous

Campus: Regular Calendar 2013-2014 Career Major: Total Hours: Wks:

Student: EFC: FT or HT

Verification: Yes Date Completed:

1 2 3 4 5 Tuition: Books and Supplies:

Notes: 10 month: (I) (D)

Total Cost of Attendance/Budget: $

0 1 101 201 301 401 501 601 701 801 901 ## 1101 ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##

0 100 200 300 400 500 600 700 800 900 ## ## 1200 ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##

## ## ## ## ## ## ## ## ## ## ## ## 4495 ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##

Hours Weeks

Hours Weeks

Hours Weeks

/ / to / / $

/ / to / / $

/ / to / / $

/ / to / / $

$

Notes:x / = $

x / = $

13th Year Scholarship:

BIA:x / = $ Employee Waiver:

OHLAP:x / = $ ORO:

OTAG:

Otha Grimes

Outside Scholarship x / = $ SWODA-WIA:

TANF (WF 2000):x / = $ VOC-REHAB:

PN - Physician's MPSA CM Hrs 900 Hrs Acad Yr.

900 Hrs Acad Yr.CM Hrs

3rd Payment Period Calculation

2nd Payment Period Calculation

SA

26 Wks Acad Yr.SA

SA

Hours in Pymt Per.

Total for the 13-14 school year: Hours Award Amount

Date Pd. Ck#

SA

CM Wks

CM Wks

900 Hrs Acad Yr.

26 Wks Acad Yr.

CM Hrs

Hours in Pymt Per.

CM Wks

1st Payment Period Calculation

26 Wks Acad Yr.SA

Ck#

Pell Disbursement Periods

Hours in Pymt Per.

Ck#Date Pd.

Hours in Pymt Per.

Additional Funding Sources

Previously Completed in this Career Major:

Dependant (D) or Independent (I)

26

PN Tri $8,516 (I) $4,021 (D)

Enter D or I

$17,037

2013-2014 Budget: Standard Cost of Attendance

Left to Complete:

No

Scheduled Maximum Award:

Date Pd.

13-14 Academic Year Definition:

Total Hours:

900

$8,037

2013-2014 Schedule

Ck#Date Pd.

FINANCIAL AID DISBURSEMENT/ STUDENT COSTS RECORD

2013-2014

Students Name ____________________________________________ Enrollment Status:____ Career Major __________________________________ Date: ________ Disbursement:__ Payment Period: _____________________ Hours____________________ Disbursement Amount: $________________________

Student Costs: Career Major Tuition Due: $________________________ Books/Supplies/Class Fees: $________________________ Less Payments Made: $________________________ TOTAL COSTS: $________________________ REMAINING STUDENT OBLIGATION: $_______________ BALANCE PAYABLE TO STUDENT: $_______________ BALANCE DUE TO WTC: $_______________

I agree that the above cost information is true and correct. Furthermore, I assign the amounts itemized above for my career major to Western Technology Center from my Pell Grant. I accept the balance as a cash disbursement to be used for other educational cost not listed here.

I FURTHER UNDERSTAND THAT IF I DROP BEFORE COMPLETING MY

CAREER MAJOR I MAY OWE MONEY TO THE U.S. DEPARTMENT OF EDUCATION AND/OR WESTERN TECHNOLOGY CENTER. I ALSO UNDERSTAND THAT IF I DO NOT MAINTAIN 90% ATTENDANCE, MAKE A GRADE OF “C” OR ABOVE AND PROGRESS AT A RATE THAT WILL ALLOW ME TO COMPLETE MY CAREER MAJOR WITHIN THE MAXIMUM TIME FRAME I MAY NOT QUALIFY FOR MY DISBURSEMENT. _____________________________________________ ___________________ Student’s Signature Date Receipt # ________ Cash Balance Check # _________ Issued By _________ Date __________

WESTERN TECHNOLOGY CENTER

Release & Understanding Form NAME:_______________________________________PROGRAM:___________________________

