Hays Academy OS. One record,
first message to license.
Watch the work your team does by hand today get done on its own: inquiries answered, packets sent and checked, aid prepared, hours counted, files ready for any audit. A person still certifies, releases, signs and sends.
Hays Academy OS · the Command Center we proposed in October, by its new name · Both campuses · Sample students and data
InquiriesEnrollment packetFinancial aidOn the floorWithdrawalAudit dayAskOne student, one story
01 · Designed, next to buildSample data
Inquiries: answered at night, called by morning.
A 7:41 pm inquiry is answered in a minute from your approved answers and a tour is booked. Admissions knows who to call first.
haysacademy.edu/cosmetology/Sample
Start Your Beauty Journey Here
Share a few details and we'll be in touch with next steps.
Where should we text you?
First name
Kendall
Phone
(785) 555-0147
Text meCall me
Add email (optional)
kendall.brooks@example.com
I agree that Hays Academy of Hair Design may call, text and email me at the number and address I entered about programs, tours and admissions. Texts may use automated technology. Consent is not a condition of enrollment. Message and data rates may apply, frequency varies. Reply STOP to stop or HELP for help. Privacy policy.
New inquiryAutomatic
Kendalllast name not given yet
Cosmetology
Hays
(785) 555-0147· prefers text
kendall.brooks@example.com
Text, call and email · website form · 7:41:12 pmwording kept on file
haysacademy.edu · Cosmetology page
Interested
On her record 7:41:12 pm, the moment it was sent.
HHays Academy
Tue 7:42 PM
Hi Kendall, this is Hays Academy of Hair Design in Hays. Thanks for asking about Cosmetology! Our next classes start Nov 10, Feb 23 and May 25. Want to come see the school? Reply STOP to opt out.
Tue 7:44 PM
Evening tours? I work until 5
How the assistant answeredevery sentence from an answer you approvedAfter the review period
SentenceFrom your approved answers
"this is Hays Academy of Hair Design in Hays"PGGreeting, Hays campus · approved by Admissions
"Our next classes start Nov 10, Feb 23 and May 25"CAupcoming start dates · school calendar
"Want to come see the school?"PGTour invitation · approved by Admissions
"Reply STOP to opt out"SCRequired on a first text · consent rule
Consent on file · 7:41:12 pmBefore 9 pm: OK to textAlso sent by email · 7:42 pm
Thanks for asking about Cosmetology, Kendallkendall.brooks@example.com
HHays Academy
Evening tours? I work until 5
Tue 7:45 PM
Yes! On Thursdays we're open until 7:30. Would Thursday, Oct 15 at 5:30 pm work?
yes!! and how much financial aid would I get
You're booked: Thu, Oct 15 at 5:30 pm, 1214 E 27th St, Hays. Aid depends on your FAFSA, so our financial aid office answers that one. Admissions will reach out tomorrow.
Tour bookedAutomatic
Thu Oct 15 · 5:30-6:15 pm
Hays tours
Admissions (Hays)
1214 E 27th St, Hays
Booked by the assistant 7:46 pm
Reminder text set: Thu 2:30 pm
C to confirm, R to pick a new time
Handed to a personNeeds you
Aid amount question
“How much financial aid would I get”
Not in your approved answers. The assistant never quotes aid figures.
Thursday tour hours (Admissions) · aid questions go to a person (Financial aid office)
Admissions: first call tomorrowAdmissions · Hays
Admissions
Every future student, start to finish Both campusesHaysSalina Sample Call now24new inquiries overnight
6tours this week · 4 Hays · 2 Salina
4committed for Feb 23
Assistant, overnight · 5 pm to 8 am · both campuses4 conversations · 2 tours booked · 2 for a person
Interested 4
Ava K. CosmetologyAssistant answered 8:52 pmCall by 8:45
Mia R. CosmetologyAsked about class dates
+2 more
In conversation 5
1Kendall CosmetologyAssistant answered 7:42 pm · tour bookedThu 5:30Call by 8:40
Harper L. CosmetologyWaiting on her reply
+3 more
Visited 3
Ruby S. CosmetologyToured Mon
Claire D. CosmetologyToured Tue
+1 more
Applied 2
Sienna M. CosmetologyPacket 4 of 6 signed
Jordan P. CosmetologyPacket 5 of 6
Paying for school 2
Lila G. CosmetologyAid offer in progress
Quinn A. CosmetologyAid offer in progress
Call · Admissions (Hays) → KendallWed Oct 7 · 8:31 am
2:41 · recordedrecording disclosed at the start
✦ Summary
Wants the February 23 class at Hays.0:14
Works weekdays until 5; Thursday 5:30 tour works.0:41
Asked about aid: FAFSA and school code explained; financial aid will follow up.1:22
Last name: Brooks.2:03
KendallName updated from the call
Everything, in order4 moments
Tue Oct 67:41 pmAsked about Cosmetology on the websiteAutomatic: answered by text and email in 1 minuteAutomaticWebsite
Tue Oct 67:46 pmEvening tour booked by the assistantThu Oct 15 · 5:30 pm · HaysAutomaticTours
Wed Oct 78:07 amOvernight answers reviewed4 conversations · 2 tours · 2 for a personA personAdmissions
Wed Oct 78:31 amCalled by Admissions2:41 recorded · summary on her recordA personPhone
Next: Thu Oct 15 · 5:30 pm tour · reminder text Thu 2:30 pm
HHays Academy
Thu 2:30 PM
Reminder: your Hays Academy tour is today at 5:30 pm, 1214 E 27th St, Hays. Reply C to confirm or R to pick a new time.
C
Confirmed. See you at 5:30!
TourThu Oct 15 · 5:30 pm · HaysIn conversation
BookedTue Oct 6 · 7:46 pm · by the assistant
Confirmed by textThu 2:34 pm
AttendedAdmissions · Hays
On her record
In conversation
Booked · Thu Oct 15 · 5:30 pm · Hays
Text sent Thu 2:30 pm · confirmed by text 2:34 pm
No-show follow-up text at 6:15 pm · not needed
Kendall Brooks
Cosmetology · Hays · interested in the Feb 23, 2027 class VisitedReach her by text, call, email · all confirmed by KendallInterestedOct 6
In conversationOct 6
VisitedOct 15
Applied
Paying for school
Enrolled
Learning
Progress checks
Finishing
Graduated
Licensed
Everything, in order6 moments
Tue Oct 6 · 7:41 pmAsked about Cosmetology on the websiteAutomaticWebsite
7:46 pmEvening tour booked by the assistantAutomaticTours
Wed Oct 7 · 8:07 amOvernight answers reviewedA personAdmissions
8:31 amCalled by Admissions · 2:41 recorded · summaryA personPhone
Thu Oct 15 · 2:34 pmTour confirmed by textAutomaticTours
5:31 pmMarked attended by AdmissionsA personTours
4 channels, one conversation
On this one record:
messages (texts and emails)9
recorded call1
tour1
Today: forms feed Shimzy, calls ring a separate phone system, and each start is pushed into Prestige.
02 · Designed, next to buildSample data
Enrollment packet: sent, signed, checked.
Her packet goes to her phone the minute she commits, filled from her record. She signs; Admissions checks each document and chases the missing one.
Kendall Brooks
Cosmetology · Hays · interested in the Feb 23, 2027 class
VisitedText, call, email · confirmed by Kendall
InterestedOct 6
In conversationOct 6
VisitedOct 15
AppliedDec 2
Paying for school
+ 6 more stages
Everything, in order
Tue Oct 67:41 pm
Asked about Cosmetology on the websiteAnswered by text and email in 1 minute
AutomaticWebsite
Tue Oct 67:46 pm
Evening tour booked by the assistantThu Oct 15 · 5:30 pm
AutomaticTours
Wed Oct 78:31 am
Called by Admissions · 2:41 recordedSummary on her record
A personPhone
Thu Oct 152:34 pm
Tour confirmed by textHays campus
AutomaticTours
Thu Oct 155:31 pm
Marked attended by AdmissionsHays campus
A personTours
Wed Dec 23:05 pm
Committed to start Tue Feb 23, 2027Admissions tapped “Commit and send her packet”
A personAdmissions
Committed to start
Wed Dec 2, 2026 · 3:05 pm
ProgramCosmetology (1,500 hours)
CampusHays
ClassTue Feb 23, 2027
ScheduleTue-Fri, 32 hours a week
Cost$18,900
6 items will go to her phone: enrollment agreement, arbitration notice, driver's license, diploma, Social Security card, $100 registration fee.
