3.1 Institutional Eligibility Requirements | KCTCS

3.1 Institutional Eligibility Requirements

Since each college completes the PPA separately, the local Financial Aid Director is responsible for tracking when they must undergo recertification of its eligibility and any additional changes that must be reported such as new programs, additional locations, or changes in administrators.

3.1.1 Program Eligibility

All KCTCS programs must be approved by the KCTCS BOR. The KCTCS BOR meets four times per year and approves all certificate, diploma, and associate degrees. Each college Financial Aid Director is sent a listing of all approved programs after each BOR meeting. The college Financial Aid Director must update their PPA within 10 days after receiving the information.

Colleges ensure a student is enrolled in an eligible program prior to disbursing Title IV aid by using an ad hoc query in PeopleSoft.

KCTCS does not offer a comprehensive transition and postsecondary program for students with intellectual disabilities.

  1. Measurement of progress is by credit hours.
  2. An academic year is defined as a 32-week period of fall and spring semester.
  3. Each semester may include multiple sessions.
  4. Length of program must be at least 16 credits and 15 weeks of instructional time.

Students classified as non-degree are ineligible for purposes of awarding Title IV aid.

See section 3.1.1 Program Eligibility for the description of how new programs are addressed and approved. KCTCS administers Title IV programs and demonstrates it has the capability to administer the programs adequately.

KCTCS administers the Title IV programs in accordance with all applicable federal statutory and regulatory provisions.

The KCTCS Assistant Vice President for Financial Aid is responsible for overseeing and administering the institution’s financial aid programs. Each local college has a Financial Aid Director to oversee and administer the specific college financial aid programs. Each college annually evaluates the numbers of qualified persons needed to administer the Title IV programs.

The System Office of Financial Aid at KCTCS is responsible for the approval, Verification, R2T4, disbursement of Title IV program assistance, the preparation and submission of all federal reports on behalf of each college to the DOE.

KCTCS administers the Title IV programs with adequate checks and balances in its system of internal controls. The authorizing of delivering residual payments to student is designated to the KCTCS Business Office/Student Financials Department. The awarding of Title IV aid is designated to the Financial Aid Department. This is accomplished by use of PeopleSoft automation.

KCTCS has established and maintained records as required under the General Provisions and individual Title IV program regulation, and colleges follow Kentucky’s State University Model Records Retention Schedule (pdf, 99pgs). Also see KCTCS Administrative Policies and Procedures.

KCTCS’s electronic processes and records meet General Provisions requirements and individual Title IV program regulations. See Administrative Policies and Procedures.

KCTCS handles information discrepancies as required under the General Provisions and individual Title IV program regulations. See KCTCS Administrative Policies and Procedures.

KCTCS reviews and proceedings are conducted in accordance with the established and maintained review and proceedings as requirements of the General Provisions and individual Title IV program regulations. See KCTCS Administrative Policies and Procedures.

KCTCS System Office Financial Aid annually reviews the cohort default rates to ensure colleges do not exceed the thresholds defined by the DOE for Federal Family Education Loan (FFEL) and Federal Direct Loan (Direct Loan) programs.

3.1.2 Financial Responsibility

KCTCS has established and maintained financial responsibility as required under the General Provisions and individual Title IV program regulations. See KCTCS Administrative Policies and Procedures.

3.1.3 Reporting and Reconciliation

System Office Financial Aid reconciles the Title IV programs in which KCTCS participates and meets all reporting requirements as required under the General Provisions and individual Title IV program regulations.

KCTCS participates in campus-based programs Federal SEOG and Federal Work Study and prepares the Fiscal Operations Report and Application to Participate (FISAP). The FISAP is submitted in a timely manner on an annual basis, reviewed by the KCTCS internal auditor, and is part of the annual A-133 review.

KCTCS accurately reports student information to the National Student Loan Data System (NSLDS) using the National Clearinghouse as a third party vendor as required under the General Provisions and individual Title IV program regulations.

System Office Financial Aid at KCTCS is responsible for submitting and reconciling Common Origination and Disbursement (COD) System reporting responsibilities for Federal Pell Grants, the Iraq and Afghanistan Service Grant, and Federal Direct Loans vendor as required under the General Provisions and individual Title IV program regulations.