Submit & Verify Student Info

Submit and Verify Student Info

Colleges play an important role in the administration of state student financial aid by sharing student level data with the Mississippi Office of Student Financial Aid. Most data-sharing occurs via the transfer of files through a secure file-sharing site. Some data for individual students may be shared through MAAPP. 

Data-Sharing Via File Upload

Files Submitted by Institutions for SFA Use:

• Enrollment Report – The enrollment report is submitted at the beginning of each term to document each student’s enrollment.
• Semester Grade Report – The grade report is submitted at the end of each term to document each student’s completed hours and grades. Review the Grade Calculation Policy. 
• Refund Roster Template and Refund Roster Instructions – The refund roster is submitted to document refunds of student awards. Every refund of state funds to SFA MUST be accompanied by a Refund Roster. Included in the Instruction document and on the template itself are a list of Fund codes and a list of Refund Reason codes.
• Balancing Certificate Template  – The balancing certificate is submitted at the end of each term to certify that the institution has processed the balancing report (see below) and identified any discrepancies.

Files Posted by SFA for Institutional Use:

• Award Report – Award reports are posted weekly once awarding begins for the aid year.  The award report documents awards (program and amount) offered for each student.
• Disbursement Report – Disbursement reports are posted when payments are made to the institutions.  The disbursement report documents the specific payment details for each student.
• Balancing Report (Summary) – Balancing reports are posted at the end of the term to summarize all disbursements made during the term. The Office will send an email to the state aid contact at the institution to notify them the balancing report has been posted and to provide the balancing certificate for the term.  The institution should reconcile its own record of disbursements for the term with the balancing report.  After reconciling, the institution should sign and return the balancing certificate. The balancing certificate MUST be accompanied by any outstanding refunds and the corresponding refund roster.
• Balancing Reports (for Disbursements and Refunds) – Disbursement balancing reports and refund balancing reports are posted at the end of the term to document the details (check numbers included) of all disbursements made and refunds received during the term.

Reporting Process and Deadlines

• Log into MAAPP.
• Select “Upload Documents” to upload the file in a safe, secure manner. Step-by-step instructions for uploading to the Share Portal are available HERE.  Even though you are logged in to MAAPP, you will need to log in to the Share Portal as well. You will need your Username and Password. Your Username for the Document Share Portal is the same as your Username for MAAPP (unless you changed your MAAPP Username).  Your Password is the Document Share Portal PIN located just beneath your name in MAAPP.
• Reporting Deadlines

Data-Sharing Via MAAPP

Student Information Forms Available in MAAPP

• Enrollment Verification Form
  • A student may be asked by the Office to submit Enrollment Verification.
  • The Enrollment Verification Form should be submitted via MAAPP by the attending institution, unless the information is already being submitted via the Enrollment Report. 
• Electronic Grade Verification Form
  • A student may be asked by the Office to submit an Electronic Grade Verification.
  • The Electronic Grade Verification should be submitted via MAAPP by the attending institution, unless the information is already being submitted via the Grade Report.
  • If the college does not have access to the previous Spring grades or the student has experienced a break in enrollment, the attending institution should report the following MAAPP for the previous Spring term: 0.00 Term Earned Hours, 0.00 Term GPA Hours, 0.00 Term Quality Points, and 0.00 Term Pass/Fail Hours. Only the Cumulative Earned Hours, Cumulative GPA Hours, and Cumulative Quality Points as calculated by the attending institution should be reported.
  • Institutions must use the same method of calculation for reporting the overall cumulative GPA via MAAPP as for reporting via the Grade Report.
• Award Package Form (for FAITH recipients)
  • At the beginning of each academic year, eligible students will receive a FAITH award offer that is equal to the institution’s prior year published undergraduate COA. 
  • The institution will receive a notification in MAAPP to update the student’s FAITH Package. The notication will appear on the MAAPP Dashboard as “FAITH Award Information Request.” 
  • The requested information can be provided in MAAPP by selecting the student and clicking the blue button labled “Update Award Package” or by navigating to the “Package” tab for the student.
  • Input all elements of the student’s budget and all grant aid the student has received by term.
  • Institutions will have the option to list the student as “Enrolled” or “Not Enrolled”.
  • The institution must update the FAITH award information every term before a disbursment can be made.
  • View additional FAITH Scholarship Award Guidance.    
• Dependency Status Verification Form
  • The Office often receives conflicting information on the student’s FAFSA and MAAPP related to the student’s dependency status. 
  • If SFA receives conflicting information, a code will be placed on the student’s account to trigger a “Dependency Status Verification Request” from the institution.  The request will appear in MAAPP as “Dependency Status Verification Request”. 
  • “Dependency Status Verification” will be listed under Missing Documents on the student’s dashboard, and there will be a blue “Update Dependency Status” button.  
  • Click the button to see a pop-up.
  • The institution is asked to select “Dependent” or “Independent” to let SFA know how the institution has categorized each student. 
  • The institution is not expected to perform any type of verification but to notify SFA of the student’s status according to the institution’s records.  

How to Submit Student Information via MAAPP Forms

• Log into MAAPP and view the metrics listed on your Dashboard.
• Each metric displays a number. Click on the link icon in the upper right corner of the metric to view a list of the students who are numbered in the metric. 
• Select the student for whom you wish to submit information.