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The Monthly Memo
March, 2005

THIS MONTHíS TOPICS:
Return of Funds Policy Secure Socket Layer Project (User Agreement)
New HEAB Web Address
Notification and Voucher Processing Dates
Grants Committed and Spent Report

RETURN OF FUNDS POLICY
We were notified by the Legislative Audit Bureau that we need to update our "Return of Funds" policy. I will be putting together a workgroup with representation from all sectors to address this issue. HOWEVER, before I begin that process I would like to ask the Financial Aid Director from each school to mail or email (whichever is easiest) your schoolís "Return of Funds" policy to me. I would like to collect all schoolsí policies before putting together a working group.

I have been told that this issue has been controversial in the past. Please know that I will be working very hard to ensure your concerns are addressed, and I will keep you informed as this process moves forward. If you email concerns, comments or questions, Iíll keep them in a file until a workgroup is formed.

NEW SECURITY MEASURES FOR SCHOOL FILES - Secure Socket Layer (SSL)
In response to concerns about sending files via email, we are establishing a new process for transferring notification lists. Each school will have a separate, specific folder accessible only to your school at a Secure HEAB website. Files will be updated on the regular notification list processing dates. The files will be in the same format as those currently emailed - itís just that you will now "come get" the files.

Next week the Director of Financial Aid of each school will receive a letter with your user name and the SECURE HEAB address. Included will be a SECURE HEAB User Statement and a SECURE HEAB DESTINATION POINT ADMINISTRATOR RESPONSIBILITIES AGREEMENT. When we receive the signed agreement, you will receive your password and be ready to access your files.

Questions from the field
I received two emails with specific questions about this new SSL project. Here they are, with the responses:

Please check our Webpage under "Information for Financial Aid Administrators" for current Notification List and Voucher Processing Schedules.

NOTIFICATION LIST PROCESSING 04-05 Academic Year
Bi-Weekly on Tuesday: March 8, 22
April 5, 19
AES Notification List: April 5

NOTIFICATION LIST PROCESSING 05-06 Academic Year
Bi-Weekly on Tuesday: April 12, 26

VOUCHER PROCESSING
Tuesdays and Fridays: March 1, 4, 8, 11, 15, 18, 22, 25, 29
April 1, 5, 8, 12, 15, 19, 22, 26, 29
Please Note: Due to tight spending, there may be delays with voucher requests in Tech-WHEG, Tribal-WHEG and Indian Grant as we wait for refunds to come in.

UPDATES
CURRENT THIS TIME
LAST YEAR
TUITION GRANT
Committed
Spent (As of 2/22/05)
 
104.98%
85.47%
 
98.80%
93.94%
WHEG-UW
Committed
Spent
 
129.48%
94.89%
 
135.22%
99.30%
WHEG-WTC
Committed
Spent
 
167.12%
100.00%
 
167.66%
100.00%
TIP GRANT
Committed
Spent
 
125.36%
90.49%
 
136.07%
94.49%

NEW HEAB WEB ADDRESS
Itís easier and faster to get to and give out HEABís webpage address. Just type in Heab.wi.gov and youíre there! The old address will also continue to work.

UPCOMING DEADLINES AND EVENTS

Scheduled HEAB Board Meetings: April 22, 2005; July 29, 2005

Next HEAB Training Date: March 17, 2005

Please let us know if you are coming to training as materials are printed based on the number of people attending. To register for a session or for more information, please contact John Whitt at (608) 266-1665 or email him at john.whitt@heab.state.wi.us.

HEAB conducts one-day training programs for new and continuing financial aid administrators. The training session covers all aspects of the programs administered by HEAB, including:

The program begins at 10:00 a.m. and ends no later than 3:00 p.m. It is held at the HEAB offices at 131 W. Wilson St, Suite 902, Madison, WI. We have room for up to 6 people at each session.

 

Questions or concerns? I do appreciate your feedback. Please contact me by phone at (608) 264-6181 or by email at connie.hutchison@heab.state.wi.us.

Connie Hutchison

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