Chapter 1: Institution Information

1.1 Institution Eligibility

The Aid for Part Time Study (APTS) program is limited by NYS statute to educational institutions meeting all of the following eligibility criteria:

  • Located in New York State;
  • Approved by the State Education Department of New York to offer undergraduate degrees;
  • Participates in the New York State’s Tuition Assistance Program (TAP);
  • Offer a program of part-time study; and
  • Tuition for the part-time study program totals at least one hundred dollars a year.
  • Schools set up on a semester basis must have terms that are 15 weeks in duration; Schools set up on a trimester/quarter basis must have terms that are 10 weeks in duration.

 

1.2 Institution Application to Participate

Eligible institutions wishing to participate in the APTS program must apply each year to the New York State Higher Education Services Corporation (HESC). Prior to the start of each academic year, HESC will forward the annual “Application to Participate Aid for Part-time Study Program HE8373” (Application) to eligible educational institutions. An email is sent to eligible schools, after the NYS budget has been enacted, advising them of the availability of the Application and the deadline to submit to HESC. The Application can be downloaded from HESC’s website.

To access the Application electronically, select APTS Application to Participate

Application Procedures
Institutions wishing to participate in the APTS program must designate an individual to serve as the institution’s APTS official and coordinator for the program. The Application to Participate for Part-Time Study must be signed by the APTS official and by an alternate APTS official. Bursar contact information must also be provided.

By electing to participate in the APTS program, the Institution and APTS official are committed to adhering to the regulations and guidelines governing the program.

The Application to Participate for Part-Time Study must be completed and mailed to HESC no later than the deadline designated by HESC. 

1.3 Institution Allocation of APTS Funds

The APTS program is funded by an annual State appropriation for each academic year and is allocated and distributed to participating institutions based on their part-time enrollment during the preceding fall term as reported to the New York State Education Department. The academic year begins on July 1 and ends June 30. For award purposes, summer is the first term of the academic year. HESC will notify participating institutions of the allocation of funds.

Institution Allocation of APTS Funds Formula 

APTSPaymentCalculation400 151

Institutions shall not exceed their annual Institution Allocation of APTS Funds for the academic year. The institution will be liable for APTS awards that exceed their Institution Allocation of APTS Funds. Any APTS funds not awarded or expended during the academic year revert back to the State and cannot be used by the institution to grant awards to part-time students in a subsequent academic year. 

1.4 Reallocation

A reallocation of unexpended APTS funds within sectors is permitted.

CUNY and SUNY Reallocations
If an institution which is part of the State University of New York (SUNY) or the City University of New York (CUNY) does not expend the entire amount of its allocation, the Chancellor of SUNY or the Chancellor of CUNY, as the case may be, may reallocate and distribute the unexpended funds to other participating institutions within the SUNY or CUNY system respectively. 

The Chancellor or the Chancellors’ designee, shall submit written “notification of the reallocation,” to the president of HESC within 30 days of the reallocation of APTS funds. 

The notification of reallocation shall include the name of the institution, the unexpended amount of the institution’s allocation of funds, the name of the institution(s) receiving the additional allocation of funds, date of distribution and the amount each institution received.

No notification of a reallocation may be submitted to the president of HESC after May 31 of the academic year. 

Independent Institutions Reallocations
The president of HESC may reallocate unexpended Institution(s) Allocation of APTS funds among Independent institutions. 

All Independent institutions with unexpended APTS funds shall notify the president of HESC in writing of the unexpended amount by September 15 for the fall term, and by January 15 for the spring term of the academic year. 

Independent institutions requesting additional allocation of APTS funds must notify the president of HESC, in writing, by September 15 for the fall term and by January 15 for the spring term. 

The Institution’s request for an additional allocation of APTS funds shall include the estimated number of students and award amounts from the institution original allocation of APTS funds. 

The request for an additional allocation of APTS funds must also include the estimated number of additional eligible students and award amounts required for the term.

The reallocation of funds are subject to the same program requirements. 

1.5 Institution Responsibilities

Record Keeping
Institutions are required to maintain the following records for a period of five years following the end of the academic year for which an APTS award is made:

  • A copy of all Aid for Part Time Study (APTS) Applications submitted to the institution, whether an award was made or not, together with any supportive documents which may have been required to be submitted with the application.
  • A record of the institution’s evaluation of financial need for all eligible applicants.
  • A fiscal record for each term for each student for whom an award was made which must include total tuition charges, all financial aid, the amount of the award under APTS and the amount of tuition waived or refunded.
  • An academic record for each term for which a recipient received an award shall include a list of all courses registered for in that term, grades received and the cumulative average for the term.


Accountability 
Institutions participating in the APTS program are subject to a review of their administration of the APTS program by HESC and an audit by the State Comptroller’s Office. Institutions are required to make records, relating to their administration of the program, available to the appropriate state officials. In the event it is determined an APTS award was inappropriately paid as a result of error on the part of the institution, the institution will be required to refund the award to HESC.