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Flagler Technical Institute Policies & Procedures Manual

Federal Student Aid

One Corporate Drive, Suite 1B Palm Coast, FL 32137 Telephone: (386) 447-4345 Fax: (386) 447-4347 Fti.flaglerschools.com Financial Aid Dept.: Business Office: 3rd Party Service: Admissions: Administration:

David Skinner, Financial Aid Program Manager, Ext. 1815 Sue McManus, Financial Services, Ext 1811 Daria Troina, Bookkeeper, Ext. 1840 Weber & Associates Rebecca Bower, Ext. 1845 Ronee King, FTI Coordinator

R


Name of Institution: Flagler Technical Institute OPE ID: 04158300

Mission The mission of Flagler Technical Institute / Adult & Community Education is to provide programs and services that enable residents of Flagler County to be educationally prepared, economically self-sufficient, physically fit, culturally enriched and civic-minded. Vision The Flagler Technical Institute / Adult & Community Education will employ resources effectively and efficiently to provide educational experiences that increase workforce preparedness and improve the quality of life for residents of Flagler County.

Accreditation Flagler Technical Institute is accredited by the following organization:

COUNCIL ON OCCUPATIONAL EDUCATION 7840 Roswell Road Building 300, Suite 325 Atlanta, Georgia 30350 (770) 396-3898 or (800) 917-2081 FAX: (770) 396-3790 www.council.org

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Table of Contents Page No. Institutional Overview

2

Statement of Purpose Operating Policies

4 4

Calendar of Activities

5

Section I:

Institutional Eligibility Requirements

6

Section II:

Administrative Capability Administrative Organization

6 6

Section III:

Administration of Federal Student Aid General Title IV Eligibility Requirements Admissions Policy Processing SAR Student Budgets Cost of Attendance Direct Costs Academic Year Formula 4 Packaging and Awarding Financial Aid Disbursement Outside Resources Verification Student Secondary Confirmation Resolving Conflicting Information Professional Judgment Over Awards Over Payments Withdrawals Refund Policy Repeated Classes Return of Title IV Funds SAP Policy Leave of Absence Audits Fraud

9 9 9 14 14 14 15 15 15 16 17 17 17 18 18 18 19 20 20 21 21 21 22 24 25 25

Section IV:

General Information 25 Records / Confidentiality (FERPA) / Release 25 Consumer Information 26 Financial Aid Reference Documents 27 Flagler County Schools- Electronic Systems Use Agreement 27

Appendix:

Pell Procedures Flow Chart Document Tracking Letter Award Letter Professional Judgment Form Refund Policy E-CAR Program Participation Agreement E-App

30

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STATEMENT OF PURPOSE The purpose of this document is to record policies and procedures surrounding the delivery of financial aid at Flagler Technical Institute (FTI). This Manual is intended to •  Provide the financial aid and business office staff with current policies and procedures surrounding federal, state and institutional programs. •  Provides  each  staff  member  with  the  general  responsibilities  of  the  total  staff  and  the  office’s   relationship to other departments/divisions of the school. •  Provide each staff member with general office procedures ensuring that similar situations would be handled consistently. •  Provide quick reference to various programs, problems, forms, rules and regulations. •  Provide a clear understanding of policy, authority and responsibility in matters relating to operational practices. •  Provide orientation and training materials for new personnel. The Financial Aid Office and Business Office at FTI operates within federal and state guidelines and other standards of individual aid programs. OPERATING POLICIES The following operating policies are designed to assure that the Financial Aid Office is effective in carrying out its responsibilities:  

      

All students must apply for financial assistance by submitting a Free Application for Federal Financial Aid (FAFSA) on-line to the US Department of Education and appropriate forms to the FTI Financial Aid Office. www.FAFSA.ed.gov All funds awarded to FTI students shall be administered through the Financial Aid Office. When funds or awards for students are received from outside sources, i.e., Florida Division of Vocational Rehabilitation (VR), General Scholarships, private and individual scholarships, that information must be submitted by the awarding department or organization to the Financial Aid Office for processing. The Financial Aid Office and Business Office shall maintain adequate records and follow the  District’s  cash  management  procedures  to  ensure  that  proper  administrations of aid funds are followed. This includes ensuring that aid given is not in excess of need and/or the cost of attendance, and that aggregate awards do not exceed total expenditures of funds under each program. Selection of students to receive financial aid will be made without regard to age, sex, race, color, religion, sexual orientation, national origin, disability or marital status. FTI Administration and the Flagler County School District will ensure that there are an adequate number of qualified persons to administer the financial aid programs. FTI Administration and the Flagler County School District will ensure that there are adequate checks and balances in place. The financial aid office will follow the established Satisfactory Academic Progress policy. The financial aid office and business office will follow the established policy on how to resolve conflicting data. The financial aid office and business office will follow the established policy on fiscal and financial statement reporting procedures. Financial aid counseling will be provided to every FTI student who is in need of this service.

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Many of these policies will be discussed in further detail later in this document.

Calendar of Activities 2013-2014 School Year JUNE=

10 3 14

First Day- Term 1 Financial Aid deadline for Term 1 Drop / Add deadline- Term 1

AUGUST =

9 19 12 7 23

End date- Term 1 First day of Term 2 Financial Aid deadline for Term 2 IPEDS registration opens Drop / Add deadline-Term 2

SEPTEMBER =

4

IPEDS collection opens for Fall Survey

OCTOBER =

18 22 16 14 30

End date- Term 2 First Day- Term 3 IPEDS collection closed for Fall Survey Keyholders Financial Aid deadline for Term 3 IPEDS collection closed for Fall Survey Coordinators.

DECEMBER =

11 11

IPEDS collection opens for Winter Survey IPEDS collection opens for Spring Survey

JANUARY =

13 15 21 28

Financial Aid Deadline for Term 4 End date- Term 3 First day of Term 4 Drop / Add date for Term 4

FEBRUARY =

12

IPEDS collection closed for Winter Survey Keyholders IPEDS collection closed for Winter Survey Coordinators

NOVEMBER =

26 MARCH =

21 24 24-28

End date- Term 4 Financial Aid deadline for Term 5 Spring Break

APRIL =

1 8 9

First day of Term 5 Drop / Add date for Term 5 IPEDS collection closed for Spring Survey Keyholders IPEDS collection closed for Spring Survey Coordinators

23 JUNE =

5

Last day of Term 5

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I.

INSTITUTUTIONAL ELIGIBILITY REQUIREMENTS

Flagler Technical Institute is accredited by the Council on Occupational Education and has submitted the required documentation to the U.S Department of Education. FTI has been approved to participate in the Federal Pell Grant Program. A copy of the Eligibility and Certification Approval Report (ECAR), the Program Participation Agreement (PPA), AND Electronic Application for Approval to Participate (E-APP) are attached in the Addendum. FTI also participates in the state-funded Florida Student Assistance Grant (FSAG), as well as Florida Prepaid  College  Plan,  Veteran’s  benefits,  and  several  scholarship  programs.

II.

ADMINISTRATIVE CAPABILITY

ADMINISTRATIVE ORGANIZATION OF THE FINANCIAL AID AND BUSINESS OFFICES FTI Administration recognizes that there must be separation of duties to correctly oversee the administration  of  financial  aid  and  has  outlined  what  each  office’s  primary  responsibility  should  be.   Director’s Office The ultimate responsibility for Financial Aid Office programs resides with the FTI Director. FTI Financial Aid policy, administrative authority and audit responsibility will be delegated to the FTI Coordinator. The  Director’s  responsibility  with  regard  to  FSA  is  to  ensure  that  the  Institute:      

Meets the financial standards for administrating the FSA program and nonfederal financial aid Has an adequate number of qualified staff to administer FSA programs Has a procedure to ensure that FSA funds for new programs are not disbursed until a program is approved Has established clear lines of responsibility among pertinent offices Provides a drug-free workplace, as required by the Drug-Free Workplace Act, Has signed and is in compliance with the Federal and State Student Financial Assistance Program Participation Agreements

Coordinator’s  Office The  Coordinator’s  responsibility  with  regard  to  FSA  include  but  are  not  limited  to::

     

Has an adequate system of checks and balances to ensure separation of award functions from disbursement functions are followed, Refers any suspected cases of FSA fraud, abuse, or misrepresentation to Department of Education, Office of Inspector General (OIG), Follows the established financial aid satisfactory academic progress (SAP) for students, Makes available all published information required by the Student Right-to-Know Act and the Campus Security Act and any other applicable laws and regulations. Provide guidance and training as well as cross training Develops a policy and procedure manual giving guidance, consistency and a standard method  of  processing  a  student’s  file.

