FINANCIAL AID DEPARTMENT
ACHIEVEMENTS, 2003-04
Learner Success
á Implemented USA Funds Life Skills in out-of-class presentations for College Skills classes
á Assisted with Early Enrollment Days
á Represented Financial Aid Department at New Student Orientation
á Referred students to their advisors, Student Support Services and other areas on campus as needed for their personal and academic needs
á Continued to provide quality customer service and assist with financial aid resources for student success
Strengthening College Processes
á Added the Practical Nursing Non-degree program to Program Participation Agreement with the Department of Education for Title IV financial aid eligibility
á Supported the AQIP accreditation process and participated in ÒMake a DifferenceÓ Days
á Upgraded 2 personal computers in the financial aid department
á Designed new financial aid reports in CARS
1. Waiting for Transcripts
2. Advisor Contact Report
3. Withdrawn Students with Federal Aid
4. Added contacts to monitor Entrance and Exit Loan Interviews
5. (At Disbursement) