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ISAC Update

VOL. 28, NO. 4IGSL, 4B
October 2010

Messages sent to:  Multiple Subscription Groups
  FFELP Participants
  ISAC Update Group

Welcome to the October 2010 ISAC Update for financial aid administrators and business officers. This version of the electronic ISAC Update is a compilation of e-Messages sent through College Zone?s e-Messaging service throughout October. This e-Messaging service has replaced ISAC?s use of printed newsletters, the ILASFAA ListServ, and special e-mail lists as our primary means of communicating information to you.

The articles in this Update have been organized according to the FAA Zone subscription groups to which the messages were distributed via College Zone?s e-Messaging service.

Questions? Questions regarding information in this ISAC Update can be directed to School Services at 866.247.2172 or at isac.schoolservices@isac.illinois.gov. On occasion, you may be directed to a specific contact person or area; when this occurs, we will provide the appropriate information in the individual article or message. 

MULTIPLE SUBSCRIPTION GROUPS

ING Grant Payment Request Rosters Now Available at My Zone for 2010-11 Payment Processing
Sent to Financial Aid Directors, Financial Aid Administrators and Public Schools - Participating in the ING Grant ad IVG Programs on October 26, 2010 

We are pleased to announce that 2010-11 Illinois National Guard (ING) Grant Payment Request Rosters are now available at My Zone. This online functionality allows colleges to submit ING Grant payment requests (initial, supplemental and out-of-district) via the My Zone portal.

There are no significant changes to the content or format of the 2010-11 online initial payment request rosters. Specific details regarding the online roster process are provided at the ING Payment Roster page at My Zone.

Reminder to Submit Payment Requests for Each Term

Payment request rosters will be made available at My Zone after the application deadline has passed for each term. Colleges will then have 30 days from the date on the roster to submit the completed (original) roster, and 45 days to submit a supplemental roster. In order to ensure timely claims processing, electronic payment requests must be submitted via My Zone on or before the due date for each term, as indicated on the payment request roster.

As a reminder, a cumulative list of payment request rosters is available for the entire fiscal year, which minimizes the need to print and retain hard copies of rosters.

The system is available each Monday through Saturday from 7 a.m. until 7 p.m. (CT).

Instructions Available Online

More information regarding ING Grant Payment Request Rosters at My Zone, including detailed instructions, is available via the following locations at collegezone.com:

Security Levels for Accessing Data

The security level for a staff person to request, edit or update ING Grant payment claims must be set to Level 2 ("View and Update") by the My Zone administrator at each college. The My Zone administrator should set user access to Level 1 ("View Only") for staff who will not be involved in requesting payment, but need to view ING Grant eligibility and payment information.

 Questions?

If college staff or My Zone administrators have problems gaining access to ING Grant Payment Request Rosters at My Zone, or have questions regarding the new system, they should contact ISAC's School Services Department as indicated below.

Enrollment Verification Data for ISAC-Administered Teacher Education Programs Available at My Zone (Due December 6, 2010)
Sent to Financial Aid Directors and Financial Aid Administrators on October 22, 2010 

The Illinois Student Assistance Commission (ISAC) is pleased to announce that, effective October 22, 2010, enrollment status verification data for 2009-10 awards is available online via the My Zone portal. This online functionality has replaced the former paper process with a secure, electronic method of transmitting data.

Important: When users (including System Administrators) first access My Zone, they will not see the enrollment status verification data. In order to view the data, System Administrators must grant themselves access to this new functionality, and then also grant access for other staff (as appropriate). Further details regarding this process are provided in the "Security Access" section that appears at the bottom of this message.

Enrollment verification data is available at My Zone for students who received funds from the following ISAC-administered programs during the 2009-10 academic year: the Illinois Future Teacher Corps (IFTC) Program, the Minority Teachers of Illinois (MTI) Scholarship Program, the Illinois Special Education Teacher Tuition Waiver (SETTW) Program, and the Nurse Educator Scholarship Program (NESP). Enrollment verification data for the Optometric Education Scholarship Program (OESP)* is also available at My Zone.

These online rosters are to be completed by the college and returned to ISAC within 45 calendar days after they are made available at My Zone (i.e., rosters dated October 22, 2010 must be returned to ISAC on or before December 6, 2010), verifying that award recipients were enrolled during the 2009-10 academic year.

My Zone is available each Monday through Saturday from 7 a.m. until 7 p.m. (CT).

Resources Available Online

Further details and instructions regarding the enrollment verification process for each of these programs may be accessed by selecting the appropriate links below:

Security Access

In order to add a system administrator or add new users, follow the instructions for Assigning a My Zone Administrator, which are located in the My Zone portal.

My Zone Administrators have the ability to "Edit User" or "Add User" for TESP Enrollment Access. Program access within My Zone can also be added, or changed for existing users, by selecting "My Zone User Maintenance" from the My Zone Program Selection Screen. Add "View Only" or "Update" access to Enrollment Status Verification rosters in the column entitled "Enrollment Status Access" on the My Zone User Maintenance: View Users screen.

* As a reminder, OESP awards are available only for students attending the Illinois College of Optometry.

Submit 1st Term MAP Claims as Early as Possible: Important 2010-11 MAP Payment Processing Information
Sent to Financial Aid Directors, Financial Aid Administrators, MAPnet Users and Business Officers on October 21, 2010 

Submit 1st Term Payment Claims to Help Determine Future MAP Processing for 2010-11

For those institutions that have not yet submitted their 2010-11 Monetary Award Program (MAP) claims for 1st term, this is a call to do so as soon as possible.

The possibility exists that 2nd and 3rd term MAP awards will need to be reduced, and/or an earlier 1st term priority claim deadline date may be necessary (potentially as early as December 10, 2010), depending on the volume and timing of fall term claims received. To assist Illinois Student Assistance Commission (ISAC) staff in determining whether such actions will be needed, an analysis of 1st term payment claims must be made. To that end, schools are encouraged to send in their 1st term MAP payment claims as early and as accurately as possible.

The 2010-11 MAP Recompute Formula, approved at the June 18, 2010 Commission meeting (Agenda Item 8), included the option for a reduction factor to be applied to 2nd and 3rd term awards, if such action is deemed necessary in order to stay within the MAP appropriation. The 1st term priority claim deadline date will be brought before the Commission for approval at its next regularly-scheduled meeting (on November 19, 2010).

Timing of Disbursements from State Comptroller's Office

As of the latest information available, the Illinois State Comptroller's Office had generated disbursements from the General Revenue Fund (GRF) for ISAC-administered gift assistance program vouchers dated through April 29, 2010. Please be aware that it may take up to 153 business days for the Comptroller's office to pay invoices/vouchers.

Schools can use the State Comptroller's Web site to track the processing of payments for the MAP grant and ISAC's other scholarship and grant programs. Details on how to track payments are provided at the State Comptroller's Web Site page at collegezone.com.

Payment Processing Reminders

  • Make sure the payment request is verifiable and auditable before submitting it.

    • Avoid submitting a large number of "estimated" payment requests, with the plan to adjust them later during the reconciliation process. This practice obligates funds that could be used to pay other eligible students.
    • Submitting estimated payment requests could also cause an unnecessary or early depletion of MAP funds, resulting in the disruption of payment processing.
    • If using MAPnet to submit payment requests, run the "Payment Requests Not Yet Submitted" report for MAP prior to completing the payment submission steps. Review the report to confirm the student records that will be submitted for payment.
  • Make timely initial payment requests.
    • Remember, it is the initial request that is subject to the priority claim deadline. Making timely initial requests will eliminate the need for late claims processing.
    • Processing late claims often involves a flurry of activities late in the year (including ISAC requesting the return of "Amounts Due To ISAC"), when most offices are busy attempting to close out the fiscal year. Fewer late claims results in smoother end-of-the-year processing.
  • Avoid making large payment request submissions on the priority claim deadline date.

    • Waiting to submit payment requests until the day of the priority claim deadline (which has not yet been finalized for 1st term) leaves no time for problem resolution, if needed.
    • Schools using File Transfer Protocol (FTP) should make every effort to transmit large payment request submissions well ahead of the priority payment claim deadline date.
    • Submitting requests early allows time to resolve any processing issues that can occur prior to the applicable deadline, and eliminates the need for special processing.
  • Utilize resources that are available online.

