session c-03 teach grant operational and processing information part one - cod lisa dicarlo david...

Session C-03

TEACH Grant Operational and Processing Information

Part One - COD

Lisa DiCarloDavid Hebrank

U.S. Department of Education

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•TEACH Grant Processing and Reports

–ATS–Origination–Disbursement–Reconciliation

•What’s New for 2009-2010•Resources

Agenda

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TEACH Grant Basics

• TEACH Grant – Teacher Education Assistance for College and Higher Education

• TEACH Grant Program– Provides up to $4,000 per academic year– Institution has the option to participate in

the TEACH Grant Program– Students who plan on becoming teachers

and meet certain additional requirements– Requires repayment as Direct Unsubsidized

Loan if specified teaching requirement is not met

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•TEACH Grant Processing and Reports

–ATS–Origination–Disbursement–Reconciliation

•What’s New for 2009-2010•Resources

Agenda

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ATS

Disburse& Fund

Reconcile Originate

TEACH Grant Processing Cycle

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Agreement to Serve (ATS)

• TEACH Grant Agreement To Serve (ATS) – Explains the service obligation that must

be fulfilled, – Explains the circumstances that will result

in the TEACH Grant being converted to a Direct Unsubsidized Loan

– If the TEACH Grant is converted to a Direct Unsubsidized Loan, explains the terms and conditions associated with repaying the loan

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Agreement to Serve (ATS)• Only submitted electronically via the

Agreement To Serve Web site.• An ATS must be signed by the student

before disbursing a TEACH grant.– An ATS must be accepted on the COD

System in order to allow actual disbursements to be accepted on COD for associated grants.

• Same ATS may be used by multiple schools

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ATS Web Site Options

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www.teach-ats.ed.gov

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COD: Person Menu

• Person– ATS searches– View and update TEACH Grant

origination and disbursement data

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Person: ATS/Promissory Note Search

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Person: Pending/Unlinked

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Person: ATS with Linked Awards

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ATS LinkingAccepted? On the COD System Link? Response

If ATS is submitted

YesAccepted TEACH

AwardYes

ATS AcknowledgementATS Status Code = A

YesNo corresponding

TEACH AwardNo

ATS Acknowledgement

ATS Link Indicator = FATS Status Code = P

If TEACH Grant is

submitted

Yes Valid ATS YesAward Response

ATS Status Code = A

Yes No Valid ATS NoAward Response

ATS Status Code = R

No N/A NoAward Response

ATS Link Indicator = FATS Status Code = R

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TEACH Grant Initial and Subsequent Counseling•Students are required to complete Initial Counseling before submitting an ATS

•08-09 award year schools who choose to participate in TEACH Grant program must provide counseling to students

•Beginning with the 09-10 award year Initial and Subsequent Counseling will be completed via the ATS website

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ATS

Disburse& Fund

Reconcile Originate

TEACH Grant Processing Cycle

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Origination Processing Overview• School confirms eligibility, awards, and

disburses aid• School creates student record

– Common Record or COD Web site• School sends information to COD• COD processes/edits and returns

response• Error correction, when necessary

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Origination Processing

• An eligible Citizenship Status is required to originate a TEACH Grant award on COD.

• Schools submit records via batch or via the COD Web site– Must include person, award, and

anticipated disbursement information– The sum of the disbursements

(anticipated and/or actual) to the Award Amount

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Origination Processing

• TEACH Grant awards must be created with correct information– 21 character ID consisting of SSN, Award

type, Award year, first six of the OPE ID, and sequence number

– Xxxxx1234 H 09 012345 001• A school may originate more than one

TEACH Grant award for the same student within an award year

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Origination Processing• The Award amount for a single Award

cannot exceed $4,000• The cumulative award amount for all

TEACH Grant awards across all schools, across all grade levels, cannot exceed the maximum of $8000 for a single award year

• Student level code can span multiple award years

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Origination Processing• No POP (Potential Over-award) process for

TEACH Grants; disbursements will reject (similar to ACG, SMART and Direct Loan; not Pell)

• No automatic correction process for TEACH Grants; records will be rejected (similar to ACG, SMART and Direct Loan; not Pell)

• TEACH Grants that become loans will not apply to Direct Loan annual or aggregate loan limits

