Electronic Processing Policy Student Financial Aid - Policy and Procedures

  1. Back to Policies and Procedures Page
  1. Purpose
    1. This policy is established in compliance with federal regulations to promote institutional integrity in the administration of the federal financial aid programs. Specifically, this policy addresses the College’s compliance with administrative capability requirements regarding electronic processes.
  2. References
    1. Federal Student Aid Handbook Volume 2, Chapter 7
    2. Code of Federal Regulations, 34 CFR 668.16
    3. Federal Student Aid Handbook Volume 4, Chapter 2
  3. DefinitionsCentral Processing System (CPS)
    1. Central Processing System (CPC): The US Department of Education’s software which processes the Federal Application for Federal Student Financial Aid (FAFSA) and produces the Institutional Student Information Report (ISIR) for the 2023-2024 year and prior.
    2. FAFSA Partner Portal (FPP): The US Department of Education’s software which processes the Federal Application for Federal Student Aid (FAFSA) and pro
    3. Common Origination and Disbursement (COD): System used by the Department of Education for originating and disbursing Federal Student Aid
    4. Fiscal Operations Report and Application to Participate (FISAP): Year-end reconciliation report of all campus-based funding due October 1 of each year.
    5. Institutional Student Information Record (ISIR): The electronically produced report used by the US Department of Education to report a student’s eligibility for aid to the school.
    6. TDClient: Department of Education software that allows institutions to send, receive and manage Federal Student Aid files electronically. Files are transmitted via TDClient over the Student Aid Internet Gateway
  4. Policy
    1. The College will import, correct, transmit, and retrieve ISIRs from the US Department of Education using a financial aid management system that meets the electronic requirements of the US Department of Education, via TDClient software. The software and financial aid management system will also comply with requirements for reporting, tracking, and reconciling federal aid programs.
    2. The College will comply with federally mandated minimum hardware specifications as defined in the Federal Student Aid Handbook Volume 2.
    3. The College will comply with federally mandated minimum software specifications as defined in the Federal Student Aid Handbook Volume 2.
    4. The College will report program update information to the Department of Education via the electronic application website known as "E-app."
    5. The Director of Scholarships and Financial Aid or designee will submit the FISAP report annually by October 1 using the format preferred by the US Department of Education.
      1. The FISAP and records supporting the data used to create the FISAP will be kept for a minimum of three years.
  5. Procedures
    1. The College will import/export ISIR data each business day using the Department of Education’s TDClient software and financial aid management systems.
    2. The College will report origination and disbursement data to COD within appropriate timeframes using the TDClient software and financial aid management systems.
Policy migration in progress

Davis Tech is in the process of migrating our policies from PDF to HTML format to conform to Title II (ADA) requirements. During this transition period, the latest approved version of the policy is available (below) in pdf format, but may contain ADA Compliance errors.

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Effective Date: 01 July 2024

  • Approvals and Notes
  • Expanded President’s Council Approval: 10 June 2024
  • Revised: 30 July 2018
  • Reviewed: 14 February 2014
  • Effective Date: 1 July 2003
  • President’s Council Approval: 26 April 2003