MOCC MCR #4 Recommended Definitions

August 26, 2004

Revised 3/2/05

Relevant Data Definitions for MCR #4

1. Common Message to Students to be Included with Initial Billing (Registration Statement – XRST) each term:

· All students are required to make payment in full, or make financial arrangements to pay for all charges for the term no later than mm/dd/yy or be subject to a late fee and cancellation of courses. If all your courses for the Fall XXXX term do not officially begin until after census date (xx/xx/xx) please call the Business Office for a deferment.

· The Board of Regents has approved a portion of the FY05 General Activity Fee increase to be used for TitleIV – Equity in Athletics.

· A student may receive additional messages that are unique to their Home University.

2. Cancellation

· A student’s enrollment will be cancelled by the Home University if the student has not attended class(es) during the term.

o Cancellation, by the Home University, will occur no earlier than 6:00 p.m. CT on the third day of classes.

o The Home University will complete student cancellations prior to census date, if possible, but no later than the census extract freeze date for the term.

o If a student’s course enrollment for a term consists of all courses that have a begin date after the census date of the term, the university will not cancel the student’s enrollment until the end of the add/drop period of the student’s course enrollments.

· The Home University will determine, in collaboration with the faculty, if the student did or did not attend class.

· The Home University will write their own queries to determine which students should be cancelled for non-payment or no arrangement to pay.

· When a student’s enrollment is cancelled, no tuition or fees are due to the Regental system.

· Students, who did not pay or make an arrangement to pay, and who did not attend class(es), should be cancelled by the census extract freeze date on Colleague by the Home University.

· When a student’s enrollment is cancelled, no entry will be made on the student’s academic transcript.

3. Withdrawn Status – Student Initiated

· The student has registered for at least one course and the student has initiated withdrawal from all state-support and self-support courses (in which the student was still enrolled) at all Regental universities within a specific term. This includes all courses in progress (not previously dropped) as well as those that have not yet begun.

· The date of the student initiated withdrawal is the date the student initiated the action.

· The comment Withdrew/ Date will appear on the student’s academic transcript.

· The student will owe the Regental system for tuition and fees assessed as of the date of the initiated withdrawal

1. Withdrawn Status (Administrative Withdrawal for Non Payment of Tuition and Fees, or Failure to Make an Arrangement to Pay)

· A student’s enrollment will be administratively withdrawn by the Home University if the student has attended class(es) during the term.

o Administrative Withdrawal, by the Home University, will occur no earlier than 6:00 p.m. CT on the third day of classes for the term.

o The Home University will complete administrative withdrawals prior to the end of the 19th day of class for the term.

· The Home University will determine, in collaboration with the faculty, if the student did or did not attend class.

· The Home University will write their own queries to determine which students should be administratively withdrawn for non-payment or no arrangement to pay.

· When a student’s enrollment is administratively withdrawn, the student will owe the Regental system for tuition and fees assessed as of the date of the administrative withdrawal. The date of the administrative withdrawal is the last date of academic activity determined by the institution in collaboration with the faculty.

· When a student’s enrollment is administratively withdrawn, the comment “Withdrew/Date” will be entered on ASTR and this comment will appear on the student’s academic transcript.

· The student, who did not pay charges in full (a student with an account balance due at the end of the 19th day) and did attend class(es) is:

o Administratively withdrawn by the Home University by the end of the 19th day of class,

o One or more of the four tracking restrictions below is entered indicating the “financial arrangement to pay” as determined by the Home University. A tracking restriction does not prevent registration or the receipt of a transcript ordered.

· Other guidelines for entering restrictions and for additional billing:

o The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full (i.e. when second disbursement if made).

o Charges incurred after the 19th day of class will be billed when they are incurred.

o Students who were billed prior to the 19th day of class with a due date after the 19th day of class should have a CDEF restriction entered with an end date that is the same as the due date given.

o If the student passes the end date of the 19th day restriction, and has not made payment in full, the student should be

· Administratively withdrawn

· Rebilled (if the university believes an extenuating circumstance still exists) and a new restriction entered giving the reason for an additional extension.

· A CAR restriction should also be entered. This restriction will hold registration and will deny a printed transcript.

