# Presentation: 866670

## Session C-28

**Keeping Your School's Title IV Participation Current**:
*Everything you need to know about adding new programs and locations, and reporting critical information about your school*

## Presenters

- Douglas Laine
- Julie Arthur

## This Session will Cover:

**This Session will Cover:**

- What changes and updates need to be reported, and when to report
- Which changes and updates require FSA approval prior to disbursing Title IV aid
- How to report changes and updates using the E-App

## Eligibility Documents and References

**Eligibility ****Documents and References**

- Electronic Application for Approval to Participate in the Federal Student Financial Aid Programs (E-App)
- Program Participation Agreement (PPA)
- Eligibility and Certification Approval Report (ECAR)

## Eligibility Documents and References

- Code of Federal Regulations (CFR)
- 668.14 – PPA
- 600.10 – Extent of Eligibility
- 600.20 – Application Procedures
- 600.21 – Updating Information
- 600.31 – Change in Ownership
- 668.25 – Third-Party Servicer

## Reporting – Two Categories

- Report and wait for approval—must receive approval before disbursing aid
- Look for:
- Report and go—not required to wait for approval before disbursing aid
- Look for:

## Reporting - Locations

-  New Locations
-  Always must be reported
-  If 50% or more of an educational program is offered at that location
- Sometimes report and wait

## Report and Wait - Locations 

- Must wait for approval if institution
- Is provisionally certified
- Is on Cash Monitoring
- Acquires assets of another institution

## Report and Wait - Locations 

- Must wait for approval if institution
- Would be subject to loss of eligibility under 668.188 (default rates)
- Is notified by the Secretary that it must report and wait

## Reporting - Programs

- Must wait for approval for
- Short term programs
- Increased level of offering
- Nondegree programs beyond current approval

## Report and Wait - Programs

- Short-term programs (300–599 clock hours) must always be approved prior to disbursing Title IV aid (includes graduate short-term programs)
- Undergraduate short-term programs must have been provided continuously for at least 12 months and meet 70 percent completion and placement rate thresholds

## Report and Wait - Programs

- Increasing the level of offering
- Institution previously offered only AA or AS degrees, adds BA or BS degrees
- Institution previously offered one-year non-degree programs, now offers two-year non-degree programs

## Report and Wait - Programs

- Nondegree programs beyond current approval
- Program prepares students for gainful employment in dissimilar or unrelated  occupations as the currently approved programs

## Report and Go - Programs

- Institution may self-determine program eligibility if adding
- A degree program at level currently approved
- A Non degree program that prepares students for gainful employment in same or related recognized occupation as a currently approved program
- Report at recertification

## Report and Wait – Other Changes 

- Must report and wait if
- Institution changes its primary, institution-wide accrediting agency*, or state authorizing agency
- Change in structure
- Change in ownership
-   ****Note:**** the change must be approved, but prior to *
*	**the change, the institution must notify FSA in writing when it begins the process to change its accrediting agency, including the reason for the change*

## Report and Wait – Other Changes 

- Must report and wait if
- Adding new Title IV program
- Teach Program
- Campus-Based Programs
- FFEL
- Direct Loan

## Report and Go – Other Changes

- Report and go
- Certain changes must be reported within 10 days of the change
- Changes must have prior approval from state and accreditor, if applicable
- Materially complete application must be submitted

## Report and Go – Other Changes

- Institution’s and Location’s
- Name
- Address
- Phone
- Fax
- Internet addresses

## Report and Go – Other Changes

- Change in educational measurement (e.g. change from clock hours to credit hours, or semester credit hours to quarter credit hours)
- Decrease in level of offering (e.g., institution drops its graduate programs)

## Report and Go – Other Changes

- Change in a person’s ability to affect the actions of the institution including
- Changes in levels of ownership
- Change in officials
- President
- Fiscal Officer
- Financial Aid Administrator

## Report and Go – Other Changes

- Closure of a branch campus or additional location that the institution was required to report
- Governance of a public institution (e.g., change from county control to state control)
- Add/drop third-party servicer

## Report and Go – Other Changes

- Foreign gift reporting (HEA Sec. 117 and DCL GEN-04-11)—must report applicable gifts by January 31 or July 31, depending upon when gift received
- Voluntary withdrawal from some or all Title IV Programs

## How to Submit Changes

- Use E-App to submit changes and updates
- _[www.eligcert.ed.gov](http://www.eligcert.ed.gov/)__ _
- In Section A, Question 1, select “Update Information” box
- Select the specific updates from the pick list; if purpose doesn’t appear in list, select next box, “Other,” and type the purpose in space provided

## How to Submit Changes

- Complete the information for the appropriate questions and Section L of the E-App
- Mail the signature page (Section L) and the supporting documents listed in Section M to the address indicated

## Features of the E-App

- Pre-populated questions
- Help text

- Edit checks
- Status messages

-  Skip logic (automatically skips
-    “not applicable” questions)

## Slide 26

## ED + 8-digit

- OPE ID No.