Reminder - ISAC Webinar October 21st
Sent to Financial Aid Directors, Financial Aid Administrators, and Business Officers on October 19, 2010 

As a reminder, ISAC's regular monthly Webinar is coming up later this week on Thursday, October 21st. This month's topics include the Grant Programs for Dependents of Police, Fire and Correctional Officers, Student to Student Grant and the Higher Education License Plate Program.

A PowerPoint presentation will be available for your reference on the day of the Webinar on the Partner Training page of College Zone's e-Library. Access the Webinar by dialing 877.873.8017 and entering code 8324962# shortly before the scheduled 2 p.m. start time.

2010-11 Eligibility Certification/Payment Request Rosters Available via Byrd Payment Online at My Zone
Sent to Financial Aid Administrators and FFELP Participants on October 19, 2010 

2010-11 Eligibility Certification/Payment Request Rosters for the Robert C. Byrd Honors Scholarship (Byrd Scholarship) Program are available to be completed online via the Byrd Payment Online system, which allows colleges to submit Byrd Scholarship Program payment requests via the My Zone portal of collegezone.com. New and renewal Byrd scholars, who have certified that they continue to meet the program requirements and have indicated they will attend your college during the 2010-11 academic year, will appear on the roster. By electronically submitting a completed roster to ISAC, a college certifies that the student meets all eligibility criteria.

First launched for 2009-10 processing, Byrd Payment Online has replaced the paper process with a secure, electronic method of transmitting claims data for the Byrd Scholarship Program. Information that needs to be submitted via the Byrd Payment Online system is a combination of the former paper versions of the Eligibility Certification/Payment Request Roster and the Byrd Payment Exception form.

The Byrd Payment Online system is available Monday through Saturday from 7 a.m. until 7 p.m. (CT).

Payment Claim Deadlines

Payment claims for the Byrd Scholarship Program must be electronically submitted within 30 calendar days after Eligibility Certification/Payment Request Rosters are available at My Zone (i.e., the date that appears on the roster). It is important to complete and submit payment rosters on a timely basis so that ISAC can monitor the fund balance throughout the academic year.

Colleges will not be notified each time there is Byrd Scholarship activity at My Zone; therefore, colleges are encouraged to check My Zone regularly for new Byrd Scholarship Program payment claim rosters that have not yet been submitted to ISAC.

Instructions Available Online

More information regarding Byrd Payment Online, including detailed instructions, is available via the following locations at collegezone.com:

Accessing Data via My Zone

Most schools participating in the Byrd Scholarship Program are authorized to access My Zone in order to retrieve Default Aversion Assistance Request (DAAR) information from ISAC. Colleges that do not currently use ISAC's My Zone system should contact School Services to obtain access. Refer to the Assigning a My Zone Administrator page, which is located within the My Zone portal, to learn about setting up an administrator and assigning user names and passwords for staff.

Encourage Colleagues to Sign-up for e-Messaging

Encourage your colleagues who work with the Byrd Scholarship Program, and especially those from non-Illinois colleges, to subscribe to the College Zone Financial Aid Administrator e-Messaging system, so that they won't miss any future announcements or updates from ISAC. In order to receive updates regarding the Byrd Scholarship Program, be sure to sign-up for the "Financial Aid Director" and/or "Financial Aid Administrator" subscription groups.

Questions?

If college staff or My Zone administrators have problems gaining access to Byrd Payment Online, or have questions regarding the system, they should contact ISAC's School Services Department as indicated below.

 

Mapping Your Future Offers Counseling Session for Private Loans
Sent to Financial Aid Administrators and FFELP Participants on October 5, 2010

Mapping Your Future now offers a private loan counseling session that helps borrowers learn the difference between federal and private loans, as well as their rights and responsibilities as private loan borrowers. This latest addition brings to 19 the total number of Mapping Your Future's Online Student Loan Counseling (OSLC) sessions.*

The private loan counseling session guides students toward responsible borrowing and successful repayment using a six-step program:

  • Private loan basics
  • Private versus federal loans
  • Eligibility
  • Choosing a lender and loan
  • Repayment
  • Delinquency and default

While the counseling is best suited for use as entrance counseling, it can also serve as a borrower's exit interview.

