The Monthly Memo

Dear Colleagues,

I thank those of you who responded to the August monthly memo. Your input is very valuable. I appreciate your taking time out of your very busy day! 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.

Old Issues:

In August I asked:

Question #5. We will continue to draw down all changes to student records throughout the year per the request of those who responded. There was one school that asked that we attempt to draw down electronic changes made only by the school, therefore not accepting any changes the student has made. What are thoughts on this concept?
Schools that responded to this indicated that they would still like the student changes drawn down too.

Question #7. There was some feedback from some of you about the confirmation of enrollment in October. Some of you had concerns about knowing for certain whether a student would be attending or not at that time of the academic year. Would you feel confident in reporting those who have "canceled" through your admissions office as students who would not be enrolled?

Schools that responded to this indicated that they would be able to provide this information (in order for HEAB to remove school codes from student records.)

New Issues:

1. 1997-98 notification lists and other associated reports were printed 8/6/97 (mailed 8/7/97) and 8/20/97 (mailed 8/20/97 and 8/21/97.) The September print dates have been scheduled for 9/3/97, 9/10/97, and 9/24/97. 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. Also, it has come to our attention that there is some federal data that is not loading on to our student records. We are currently working on getting that issue resolved.

2. We continue to run the vouchering process on Tuesday and Friday nights. 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. 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

3. I would like to remind everyone that we have a new general HEAB email address that all file maintenance changes, adds, and voucher requests should be sent to. The address is:
   HEAB@MAIL.STATE.WI.US

   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.

4. A "confirmation of transmission received" process (Data Receipt) that lets schools know when a record has been received by HEAB, along with the number of records, and the type of records, has been implemented. Please let me know how this is working for you.

5. HEAB is in the process of setting up our own FTP site. We have great expectations related to this development. One advantage will be that schools will be able to send FTP files to this site rather than requesting that HEAB retrieve files from individual school sites. In the meantime, please continue to send, via email, a request to retrieve FTP files from your school site.

6. For the few schools that are still using tapes, 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.

7. Just a 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.

8. The State Budget process has not come to closure to date. The Senate Majority Leader Chuck Chvala has decided to let the Assembly take the first action on a budget. There is hope that a final budget version will be delivered to the Governor by mid - September and that a budget will be finalized by the end of September.

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: hojanj@mail.state.wi.us and snailmail: HEAB, P.O. Box 7885, Madison,WI 53707-7885.