Admissions · Hays
HHays Academynow
You're in for Feb 23, Kendall! Tap to start your packet.
YOUR ENROLLMENT PACKET
Step 1 of 6
1Enrollment agreement
2Arbitration notice
3Driver's license
4High school diploma
5Social Security card
6Registration fee $100
Packet sent · 3:05 pm same minute
AutomaticItemHowStatus
Enrollment agreementFilled from her record, signed on her phoneNot started
Arbitration noticeFilled from her record, signed on her phoneNot started
Driver's licenseA photo from her phone · SSN and ID kept in a restricted ID storeNot started
High school diplomaA photo from her phoneNot started
Social Security cardA photo from her phone · SSN and ID kept in a restricted ID storeNot started
Registration fee $100Pay here or add a receiptNot started
Also by email, 3:05 pm · You're in for Feb 23, Kendall! Your enrollment packet is ready · kendall.brooks@example.com
Enrollment agreement · Kendall BrooksPages 1 to 3
HAYS ACADEMY OF HAIR DESIGN
Main Campus: 1214 East 27th Street, Hays, KS 67601
Additional Location: 115 South 5th Street, Salina, KS 67401
Additional Location: 115 South 5th Street, Salina, KS 67401
ENROLLMENT AGREEMENT
1. Student
Name (last, first)
Brooks, Kendall
1Date of birth
••/••/2005
2Address
2700 Sample Ln, Hays, KS 67601
3Phone · Email
(785) 555-0147 · kendall.brooks@example.com
4Parent or guardian (if under legal age)
Not required
52. Program
Program
Cosmetology · 1,500 hours
6Campus
Hays
Start date
7
Tue, Feb 23, 2027
Schedule
Full time · 32 hours a week
8Contract end date
Wed, Feb 16, 2028
93. Tuition and fees
Registration Fee$100
Books, Kit, Equipment$2,800
Tuition$16,000
Total Tuition Fee$18,900
10
4. Payment of tuition
The student (or his/her guardian) agrees to pay the school designated above $5,670 the first day of school, $5,670 at the completion of 450 hours of training, $3,780 at the completion of 900 hours of training, and $3,780 at the completion of 1200 hours of training. If you desire another payment option, please set up a meeting with the administration.11
5. Cancellation and refund
B. If a student (or in case of a student under legal age, his/her parent or guardian) cancels his/her enrollment and demands his/her money back, in writing within three business days of the signing of an agreement or contract. In this case, all monies collected by the school shall be refunded.
C. If a student cancels his/her enrollment after three business days after signing, but prior to entering classes, he/she shall be entitled to a refund of all monies paid to the school less a registration fee of $100.00.
The following schedule of tuition earned by the school applies. All refunds are based on scheduled hours.
| Percentage of Time To Total time of Program | Amount of Total Tuition Owed to the School |
|---|---|
| 0.01% to 4.9% | 20% Retained or Received |
| 5% to 9.9% | 30% Retained or Received |
| 10% to 14.9% | 40% Retained or Received |
| 15% to 24.9% | 45% Retained or Received |
| 25% to 49.9% | 70% Retained or Received |
| 50% and OVER | 100% Retained or Received |
The registration fee of $100.00 and the cost of the books & equipment kit are part of the total price set out and are not refundable.
I. All refunds will be calculated based on the students last date of attendance. Any monies due to a student who withdraws shall be refunded within 45 days of a determination that a student has withdrawn, whether officially or unofficially. In the case of mitigating circumstances beyond the student's control, a reasonable and fair refund settlement will be made.
6. Books, kit and equipment
✕ Included in tuition I opt out (a list is provided)13
7. Notice concerning transferability of credits & credentials earned at our institution
The transferability of credits you earn at Hays Academy is at the complete discretion of an institution to which you may seek to transfer. Acceptance of the certificate you earn from the Hays Academy is also at the complete discretion of the institution to which you may seek to transfer. If the credits or certificate that you earn at this institution are not accepted at the institution to which you seek to transfer, you may be required to repeat some or all of your course work at that institution. For this reason you should make certain that your attendance at this institution will meet your educational goals. This may include contacting an institution to which you may seek to transfer after attending the Hays Academy to determine if your credits or certificate will transfer.
8. Complaints
Kansas Board of Regents, 1000 SW Jackson St., Ste 520, Topeka, KS 66612 · (785) 430-4240 · kansasregents.gov/academic_affairs/private_out_of_state/complaint_process
9. Notice of arbitration agreement
I have received the Notice of Arbitration Agreement & Class Action Waiver, signed separately.
Student
Kendall Brooks
Parent or guardian (if under legal age)
Not required
For the school
Admissions, Hays Academy of Hair Design
14
Enrollment agreement, field by field
14 of 14 filledFilling 1 of 14#FieldFilled withFrom
1NameBrooks, KendallINinquiry + call, Oct 7
2Date of birth••/••/2005INshe entered it, Dec 2
3Address2700 Sample Ln, HaysINshe entered it, Dec 2
4Phone, email(785) 555-0147 · email on fileINwebsite form, Oct 6
5GuardianNot requiredSCover legal age
6ProgramCosmetology · 1,500 hoursPGprogram settings
7Campus, startHays · Tue, Feb 23, 2027CAcommitted Dec 2
8ScheduleFull time · 32 hours a weekCAclass calendar
9Contract end dateWed, Feb 16, 2028CA1,500 scheduled h, closures
10Tuition and fees$18,900PGcatalog, 9/29/2026
11Payment of tuition$5,670 · $5,670 · $3,780 · $3,780PGcatalog schedule
12Refund policyScheduled-hours tableSCcatalog
13KitIncluded in tuitionINshe chose, Dec 2
14SignaturesStudent, schoolAGsigned on page 3
IN inquiry · CA school calendar · PG program settings · SC school policy · AG signed agreement
Before you sign
You agree to sign these documents electronically and to receive them by email. You can ask for paper copies at the front desk.
Agree to sign electronically
Enrollment agreement
3 of 39. I have received the Notice of Arbitration Agreement & Class Action Waiver, signed separately.
Student
Your signature
I agree to sign electronically
Arbitration notice
1 of 1HAYS ACADEMY OF HAIR DESIGN · NOTICE OF ARBITRATION AGREEMENT & CLASS ACTION WAIVER
As a condition for enrollment in Hays Academy of Hair Design (the “School”), students enter into an agreement which provides that all disputes between a student and School will be resolved by binding arbitration.
Students thus give up their right to go to court to assert or defend their rights under their enrollment agreement (except for matters that may be taken to small claims court).
* A student’s rights will be determined by a neutral arbitrator and not a judge or jury.
* Students are entitled to a fair hearing, but the arbitration procedures are simpler and more limited than rules applicable in court.
Enrollment agreement · Kendall BrooksPage 3 of 3
9. Notice of arbitration agreement
I have received the Notice of Arbitration Agreement & Class Action Waiver, signed separately.
Student
Kendall Brooks · signed electronically Dec 3, 2026 8:12 pm CST
Parent or guardian (if under legal age)
Not required
For the school
Admissions, Hays Academy of Hair Design
Signing activity
Consent to signDec 3 · 8:05 pm
Viewed8:06 pm
Agreement signed8:12 pm
Notice signed8:14 pm
Signature certificate · Enrollment agreementLast page
SIGNATURE CERTIFICATE
Hays Academy OS
Document REF#HA-EA-2026-1202-0147
DocumentEnrollment agreement · Kendall Brooks · 3 pages
Signers
SignerKendall Brooks
Signature
Verified emailkendall.brooks@example.com
IP address and location198.51.100.24 · Hays, Kansas, US
DeviceiPhone, Safari
SignerAdmissions, Hays Academy of Hair Design
SignatureAdmissions, Hays Academy of Hair Design
Verified emailschool mailbox · verified
IP address and location203.0.113.10 · Hays, Kansas, US
DeviceDesktop, Chrome
Time stamps (UTC)
Sent2026-12-02 21:05:14
Consent to sign electronically2026-12-04 02:05:58
Viewed2026-12-04 02:06:40
Signed by Kendall2026-12-04 02:12:33
Signed by the school2026-12-04 15:02:09
Completed2026-12-04 15:02:09
Sealed on completion. Any change to the document breaks the seal.