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TEACH Grant Edits

EditEdit Type

Block Description

160 R AwardDisbursement information is incomplete or rejected, TEACH award is not accepted

161 R AwardAttended School Entity ID is not TEACH eligible

162 R AwardSingle TEACH award is greater than $4000.00

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TEACH Grant Edits

EditEdit Type

Block Description

163 R AwardCumulative TEACH award amount is greater than $8000.00 in an award year

164 R AwardIncorrect Teacher Expert Indicator: Teacher Expert flag set to 'true' with a Grade Level < 6

165 RDisburse

ment

Funded disbursement submitted on a TEACH award without a linked, active ATS

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Person: TEACH Grant Information

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Person: TEACH Grant Information

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Person: Award Detail Information

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ATS

Disburse & Fund

Reconcile Originate

TEACH Grant Processing Cycle

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TEACH Grant Funding Basics

• Funding based on actual disbursements

• 7 day rule – Records submitted up to 7 days in

advance of disbursement date can trigger change in funding

• Cash Management Regulations– 30 day reporting requirement– 3 -Day cash rule– Monthly reconciliation

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Processing Disbursements

• Disbursement data–Anticipated vs. Actual–Disbursement date–Disbursement amount

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Person/Award: Disbursements

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Person/Award: Disbursement Detail

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Person/Award: Disbursement History

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Pending Disbursement Listing

• What –Pending disbursements for that period

• When – Weekly

• Where – SAIG or COD Web

• Why – Identify disbursements to be used in funding calculations

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ATS

Disburse& Fund

Reconcile Originate

TEACH Grant Processing Cycle

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TEACH Grant Reconciliation

• Monthly Reconciliation –Compare school records with the COD records to identify and resolve outstanding discrepancies

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COD: School Menu

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School: Cash Activity

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School: SAS Options

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COD Reporting Website

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Grants Newsbox

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Inactive Grants Report

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•TEACH Grant Processing and Reports

–ATS–Origination–Disbursement–Reconciliation/Closeout

•What’s New for 2009-2010•Resources

Agenda

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What’s new for 2009-2010:

• TEACH Grant Closeout Processing• Additional TEACH Grant School Reports

– TEACH Grant Rebuild – TEACH Grant MRR – Data Request– ATS Discharge

• TEACH Grant Initial and Subsequent Counseling

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TEACH Grant Closeout Defined

• A process that includes– reconciling all TEACH Grant cash and

actual disbursement information at a school to the information contained in COD

– identifying and resolving any outstanding issues

– bringing a school's official ending cash balance amounts to zero

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• The COD System will provide a closeout process for schools for the TEACH Grant Program– Award Year is closed once Latest Date to Accept

Common Record has passed– School should have zero balance on their Balance

Notification• Balance Notification

– Generated for schools that have TEACH Grant cash activity or Net Accepted and Post Disbursement (NAPD) for the award year

– For 08-09 Award Year sent in Spring 2009

TEACH Grant Closeout Processing

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Report Name SortFrequenc

y

Via SAIGFixed

Length

Via WebComma

Delimited

ATS Discharge Report

Discharge Date

Weekly X X

TEACH Grant Rebuild

-As

RequestedX

TEACH Grant MRR Report

-As

RequestedX

TEACH Grant School Reports

COD will produce the following new TEACH Grant school reports/files:

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• The ATS Web site will allow students to complete and submit Counseling for TEACH Grants

• Counseling for TEACH Grants will be award year specific

• The ATS Web site will require a student to successfully complete annual Counseling for a TEACH Grant prior to submitting an ATS for an award year

TEACH Grant Initial, Subsequent Counseling

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•TEACH Grant Processing and Reports

–ATS–Origination–Disbursement–Reconciliation/Closeout

•What’s New for 2009-2010•Resources

Agenda

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Locating TEACH Grant Information

http://IFAP.ed.gov

• Tools for Schools– COD CBT– EDExpress WBT

• Letters and Bulletins– TEACH Grant Bulletins

• Publications– COD technical reference

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TEACH Grant Assistance

• COD customer service–1.800.848.0978–CODSupport@acs-inc.com

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Related Conference Sessions

Session #C-03TEACH Grant Operational and Processing Information – Part Two - Servicing

Session #FF-12 COD Basics

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Contact Information

Lisa DiCarloDirector, Direct Loan Operations

lisa.dicarlo@ed.gov

(202) 377-3129

David HebrankManagement and Program Analyst

david.hebrank@ed.gov

(202) 377- 3148