Financial Aid Processing Support
- Awarding Federal, State and University funds to qualifying students under the guidelines set by the Department of Education, the Commission for Higher Education and Indiana University
- Certification and audit of eligibility for federal and private loans
- Auditing eligibility for aid previously awarded when student status changes (receipt of additional assistance, change in enrollment status, academic program, class level, federal aid application (FAFSA) data changes impacting student basic aid eligibility or financial need)
- Assessing students’ academic eligibility for federal and state aid (measuring Satisfactory Academic Progress -SAP) and coding student records with assessment results
- Calculating the amount of federal aid earned for students who withdraw or stop attending all classes and returning unearned funds to the federal aid programs
- Adjusting aid and returning funds for students who register for classes and get a federal aid refund but then withdraw from all courses before the start of the term or never attend class
Student Information System (SIS) set up and support
- Annually establish student “Cost of Attendance” (COA) figures using an agreed upon methodology for estimating direct education expenses. These expenses include tuition and fees, books, room and board, transportation and personal expenses
- Configure the SIS to properly assign estimated costs to students based on their attributes including resident/non-resident, undergraduate/graduate, academic program, enrollment status as well as monitor for changes in status
- Establish and code rules for awarding financial assistance via batch processes in accordance with applicable regulations and policies
- Create, monitor and maintain batch programs for loading and sending/receiving files from external agencies. This includes state aid data, federal application records, federal loan and grant origination and disbursement records, student loan entrance and exit counseling confirmations.
- Design, test, implement and maintain SIS modifications to improve processing accuracy and ensure regulatory compliance. This includes automated generation of student notifications for missing information, aid awarded or adjusted, requirements for loan counseling, SIS pages, tables and batch processes to enable mass awarding and audit of state aid, batch processes to assess and flag students’ need for application verification or to address issues related to basic eligibility such as proof of citizenship, default status or reaching aid limits.
Enterprise Scholarship System – AcademicWorks
- Central administration of a shared, online vended system for awarding institutional scholarships
- Guidance and support for user transition from the legacy system (Compass)
- Onboarding for new users with fit-gap analysis and configuration recommendations
- Configuration option testing to achieve desired results, and testing for new features and enhancements as they are rolled out by the vendor
- Leadership for a system-wide user group for training, coordination and sharing best practices
- Security administration and user role assignments
- Aggregation and prioritization of IU requests to the vendor for desired enhancements
IU System External Reporting and Compliance
- Oversight for campus compliance with federal requirements for making certain student consumer information available, sending required notifications students, and monitoring related notifications to students and staff as dictated by the Higher Education Act as amended, FERPA, the Clery Act, the Violence Against Women Act, etc.
- Maintain student cost of assistance along with academic and financial aid statistical data in the Indiana College Cost Estimator to meet requirements for a Net Price Calculator
- Creation and maintenance of student disclosures (consumer information) and federal enrollment reporting for students enrolled in aid-eligible certificate programs (referred to as Gainful Employment programs)
- Annual preparation and submission for all campuses of the Federal Fiscal Operations Report and Application to Participate (FISAP) for all campuses. This is required to maintain eligibility to participate in federal aid programs.
- Fiscal oversight of budgets and expenditures for the federal Campus-Based Aid Programs.
- Drawdown and reconciliation of all state and federal aid funds
- Coordination with the State Board of Accounts and IU Internal Audit for annual A-133 audit of financial aid and any ad hoc audits