State Grant Program –Costs and Distance Education

Presented bySandy Schmelz and Carol Gill

Discussion Points for Today

Important Changes for 2012-13

Distance Education

Tuition and Fees Used in Need Analysis

Different Educational Costs

Distance Education

Emailed on July 3, 2012

Located in the Document Library within Alec (the School Portal) Main Menu/State Grant

Program/Memoranda

50% Classroom Instruction Monitoring

Regulation remains unchanged • Program of study must meet the 50%

classroom requirement

Student enrollment must be monitored by the school• Current: School’s choice: term by term,

academic year, or overall program• 2013-14: Term by term ONLY, but may begin

to use this in 2012-13

• Cannot split the academic yearEither apply the 2011-12 policy to 2012-13 OR apply the 2013-14 policy to the 2012-13 AY : Fall, Winter AND Spring

• May begin to use the new policy in Summer 2013 since Summer is viewed as a standalone term

50% Classroom Instruction Monitoring

Classroom Definition

Classroom defined as:• Current:

- Classroom means 100% classroom instruction for the course

- Hybrid courses counted as distance education credits

• 2013-14: - Traditional classroom instruction- Synchronous learning; must be real-time audio and visual, two way interaction- Hybrid courses meeting 50% classroom/synchronous definitions- MAY begin to use this in 2012-13

“Synchronous” Definition

• Does not include recorded video and post-lecture real-time ‘chat’ for State Grant purposes – teaching faculty member and the students are not achieving face-to-face instruction delivered in real-time through two-way audio-visual technology

Web-enhanced Courses

• These courses, by definition, are those where on-line activity complements class sessions without reducing the number of required class meetings/hours

• Many of these may use course management systems such as Blackboard

Things to Consider

Student population and DE patterns at your school

No grandfathering when 2013-14 is implemented, either in 2012-13 or in 2013-14

Blended/hybrid courses continue to be distance education credits until transition to 2013-14 requirements• Blended/hybrid courses must demonstrate that they

are at least 50% classroom/synchronous• Published in-classroom vs. online percentages

Published Course Percentage Breakouts

• Hybrid/blended courses– Must provide breakdown to students in

time for them to use in making course scheduling choices for the term

– Must be available for 2013-14 AY– Compliance/Program Reviews will include

this documentation• If unable to comply, then these should be

counted as on-line credits

50% Classroom Instruction - ExamplesExample 1: Full-time, enrolled 6 classroom, 6 online.

Student is eligible for a full-time State Grant

Example 2: Full-time, enrolled 6 classroom, 9 online.

Student is not eligible for a State Grant – not 50% classroom

Example 3: Full-time, enrolled 3 classroom, 9 online.

Student not eligible for a State Grant – not 50% classroom

Example 4: Part-time, enrolled 3 classroom, 3 online.

Student is eligible for a part-time State Grant

50% Classroom Instruction - Examples

Other DE Factoids

Must use either the current, 2011-12 rules for 2012-13 or transition to 2013-14 rules. Cannot blend the two for 2012-13.

Transfer students – you do not have to account for credits completed during terms prior to attendance at your institution.

Other DE Factoids (cont.)

• Two school enrollment – you must account for credits taken at the other institution(s) during the same term when the student is receiving State Grant aid even if the student is paying for these other classes on his own.

• ADA requirements unchanged

ADA Accommodation

Schools report students who will not meet 50% classroom requirement• Use FG5Y or certification transmission

Students have 30 days to provide ADA documentation AND form• Do not return if not ADA-eligible

Schools should NOT credit until after 30-day period

Must reapply annually

Reporting – NO CHANGE (same method as 2011-12 and Summer 2012)

Program Structure: Report ‘DE’ Program under Course of Study

Student Enrollment: Report <50% Classroom

2012-13 Reported School Costs

• Carried forward Summer 2011 educational costs into Summer 2012 and 2011-12 AY into 2012-13 AY for ALL schools

• Done to ensure ability to project State Grant expenditures prior to 2012-13 budget passage

• Summer 2012 and 2012-13 data have been stored as baseline data for Summer 2013 and 2013-14 AY

FG4B – School Cost Information

FG4B I 2012;A;00999900;01;011999 GRANT PROGRAM OF STUDY DISPLAY

OE CODE 00999900 01 APPLICATION YEAR 2012-13PHEAA CODE 011999 ACAD YEAR ELIGIBILITY UPDATE 04/29/2012PHEAA UNIV OF PA LAST USER PH05806 LAST UPDATED 04/29/2012 ACADEMIC SCHED SEMESTER

NIGHT ELIGIBILITY Y TOTAL COURSE HOURS ____COST VERIFICATION V VERIFIED TOTAL TERMS __TERM BEGIN DATE FALL 08 31 2012 WINTER __ __ ____ SPRING 01 19 2013CHANGE RELEASE N BLOCK WEB UPDATES Y COSTS ARE FOR 2012-13

TUITION AMOUNT $ 5572INSTITUTIONAL FEES $ 1810OUT OF STATE TOTAL $ _____ROOM AMOUNT $ 4366 N ACTBOARD AMOUNT $ 3148 N ACTNIGHT CLASS TUITION $ 5572NIGHT CLASS FEES $ 1810NONSPONSORING COSTS $ _____

2012-13 costs reported in April 2012 are saved! Those costs are baseline data for 2013-14 and may be viewed under that year.

Different Educational Costs

Look at actual costs (tuition/fees) for a specific term

If more than 25% lower than costs being used for 2012-13 (2011-12 reported costs), then must withhold crediting and report reduced costs unless:– Student’s annualized costs are still above the 2012-13

cost cap of $32,000

Report via FG11C or spreadsheet sent securely

Different Educational Costs

• Report on a term by term basis

• May not report higher costs for 2012-13 and Summer 2013

• Must report costs more than 25% lower than those used for initial need calculation

Other

• Housing and gift aid

• Transmissions

• School partner interface

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Questions???

Please contact us:

By phone at 1-800-443-0646, Option 3, Option 1

OR

By email at sghelp@pheaa.org

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