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The Monthly Memo Archive

The Monthly Memo

February 1, 1999

Dear Colleagues,

Please visit our web page. The site address is: http://heab.state.wi.us.

  1. 1998-99 notification lists and other associated reports are scheduled to print 2/2/99 and 2/16/99.

  2. We will continue to run the vouchering process on Tuesday and Friday nights of each week. 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 = 150.60% (last year at this time it was 155.70%)
      UW WHEG Spent = 88.30% (last year at this time it was 87.70%)
      WTC WHEG Award Commit = 168.00% (last year at this time it was 173.60%)
      WTC WHEG Spent = 85.70% (last year at this time it was 84.40%)
      WTG Award Commit = 115.00% (last year at this time it was 124.00%)
      WTG Spent = 78.50% (last year at this time it was 73.20%)

    Based on the information provided on the first two reconciliation forms 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. Another reconciliation form has been sent and is due back February 8th. This reconciliation is being done to determine whether or not and, if needed, how much 98-99 WTG award reductions will be.

    A reconciliation form has also been sent to schools whose students participate in the WHEG program. It is also due February 8th.

    Let me know if you have any questions or if you did not get the request.

  4. Please return all refunds as soon as possible. Please continue to 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 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.

  6. 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. I am again including the following half sheet of instructions/questions which was developed as an addendum that must be attached to the Residency Status Form. If you would like the document sent independently from this memo, please let me know and I will email it to you.

  7. We have just completed the development of the WISSIS board report that includes the data you submitted for 1997-98. I am taking this opportunity to thank you for the information you provided and to also let you know that next fall I will be asking for just a little more information than I have in the past. I will also stress some points that are already part of the questionnaire. One additional question will be: Under 2(e) what is the source of the non need based scholarships? I will also clarify that "institutional loans" only should include long term and not short term loans (where the loan is paid back within the academic year). If you are interested in seeing the report please go to our WEB site. It will be part of the February, 1999 Board Meeting Reports (#99-14) which should be available in early March.

  8. Effective January 14, 1999, the Governor removed the "acting" from my title. I am now in the process of hiring an Administrative Manager for the Division of Programs and Policy. The position description will be going out to you soon. Please encourage those who might be interested to apply. Please contact me if you have any questions. Thank you.

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, Executive Secretary
Wisconsin Higher Educational Aids Board


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