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    

Responds to audit findings, file federal, state and/or local reports in cooperation with the institute Assist with the submission of federal and state reports and review   of   the   institute’s   data   transmission for accuracy Assist with the preparation and filing of responses to audit exceptions reports Evaluate Financial Aid and Business Office Staff performance to ensure the offices are in compliance with Federal and State regulations and following consistent guidelines Serve as hiring manager for Financial Aid and business office positions

Financial Aid Office Financial Aid Program Manager The Financial Program Manager reports to the FTI Coordinator. His/Her responsibility with regard to FSA includes:                     

Manage the overall operations of the Financial Aid Office. Advise and counsel students and parents about financial aid Provide students with consumer information, as required by federal regulations Assist in the development and/or revision of the written Policies and Procedures Manual Determine students’  eligibility  for  financial  aid Package and awards financial aid to students Monitor financial aid awarding system processes Create and maintains student financial aid files and documents Keep current on changes in laws and regulations to ensure that the Institute remains in compliance Reconcile student originations and schedule disbursements and work alongside our thirdparty servicer. Process Pell   Grants,   FSAG,   Florida   Department   of   Veterans’   Affairs,   Vocational   Rehabilitation, One Stop Scholarships, Adult & Community Education Scholarships, North East Florida Community Action (NEFCA), private scholarships Calculate the Return of Title IV funds, and authorizes post-withdrawal disbursements to students Prepare documents and files for audits or program reviews and assists with response to findings Review  students’  file  for  completeness  and accuracy Order and/or cancel financial aid student credit refunds. Reconcile Title IV and State funds on a monthly schedule, Collaborate with Academic Program Managers and notifies students by email/mail concerning Satisfactory Academic Progress (SAP) Work closely with the Business office, Weber & Associates, Inc, in tabulating and preparing statistical reports maintain Program Integrity in accordance with Federal And State Program Participation Agreements; serve as liaison to FTI Administration, faculty and staff for questions about financial aid, student eligibility and application of Federal and State guidelines and the dissemination of accurate financial aid information to students Works directly with the Office of Student Financial Assistance (OSFA) within the FLDOE as FSAG students are identified; determining eligibility; posting FSAG grant amounts, units and GPA on recipients, and inputting FSAG award data to the financial aid system.

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Business Office The FTI Business Office function is performed by the following: Weber & Associates, Inc, (a contracted third-party service in Educational Consulting, Accreditation and Financial Aid Services), FTI financial services secretary, the FTI Bookkeeper and School District Finance Department, FTI Business Office staff are supervised by the FTI Coordinator and Director, and provide a critical service in managing both federal and nonfederal financial aid programs. Overseeing the accounting, recordkeeping, and reporting functions related to the   Institute’s   use   of   federal   and   state funds requires detailed and complex accounting procedures. The Business Office responsibility includes:              

Coordinate activities with the financial aid office Disbursement of funds to eligible students Reconciles records to ensure that financial aid adjustments are properly recorded Submits accurate and timely audit reports Collects payments from students who are in overpayment status Maintains records consistent with Generally Accepted Accounting Principles (GAAP), and government auditing standards Weber and Assoc. draws down FSA funds to program accounts Maintains a cash management system to meet disbursement requirements and federal laws and regulation Process tuition payments in Student Manager Monitors student attendance Receives withdrawal information, enters in Student Manager, and notifies Financial Aid Reconciles cash between school records and bank statements and reports Reconciles federal funds, bank statements and reports Prepares for and participates in FSA program reviews and audits

Admissions Office The Admissions staff person meets with students, initiates paperwork, enters data into Student Manager, and refers students to Financial Aid and the Academic Program Managers. Academic Program Managers The Academic Program Managers provide current information to each FTI student concerning program objectives, academic and graduation requirements. The Program Manager provides critical   services   by   determining   a   student’s   residency status, monitors attendance and grades, completes withdrawal forms and notifies the Business Office, and reviews for SAP. The Program Manager refers students to Financial Aid Department for financial assistance. Campus Security Personnel Flagler Technical Institute contracts with an outside agency for their campus security during the evening hours. Uniformed personnel are responsible for patrolling the main campus grounds Monday through Thursday from 6:00 PM to 10:00 PM while classes are in session. Day time hours are patrolled by FTI Program Managers. American Eagle Sentry, LLC 4873 Park Coast Pkwy NW, Suite 1 Palm Coast, FL 32137 Corporate Office: 386-597-7366 Corporate Fax: 386-597-7367 Florida License No: B 2900010

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Meetings are held between the Coordinator and the outside agency to discuss areas of concerns or incidents that have occurred at the institute. The security personnel on duty are responsible for reporting any incidents to the FTI staff member on duty immediately. The Facilities Program Manager maintains safety and security records and performs the yearly safety and security report as required by the Cleary Act Security and Crime Reports regulations. OFFICE HOURS Financial Aid Office is located at our Main Campus. It is normally open and available to serve students from 8:00 AM to 5:00 PM, Monday through Friday. The office is closed on holidays.

III.

ADMINISTRATION OF FEDERAL STUDENT AID

GENERAL TITLE IV STUDENT ELIGIBILITY REQUIREMENTS To be considered eligible for and receive Title IV aid at Flagler Technical Institute, a student must meet the following specific requirements:       

Be a U.S. citizen or eligible non-citizen. Have a high school diploma (includes home schooling) or GED Either be registered with the Selective Service (for all males born on or after January 1, 1960, who are at least 18 and not currently on active duty in the Armed Forces), or sign a statement of registration status indicating that he is not required to register. Be enrolled in An eligible and approved program leading to a certificate Maintain satisfactory academic progress as defined by FTI policy Sign a statement indicating that the student is not in default on a federal loan, and that the financial aid will be used only for educational purposes. Not be convicted for the possession or sale of illegal drugs while receiving federal financial aid.

ADMISSIONS POLICY The admissions policy for Flagler Technical Institute (FTI) assures the residents of Flagler County and the surrounding areas equal access to the opportunity to develop the knowledge and skill-set necessary for workforce preparedness. FTI shall not discriminate against any eligible applicant, regardless of race, creed, color, religion, sex, national origin, disability, age, marital status, or political involvement. Admission to Flagler Technical Institute is open to: 

High school graduates from regionally accredited or state approved high schools. (Certain programs do not require a high school diploma; however, a diploma is strongly recommended)

Persons holding a General Educational Development (GED) diploma.

Dual enrollment of high school junior or senior students who meet the specified admission requirements. Dual enrollment is not available for all programs at FTI.

Transfer students from accredited technical institutes, universities, colleges, and other postsecondary institutions.

International students who meet specified admission requirements. International students must have an M-1 Student Visa.

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General Admissions Requirements and Procedures Age All students must be 16 years of age or older and withdrawn from the K-12 school system or approved for dual enrollment. Students in an apprenticeship program must be 18 years of age and the Commercial Vehicle Driving students must be 19 years of age. Education A high school diploma/GED is required for applicants in the majority of the technical certificate programs. Students without a high school diploma/GED may be admitted to the following technical certificate programs:      

Commercial Vehicle Driving (CDL) Facials Specialty Nail Specialty Nursery Management Patient Care Assistant Phlebotomy

To improve employment opportunities, students who do not possess a high school diploma are strongly encouraged to attend GED preparation classes to ensure they earn their high school equivalency diploma. Students who lack a high school diploma or a GED are not eligible for Federal Student Aid. Academic Assessment The State of Florida mandates that each student enrolled in career and technical certificate programs of 450 hours of instruction or more, in accordance with Rule 6A-10.040. F.A.C., must meet the required basic academic skills levels, as an exit requirement, in reading, math, and language in order to receive a Certificate of Completion. Basic skill levels are specified in the program’s  description.  FTI  uses  the  Test  of  Adult  Basic  Education  (TABE)  for  this  assessment. The TABE is a diagnostic assessment and the results are reflected in grade level equivalencies, th kindergarten through 12 grade. Exemption from taking the Basic Skills Assessment Students exempt from basic skills assessment include those who possess a college degree at the associate in applied science (AAS) level or higher; those who are enrolled in an apprenticeship program that is registered with the Department of Education in accordance with the provisions of Chapter 446, Florida Statutes; those who provide official transcripts documenting basic skills assessments within the last two years. By providing all post-high school educational documentation to the admissions staff/program manager, the need for basic skills assessment can be determined.

