# Presentation: 481944

## Session #5

**Operational Update:****ACG and National SMART Grant**
- Sue O’Flaherty
- Kathleen Wicks

**Notes:**
11/6/07

## Session Agenda

- ACG, National SMART Grant History
- School, Student Eligibility Overview
- Funding
- Updates
- Operational Concerns
- Resources

**Session Agenda**

## ACG, National SMART Grant History

**ACG, National SMART Grant History**

## Program Similarities

| Student Eligibility |
| --- |
| U.S. Citizen Only –Eligible Non-Citizens Do Not Qualify |
| Pell Grant Recipient During Same Award Year |
| Full-time Enrollment for Payment Period |
| Enrolled in Degree Program |
| Progression by Student Academic Year |
| Only One Scheduled Award for Each Academic Year Level |

## Program Differences

| ACG | National SMARTGrant |
| --- | --- |
| 1st & 2nd academic years of a two or four-year degree program | 3rd & 4th academic years of a four-year degree program |
| Requires completion of rigorous secondary school program of study | Requires student to be in a eligible major |
| 1st  Academic Year -  $   7502nd Academic Year -  $1,300 | 3rd Academic Year - $4,000
4th Academic Year - $4,000 |
| GPA of at least 3.0 as of the end of 1st academic year only | GPA of at least 3.0 at each disbursement |

## ACG: Eligibility Reason Code

| ACG Reason Code | 2006-2007 | 2007-2008 |
| --- | --- | --- |
| 01: HS Programs | 119,306 (38.8%) | 38,327 (37.9%) |
| 02: AP/IB | 13,370 (4.4%) | 4,725 
(4.7%) |
| 03:Coursework | 174,509 (56.7%) | 58,030 (57.4%) |
| Totals | 307,545 | 101,082 |

## ACG:  Year in School

| Year in School | 2006-2007 | 2007-2008 |
| --- | --- | --- |
| 00 | 131,782 (42.8%) | 50,966 
(50.4%) |
| 01 | 102,341 (33.3%) | 26,431 
(26.1%) |
| 02 | 73,422 
(23.9%) | 23,685 
(23.4%) |
| Total | 307,545 | 101,082 |

## National SMART Statistics

| CIP | 2007 | 2008 |
| --- | --- | --- |
| 01 - Agriculture | 1,611 | 1,267 |
| 11 – Computer Science | 10,293 | 5,068 |
| 14 -Engineering | 13,600 | 8,965 |
| 15 -Technology | 3,104 | 1,735 |
| 16 – Foreign Language | 632 | 307 |
| 26 – Life Sciences | 22,782 | 14,434 |
| 27 - Mathematics | 4,334 | 2,517 |
| 29 – Military Technologies | 1 | 1 |
| 30 – Multi/Interdisciplinary | 1,753 | 920 |
| 40 – Physical Science | 6,201 | 3,991 |
| 41 – Science technologies | 134 | 90 |
| 03 – Natural Resources &
42 – Psychology | --- | 247 |

## National SMART: Year in School

| Year in school | 2006-2007 | 2007-2008 |
| --- | --- | --- |
| 03 | 28,281 (44.3%) | 7,338 
(42.6%) |
| 04 | 35,612 (55.7%) | 9,901 
(57.4%) |
| Total | 63,893 | 17,239 |

## Session Agenda

- ACG, National SMART Grant History
- Institution & Student Eligibility
- Funding
- Eligibility
- Updates
- Operational Issues
- Resources

**Session Agenda**

## Institutional Participation

- All schools that participate in Pell Grants and offer an eligible educational program must participate in ACG and National SMART Grants
- No new Program Participation Agreement (PPA)
- Must review self-identified applicants

## Institutional ParticipationReviewing Self-Identified Applicants

- A special flat file is sent to the schools containing ACG self-identification responses.
- Student Specific information is available using FAA Access.

