Helping Others Navigate the Choppy Waters of Financial Aid

Helping Others to Navigate the Choppy Waters of Financial Aid

Managing Your ResponsibilitiesCathy ShellDirector of Financial AidLees-McRae Collegeshell@lmc.edu(828) 898-8740 The FA Administrator Master of Multitasking!!

Managing PrioritiesPrioritizing tasksDefine your priorities from highest to lowestDailyMonthlyAnnualFactor the unexpected into your planEmployee absencesVolatile student issuesDemands from upper management Use your business modelAnticipate the dramaPeak processing issuesAdmissions expectationsCreate a compliance calendarList of all required campus reporting requirementsMaster calendar shared by other campus offices Used with project management software for resource management

Defining ExpectationsWhoList of individuals that have expectations of youPrioritize this list by importanceIdentify the most effective communication style per individualWhat Ask for a list of expectations from superiors and campus partnersRequest clarification of expectation for precise understanding if neededCommunicate resources needed to meet expectationsIdentify technological needs and IT supportRequest additional support if needed to meet expectationsWhen Request dates and timelines of all expectations from superiors and campus partnersCreate calendars for all time frames and deadlines

Financial Aid Team OrganizationMatch talent with TasksCustomer service skills matched with student facing positionsBilingual staff available for customer assistanceTechnically advanced staff in key processing positionQuality assurance positions filled by detail oriented peopleIdentifying staff resources for peak processingIncorporate peak processing time frames into master calendarReview past processing statistics for accuracyPartner with admissions for most up to date enrollment predictionsUnderstanding training needsConduct periodic file reviews for compliance training needsMonitor feedback from students and campus partners for customer service related training

Financial Aid Team OrganizationOnboarding new staffTeam interviews incorporating FA staff membersClearly defined list of expectations for positionHiring from within versus outsideDiscipline/Counseling staff issuesReviewing expectations of positionDiscussing staff members role in the office and team contributionReview of complaints from students or team membersEvaluation of performance using statistical examples avoiding hearsay or gossipDocument all counseling and coordinate with HR for all disciplinary actionsCreating a fun team atmosphereMotivating staff through praise, appreciation and promotionCelebrating milestones, diversity, anniversaries and birthdaysFrequent staff meetings with open discussion regarding policies and strategiesIncorporate staff contributions into policy or procedural changes accepting all input

Regulatory ReportingState Reporting/ CertificationFederal reportingFISAPIf campus is approved for campus based funds Monthly and annual federal funds reconciliationCoordination with fiscal officeDocumenting completionIPEDSFinancial aid data collectionSSCRClearinghouse response reports3rd party servicer information providedCoordination with registrars office

Regulatory ReportingNet Price CalculatorAnnual updates on website Annual Crime ReportingReported to the US Ed.Published on college websiteIncluded in annual notificationStudent Right to Know annual notificationBasic financial aid informationGeneral information about the schoolSchools retention rateDrug and alcohol abuse policyCompletion and graduation ratePlacement and types of employmentTypes of graduate and professional programs that students completing a 4 year degree can obtainFamily Educational Rights and Privacy ActAnnual fire and safety reports

Daily OperationsCoordinating staff schedulesFair and equitableBest case scenario for everyone in the officeMatch schedules to specific needs of staffPrioritizing regulatory requirementsTimelines and deadlinesCampus partnershipsIPEDS reportingFiscal office reportingSAPSSCR

Daily OperationsIdentifying student needsApplication processing Support for students and parentsResolving PIN and processing issuesDaily ISIR importReview of System generated ISIRsCommunicating effectivelyNotification of additional documentation Resolution of C-CommentsVerification requirementsFollow up communications Emphasizing the need to meet processing deadlines

Daily OperationsTimely awardingCompetitive award notificationEquitable distribution of institutional and campus based aidManagement of acceptance responsesCoordination with admissions team Timely disbursements and delivery of fundsSensitive to the needs of off campus studentsClear communication regarding expected delivery datesTimely notification of disbursementsManaging disbursement cancellation requests

Partnerships with Other Campus Teams Identify shared reporting requirementsIPEDSSSCRClearinghouse rejected recordsNSLDS Submittal Gainful EmploymentCoordination of completion and placement statisticsStudent Right to Know annual notificationsCampus Security ReportWebsite updates Communicating compliance updatesShared campus responsibilitiesDont shoot the messengerRequesting automation or support from IT

Partnerships with Other Campus Teams RegistrarUpdating student SAP statuses Monitoring students on appealCareer ServicesCoordination of information with default prevention teamEmployment services for students on unemployment deferment Admissions TeamPartnerships includeSharing enrollment goalsIdentifying at risk prospectsManaging institutional funding

Interfacing with Upper ManagementHonest appraisal of staffing needsTemporary assistance during peak processingBudgetary guidelines for pay increasesRequesting support for automationNew reporting requirementsUpdated communication Strategic planning efforts Policy and procedure updatesCompliance updatesCongressional initiativesImpact to higher education

MentoringFind a mentorConferencesList servesBe a mentorShare your expertiseTrain the next generation Support your professional organizations and communitiesNCASFAA/SASFAA committeesSupport at conferencesHigh school outreachNetworkingSupport is out there

Questions?

