NA Adult Student Status – Effecting Changes
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This section includes information about what happens when NA adult student eligibility changes.
Policy
NA adult student eligibility is reviewed when information is provided that could change their student status. This includes, and not limited to, any of the following:
●Enrollment changes in an institution of higher education
NOTE The NA student is still considered enrolled during vacation, recess or between semesters or quarters provided the student intends to register for the next normal school term.
●The number of hours attending school
●Employment hours
●Participation in a work-study, on-the-job training, or Employment and Training program
●Exemption criteria
See Adult Student Eligibility for NA for eligibility information.
Procedures
Determine whether there is a change in NA adult student eligibility.
When there is no change, document the case file(g) and take no additional action.
When there is a change, see Verifying Reported Changes to determine whether additional verification is needed and whether action is to be taken on the reported information.
When the student status changes and action is to be taken, complete all of the following:
●Make the appropriate changes to AZTECS in the appropriate month. (See When to Effect Changes for guidance.)
●Redetermine NA eligibility.
●Send the appropriate notice allowing for NOAA, when necessary.
Verification
System interface and the case file(g) must be reviewed before verification is requested. No additional verification is needed when AZTECS interface or HEAplus hubs have verified the information.
The participant has the primary responsibility for providing verification. (See Participant Responsibilities – Providing Verification for additional policy.)
See the Verification section in Adult Student Eligibility for NA for verification sources.
AZTECS Keying Procedures
Document the case file(g) thoroughly to support keyed codes, amounts, and frequencies. See the AZTECS Data Entry Guide for instructions on keying the AZTECS income screens.
NOTE Documentation must support determinations of eligibility and benefit level. Document in sufficient detail to ensure that any reviewer can assess whether the determination is reasonable and accurate. Include specific information regarding the reason the income is determined to be normal. (See Budgeting Income Documentation Requirements for additional information.)
See the AZTECS Keying Procedures section in Adult Student Eligibility for NA for keying instructions.
Legal Authorities
7 CFR 273.5
7 CFR 273.5(a)
7 CFR 273.5(b)(1 through 11)
last revised 10/02/2023