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The Monthly Memo Archive

The Monthly Memo

August 1, 2000

Dear Colleagues,

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

Points of Interest:

  1. The Higher Educational Aids Board met July 21st. The agenda primarily consisted of biennial budget related issues which the board acted on. The due date to submit the 2001-03 Biennial Budget Request is September 15th. The next Board meeting will be held in October in Madison.

  2. Since I did not hear any objections, the deadline to provide feedback for the Policy and Procedures has been moved to January 1, 2001 allowing the final copy to be reviewed and approved by the board at their February, 2001 meeting. With the approved final copy available in February, schools should have ample time to update publications, etc. for 2001-02 if need be.

  3. Jim Buske will be out of the office until August 9th. Please refer your questions to me in Jim's absence.

  4. If your school receives the electronic report file of the notification list, please note that a 1 or a 2 in the child support column means that the student is delinquent (1 or 2 = DELQ).

  5. Please note that when sending file maintenance, all "adds" must be sent as "adds" and all "changes" must be sent as "changes." Therefore, please remember to code students who do not appear on your notification list (these are students being added to your school) as "EA" and to code students who do appear on your list (you are making changes to their records) as "EC". Think of these codes as Edit Add and Edit Change. If the information is not sent under the correct code, the change or add may be rejected.

  6. It appears, based on the award commit percentage, that we may need to adjust the UW WHEG and/or the WTC WHEG formula/s to allow for more spending in 2000-01. It is somewhat difficult to compare and predict since the formula models have changed substantially this year. At this point we are running some simulations and also will closely look at vouchering once we begin that process for 2000-01. If you have any questions or comments in regards to this issue, please feel free to contact me or members of your system's workgroup.

  7. Just a reminder that when you send file maintenance, which includes contribution changes, you must always include the SC and PC along with the new EFC for dependent students. This is important for maintaining our internal student system particularly when working with the TIP grant.

  8. Another reminder for schools whose students receive WTG funding: If you have students with "special tuitions," please identify those students with their special tuition WTG code each time file maintenance is submitted for them.

Points Related to Processing:


  1. 1999-2000 FINAL notification list and other associated reports were printed and mailed 7/31/00.

  2. Final 1999-2000 reports will be published in the fall, 2000 Board Report and posted on our web page.

  3. 1999-2000 award commit and spent for WHEG and WTG is as follows:

      UW WHEG Award Commit = 138.87% (last year at this time it was 135.54%)
      UW WHEG Award Spent = 89.16% (last year at this time it was 97.10%)
      WTC WHEG Award Commit = 157.45% (last year at this time it was 169.33%)
      WTC WHEG Award Spent = 91.16% (last year at this time it was 99.80%)
      WTG Award Commit = 109.68% (last year at this time it was 115.47%)
      WTG Award Spent = 88.58% (last year at this time it was 100.00%)


  1. 2000-01 notification lists and other associated reports for 7/25/00 were not printed due to programming changes. We do plan to print the list and reports this week in place of the 7/25/00 run. Other August notification lists and associated reports are scheduled to print 8/8/00 and 8/22/00.

  2. The 2000-01 voucher (V) process will begin today. You may now send in voucher requests for 2000-01. We will continue to run the 2000-01 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. Please only voucher funds for students who are registered for coursework. Contact me if you have any questions.

  3. 2000-01 award commit for WHEG and WTG is as follows:

      UW WHEG Award Commit = 74.04% (last year at this time it was 81.13%)
      WTC WHEG Award Commit = 62.48% (last year at this time it was 84.78%)
      WTG Award Commit = 104.62% (last year at this time it was 92.36%)

  4. Please remember to submit TIP nomination forms to Sandy Dercole.

Other Points:

  1. Here are a few tips for bringing in your electronic Notification Files:

    1. set all margins to 0.25"
    2. set paper orientation to landscape
    3. set font to Courier (or Lucida Console if you have it)
    4. set point size to 9

  2. If you encounter problems opening the file directly from email, try saving it to your server or hard drive using either Notepad or WordPad to open it. If this doesn't work, please give Barb Moermond a call at (608) 266-3091 and she will work with you to try to find a solution.

  3. If your school transfers data to HEAB via an FTP site, please notify Barb Moermond at barbara.moermond@heab.state.wi.us as soon as possible whenever any changes in your FTP set-up, software, IP, etc. occur. Once notified, Barb will make all the necessary changes that need to be made at our end in order for HEAB to continue to be able to transfer data to and from your school.

  4. To all schools using the HEAB templates for file maintenance and voucher requests: Please refer to the Information for Financial Aid Administrators section on the HEAB web page (http://HEAB.state.wi.us) where you will find the formatting guides for both templates. Please use the guides and verify that both templates are formatted exactly the way the guides indicate. There have been an increasing number of problems with files not being formatted properly when they had been fine previously and this means that the file maintenance changes and/or voucher requests that have been submitted aren't going through. Please contact Barb Moermond ( barbara.moermond@HEAB.state.wi.us) if you have any questions.

  5. There have been a number of schools who have been sending file maintenance for students who are not enrolled at their school. Therefore, new awards keep recalculating based on file maintenance sent in by the school where the student is not attending. The school where the student is attending has to keep sending file maintenance to correct what the other school has sent. To eliminate this problem, please only send file maintenance for students who you know are attending or plan to attend your school.

  6. Please be aware that if you request a disbursement of less than $250 for a term or a semester or if the student has used nine semesters of eligibility, the voucher request is manually handled through a "special voucher" which is run on Wednesday nights.

  7. Also be aware that you cannot voucher funds for a student you just sent FAFSA changes for to the federal processor. Please voucher funds for students after they are reflected on the notification list. Our agency will calculate an award the Tuesday or Friday night after file maintenance is received or after the student is loaded from the federal record (which we draw down daily). However, the notification list which communicates the student award to you is run every other Tuesday. Please keep all of this in mind when you are making student record changes or vouchering funds. Please also keep in mind that we calculate awards on the most recent information that is received either through file maintenance or from the federal processor.

  8. Just another reminder that students can receive up to ten semesters of a combination of WHEG/WTG rather than ten semesters of each.

  9. Recently there has been an increase in the number of errors in the processing of refunds. The errors fall into two categories:

    1. Schools returning more money for a student than was originally vouchered.
    2. Schools sending in duplicate refunds.

    Please take a moment before sending in refunds to check and make sure that:

    1. You are returning the proper amount.
    2. You have identified the proper program.
    3. That the same refund has not been sent to us previously.

  10. The next two training sessions are:

      September 21, 2000
      November 16, 2000

    The program begins at 10:00 a.m. and ends no later than 3:00 p.m. It is held at the HEAB offices at 131 W. Wilson St, Suite 902, Madison, WI. We have room for up to 6 people at each session.

    If you want to register for a session or need more information, please call Jim Buske at (608) 267-9865 or send email to james.buske@heab.state.wi.us.

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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