Document fingerprint (SHA-256): 3f9a 61c0 … 8b2e c21e
Document fingerprint (SHA-256): 3f9a 61c0 … 8b2e c21e
Kendall's file 5 of 6 received
Sealed copiesEnrollment agreementSigned by Kendall · Dec 3 8:12 pm
Arbitration noticeSigned · sealed · 8:14 pm
Driver's licenseStill to come
High school diplomaUploaded Thu Dec 3 · 8:20 pm · to check
Social Security cardUploaded Thu Dec 3 · 8:22 pm · to check
Registration fee $100Paid by card Thu Dec 3 · 8:24 pm
Task for Admissions
Needs youCountersign the enrollment agreement
The school's signature and a copy for Kendall come before her first class.
Admissions · Hays
Fully executed copy sent to Kendall · by text and email · Fri Dec 4, 9:02 am
Documents to check
Admissions · HaysSample
StudentDocumentArrivedPreviewAction
Kendall BrooksHigh school diplomaThu Dec 3 8:20 pmDiploma · 1 page
Kendall BrooksSocial Security cardThu Dec 3 8:22 pmSecure ID store · last 4: 3381
Kendall BrooksRegistration fee $100Thu Dec 3 8:24 pmPaid by card · receiptChecked automatically
Riley SandersDriver's licenseThu Dec 3 9:05 pmPhoto, blurredThe photo is blurred. Please retake it in good light.
Kendall BrooksDriver's licenseWaitingNot uploaded yetLicense · 1 photo
Reminder sent Sat Dec 5, 10:00 am by text and email
“Hi Kendall! One thing left for Feb 23: a photo of your driver's license. Tap here when you have it.”
Enrollment
Every packet, by where it stands
6 of 6 checkedSample
Packet sent1
Mia R.Sent today · 0 of 6
In progress2
Ruby S.Packet 4 of 6 signed
Claire D.Packet 5 of 6
Waiting on a document2
Riley SandersLicense sent back
Kendall BrooksDriver's license
Ready for aid2
Noah K.6 of 6 checked
Tessa W.6 of 6 checked
Kendall Brooks6 of 6 checked · Dec 8
Enrolled1
Harper L.Enrolled by Admissions
Handed to financial aid · Tue Dec 8, 8:14 amAutomatic
She moves to financial aid only when all six are checked: done.
Her 3-business-day cancellation window runs through Tue Dec 8.
Today: forms are signed in PandaDoc, downloaded and uploaded into Prestige, and nothing stops a start when a document is missing.
03 · Designed, next to buildSample data
Financial aid: prepared, certified, released.
Her checked file lands with your aid office. One person certifies her offer, a second releases it, and your aid processor gets what it needs.
Financial aidWhere each student's aid standsSample
Ready for an offer
3
Kendall BrooksHays · Cosmetology · Feb 23File: 6 of 6 · Dec 8FAFSA results on file Jan 8
Sienna M.Hays · Cosmetology
+ 1 more
Waiting to certify
1
Lila G.Hays · Cosmetology
Offer to release
1
Quinn A.Hays · Cosmetology
Offer signed
4
Ava K.Hays · Cosmetology
Mia R.Hays · Cosmetology
+ 2 more
Disbursements released
6
Harper L.Hays · Cosmetology
Jade W.Hays · Cosmetology
+ 4 more
Kendall BrooksVerification: not selectedLoan steps: only if she accepts a loan
Nail Technology is cash pay: no aid offers.
Her FAFSA results2026-27 ISIR
- Transaction number
- 01
- Processed date
- 01/08/2027
- Student Aid Index (SAI)
- Pell Grant Eligibility Flag
- Y
- Student Is Selected for Verification
- No
- FPS C Flag
- (blank): no matches to resolve
- Comment Codes
- on file
- NSLDS Database Results Flag
- not shown
Read-only · on her record
Aid amounts are left out of this sample on purpose.
Kendall Brooks, financing plan.pdfPage 1 of 2
Hays Academy of Hair DesignUndergraduate College Financing Plan1Kendall Brooks, HA-27-0147
01 / 11 / 2027
Estimated Cost of Attendance 2026-2027
| On Campus Residence | Off Campus Residence | |
| Tuition and Fees | ||
| Housing and Food | — | |
| Books and Supplies | ||
| Transportation | — | |
| Other Education Costs | — | |
| 2Estimated Cost of Attendance | / yr | |
Student Aid Index
3
Based on the FAFSAAs calculated by the Department of Education and/or the institution using a formula prescribed by law.
Based on Institutional MethodologyUsed by many private institutions in addition to the FAFSA.
Not used
Grants, Scholarships, and Other Gift Aid
Scholarships and Grants are considered "Gift" aid - no repayment is needed.
Scholarships
Scholarships From Your School—
Scholarships From Your State—
Other Scholarships—
Employer Paid Tuition Benefits—
Total Scholarships—
Grants
4Federal Pell Grants
Institutional Grants—
State Grants—
Other Forms of Grant Aid—
Total Grants
VA Education Benefits
VA Education Benefits—
Estimated College Costs You Will Be Required to Pay
Net Price To YouTotal cost of attendance minus total grants and total scholarships
Loan and Work Options to Pay the Net Price
You must repay loans, plus interest and fees.
Loan Options*
5
Federal Direct Subsidized Loan interest rate | origination fee
Federal Direct Unsubsidized Loan interest rate | origination fee
Total Loan Options
* For federal student loans, origination fees are deducted from loan proceeds.Work Options
Work-Study—
Hours Per Week (estimated)—
Other Campus Job—
Total Work—
Other Options
You may have other options to pay the remaining costs. These include:
- Tuition payment plan offered by the institution
- Parent PLUS loans, which your parent can apply for
- Non-Federal Private education loan, which you or your parent can apply for after passing a credit check
- Other Military or National Service Benefits
For More Information
Financial Aid Office
Hays Academy of Hair Design
1214 East 27th Street, Hays, KS 67601
Telephone: (785) 628-6624
E-mail:
* Loan Amounts
Note that the amounts listed are the maximum available to you. To learn about loan repayment choices and calculate your Federal Loan monthly payment, go to: https://studentaid.gov/manage-loans/repayment/plans.
Customized Information from Hays Academy of Hair Design
6Program: Cosmetology, 1,500 clock hours.
7Enrollment: full time, 32 hours a week.
8Start and contract end: Tue Feb 23, 2027 and Wed Feb 16, 2028.
9Program cost: $18,900 ($16,000 tuition, $2,800 books, kit and equipment, $100 registration).
10Payment periods: 450 · 450 · 300 · 300 clock hours, set with your aid office.
Tuition is billed $5,670 at your start and $5,670, $3,780 and $3,780 at 450, 900 and 1,200 hours.
Next steps
Sign this plan in Hays Academy OS.
If you accept loans: Entrance Counseling and a Master Promissory Note before orientation.
Aid amounts are left out of this sample on purpose.