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Exemption from passing the Basic Skills Assessment Adult students with disabilities, as defined in Section 1004.02(7), Florida Statutes, who selfidentify, may be exempt from meeting the basic skills requirements (Rule 6A-10.040). For more information, see the policy and procedures and exemption forms for students with disabilities. If a student is enrolled in program for which there is a licensure exam and cannot meet the basic skills levels required for completion from the final Occupational Completion Point (OCP), the student may sit for the licensure exam. If that student passes one of the exams for the program, he/she may be counted as a completer from the career certificate program. Exemptions from passing the Basic Skills Exemption as a result of passing state, national or industry licensure are limited to the certifications listed at http://www.fldoe.org/workforce/dwdframe/rtf/basicskillsLicense-exempt.rtf.      The  licensure  exam  for  FTI’s  Cosmetology  and  PCA  programs  qualify  for  this   exemption. Test of Adult Basic Education (TABE) Procedures 

Students must be scheduled and take the Test of Adult Basic Education (TABE) within six (6) weeks of enrollment (Rule 6A-10.040. F.A.C.).

If  a  student’s  grade  equivalent  score  is  less  than  the  program’s  state  exit  requirement,  the   student should enroll in an Applied Academics class with Flagler Adult & Community Education or pursue other academic assistance to ensure he/she meets the exit requirement.

Dual Enrollment FTI offers a limited number of programs that are eligible for dual enrollment. Students enrolled as Dual enrollment may attend FTI while also attending a Flagler County School District high school. Dual-enrolled students receive credit for successfully completed coursework at both secondary school and FTI. Dual enrollment requirements: 

Must be at least 16 years of age

Must be a Junior or Senior

Submit a completed FTI Dual Enrollment Approval Form

Submit a copy of their high school transcript documenting State approved GPA requirement

Meet  the  intended  program’s  basic  skills  levels  required  for  completion

Transfer Students Applicants who have previously attended another accredited post-secondary or technical institution may be considered for admission as a transfer student. The Program Manager of each program may award transfer credits for applicable courses and may consult with appropriate faculty in the final decision. Evaluation may take from 4 to 6 weeks. 

All transfer students must submit official transcripts from the last post-secondary institution attended and any other college(s) from which the student wishes to receive transfer credit.

Students wishing to receive transfer of credit must submit a Request for Transfer of Credit & Evaluation form to  the  intended  program’s  manager.  Be  advised,  credit  transferred  will   not  be  calculated  in  student’s  GPA,  however  it  is  considered  when  calculating  the   maximum timeframe for completion (See Satisfactory Academic Progress policy).

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Request Transfer of Credit Requirements 

All relevant courses from previously attended technical schools and colleges will be evaluated.

Course must have comparable course content

Transfer credit will be awarded to students who earned a grade of 70% or higher.

All courses must have been completed within the past five years from the date of admission  and  be  approved  by  the  intended  program’s  manager.  Based  on  certain   program criteria, some courses exceeding the five year range may be given consideration by  the  intended  program’s  manager.

Skills assessments may be required in certain programs before any transfer credit is awarded.

A maximum of seventy-five percent (75%) of program course work may be transferred from another institution.

Transfer of Credits between FTI Programs Students interested in transfer of credits between FTI programs must complete a Request for Change of Program, Course(s), or Enrollment Status Form. This form must be submitted to the student’s  current  Program  Manager.  The  current  Program  Manager  will  coordinate  with  the   Program Manager of the program requested. Students requesting a change of program understand that: 

Changing a program of study may affect financial aid.

Students receiving VA Benefits must discuss program changes with the certifying official prior to making any changes

Students receiving One Stop or other funding should consult with the funding organization prior to making any changes.

Students are responsible for evaluating the consequences of a change of program.

International Students Flagler Technical Institute does not admit International Students with an M-1 student Visa, as FTI is not a Certified SEVP (Student and Exchange Visitor Program) School. Required Documentation Prospective students to FTI will be required to provide identification information to confirm identity and to establish if resident or non-resident fees are assigned. Two forms of residency documentation will be required (consult residency form for approved documentation).

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Readmission Guidelines 1. Students who have not attended FTI for over one academic year, or who have withdrawn or were involuntarily withdrawn during their last term of enrollment, must submit an Application for Admission as a returning student. 2. Students re-entering after meeting conditions of being involuntarily withdrawn will re-enter on Academic Probation. 3. Students who are readmitted after previously not maintaining Satisfactory Academic Progress will reenter on Academic Probation, and may submit an Appeal (see SAP policy). 4. Students who are re-entering must complete all entrance and curriculum requirements posted in the most current catalog. 5. Based on certain program criteria, some courses exceeding the five year range may be given consideration by the Program Manager. ADMISSION PROCEDURES Staff will assist students with the Admissions process as per the Student Procedure below. The New Student Admissions Checklist and the Requirement Checklist will be utilized. STUDENT PROCEDURE Admission Steps: Step 1: MEET WITH AN ADMISSIONS REPRESENTATIVE Flagler Technical Institute (FTI) offers career training and apprenticeship programs in several fields. Our Admissions representative will assist you with choosing a program that will meet your career objectives. For information and to make an appointment, call 447-4345 ext. 1845. You will fill out the FTI application (includes non-refundable application fee) and begin the registration process. This process includes, but is not limited to, Financial Aid information, including which FTI programs are eligible for Federal Student Aid, tour of facility, review of programs offered, and completion of the registration packet. Please bring your high school or GED diploma, photo identification, social security card and proof of Florida residency. Step 2: MEET WITH THE FINANCIAL AID MANAGER To make an appointment with the Financial Aid Manager, call 386-447-4345. Students should complete the Free Application for Federal Student Aid FAFSA online at http://www.fafsa.ed.gov/ and bring a copy of the Student Aid Report (SAR) to the Financial Aid meeting. The Financial Aid Manager will advise you concerning financial assistance, scholarships, and tuition payment information, and assist you with the financial aid process, including determination of dependency status, when needed. Step 3: COMPLETE FINANCIAL PROCESS/BUSINESS OFFICE Complete the Financial Process by visiting the Business Office to pay any necessary fees. Upon completion, an appointment with the Program Manager will be scheduled. Step 4: REGISTER FOR CLASSES WITH A PROGRAM MANAGER

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Once you have successfully applied, a Program Manager will assist you in registering for classes and answer any additional questions you may have. Once registration has been completed, you will receive your class schedule; admit slip; and orientation date. (ID Badge will be issued at orientation). Step 3: COMPLETE FINANCIAL PROCESS/BUSINESS OFFICE Complete the Financial Process by visiting the Business Office to pay any necessary fees. Upon completion, an appointment with the Program Manager will be scheduled. Step 4: REGISTER FOR CLASSES WITH A PROGRAM MANAGER Once you have successfully applied, a Program Manager will assist you in registering for classes and answer any additional questions you may have. Once registration has been completed, you will receive your class schedule; admit slip; and orientation date. (ID Badge will be issued at orientation). PROCESSING STUDENT AID REPORTS (SAR) The Financial Aid Office participates in the Electronic Data Exchange (EDE) with the U.S. Department of Education. Student information from the FAFSA and the processed results, the Institutional Student Information Record (ISIR) containing the official Estimated Family Contribution (EFC) are imported on a weekly basis. Correction of a data element requested by students or required as a result of verification or other review, is processed and submitted electronically to the USDE/CPS. Within approximately 72 hours, a new official EFC is delivered back to the Financial Aid Office. Processing of the Institutional Student Information Record is continued and an award, if eligible, is made. STUDENT BUDGETS Student budgets are an integral component in the financial aid equation. Standard student budgets reflecting the average student population cost of attendance at a modest, but adequate standard of living are used to award financial aid. The Financial Aid manager collects information to prepare standard costs on an annual basis. All costs are based on limitations to the amounts and other criteria set forth in the federal regulations.

