April 2017 Policy and Procedure Definitions Federal Regulatory - - PowerPoint PPT Presentation

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….

• A principle of action adopted or

proposed by a business

• A definite course or method of action

selected from alternatives to guide and determine present and future decisions

• A high-level overall plan embracing

the general goals and acceptable procedures within a governing body

 Procedure defined…..

• An established or official way of doing

something

• A series of steps followed in a regular

definite order

• A set of instructions by which a person

can be called into action

• A traditional or established way of

doing things

Somebody’s watching me…….

It is the school’s responsibility to ensure that all Title IV requirements

• utlined 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!