Her offer, field by fieldFilling 1 of 10
| # | Field | Filled with | From |
|---|---|---|---|
| 1 | Student | Kendall Brooks, HA-27-0147 | Her inquiry and packet |
| 2 | Year's cost of attendance | Set by your aid office | Your aid office |
| 3 | Student Aid Index | Her FAFSA results | |
| 4 | Federal Pell Grant | Her FAFSA results + schedule | |
| 5 | Direct Loans, if she accepts | Her FAFSA results | |
| 6 | Program and hours | Cosmetology · 1,500 h | Program settings |
| 7 | Enrollment status | Full time, 32 h/week | School calendar |
| 8 | Start / contract end | Feb 23, 2027 / Feb 16, 2028 | Her signed agreement |
| 9 | Program cost | $18,900 | $16,000 + $2,800 + $100 |
| 10 | Payment periods | 450 · 450 · 300 · 300 h | Set with your aid office |
AG her signed agreementAO your aid officePG program settingsCA school calendarIN her inquiryFA her FAFSA results
Checks run before anyone signsKendall Brooks's offer, version 1
- Program is aid-eligibleCosmetology is; Nail Technology is notMet
- Cost matches her signed agreement$18,900Met
- Payment periods add to the program450 + 450 + 300 + 300 = 1,500 hMet
- Full time32 hours a weekMet
- Start date matches her classTue Feb 23, 2027Met
- Every amount computed by codeFrom the published schedules, not by AIMet
- Anything unusualNoneMet
ReadyReady for the Financial aid office.
Kendall Brooks's offerVersion 1 · 2026-27 financing planTo certify
- Program cost
- $18,900$16,000 tuition · $2,800 books, kit and equipment · $100 registration
- Payment periods
- 450 · 450 · 300 · 300 clock hours1,500 hours, set with your aid office
- Federal Pell Grant
- Rule: her FAFSA results and the published schedule, paid one payment period at a time
- Federal Direct Loans
- Rule: only if she accepts; Entrance Counseling and a Master Promissory Note first
- Tuition billed
- $5,670 · $5,670 · $3,780 · $3,780At her start, then at 450, 900 and 1,200 hours
- Anything unusual
- None
Aid amounts are left out of this sample on purpose.
Financial aid office
Certify Kendall Brooks's offer
- Cost ties to her signed agreement: $18,900
- Each award shown with its rule
- Schedule follows her payment periods
- Anything unusual: none
- Version
- 1, locks when certified
- Certifies
- One person in your aid office
- Releases next
- A second person, never the same one
Version 1 locked. Any change makes a new version.
Kendall Brooks's offerVersion 1 · 2026-27 financing planCertified
- Program cost
- $18,900$16,000 tuition · $2,800 books, kit and equipment · $100 registration
- Payment periods
- 450 · 450 · 300 · 300 clock hours1,500 hours, set with your aid office
- Federal Pell Grant
- Rule: her FAFSA results and the published schedule, paid one payment period at a time
- Federal Direct Loans
- Rule: only if she accepts; Entrance Counseling and a Master Promissory Note first
- Tuition billed
- $5,670 · $5,670 · $3,780 · $3,780At her start, then at 450, 900 and 1,200 hours
- Anything unusual
- None
Aid amounts are left out of this sample on purpose.
A second person
Release Kendall Brooks's offer
Certified by: Financial aid office · Mon Jan 11, 4:12 pm
- Version
- 1, locked on Mon Jan 11
- Can release
- Anyone in your aid office except who certified
- Funds
- Released later, one payment period at a time
You are releasing the offer, not funds. The person who certified it can't release it. Funds are released later, one payment period at a time.
Your financial aid offerHays Academy of Hair Design · Undergraduate College Financing Plan · 2026-2027
- Cost of attendance
- Student Aid Index
- Federal Pell Grant
- Direct Loans, if accepted
- Payment periods
- 450 · 450 · 300 · 300 h
Your signature
Filed and sentWed Jan 13, 2027
SignedSigned offersealed and filed on her record · 7:18 pm
Sent to your aid processorWed Jan 13 · 7:19 pm · in the format they takeReceived ✓ 7:19 pm
| Student ID | HA-27-0147 |
| Program and hours | Cosmetology · 1,500 h |
| Enrollment status | Full time · 32 h/week |
| Cost | $18,900 |
| Payment periods | 450 · 450 · 300 · 300 h |
| Start date | Tue Feb 23, 2027 |
| Award amounts |
Aid amounts are left out of this sample on purpose.
Her payment periods against her hours1,500 clock hours
04509001,2001,500 h
P10-450 hfrom Tue Feb 23
Readied when she completes its hours and weeks. A person certifies, a second person releases the disbursement.
P2450-900 hfrom about Thu Jun 3
Readied when she completes its hours and weeks. A person certifies, a second person releases the disbursement.
P3900-1,200 hfrom about Thu Sep 16
Readied when she completes its hours and weeks. A person certifies, a second person releases the disbursement.
P41,200-1,500 hfrom about Tue Nov 30
Readied when she completes its hours and weeks. A person certifies, a second person releases the disbursement.
Periods 3 and 4 start in the next award year: her 2027-28 FAFSA result is added then.
Tuition billed, from her agreement
$5,670at her start$5,670at 450 h$3,780at 900 h$3,780at 1,200 h
Dates assume full attendance; they move with her hours.
Aid amounts are left out of this sample on purpose.
Today: each offer is built by hand in PandaDoc, sent, then downloaded and uploaded into Prestige.
04 · Designed, next to buildSample data
On the floor: every hour counted, every check worked out.
Clock-ins become confirmed hours by Kansas subject. At 450 hours her progress check is worked out, the result is posted to her app, and the next period is readied.
Hays Academy of Hair Design · Hays campus7:58 AM · Wed, Jun 2
Good morning, Kendall
Clocked in 7:58 am
Fingerprint matched · Kendall Brooks
Class today 8:00 am - 4:30 pm · lunch 30 min
448.0 of 1,500 hours · your 450-hour progress check is today
Fingerprint clock-in · each punch posts to her record · synced 7:58:04 am
On the floor todayHays campus · 18 students expectedSample
StudentClocked inStatus
Hadley S.7:46 amIn
Tatum W.7:49 amIn
Paige L.7:51 amIn
Ellis B.7:53 amIn
Rowan T.7:55 amIn
Maren D.7:57 amIn
Kendall Brooks7:58 amIn
Riley Sanders Not in yet
+10 more students on today's list
Wednesday, Jun 2Hays · 18 studentsInstructorSample
StudentInLunch outLunch inOutHoursFlag
Kendall Brooks7:58 am12:00 pm12:30 pm4:30 pm8.0
Riley Sanders8:00 am 4:30 pm8.58.0No lunch punch: deduct a 30-minute lunch?
Paige L.7:51 am12:02 pm12:32 pm4:30 pm8.0
Rowan T.7:55 am11:58 am12:28 pm4:30 pm8.0
Hadley S.7:46 am12:00 pm12:30 pm4:30 pm8.0
Maren D.7:57 am12:05 pm12:35 pm4:30 pm8.0
Tatum W.7:49 am12:00 pm12:30 pm4:30 pm8.0
Ellis B.7:53 am12:03 pm12:33 pm4:30 pm8.0
+10 more students
Missed punches earn no hours until a person resolves them.
Hours by Kansas subjectKendall Brooks · Cosmetology · Hays · 448.0 of 1,500 · today +8.057 days clocked
Kansas subject groupHours / minProgress
Scientific conceptsSanitation, hair and scalp, skin, nails95 / 115
Physical servicesShampoos, scalp care, facials, manicuring, nails116 / 400
Chemical servicesColoring, lightening, waving, relaxing94 / 450+4.0
Hair designingShaping, styling, thermal, hair pieces124 / 360+4.0
Business practices8 / 75
State law8 / 50
Student specific needs3 / 50
The subject groups on the Kansas Notice of Completion · minimums total 1,500
Today's 8.0 hoursWed Jun 2 · Hays
Hair coloringlogged by the Instructor→Chemical services4.0
Hair stylinglogged by the Instructor→Hair designing2.0
Thermallogged by the Instructor→Hair designing2.0
Total today4.0 + 2.0 + 2.0, confirmed by the Instructor at 4:34 pm8.0
Program so far456.0 of 1,500 · 30.4%
Each subject belongs to a Kansas group in your program settings
GradesKendall Brooks · 23 postedInstructor
DateSubjectTypeScoreStanding
Wed Jun 2Hair coloringWritten exam90%Very Good
Wed Jun 2All-over color applicationPractical92%Very Good
Fri May 28Thermal stylingPractical89%Very Good
Tue May 25Chemistry of hair colorWritten exam86%Very Good
Fri May 21Wet hair stylingPractical93%Excellent
Tue May 18Scalp and skin disordersWritten exam91%Very Good
+17 earlier grades (sample)
Theory average88% 9 unitsVery Good
Practical average91% 14 evaluationsVery Good
Also tracked for graduation: 75% in each of theory, practical and attendance (handbook).
