Implementing BOG Waivers as Exemptions

Bob HughesApplications Support

ManagerNorth Orange County CCD

About the Presenter

• Higher Education Experience – 17 years• Whittier College • Cal Poly Pomona• North Orange County Community College District

• Fullerton College, Cypress College, School of Cont. Ed.

• Banner Experience – 14 years• Programming for Financial Aid (Whittier,

Cal Poly Pomona) – 10 years• MBA CSU Fullerton

About NOCCCD

North Orange County Community College District Enrollment (Fall 2010 headcount)• Fullerton College (22,354)• Cypress College (15,963)• SCE (16,613)

• 2009-10 BOG Waivers: 20,292

What you will learn today

• How NOCCCD used to award BOG Waivers (as an award)

• How we do it now (as an exemption)• Why we made the change• Step through the setup process• Lessons learned

A Brief History

• Banner was implemented in 2001• Pre-2005: BOG waivers were processed

manually. Award posted manually on RPAAWRD when completed paper app received.

• Spring 2005 – on-line application developed• Spring 2006 – e-signature, batch posting

awards, requirements• See our presentation –

http://www.3cbg.org/conferences/2006/

The Old Way

Student completes on-line BOG application

Data is posted to ROAUSDF; eligibility is

determined

Batch posting process (RORBPST) run twice daily, posts awards,

requirements

Nightly disbursement runs, pays enrollment

fees

Nightly process adjusts parking fee

Run Reconciliation Reports

Online App (1)

Online App (2)

Online App (3)

Online App (4)

Online App (5)

Data stored in ROAUSDF

Batch post of Award, Docs

Population Selection

Fund Code Setup

Award Screen

Problems with awards

• Fees not waived (offset) until disbursement occurs• Student pays “to be safe”, triggering large

number of refunds• Student doesn’t pay (expecting BOG),

resulting in large unpaid A/R balances• Student sees a BOG “award”, expects

refund• Phone calls to Financial Aid• Tedious Reconciliation

Need to improve collections

2010

2008

$550,000 $600,000 $650,000 $700,000 $750,000

Receivables

Receivables

19% increase in 2 years

The New Way

Student completes on-line BOG application

Data is posted to ROAUSDF; eligibility is

determined

Trigger inserts data into SVASFND

Payment Process (SVASFND) is triggered; any future registration fees immediately offset

Nightly process adjusts parking fee

Future plan – use a partial exemption to offset parking; eliminate the nightly adjustment

NOCCD Gavilan

Thank you to • Dave Phillips• Nick Yray

CCCConfer Session Archive Available: 4/15/10 “BOG waivers as Exemptions with Gavilan College”

Setup Steps

• District Division Code Validation (GTVDICD)• College Code Validation (STVCOLL)• BOG Waiver Year Validation (SVVBGYR)• BOG Waiver Terms Definition (SVABTRM)• Exemption Authorization (TSAEXPT)• Fund Management (RFRMGMT)• BOGW Eligibility Type Validation

(SVVELIG)• BOGW Payment Options Maintenance

(SVAPYMT)

Setup Steps (Cont.)

• BOG Income by Household Size (SVAINCR)

• BOG Waiver Required Documentation (SVAREQD)

• Residence Code Validation (STVRESD)• BOG Waiver Marital Status (SVVBMTL)• Term Control Form (SOATERM)

GTVDICD

STVCOLL

SVVBGYR

SVABTRM

TSAEXPT

TSAEXPT (Cont.)

TSAEXPT (Cont.)

RFRMGMT

RFRMGMT (Cont.)

RFRMGMT (Cont.)

SVVELIG

SVAPYMT

SVAPYMT (Cont.)

SVAPYMT (Cont.)

SVAINCR

SVAREQD

STVRESD

AB 131

SVVBMTL

SOATERM

Setup is Done!

Before you go live:• Differences between BOG A, B, C• Which ones require documentation?• How will you notify re: documentation

req’d?• Parent signature for BOG B Dependent?• Retroactive BOG Waivers• Reversing BOG waivers

The BOGW Funding Form

The Result!

Populating SVASFND

• Manually (BOG A, BOG B)• Via SVPISIR (BOG B-ISIR, BOG C) –

Batch ISIR Process C3SC• Use a population selection identifying

all recently loaded ISIR records

• Manual is out of the question for us – we created an “on-insert” trigger on ROBUSDF

After Insert – Payment Process

• The BOG W payment process can either be called on a single student (via the options drop-down on SVASFND) or in Batch (via SVPPYMT)

• sv_state_aid_appl_bp.p_bogw_payment_process is the name of the API

• We automatically call this after each insert for BOG W eligible students

Documentation Req’d

Documentation Req’d

• Discovered defect – documentation check box does not prevent payment

• We added logic in our trigger to bypass the payment process if documentation is required

• Also bypass BOG B for dependent students (even though BOG B is ‘unchecked’ on SVAREQD)

Lessons Learned #1

• BOG W awarded after fees assessed or student becomes ineligible• Apply Credits manually via TSASPAY

• Who has access? Typically a Bursar’s form

• Financial aid staff used to running ROAIMMP

• Run TSRCBIL (Student Billing Statement) in APPLY/CRED mode

• We added TSRCBIL to the nightly jobs

TSASPAY

Lessons Learned #2

• Information Change on Application• Past practice was to delete the

ROAUSDF record and have the student re-apply

• This leaves inaccurate information in SVASFND

• We developed another trigger to remove the SVASFND record when the ROAUSDF record is removed (as long as BOG was not paid)

Lessons Learned #3

• Documentation Required – no linkage to RRAAREQ

• Created Argos report “BOG Docs Required”; staff create targeted announcements and e-mails (via Luminis) informing students of requirements

Lessons Learned #4

Reversing Exemptions• Old process – cancel award,

ROAIMMP to back out disbursement• New process

• Eligibility override – “Not Eligible” on SVASFND

• Cancel award on RPAAWRD• Enter a ‘D’ next to student’s

exemption on TSAEXPP• Enter TSASPAY to immediately

reverse offsetsWork closely with Bursars for TSAEXPP updates

TSAEXPP

Lessons Learned #5

• Cashiering sessions not closing

• Bursars were unfamiliar with exemptions; we’ve never used them before

• Setting up the Exemptions to auto close & finalize resolved the issue

TTVSRCE

Lessons Learned #6

• Exemptions are included in the Resource amount, reducing need

• Award posted also reduces need• Result – lack of eligibility for other aid

(Pell, loans, etc.)

• We’re still handling this on a case-by-case basis

RPAAWRD

Lessons Learned Summary

1. BOGW awarded after fees assessed2. Information change on application3. Documentation required4. Reversing exemptions5. Cashier sessions not closing6. Exemptions reduce need

Summary

• How NOCCCD used to award BOG Waivers (as an award)

• How we do it now (as an exemption)• Why we made the change• Step through the setup process• Lessons learned

Questions?

Bob Hughesrhughes@nocccd.edu