**Institutional Participation****Reviewing Self-Identified Applicants**

## Institutional Eligibility

- For 2006-2007:
- Approximately 5400 schools participate in Pell
- 3350 Are eligible for ACG
- 2603 Have reported to COD

## Institutional Eligibility

- For 2006-2007
- 1944 are eligible for both ACG and National SMART
- 		-1348 Have reported to COD

## Institutional Eligibility

- Offers a 2 or 4 year degree program
- Program length in COD System
- 5,6,7,8 for ACG
- 6,7,8 for National SMART
- See *School Information*, “General” page at COD Web site (cod.ed.gov)

## Institutional Eligibility

- Based on school program information as reported in the *Application for Approval to Participate in Federal Student Financial Aid Programs* (See eligcert.ed.gov)
- COD Edit 48 “School is Ineligible” returned on student disbursement if school is ineligible
- No edit on student program length

## Student may not receive ACG or National SMART Grant concurrently from more than one school.
Student must receive ACG (or National SMART Grant) and Pell Grant from the same award year
For ACG:
HS graduation after 1/1/06 (ACG Level 1)
HS graduation after 1/1/05 (ACG Level 2)

- Student must receive ACG (or National SMART Grant) and Pell Grant from the same award year
- For ACG:
- HS graduation after 1/1/06 (ACG Level 1)
- HS graduation after 1/1/05 (ACG Level 2)

**Student Eligibility****Additional Criteria**

## Transfer Student Eligibility

- ACG/National SMART Programs require award information from previously attended schools to properly award transfer students.
- Calculation for eligibility used
- Where to obtain necessary information

## Determining Transfer EligibilityEligibility Used, Total Eligibility Used

- Award Year for Pell
- Academic Year Level for ACG
- 	and National SMART

**Determining Transfer Eligibility*****Eligibility Used, Total Eligibility Used***

## Determining Transfer EligibilityEligibility Used, Total Eligibility Used

-  **EU% = 100% × Sum of Actual Disbursements of Award ÷ Scheduled Award Amount***
**TEU% = Sum of all EU%’s at each applicable Academic Year Level** Across Award Years and Schools**
*** **Scheduled Award Amount is the maximum award amount by Academic Year Level and Award Year
**** **The COD System considers Academic Year Levels 0 and 1 to be the same when calculating TEU %

## Eligibility Used, Total Eligibility UsedExample 1

- A student in Academic Year Level 3 is awarded an 07-08 SMART grant for $3000, $1250 in actual disbursements.
**EU% **= 100% × ($1250 ÷ $4000) = **31.2500%**

| Grade Level | Award Year | Award Amount | Anticipated Disb Amount | Actual Disb Amount | Scheduled Award Amt | Eligibility Used |
| --- | --- | --- | --- | --- | --- | --- |
| 3 | 2008 | 3000 | 1000 | 1250 | 4000 | 31.2500% |
| Total Eligibility Used (Sum of all EU's) – Academic Year Level 3 |  |  |  |  |  | 31.2500% |

## Eligibility Used, Total Eligibility UsedExample 2

- A Student in Academic Year Level 4 is awarded an 07-08 SMART grant. However the student’s second disbursement would have caused his actual disbursements to exceed his award amount so the _disbursement_ *is rejected with Edit 137*.

| Award Number | Disb Number | Academic Year Level | Award Year | Award Amount | Actual Disb Amount | Scheduled Award Amt | Eligibility Used |
| --- | --- | --- | --- | --- | --- | --- | --- |
| 001 | 1 | 4 | 2008 | 4000 | 1050 | 4000 | 26.2500% |
| 001 | 2 | 4 | 2008 | 4000 | 3000 | 4000 | N/A |
| Total Eligibility Used (Sum of all EU's) – Academic Year Level 4  |  |  |  |  |  |  | 26.2500% |

- The student’s second disbursement would cause EU to equal
**EU% **= 100% × [($1050 + $3000) ÷ $4000] = **101.2500%**

**Notes:**
Since the disbursement would cause EU to exceed 100%, it is rejected.
The award and first disbursement is accepted by the COD system.