The school's grading scale
Excellent100-93
Very Good92-85
Theory 88%Practical 91%
Satisfactory84-75
Unsatisfactory74 and below
Posted by the Instructor. A grade change after posting needs the Director.
Hours by Kansas subjectKendall Brooks · Cosmetology · Hays · 456.0 of 1,500 · today +8.057 days clocked
Kansas subject groupHours / minProgress
Scientific conceptsSanitation, hair and scalp, skin, nails95 / 115
Physical servicesShampoos, scalp care, facials, manicuring, nails116 / 400
Chemical servicesColoring, lightening, waving, relaxing98 / 450+4.0
Hair designingShaping, styling, thermal, hair pieces128 / 360+4.0
Business practices8 / 75
State law8 / 50
Student specific needs3 / 50
The subject groups on the Kansas Notice of Completion · minimums total 1,500
Checking…Reading hours, weeks, attendance and grades from the record
✓ Meets satisfactory progressProgress check at 450 scheduled hours · Wed Jun 2, 2027 · 4:36 pm
MeasureHersThe bar
Scheduled hours456.0450Met
Weeks14.114Met
Attendance100.0% 456.0 of 456.0 h75%Met
Written (theory) average88% Very Good75%Met
Time limiton pace for 1,500 h1,995 hMet
Check point: 450 scheduled hours and 14 weeks (your satisfactory progress policy)
From 57 days clocked and 23 grades · worked out by code, not AI
Satisfactory Academic Progress450 scheduled hours and 14 weeks
Evaluated Wed Jun 2, 2027 · ready to post
StandardRequiredHers
Attendancehours accrued ÷ scheduled, cumulativeat least 75%100.0% 456.0 of 456.0
Written (theory) average75%88% Very Good
Maximum time frame1,995 scheduled hours (133%)on pace for 1,500
✓ Meeting Satisfactory Academic ProgressNext evaluation: 900 scheduled hours and 28 weeks
Financial aid office
A written notice goes out only when a student is off track.
Payment period 2hours 450-900 · begins Thu Jun 3
✓Period 1 complete450 hours and 14 weeks
✓Progress: satisfactoryfrom the check worked out Wed Jun 2
✓Certify the disbursementThu Jun 3, 9:10 amFinancial aid office
✓Release the disbursementThu Jun 3, 2:05 pmA second person
✓Aid released for period 2
Aid amounts are left out of this sample on purpose.
Kendall Brooks · LedgerCosmetology · Hays · class of Tue Feb 23, 2027Tuition and fees $18,900
DateItemFromChargeCredit
Thu Dec 3, 2026Registration fee paid at signingcard$100.00
Tue Feb 23First installment (registration, kit and tuition; the $100 already paid counts toward it)signed agreement$5,670.00
Tue Feb 23Aid, payment period 1disbursement released by a second person
Wed Jun 2450-hour installmentsigned agreement, at 450 hours$5,670.00
Thu Jun 3Aid, payment period 2disbursement released by a second person
First day$5,670Posted Tue Feb 23 ✓
At 450 hours$5,670At 450 hours
At 900 hours$3,780Posts at 900 hours
At 1,200 hours$3,780Posts at 1,200 hours
Every charge posts from the signed agreement; aid posts only when it is released.
Aid amounts are left out of this sample on purpose.
Hi, KendallCosmetology · Hays
Hours456.0 of 1,500
4509001,200
Standingchecked Jun 2Satisfactory progress
AidPayment period 2 released
BalanceUp to date
MessagesFinancial aid officeYour 450-hour progress result is in
What she sees, and where it comes from
Her appShowsFromHow
Hours456.0 of 1,500Counted from the confirmed time records
StandingSatisfactory progressThe 450-hour progress check, worked out by code
AidPayment period 2 releasedStatus from the Financial aid office, no amount shown
BalanceUp to dateHer ledger, posted from the signed agreement
MessagesYour 450-hour progress result is inSent by the Financial aid office
Today: Prestige is web only, and students have no app.
05 · Designed, next to buildSample data
Withdrawal: every date fixed, every deadline watched.
The record applies your attendance rule and dates the withdrawal. The worksheet and Kansas notice are prepared; your people approve, return funds and sign.
Dana Millerattendance · July-August 2027
TueWedThuFri
Week of Jul 13
Jul 138.0
Jul 148.0
Jul 158.0
Jul 168.0
Week of Jul 20
Jul 208.0
Jul 218.0
Jul 228.0
Jul 238.0Last day
out 4:31 pm
Week of Jul 27
out 4:31 pm
Jul 27
Absent1 of 4 allowed
Jul 28
Absent2 of 4 allowed
Jul 29
Absent3 of 4 allowed
Jul 30
Week of Aug 2
Absent4 of 4 allowed
Aug 3
Absent5: over the limit
Aug 4
Aug 5
Aug 6
After Basics: more than 4 days or 32 hours absent in a 10-week window, and the student is withdrawn (handbook).
Outreachevery call and message is a person's
Tue Jul 27Flagged on the morning listAdmissions texted her: drafted, sent by Admissions, consent on fileAdmissions · Hays
Wed Jul 28Instructor calledNo answerInstructor
Fri Jul 30Director calledLeft a messageDirector
Mon Aug 2Director emailed"We'd like to talk about your plans."Director
At risk5 days out. The limit after Basics is 4 days or 32 hours in a 10-week window.
Nothing is sent to an absent student automatically.
WithdrawalDana Miller · Cosmetology · Hays
Last day of attendanceFri Jul 23, 2027 · last punch out 4:31 pm
TriggerAttendance rule · 5th day out in a 10-week window, Tue Aug 3
Date of determinationTue Aug 3, 2027
The 14-day rule would have applied on Fri Aug 6.
Return unearned aid byFri Sep 17, 2027 · 45 days
Refund, if any, byFri Sep 17, 2027 · 45 days
Offer of earned-but-unpaid aid byThu Sep 2, 2027 · 30 days; worksheet decides
Exit counseling materialsSend now
Confirm the withdrawal
The dates are fixed to the record. Confirming does not change them.
- Date of determination Tue Aug 3, 2027
- Prepared from this date, each for a person to review:
- The return-of-aid worksheet
- The refund check
- The Kansas notice
- A letter to Dana with every date
The record dates it; a person confirms.
Return of aid worksheet · clock hour · Dana MillerPayment period 2
Treatment of Title IV Funds When a Student Withdraws From a Clock-Hour Program
Student's NameDana J. Miller
Social Security Number•••-••-4417
Date form completed08/04/2027
Date of school's determination that student withdrew08/03/2027
Period used for calculation (check one)☒ Payment period☐ Period of enrollment
Dollars and cents are rounded to the penny. When calculating percentages, round to three decimal places (for example, .4486 = .449, or 44.9%).
Step 1: Student's Title IV Aid Information
| Title IV Grant Programs | Amount Disbursed | Amount that Could Have Been Disbursed |
|---|---|---|
| 1 Pell Grant | ||
| 2 FSEOG | ||
| 3 TEACH Grant | ||
| Subtotal | A | C |
| Title IV Loan Programs | Net Amount Disbursed | Net Amount that Could Have Been Disbursed |
|---|---|---|
| 5 Unsubsidized Direct Loan | ||
| 6 Subsidized Direct Loan | ||
| 7 Direct Grad PLUS Loan | ||
| 8 Direct Parent PLUS Loan | ||
| Subtotal | B | D |
E. Total Title IV aid disbursed for the period (A + B)
E
F. Total Title IV grant aid disbursed and that could have been disbursed for the period (A + C)
F
G. Total Title IV aid disbursed and that could have been disbursed for the period (A + B + C + D)
G
Step 2: Percentage of Title IV Aid Earned
Withdrawal date07/23/2027
Determine the percentage of the period completed: divide the clock hours scheduled to have been completed as of the withdrawal date since the student began attendance in the period by the total clock hours in the period.
