Discussion of how to manage financial aid processes for CBE pilot colleges

1. CBE Financial Aid Planning
Melanie Casciato- CBC
mcasciato@columbiabasin.edu
(509) 542-4593

2. Definitions
• Academic Year for the CBE program-
July 1- June 30
– 2 six month sessions
– # of instructional weeks varies by enrollment
entry date (but all entry points meet minimum annual
requirement of 30 weeks for credit hour program)
– Minimum full time enrollment each session= 20
credit hours
– No part-time attendance

3. Academic Calendar
• Modules- each 5 credit class can be viewed as a
module
– for a payment period a course or courses do not span the entire
length of the period of enrollment
• Nonstandard terms- defined begin and end dates
for all coursework
– May be unequal in length
– Does not conform to normal quarter/semester schedule
– Group modules together for enrollment for the entire
session

4. Processing of Aid
• Manually handled at each institution
• Students will be coded at admission
– Information on coding is available on CBE Blog
• Utilizing FAM- create a sub code in award
screen to track award based on entry point
• Budgets and procedures will need to reflect
each session entry point
• Budget Code in FAM will be 99

5. Cost of Attendance
Columbia Basin College
Competency Based Education (CBE)
2014-15 Cost of Attendance
January February March
Month 1 Start Month 2 Start Month 3 Start
Tuition & Fees $ 2,667 $ 2,667 $ 2,667
Room & Board $ 6,420 $ 5,350 $ 4,280
Personal Expenses $ 1,214 $ 1,012 $ 809
Fees $ 40 $ 40 $ 40
TOTAL $ 10,341 $ 9,069 $ 7,796
Manual Budget Code 99 99 99
1 Six Month Session Budget based on Entry date
Budget based on Off Campus budget R&B and Personal costs R&B= 2*3210 and Personal = 2* 607 (then pro-rated for
entry month)

6. Financial Aid Coding
• 2 sessions each year (Example)
– B453= Winter Session
– B561= Summer Session
• Create Award Sub Code for entry points
(Example)
– B453 Award Sub Code A= January Start
– B453 Award Sub Code B= February Start
– B453 Award Sub Code C= March Start

7. SAP (Satisfactory Academic Progress)
• All students are Full Time
• Students receive Grades A or B to show
mastery OR
• Student receives I or F
– Incompletes will reflect current campus policy
• I or F grades in more than one class will
automatically result in cancellation of a
students aid (until the grade is resolved or the
student follows campus policy to reinstate aid)

8. 60% Dates
• Set a census date for each session based on
entry point (3 dates per session)
Entry Point January 5th February 2nd March 2nd
Calendar Days 166 138 110
60% # Calendar Days 99 82 66
60% Date 4/13/2015 4/24/2015 5/6/2015
• See Blue Book: Volume 5, Chapter 6 for determining
withdrawal for module based program

9. Unanswered Questions?
• Discussion of what SNG awards would look
like: WSAC has not responded to the question
of whether the awards will be the equivalent
of a semester award?
• Reporting requirements for Interim and Unit
Record- what this will look like?
• State authorization for each institution (for
out of state students).

10. Questions (Continued)
• Notification from accreditors on approval for
new program delivery (substantive change)
• Loan borrowers- reporting to the
Clearinghouse based on 6 month sessions.
• Department of Education- getting final
approval to move forward
– Nonstandard term vs. Non term
– Academic program meets all financial aid criteria

11. Next Steps
• Work with SBCTC in utilizing FAM
• Create internal tracking for new CBE students
– Create spreadsheet to collect program data
• Create Policies & Procedures
– Satisfactory Academic Progress
– Appeal process
– Withdrawal and Return of Funds
• Create CBE priority deadlines/calendar