Session 8

Updating Your Eligibility

Status – It’s a Snap With
EAPP!
Patricia Patterson
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 Applying and Reporting
Responsibilities
ƒ The regulations were reorganized so that
changes requiring an institution to apply and
wait for ED’s approval are listed under
§600.20—Expanding eligibility.

ƒ Changes that must be reported but do not

require ED’s approval are listed under
§600.21 – Updating your eligibility.

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 Expand Institutional Eligibility

ƒ Recertification
ƒ Add a location (if required by
§600.20)
ƒ Increase level of program offering
ƒ New program (outside scope)
ƒ Short term program

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 Update Application
Information
ƒ Name change
ƒ Address change
ƒ Change in official of the Institution--
(President, Fiscal Officer, Financial
Aid Administrator)
ƒ Change in official of the ownership
entity

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 Update Application
Information
ƒ Change in method of measurement
ƒ (e.g. Clock hours to credit hours or
Semester to quarter hour)
ƒ Add or drop a third party servicer
ƒ Report a new location (unless
required to apply under §600.20)

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 Update Application
Information
ƒ Change Accreditor -tell us when you
begin the change
ƒ Change in state authorization
ƒ Change in governance of a public
institution
ƒ Closure of a branch or location

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 Recertification

ƒ Need to submit a materially complete

application 90 days prior to expiration of
the Program Participation Agreement
(PPA).
ƒ The Department will notify the institution
6 months prior to the expiration of the
PPA.

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 Additional Location

ƒ All Schools MUST either APPLY for

Approval in accordance with §600.20
Or
ƒ REPORT the location in accordance
with §600.21

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 Additional Location

…if the institution:

ƒ Offers at least 50% or more of an
educational program at the location
and
ƒ It wishes to give Title IV funds to
students at that location.

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 Additional Location

ƒ The institution must APPLY and wait for

the Department’s approval before it can
disburse Title IV funds for students at
the new location if it meets any of the
following conditions identified in
§600.20: The institution-

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 Additional Location

ƒ Is provisionally certified,
ƒ Is funded under the reimbursement or cash
monitoring payment method,
ƒ Has acquired the assets of another institution
that participated in Title IV during the
preceding year,
ƒ Is subject to loss of eligibility under §668.188
(cohort default rate), or
ƒ Was notified by ED that the school must
“apply”.
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 Additional Location

ƒ If you do not meet one of the conditions

in §600.20, you can disburse Title IV
funds to student at the new location
AFTER…
ƒ You have submitted a MATERIALLY
complete application including mailing
all supporting documents for the
licensed and accredited location.
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 Closure of a Location

ƒ The institution must report a closure of a

location using the Application within 10
days of the closure of the location,
branch or main campus.

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 Increase Level of Educational
Program Offering
ƒ Example: Currently approved for
Associate Degree, now want to offer a
Bachelor’s degree.

ƒ The institution must receive our

approval before it disburses Title IV aid
to students at the new level of Program
Offering.

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 Adding Vocational Program

ƒ If the program is outside the current

scope of educational offering, you must
apply for approval for the program if you
wish to give Title IV aid to students in
that program.
ƒ If the new program is a short-term
program, you must always apply for
approval of that type of program.
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 Clock to Credit Hours

ƒ We need the number of clock hours to

apply the clock to credit hour formula.
ƒ ED will only approve credit hours up to
the amount that is approved by the state
and accrediting agencies AND meets
our clock to credit hour formula.

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 Clock to Credit Hours
Exemptions
ƒ Each course within the program is acceptable
toward that school’s associate degree,
bachelor’s degree, or professional degree
provided that the institution’s degree requires
at least two academic years of study.
ƒ Public or private nonprofit hospital-based
school of nursing that awards a diploma.

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 Clock to Credit
Hour Formula
ƒ Calculate by dividing 30 into the number
of clock hours if the program is offered
in semester or trimesters credit hours.
ƒ Calculate by dividing 20 into the number
of clock hours if the program is offered
in quarter credit hours.
ƒ Must round down.

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 Clock to Credit Hours
Examples in Semester Hours

State Accreditor ED
Clock Credit Clock Credit Credit

930 31 930 31 31

930 33 930 33 31

930 28 930 28 28

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 Short Term Programs

ƒ Eligible for FFEL and Direct Loans only.

ƒ Must be between 300 and 599 clock
hours
ƒ At least 10 weeks in length.
ƒ Cannot be more than 50% of state
required minimum hours.

