Activity 11: Teach Grant

Regulations: Eligibility Determination Procedure
[686.11](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf);
Counseling Procedure
[686.32](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf);
Fiscal Control and Accounting Procedure
[686.36](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)

Review Section:

-   Eligibility Determination Procedures

-   Counseling Students

-   Fiscal Control and Accounting

Good Practices:

To assist you with the completion of this Policy and Procedure, we
recommend that you consider\
the following:

-   Consider developing the Policies and Procedures in a manual or an
    electronic format with a table of contents for easy reference.

-   Develop a schedule to test, review and update your manual.

-   Establish a team that incorporates all appropriate offices to assist
    in the review and writing of the procedure.

-   Complete Fiscal Management Assessment.

Instructions for completing this activity: We recommend that you refer
to your current policies and procedures to determine if your institution
meets the requirements listed above in the Review Section and set forth
in the Federal Regulations. Please review the appropriate sections in
the Code of Federal Regulations (the link is provided for you), and the
activity below, to determine if your institution is currently meeting
those requirements. Use the activity as a chart and checklist to assist
you with evaluating and/or developing your policies and procedures.
Remember, you are required\
to have policies and procedures and are responsible to follow the
procedures you develop.\
An auditor or program reviewer can cite your school for not having
polices and procedures and\
not following them.

+-----------------------------------------------------------------------+
| **Reminder**:                                                         |
|                                                                       |
| It is important to have your policy and procedures in writing. It is  |
| equally important however, to ensure that the process is being        |
| followed. We recommend that you test your policy and procedures by    |
| completing the recommended assessment(s) outlined in the Design       |
| Process for Policies and Procedures. Also, remember to train your     |
| staff on the procedures you develop or revise.                        |
+-----------------------------------------------------------------------+

Management Enhancement:

If you determine that an area requires improvement, it is recommended
(not required) that you consider completing a Management Enhancement
Form. This will help you track what needs to be included who is
responsible to make sure the policy and/or procedure is updated and
identifies an anticipated completion date. [Management Enhancement
Form](http://ifap.ed.gov/qamodule/MgtEnhancementWk.html).

**Topic:** Eligibility Determination Procedures

Regulation:
[686.11](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)

Develop procedures to address to determine eligibility for TEACH Grant
applicants at the institution.

Use the chart below for guidance. You may want to include a copy of the
completed chart with your procedures.