- ED + 9-digit
- Taxpayer ID No.

## Adding Comments to E-App

- To provide additional information about the application, or data on the application, Use Section K, Question 69
*	**Note: Institutions use Question 69 to document eligibility criteria for participation in TEACH Grant Program (see DCL GEN 08-07)*

## Use this area to 

- Use this area to
- provide additional
- information or an
- explanation

## Go to the signature page

## Check that the president will sign 

- Check that the president will sign
- the app and print the page

- 09/26/2008

## Go to Section M

## Section M Identifies Required Supporting Documents 

**Click on **
**the Application **
**Submission **
**page link**

## If okay, click on the Submit Application button

- A message will indicate
-  if entries are still needed

- Receipt

**You must receive written approval from ED for your new location(s) before you**
** ****disburse Title IV funds to students at the new location(s)**

-        U.S. Department of Education
- School Eligibility Channel
- Integrated Partner Management Division
- 830 First Street, NE

- 09/26/2008  9:30 am Eastern Time

## Checking the Status of the Application

- Go to the E-App
- Click on “Application Status”

## Status

## FSA Response Sent via E-mail

- E-mail instructs institution to go to the PPA/ECAR page of the E-App web site to view Approval Letter (or Acknowledgement Letter)
- Institution prints and reviews copy of Approval Letter and ECAR
- E-mail also provides contact information for questions about the action

## You can access

**You can access**
**your PPA, ECAR &**
**Update Notice **
**from the web**

## Other Reasons to Submit E-App

**Other Reasons to Submit E-App**

- Initial Application
- Eligibility (Deferment) Only
- Certification
- Recertification
- Apply at least 90 days prior to expiration of PPA
- Reminder e-mail will be sent (keep e-mail addresses updated)

## Other Reasons to Submit E-App

- Change in Ownership
- Pre-acquisition review—45 days prior to date of purchase
- Materially complete application required within 10 days of purchase to prevent loss of eligibility

## Other Reasons to Submit E-App

**Other Reasons to Submit E-App**

- Merger
- Reinstatement
- Redesignation of main location

## School Participation Team Contacts

**New York/Boston team – **
**   ****(617) 289-0133 & (646) 428-3750**
- Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Puerto Rico, Rhode Island, Vermont, and the Virgin Islands
**Philadelphia team - (215) 656-6442**
- Delaware, the District of Columbia, Maryland, Pennsylvania, Virginia, and West Virginia

## School Participation Team Contacts

**Atlanta team - (404) 562-6315**
- Alabama, Florida, Georgia, Mississippi, North Carolina, and South Carolina
**Chicago team - (312) 730-1511**
- Illinois, Indiana, Minnesota, Ohio, and Wisconsin

## School Participation Team Contacts

**Dallas team - (214) 661-9490**
- Arkansas, Louisiana, New Mexico, Oklahoma, and Texas
**Kansas City team – (816) 268-0410**
- Iowa, Kansas, Kentucky, Missouri, Nebraska, and Tennessee

## School Participation Team Contacts

**Denver team - (303) 844-3677**
- Colorado, Michigan, Montana, North Dakota, South Dakota, Utah, and Wyoming
**San Francisco/Seattle team – **
**  ****(415) 486-5677 & (206) 615-2594**
- Arizona, Alaska, California, Hawaii, Idaho, Nevada, Oregon, Washington, American Samoa, Guam, Federated States of Micronesia, Palau, Marshall Islands, and Northern Marianas
**Foreign School team - (202) 377-3168**

- QUESTIONS?

## Contact Information

**Contact Information**

- We appreciate your feedback and comments.
- Our contact information:
- Douglas Laine	_[douglas.laine@ed.gov](mailto:douglas.laine@ed.gov)_
- Betty Coughlin _[betty.coughlin@ed.gov](mailto:betty.coughlin@ed.gov)_
- Julie Arthur      _[julie.arthur@ed.gov](mailto:julie.arthur@ed.gov)_
- For general questions, contact your School Participation Team