Presenters:Chad Williams, Randolph Community CollegeJoey Trogdon, Randolph Community College

NCASFAA Spring 2008 Conference

Overview of R2T4 process using Datatel

Using Datatel to produce R2T4 audit records

Highlight recent NCCCS R2T4 discussions

Sharing of ideas

Official R2T4’s How are you identifying? Are you using the “Last Date of an Academically

Related Activity” or the date the student “Began the Official Withdrawal Process”?

Unofficial R2T4’s How are you identifying? Are you using the “Mid-Point” method or the

“Last Date of an Academically Related Activity”?

Official R2T4 process at RCC Each student must have a Financial Aid

staff member and VA Certifying Official signature on their drop form

All complete withdrawals are given to the Assistant Director (AD)

The AD then emails all of the students’ professors to obtain the last date of an academically related activity

Print screenshots of AIDE, ARAI, and STAC for student file

Input information on FAA Access website and print two copies R2T4 Worksheet (one for FA, one for Business Office)

Manually input information on ROFC mnemonic

Take copy of R2T4 Worksheet to Business Office so they can run FATR and FATP

Input information on personal Excel spreadsheet for record keeping (this information can also be reproduced by using ROFS and ROFD)

Once all grades are entered at the end of the semester, we run a query to capture the following information and identify students that may require a R2T4: ID Last Name First Name Last Attend Date Verified Grade ROF with Det Date Current Status Current Status Date

This report is also produced at the end of the year for audit records to demonstrate all R2T4’s (official and unofficial) have been reviewed and completed if necessary

Print screenshots of AIDE, ARAI, FGID, and STAC for student file Email professors for last date of academically related activity

for those who have a mixture of W’s and WF’s

Input information on FAA Access website and print two copies R2T4 Worksheet (one for FA, one for Business Office)

Manually input information on ROFC mnemonic

Take copy of R2T4 Worksheet to Business Office so they can run FATR and FATP

Input information on personal Excel spreadsheet for record keeping (this information can also be reproduced by using ROFS and ROFD)

FA Link/Bookstore Tax “Enrollment Status” on AIDE Accurate and timely information from

professors Creating a comprehensive R2T4 audit report

Virtual Fields Getting all drop forms for those who drop to

zero In the process of writing new query to capture all

official withdrawal statuses

The following slides are to inform you of recent discussions that have involved Financial Aid, Business Office, and NCCCS personnel. Please be aware that none of the points have been adopted; however, a draft is being produced that will be shared in the near future to hopefully ensure consistency and compliance throughout the NCCCS.

Institutions collecting/not collecting reimbursement for the institutional portion from students Institutions must send the Dept. of Ed. any

institutional portion calculated Institutions should request reimbursement from the

State Tuition Revenue Account Institutions must attempt to collect the tuition

portion of the institutional portion calculated in order to make the state whole

Collection for institutional reimbursement of the fees, books, and supplies portion (if calculated) is optional

Proration of institutional portion Should this be a Financial Aid or Business

Office process?

Student notification Who should be contacting the student?

Financial Aid should notify a student with a letter of notification when an amount is owed to the Dept. of Ed. along with the steps necessary to satisfy federal regulations

Business Office should notify a student with a letter of collection when there is a balance owed to the institution

You have heard from us, now let us hear from you!

Thank you for coming!- Chad Williams and Joey Trogdon