+-----------------------------------------------------------------------+
| **TEACH Grant Eligibility Procedures**                                |
|                                                                       |
| **Undergraduate, post-baccalaureate, and graduate students**          |
|                                                                       |
| > Recipients must complete application for TEACH Grant                |
| >                                                                     |
| > Recipients must sign an agreement to serve                          |
| > [686.12](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)  |
| >                                                                     |
| > Recipients must be enrolled in TEACH Grant eligible program         |
| >                                                                     |
| > Recipients must complete coursework and other requirements          |
| > necessary to begin a career in teaching or plan to complete such    |
| > coursework and requirements prior to graduating                     |
| >                                                                     |
| > If the recipient is enrolled in a credit hour program without terms |
| > or a clock-hour program, he/she must complete the payment period as |
| > defined in                                                          |
| > [668.4](http://frwebgate.acce                                       |
| ss.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=668&SECTION=4&TYPE=TEXT) |
| > for which he or she has been paid a grant                           |
| >                                                                     |
| > Recipients must maintain a cumulative GPA of at least 3.25 on a 4.0 |
| > scale, or the numeric equivalent, based on courses taken at the     |
| > institution through the most recently completed payment period      |
|                                                                       |
| **GPA (For incoming recipients)**                                     |
|                                                                       |
| > Recipients who are in the first year of an undergraduate education  |
| > must have a final cumulative secondary school grade point average   |
| > (GPA) upon graduation of at least 3.25 on a 4.0 scale, or the       |
| > numeric equivalent; **or**                                          |
| >                                                                     |
| > A cumulative GPA of at least 3.25 on a 4.0 scale, or the numeric    |
| > equivalent, based on courses taken at the institution through the   |
| > most recently completed payment period                              |
| >                                                                     |
| > Recipients that are beyond the first year of an undergraduate       |
| > education must have a cumulative undergraduate GPA of at least 3.25 |
| > on a 4.0 scale, or the numeric equivalent, through the most         |
| > recently completed payment period                                   |
| >                                                                     |
| > Recipients who are graduate students during the first payment       |
| > period must have a cumulative GPA of at least 3.25 on a 4.0 scale,  |
| > or the numeric equivalent                                           |
| >                                                                     |
| > Recipients who are graduate students beyond the first payment       |
| > period must have a cumulative GPA of at least 3.25 on a 4.0 scale,  |
| > or the numeric equivalent, through the most recently completed      |
| > payment period; **or**                                              |
| >                                                                     |
| > A score above the 75^th^ percentile of scores achieved by all       |
| > students taking the test during the period the student took the     |
| > test on at least one of the batteries from a nationally-normed      |
| > standardized undergraduate, graduate, or post-baccalaureate         |
| > admissions test (may not include a placement test)                  |
|                                                                       |
| **Documentation of Secondary school GPA**                             |
|                                                                       |
| The institution's procedures include a process to document a          |
| student's secondary school GPA using                                  |
|                                                                       |
| Documentation provided directly to the institution by the cognizant   |
| authority or                                                          |
|                                                                       |
| Documentation from the cognizant authority provided by the student    |
|                                                                       |
| **Current or former teachers or retirees**                            |
|                                                                       |
| The institution awards TEACH Grants to current teachers or retirees   |
| who apply for a grant to obtain a master's degree or to students that |
| are or were teachers pursuing certification through a high-quality    |
| alternative certification route                                       |
|                                                                       |
| The current or former teachers or retirees are enrolled in a TEACH    |
| Grant eligible program during the period required for the completion  |
| of a master's degree                                                  |
|                                                                       |
| The current or former teachers or retirees are required to sign       |
| agreement to serve                                                    |
| [686.12](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)    |
+-----------------------------------------------------------------------+
| **TEACH Grant Eligibility Procedures (continued)**                    |
|                                                                       |
| **Transfer Students**                                                 |
|                                                                       |
| > If a recipient transfers to the institution from another            |
| > institution, and does not qualify for TEACH Grant based on scoring  |
| > in the 75^th^ percentile on at least one of the batteries from a    |
| > nationally-normed standardized undergraduate, graduate, or          |
| > post-baccalaureate admissions test, the institution uses one of the |
| > following methods that coincides with their academic policy         |
| >                                                                     |
| > If the institution does not incorporate grades from coursework that |
| > it accepts on transfer into the student's GPA the institution must  |
| > calculate the recipient's GPA for the first payment period of       |
| > enrollment using the grades earned by the student in the coursework |
| > from any prior postsecondary that it accepts **and**                |
| >                                                                     |
| > The institution must, for all subsequent payment periods, apply its |
| > academic policy and not incorporate the grades from the coursework  |
| > that it accepts on transfer into the GPA **or**                     |
| >                                                                     |
| > If the institution incorporates grades from the coursework that it  |
| > accepts on transfer into the student's GPA, it must use the grades  |
| > assigned to the coursework accepted by the institution as the       |
| > student's cumulative GPA to determine eligibility for the first     |
| > payment period of enrollment and all subsequent payment periods in  |
| > accordance with its academic policy                                 |
|                                                                       |
| **Agreement to serve**                                                |
|                                                                       |
| Your institution's procedures must include a requirement that         |
| students that meet the eligibility requirements for TEACH Grant       |
| outlined above sign an agreement to serve provided by the Secretary   |
+-----------------------------------------------------------------------+

**Topic:** Counseling Procedure

Regulation:
[686.32](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)

Develop procedures to provide initial and exit counseling to recipients
of TEACH Grant. Use the information below to assist.

Initial Counseling
[686.32(a)](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf).\
Required information:

  --------------------------------------------------------------------- ---------------- ------------------
  Initial Counseling                                                    Located In       Offices Involved

  **Initial Counseling:** The initial counseling must be conducted with                       
  each TEACH Grant recipient prior to making the first disbursement of                   
  the grant. The initial counseling must be in person, by audiovisual                    
  presentation or interactive electronic means.                                          

  Procedures to ensure staff member with expertise in the Title IV                            
  programs to be reasonably available shortly after the counseling to                    
  answer questions.                                                                      

  Include procedures to ensure borrowers enrolled in correspondence                           
  programs or study abroad programs are provided with written                            
  counseling materials before the grant is disbursed.                                    

  The initial counseling must explain the terms and conditions of the                         
  TEACH Grant agreement to serve                                                         
  [686.12](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf).                    