200Hours scheduled to complete
÷
450Total hours in period
=
44.4%H
If this percentage is greater than 60%, enter 100% in Box H and proceed to Step 3. If it is less than or equal to 60%, enter that percentage in Box H and proceed to Step 3.
Step 3: Amount of Title IV Aid Earned by the Student
Multiply the percentage of Title IV aid earned (Box H) by the total Title IV aid disbursed and that could have been disbursed for the period (Box G).
44.4%×
G
=I
Step 4: Title IV Aid to be Disbursed or Returned
☐ Box I > Box E: go to Item J (post-withdrawal disbursement)
☒ Box I < Box E: go to Item K
K. Title IV aid to be returned (Box E minus Box I)
K
Step 5: Amount of Unearned Title IV Aid Due from the School
| Institutional charges for the period: Tuition | $5,670.00 |
| Housing | — |
| Food | — |
| Other | — |
| Other | — |
| Other | — |
Total Institutional Charges (add all the charges together)
L$5,670.00
Percentage of unearned Title IV aid (100% minus Box H)
M55.6%
Amount of unearned charges (Box L × Box M)
N$3,152.52
Amount for school to return (lesser of Box K and Box N)
O
Page 2
Step 6: Return of Funds by the School
| Title IV Programs | Amount for School to Return |
|---|---|
| 1 Unsubsidized Direct Loan | |
| 2 Subsidized Direct Loan | |
| 3 Direct Graduate PLUS Loan | |
| 4 Direct Parent PLUS Loan | |
| Total loans the school must return | P |
| 5 Pell Grant | |
| 6 FSEOG | |
| 7 TEACH Grant |
Step 7: Initial Amount of Unearned Title IV Aid Due from the Student
Box K minus Box O
Q
Step 8: Repayment of the Student's Loans
Box B minus Box P
R
Step 9: Grant Funds to be Returned
Box Q minus Box R
S
Title IV grant protection (Box F × 50%)
T
Grant funds for student to return (Box S minus Box T)
U
Step 10: Return of Grant Funds by the Student
| Title IV Grant Programs | Amount To Return |
|---|---|
| 1 Pell Grant | |
| 2 FSEOG | |
| 3 TEACH Grant |
Her worksheetfield by fieldFilling 0 of 10
| # | Field | Filled with | From |
|---|---|---|---|
| 1 | Student · SSN | Dana J. Miller · ••4417 | Her record · ID store |
| 2 | Determination | Aug 3: attendance rule, 5th day out | School policy |
| 3 | Period | Payment period 2, hours 450-900 | Aid office |
| 4 | Withdrawal date | Jul 23: last punch out 4:31 pm | Hours record |
| 5 | Hours scheduled | 200 · class schedule Jun 4-Jul 23 | Class calendar |
| 6 | Hours in period | 450 | Aid office |
| 7 | Box H | 44.4% · 200 ÷ 450 | Worked out by code |
| 8 | Box L | $5,670.00 · 450-hour installment | Signed agreement |
| 9 | Box M | 55.6% · 100% − 44.4% | Worked out by code |
| 10 | Box N | $3,152.52 · $5,670.00 × 55.6% | Worked out by code |
| · | Aid boxes | A-G, I, K, O-U | Her aid record |
SC policy · AO aid office · HR hours · CA class calendar · AG agreement · PG program settings
Aid amounts are left out of this sample on purpose.
Refund policy · cosmetologyfrom her agreement
| Percentage of Time To Total time of Program | Amount of Total Tuition Owed to the School |
|---|---|
| 0.01% to 4.9% | 20% Retained or Received |
| 5% to 9.9% | 30% Retained or Received |
| 10% to 14.9% | 40% Retained or Received |
| 15% to 24.9% | 45% Retained or Received |
| 25% to 49.9% | 70% Retained or Received |
| 50% and OVER | 100% Retained or Received |
The registration fee of $100.00 and the cost of the books & equipment kit are part of the total price set out and are not refundable.
Her numbersDana Miller
Scheduled to her last day664.0 h
Hours she earned650.0 h
Program1,500 h
44.3%of the program scheduled
Her band25% to 49.9%
School keeps 70% of tuitionRefund, if any, by Fri Sep 17, 2027
Dollar figure set with your business office.
Approve the worksheetFinancial aid office
Payment period 2 · 200 of 450 scheduled · 44.4% earned · Box N $3,152.52 · aid to return
Approving does not return anything. It hands the task to the Business office.
Return unearned aidWaiting for approvalBusiness office
Return unearned aid in the federal system, then record it here.
sample ref.
Hays Academy OS never moves money; it tracks the deadline and keeps the record.
Aid amounts are left out of this sample on purpose.
The 45-day clockAug 3 to Sep 17
Return unearned aidDeadline Fri Sep 17
Recorded Tue Aug 10, 38 days early
Tue Aug 3 determinedFri Sep 17 day 45
Offer of earned-but-unpaid aidNot needed
Thu Sep 2, 30 days. The worksheet's Step 4 goes to K, so there is nothing to offer.
Refund, if anyDeadline Fri Sep 17
Paid by the Business office under the refund policy. The record keeps the date. Exit counseling materials went out Wed Aug 4.
Notice of Completion · Cosmetology · Dana MillerKansas Board of Cosmetology
Kansas Board of Cosmetology2420 NW Button Rd., Topeka, KS 66618
(785) 296-3155 · Kboc@ks.gov
(785) 296-3155 · Kboc@ks.gov
NOTICE OF COMPLETION · COSMETOLOGY
1. Apprentice Personal Data
Apprentice Name (Last, First, Middle)Miller, Dana, J.
Apprentice SSN (last four numbers)4417
Apprentice Address1108 Sample Ct, Hays, KS 67601
Submitting School Name and AddressHays Academy of Hair Design, 1214 East 27th Street, Hays, KS 67601
2. Transfer Hours Information (blank if none)
| Transferred From | Total Hours | Transfer of Hours Form Submitted Yes/No |
|---|---|---|
3. Submitting School Training Information
Training Start Date02/23/2027
Grad/Term Date07/23/2027
| Subject | Total Hours |
|---|---|
| Scientific Concepts | 112 |
| Physical Services | 168 |
| Chemical Services | 146 |
| Hair Designing | 184 |
| Business Practices | 18 |
| State Law | 14 |
| Student Specific Needs | 8 |
| *Subject | |
| Total Subject Hours | 650 |
4. Contractual Information (check one)
(i) Contract entered, all fees paid, all assignments complete; hours released toward the 1,500 hours required pursuant to K.S.A. 65-1903.
(ii) Fees not paid and/or assignments incomplete: a Notice of Training Completion is to be submitted within 10 days of completion; the apprentice is not eligible for examination until contractual requirements are met and certification is submitted.
Director chooses
5. Certification
I declare under penalty of perjury in the state of Kansas that the information provided is true and correct.
Director
08/09/2027
Signature of School Owner or Authorized AgentOfficial TitleDate
Notice of CompletionDana Miller
Prepared Wed Aug 4 from her hours record
Hours at this school only650
Training dates02/23/2027 to 07/23/2027
Transfer hoursNone
Never filed by itself: a person signs first
Section 4 is the Director's choice
Director
Who signs for the school, and how it is submitted, is set with the school.
Withdrawal letter · Dana MillerDraft for the Director
HAYS ACADEMY OF HAIR DESIGNMain Campus: 1214 East 27th Street, Hays, KS 67601
Additional Location: 115 South 5th Street, Salina, KS 67401
Additional Location: 115 South 5th Street, Salina, KS 67401
August 11, 2027
Dana J. Miller
1108 Sample Ct, Hays, KS 67601
Re: Your withdrawal from the Cosmetology program
Dear Dana,
We have not seen you since Friday, July 23, 2027, and we were not able to reach you. Under our attendance policy, a student who misses more than four days in a ten-week period is withdrawn, so your withdrawal was determined on Tuesday, August 3, 2027.
