The Monthly Memo
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 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.
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) 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 QUESTION: Please check our Webpage under "Information for Financial Aid
Administrators" for current Notification List and Voucher Processing Schedules.
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.
I received two emails with specific questions about this new SSL project. Here they are, with the responses:
Hi, Will schools also be able to place voucher files on a secure HEAB website at some point in the future, instead of emailing them?
Not yet, but possibly sometime in the future. We will have to do more programming and deal with more extensive security hurdles in order to allow files to be placed on our server. I want to keep this very basic for the first two months, get into the new academic year, give my staff some room to breathe, then kick it up a notch.
Hi Connie, The new security measures/school files sounds like a good idea. My question is -†will we still†receive some type of notice that the list is there, and that we can go get it?† Or, will we be able to go by the dates listed as Notification List Processing dates?† I ask this because sometimes there is a delay of a day in receiving our notification list in relation to the dates†mentioned in our monthly memos.
When you open your folder, your files will be dated, so you will be able to tell which is old and which is new. We process at the very end of the business day, (This saves on mainframe costs and gives us a whole day of data), the staff checks the files for accuracy, and they are sent to school folders sometime in the morning. So, if you look at the Notification List Processing dates, you should assume the files will be out to you the next day by noon, unless there is a problem.
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
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|
|Tuesdays and Fridays:||March 1, 4, 8, 11, 15, 18, 22, 25, 29
April 1, 5, 8, 12, 15, 19, 22, 26, 29
Spent (As of 2/22/05)
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.
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 email@example.com.
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 firstname.lastname@example.org.
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