2.0 Student Application - bcgov/SIMS GitHub Wiki
2.1 Create and Update FT/PT Student Application
2.1.1 Select Program Year
After initial login, a student selects the program year to start a new application.
Process Description:
Once the student has set up their account, they may start an application by selecting the program year. Students must wait until their SIN validation is complete in order to proceed with an application.
2.1.2 Student Completes Questions
Student completes and submits an application. Students can only apply two program years ahead.
Process Description:
When starting an application a student is required to select an application type. A student may select to apply for a student loan, grant or loan forgiveness. Before student(s) begins they should gather the following:
- Study information (institution, program)
- Dependent details and costs
- Income tax return or information
Once an application is submitted, a Notice of Assessment (NOA) is generated.
2.1.3 Save Draft
Student can save a draft of their application.
Process Description:
Student can complete all sections and submit their application or choose to submit it over multiple attempts using the "save draft" feature. This will let students save partial or complete information, edit it as many times as they wish and submit at a later time.
2.1.4 Cancel Application
Student can cancel their application before Confirmation of Enrolment (COE).
Process Description:
A student may choose to cancel their application for any reason. An application which is in draft (not submitted) can be cancelled before it is submitted. A submitted application can only be cancelled if the COE has not been received for that particular application.
2.1.5 Edit Application
Student can edit their application before Confirmation of Enrolment (COE).
Process Description:
A student may choose to edit an already submitted application for any reason. A submitted application can only be edited if COE has not been received for that particular application. If a student chooses to edit a submitted application, that application is subject to reassessment to take into account the updated information. Upon submission, this will lead to an updated NOA based on updated application information.
2.2 Collect Supporting Information
2.2.1 Program Information Request (PIR)
Student has the ability to request Program Information Request (PIR).
Process Description:
When filling out student application information, a student may determine that more information is needed, particularly if the student is not able to find the program or study period offering they want to apply for. They can indicate a PIR request and submit the application to the institution for review. Students can also view the status of their PIR requests.
2.2.2 Parent Information Request
Parent logs in using BC Services Card and fills out the parent form. All information provided by supporting users such as parents are subject to verification.
Process Description:
In those cases where a student has selected a full time program, has not been out of high school for four years, is single/Separated/divorced/widowed and has no dependents, a parent must provide supporting personal and financial information for SABC to determine the student’s eligibility for financial aid. A parent user is able to log in with BCSC and fill out the parent application.
2.2.3 Partner Information Request
Partner logs in using BC Services Card and fills out the partner form. All information provided by supporting users such as partners are subject to verification.
Process Description:
In those cases where a student has selected a full time program, has not been out of high school for four years and is married/common law a partner must provide supporting personal and financial information for SABC to determine the student’s eligibility for financial aid. A partner user logs in with BCSC and fills out the partner application.
2.3 Assess Student Application
This epic covers the assessment process for the StudentAid BC financial aid application.
Students may opt to apply for a full-time or part-time study period offering based on their situation and individual needs. SIMS assesses a student’s financial need based on information provided in their application. The assessment of need process evaluates the student’s allowable costs and the student and/or family’s available resources to determine the student’s assessed financial need.
Some financial information provided in the application may be verified against the applicant’s Income Tax Return Notice of Assessment. Applicants are considered for student financial assistance through both federal and provincial loan and grant programs. Each student’s application is subject to both a federal financial need assessment calculation based on Canada Student Financial Assistance Program policy, and a provincial financial need assessment calculation based on SABC policy. As a result, each SABC application will result in both a federal assessed need and a provincial assessed need.
Once an assessment is complete, a student can view the assessment from the application summary page. The Notification of Assessment (NOA) confirms the amount of financial aid the student is eligible to receive that will be disbursed to the borrower along with the details of the loan period. The NOA will include a 10-digit Master Student Financial Assistance Agreement (MSFAA) number.
More information can be found here: https://studentaidbc.ca/apply/eligibility.