## Eligibility Used, Total Eligibility UsedExample 3

- A student has 4 ACG Awards for Academic Year Levels 1 and 2 in the 2007-2008 and 2008-2009 Award Years.
- Suppose the Scheduled Grant Amount for ACG is increased 50% from $750 to $1125 for Academic Year Level 1 and from $1300 to $1950 for Academic Year Level 2.

| Award | Attended School  | Academic Year Level | Award Year | Award Amount | Disbursement Amount | Scheduled Award Amt | Eligibility Used |
| --- | --- | --- | --- | --- | --- | --- | --- |
| 1 | A | 1 | 2008 | 500 | 125 | 750 | 16.6666% |
| 2 | A | 1 | 2009 | 1125 | 500 | 1125 | 44.4444% |
| 3 | B | 1 | 2008 | 200 | 200 | 750 | 26.6666% |
| 4 | B | 2 | 2009 | 1300 | 1250 | 1950 | 64.1025% |
| Total Eligibility Used (Sum of all EU's) – Academic Year Level 1 |  |  |  |  |  |  | 87.7776% |
| Total Eligibility Used (Sum of all EU's) – Academic Year Level 2 |  |  |  |  |  |  | 64.1025% |

**Notes:**
Notice: The sum of disbursements across all schools for Academic Year Level 1 is $825

Grade Level 1 TEU % = (16.6666% + 44.4444% + 26.6666%) = 87.7776%
Grade Level 2 TEU % = (64.1025%) = 64.1025%

## Determining Transfer Eligibility

- Now that you know the calculation..... Where can you obtain the information you need?
- ISIR
- COD to NSLDS
- COD

## Determining Transfer EligibilityISIR Record

- NSLDS Data Elements added/changed for ACG and National SMART Grant
- Scheduled Award
- % Eligibility Used by Scheduled Award
- Total % Eligibility Used by Academic Year Level
- Award Year
- “School Year” label changed to “Academic Year Level”

## Determining Transfer Eligibility – COD to NSLDS

- Award Year
- OPEID
- Transaction Number
- Award Amount
- Amount Paid to Date
- Date Posted to COD
- Academic Year Level
- Award ID

## Determining Transfer Eligibility – COD to NSLDS

- ACG Eligible Payment Reason Code
- ACG High School Program Code
- Major CIP Code
- Scheduled Award
- Percent Eligibility Used
- Total Eligibility Used

## Determining Transfer EligibilityNSLDS

**Determining Transfer Eligibility*****NSLDS***

**Notes:**
This is a screenshot of the existing AID screen.
Schedule Amount and % Scheduled Used will be added to the ACG and National SMART Histories.
It is likely that column positions will be similar to what currently exists for Pell to ensure consistency across the Grant programs.

## Transfer Student Monitoring

- NSLDS will monitor changes made by other institutions to ACG/National SMART Grants and alert the informing school.
- Monitoring is across award years
- Changes made to any one of the following will trigger an alert:
- Award Amount
- Amount Paid to date (Disbursement Amount)
- Latest Disbursement Date

## Transfer Student Monitoring

- The alert process continues to send schools an alert email notification and the alert data via Web only or Web and Batch.  Schools designate the alert method on the School Transfer Profile page setup.

## Determining Transfer EligibilityCOD Website

**Determining Transfer Eligibility*****COD Website***

**Notes:**
Talk.

## COD Web: Person Information Webpage

**Total Percent Eligibility Used (Across all Schools, Award Years)**

**Percent Eligibility Used**

**Scheduled Award Amount**

**Academic Year Level**

## Session Agenda

- ACG, National SMART Grant History
- School, Student Eligibility Overview
- Funding
- Updates
- Operational Concerns
- Resources

**Session Agenda**

## Funding: 2006-2007

***As of October 26, 2007***

**Funding: 2006-2007**

| ACG | $   242,075,172 |
| --- | --- |
| SMART | $   205,583,662 |

## Funding Authorization

- ACG & National SMART Grant
-  ***NO*** initial authorization
-  Funding driven by student disbursement records
- When to submit ACG & National SMART Grant records:
- 7 Days in advance of disbursement date
- 7 days before COD sends funding transaction to GAPS
- No Just-In-Time or Pushed Cash methods

