OHIO BOARD OF REGENTS

HEI Contacts:

This is to inform you that some data reporters who are accessing HEI with Netscape Communicator version 6.0have experienced problems with HEI facilities. Based upon our preliminary investigation of version 6.0, we have discovered some incompatibility issues and recommend that you do not use version 6.0 to access HEI. The preferred web browser is still Netscape Communicator version 4.0 to 4.75.

We will continue to research this issue and will inform all users when version 6.0 can be used to access HEI. For your information the URL for downloading version 4.75 is http://home.netscape.com/download/archive/client_archive47x.html. 

Thanks,
Harold Horton
Director, HEI
Ohio Board of Regents
hhorton@regents.state.oh.us

Subject:    Guidelines for HEI file changes and/or additions
        Date:     Fri, 16 Mar 2001 12:31:46 -0500
       From:     Harold Horton <hhorton@regents.state.oh.us>
       To:        "dracl_contacts@hei.regents.state.oh.us" <dracl_contacts@hei82.regents.state.oh.us>

HEI Contacts:

At our last meeting, the HEI Advisory Committee recommended that we post on the web Regents guidelines for HEI file changes and/or additions. HEI staff began using these guidelines over two years ago, but we are now making them available on the Web for public access.

You can now access the guidelines from the HEI home page at: http://regents.ohio.gov/hei/guidelines.html. Please note that we will make every attempt to adhere to the guidelines but there may be certain legislative mandates, requests or other circumstances that cause a departure from these guidelines. Please also note that we have also posted a summary of scheduled future and past file changes and/or additions along with the guidelines. Please contact me at hhorton@regents.state.oh.us if you have any questions or comments.

Thanks.