COST OF ATTENDANCE / SCHOOL YEAR 2013—2014 PELL APPROVED PROGRAMS ** the pricing and fees below are not reflective of the new tuition base fee of $2.68 per clock hour at the time of this printing. Updates are pending.

Medical Coder / Biller – Student lives with Parent Tuition and fees

$3.926

Allowance for room and board

$3,744

Personal and transportation expenses

$4,239

Medical Coder / Biller – Student does not live with Parent Tuition and fees

$3.926

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Allowance for room and board

$9,351

Personal and transportation expenses

$6,084

Medical Administrative Specialist – Student lives with Parent Tuition and fees

$3.714

Allowance for room and board

$3,744

Personal and transportation expenses

$4,239

Medical Administrative Specialist – Student does not live with Parent Tuition and fees

$3.714

Allowance for room and board

$9,351

Personal and transportation expenses

$6,084

Cosmetology – Student lives with Parent Tuition and fees

$4,117

Allowance for room and board

$3,744

Personal and transportation expenses

$4,239

Cosmetology – Student does not live with Parent Tuition and fees

$4,117

Allowance for room and board

$9,351

Personal and transportation expenses

$6,084

DIRECT COSTS Tuition costs are determined by FTI based on approved Florida DOE tuition rates and are approved by the Flagler County School Board. FTI ACADEMIC YEAR DEFINITION The  Flagler  Technical   Institute’s  Academic   year  consists  of  clock  hour  programs.    The  Institute’s   academic year for weeks and clock hours is 26 weeks and 900 clock hours. All programs are separated into two payment periods of 13 weeks and 450 clock hours to make up the academic year. For any remaining portion of a program that is half of an academic year or less, the remaining portion is treated as a single payment period and Pell is prorated accordingly. See Federal regulation 34CFR 690.63 (a) and (e). Volume 3, Calculating Awards and Packaging.

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FORMULA 4: CLOCK-HOUR AND NONTERM CREDIT-HOUR PROGRAMS Formula 4 requirements: 34 CFR 690.63(a) and (e). All clock-hour and non-term credit-hour programs must use Formula 4. As a clock hour school FTI uses Formula 4

Checking 1/2-time enrollment status For clock-hour programs enrollment status only makes a difference if the student is attending lessthan-half-time.  If  that’s  the  case,  only  certain  components  of  the  cost  of  attendance are used. (See Chapter 2 of FSA Handbook.) The annual award for a student in a clock-hour program is taken from the full-time payment schedule, even if the student is attending less than full-time. Calculating payment amounts Pell Grants must be paid in installments over the course of the academic year or program of study to  help  meet  the  student’s  cost  in  each  payment  period.  The  payment  period  determines  when  Pell   funds are disbursed and the exact amount to be disbursed. You must use the rules in the FSA Handbook to determine the payment periods for clock-hour programs. If the program is less than an academic year (in either clock hours or weeks of instructional time),  students  enrolled  in  that  program  won’t  receive  a  full  Scheduled Award. As in the case of the other formulas, you must perform comparable proration of the award for  each  payment  period  in  the  student’s  program.  The  calculation  for  the  payment  period   prorates  a  student’s  Scheduled  Award  based  on  the  number  of  clock hours in the payment period as they compare to the clock hours in the defined academic year or the number of weeks of instructional time in the payment period as they compare to the weeks of instructional time in the academic year. To determine the payment for a payment period, multiply  the  student’s  Scheduled  Award  by  the  lesser  of:   Number of clock hours in the payment period Number of clock  hours  in  the  program’s  academic  year   or Weeks* in the payment period Weeks*  in  the  program’s  academic  year  (at  least  30   for credit-hour, at least 26 for clock-hour)

Enrollment status standards for clock-hour programs Full-time in clock hours: at least 24 clock hours per calendar week. PACKAGING AND AWARDING FINANCIAL AID The Financial Aid Office ensures consistent, equitable and fair distribution of financial aid funds. FTI’s   policy   is   to   provide   financial aid for those who qualify to provide the most advantageous combination of aid funds for which the student qualifies (subject to the availability of funds); and to make maximum use of all financial aid funds available to the institution. Once a student file is marked complete, the Financial Aid Manager will award aid in Student Manager 2013-14 FTI Policies & School Procedures, Page 16 of 30

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A. Determine Pell Grant eligibility. B. Determine if there are any outside resources (i.e. scholarship, FSAG). C. Determine eligibility for other aid in this order: grant, scholarship. The Financial Aid Manager submits a Start Form to Weber & Associates, who completes a compliance review. Once it is reviewed and approved by Weber, the Financial Aid Manager review two copies of the Financial Aid Award notification letter. One copy is given to the student and one is kept in the student financial aid file. The award letter contains the student information, the amount of the award, and the corresponding dates and clock hours. DISBURSEMENT The  Business  Office  disburses  Pell  funds  into  the  student’s  ledger account. The bookkeeper prepares the credit balance refund checks and the Financial Services staff hand out the checks to students, having them sign acknowledging receipt. OUTSIDE RESOURCES Students are encouraged to seek assistance from outside resources. It is required that all outside assistance be reported to the Financial Aid Office. Student aid including outside resources, may not exceed the student's cost of attendance. Therefore, if a student has been awarded funds by the aid office and receives an outside award, an adjustment to the original award letter may be necessary. If an adjustment is necessary, the outside aid will replace self-help aid if possible. Additional resources include:  Veterans Educational Benefits  TEACH Scholarships  One-Stop Career Center  Vocational Rehabilitation  Northeast Florida Community Action

VERIFICATION Verification is the process of confirming the accuracy of student reported data on financial aid applications. The school has the authority – and may be required – to verify additional students. Students may be selected for verification if there is a discrepancy or a condition which is unusual and warrants investigation. The Application and Verification Guide published by the U.S. Department of Education is used as a reference for verification requirements. FTI only initially verifies students that the U.S. Department of Education selected for verification. However, students may be asked to provide additional information if further investigation is needed to resolve a discrepancy. Students are informed of what documentation is needed to finalize awards (i.e. Tax transcripts, verification worksheets). Documentation submitted to the Financial Aid Office must be legible, appropriate, and have the student's ID number for identification purposes. If the student submits a document which is not legible, the document will be returned and appropriate documentation will be requested. Students are notified that they are selected for verification on the Student Aid Report. The document tracking letter also indicates to the student that he/she has been selected for 2013-14 FTI Policies & School Procedures, Page 17 of 30

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verification. When the corrected ISIR is received, final review of the file takes place and an award is made, if applicable. The Financial Aid Office does not make disbursements made prior to verification. FTI’s  policy  does   not allow interim disbursements. STUDENT SECONDARY CONFIRMATION FTI has established the following procedures relative to the secondary citizenship confirmation process for Title IV financial aid applicants who have indicated that they are eligible non-citizens or permanent residents of the United States. If the ISIR does not confirm eligible Title IV applicant status and the student submits reasonable evidence of eligible status, the school will initiate the secondary confirmation process through the Immigration and Naturalization Service (INS) and Department of Homeland Security (DHS). •  All  students  who  indicate  an  eligible  status,  but  whose  eligible  status  is  not  confirmed  by  the   tape match as evidenced on their ISIR or SAR must be given a copy of these procedures. •  Students  have  30  days  from  the  date  the  institution receives the ISIR/SAR or 30 days from the student's receipt of this document (whichever is later) to submit documentation for consideration of eligible non-citizen status. •  Failure  to  submit  the  information  by  the  deadline  prevents  the  institution  from disbursing any Title IV funds or certifying the student as eligible for any Title IV funds. •   The   institution   will   not   make   the   decision   regarding   “eligible   non-citizen”   status   without   the   student having the opportunity to submit documentation supporting a claim of eligibility. •  Students  must  submit  documentation  of  their  current  immigration  status  to  the  Financial  Aid   Office. This documentation must be official documents from the INS. In order to initiate the required process, students must submit INS documents which are legible and which demonstrate the latest status with INS. •  The  institution  will  initiate  secondary  confirmation  within  10  business  days  of  receiving  both   the  output  documents  and  the  student’s  immigration  status  documents.  