Veterans on our CampusesRachel CavenaughAssistant Director of Financial Aid & Veterans ServicesCape Fear Community Collegercavenaugh@cfcc.edu910-362-7317Some Ideas:Veterans CenterReserved for student veteransComputers and printerFax serviceVA Certifying officialAssistance with registration and advisingCoffeeNetworking opportunities Veteran to Veteran mentor and tutorVeterans volunteer to tutor and mentor each other in areas such as math, for example. Veteran Friendly Veteran Friendly sticker on Faculty and Staff doorsStudent veterans select those offices that are veteran friendlyVeteran Coordinator provides information to interested faculty/staffVeterans Day Celebration

Best Practices at CFCCRed White and Blue cords for graduatesAttendance Policy for veteransStudent IDs marked as veteranRepresentatives on campus to help with disability filingsSocial gatherings for veterans and families on weekends Student Veterans Club active and growingWooden funeral urns and canes for families of veterans & veterans Helping veterans get service dogs

Questions?

Best Practices in the Financial Aid OfficeJoey TrogdonAsst. Director of Financial Aid and Veterans AffairsRandolph Community CollegeBest Practices Know how much you can impact your institution, and use it to your advantage

Communicate externally and internally

Embrace Technology

Professional Engagement

Know Your ImpactA professional journal article titled The Relationship Between FAFSA Filing and Persistence Among First-Year Community College Students noted that less than half of community college students actually file a FAFSA. However, full-time students that completed a FAFSA in their sample were 79% more likely to persist from Fall to Spring, after controlling for other predictors. The positive association between FAFSA filing and persistence is even stronger for part-time students in their sample as these students demonstrated 100% higher odds of persisting when compared to those who did not file. Journal Citation: McKinney, L., & Novak, H. (2013). The Relationship Between FAFSA Filing and Persistence Among First-Year Community College Students. Community College Review, 41(1), 63-85. doi:10.1177/0091552112469251Know Your Impact(cont.)Financial AidProvides access to higher education for students from underprivileged backgroundsAssists with recruitmentIncreases retention Increases persistence to graduation, which assists with local economic developmentAffords students the opportunity to get work experience through the Federal Work Study Program

The impact is vast and profound!

CommunicationMake sure you develop effective and current communication pieces for your studentsKnow trends and embrace themRealize that they give a first impression

Develop communication pieces to send out to your division and/or institution(ex. Newsletter)

Embrace TechnologyEquipment can be obsolete in a few short years or even months. Some of the students we serve remember the days of learning to add using a basic calculator, now they are learning to use iPads and computers during retraining.

The pace of technological change has been drastic over the last 50 years. As Ramage noted in 2011, Technological change is constant and its rate is accelerating exponentially. Therefore we must stay curious, flexible, and unsatisfied with todays standard of technological excellence.

What is considered excellent today may be considered average tomorrow.

Journal CitationRamage, T. (2011). What is next? Futuristic thinking for community colleges. New Directions For Community Colleges, 2011(154), 107-113. doi:10.1002/cc.451

Embrace Technology(cont.) Things you should consider:Use your student management system to automate processes (ex. SAP reviews, packaging aid, etc.)

Utilize email HTML communications from your student management systemAllows you to create hyperlinks and embed pictures

Review your student population and demographics and see if social media and phone tree communications would be helpful

Use a document imaging system to go paperlessCreate workflows for your office and online forms for your students

Professional EngagementServe on committees at your institution and in professional organizations

Allows you to learn, and expand, your knowledge at an institutional level and within your profession

Gives you the ability to see the bigger picture and plan accordingly

Questions?

Financial Aid..As a Career??Andrea SimpsonDirector of Financial Aid and Veterans AffairsSurry Community Collegesimpsona@surry.edu(336) 386-3263Flooding the market.National Postsecondary Student Aid Study (NPSAS)July 1, 2011- June 12, 201226 million undergraduates4 million graduate students

How many planned to enter Financial Aid upon completion of college? 38Working in Financial Aid is so hard!Federal regulations are ever-changing.We are overworked and underappreciated. Students are unhappy, disrespectful, demanding.shall I go on? And then there are the parents!!