## Reconciliation & Closeout

- For Award Year 2007-2008, Schools*** SHOULD ***be reconciled by September 30, 2008
- Must closeout within...
**Pell: **Five Years
**ACG, SMART: ***Four* Years

## Post-Deadline Processing

- For Award Year 2007-2008:
- Occurs After September 30, 2008
- Schools request on the Web
- Request only when you are ready to submit
- Granted only for unusual circumstances

## Underlying Pell Grant Requirement

- If student has an ACG or National SMART Grant and is not a Pell recipient, the student will lose the ACG/National SMART Grant
- A special deobligation job will be run beginning in Spring 2008

## Session Agenda

- ACG, National SMART Grant History
- School, Student Eligibility Overview
- Funding
- Updates
- Operational Concerns
- Resources

**Session Agenda**

## Operational Updates

- Rigorous Secondary Programs of Study, and Eligible Majors
**Beginning March 2008:**
- Eligibility Used, Total Eligibility Used for ACG, National SMART Grant
- Reports

**Operational Updates**

## New High School Program Codes: 2007-2008

| Program | State | Code |  |
| --- | --- | --- | --- |
| High Schools That Work Award of Educational Achievement | Kentucky | KY0003 |  |
| Minnesota Dual Credit Program | Minnesota | MN0002 |  |
| Missouri Show Me Scholars | Missouri | MO6001 |  |
| New Hampshire Granite State Scholars | New Hampshire | NH6001 |  |
| South Carolina Dual Enrollment Program | South Carolina | SC0004 |  |
| South Dakota Scholars  | South Dakota | SD6001 |  |
| Wyoming State Scholars  | Wyoming | WY6001 |  |

**Notes:**
Rig HS Program Codes Updated 7/6/07
These HSPCs are effective for 2007-2008

## New Eligible Majors: 2007-2008

| 01.1001 Food Science |
| --- |
| 01.1002 Food Technology and Processing |
| 03.0104 Environmental Science |
| 03.0301 Fishing and Fisheries Sciences and Management |
| 03.0502 Forest Sciences and Biology |
| 03.0509 Wood Science and Wood Products/Pulp and Paper Technology |
| 03.0601 Wildlife and Wildlands Science and Management |
| 30.1001 Biopsychology |
| 30.1901 Nutrition Sciences |
| 42.1101 Physiological Psychology/Psychobiology  |

## Eligibility Used, Total Eligibility Used

*Beginning March 2008, COD will calculate EU and TEU (for all award years).** *
- For ACG and National SMART Grant programs, COD will send, via daily outbound NSLDS file:
- Percent Eligibility Used at this School
- Total Percent of Eligibility Used
- Scheduled Award Amount

## Reporting Impacts

- Changes in field names and record lengths will impact the following reports for ACG & National SMART Grant:
- Multiple Reporting Records
- Year-To-Date (Origination)
- Year-To-Date (Disbursement)
- Field position details can be found in the 2008-2009 COD Technical Reference
- _[ http://www.ifap.ed.gov/cod/0809CODTechRef.html](http://www.ifap.ed.gov/cod/0809CODTechRef.html)_

## Session Agenda

- ACG, National SMART Grant History
- School, Student Eligibility Overview
- Funding
- Updates
- Operational Concerns
- Resources

**Session Agenda**

## Citizenship

- The inclusion of a Citizenship Status Code in the Person Block is optional
- If no Citizenship Status Code is provided in the Person Block, COD will pull the value from CPS
- Documentation
- Citizenship Status Code **must** be included if it differs from the value on CPS. For example, if school has accepted documentation that student is a U.S. Citizen AND the CPS contains a different code, school must report a code of “1” in the citizenship status field.

