BOG Fee Waiver Project Meeting Minutes

June 11, 2015 12:30-1:30 p.m.

Participants :    Kevin Harral, Kerry Bahadur, Sarah Corrao, Chien Shih, Mahmood Hasan,   Linda Koyama

1. Project website can be found at:  http://ets.fhda.edu/projects/_bog-fee-waiver/index.html
2. Kevin will help keep De Anza up to date.
3. Sarah Corrao kindly sent the form names associated with the current manual process.
4. Background:   BOG C, the biggest population,  are from fafsa applications or California Dream Act, and is based on unmet need.  BOG B is the second largest population which is need based, 150% of poverty level.  BOG A (10 types) are for special population of students such as  dependent of 9/11 victim, veteran,  or national guard , recipient of TANF, Calwork.  BOG A applicants require additional paperwork.  
5. This project will automate the processing of BOG A & B applications. 
6. One concern from Kevin is reconciling vastly different data that comes in for a BOG B  and BOG C application.  Who trumps who?  Will they go into suspense?  Veteran's dependents benefits covers more fees.  Income tables are updated yearly by the financial aid department.
7. FAFSA is run every other day for each campus.  The new automated job to upload info to Banner will run daily and will need to determine the optimal time to run the job.
   
   
   
8. Current process:
   1. A paper application is received.  In RRAAREQ, a code is entered for the BOG type (i.e. BGAT tanf/calworks BGAV veterans dependent).   The codes are the same for both colleges.
   2. In RSRSTDN, residency is checked (nothing is entered; pulled in from the most recent SGASTDN record).  Currently it is built in a POPSEL for BOG C.  Kevin would like this to be checked automatically for BOG A & B. 
   3. In RBAABUD,  if the student is being awarded a Foothill BOG, it must be verified that the aid period is a Foothill aid period.  We will need to figure out the protocol for a student applying for a BOG waiver to both De Anza and Foothill.
   4. In RVASFND, the data from the paper application is entered.  Once saved, it will determine eligibility.   The new batch  process will need to simulate  what RVASFND does when you hit save.
9. The aid year is same for both colleges, but the aid period   and term is distinct.
   
   
10. There are questions regarding records that will go into suspense and how they are processed.  There is a time limitation when files need to be cleared from suspense file, according to Kevin. Do we need a separate file for those  who haven't applied to our colleges?
    
    
11. 4000 for both colleges excluding BOG C, not including those that aren't eligible.
    
    
12. The financial aid office would like the paper application available that they can send out.
13. Time limitation when files need to be cleared from suspense file.  May exclude those that haven't applied to college yet.
14. They would like a report to compare the isir info and student entered data between B and C to manually validate that the student should receive the BOG.  For the July 15th go live, we will assume that the BOG B info is correct and not worry about the discrepancy with the BOG C info.  Kerry said that very rarely to you go to process a manual BOG and there is a FAFSA application in the system.
15. They change a universal form every morning .  Currently Foothill does their data load on Tuesday and Thursday and any BOG data entered that day will be classified as a Foothill BOG.  Further discussion will be needed.