39Solution.

40So why Financial Aid??Job securityOffices are understaffed and you are needed!

Awards for them = Rewards for you$238.5 billion total financial aid awarded to students

Resources and support from so many angles41Financial Aid is a career! A career is built through investingInvest your timeInvest your energyInvest yourself

42Questions?

Advocacy & VolunteerismAmy BerrierAssistant Director for OperationsThe University of North Carolina at Greensboroalberrie@uncg.edu(336) 334-3372AdvocacyWhy should we be focused on advocacy?Use your voiceTypes of advocacyOn CampusStateRegionalNationalWays to advocateLetters to lawmakersVisits to state lawmakersCongressional visits on the Hill in DC

Contacting LegislatorsTo whom do you need to speak? Higher Education staffer? Legislative Director?Important to know the office structureEmail, phone calls, snail mail which do you use?Phone call see who you need to speak with, obtain an email address of that individualEmail ok to use to request appointment, follow up with phone call to verify appointmentDo not use snail mail takes too long to reach the individualUse proper etiquette when contacting offices and/or individualsWhat is it you want to say in an email? Phone call?Important!!! Get approval from your institution before participating in advocacy efforts

Requesting AppointmentBe clear and concise in your request for an appointmentHow many individuals will be attending the meeting with you? Not every office is the same size.Who is attending the meeting? Provide that information to the staffer.Responsiveness especially when you have their attentionThere are different staffers for each topic higher education, veterans affairs, budget, and othersReminder not every Congressional office is organized in the same manner

Communication in MeetingBe prepared with talking points.What can happen at a meeting?Talking point documents leave behindsThank the staffer AND the Senator/CongressmanIMPORTANT FOLLOW UP!!!

Reach out!!Do you have questions? Fears? Concerns? Contact someone for help and advice!Campus state/federal relations officesNCASFAA Legislative Advisory Chair/CommitteeDana Kelly dana.kelly@nelnet.netSASFAA Legislative Relations Chair/Committeephawkins@westga.eduAs of July 1st, Sharon Oliver soliver@nccu.eduNASFAA StaffNCASFAA/SASFAA Executive Boards

NCASFAA Be a member! http://www.ncasfaa.com/docs/forms/memApp.htmlRequest a mentor - http://www.ncasfaa.com/docs/memberservices/mentoring.htmlSubmit your volunteer form NOW for 2014-2015http://www.ncasfaa.com/docs/forms/memVolunteer.htmlCommittees Conference, Legislative Advisory, Publicity & Publications, and othersCheck out the different committees at http://www.ncasfaa.com/docs/inside/governingdocs/pandp3.htmlConference on-site volunteersNetwork at conferences2 conferences every year - Fall & Spring Fall 2014 November 8-12, 2014 Crowne Plaza Tennis & Golf Resort, Asheville, NCSpring 2015 April 11-15, 2015 Holiday Inn Resort, Wrightsville Beach, NCListservOther NCASFAA events & opportunitiesFind employment opportunitieshttp://www.ncasfaa.com/docs/toc_employment.html

SASFAA Be a member! http://www.sasfaa.org/memberapplicationRequest a mentor this is done through the membership applicationSubmit your volunteer form NOW for 2014-2015http://www.sasfaa.org/memberservices/volunteeropportunitiesCheck out the different committees at http://www.sasfaa.org/committees13-14Conference/Local Arrangements on-site volunteersNetwork at conferences1 Annual Conference every year - February Other SASFAA events & opportunitiesPre-Conference Workshops, Summer New Aid Officers WorkshopFind employment opportunitiesListserv

SASFAA Future EventsNew Aid Officers Workshop June 15-20, 2014University of SC Upstate Spartanburg, SCCheck here for registrationhttp://www.sasfaa.org/training2015 Annual Conference February 22-25, 2015Peabody Hotel Memphis, Tennessee2016 Annual Conference February 7-10, 2016Sheraton Four Seasons Greensboro, North Carolina

NASFAABe a member institutional, associate, & retiree membershiphttp://www.nasfaa.org/mkt/about/apply/Join_NASFAA.aspxVolunteer opportunitieshttp://www.nasfaa.org/Membership/volunteer-process/Get_Involved.aspxNASFAA Todays News receive daily via emailNetwork at conferences1 Annual Conference every year usually in July http://www.nasfaa.org/conference/June 29-July 2, 2014 in Nashville, TennesseeBenefitsNews/Legislative InformationContinuing EducationCritical legal and regulatory updatesStudent aid advocacy opportunitiesProfessional practice resourcesAskRegsStudent Aid Indexand More!Employment opportunities

Questions?