2.4 Confirm and Disburse Funding
2.4.1 Confirmation of Enrolment (COE)
Institution users can confirm enrolment for students.
Process Description:
Institution users can view all students who have confirmed their assessment and have pending confirmation of enrolment from the confirmation of enrolment summary page. Enrolment can be confirmed only for students whose study period is starting within 21 days.
2.4.2 Disburse Funds
Send and receive part-time fund files.
Process Description:
After the assessment is complete for a FT or PT application, students have access to their Notice of Assessment (NOA) which describes the breakdown of each type of funding amount and when they will receive the funds.
The National Student Loans Service Centre (NSLSC) can only disburse funding once they have received confirmation of a student’s enrolment from the post-secondary institution. The date of disbursement for loan and grant funding is calculated based on the study period start date and midpoint date.
The date of disbursement may be affected by post-secondary institution closure dates over the winter holidays.
If the student’s program length is equal to or less than 17 weeks:
- At the start date of the study period, 100 percent of the total award will be disbursed. If the student’s program length is greater than 17 weeks:
- At the start date of the study period, all Canada Student Loan,50 percent of Canada Student Grant, and 50 percent of BC Access Grant funding will be disbursed; and
- At the midpoint of the study period, all B.C. Student Loan and the remaining portion of Canada Student Grant, and BC Access Grant funding will be disbursed.
If the total disbursement at the start date of the study period is less than 50 percent of the total award, a portion of the BC student loan will be released to ensure the student receives a minimum of 50 percent of the total award at the study period start date. The remainder of the award will be disbursed at the midpoint of the program.
More information can be found here: https://studentaidbc.ca/apply/receive.
2.4.3 Tuition Remittance
Tuition remittance is the amount that is paid to the institution directly when student funding is disbursed.
Process Description:
Institution users have the ability to request tuition remittance at the time of confirming enrolment. The tuition remittance amount entered is validated. The COE amount must meet pre-defined criteria or else the institution will not be able to confirm the COE. Tuition remittance can be added every time an institution confirms a COE (in the case of multiple COEs). Institution users also have the ability to decline requesting tuition remittance.
2.5 Request and Report Changes to Application
2.5.1 Student Requests a Change
Before COE, a student can edit their application at any time. After COE, students can request a change to their financial or personal information. This may or may not trigger a reassessment.
Process Description:
Student requests a change to their application in case of the following:
- Student’s (or their parents/spouse) financial or personal situation has changed
- Student doesn’t agree with their assessment outcome
- Student has special circumstances
- Student needs to report changes to the original information provided in their application
The Ministry will review the request and either approve or decline.
2.5.2 Institution Reports a Change
Institution reports a change in student circumstances to the Ministry.
Process Description:
Institution must report a change in student circumstances i.e. “scholastic standing update” to the Ministry. Submitting a scholastic standing triggers reassessment. The following reasons could lead to a scholastic standing update:
- Student completed program successfully early
- Student went from PT to FT (vice versa) or started a different program
- Student did not successfully complete their studies
- Student has withdrawn from the program
Note: Applications that are eligible for "reporting a change" must have a minimum of one COE confirmed.
2.6 Student Exceptions
2.6.1 Student Applies for Exception
As part of submitting an application, a student may apply for an exception. When the student selects an exception they are required to upload a supporting document using the file uploader.
The following circumstances are considered exceptions:
- Citizenship for permanent residency
- Citizenship for protected persons
- Citizenship for B.C. residency
- Dependent’s income tax
- Dependent’s shared custody
- Estranged from parents
- Parent’s residency
- Exceptional expenses
- Rent living situation
- Transportation
Process Description:
If a student applied for an exception in their application, the Ministry needs to approve or deny all exceptions before it can move to assessment. If the Ministry does not approve a student’s request for an exception, the student will be notified and they will have to resubmit their application. If the Ministry approves a student’s request for an exception, the application will go through to assessment and a NOA will be generated.
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