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 Short Term Programs

ƒ Must have been legally authorized to provide

and continuously provide the program during
the 12 months preceding the application date.
ƒ Must admit as regular students some
students who have not completed an
associate degree.
ƒ Must provide undergraduate training that
prepares a student for gainful employment in
a recognized occupation.
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 Short Term Programs
ƒ Substantiated completion rate of at least
70%.
ƒ Substantiated placement rate of at least
70% in related job fields.
ƒ Rates must be reported in the annual audit
(financial/compliance).
ƒ If rates are not met, the program is not
eligible for the next award year.
ƒ Institution can apply for re-approval of the
program once it again meets the program
eligibility requirements.
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 Applying for or Reporting
Expansions and Updates
ƒ Use the Application for Approval to
Participate in Federal Student Financial Aid
Programs.
ƒ In question 1, select the purpose “update”
and make the appropriate selection from the
“pick list”.
ƒ Complete the information for the appropriate
question(s) and Section L of the Application.
ƒ Mail the Signature page and the supporting
documents to the address provided.
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 Features of the EAPP

ƒ Many questions are prepopulated

ƒ Edit checks
ƒ Help text
ƒ Skip features
ƒ Status messages

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 Where Do You Find the
Application?
The Application for Approval to
Participate in Federal Student
Financial Aid Programs can be
found at:
www.eligcert.ed.gov

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HELP!
 Case Team Contacts

HELP
Officials
 Accreditation

State Authorization

Add programs

Add location

New Title IV program

 Third Party
Servicer

Supporting
Documents

Display and print

application
 Status

Print blank
application

Initial schools
 ED + 8-digit
OPEID Number

ED + 9-digit
Taxpayer
Identification No.
 But What If I Don’t
Know My User Name
or Password?

No problem - Just look on your

Program Participation Agreement (PPA)
or your Eligibility and Certification Approval
Report (ECAR), or give the case team a
call!

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You must always select a purpose.
Check update, then click on theÀ.

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Choose the Purpose from the
Choices in the Picklist

Additional location

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2001

2002

2002

2003
 Everything’s OK

Ignore the edit

& keep going

Just looking
 Select the Section
You Want to Go to Next

Defaults to
next page

Select section
you want
Index 38
 Special Feature of the
EAPP for Updates

If the school chooses only one purpose,

the choice “continue to next page”, will
take you directly to the page you want
to go, instead of you having to put in the
appropriate section in “Go to
Section ”.

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Add new location
If you added it,
You can delete it
 Go to the
signature page
 Check if president signs
06/26/2002 the app and print page
Go to Section M
 Section M Tells You What
Documents to Mail

Next, click on the Application Submission page hot link!

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 It will tell you if data is still needed

If ok, click on the Submit Application button

 Receipt 09/26/2003 9:30 am Eastern Time

You must receive written approval from ED for your new location(s) before you
disburse Title IV funds to students at the new location(s)

U.S. Department of Education

Case Management and Oversight
Data Management and Analysis
Document Receipt and Control Center
830 First Street, NE
Room 71I1
Washington, DC 20002
 Add a New Program
(nondegree/vocational)
ƒ Go to Section A - Question 1 (Purpose)
ƒ Select “Nondegree Program”
ƒ Go to Section E - Question 27
ƒ Enter New Program
ƒ Go to Section L - President’s signature

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Nondegree program
Takes you to Section E

Go to Section E, page 2
(question 27)
Update current program

Add new program

Click here to get a
list of CIP Codes
 Select the
appropriate letter
 Copy or
Note the
Appropriate
CIP Code

Then hit the

browser’s “back”
button
 Add a New Program (Cont.)

ƒ Go to Section M - Tells you what

supporting documents to send
ƒ Go to Application Submission Page -
Tells you if there is any data missing
ƒ Go to Submit Application - transmits the
application & gives you a receipt
ƒ Mail the Supporting Documents

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 How do I report a change of officials
(President, Fiscal Officer, or Financial
Aid Administrator)?

No problem - the EAPP is the

way to report the new officials

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 Change Officials/Directors

ƒ Go to Section A - Question 1 (Purpose)

ƒ Select “Officials/Directors of Institution”
ƒ Go to next page, Section A, page 2
ƒ Enter the new official, don’t forget to
check the box “new person”
ƒ Go to Section L - President’s signature

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Officials/Directors
of Institution
Defaults to Section A, page 2
New Person
Don’t forget to change
the e-mail address
 Change of Officials (Cont.)

ƒ Go to Section M - Tells you what

supporting documents to send
ƒ Go to Application Submission Page -
Tells you if there is any data missing
ƒ Go to Submit Application - Transmits
the application & gives you a receipt
ƒ Mail Supporting Documents

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 But ...What About
Comments?
If you wish to provide additional
information about the application or data
you entered …
– Go to Section K
– Question 69

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Use this area to
provide additional
information or an
explanation
How Can You Check on the
Status of Your Application?