  Initial Counseling (continued)                                        Located In       Offices Involved

  Ensure that students are provided with information about how to                             
  identify low income schools and documented high need fields.                           

  Inform students that in order for the teaching to count towards the                         
  service obligation, the high-need field in which the student has                       
  prepared to teach must be one of the six high-need fields listed in                    
  [686.2](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf) or                   
  a high-need field listed in the Nationwide List at the time and for                    
  the State in which the grant recipient begins teaching in that field.                  

  Inform the grant recipient of the opportunity to request a suspension                       
  of the eight-year period for completion of the agreement to serve and                  
  the conditions under which a suspension may be granted in accordance                   
  with                                                                                   
  [686.41](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf).                    

  Explain to the student that conditions, such as conviction of a                             
  felony, could preclude the student from completing the service                         
  obligation.                                                                            

  Emphasize to the student that if he/she fails or refuses to complete                        
  the service obligation contained in the agreement to serve or any                      
  other condition of the agreement to serve, the TEACH Grant must be                     
  repaid as a Federal Direct Unsubsidized Loan and the TEACH Grant                       
  recipient will be obligated to repay the full amount of each grant                     
  and the accrued interest from each disbursement date.                                  

  Explain the circumstances, as described in                                                  
  [686.43](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf),                    
  under which a TEACH Grant will be converted to a Federal Direct                        
  Unsubsidized Loan.                                                                     

  Emphasize that, once a TEACH Grant is converted to a Federal Direct                         
  Unsubsidized Loan, it cannot be reconverted to a grant.                                

  Review for the grant recipient information on the availability of the                       
  Department's Student Loan Ombudsman's office.                                          

  Describe the likely consequences of loan default, including adverse                         
  credit reports, garnishment of wages, Federal offset, and litigation.                  

  Inform the student of sample monthly repayment amounts based on a                           
  range of student loan indebtedness.                                                    

  Provide subsequent counseling to students who receive more than one                         
  TEACH Grant. This counseling must occur prior to the first                             
  disbursement of each subsequent TEACH Grant award and must include                     
  the elements for initial counseling provided above.                                    

  Documentation of counseling is maintained in the student's file.                            
  --------------------------------------------------------------------- ---------------- ------------------

Exit Counseling
[668.32(c)](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf).

Required information:

  --------------------------------------------------------------------- -------------------- --------------------
  Exit Counseling                                                       Located In           Offices Involved

  **Exit Counseling:** The exit counseling must be conducted with each                            
  TEACH Grant recipient before he or she ceases to attend the                                
  institution at a time determined by the institution. The exit                              
  counseling must be in person, by audiovisual presentation or                               
  interactive electronic means.                                                              

  Procedures to ensure staff member with expertise in the Title IV                                
  programs to be reasonably available shortly after the counseling to                        
  answer questions.                                                                          

  Include procedures to ensure borrowers enrolled in correspondence                               
  programs or study abroad programs are provided with written                                
  counseling materials within 30 days after he or she completes the                          
  TEACH Grant-eligible program.                                                              

  Within 30 days of learning that a grant recipient has withdrawn from                            
  the institution without the institution's knowledge, or from a TEACH                       
  Grant-eligible program, or failed to complete exit counseling as                           
  required, exit counseling must be provided either in person, through                       
  interactive electronic means, or by mailing written counseling                             
  materials to the grant recipient's last known address.                                     

  Inform the grant recipient of the four-year service obligation that                             
  must be completed within the first eight calendar years after                              
  completing a TEACH Grant-eligible program in accordance with                               
  [686.12](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf).                        

  Inform the grant recipient of the opportunity to request a suspension                           
  of the eight-year period for completion of the service obligation and                      
  the conditions under which a suspension may be granted in accordance                       
  with                                                                                       
  [686.41](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)                         

  Provide the grant recipient with information about how to identify                              
  low-income schools and documented high-need fields.                                        

  Inform the grant recipient that, in order for the teaching to count                             
  towards the recipient's service obligation, the high-need field in                         
  which the student has prepared to teach must be one of the six                             
  high-need fields listed in                                                                 
  [686.2](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf) or                       
  a high-need field listed in the Nationwide List at the time and for                        
  the State in which the grant recipient begins teaching in that field.                      
  --------------------------------------------------------------------- -------------------- --------------------

