UNIVERSITY OF WISCONSIN River Falls

Reporting Records

UWSFA013
FISCAL OPERATIONS REPORT AND APPLICATION TO PARTICIPATE (FISAP)

Report on cumulative activity in the Federal Perkins Loan Program, and report on the expenditure of any campus-based program funds in the completed award year. All schools that wish to request funding under the campus-based programs for any award year are required to electronically submit a FISAP via a specific federal Department o fEducation website. This allows a school to complete and submit its FISAP online, receive real-time validation edits, and access prior-year data to assist in completing the FISAP.The FISAP is required for each campus to be allocated funds for the campus-based federal financial aid programs for the next award year.

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Report was submitted
Disposition: Destroy
Copies: When no longer needed for administrative or quality control purposes destroyconfidentially
Pll: No
Confidential: No

UWSFA014ANNUAL OPERATING REPORT (AOR)
These are reports annual and cumulative loan activity of Title VII loan programs. This report includes calculation of excess cash and the need for additional funding. The U.S,Department of Health and Human Services has a website which is used to submit this report electronically. This allows a school to receive real-time validation edits and verification of report submittal. The AOR is required to participate in the Title VII programs.

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Report was submitted Disposition: Destroy
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: No
Confidential: No

UWSFA015STUDENT LOAN REPAYMENT RECORDS
Records documenting repayment of Perkins and Stafford Loans as well as all other student loans, including record of collection activities, financial arrangements,forbearance, deferment, or cancellation forms; loan verifications for consolidation; exit interview documentation: truth and lending statement, repayment schedule, statement of rights and responsibilities; copies of small claims court documents such as summons and complaint, evidence of U.S. Mail delivery and attempts, copies of letters to borrower, screen prints of billing vendor system, credit reports, information and reference sheets, and electronic information in university and billing agent systems.Payment history and collection activity should be maintained subject to audit to comply with credit bureau reporting requirements. Electronic information of payment history and collection activity must be maintained for 7 years subject to audit to comply with credit bureau reporting.

Retention Time Period
Original: EVT + 7 Years EVENT=The date on which a loan is assigned to the Department,Cancelled, or Repaid.
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA016 PERKINS ORIGINAL PROMISSORY NOTE
The Federal Perkins Loan Master Promissory Note contains spaces for name, social security number, birth date, address, school name and address, annual interest rate and signature, plus a statement of terms and conditions. Perkins loan borrowers are required to complete Perkins Loan Entrance Counseling and Master Promissory Note (MPN). The school makes the loan with funds from the federal Department of Education to the student under the terms of the MPN.The promissory note remains on file with the school and stays active for subsequent loans at the university and is returned to the student borrower after full payment (debt satisfied) and the note is closed for future disbursements. The promissory note may also be assigned and the.original signed note sent to the Department of Education for collection if not paid. Perkins MPNs are valid for 10 years following the signature if funds are disbursed in the first year. The signed MPN must be closed for further disbursements prior to returning to the borrower to avoid future loans from being disbursed without a valid note. The signed notes are returned to the borrower 6 weeks after the transaction that closes the loan and promissory note or transfer the note to the Department of Education as appropriate. Electronic MPN must be stored electronically at least 4 years after all loans made on the note are satisfied along with the disbursement records electronic authentication and signature records. The records are kept within accordance with § 34CFR 674.19 Perkins Loans - Fiscal procedures and records.

Retention Time Period
Original: EVT + 4 Years EVENT= The date the loan is satisfied or the documents are needed to enforce the obligation.
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA017 STUDENT LOAN CASE FILES (NON-PERKINS) - PROMISSORY NOTE
Documentation regarding individual loans disbursed to students by the university. Records include promissory notes, truth-in-leading documents, entrance and exit counseling, loan applications and certifications, disbursement records and associated cover letters, and miscellaneous correspondence from lenders. These case files include a variety of loans for a wide variety of funded from sources other that Title IV such as those related to nursing, pharmacy and medical school. Case file and records related to short term loans for student emergency situations and other institutional loans are also included in this series. The promissory note remains on file with the school and stays active for subsequent loans at theuniversity and is returned to the student borrower after full payment (debt satisfied) and the note is closed for future disbursements. Original promissory note is marked paid, copied andreturned to borrower 6 weeks after the transaction that closes the loan.

Retention Time Period
Original: EVT + 4 Years EVENT= The date the loan is satisfied or the documents are needed to enforce the obligation.
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA018BUREAU OF INDIAN AFFAIRS CERTIFICATIONS
Forms and other documentation used to request and monitor federal Bureau of Indian Affairs Grants, Tribal Grants, and Wisconsin Indian Grants. These records contain student's name,address, Social Security numbers, tribe, and the year in school, marital status, the number of dependents, student budget, assessed need, award, Wisconsin state Native American grant recommendation, and the tribal Bureau of Native American Affairs grant recommendation.This form must be submitted to the tribe and state of Wisconsin in order for student to receive money from their tribe and the state.

Retention Time Period
Original: EVT+ 7 Years EVENT= Date of Application
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA019FEDERAL PELL GRANT ELECTRONIC STATEMENTSOFACCOUNT(ESOAs)
These are official statements from the federal Department of Education that sets a school's authorization level for the upcoming award year and project adjustments to the school's Title IV program funding needs. ESOAs are produced for the Federal Pell Grant Program. An ESOA also details the amount expended to date. The Department of Education produces an ESOA whenever there is an adjustment to a school's current accepted and posted disbursement amount.

Retention Time Period
Original: EVT + 4 Years EVENT= End of the award year in which the student last attended.
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA020RECONCILIATION REPORTS FOR TITLE IV AND STATE PROGRAMS
Reports on reconciliation of Student Information System Data with student data obtained from the federal Department of Education and from the Shared Financial systems general ledger. The reconciliation process compares Student Information System (SIS) to information from the Department of Education's by student. The funds at hand have been drawn down currently via the web G5 system of Department of Education. There conciliation process also compares SIS to the general ledger, shared financial system(SFS). These reports emphasize programs such as PELL, SEOG, Perkins, Federal Work study (FWS), and various state grant and loan programs.

Retention Time Period
Original: EVT +4 Years EVENT= End of the Award
Yearin which the Report was submitted
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA021STATE GRANT AND SCHOLARSHIP AWARD ROSTER AND REPORTS
Reports provide a method between the Higher Educational Aids Board (HEAB) and the university for checking accuracy of data. HEAB sends to the university the student nam eand social security number, amount of grant, types of grants, and loans. Information details are verified. The university reviews award types and amounts by student and cross references information in the student information system (SIS) to verify correctness and makes changes accordingly.

Retention Time Period
Original: EVT + 4 years EVENT= End of the Award Yearin which the Report was submitted
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes