Qualify a Student and Add Them in Campus Ivy

Qualify a Student and Add Them in Campus Ivy

Below is a detailed process, from determining eligibility to entering the student into the system and submitting a batch for disbursement. This process ensures compliance, accuracy, and timely processing of financial aid applications. I’ve also included estimated times for each step.

Step-by-Step Process for Student Qualification and System Entry

1. Initial Application and FAFSA Submission

1. Guide the Student to Complete the FAFSA

   • Ensure the correct school code is listed on their FAFSA.
   • Assist the student in troubleshooting issues (e.g., missing signatures or incorrect information).

2. Monitor FAFSA Submission Status

   • Log into Campus Ivy to confirm that the student’s ISIR has been received.
   • Follow up with students whose ISIRs are not yet received.

2. ISIR Review and Eligibility Check

1. Retrieve ISIR in Campus Ivy
   • Identify eligibility: Review Expected Family Contribution (EFC), Pell Grant eligibility, and loan limits.
   • Check for flags (e.g., selective service, verification, conflicting information).
2. Flag Any Students for Verification
   • If flagged, contact the student to request tax returns, W-2s, or other documentation.
   • Mark the student for verification tracking in Campus Ivy.

3. Verification Process (if Required)

1. Collect and Verify Required Documents

   • Ensure documentation matches FAFSA data.
   • Upload and submit corrections to Campus Ivy if needed.

2. Verification Completion

   • Confirm the updated ISIR reflects verified data.
   • Communicate verification results to the student.

4. Create and Package the Financial Aid Award

1. Package Aid Based on Enrollment Status

   • Use Campus Ivy to calculate Pell, Direct Loans, and scholarships based on student eligibility.
   • Adjust packages for part-time or full-time status.

2. Create and Send Award Letter

   • Customize the award letter via Campus Ivy templates.
   • Send the letter to the student for review and acceptance.

5. Enrollment Status Confirmation and Entrance Counseling

1. Verify Student Enrollment

   • Confirm the student’s enrollment status with the registrar’s office.
   • Update enrollment hours in Campus Ivy.

2. Monitor Completion of Entrance Counseling

   • Ensure students borrowing loans complete entrance counseling online.
   • Record completion in Campus Ivy.

6. Disbursement Preparation

1. Set Up Scheduled Disbursements

   • Coordinate disbursement schedules based on academic calendar.

2. Monitor Enrollment Changes

   • Adjust disbursements for students who drop or change enrollment status.

7. Submit Student Records for Batch Processing

1. Review Batch for Completeness

   • Ensure all students in the batch meet eligibility and have completed entrance counseling.
   • Resolve any flagged issues or missing data before submission.

2. Submit Batch via Campus Ivy

   • Use Campus Ivy to submit the batch for federal loan or Pell disbursement.

3. Monitor Batch Status

   • Track batch submission to ensure acceptance and follow up on any rejected entries.

8. R2T4 (Return of Title IV Funds) Monitoring

1. Identify Withdrawn Students

   • Monitor students who withdraw or change enrollment status.

2. Process R2T4 Calculation

   • Calculate how much aid must be returned if the student did not complete enough of the term.

9. Reconciliation and Reporting

1. Monthly Reconciliation of Disbursements

   • Ensure disbursed aid matches the financial aid office and Campus Ivy records.

2. Prepare for Audits and Compliance Reporting

   • Use Campus Ivy reports to prepare data for audits and compliance requirements.

Summary of Time and Workflow

Conclusion

This training ensures that staff are well-versed in each step of the financial aid process using Campus Ivy. It covers qualification, ISIR review, verification, packaging, disbursement, and compliance tracking—with timelines and batch processing integration.