No problem -- go to the EAPP

-- It’s a Snap

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Status
 No
yo w y
ur o
PP u ca
fro A a n a
m nd cce
the E C ss
we AR
b!
 E-mail: Action Required –
Your Program Participation
Agreement (PPA) is ready to sign
ƒ Sent to President, Financial Aid Director and
Application Contact.

ƒ Tells you to go to the PPA/ECAR page of the EAPP

web site (eligcert.ed.gov). Print, review, sign and
return two copies of the Program Participation
Agreement (PPA) to the Case Management Team.

ƒ Advises you to also print and review a copy of the

PPA transmittal letter for your records.

ƒ Who to contact if you have questions.

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PPA Documents Page 1 of 1

PPA Documents Help OPEID 04444400 School Name: Test School Number Four
Your Reapproval (Recertification) 4321 Main Street
application has been submitted Fairfax, VA

Select an item from the list and click the button to display it::

Program Participation Agreement (PPA) (Expires 09/30/2007)

PPA Transmittal Letter

Please print, review, sign and return TWO copies of the PPA to the Department
of Education.

Display Item Selected

Return to the Application Index

 E-mail: Your Program Participation
Agreement (PPA) Has Been Signed

ƒ Sent to President, Financial Aid Director and

Application Contact.
ƒ Advises you the PPA has been signed and mailed.
ƒ Instructs you to go to the PPA/ECAR page of the
EAPP web site (eligcert.ed.gov). Print and review a
copy of the Eligibility and Certification Approval
Report (ECAR) and the Approval Letter.
ƒ The Institution must retain the ECAR and the PPA
together.
ƒ Who to contact if you have questions.
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PPA Documents Page 1 of 1

PPA Documents Help OPEID 04444400 School Name: Test School Number Four
Your Reapproval (Recertification) 4321 Main Street
application has been submitted Fairfax, VA

Select an item from the list and click the button to display it::

Program Participation Agreement (PPA) (Expires 09/30/2007)

PPA Transmittal Letter
Approval Letter
Eligibility and Certification Approval Report (ECAR)

Display Item Selected

Return to the Application Index

 Coming
S
Update oon
your
Federa
School l
Code
 Update Your Federal School Code
Information From a Link From the
EAPP Website
ƒ The school’s main and additional locations
are displayed with the OPEID, Federal School
Code (FSC), FSC address, and contact
information.
ƒ Only approved locations with an FSC address
are displayed.
ƒ The school can click on the Update hot link to
update the FSC address or contact.
ƒ School is reminded that this is not where you
update your schools legal address.
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Federal School Code (FSC) Location Addresses used by the FAFSA.

Please note: Changing the FSC address does not affect the location’s
legal address or eligibility.
You do not need to start or submit an EAPP application to change your
FSC address.
Provide the name, address, and contact for your FSC locations.

OPEID Federal Location Name Contact Name,

School and Address phone and
Code Email
Update FSC Address 04444400 044444 Test School Number Four John Doe
4321 Main Street (555) 555-1212
Fairfax, VA 22311 [email protected]
Update FSC Address 04444401 E00001 Test School Number Four- Alex John Doe
1 East Street (555) 555-1212
Alexandria, VA 22222 [email protected]
Update FSC Address 04444403 E00003 Test School Number Four John Doe
2 Oak Street (555) 555-1212
Arlington, VA 23331 [email protected]
Update FSC Address 04444404 E00004 Test School Number Four John Doe
3 North Street (555) 555-1212
Springfield, VA 22330 [email protected]
 Case Management Team Contacts

Internet: [email protected]

Boston team - (617) 223-9338

Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and Vermont

New York team - (212) 264-4022

New Jersey, New York, Puerto Rico, and the Virgin Islands

Philadelphia team - (215) 656-6442

Delaware, the District of Columbia, Maryland, Pennsylvania, Virginia, and West Virginia

Atlanta team - (404) 562-6315

Alabama, Florida, Georgia, Mississippi, North Carolina, and South Carolina

Chicago team - (312) 886-8767

Illinois, Minnesota, Ohio, and Wisconsin

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 Case Management Team Contacts (continued)

Dallas team - (214) 880-3044

Arkansas, Louisiana, New Mexico, Oklahoma, and Texas

Kansas City team – (816) 268-0410

Iowa, Kansas, Kentucky, Missouri, Nebraska, and Tennessee

Denver team - (303) 844-3677 x100

Colorado, Michigan, Montana, North Dakota, South Dakota, Utah, and Wyoming

San Francisco team - (415) 556-4295

Arizona, California, Hawaii, Nevada, American Samoa, Guam, Federated States of
Micronesia, Palau, Marshall Islands, and Northern Marianas

Seattle team - (206) 615-2594

Alaska, Idaho, Indiana, Oregon, and Washington

Foreign School team - (202) 377-3168

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