The Monthly Memo
IN THIS ISSUE
WISSIS SURVEYS DUE SOON IMPORTANT REMINDER! The deadline for returning the WISSIS Surveys is November 15. Independent
Colleges & Universities and Tribal Colleges, please return your WISSIS surveys directly to HEAB.
Technical Colleges should forward their completed surveys to Tom Heffron at the WTC System Office
before November 15, so he can compile and submit a total WTC WISSIS report to HEAB by November 15.
UW System Administration completes a single WISSIS survey for the entire UW System.
IMPORTANT REMINDER! The deadline for returning the WISSIS Surveys is November 15. Independent Colleges & Universities and Tribal Colleges, please return your WISSIS surveys directly to HEAB. Technical Colleges should forward their completed surveys to Tom Heffron at the WTC System Office before November 15, so he can compile and submit a total WTC WISSIS report to HEAB by November 15. UW System Administration completes a single WISSIS survey for the entire UW System.
On-Line Voucher Submission is Up and Working - Will Be Required by May 4, 2007 Anticipated Frequently Asked Questions and Answers
HEABís new voucher submission site is up and working, and according to our testers, it works great. The site URL will be sent by Barb when she sends the weekly notification list alert. (HEAB will not publish the site name and URL in a public document.). Use THE SAME USER NAME AND PASSWORD previously issued for your already active Secure HEAB site. Follow the template instructions, make sure your file is formatted correctly, and upload. You will get instant feedback if there are problems with any of your entries.
Anticipated Frequently Asked Questions and Answers
|1:||Will you be providing information about this at WASFAA?|
|A:||Yes, during the HEAB session on Thursday at 1:30 in Lucas Bluff. Much of the session will involve the new voucher system.|
|2:||Do we have to use this?|
|A:||YES, but not yet. You can still submit your voucher via email. However we recommend that you immediately begin using this site to email your voucher so your information is secure.|
|3:||When will you require us to use this voucher upload system?|
|A:||Beginning May 4, 2007, we will ONLY accept vouchers submitted using this system.|
|4:||What is the Semester Code that is now required on the template?|
|A:||Vouchering has always been semester specific, however, it will now be included as part of our voucher process. IF YOU USE THE VOUCHER UPLOAD SYSTEM you will need to adjust the voucher formatting to include a semester indicator.|
|5:||Do we HAVE to use the template?|
|A:||No. This is just a guideline for formatting. The exact spacing and formatting are required. You do not have to use the template, but whatever method is used must produce a correctly spaced and formatted file.|
|6:||When will a semester code be required?|
|A:||The semester code is required the first time you upload your voucher. If you continue to email your voucher, you will not be required to have a code until May 4, 2007. You will not be able to upload your voucher until you have filled in a semester code.|
|7:||May 4 is near the end of a processing year. What if we canít provide a correct semester code?|
|A:||You just have to display a correctly formatted number in that field. We will be checking formatting only. We will begin evaluating for the correct semester code when we start vouchering for the 0708 school year.|
|8:||What about trimester schools and special summer disbursements (NOOO, we are not planning on summer disbursements again any time soon, not for YEARS, but . . .).|
|A:||We have provided for trimester codes, semesters 1, 2 and 3. If we ever end up doing a summer disbursement weíll provide you with the code at that time.|
|9:||What if I want to try the new system but I am afraid it wonít work?|
|A:||Go for it!|
|10:||What if it bombs and the voucher failed?|
|A:||Just leave it! Do not try to upload again!! Send your voucher via email to heabmail. The emailed voucher will be processed. You will get the usual notice from Barb when the voucher has processed (Tuesdays and Fridays) and will receive your disbursement file as usual.|
|11:||If I get error messages and a "failed" message, has the whole file failed?|
|A:||Yes, the whole file has failed. Email it to heabmail for now through this secure site. When you first log in, you will see a link on the left "send email to staff" drop-down list with HEAB emails.|
|12:||The errors pretty much tell me why it failed. Can I try again?|
|A:||Wait until you are ready to submit another voucher. Do not upload the same voucher. Spend time checking the errors and reading through the formatting information. If you think you can fix the formatting, try again when you do your next voucher.|
|13:||What if it errors and fails again? Then what???|
|A:||Follow the same advice as above and wait. Barb is the only one in the office responsible for fielding questions about the voucher. (You could ask me - Connie - but that would just make more work for the staff when they had to retrain you!) Barb will begin working her way through the schools to ensure that all your questions are answered. If you have specific questions you can email her and sheíll let you know when she will have time to work with you.|
|14:||How do I submit files other than vouchers?|
|A:||DONíT!!! YOU CANíT. ALL OTHER FILES WILL BOMB. This is for vouchers only.|
|15:||What if I am impatient and want to learn more immediately?|
|A:||Come to the HEAB session at WASFAA on Thursday at 1:30 in Lucas Bluff, OR contact a school that has tested and is now using this system. You may also set up a session at HEAB with our staff and come to our office for training.|
Secure Email to HEAB is NOW Available Once you are on this secure site you are within our firewall, so your email is secure and protected.
Effective immediately, HEAB now has a site where you can send secure emails to HEAB. Go to the voucher submission site (Barb will be sending the site URL in the Notification list update), and use THE SAME USER NAME AND PASSWORD previously issued for your already active Secure HEAB site. When you first log in, you will see a link on the left "send email to staff" drop-down list with HEAB emails. Simply select the correct email address, compose, attach file (if applicable) and send!
Once you are on this secure site you are within our firewall, so your email is secure and protected.
Thanks to Voucher Program Field Testers! Mark Levine, Alverno College
I would like to thank the following people and schools for helping us test the voucher program. I so appreciate your time, assistance and recommendations. Your help is critical to providing a better processing system for everyone!
Marcia Forbes, Madison Area Technical College
Jerry Polishuk and Randy McReady, UW-Parkside
Marge Clark, Gateway Technical College
Melissa Vogler, UW-Eau Claire
Mark Levine, Alverno College
|Wednesdays:||November 1, 8, 15, 29 (No list the week of Thanksgiving)
December 6, 13, 20
January 10, 24, 31
AES NOTIFICATION LIST PROCESSING
Tuesdays: November 7; December 13; January 10
VOUCHER PROCESSING Please check our Webpage for Notification List and Voucher Processing Schedules.
Tuesdays and Fridays
November: No voucher on Friday, November 24.
December: No voucher on Friday, December 22; Tuesday, December 26; or Friday, December 29.
January: We will be vouchering every Tuesday and Friday in January.
Please check our Webpage for Notification List and Voucher Processing Schedules.
Scheduled HEAB Board Meetings: March 2, 2007; April 20, 2007; August 10, 2007
WASFAA Fall Conference: November 8-10 http://wasfaa.net/events/conferences.asp
College Goal Sunday: Sunday, February 11 http://wicollegegoalsunday.org
HEAB Training Date: November 16, 2006
HEAB conducts one-day training programs for new and continuing financial aid administrators. The training session covers all aspects of the programs administered by HEAB, including:
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. Please let us know if you are coming to training as materials are printed based on the number of people attending. To register for a session or for more information, please contact John Whitt at (608) 266-1665 or email him at firstname.lastname@example.org.
Please contact me by phone at (608) 264-6181 or by email at
email@example.com if you have
any questions, concerns or comments.
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