The Common Manual: A Navigators Tool

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The Common ManualA Navigators Tool

• Common Manual Policy Committee2002 NCHELP Fall
  Training Conference

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Session Outline

• Introduction
• Changes in Board and Committee structure
• Policy proposal process flow
• Versions of the Common Manual

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Structural Changes

• Governing Board
• Chair - Greg Ayers
• Chair-elect - Becky Collins
• Treasurer - Peter Pundt
• Production Manager Reitha Scott
• Communications Director Susan Degen

NEW
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Structural Changes

• Logistics and Information Committee
• Replaced by new Board positions
• Editor moved to Policy Committee

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Structural Changes

• Policy Committee
• Editor
• 2 Administrative Assistants

NEW
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Common Manual Structure

• Developed in 1995 amended as necessary
• Establishes responsibilities of guarantors
• Establishes structure of governing body
• Details how Common Manual can be used
• Establishes operating fund, etc.

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The Common Manual Policy Committee (CMPC)

• Michelle Anderson
• Co-chair, TG
• Cindy Hepler
• Co-chair, AES/PHEAA
• Tammy Burford
• CSAC/EDFUND
• Jacki Fairbairn
• GLHEC

• Brenda Grady
• USA Funds
• Cheryl Hughes
• SCSLC
• Lonny Meloon
• NHHEAF
• Fay Schroeder
• MGA

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CMPC - New Members

• Kevin Burke
• - ASA
• Carolyn Brown
• - MOCBHE
• Nancy Masten
• - ISAC
• Onaleah McClellan
• - FLDOE/OSFA

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How Proposals Are Submitted to the CMPC

• New law, regulations, or other federal guidance
• Someone from the community submits a proposal to
  the CMPC
• If CMPC identifies a section of the Common Manual
  that requires clarification or updating

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What Happens to Your Idea After it is Received By
the CMPC?

• The proposal is assigned a drafting number.
• The proposal is assigned to a CMPC member to
  research and refine.

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Proposals That Float to the Considered Log

• The submitting entity is notified in writing that
  the proposal will not be advanced.

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Proposals That Set Sail

• The proposal is reviewed and approved by the
  CMPC.
• If significant changes are made, the submitting
  entity is contacted for review prior to the
  proposal being distributed.
• The proposal is distributed in a batch for review
  and comment.

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Types of Proposals

• Federal
• Guarantor
• Correction
• Organizational

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Types of ProposalsCont..

• Federal Proposals - For example, one that is
  required as a result of reauthorization.
• Guarantor Proposals - For example, common claim
  initiative (CCI) proposals.
• Correction proposals - For example, a proposal
  that is required to align two sections of the
  Common Manual.

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Community Responses

• Comments are received and distributed to all CMPC
  members for review and consideration.
• The CMPC prepares responses for all comments
  received excluding wordsmithing suggestions.
• Where appropriate, the proposal is updated to
  include the commenters suggestions.

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Where Do Proposals Travel from Here?

• In most cases, the CMPC will recommend approval
  to the Common Manual Governing Board. In this
  case, the final proposals that are provided to
  the Governing Board include all comments and
  comment responses.
• In rare cases, the CMPC may vote to defer a
  proposal.
• In very few cases, the CMPC may vote to decline
  further advancement of a proposal

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Possible Governing Board Actions

• In most cases, the Governing Board votes to
  accept a proposal.
• The Governing Board may vote to accept a proposal
  with minor changes.
• The Governing Board may vote to defer a proposal.
• The Governing Board may decline to approve a
  proposal for inclusion in the Common Manual.

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The Common Manualand Its Different Formats
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Versions of the Common Manual

• Paper
• Electronic
• CD - ROM (e-Collection)
• Integrated

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The Paper Common Manual

• Over 600 pages long
• Updated annually in July
• Some guarantors distribute, others do not

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The Electronic Common Manual

• Identical to the paper manual, only in PDF format
• Updated annually in July
• Available on various guarantor websites and on
  the NCHELP web site at www.nchelp.org

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The e-Collection CD ROM

• Portable and comprehensive
• FFELP tool
• Updated annually in July

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The e-Collection CD ROM, contd.

• Contains Electronic Common Manual and other
  materials, including
• - NCHELP Topical Index
• - NCHELP Integrated Regulations (Parts 600,
• 668 and 682)
• - Higher Education Act as of 1998(all parts)
• - 2001-2002 SFA Handbook
• - Common Forms
• - Dear Colleague Letters and
• Announcements.

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The Integrated Common Manual

• Most up-to-date version of the manual
• In PDF just like electronic version, but
• Updated monthly soon after policies are
  approved
• Available on various guarantor websites an on the
  NCHELP web site at www.nchelp.org

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The Integrated Common Manual, contd.

• New language identified with underlines
• Deleted language identified by strikeouts
• Footnotes w/ applicable proposal information
• Chart identifying ongoing changes w/ effective
  dates

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Questions?