## Grade Level Edits

- Pulling Grade Level from FAFSA
- Must deliberately report grade level!

| Program | Grade Level |
| --- | --- |
| ACG | 0, 1, 2 |
| National SMART Grant | 3, 4 |

## Edit Statistics: 2006-2007: Both Programs

| Edit | Error Message | ACG Hits | SMART Hits |
| --- | --- | --- | --- |
| 014 | Citizenship Status is not eligible for this award | 8,513 | 3,638 |
| 041 | Changed Award Amount Is Less Than Total Disbursements | 1,690 | 1,487 |
| 048 | School is Ineligible | 5,172 | 1,457 |
| 051 | Disbursement Date With Payment Trigger Set to True Outside of Allowable Window | 3,111 | 486 |
| 123 | Incorrect Student Level for ACG/National SMART Grant Awards | 7,744 | 9,653 |
| 994 | Missing Value | 29,141 | 8,843 |
|  | Total Error Messages for Program for 2006-2007 | 1,445,855 | 382,274 |

*Data accurate as of  9/11/2007.*

## Edits 56, 58

**Preventable - for the most part!**

| Edit | Block | Message | Award Type Affected |
| --- | --- | --- | --- |
| 056 | Disbursement | Sequence Number Not In Sequential Order | All |
| 058 | Disbursement | Duplicate Disbursement Information On File | All |

## Edits 56, 58

## ACG Edit Statistics: 2006-2007

| Edit | Error Message | ACG Hits |
| --- | --- | --- |
| 127 | Missing Rigorous High School Program Code | 16,570 |
| 129 | Invalid Rigorous High School Program Code | 7,167 |
| 130 | Award Amount Exceeds Maximum Scheduled Award for ACG | 20,933 |
| 135 | Disbursement exceeds scheduled award for ACG at your school | 7,273 |
|  | Total Error Messages for Program for 2006-2007 | 1,445,855 |

*Data accurate as of  9/11/2007.*

## SMART Edit Statistics: 2006-2007

*Data accurate as of  9/11/2007.*

| Edit | Error Message | SMART Hits |
| --- | --- | --- |
| 131 | Incorrect CIP Value | 10,714 |
| 132 | Award Amount Exceeds Maximum Scheduled Award for National SMART grant | 5,187 |
| 137 | Disbursement exceeds scheduled award for National SMART grant at your school | 6,496 |
|  | Total Error Messages for Program for 2006-2007 | 382,274 |

## Edit StatisticsPOP Edits for 2006-2007

| Edit | Message | Hits |
| --- | --- | --- |
| 134 | Disbursement exceeds scheduled award at all schools for ACG during the same or multiple award years  | 1793 |
| 136 | Disbursement exceeds scheduled award at all schools for National SMART Grant during the same or multiple award years  | 136 |

## Award ID

| Field Name | SSN | Award Type | Award Year | Pell ID | Award Number |
| --- | --- | --- | --- | --- | --- |
| Example | 123456789 | A | 09 | 999999 | 001 |
| Valid Values | 9 digits | A for ACG
T for SMART | 2 digits | 6 digits | 3 digits |

**123456789A09999999001**

## Session Agenda

- ACG, National SMART Grant History
- School, Student Eligibility Overview
- Funding
- Updates
- Operational Concerns
- Resources

**Session Agenda**

## Resources

**Resources**

- COD Technical Reference_[http://www.ifap.ed.gov/cod/0809CODTechRef.html](http://www.ifap.ed.gov/cod/0809CODTechRef.html)__ _
- Webinars_[http://ifap.ed.gov/IFAPWebApp/currentCPresentationsYearPag.jsp?p1=Additional+FSA+Presentations&p2=c](http://ifap.ed.gov/IFAPWebApp/currentCPresentationsYearPag.jsp?p1=Additional+FSA+Presentations&p2=c)__ _
- COD Computer-Based Training*Now available!*

## Related COD Sessions

## Slide 58

## Contact Information

**Sue O’Flaherty**Senior Advisor, Program Operations Channel_[sue.o’flaherty@ed.gov](mailto:sue.o’flaherty@ed.gov)__(202) 377-3393_
**Kathleen Wicks**Director, Grant Operations_[kathleen.wicks@ed.gov](mailto:kathleen.wicks@ed.gov)__(202) 377-3110_