Overview
The Wisconsin Grant (WG-PNP) Program provides grant assistance to undergraduate, Wisconsin residents enrolled at least half-time in degree or certificate programs at nonprofit, independent colleges or universities based in Wisconsin. The maximum award amount is established annually by Higher Educational Aids Board (HEAB). Eligibility cannot exceed ten terms.
Reference Links
- http://www.heab.wi.gov/docs/finadmin/guides/guide-wgpnplayout.docx
- Bulletin SS - 3317 Wisconsin State Financial Aid Programs
Acronyms
| Acronym | Description | |
|---|---|---|
| 1 | AY | Academic Year |
| 2 | COA | Cost of Attendance |
| 3 | EFC | Expected Family Contribution |
| 4 | EST | Export Student Transactions |
| 5 | FAY | Federal Award Year |
| 6 | FT | Full Time |
| 7 | HEAB | Higher Educational Aids Board |
| 8 | ISIR | Institutional Student Information Report |
| 9 | MAW | Modify Award Wizard |
| 10 | R8 | Regent 8 |
| 11 | R2T4 | Return to Title IV |
| 12 | SBL | Student Batch Load |
| 13 | sFTP | Secure File Transfer Protocol |
| 14 | SSN | Social Security Number |
| 15 | WG-PNP | Wisconsin Grant - Private Non-Profit |
| 16 | WI | Wisconsin |
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A weekly notification report from Wisconsin (WI) state is received containing eligible students. Please note that this weekly roster serves as a weekly eligibility notification report as well as weekly requested disbursement approval/rejection report .
Wisconsin Grant Roster
Students who are eligible to be awarded the WG-PNP are identified by importing the WI HEAB Roster file into Regent Award via the Processes screen or FileWatcher (sFTP). The file is a tab delimited file, specific to a Federal Award Year (FAY). There will be a different file for each FAY. The file name is used to determine the FAY associated to the file. For example, the file named 06.01.2017_Notif_253_1617_20170530.txt, is for 2016-2017 FAY. The file layout is specified here: http://www.heab.wi.gov/docs/finadmin/guides/guide-wgpnplayout.docx.
Import Wisconsin State Grants Process
To import WI HEAB Roster via UI, on the Processes-->Import Process screen, select "Import State Grants" under Process Type drop-down and select "Wisconsin" under State drop-down. Only users with the "Import State Grants" permission can access this process.
The students on the roster file will be matched to a student record in Regent Award using the Social Security Number (SSN) only since the students eligible to receive the award will always have an ISIR.
Implentation Note: There is no value in the data that can be used to identify the student's Institution. That means if the same student (same person) has a student record under multiple Institutions where the same SSN is specified, then the WI data will never match to a distinct student. For schools that have only one Institution, this would not be an issue.
Any attempt to run the Import State Grants process produces a Process Log entry.
Upon successful import of the file, an Activity Log Entry "Imported on WI HEAB Roster for [amount] as [status]." is created for each student on the imported roster.
In cases where the students imported on the Roster cannot be matched to a student record in Regent Award, the Award Roster - Reprocess process can be scheduled to run per the school’s request. This process will re-process unmatched student roster records to determine if a match can be made to a student in Regent Award (because the student record has been created in Regent Award since the first attempt to match). This process also produces Process Log and Activity Log entries similar to the Import Wisconsin State Grants process.
FileWatcher
The Import WI State Grant process is also available via FileWatcher.
| Folder Name | Process Type | FileWatcher Monitored | Description |
|---|---|---|---|
| StateGrantLoadWI | Import | Processed State Grant WI (Roster Award) files
| |
| StateGrantLoadWI_FW | Import |  | State Grant WI (Roster Award) files processing
|
Reprocess
In order to match up the State-provided data that was loaded prior to students existing in Regent Award to the students once they exist, 'Roster Award - Reprocess' was created. This process reprocesses only the current and immediately prior FAY vs. all FAYs in the data. Here is how the FAYs are determined:
- Example for 11/01/2017: 2016-2017 & 2017-2018 (FAYs 2017 & 2018)
- Example for 01/01/2018: 2017-2018 & 2018-2019 (FAYs 2018 & 2019)
- Example for 06/30/2018: 2017-2018 & 2018-2019 (FAYs 2018 & 2019)
- To allow for "early" and "late" files by FAY, the logic relates to the calendar year
In order for a record to be reprocessed, it must meet the following criteria from RosterAwardRawData:
- validForReprocess = 1
- deleted = 0
- FAY is either the current or immediately prior FAY (see note above)
Implementation Note: The school is expected to request Regent to enable this process as needed.