RESOLVING CONFLICTING INFORMATION FTI financial aid department is responsible   for   resolving   any   discrepancies   between   a   student’s   FAFSA and other information of which the school becomes aware. If information is received from any source that conflicts with the information provided on the FAFSA, it must be verified and updated if necessary. If for any reason an income or tax document is submitted, FTI will review the information  for  possible  conflicts  with  the  applicant’s  FAFSA  responses. Weber & Associates uses the CPS system to make changes/corrections to the FAFSA. PROFESSIONAL JUDGMENT The Higher Education Act of 1992 allows financial aid administrators to make professional judgment decisions when there are special or unusual family or student circumstances that may call  for  adjustments  in  determining  a  student’s  eligibility  for  financial  aid.  Circumstances  requiring   professional judgment are analyzed on a case-by-case basis. These circumstances must be documented. FTI’s  third-party servicer will perform a secondary review to ensure compliance.

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Professional   judgment   adjustments   may   increase   or   decrease   a   student’s   EFC   or   cost   of   attendance. Specified adjustments may be made to data elements, but not to the formula. Adjustments made will apply to all institutional, state and Title IV aid awarded. Circumstances which may warrant a professional judgment decision include, but are not limited to the following: •   A   change   in   income   of   the   student’s   family   that   would   affect   the   family’s   ability   to   pay   for school expenses. Examples would be loss of employment, loss of untaxed benefits, a separation or death. Documentation required: verification of change, examples listed on Professional Judgment Form. •   Student   requests   consideration   as   an   independent   student (dependency override). Documentation required: verification of change, examples listed on Professional Judgment Form. •  Excessive  medical  expenses.  Documentation  required:  Verification  of  medical  expenses  paid   by family from doctors, hospitals, etc. or copy of tax return verifying itemized deductions, showing medical expenses. The required documentation listed for each of these circumstances explains what information is necessary for each situation. The documentation must be complete before approval will be considered.  Documentation  of  professional  judgment  decisions  will  be  maintained  in  the  student’s   folder. Professional judgment situations are unique. Circumstances other than those listed may be considered and will require documentation specific to the situation. OVER-AWARDS If a potential or actual over-award is discovered, U.S. Department of Education guidelines regarding over-awards will be followed. FSA Handbook, p.4-44 Chapter 3 (Pell Grants) An over-award occurs any   time   a   student’s   financial   aid   (federal,   institutional,   state   and   outside   aid) and other resources exceed the demonstrated financial need for the award period. REVISIONS INITIATED BY THE FINANCIAL AID OFFICE Once an award letter is sent to the student, there may be instances which warrant a change to the original   notification.   An   aid   administrator   may   review   a   student’s   circumstances,   make   an   adjustment to an award and release a revised award letter. This revised award invalidates the original award notice. Enclosures with the award letter acknowledge the right of the Financial Aid Office to make a change to any award. The  Financial  Aid  Office  will  automatically  consider  a  revision  in  a  student’s  aid  package  when the following occurs: •  There  is  a  presence  of  conflicting  information  within  the  file.   •  There  is  a  change  in  availability  of  funds.   •  There  is  a  Financial  Aid  Office  error.   Students are sent a revised award letter as soon as possible with a message explaining the change. In the case of an office error, it is customary to contact the student personally, or send a personalized letter. REVISIONS INITIATED BY REQUEST FROM STUDENT

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It   is   the   student’s   responsibility   to   notify   the   Financial   Aid   Office   of   changes   in   a   student’s   resources and/or circumstances. The student may notify the Financial Aid Office of such an instance   that   affects   the   student’s   family   contribution   by   completing   an   Professional Judgment Request Form along with any documentation to validate the change in circumstances. If a change to the award is allowed, the aid administrator will release a revised award letter. CAUSES OF AN OVER-AWARD AND/OR OVER-PAYMENT There are several causes of an over-award/over-payment: 1. Change in the enrollment status. 2. Additional resources – the student has resources greater than those originally used to calculate the award. 3. Administrative error – the aid administrator inadvertently makes an error. 4. Fraud – the student intentionally deceives or misrepresents information to obtain funds. TREATMENT OF AN OVER-AWARD If eliminating the over-award is not possible, the aid administrator must reduce the over-award using the following sequence: 1. An over-award from administrative error must first reduce or eliminate next term's overpayment and then bill the student for any remaining amount. 2. If an over-award occurs due to fraud, follow the procedures outlined by the U.S. Department of Education. TREATMENT OF AN OVER-PAYMENT Over-payments occur when a student receives aid that exceeded his/her eligibility. This can result from misreporting information on the FAFSA, cost of attendance miscalculations, paying ineligible students, disbursing aid in excess of maximum limits. The aid administrator must reduce the over-payment using the following sequence: 1. An over-payment from administrative error must first reduce or eliminate next term's overpayment. Then bill the student for any remaining amount. 2. If an over-payment occurs due to fraud, follow the procedures outlined by the USDE. FTI has the authority to pay the over-payment for the student and then the student would not be considered to be in an over-payment situation and therefore would be eligible for Title IV funds. The student would then be billed for the amount owed to the school. WITHDRAWALS FROM SCHOOL Withdrawing from Flagler Technical Institute can have a significant financial impact. Every student is highly encouraged to fully read the withdrawal policy and to carefully consider the information before making a decision to withdraw. It is critical that all students who elect to leave Flagler Technical Institute for reasons other than graduation officially withdraw from the Institute in writing. It is the responsibility of the student to read and understand the complete withdrawal and refund policy. Non-attendance does not relieve a student of his/her financial obligations nor entitle a student to a refund. Official withdrawal requires the student to meet with the Financial Aid Manager and Academic Program Manager. The date of the receipt of the written withdrawal will be considered the official withdrawal date. 2013-14 FTI Policies & School Procedures, Page 20 of 30

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Students who withdraw prior to the completion of a payment period must do so before the last day of classes. A withdrawal code will appear on the student transcript for any class that was not completed. Students who plan to withdraw from FTI after a payment period has ended must file a withdrawal request prior to the beginning of the next payment period in order to avoid incurring additional financial obligations. Questions regarding the financial impact of the withdrawal should be directed to the Financial Aid Manager before your withdrawal is processed. After the withdrawal the Financial Aid Manager will complete the calculations for returning of any unearned tuition and fees. A financial audit is completed on the account of a student upon withdrawal. WITHDRAWAL FROM CLASSES Courses may be added and/or dropped during the first five days of a class. During this week, if the total number of clock hours for the payment period changes, the tuition and/or financial aid will be recalculated. Students who drop below 24 clock-hours will be considered part time students. If a withdrawal takes place after the add/drop period, a student receives no refund of tuition for these withdrawn/dropped classes. The student will receive a grade of W for these courses and the courses  will  appear  on  the  student’s  transcript. Students who are dismissed or suspended for disciplinary reasons or violation of local, state or federal law are not entitled to any prorated tuition and/or fees. They will be held responsible for all charges due; however, note that the Financial Aid package will be recalculated according to the guidelines of Financial Aid and withdrawals. WITHDRAWAL PROCEDURES Upon completion of a class or program, the course withdrawal forms will be initiated by the classroom teacher and approved by the program manager. Students must be procedurally withdrawn at the end of each course/term. A grade status for the student must be completed on withdrawal  form.  For  students  who  do  not  complete  the  course  during  the  end  of  a  term  “course  in   progress”  should  be  used.  Students  who  complete  the  course  should  reflect  a  withdrawal  code  of   33. For program completions, withdrawal code W28 will be used for students who have fully completed the program requirements. If a course in the program crosses terms, the student will be withdrawn as a W47 and a new student data form will be completed for the next term. Students leaving the program at any point will complete a Program Exit Survey form. Data from the form will be entered into Student Manager by the administrative staff that will compile a report for the CTE coordinator. This information will be shared with program managers who will determine what steps must be taken to eliminate any problems identified in the exit surveys. REFUND POLICY Students may request a refund if they withdraw within the add/drop period. See complete Refund Policy in the Appendix. REPEATED CLASSES A student may use Pell Grant funds to repeat a course only if the student actually failed the course. If a student drops the course because he/she is failing, Pell Funds may not be used to retake that course.