I authorize Western Technology Center, or its authorized agent, to release information or records (e.g. attendance, satisfactory progress, transcript, student statement of account) to any state, tribal, federal or other sponsoring agencies. ___________________________________________________________________________________ Student Signature Date I authorize Western Technology Center to deduct my tuition, fees, and any expenses related to my program from any monies I receive from scholarship, federal funds, state funds, etc. before I receive any funds. ___________________________________________________________________________________ Student Signature Date I understand I must maintain satisfactory academic progress to remain eligible for federal money. Satisfactory progress means (1)maintaining a C average, (2)progressing at a pace which will allow for on-time completion of the career major curriculum in the stated hours allowed for the career major, and (3)attending 90% of the clock hours in my approved, designated career major. If I am issued a warning for grade, attendance or pace of progression reasons and do not reestablish eligibility, I may be responsible for paying my tuition cost and risk losing financial aid. I understand that I have a maximum time frame of 110% of the clock hours to complete my career major. SAP policy is available on the web-site for further examination. ___________________________________________________________________________________ Student Signature Date I understand if I withdraw from school ahead of schedule I will be responsible for any unpaid tuition and any funds that I owe or that have to be returned to the U.S. Department of Education on my behalf as a result of the Return to Title IV calculation worksheet. ___________________________________________________________________________________ . Student Signature Date It is the policy of Western Technology Center to provide equal opportunities without regard to race, creed, color, national origin, sex/gender, age, qualified handicap or disabled or veteran status in its education programs and activities. This includes, but is not limited to, admission, educational services, financial aid, and employment.

Gordon Cooper Technology Center One John C. Bruton Blvd.

Shawnee, OK 74804 (405) 273-7493

FINANCIAL AID EVALUATION SHEET

AWARD YEAR: 2014-2015

STUDENT: ___________________________________________SS#______________ CAREER MAJOR: ____________________________________ HOURS: ________ STATUS: ________________________ ORIG ENTRY DATE: _________________ 1415 ENTRY DATE: __________________ EXP COMPLETION: _____________ PAST AID: ________________________________________________________________________________________________________________________________________________________________________________________________________________________ IN DEFAULT? __________ OWES GRANT AID? __________ ________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Total PP1 PP2 PP3 PP4 Disbursement Dates Pell Grant OTAG FWS Other Aid Total Aid Start Date End Date Hours

Gordon Cooper Technology Center One John C Bruton Blvd.

Shawnee, OK 74851 405-273-7493

2014-2015

STUDENT: EFC: PROGRAM:

VERIFICATION CODE:

DATEE:

STATUS:

COST OF ATTENDANCE: TUITION & FEES 9 MO COL BOOKS TOTAL

In District/Without Dependent/With Parents $1600 $7351 $700 $9651

In District/All Others $1600 $15578 $700 $17878

In District/With Child Care $1600 $16578 $700 $18878

Out of District/Without Dependent/With Parents $3200 $7351 $700 $11251

Out of District/All Others $3200 $15578 $700 $19478

Out of District/With Child Care $3200 $16578 $700 $20478

Academic Year: 900 Clock Hours, 26 Weeks

Hours Expected: Scheduled Award:

Hrs X SA = Wks X SA = 900 Hours 26 Weeks

Payment Periods Total To GCTC To Student

($ )T

($ )F

($ )B/T

to hours $ ($ )U ($ )

($ )T

($ )F

($ )B/T

to hours $ ($ )U ($ )

($ )T

($ )F

($ )B/T

to hours $ ($ )U ($ )

Financial Aid Progress Sheet

Student’s Name: ___________________________________________________________

Career Major: ___________________________________________________________

As of ____________ (which is the end of this student’s Pell payment period), is this student:

1) Making a cumulative grade of “C” or above? _____Yes _____No

2) Progressing at a pace which will ensure the student completes with 150% of the normal timeframe (by _______________________)? _____Yes _____No

3) Has this student completed all the curriculum associated with the hours completed (______ clock hours)? _____ Yes _____ No

* * * * * * * * * * * * *

Instructors: Please check Yes or No for both questions, sign & date below. Return to Lynell Armstrong.

______________________________ __________ Instructor’s Signature Date DO NOT GIVE THIS FORM TO STUDENT