  --------------------------------------------------------------------- -------------------- --------------------
  Exit Counseling (cont.)                                               Located In           Offices Involved

  Explain that the grant recipient will be required to submit to the                              
  Secretary each year written documentation of his or her status as a                        
  highly-qualified teacher in a high-need field at a low-income school                       
  or of his or her intent to complete the four-year service obligation                       
  until the date that the service obligation has been met or the date                        
  that the grant becomes a Federal Direct Unsubsidized Loan, whichever                       
  occurs first.                                                                              

  Explain the circumstances, as described in                                                      
  [686.43](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf),                        
  under which a TEACH Grant will be converted to a Federal Direct                            
  Unsubsidized Loan.                                                                         

  Emphasize that, once a TEACH Grant is converted to a Federal Direct                             
  Unsubsidized Loan, it cannot be reconverted to a grant.                                    

  Inform the grant recipient of the average anticipated monthly                                   
  repayment amount based on a range of student loan indebtedness if the                      
  TEACH Grant converts to a Federal Direct Unsubsidized Loan.                                

  Review for the grant recipient available repayment options if the                               
  TEACH Grant converts to a Federal Direct Unsubsidized Loan, including                      
  the standard repayment, extended repayment, graduated repayment,                           
  income-contingent and income-based repayment plans, and loan                               
  consolidation.                                                                             

  Suggest debt-management strategies to the grant recipient that would                            
  facilitate repayment if the TEACH Grant converts to a Federal Direct                       
  Unsubsidized Loan.                                                                         

  Explain to the grant recipient how to contact the Secretary.                                    

  Describe the likely consequences of loan default, including adverse                             
  credit reports, garnishment of wages, Federal offset, and litigation.                      

  Review for the grant recipient the conditions under which he or she                             
  may defer or forbear repayment, obtain a full or partial discharge,                        
  or receive teacher loan forgiveness if the TEACH Grant converts to a                       
  Federal Direct Unsubsidized Loan.                                                          

  Review for the grant recipient information on the availability of the                           
  Department's Student Loan Ombudsman's office.                                              
  --------------------------------------------------------------------- -------------------- --------------------

  ------------------------------ -------------------- --------------------
  Exit Counseling (cont.)        Located In           Offices Involved

  Inform the grant recipient of                            
  the availability of Title IV                        
  loan information in the                             
  National Student Loan Data                          
  System (NSLDS).                                     

  If exit counseling is                                    
  conducted through interactive                       
  electronic means, reasonable                        
  steps are taken to ensure that                      
  each recipient receives the                         
  counseling materials and                            
  participates in and completes                       
  the exit counseling                                 

  Documentation of counseling is                           
  maintained in the student's                         
  file.                                               
  ------------------------------ -------------------- --------------------

**Topic:** Fiscal Control and Funds Accounting Procedure

Regulation:
[686.36](http://ifap.ed.gov/fregisters/attachments/FR06232008.pdf)

Procedures that outline and follow provisions for maintaining general
fiscal records as outlined in\
[34 CFR
668.24(b)](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=668&SECTION=24&TYPE=TEXT)
and [34 CFR
668.164](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=34&PART=668&SECTION=164&TYPE=TEXT).

As a good practice, your procedures should include the process used for
TEACH Grant Reconciliation.

![](media/image1.png){width="0.6111111111111112in"
height="0.6111111111111112in"}

This form is helpful to ensure that monthly reconciliation is part of
your policies and procedures.

Month of:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

  ------------- ----------- ----------- ------------- ----------- -----------
  Financial Aid                         Business                  
  Office                                Office                    
  Records                               Records                   

  Distributed   Adjusted    Net         Distributed   Adjusted    Net
                            Expending                             Expending

                                                                  

                                                                  

                                                                  

                                                                  

                                                                  

                                                                  

  Totals:                                                         

                                                                  
  ------------- ----------- ----------- ------------- ----------- -----------

  ------------- ----------- ----------- ------------- ----------- -----------
  G5                                    COD                       

  Distributed   Adjusted    Net         Distributed   Adjusted    Net
                            Expending                             Expending

                                                                  

                                                                  

                                                                  

                                                                  

                                                                  

                                                                  

  Totals:                                                         

                                                                  
  ------------- ----------- ----------- ------------- ----------- -----------

Explanation of differences in amounts reported by Financial Aid Office,
Business Office, G5 or COD.