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RETURN OF TITLE IV FUNDS The Academic Program Manager(s) notifies the Financial Aid Office of all withdrawals. The Financial Aid Office will use the last day of attendance on the withdrawal form as indicated by the Program Manager in determining the percentage of the pay period the student completed. The Financial Aid Office will use the R2T4 worksheet to determine the required repayment from the institution and student. The Federal Return of Title IV funds formula (R2T4) dictates the amount of Federal Title IV aid that must be returned to the federal government or the lending institution by the school and/or the student. The federal formula is applicable to an eligible student receiving federal aid regardless of the time a student has attended during a payment period or a period of enrollment. If the student has attended more than 60% of the time, a calculation must be completed  and  available  in  the  student’s  file. After R2T4 is done and refunds are made, FTI completes an institutional refund calculation that determines if the student owes the school any money or there is an additional refund due. The student is then billed for any amount owed to the school. If a student receives less Title IV funds than the amount earned, the school will offer the student a disbursement of the earned aid that was not received at the time of his/her withdrawal which is a post withdrawal disbursement. Post withdrawal disbursements will be made from Pell grant funds first if eligible. If there are current educational costs still due the school at the time of withdrawal, a Pell   grant   post   withdrawal   disbursement   will   be   credited   to   the   student’s   account.   Any   Pell   grant   funds in excess of current educational costs will be offered to the student. Refunds will be made to the federal   programs   within   45   days   of   the   student’s   date   of   determination. REFUNDING STATE NEED GRANTS If a student withdraws and his/her last date of attendance is prior to or at 50% of the term, the State Need Grants (SNG) repayment will be based on the percent of the term not completed, according to the SNG repayment policy. OUTSTANDING STUDENT ACCOUNTS Students are not allowed to register for further classes if they have an outstanding account. If an exception is made, and the student is eligible to receive assistance from any type of funds, the financial   aid   funds   would   be   applied   through   credit   to   the   student’s   account   (in   compliance   with   federal guidelines regarding this issue, if federal funds are involved). If this does not satisfy the debt, the student would be required to repay the balance immediately or further collection measures would be taken. SATISFACTORY RECIPIENTS

ACADEMIC

PROGRESS

(SAP)

REQUIREMENTS

FOR

FINANCIAL

Purpose: The Satisfactory Academic Progress policy for Flagler Technical Institute (FTI) ensures that students of FTI maintain the standards necessary for successful completion of their program. To be eligible for Federal Student Aid (FSA) funds, a student must make satisfactory academic progress. Definition: Satisfactory Academic Progress (SAP) means that a student is maintaining the minimum Grade Point Average (GPA) required to successfully complete a program and is progressing at a pace that will assure the student will complete the program within 150% of the time it is expected to complete the program. 2013-14 FTI Policies & School Procedures, Page 22 of 30

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SAP is measured both qualitatively (Grade Point Average) and quantitatively (pace of progress through a program to ensure that student will graduate within the maximum timeframe). Flagler   Technical   Institute   will   review   student’s   academic   progress   at   the   end   of   each   payment   period (450 clock hours). QUALITATIVE (GPA) Students must maintain a minimum of 70% GPA. Some programs require a higher GPA. Students funded by the Veterans Administration (VA) should note that the VA has special requirements for SAP including a minimum cumulative grade point average of 80% on each subject exam and skill test. QUANTITATIVE (Pace) Students must complete a certificate program within 150% of the program length measured in the cumulative number of clock hours required and expressed in calendar time. The maximum time frame is determined for each program according to its required number of clock hours and weeks. In   order   to   progress   at   the   required   pace,   students   should   maintain   good   attendance.   FTI’s   attendance policy requires a 90% attendance rate. GPA and Pace of Completion are affected by: 1. Transfer Students - Transfer students from outside the institution will be evaluated qualitatively only on the work completed at Flagler Technical Institute. The maximum timeframe is reduced for transfer students based upon the remaining length of the program in which they enroll. Example: In a program of 1,000 hours, if a student transfers in 150 hours, and therefore has 850 hours to complete at FTI (850/35 hours per week =24 weeks), the maximum time frame is 24 weeks x 150% or 36 weeks. 2. Withdrawals/Incompletes - If a student withdraws from a course that is a requirement of the   student’s   current   program   past   the   add/drop   period,   the   student   earns   an   “I”   Incomplete,  and  the  course  is  not  calculated  in  the  student’s  GPA.    However,  the  time  in   the course is calculated as part of the maximum time frame. 3. Repetitions – Students must repeat required courses for which a passing grade has not been earned. When the student passes the course, the passing grade replaces the failing grade (or Incomplete) for GPA purposes. Academic and Financial Aid Probation Students who do not maintain Satisfactory Academic Progress either qualitatively or quantitatively will be placed on Academic and Financial Aid Probation. Students must be notified in writing that failure to maintain SAP will cause them to lose Federal Student Aid eligibility. Students may appeal the loss of Federal Student Aid eligibility caused by failure of SAP based on: injury, illness, death or relative, or other special circumstances. Procedure: Program  Managers  will  review  student’s  Qualitative   and Quantitative standards at a minimum, at the end of each payment period. The Program Manager will notify the Financial Aid Manager that the student has not met SAP. The Financial Aid Manager will notify the student in writing that he/she will lose FSA eligibility unless he/she files an appeal, and will provide the Appeal Form and instructions. SAP will be reviewed again at the end of the next payment period. 2013-14 FTI Policies & School Procedures, Page 23 of 30

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If a student is not meeting SAP requirements, the Program Manager will meet to discuss and advise the student, and may develop an Academic Plan. Appeals The   student’s   appeal   form   should   include   why   the   student   failed   SAP   and   what   has   changed   in   his/her situation to allow making SAP by the next evaluation. Flagler   Technical   Institute’s   Coordinator and/or Director, in collaboration with the Program Manager may accept the appeal and place the student on Probation with or without an Academic Plan,  or  deny  the  appeal.    If  the  student’s  appeal  is  denied,  the  student  will  lose  Federal  Student   Aid   eligibility   for   one   payment   period   and   until   SAP   is   restored.   The   Director’s   decision   is   final.     The   student’s   SAP   must   be   reviewed   at   the   end   of   one   payment   period.     The   student   may   continue to receive FSA while on Probation. If Flagler Technical Institute determines that more than one payment period is necessary, it may keep the student on Probation and develop an Academic Plan, which must be reviewed at the end of one payment period. If the student is meeting the requirements of the academic plan, the student is eligible to receive FSA aid as long as the student continues to meet the requirements and is reviewed according to the requirements of the plan. If the student is not meeting the requirements of the academic plan the student will lose FSA eligibility for one payment period. Re-establishing Eligibility Once a student has lost FSA eligibility, the student can regain eligibility only by taking action that brings him/her in compliance with the SAP policy. Program Dismissal If the student is unable to maintain Satisfactory Academic Progress after two periods of Academic and Financial Aid Probation, the student may be dismissed from the program by the Coordinator. Students may appeal their dismissal according to the procedures of the Grievance Policy, located in the FTI Student Handbook. LEAVE OF ABSENCE A leave of absence is defined as being out of attendance in excess of 10% or more of the scheduled class hours. The first day of the leave is the first day of the class from which the student is requesting leave – unless the class has already started. If the class has already started, the first day of the leave is the first day the student is absent. Reasons for Leave of Absence may include: Medical , Family emergency, Job emergency including job transfer, additional job responsibilities, loss of job, Military, Jury Duty, Circumstances covered under the Family Medical Leave Act (FMLA) of 1993 or Other specified reason. Documentation MUST BE submitted for requests being made after the class has started. Failure to provide appropriate documentation may result in the denial of the request. Documentation must be from a third party that can support the circumstance indicated. Documentation may include physicians’ statements, letters from employers, pastors, or counselors, court papers, etc. Documentation must be adequate enough that the school can make an informed decision. The total days of leave cannot exceed 180 days within a 12-month period. Students who fail to return on the scheduled date will have financial aid consequences. 2013-14 FTI Policies & School Procedures, Page 24 of 30

