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The Monthly Memo
October 2007

THIS MONTH

  • NOTIFICATION LIST AND VOUCHER DATES
  • WISSIS SURVEY RETURN DEADLINE LOOMING!
  • VOUCHERS BLOCKED IF $ SPENT AT ANOTHER SCHOOL
  • REFUNDS IN DOLLAR AMOUNTS - NO CENTS
  • HEAB WHO'S WHO!
  • POLICIES AND PROCEDURES
  • NEW DELIMITED FILES IN THE WORKS
  • REPORT FILE TO BE ELIMINATED
  • GRANTS UPDATES - COMMITTED AND SPENT
  • HS COUNSELOR WORKSHOP DATES/LOCATIONS
  • UPCOMING EVENTS
  • WISCONSIN BIENNIAL BUDGET UPDATE

NOTIFICATION LIST
Distributed Wednesday afternoons: October 3, 10, 17, 24, 31
November 7, 14, 28
December 5, 12, 19

VOUCHER PROCESSING
Vouchers are processed on Tuesdays and Fridays for files uploaded by noon.

AES LIST
Wednesday afternoon: October 17
November 14, 28
December 12

Please look for the schedule online at: http://www.heab.wi.gov/finaid.html

WISSIS SURVEY RETURN DEADLINE LOOMING!
The deadline for returning the WISSIS Surveys is November 15. Independent Colleges & Universities and Tribal Colleges return their WISSIS surveys directly to HEAB. Technical Colleges should forward their completed surveys to Tom Heffron at the WTC System Office before November 15, so he can compile and submit a total WTC WISSIS report to HEAB by November 15. UW System Administration completes a single WISSIS survey for the entire UW System.

VOUCHERS BLOCKED IF $ SPENT AT ANOTHER SCHOOL
If you are vouchering for a student but another school has already received funds for that student, that voucher request will be blocked. This is true even if you are vouchering for different programs (i.e., WHEG at one school, AES at another). Funds will be released for the student when a refund for the student is processed.

REFUNDS IN DOLLAR AMOUNTS - NO CENTS
Please send refund amounts in whole dollars only; if the refund amount does have cents please use standard rounding: up for anything 50 cents and over, down for anything below 50 cents. HOWEVER, do not refund more than the disbursed amount.

Also, AES fall requests MUST be $563 and spring $562. Any fall request that comes in at a different value ($562.50 or $562) will be changed to $563. If you vouchered for $562 and we changed your request to give $563, DO NOT REFUND $1 FOR EACH STUDENT!! If you have questions about this please contact me by email at connie.hutchsion@wisconsin.gov or phone (608.264.6181).

HEAB WHO'S WHO!
Each person at HEAB is responsible for specific programs and duties. Here is an updated list of who is responsible for what. Email and phone information is available at HEAB's website: http://www.heab.wi.gov/contacts.html.
Connie Hutchison, Ph.D.
Executive Secretary

Sherrie Nelson, CPM
Administrative Policy Advisor
- Administrative & Fiscal Services
- Programs & Policy

Lee Hellickson
IS Computer Professional
- Information Systems Manager
- Mainframe and PC Systems Development

Mary Lou Kuzdas
Grant Specialist
- Wisconsin Tuition Grant
- Wisconsin Higher Education Grant - Tribal Colleges
- Minority Undergraduate Retention Grant
- Minority Teacher Loan

Cindy Lehrman
Grant Specialist
- Minnesota-Wisconsin Tuition Reciprocity Program
- Nursing Student Loan

Barb Moermond
IS Resources Support Technician
- Data Processing
- Mainframe Systems Support

Sandy Thomas
Grant Specialist
- Wisconsin Higher Education Grant - UW & Technical Colleges
- Indian Student Assistance Grant
- Hearing & Visually Handicapped Student Grant

Cassie Weisensel
Office Operations Associate
- Clerical and Program Support
- Receptionist
- Inactive Loan Programs (repayments only)
- Refunds
- Contract for Dental Education
- Medical College of Wisconsin Capitation Contract

John Whitt
Grant Specialist
- Talent Incentive Program Grant
- Teacher Education Loan
- Teacher of the Visually Impaired Loan
- Web Page

Nancy Wilkison
Grant Specialist
- Academic Excellence Scholarship

vacant
Office Management Specialist
- Personnel / Payroll & Accounting
- Contract for Dental Education
- Medical College of Wisconsin Capitation Contract
- Wisconsin Health Education Assistance Loan (repayments only)
We are hoping that this position will be restored when the 0709 state budget if finalized

POLICIES AND PROCEDURES
The on-line Policies & Procedures Manual has not yet been updated to include changes relating to the systems rewrite. Current information about 2007-08 processing is on our "Information for Financial Aid Administrators" page (http://heab.wisconsin.gov/finaid.html). Scroll down past the Processing Schedule to the "2007-08 Information" section.

NEW DELIMITED FILES IN THE WORKS
ALL FILES YOU CURRENTLY RECEIVE WILL BE PRODUCED THROUGHOUT THE COMPLETE 2007-08 YEAR!!
Our new system provides much more information than our old system. We will be writing new notification lists that have one line per student and give more complete and accurate information.

REPORT FILE TO BE ELIMINATED IN 2008-09 - A YEAR FROM NOW
We will no longer produce and distribute the report file (RPT###...) once 2007-08 processing is complete (a year from July). The delimited notification file contains more complete and accurate information, and this list can be configured by your offices to display whatever you feel is necessary.

GRANTS UPDATES - COMMITTED AND SPENT

Current This Time
Last Year
TUITION GRANT (W codes 5/22/07)
Committed
Spent
110.10%
41.30%
88.45%
31.07%
WHEG-Tribal (W coded 08/08 with preference to applicants before 06/30)
Committed 137.45% 103.80%
WHEG-UW (W codes were applied June 27, 2007)
Committed
Spent
125.71%
50.86%
128.41%
48.34%
WHEG-WTC
Committed
Spent
 
161.65%
44.21%
 
157.79%
39.43%
TIP GRANT
Committed
Spent
 
116.29%
37.44%
 
112.95%
39.31%

HS COUNSELOR WORKSHOP DATES AND LOCATIONS

Friday, October 12
* On-Line
* UW-Fond du Lac
* MATC- Milwaukee North - Mequon

Monday, October 15
* St. Norbert College - DePere
* UW - Stout, Menomonie

Tuesday, October 16
* North Central Wisconsin Tech - Wausau
* Northland College - Ashland

Friday, October 19
* Gateway Technical College - Kenosha
* Herzing College - Madison
* Viterbo - LaCrosse
* Waukesha County Technical College - Waukesha

Monday, October 22
* On-Line Presentation

On-line sessions require internet access from a PC and a telephone. If you select an on-line/internet session, materials will be sent to you.

UPCOMING EVENTS

Scheduled HEAB Board Meetings: November 2, 2007; February 1, 2008; April 4, 2008; August 1, 2008

WASFAA Conferences: http://wasfaa.net/events/conferences.asp

Next HEAB Training Date: November 15, 2007

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. 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.

WISCONSIN BIENNIAL BUDGET UPDATE
There have been no changes since the monthly memo in August.

 

Please contact me by phone at (608) 264-6181 or by email at connie.hutchison@heab.state.wi.us if you have any suggestions, questions or concerns.

Connie Hutchison
Executive Secretary

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