Eligibility
To receive WG-PNP, students must be Wisconsin residents enrolled at least half-time in an undergraduate degree or certificate program at a private, nonprofit institution. Students who have previously earned a Bachelor’s degree are not eligible for WG-PNP. A student’s eligibility for the Wisconsin Grant is determined by their dependency status, EFC, and tuition rate.
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- Determine the student's External Program ID in Regent Award
- Determine the student's Anticipated Program Start Date in Regent Award
- Match the student to a Tuition Tier using External Program Id, and Anticipated Program Start Date in the school-specific lookup
- Determine the student's total registered program applicable units for the term in Regent Award
- Determine the student's number of eligible terms in the FAY in Regent Award
- Depending on the Tuition Tier, determine the student's Anticipated Program Start Date in Regent Award
- Any students who are on the Notification Report and enrolled in more than 20 credits should use ’20 credits’ to determine the calculation.
- Use the Tuition Amount for the Tuition Code in the school-specific lookup to determine the award using the formula below.
- Step 4 – Round the ‘Family Contribution Percentage’ to four decimal places.
- Step 5 – Round the ‘Multiplied by Family Contribution percentage’ to four decimal places.
- Step 6 – Round ‘Tuition Offset’ and ‘Less Tuition Offset’ to two decimal places. Round the result of Step 6 to the nearest dollar.
WG-PNP Formula: Anchor formula formula
If it is determined that a student will not be enrolled at least half-time in all 3 terms of the FAY (Fall, Spring and Summer), the 2-term tuition amount is used to determine the award amount. If the student is enrolled at least half-time in 2 terms, the resulting award amount is disbursed over 2 terms. If the student is enrolled at least half-time in only 1 term, the resulting award amount is divided by 2 for the single term. If the student is not enrolled at least half-time in any terms, the resulting award amount will be zero and a zero disbursement amount will be scheduled for the terms.
If a student’s award for a term results in a $0 calculated award amount for a term (e.g. tuition code or calculated amount), the student would not be eligible for a disbursement for the term. However, this is not treated in the same manner as a less than half-time term for determining if a 2-semester or 3-semester tuition code will be used. For example, a student is attending at least half-time in all 3 terms of the FAY but no tuition code exists for one of the terms based on the enrollment level, that term will result in a $0 disbursement but the overall award for the other two terms will use the 3-semester tuition code and receive 1/3 of the calculated amount for each of the two terms.
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In a scenario where the roster shows the student as eligible, but Regent Award determines the student to be ineligible (the award is below minimum, etc.), the award of $0 is created in a "Cancelled" status with the explanatory award message "Student is eneligible for Fund "Wisconsin Grant" in Award Period "YYYY-YYYY" (7/1/YYYY-6/30/YYYY)." in the Activity Log Entries.
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When the disbursement amount for Wisconsin Grant is recalculated for a term, an Activity Log Entry, "The disbursement amount for [fund] changed from [amount X] to [amount Y] for [Term/Payment Period]." is created in Regent Award.
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Withdrawals/Refund Policy
Withdrawals and refunds are not automated in Regent Award.
Federal methodology will be used to determine the amount of funds to be returned to HEAB. State aid programs will have priority for any credit balance remaining from an institutional refund after the federal R2T4 requirements are satisfied.
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Once the student is successfully packaged, the Wisconsin Grant award information can be viewed on the student’s State tab. Clicking on the record in the State Awards grid displays the details in the State Data Records.
Reporting
In addition to the standard fields on the Process Log Details screen, a button to access Import Wisconsin State Grant Process Results Report is provided. This report allows the user to view the imported WI HEAB Roster file in the tabular format.
To support Wisconsin Grant (WG-PNP) award processing, WI State Grant Report was created. Access to the report is controlled by the “View Students” and “View Students SSN” permissions.
