Common Manual Interim Policy Updates

    As you are aware, the Common Manual Governing Board periodically approves modifications to the Common Manual.  Recently, several policies were approved to modify the Common Manual.  These changes will be incorporated into the Common Manual when the next annual update is published in July 2001.

    Attached are interim updates to the Common Manual which address policy revisions approved on February 15, 2001.  Pay particular attention to the effective dates for these interim policy updates.

    Any questions related to the attached Common Manual interim policy updates should be directed to the UHEAA Policy and Training Department at (801) 321-7166 or by e-mail at cjudd@utahsbr.edu.
 
 
 

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School and Program Eligibility at Additional Locations
The Common Manual has been revised to include Final Rules concerning the addition of school locations. When a school adds a licensed and accredited location that offers at least 50% of an educational program, the school must report to the Department before delivering Title IV funds to eligible students attending the added location.  Reporting consists of submitting an electronic application that provides specific information about the added location and other required documentation.  Further information on these requirements can be found in 34 CFR 600.20 and in The Federal Student Financial Aid Handbook, Institutional Eligibility and Participation.  In addition, after reporting, a school must have approval from the Department before it can deliver Title IV funds to eligible students attending the added location if it meets any of the following criteria:

• The school is provisionally certified.
• The school is on the reimbursement or cash monitoring system of payment.
• The school has acquired the assets of another school that provided educational programs at that location during the preceding year, and the other school participated in Title IV programs during that year.
• The school would be subject to a loss of eligibility due to its cohort default rate if it adds the  location.
• The school has been notified by the Department that it must apply for approval of an additional location.

Electronic Notification When Crediting a Student's Account
If a school credits a student's school account with Stafford or PLUS loan proceeds, the school is required to notify the student or parent borrower.  This notice may be written or electronically transmitted.  Common Manual policy has been revised to state that if the notice is sent electronically, the school must confirm receipt of the notice by the student, or parent borrower in the case of a PLUS loan, and must maintain documentation of that confirmation.  Methods by which a school could confirm receipt include, but are not limited to, electronic confirmations or receipts automatically generated by the school's e-mail system.  Previous guidance stated that the school had to require the student, or parent in the case of a PLUS loan, to confirm receipt.
 
 

Affected Sections:	6.3.C.
Effective Date:	Electronic notifications sent by the school on or after July 1, 2001.
Basis:	Final Rules published in Part IX of the Federal Register, pages 65662-65676, dated November 1, 2000; §668.165(a)(3)(ii).