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AUDITS Federal regulations require a FSA compliance audit every fiscal year. Each audit must cover the time period since the last audit. FTI’s   fiscal   year   ends   June   30,   and   is   audited annually by the Auditor General as part of the Flagler County School District audit. POLICY FOR FRAUD Students and parents who willfully submit fraudulent information will be investigated to the furthest extent possible. All cases of fraud and abuse will be reported to the proper authorities. PROCEDURES FOR FRAUD If in the   Financial   Aid   Manager’s   judgment, there has been intentional misrepresentation, false statements, or alteration of documents which have resulted or could result in the awarding or disbursement of funds for which the student is not eligible, the case shall be referred to the Director for possible disciplinary action. After investigating the situation, if the Financial Aid Manager believes there is a fraudulent situation, all information must be forwarded to the Office of Inspector General of the U.S. Department of Education or the local law enforcement agency. The Financial Aid Manager reviews  the  student’s  aid  file  and  if  the  decision  is  made  by  the  Director   to pursue the possibility of denying or canceling financial aid, a written request to make an appointment is to be sent to the student. If the student does not make an appointment, the Director may: •  Not  process  a  financial  aid  application  until  the  situation  is  resolved  satisfactorily.   •  Not  award  financial  aid.   •  Cancel  financial  aid.   •  Determine  that  financial  aid  will  not  be  processed  for  future  years.   All processing of the application or disbursement of funds shall be suspended until the Financial Aid Manager has made a determination as to whether the student shall be required to make an appointment. Fraudulent situations should be reported to the hotline of the Department

IV.

GENERAL INFORMATION

RECORDS Financial Aid Office maintains a paper file folder or document imaged file of records for each student receiving financial aid. Student Aid file records are held in the Financial Aid Office. All financial aid folders are retained for a minimum of 5 fiscal years provided applicable audits have been released in accordance with the Florida General Records Schedule GS7 for Public Schools Pre-K-12 and Adult and Career Education. Any records involved in any claim or expenditure which has been questioned by federal audit are retained until the question is resolved. CONFIDENTIALITY OF RECORDS (FERPA) All records and conversations between an aid applicant, his/her family and the staff of the Financial Aid Office are confidential and entitled to the protection ordinarily given a counseling relationship. FTI strives to assure the confidentiality of student educational records in accordance with school policy, State, and Federal laws including the Family Educational Rights and Privacy Act (FERPA) of 1974. (The Buckley Amendment whose primary intent is to provide students access to their educational records and to limit dissemination  of  personally  identifiable  information  without  a  student’s  written  consent,  as   2013-14 FTI Policies & School Procedures, Page 25 of 30

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amended.) As a rule, all currently enrolled and former students have the right to review their records to determine their content and accuracy. A student who wishes to obtain access to his/her financial aid record must schedule an appointment with the Financial Program Manager. AUTHORIZATION TO RELEASE RECORDS FTI complies with the provisions of the 1974 Family Educational Rights and Privacy Act (FERPA). FERPA assures students attending a postsecondary educational institution that they have the right to inspect and review certain educational records and to seek corrections of inaccurate or misleading data through informal or formal procedures. FERPA also protects student privacy rights by setting strict limits on disclosure of students’  educational  records  without  their  consent.  Students  can  seek  enforcement  of  the   FERPA rights by filing complaints with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-4605. CONSUMER INFORMATION In order to understand the complicated field of financial aid, accurate and timely dissemination of information to consumers is vitally important. Several policies have been implemented to ensure appropriate dissemination is achieved. Information regarding FTI financial aid programs and policies is distributed through the following published documents: The FTI Catalog (includes eligibility requirements, application process, academic progress requirements and aid programs available) Information is available on the FTI WEBSITE fti.flaglerschools.com Additional resources are published outside of, but are distributed through the Financial Aid Office. These resources include: •  Funding  Education  Beyond  High  School,  published  by  the  U.S.  Department  of  Education   •  Pamphlets  regarding  electronic  filing,  published  by  the  U.S.  Department  of  Education   Other disclosure and reporting requirements are met as follows: •

An annual campus security report is distributed from the Coordinator’s   office. These statistics must be published in a report for the previous three calendar years by October 1 of each year and distributed by FTI email to current students and employees annually. FTI submits a web-based statistical report to the U.S. Department of Education (USDE) on an annual basis.

Completion and graduation rates are available in the Main Office. These rates are published in the Student Handbook for new students and on the FTI Website. These statistics   must   be   published   in   the   USDE’S   IPEDs   report   each   year   for   the   period   September 1 through August 31 and are disclosed to all enrolled and prospective students.

Information on FTI’s   Drug-Free and Alcohol-Free Campus and Workplace Policy is reviewed to all staff and students annually and it is published in the Student Handbook and in the Employee Handbook.

Constitution Day, a federal student aid (FSA) regulation, is held once a year on September th

17 or the day before or after depending on what day it falls on if a weekend. A file is kept

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in the Financial Aid Office, which highlights activities/events that coincide with this celebration. •

Voter registration information is available on the FTI website.

FINANCIAL AID REFERENCE DOCUMENTS There are many resource guides which assist the Financial Aid Office staff. These documents and publications are maintained in the Financial  Program  Manager’s office in volumes and are available to staff members. The reference documents published by the U.S. Department of Education and professional organizations which are used to determine  students’  eligibility  for  financial aid include:  Current regulations published in the Federal Register  Federal Student Financial Aid Handbook  Title IV Training Guide  Audit Guides  Verification Guide,  Formula books  Dear Colleague Letters  Financial aid legislation and other laws or regulations that impact student aid. Procedures are also furnished by outside agencies in dealing with their funding and/or administration. Examples of these include Florida Division of Vocational Rehabilitation (VR), One Stop, and Northeast Florida Community Action Agency (NEFCAA) This Policies and Procedures Manual does not include all details of the administration of financial aid programs and the related references should be used for in-depth clarity.

Flagler County Public Schools Electronic Systems Use Agreement .

GOAL The Flagler County School District believes the Internet and other electronic systems offer vast, diverse, and unique resources to both students and staff. Our goal in providing these services is to promote educational excellence in schools by facilitating resource sharing, innovation, and communication. The utilization of computer technology by employees and students is an integral part of the educational programs and administration of the School District. It is the policy of the School Board of Flagler County to strongly encourage and support the use of technology by students and staff. The School Board recognizes that keeping pace with computer technology is vital for the success and preparation of our students in the future. Keeping pace with technology is also necessary for the efficient operation of the School District. It is the intent of the School Board to provide meaningful opportunities for students to learn and benefit from advances in computer technology and information resources. In addition, it is the intent of the School Board to support staff with training and equipment to maximize instruction and administrative efficiency. With access to a global network also comes the potential availability of material that may be inappropriate for a school setting. The Flagler County School District, in accordance with its policies and procedures, will take reasonable precautions to ensure the appropriate use of its network by staff, students, and visitors to the district. However, it is not technically possible to control all materials and users may encounter inappropriate information either by accident or through intentional misuse of the system. The Flagler County School District believes the educational value of information and interaction through electronic systems outweighs the risk of inappropriate use. The Use Agreement below outlines terms and conditions of system use that must be followed by students, staff, and visitors to the district. Staff and students must complete and return this agreement prior to accessing any network connected systems. For students under the age of 18, a parent or guardian's signature is also required. refs. Board Policy 317 ACCEPTABLE USE 2013-14 FTI Policies & School Procedures, Page 27 of 30