In addition to offering the interactive counseling session, Mapping Your Future has made the content available on their Web site as a printable guide that may be used by anyone interested in learning about private student loans.

* OSLC is a free service for students and schools, made possible through the support of Mapping Your Future's Sponsors and Friends. Visit the Mapping Your Future Financial Aid Professionals page for more information or to sign up to participate.

ISAC Web Servers Available
Sent to Financial Aid Directors, Financial Aid Administrators, Public Schools Participating in the ING Grant and IVG Programs, MAPnet Users, Business Officers and FFELP Participants on October 4, 2010 

As follow-up to a message sent to you earlier today, ISAC's Web servers are functioning normally, and all Web services (including College Zone and the ability for ISAC staff to receive e-mail messages) are again available to the public.

Thank you for your patience during the Web service outage.

ISAC Web Servers Down Until Further Notice (Impacts MAPnet, FTP, College Zone and e-mail)
Sent to Financial Aid Directors, Financial Aid Administrators, Public Schools Participating in the ING Grant and IVG Programs, MAPnet Users, Business Officers and FFELP Participants on October 4, 2010 

The Illinois Student Assistance Commission (ISAC) is currently experiencing problems with its Web servers.

Until further notice, the following are unavailable:

  • MAPnet access
  • File Transfer Protocol (FTP) transmissions
  • College Zone (including My Zone)
  • the ability for ISAC staff to receive e-mail messages

The School Services toll-free phone line remains available (866.247.2172) for our partners to contact us. If you call and receive voicemail, please leave a message and a School Services Representative will return your call as soon as possible.

You will receive a follow-up message once our Web servers are again functioning.

We appreciate your patience during this Web service outage.

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FFELP PARTICIPANTS

Latest School DAAR Report Available
Sent on October 4, 2010 and October 18, 2010

The Notification of Student Loan Borrower DAAR Status report (School DAAR Report) for your school is now available on College Zone's My Zone.

The School DAAR Report is non-cumulative and is available twice a month to those institutions with students for whom ISAC, as the guarantor, has received a Default Aversion Assistance Request (DAAR) during the reporting time period. Each time a new School DAAR Report is made available online, an e-Message will be sent to the "FFELP Participants" e-Messaging subscription group.

Accessing School DAAR Reports at My Zone

My Zone is a portal available in the FAA Zone at collegezone.com that allows postsecondary schools online access to student-specific data in a secure environment. If you have not yet signed up to participate in My Zone, proceed to the FAA Zone front page and select the My Zone Quick Link.

For complete information and instructions to access your school's DAAR Report, proceed to the FAA Zone front page and select the My Zone Quick Link in the right margin of the page.

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ISAC UPDATE GROUP

Electronic ISAC Update for September 2010 Available at College Zone
Sent on October 1, 2010

The September 2010 edition of the ISAC Update is now available for your review within the ISAC Publications section of College Zone's e-Library. This version of the monthly electronic ISAC Update is a compilation of e-Messages sent to financial aid administrators and business officers in September via College Zone's e-Messaging service.

Topics covered in the September 2010 ISAC Update include:

  • Summary of September 24 Commission Meeting
    (sent September 30, 2010)
  • 2010-11 TESP Payment Request Rosters Available at My Zone
    (sent September 23, 2010)
  • Mark Your Calendar for Upcoming Important Dates
    (sent September 22, 2010)
  • Videoconference Commission Meeting to be Held Friday, September 24
    (sent September 15, 2010)
  • MAPnet Outage Starting at 5 p.m. on Friday, September 10
    (sent September 10, 2010)
  • 2010-11 TESP Awards Announced
    (sent September 7, 2010)
  • Registration Still Open for Financial Aid 101 and Financial Aid 201 Workshops
    (sent September 7, 2010)
  • Latest School DAAR Report Available
    (sent September 3, 2010 and September 20, 2010)
  • Electronic ISAC Update for August 2010 Available at College Zone
    (sent September 1, 2010)

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