Memorandum To: Financial Aid Administrators From: Tom Rudd, Director State Grants and Scholarships Department Date: October 5, 2001 Subject: SGS Program Information for the 2001-2002 Academic Year   We hope that the following SGS program information will be useful as we begin the 2001-2002 academic year. Ohio Instructional Grants The "window" for submitting Ohio Instructional Grant award certification files to the Board of Regents via the web for the 2001-2002 academic year will open 15 days after the first day of classes in your institution's fall 2001 term. However, the window will not open unless the calendar information stored in the HEI system for your institution has been updated for the 2001-2002 academic year. If you/your staff are unsure about how to update the calendar information in HEI, please contact Charles Shahid (614-752-9191 or toll-free at 888-833-1133, extension 29191 or cshahid@regents.state.oh.us). Preliminary OIG payments for the 2001-2002 academic year will be mailed out starting next week. Please note, however, that if your institution has an outstanding obligation to the OIG Program for the 2000-2001 academic year, a preliminary payment will not be made until the balance has been paid or reconciled. If you have questions about reconciling OIG payments for the 2000-2001 academic year, please contact Alice Doughty, OIG Payment Coordinator (614-752-9477 or toll-free at 888-833-1133, extension 29477 or adoughty@regents.state.oh.us). If your institution does not have end-of-year refunds or other fiscal adjustments for the 2000-2001 academic year and you have not communicated this fact to SGS, please contact Alice immediately. OIG rosters continue to be available on the HEI web site. In an effort to eliminate the paper OIG transfer form, procedures for transferring OIG awards from one participating institution to another have been modified for the 2001-2002 academic year. Starting immediately, institutions will be able to submit electronic "transfer files" directly to SGS in order to transfer a student's 2001-2002 OIG benefits. Data set specifications for the transfer file are attached. Please note that our system will determine the amount of OIG benefits available to the student in each transfer term. You are not asked to provide these values. You are asked to identify the transfer terms for which your institution is requesting OIG benefits. Please imbed your transfer files in an e-mail message directed to David Bastian (dbastian@regents.state.oh.us) or Tom Betts, IT consultant, (tbetts@regents.state.oh.us). If a transfer file is attached to an e-mail message, it must be a text file. These are temporary procedures; ultimately, an HEI portal will be created to receive and edit these transfer files via the web. Other OIG information for Financial Aid Administrators, including the 2001-2002 payment-refund time line and the new grant tables, may be accessed on the Regents web site. Go to the Regents' main page at www.regents.state.oh.us, select "financial aid" from the drop-down menu, then click on "For Financial Aid Staff."   Student Choice Grants As announced earlier, the amount of the Student Choice Grant for the 2001-2002 academic year is $1,062. Award certification and payment/refund procedures remain the same as in the 2000-2001 academic year. Based on current projections of utilization and available appropriations, the amount of the Choice Grant for the 2002-2003 academic year will be $1,038. However, this number may change if actual utilization in the current year varies significantly from our projections. Please direct questions about the Student Choice Grant Program to Barb Metheney (614-752-9535 or toll-free at 888-833-1133, extension 29535 or bmethene@regents.state.oh.us).   Part-Time Student Instructional Grant Disbursements for the 2001-2002 academic year will start next week to those schools who have submitted complete end-of-year reports, including electronic recipient lists, for the 2000-2001 academic year. As in past years, we anticipate at least one round of supplemental disbursements for the 2001-2002 academic year. Questions about the Part-Time Student Instructional Grant Program should be directed to Barb Metheney.   Ohio Academic Scholarship Program Starting this year, Ohio Academic Scholarship eligibility lists will be available via the web. These lists will replace the OASP paper rosters. Also, you will no longer be required to complete paper rosters to certify scholarships for payment. A web-based function will be implemented for OASP payment requests. We anticipate that the electronic eligibility lists will be available on the HEI system starting next week. Look for an e-mail from Harold Horton, Director of HEI, and me with more information about eligibility lists and new OASP award certification procedures including the names of Regents staff who can provide technical support for these new procedures. The value of the Academic Scholarship for academic year 2001-2002 is $2,100 for all recipients ($700 per quarter and $1,050 per semester). The value of the Academic Scholarship in the 2002-2003 academic year will be $2,205 ($735 per quarter or $1,102 for the first semester of enrollment and $1,103 for the second semester of enrollment).   Ohio War Orphans Scholarship Program The maximum War Orphans Scholarship benefits for students enrolled in private institutions in the 2001-2002 academic year is $4,206 ($1,402 per quarter and $2,103 per semester). Award certification procedures remain the same as in 2000-2001. Questions about this program should be directed to Sue Minturn (614-752-9536 or toll-free at 888-833-1133, extension 29536 or sminturn@regents.state.oh.us) or Sarina Wilks (614-752-9528 or toll-free at 888-833-1133, extension 29528 or swilks@regents.state.oh.us).   Ohio 12th Grade Proficiency Tests Scholarship Program The "window" for submitting Proficiency Tests Scholarship payment files to the Board of Regents via the web for the 2001-2002 academic year will open 15 days after the first day of classes in your institution's fall 2001 term. However, the window will not open unless the calendar information stored in the HEI system for your institution has been updated for the 2001-2002 academic year. As you know, the Ohio 12th Grade Proficiency Tests Scholarship Program has not been funded beyond academic year 2001-2002. At this time, we have no indication that additional funding will be provided. Please note that all Proficiency Tests Scholarship vouchers issued for the 2001-2002 academic year, as well as those issued for previous years, will expire at the close of the SPRING quarter/semester of 2002. If you have questions or need technical assistance with this program, please contact Sue Minturn or Sarina Wilks.   Student Workforce Development Grant The amount of the Student Workforce Development Grant for the 2001-2002 academic year is $144 ($48 per quarter/ $72 per semester). As you may know, the FY2002 appropriation for this program is $1,200,000. Last year's appropriation was $2,500,000. The window for submitting Student Workforce Development payment files to the Board of Regents will open 15 days after the first day of classes in the fall term of the 2001-2002 academic year. Again, you must update the calendar information stored in the HEI system for the 2001-2002 academic year. If you have questions or need technical assistance with this program, please contact Charles Shahid (614-752-9191 or toll-free at 888-833-1133, extension 29191 or cshahid@regents.state.oh.us).   