The Monthly Memo Archive
The Monthly Memo
October 1, 1997
Again, I would like to invite the submission of names of other staff members within your
department or school who would like to be included on the mailing list for this monthly memo.
- 1997-98 notification lists and other associated reports were printed 9/10/97 (mailed
9/11/97) and 9/24/97 (mailed 9/25/97.) The October print dates have been scheduled for 10/7/97 and
10/21/97. Please continue to cross reference your student record data with the notification list
information. Due to timing issues, there may be differences between the two records. After examining
our system and process, we were not able to identify any concrete evidence that the federal data
that we currently draw down was not loading on to our student record system. We did, however,
uncover some programming language that was preventing some of the FM changes (that both our staff
and the schools were submitting) from updating our student record system. This has been corrected.
We are currently loading both FAFSA data and FM data submitted by the schools on to our student
record system on a daily basis. This should help reduce discrepancies between our student record
data and the school's student records.
- At this time, if a student is currently ineligible for any of the state programs and
their FC changes making them even more ineligible, there is no need to submit the FC change to HEAB.
- We continue to run the vouchering process on Tuesday and Friday nights. We did run
one extra voucher job on the night of September 18th after the programming change that I refer to
above was made. 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. There was one check
printing process in September that was delayed two additional days. This is not typical, but it can
happen occasionally. Contact me if you have any questions. Please request funds for students who are
registered or who you know will indeed be attending your school. This will assist in reducing the
number of refunds that are processed. Please process refunds as soon as possible. The following is
information schools must include when submitting refunds to HEAB:
- Student Name (first and last)
- Student Social Security Number
- Disbursement Type (e.g. WHEG, TIP, etc.)
- Academic Year and Semester
- HEAB Voucher Number
- Refund Amount
- Date and Number of Check being refunded
- HEAB School Code
Please keep the following in mind:
- If a student officially withdrew, state funds must be returned to the Higher Educational
Aids Board 30 days from the last date of attendance or the student's notification of their official
withdrawal, whichever is later.
- State financial aid funds not claimed within 21 days of their receipt by the postsecondary
institution shall be promptly returned to the Higher Educational Aids Board, unless there is reason to
believe that the funds will be claimed shortly (per Wisconsin Administrative Code,
- Lee Hellickson, Lowell Maves, and Barb Moermond are busy putting together their
presentation they will give at the fall WASFAA conference. They will be doing an interest session
entitled "HEAB - Moving into the Electronic Age." They plan to share with you the various ways to
streamline the submission of student record changes, etc. between HEAB and schools.
To further prepare for this session Lee, our Systems Manager, would like each school to respond
to the following questions by OCTOBER 14, 1997:
- Are you working on a main frame or pc based system?
- What word processing or spread sheet program do you currently use?
- Are you using email and if so what system?
- Do you have access to a pc with a modem?
- What percent of your data is being submitted to us via paper?
What percent of your data is being submitted to us via email?
What percent of your data is being submitted to us via FTP?
What percent of your data is being submitted to us via disk?
- Who is the contact person in your office that we can work with on setting up access to our FTP site?
- Barb has developed a template for file maintenance adds/changes in Microsoft Excel.
This can be used instead of the paper file maintenance forms. To use this template you will need an
email package which recognizes attachments. Her instructions will detail how to enter the data and
how to save the file for HEAB use. The resulting file can either be attached to an email message or
put onto a diskette and snail-mailed to us. Please call her at 608.266.3091 if you would like to try
using the template. Her email is firstname.lastname@example.org
- For the few schools that are still using tapes, again we encourage you to try to
convert as soon as possible to FTP, email, or diskette. It is becoming increasingly difficult to
accommodate the use of tapes. Please let me know if there is anything that HEAB can do to assist you
in converting to another method of communication. Thank you.
- Just another reminder to the independent schools and the two systems, the deadline to
submit the WISSIS Data Form is 10/15/97. 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.
- The State Budget process has not come to closure to date. The Senate and Assembly
have passed the budget on to the Governor. The Governor has 30 days to veto any part of the budget.