- Hours completed: 650.0
- Federal aid: the unearned portion was returned on August 10, 2027
- Refund, if any: paid by September 17, 2027, under the refund policy in your enrollment agreement
- Kansas Board of Cosmetology: your hours were reported on August 9, 2027
If you have federal student loans, please complete Exit Counseling at studentaid.gov; we sent you the materials on August 4.
You may re-enter the program once. If more than a year has passed, you will show your skills to keep your hours. The re-entry fee is $500.
We would be glad to talk with you: (785) 628-6624.
Sincerely,
Director, Hays Academy of Hair Design
Send the letterDirector
Her recordWithdrawn
Last dayFri Jul 23
DeterminedTue Aug 3
Exit counseling sentWed Aug 4
Worksheet approvedThu Aug 5
Kansas notice filedMon Aug 9
Funds returnedTue Aug 10
Letter sentWed Aug 11
Refund, if any, byFri Sep 17
Leave of absence, had she asked: requested in writing, approved by the Director, her end date moves by the days taken, up to 180 in 12 months (handbook).
She may re-enter once; $500 re-entry fee.
Every step recorded.
06 · Designed, next to buildSample data
Audit day: fifty files by tomorrow, in one click.
The auditor's list becomes one export: every file gathered, every gap named with its owner, and a person approves it before it leaves.
Audit requestFinancial Aid Office inboxSampleReceived 1:30 pm
FromAudit team, Westwind CPA Group, LLP <audit@westwind-cpa.example>
ToFinancial Aid Office, Hays Academy of Hair Design
DateTue Oct 17, 2028, 1:30 PM
SubjectHays Academy of Hair Design · Title IV compliance audit, award year 2027-28 · sample selection
Good afternoon,
As part of this year's compliance audit, please provide the complete student files for the 50 students listed in the attached sample by 1:30 pm tomorrow, Wednesday, October 18, 2028. For each student we will review the admissions file, academic file, financial aid file and student account ledger. A secure link is fine.
Thank you,
Audit team · Westwind CPA Group, LLP
AY2027-28_sample_selection.xlsxspreadsheet · 50 students
Due Wed Oct 18, 1:30 pm24 hours
Tue 1:30 pm · askedWed 1:30 pm · due
Award year 2027-28 · 50 files · both campuses
What the auditor will review, per student
- 1Admissions file
- 2Academic file
- 3Financial aid file
- 4Student account ledger
What the record does next
- 1Gathers each file and names any gap, with its owner
- 2Waits for a person to approve before it is sent
AY2027-28_sample_selection.xlsxExcel · read only
| A | B | C | D | E | F | G | H | |
|---|---|---|---|---|---|---|---|---|
| 1 | # | Student ID | Last name | First name | Campus | Program | Award year | Matched |
| 2 | 1 | HA-27-0147 | Brooks | Kendall | Hays | Cosmetology | 2027-28 | ✓ found |
| 3 | 2 | HA-27-0152 | Miller | Dana | Hays | Cosmetology | 2027-28 | ✓ found |
| 4 | 3 | SA-27-0311 | Torres | Morgan | Salina | Cosmetology | 2027-28 | ✓ found |
| 5 | 4 | SA-27-0305 | Kline | Ava | Salina | Cosmetology | 2027-28 | ✓ found |
| 6 | 5 | HA-27-0150 | Reyes | Mia | Hays | Cosmetology | 2027-28 | ✓ found |
| 7 | 6 | SA-27-0318 | Lewis | Harper | Salina | Cosmetology | 2027-28 | ✓ found |
| 8 | 7 | HA-27-0163 | Wilson | Jade | Hays | Cosmetology | 2027-28 | ✓ found |
| 9 | 8 | SA-27-0309 | Parker | Nora | Salina | Cosmetology | 2027-28 | ✓ found |
| 10 | 9 | HA-27-0155 | Stevens | Ruby | Hays | Cosmetology | 2027-28 | ✓ found |
| 11 | 10 | HA-27-0166 | Dunn | Claire | Hays | Cosmetology | 2027-28 | ✓ found |
| 12 | 11 | SA-27-0314 | Thomas | Leah | Salina | Cosmetology | 2027-28 | ✓ found |
| 13 | 12 | HA-27-0171 | Mitchell | Sienna | Hays | Cosmetology | 2027-28 | ✓ found |
| 14 | 13 | HA-27-0173 | Price | Jordan | Hays | Cosmetology | 2027-28 | ✓ found |
| 15 | 14 | SA-27-0320 | Barnes | Zoe | Salina | Cosmetology | 2027-28 | ✓ found |
+36 more rows · 50 students in all
Sample
Matched to your recordsMatched 0 of 50
Each student ID is looked up in the record, then checked against the row.
- ✓ID found in the record
- ✓Name agrees with the record
- ✓Campus and program agree
Hays0
Salina0
Split of the 50 names Sample
Among themKendall Brooks · Dana Miller · Morgan Torres
Financial aid office
Gathering 0 of 50
Your file checklist (set with your aid office)
Admissionsenrollment agreement, application, high school proof
Academichours, attendance, grades, progress checks
Financial aidISIR, verification, offer, disbursements, return-of-aid worksheet, loan counseling
Ledgercharges and credits
| Student | Campus | Start | Admissions file | Academic file | Financial aid file | Account ledger |
|---|---|---|---|---|---|---|
| Brooks, Kendall | Hays | 02/23/2027 | ✓ 7 documents | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
| Miller, Dana | Hays | 02/23/2027 | ✓ 7 documents | ✓ 4 documents | 6 documents · 1 to attach | ✓ 1 document |
| Torres, Morgan | Salina | 02/23/2027 | 7 documents · 1 to attach | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
| Kline, Ava | Salina | 11/10/2026 | ✓ 6 documents | ✓ 4 documents | ✓ 5 documents | ✓ 1 document |
| Reyes, Mia | Hays | 02/23/2027 | ✓ 7 documents | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
| Lewis, Harper | Salina | 05/25/2027 | ✓ 6 documents | ✓ 4 documents | ✓ 5 documents | ✓ 1 document |
| Wilson, Jade | Hays | 11/10/2026 | ✓ 7 documents | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
| Parker, Nora | Salina | 02/23/2027 | ✓ 7 documents | ✓ 4 documents | ✓ 5 documents | ✓ 1 document |
| Stevens, Ruby | Hays | 05/25/2027 | ✓ 6 documents | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
| Dunn, Claire | Hays | 02/23/2027 | ✓ 7 documents | ✓ 4 documents | ✓ 5 documents | ✓ 1 document |
| Thomas, Leah | Salina | 11/10/2026 | ✓ 6 documents | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
| Mitchell, Sienna | Hays | 05/25/2027 | ✓ 7 documents | ✓ 4 documents | ✓ 6 documents | ✓ 1 document |
+38 more students, gathered the same way
Dana Miller Hays · Financial aid fileCopy to attach
Return confirmation from the federal system not attached
Return recorded Aug 10, 2027; the reference is on file.
Business officeAttach by 10:00 am tomorrow
Morgan Torres Salina · Admissions fileCopy to attach
Board-stamped copy of the Kansas Transfer of Hours form not attached
Submitted Mar 2, 2027, within the Board's 30 days.