Nurse Education Assistance Loan Program (NEALP) Letters were mailed in July, 2001 to new NEALP recipients who will receive their first loans in the 2001-2002 academic year. Several significant changes have been made in this program: Starting in the 2001-2002 academic year, the interest rate on all new NEALP loans (made after September 1, 2001 to new and continuing students) has been reduced from 12% to 8%; the maximum loan forgiveness has been increased from 80% to 100% for all students. Questions about NEALP should be directed to Barbara Closser (614-644-6629 or toll-free at 888-833-1133, extension 46629 or bclosser@regents.state.oh.us).   Ohio Safety Officers College Memorial Fund The Safety Officers College Memorial Fund provides tuition benefits to the children and spouses (or former spouses) of firefighters, peace officers and certain other safety officers who are killed in the line of duty. A former spouse must be the custodial parent of a minor child of that marriage. The Fund pays all tuition and general fee charges at state-supported colleges and universities and up to $3,564 at other Ohio post-secondary institutions. A recipient of these benefits must be an Ohio resident; however, Ohio residency is not required of the safety officer who is killed in the line of duty. This means, for example, that a child or spouse of a safety officer who lost his or her life in the tragedy of September 11th, could qualify for these benefits provided that the child or spouse is an Ohio resident. Questions about this program should be directed to Barb Metheney.   Regents Graduate/Professional Fellowships A total of 53 new fellowships were awarded for the 2001-2002 academic year. Applications for the 2002-2003 academic year will be mailed to participating colleges and universities in early November, 2001. Barb Metheney is the contact person for this program.   Capitol Scholarships Although there is not a line-item appropriation for the Capitol Scholarship Program in FY2002, funding in the amount of $250,000 has been provided. To date, 59 scholarships have been awarded. Questions about this program should be directed to Charles Shahid.   FY2002 Appropriations The attached spread sheet shows appropriation levels for all SGS programs for the 2001-2002 academic year as well as the maximum award in each program.   State -Wide Financial Aid Consultation The state-wide Financial Aid Consultation is moving forward successfully under the leadership of Associate Vice Chancellor Rob Sheehan. The first two meetings of the Consultation were very productive and we anticipate that the third meeting, scheduled for early November, will be equally successful. OASFAA is well represented among the Consultation members. ---------------------------------------------------------   We look forward to working with you in the 2001-2002 academic year. Please do not hesitate to call me or any staff member in the State Grants and Scholarships Department if you have policy or procedural questions about state grant and scholarship programs or you need technical assistance. As in past years, we are committed to strengthening an already good partnership between the Financial Aid Community and the Ohio Board of Regents. Thank you.   M E M O R A N D U M To: Independent and Proprietary College and University HEI Financial Aid Contacts From: Harold Horton, Director of HEI, Ohio Board of Regents Date: March 7, 2002 Re: Announcement of HEI Financial Aid Student Identifier Query Cc: Independent and Proprietary College and University Presidents Larry Christman, President, AICUO Bob Burke, Director of Research, AICUO Max Lerner, Executive Director, Ohio Council of Private Colleges and Schools John Ware, Director, State Board of Proprietary School Registration Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents Rob Sheehan, Associate Vice Chancellor, Ohio Board of Regents I am writing to inform you that we have placed the Financial Aid Student Identifier query in the HEI restricted output area. This query will provide you with a file of student identifiers for students from your campus reported to have received state assistance in FY 2000-2001 in the form of Ohio Instructional Grant, Part-Time Student Instructional Grant, Ohio Academic Scholarship, Student Choice Grant, Workforce Development, and Ohio Proficiency Award. We have provided this file of student identifiers to assist you in the submission of the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance (PE) file located at http://regents.ohio.gov/hei/forreview/pefile.html and the Independent, Proprietary, and Non-Ohio Colleges and Universities Degree/Certificate Earned (PD) file located at http://regents.ohio.gov/hei/forreview/pdfile.html. The data in this student identifier file come from a variety of database sources (HEI, SGS mainframe, and other ad-hoc systems) and as a result may contain some anomalies. Therefore, it is important to note that this data file is our best effort to come up with a complete list. For this first year's data collection, we are content to work with this set of student identifiers. Campuses do not have to verify or augment this list. Note that in the PE file submission document we have created a field (student status) that allows you to indicate that the student identifier cannot be found in your system (or even to add an identifier if you wish but this is optional). Our ability to generate these identifiers will improve each year as the various financial aid programs come together in the single HEI information system. Please be sure to circulate this memo and grant query access to your registrar or appointed campus official(s) responsible for the submission of the PE and PD files. To give campus staff an opportunity to practice submitting HEI files and become better acclimated with HEI reporting procedures, campuses will be able to send test data to HEI starting around March 15 and ending April 15. The window for the reporting of actual data will open on May 1 and close June 30, 2002. Please also note that we have scheduled help sessions to answer questions and provide demonstrations during the HEI Users Conference from 9:00am to 10:00am and from 1:00pm to 2:00pm on March 28 at The Ohio State University's Fisher College of Business. Please see the HEI Users Conference web page at http://regents.ohio.gov/hei/conf2002home.html for registration information and locations of the help sessions. A copy of this memo has been sent to all Independent and Proprietary College and University Presidents, in the event that a campus does not have a HEI Financial Aid Contact. If you have any questions please feel free to contact Chris Doll, HEI Analyst, at cdoll@regents.state.oh.us or by phone at 614-728-8858. We appreciate your continued cooperation in this important endeavor. Please feel free to contact me directly at 614-644-5796 if you have any questions. Ohio and Pennsylvania Financial Aid Administrators, Ohio Instructional Grant Rosters (OIG) for the 2002-2003 academic year have been corrected and updated. Today, a bi-monthly roster with the date of 5/20/2002 will be available for pick-up on the HEI website. To prevent further confusion, 2002-2003 bi-monthly rosters with the date of 5/14/2002 have been removed from the HEI website. Pennsylvania Institutions: Please note that your 2002-2003 OIG rosters include accurate award amounts for returning students. All students who enroll for the first time in the 2002-2003 academic year will be subjected to the revised grant amounts as detailed in the grant portability agreement. On 4/3/2002, a copy of the OH/PA grant portability agreement was sent via e-mail to all PA financial aid administrators. If for some reason anyone did not receive a copy of the agreement, please e-mail me at cshahid@regents.state.oh.us and I will send another copy.  I apologize for the inconvenience that this situation has caused and if anyone should have questions, please do not hesitate to contact me personally. Thanks in advance. Charles

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Last Updated: February 12, 2004