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The Monthly Memo Archive

The Monthly Memo

November 1, 1998

Dear Colleagues,

Have you already taken a look at our new web page? If not, please do so! Did you know that all of the previous monthly memos are on our web page along with much, much more? The site address is:

Let us know if you who have any suggestions for changes or additions!

  1. 1998-99 notification lists and other associated reports are scheduled to print 11/10/98 and 11/24/98.

  2. We will continue to run the vouchering process on Tuesday and Friday nights of each week with the exception of Thanksgiving Week. The week of November 23rd we will only run the vouchering process on Tuesday night. Vouchering will not run Friday, November 27th. Just a reminder that we cannot guarantee that your request can be loaded on the same day it has been received if the information arrives after 12NOON. Please keep in mind that it takes two to three business days after the vouchering process runs before checks are physically printed. So please plan accordingly. Contact me if you have any questions.

  3. Currently the award commit and spent for WHEG and WTG is as follows:

      UW WHEG Award Commit = 119.29% (last year at this time it was 116.82%)
      UW WHEG Spent = 44.76% (last year at this time it was 38.69%)
      WTC WHEG Award Commit = 131.87% (last year at this time it was 128.58%)
      WTC WHEG Spent = 37.38% (last year at this time it was 26.29%)
      WTG Award Commit = 117.33% (last year at this time it was 108.98%)
      WTG Spent = 46.97% (last year at this time it was 24.79%)

    Based on the information provided on the reconciliation form and on the current spending level, the "W" code has been placed on new WTG applicants. These codes were first included on the 10/27/98 notification list and will continue to show on future lists. If projected vouchering does not materialize, we will begin to release the W code.

  4. Please include the following when you are sending refunds:

    • School Code
    • Student's Name
    • Student's Social Security Number
    • Amount of money that is being returned for the individual student
    • Type of program the funds have been disbursed from and the Disbursement Code
    • What semester or term and academic year the funds were originally disbursed for
    • Voucher Number

    This information is very important! Thank you.

  5. Please continue to update all student residency statuses by sending a separate memo to the general HEAB email address. Include the student's name, SS#, and resident or non-resident status. These changes will be processed as a file maintenance update. As I mentioned in the August memo, if it is not clear based on the statutes whether a student is a Wisconsin resident or not; please have the student complete the Residency Status Form and submit it to the Higher Educational Aids Board for our committee to review.

  6. Please be aware that at the end of 1998-99 there will be a June 15, 1999, deadline for submitting all adds, changes, vouchers, and refunds.

  7. I have sent out the request for the Wisconsin Student Support Information System (WISSIS) data to individual independent schools, the UW System, and the WTC System. Just a reminder to the independent schools and the two systems, the deadline to submit the data was 10/15/98. UW and WTC schools data is submitted by their System Administration. Therefore, the individual UW and WTC schools do not need to complete this form. There are a few schools who have not yet submitted this information. Please do so as soon as possible. Thank you!

  8. Please be aware that once our Y2K conversion is complete, we will send electronic files (e.g. notification, disbursement, and error reports) to those who currently receive them that will incorporate the century field in all date references. This means that those of you who currently receive these electronic files will need to be able to accept eight character fields. We will give you an advance notice prior to this occurring. These changes will be in place before the first 1999-2000 notification list is sent out.

    To help us understand what your Y2K conversion status is, please respond to the following questions by November 16, 1998:

    1. Do you understand what is necessary in order for your school to be able to continue to interact with HEAB beginning with the 1999-2000 processing cycle?

    2. Will you be ready for the start of 1999-2000?

  9. The Board recently met on October 23rd. The reports for this meeting will be available on our web page soon. The next meeting is scheduled for February 26th.

  10. The Federal SSIG program (which partially funds the WI TIP Grant) has been renamed the Leveraging Educational Assistance Partnership Program (LEAP). The program criteria will not change from what it was under SSIG. However, if funding is greater than $30 million, a Supplemental LEAP or SLEAP will become effective where the match requirement for funds above the $30 million will change to three to one. The SLEAP funds can also be used for a broader range of purposes compared to the LEAP funds. SSIG/LEAP funding for FY99 has been set at $25 million.

  11. HEAB staff members have been busy preparing for the twelve High School Counselor Workshops that are being held during the month of November. We look forward to seeing all of you who are hosting and presenting!

I appreciate your feedback and thoughts! My phone number is 608.264.6181, FAX: 608.267.2808, EMAIL: jane.hojan-clark@heab.state.wi.us and SNAILMAIL: HEAB, P.O. Box 7885, Madison, WI 53707-7885.


Jane Hojan-Clark, Acting Executive Secretary
Wisconsin Higher Educational Aids Board


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