Admissions (Salina)Reprint from the Board's confirmation, by 10:00 am tomorrow
Audit summary50 files · both campuses
48of 50 files complete
- 2 copies to attach, each with an owner and a time
- 0 files missing
Files of students who started before Hays Academy OS come from the migrated records.
audit_index_AY2027-28.pdfPage 1 of 9 · 3 of 50 students shown
Student file index
Award year 2027-28 · prepared for Westwind CPA Group, LLP · 50 students
Last Name, First NameBrooks, Kendall
Program of StudyCosmetology
SSN (last four)3381
Start Date02/23/2027
Enrollment StatusGraduated 02/25/2028
SAP CheckedYes
Return of Title IVNo
Leave of AbsenceNo
VerificationNot selected
Files4 of 4
Gaps—
Last Name, First NameMiller, Dana
Program of StudyCosmetology
SSN (last four)4417
Start Date02/23/2027
Enrollment StatusWithdrawn 08/03/2027
SAP CheckedYes
Return of Title IVYes
Leave of AbsenceNo
VerificationNot selected
Files4 of 4
Gaps1: return confirmation copy
Last Name, First NameTorres, Morgan
Program of StudyCosmetology (Salina)
SSN (last four)2290
Start Date02/23/2027
Enrollment StatusGraduated 01/05/2028
SAP CheckedYes
Return of Title IVNo
Leave of AbsenceNo
VerificationNot selected
Files4 of 4
Gaps1: Kansas transfer form copy
47 more students follow, in the same order as the sample.
Financial aid officeNeeds you
Approve the export
50 files · 2 gaps noted in the index
- 50 student files, each in four parts: admissions, academic, financial aid and account ledger
- 1 student file index (shown at left)
- 2 copies being added by 10:00 am tomorrow, each with an owner
Who attaches the 2 copies
Dana Miller · HaysReturn confirmation from the federal system · Business office
Morgan Torres · SalinaBoard-stamped Transfer of Hours form · Admissions (Salina)
Nothing leaves until a person approves it.
Replydraft by Hays Academy OSSample
FromFinancial Aid Office, Hays Academy of Hair Design
ToAudit team, Westwind CPA Group, LLP <audit@westwind-cpa.example>
SubjectRe: Hays Academy of Hair Design · Title IV compliance audit, award year 2027-28 · sample selection
Good afternoon,
The 50 student files are ready at the secure link below, each organized into the admissions file, academic file, financial aid file and account ledger. The index lists two copies we are adding by 10:00 am tomorrow and who is responsible for each. The link expires October 25, 2028.
Hays Academy · audit files · AY 2027-28Secure link · expires Oct 25, 2028
Thank you,
Financial Aid Office · Hays Academy of Hair Design · (785) 628-6624
Financial aid office
Record of access and disclosureSample
| When | Who | Legitimate interest |
|---|---|---|
| 3:14 pm | Westwind CPA Group (auditor) | Title IV compliance audit, AY 2027-28 · 50 files disclosed |
| 3:21 pm | Westwind CPA Group | Same · opened Brooks, Kendall: admissions file |
Who requested or received it, and why, kept with each student's record. The time column is added by Hays Academy OS.
The secure linkwhat it allows
- Opens only the 50 files in this request
- Expires Oct 25, 2028
- Every file opened is added to the record at left
Kansas Notices of CompletionFiled
This month
- Hays1
- Salina1
- Prepared from
- the student's hours, by the seven Kansas subject groups
- Signed by
- the school's authorized agent
- Filed with
- the Kansas Board of Cosmetology, by the school
Accreditor's annual reportReady for review
Graduation, placement and licensure, each with its numerator and denominator.
Shown with the school's published 2024 rates (sample)
| Graduation | Placement | Licensure | |
|---|---|---|---|
| Overall | 88.89% | 83.91% | 100.0% |
| Hays | 87.1% | 88.89% | 100% |
| Salina | 91.89% | 75.76% | 100% |
A person reviews the report before it is submitted.
Record of access and disclosureKept
Every disclosure, who received it and why, kept automatically with the student's record.
- Recorded for each
- who requested or received it, and why
- Kept
- with the student's record, as long as it is kept
- Opened by
- the student and the school officials responsible for the record
Latest entry
3:14 pm Westwind CPA Group (auditor)
Title IV compliance audit, AY 2027-28 · 50 files disclosed
Today: 50 files are pulled by hand against a 24-hour clock.
07 · Designed, next to buildSample data
Ask: a plain question, an answer from the record.
Type it the way you'd ask a colleague. The answer is counted from your own record, with the chart drawn and where it came from.
AskDirector · both campuses · Tue Oct 17, 2028, 8:12 amSample
What’s attendance this month at each campus, by program?
Ask about your students, hours or files
AskDirector · both campuses · Tue Oct 17, 2028, 8:12 amSample
What’s attendance this month at each campus, by program?
Counting from the record
HRAttendance recordEvery clock-in, as of 8:05 amInside your role: both campuses
Ask about your students, hours or files
AskDirector · both campuses · Tue Oct 17, 2028, 8:12 amSample
What’s attendance this month at each campus, by program?
Every program at both campuses is above 75% this month. Salina Cosmetology is lowest, at 88%.
75% (the school’s cumulative minimum, for reference)
CosmetologyHays93%
Salina88%
Nail TechnologyHays95%
Salina92%
HaysSalinaFrom the attendance record · updated 8:05 am · Sample numbers
Ask about your students, hours or files
AskDirector · both campuses · Tue Oct 17, 2028, 8:12 amSample
How many Salina cosmetology students are under 80%?
4 students are under 80% this month. None is under 75%.
Read onlySalina Cosmetology · 20 students by attendance this month · sample numbers
Under 75%0students
75% to 79%4students
80% to 89%6students
90% and over10students
Under 80%: 4 students80% and over: 16From the attendance record · updated 8:05 am
Ask about your students, hours or files
AskDirector · both campuses · Tue Oct 17, 2028, 8:12 amSample
How many Salina cosmetology students are under 80%?
4 students are under 80% this month. None is under 75%.
Read onlyUnder 75%0students
75% to 79%4students
80% to 89%6students
90% and over10students
Open the 4 studentsPin to my Home
Ask about your students, hours or files
Today: reports out of the student system often need fixing before they can be used.
One student, one storySample data
Kendall's whole story, on one record.
From first message to license, every step in order. The eight hand-offs the proposal promised are marked, and a person made every decision beside them.
Student record
KB
Kendall Brooks
Cosmetology · Hays · February 23, 2027 class
GraduatedLicensed
Hours1,500.0 of 1,500
Attendance96.6%
Theory88%
Practical91%
Aid4 payment periods released
Documents6 of 6 checked
All on this one record
- Texts and emails before her first day15
- Recorded call1
- Tour1
- Signed documents3
- Documents6
- Aid offer1
- Progress checks3
- Hand-offs8
- InterestedOct 6
- In conversationOct 6
- VisitedOct 15
- AppliedDec 2
- Paying for schoolJan 13
- EnrolledFeb 19
- LearningFeb 23
- Progress checksJun 2
- FinishingDec 7
- GraduatedFeb 25, 2028
- LicensedApr 13, 2028
Everything, in order · the eight hand-offs the proposal promised are numbered
- Oct 6, 2026Asked about Cosmetology on the website1Automatic: answered by text and email in 1 minuteWebsite
- Oct 7Called by Admissions · 2:41 recorded, summary on her recordA personPhone
- Oct 15Tour booked and confirmed by text; marked attended by Admissions2Automatic: booked and remindedTours
- Dec 2Committed to start the Feb 23 class3Automatic: packet sent the same minuteAdmissions
- Dec 3-4Agreement and notice signed on her phone; countersigned by Admissions4Automatic: sealed copies filedE-sign
- Dec 8Last document checked by Admissions5Automatic: 6 of 6, file handed to financial aidDocuments
- Jan 11-13, 2027Aid offer certified, then released by a second person6Automatic: prepared from her recordFinancial aid
- Feb 19Enrolled by Admissions7Automatic: class roster, clock-in and schedule readyAdmissions
- Feb 26Week 1 hours posted · 32.08Automatic: counted toward her aid and her first progress checkHours
- Jun 2450-hour progress check: satisfactoryAutomatic: result posted to her appProgress
- Sep 15, Nov 19, 2027Progress checks at 900 and 1,200 scheduled hours: satisfactoryAutomaticProgress
- Feb 25, 2028Graduated · 1,500.0 hours, every requirement metThe Director marked it completeGraduation
- Apr 13, 2028Licensed · passed both Kansas examsA person recorded itLicensure
Nobody has to remember these dates. The record does.Next: a working session with you to start Learn