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Electronic resources provided by the Flagler County School District are to be used in a manner consistent with  the  district’s  educational  mission  and  goals.  Students  and  staff  are  encouraged  to use the systems in support of research, instruction, collaboration, and other forms of academic work. Use of these resources is  governed  by  federal,  state,  and  local  regulations.  Use  of  the  district’s  electronic  resources  in  an  illegal or unethical manner may result in disciplinary action, including loss of privileges to use the system, school or district sanctions, and referral to appropriate law enforcement authorities. The following guidelines illustrate the types of things that users should and should not do with electronic systems. Personal Security Personal information such as complete names, addresses, telephone numbers and identifiable photos should remain confidential when communicating on the system. Students should never reveal such information without permission from their teacher and parent or guardian. No user may disclose, use, or disseminate personal identification information regarding minors without authorization. Students should notify their teacher or other adult whenever they come across information or messages they deem dangerous or inappropriate on the web or when using electronic mail, chat rooms, instant messaging or any other form of electronic communication. System Security 1. System logins or accounts are to be used only by the authorized owner of the account for the authorized purpose. Users may not share their account number or password with another person or leave an open file or session unattended or unsupervised. Account owners are ultimately responsible for all activity under their account. 2. Users shall not seek information on, obtain copies of, or modify files, other data, or passwords belonging to other users; misrepresent other users on the system; or attempt to gain unauthorized access to any entity on the K-12 Network. 3. Communications may not be encrypted so as to avoid security review. 4. Users should change passwords regularly and avoid easily guessed passwords. 5. No use of the system shall serve to disrupt the operation of the system by others. System components including hardware or software shall not be destroyed, modified, or abused in any way. Malicious use of the system to develop programs or institute practices that harass other users or gain unauthorized access to any entity on the system and/or damage the components of an entity on the network is prohibited. Appropriate Content and Behavior 1. The unauthorized installation, use, storage, or distribution of copyrighted software or materials on district computers is prohibited. All users of the network shall comply with current copyright laws. 2. The system constitutes public facilities and may not be used to support or oppose political candidates or ballot measures. 3. Users are responsible for the appropriateness of the material they transmit over the system. Hate mail, harassment, discriminatory remarks, or other antisocial behaviors are expressly prohibited. 4. Use of the system to access, store, or distribute obscene or pornographic material is prohibited. Filtering and Monitoring 1. In accordance with federal, state, and local regulations, filtering software is used to control access to the Internet. This blocks or filters visual depictions that are obscene and other content that is harmful to minors. Parents are advised, however, that filtering technology is imperfect, and that the possibility exists of obtaining access to prohibited materials. Educational staff will, to the best of  their  ability,  monitor  students’  use  of  the  Internet,  and  will  take  reasonable  measures  to  prevent access to inappropriate materials. 2. From time to time the district will make a determination on whether specific uses of the network are consistent with the regulations stated above. For security and administrative purposes the district reserves the right for authorized personnel to review network use and content. The district reserves  the  right  to  remove  and  individual’s  network  access  privileges  to  prevent  further unauthorized activity. COMPUTER TECHNOLOGY ACCEPTABLE USE POLICY The utilization of computer technology by employees and students is an integral part of the educational programs and administration of the School District. It is the policy of the School Board of Flagler County to strongly encourage and support the use of technology by students and staff. The School Board recognizes that keeping pace with computer technology is vital for the success and preparation of our students in the future. Keeping pace with technology is also necessary for the efficient operation of the School District. It is the intent of the School Board to provide meaningful opportunities for students to learn and benefit from advances in computer technology and information resources. In addition, it is the intent of the School Board to support staff with training and equipment to maximize instruction and administrative efficiency. The responsible use of such equipment is of utmost importance; therefore, the following rules have been adopted as to the use of computer technology by employees and students.

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(1) Computer technology is defined as computers, computer networks, computer software and hardware and programming, data files, e-mail, computer telecommunications, Internet services and all equipment related to computer systems. (2) The use of computer technology may be revoked or be the subject of student discipline, or employee reprimand/termination, if abused. Abusive use of School District computer technology would include: (a) Employee use of School District computer technology for private commercial business or personal financial gain. Computer technology provided by the School District is to be used for School District purposes. Employees should not have any expectation of privacy in computer files, data, disks or email that are used by the employee. (b) Student use of computer technology for purposes unrelated to the educational purposes of the School District. Students are to use technology for educational purposes. Students should not have any expectation of privacy in computer files, data, disks or e-mail used by the student. (c) The placing of unlawful information, data files or programs on the computers or networks. (d) The use or downloading of obscene, abusive or otherwise objectionable language or graphics. (e) Unauthorized use of intellectual property belonging to others, including programs and/or data files. (f) Theft and/or destruction of computer software, hardware and related equipment, data files and intellectual property maintained by the School District and others. (g) Attempts to violate the security of any network system. (h) Deliberate actions which deny access to, disruption of, or destruction of service of any network system or computer. (i) Deliberate unauthorized installation of personal computer software on the computers and the computer networks, including but not limited to: games, viruses, programs and applications software. Individual authorization may be obtained from the principal or his designee. (j) Violating the conditions of the Florida and Federal Education Codes dealing with the student's rights to privacy. (k) Use of computers, computer networks, and related equipment to create a forgery or to commit any crime. (3) All use of computer telecommunications services and networks shall be consistent with the mission, goals, policies and priorities of the School District. Successful participation in a network or telecommunications requires that students and employees regard it as a shared resource and that they conduct themselves in a responsible, ethical and legal manner while using the systems. (a) The School District computer telecommunications and network accounts shall be used only by the authorized users of the accounts for the purposes specified. Authorized users shall be ultimately responsible for all activity under their account and password. (b) Student use of the computer telecommunications services for accessing the Internet shall be supervised and shall require prior written approval from parents/guardians and a signature by the student acknowledging that he or she understands the proper usage of these systems, has read the School Board's Computer Technology Acceptable Use Policy, and understands the consequences of improper usage. (c) The Superintendent or designee shall be responsible for authorizing use of the computer telecommunications and networking services in accordance with this policy. (d) Each school or site administrator shall designate a "network administrator" who shall be responsible for maintaining the security of the school network, school Internet access, distributing access forms, authorizing access, maintaining the network and network software, and related documentation. The "network administrator" shall have the authority to deny or terminate access to the school network or e-mail system to any student or employee who knowingly violates the standards of conduct for network usage as set forth herein. Such terminations or denials shall be referred to the school principal or site administrator, or his or her supervisor, should the school principal or the site administrator be the violator, for final determination. Statutory Authority 230.22(2), F.S. Laws Implemented: 230.23, F.S. Acceptable Use Signature Page for Faculty/Staff All staff are governed by the Flagler County Acceptable Use Policy and the Technology Guidelines & Internet Access Policy. By accessing the network, staff are agreeing to abide by the guidelines therein. Violations to these policies can result in the termination of Network and Internet access. I have read and understand the Flagler County School computer Technology Acceptable Use Policy and the Technology Guidelines & Internet Access Policy and agree to abide by the guidelines therein. I understand that if I violate the terms and conditions of the Acceptable Use Policy and the Technology Guidelines that my Internet access and Network access can be terminated and all future access denied. I understand that further disciplinary action may be taken in accordance with the policies provided in the Acceptable Use Policy #317. I understand that Internet Access is filtered in accordance with School Board policies. Name (Print): First _____________________________ M.I. ______ Last Name _____________________________________

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Location: ________________________________________ Signature: ____________________________________________________ Date: __________________________

V.

APPENDIX

Pell Procedures Flow Chart Refund Policy FTI Financial Aid Office – Checklist for student aid applicants Verification Worksheet – Dependent Verification Worksheet – Independent Award Notice sample Professional Judgment Request Form (Dependent-Special Circumstances) Professional Judgment Request Form (Independent-Special Circumstances) Return to Title IV Funds (for student signature when receiving Pell credit refund check) Student Ledger sample Return to Title IV Worksheet ECAR Program Participation Agreement E-Application

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FTI Financial Aid Policies & Procedures 2013-2014