· The four “Arrangement to Pay” restrictions are:

CDEF - Non Student Cntrl Defer Trkg

· Restriction is entered for (1) expected aid that is delayed due to federal mandates (30 day delayed Stafford Loans and single term dual disbursement requirements); (2) Non-standard enrollment dates and aid disbursement eligibility causing loan delayed disbursements dates (ie. SDSU accelerated Nursing).

· Restriction may be entered any time after the restriction is determined (may be entered beginning prior to the start of the term) but should be entered no later than the 19 day of class for the term on student accounts with a balance due.

· Restriction is entered by the Financial Aid Office via a batch process (with uniform begin and end dates and common comments*). For exceptions a one by one load to PERC is also acceptable.

· The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full (i.e. when second disbursement is made).

CDFA – FA Professnl Judgmnt Tracking

· Restriction is entered as a result of a professional judgment decision made by the Financial Aid Office (i.e legitimate reasons that preclude the student from making payment in full such as FAFSA application in process, federal verification, federal loans needing promissory note signatures, alternative loans in process, approved non-institutional scholarships not yet received, and other aid requiring non-campus approval such as BIA and JTPA.).

· Restriction may be entered any time after the restriction is determined (may be entered beginning prior to the start of the term) but should be entered no later than the 19th day of class for the term on student accounts with a balance due.

· A specific university-determined comment* should be entered that describes the “arrangement to pay”.

CPA – Bus Office Prof Jdgmnt Tracking CPA

· Restriction is entered as a result of a professional judgment decision made by the Business Office (i.e. agency approved sponsored billings and third party payments when authorizations have not been received such as Vocational Rehabilitation, Veterans Vocational Rehabilitation, WIA, ROTC, and other agency. Also entered for students for whom an employer or other approved entity pays tuition and fees.

· A specific university-determined comment* should be entered that describes the “arrangement to pay”.

CPAY – Payment Plan Tracking

· Restriction is entered to track students on payment plans.

· A common “third party payment” comment* should be entered.

*The standard procedure to enter comments is:

Insert blank lines, date and time stamp the first line and enter the

comment on the second line.

2. Late Payment Fee

· Will be assessed to all students still enrolled who did not make payment in full or who did not make an arrangement to pay.

· Will be assessed beginning the fourth day of classes for the term. This is a manual process; the assessment is entered at the time the student makes payment.

· A late payment charge will be assessed on all accounts with a balance due at the end of the third day of classes for the term:

- Account balance of $55 - $100 – a $30.00 late fee

- Account balance of $101 - $1,000 – a $50.00 late fee

- Account balance greater than $1,000 – a $100.00 late fee

· A $10.00 late fee may be assessed to balances of $0 to $54.

· If a student’s course enrollment for a term consists of all courses that have a begin date after the census date of the term, the university will not assess a late fee until the end of the add/drop period of the student’s course enrollment.

8. Use of ARAC (AR Accountholders) Miscellaneous Fields for Coding

· MISC 1 – not used by AR

· MISC 2 – will be used if a university requires confirmation and if that confirmation is recorded on Colleague. This field should not be used to indicate deferments of any type. (The SDA, in preparation for the term, creates the term specific code values to be used by the universities.)

· MISC 3 – not used by AR

· MISC 4 – Not used by AR

· MISC 5 – not used by AR

11. Last Date of Academic Activity (LDAA) Guidelines

Title IV verification guidelines state that a school is not required to take class attendance in order to demonstrate academic attendance. They permit the long-standing concept of using a last date of attendance at an academically related activity as a student’s withdrawal date (last date of academic activity). Examples of academically related activities are:

· Examination or quizzes

· Tutorials

· Computer-Assisted Instruction

· Academic advising or counseling

· Academic conferences

· Completing an academic assignment, paper or project

· Attending a school-assigned study group.

12. Reporting of Last Date of Academic Activity (LDAA) in collaboration with the Faculty

· Request verification of last date of academic activity in class (es) to enable administrators to make the decision to cancel a student’s enrollment or to administratively withdraw the student.

· Request faculty, at the discretion of the individual universities, to report the Last Date of Academic Activity (LDAA) for students who are given a DEF (Mid-term Deficiency) grade at mid-term to assist Financial Aid in the processing of Return to Title IV and for retention purposes.

· An enhancement to WebAdvisor will require the person that enters a final grade of F, U, or RU to also enter a last date of academic activity (LDAA) to assist financial aid in the processing of the Return to Title IV funds and for retention purposes.