Heidi Hunter-Goldsworthy April 2017
Policy and Procedure Definitions Federal Regulatory information Who, What, Where, When and How Tools to Use Tips and Tricks to keeping it current Case Study
Come together, right now……
Policy defined…. Procedure defined….. • A principle of action adopted or • An established or official way of doing proposed by a business something • A definite course or method of action • A series of steps followed in a regular selected from alternatives to guide definite order and determine present and future decisions • A set of instructions by which a person can be called into action • A high-level overall plan embracing the general goals and acceptable • A traditional or established way of procedures within a governing body doing things
Somebody’s watching me…….
It is the school’s responsibility to ensure that all Title IV requirements outlined in the Law and regulations are met. There are specific areas that school’s are required to have written policy and procedures and also provide links to the regulations • Administrative Capability • Institutional Eligibility • General Provisions (i.e. SAP, Verification, R2T4, ATB, Consumer info) • Programmatic (i.e. Pell, DL, Campus-based aid, Teach)
A manual is not required. However, a manual will assist in implementing and adhering to established procedure as a tool to assist schools in being good stewards in the administration of Title IV aid. Policies and procedures can be included in Annual Internal Audits • Auditors will request specific policies such as SAP or verification • Can request to review the full collection of policies Policies and Procedures will be included in Program Reviews • Program reviewers will determine if corrective action is needed to improve a manual. • An Action Plan will be required from the school
Won’t get fooled again!
Who • Which area handles the management of the policy and procedure? • Are other offices involved in the procedure? • For instance: Registrar, Academic Advising, Financial Aid, Student Accounts or Bursar What • Identify the required the policy • Determine the federal regulation that requires the policy • Create a Table of Contents to get started
When • How often is this policy used? • Where does the policy fall in the Business Process within your office? • Map the policies based the flow of your business processes How • What are the steps needed to correctly execute the policy? • How long does the procedure take to complete? • What system (Banner, COD, NSLDS) is used to complete the procedure?
Who? – Office of Financial Aid, Registrar, Student Accounts What? – Return to Title IV Aid CFR 668.23 When? – required for all students receiving Title IV aid who withdraw before the 60% point of the enrolled payment period How? – Steps in the office process
Help! I need somebody!
Ifap.ed.gov/qahome/qaassessments/makingofapandpmanual/html Complete guidance on what specific policies and procedures are needed to effective manage
Toolkit designed to provide an organized approach to developing and maintaining a P&P manual for your office. Provides templates along with citations for easy to understand steps Free of charge to NASFAA Members
Who you gonna ’ call?
Y – You are the best person to know the procedure. Assign sections to the appropriate staff M – Materials and steps needed in the procedure C – Colleagues to ask about their P&P manuals A – Always set a standard review time and also when regulations change
Daily • Follow the steps that you have written each day to determine if changes are needed Weekly • Look at any notes that you made on the procedure and take the time to update it Monthly • Choose a section and review it with staff to make sure that everyone is aware of regulatory changes and internal updates
Don’t let me down!
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