The hope at this point in time is that the budget will be finalized by mid October.
- The Joint Committee on Finance (JFC) met on August 26, 1997, and approved the
following changes for the Minnesota-Wisconsin Higher Education Reciprocity Program which will be
effective July 1, 1998:
Beginning July 1, 1998, the new agreement will allow the reciprocal tuition fee to be set at a rate
not to exceed the higher of the Wisconsin or Minnesota resident tuition rates at comparable
institutions and that this tuition rate be established in an Annual Administrative Memorandum of
The JFC voted to require the Higher Educational Aids Board (HEAB) to annually submit the proposed
memorandum of understanding to the JFC for its approval under a 14-day passive review process. The
JFC also specified that the memorandum of understanding would have to include the underlying
reciprocity tuition policy, but would not have to indicate the actual tuition rates to be charged to
University of Minnesota-Twin Cities Rate Change
The new agreement institutes and the JFC approved a "tuition gap charge" which will be assessed to
Wisconsin residents attending the U.M.-Twin Cities campus. The "tuition gap charge" equals 25% of
the resident tuition differential between the Twin Cities and Madison campuses. As of July 1, 1998,
the reciprocity tuition for Wisconsin residents attending the Twin Cities campus will equal
Madison resident tuition plus the "tuition gap charge" The impact of the additional tuition gap
charge on U.M.-Twin Cities' enrollment and on the goal of maintaining a financially equitable
agreement shall be analyzed in the spring of the 1998-99 and 1999-2000 academic years. The
conclusion from these analyses will determine whether the "tuition gap charge" will continue and the
amount of the charge.
Other Reciprocity Tuition Changes
The JFC approved the request that the agreement allow the administering agencies flexibility in
making tuition changes, so that the specific changes relating to graduate student tuition and credit
banding would be made in the Annual Administrative Memorandum of Understanding.
Beginning in 1998-99, graduate students enrolled under the agreement at institutions in either
state would pay the higher of the two states' resident tuition rate.
Beginning in 1998-99, a Wisconsin resident attending a Minnesota institution would pay the
full-time rate if he or she is enrolled for 12 credits or more, rather than 15 credits or more, per
Elimination of the Agreement Expiration Date
The JFC approved the elimination of an expiration date for the Agreement. The Agreement will
automatically be renewed each year, unless modified with the consent of both states or terminated.
Changes to the agreement will continue to be subject to approval by the JFC.
- Just as a reminder, the Academic Excellence Scholarships for 1997-98 are:
- Actual tuition to a maximum of $2,250 for all freshmen (first year students) and sophomores
(second year students) at all institutions.
- $3,240 for juniors and seniors at Independent Colleges and Universities.
- Actual full-time tuition for juniors and seniors at University of Wisconsin institutions.
- Actual full-time tuition to a maximum of $3,240 for students attending WI Technical Colleges
for more than two years.
- Please join me in welcoming Lee Hellickson and Sandy Thomas who recently joined the HEAB
staff. Lee is our Systems Manager and can be reached at 608.267.2211. Sandy will work with the WHEG,
Handicapped Student Grant, and WI Indian Grant Programs. Please feel free to contact her at 608.266.0888.
- I would like to remind everyone that we have a relatively new general HEAB email address
that all file maintenance changes, adds, and voucher requests should be sent to. The address is:
This was effective as of July 7, 1997. Please continue to put your school code and the file type
(add, change, or voucher request) on all related correspondence to us. It would be much appreciated!
We have recently developed a tracking system that records all of the file maintenance and voucher
request transmissions sent to us.
Again, I thank you in advance for your thoughts!!! Your input is very important!!!! My phone
number is 608.264.6181, FAX: 608.267.2808, EMAIL: email@example.com and snailmail: HEAB, P.O.
Box 7885, Madison,WI 53707-7885.
Jane Hojan-Clark, Administrator
Division of Programs and Policy, Higher Educational Aids Board
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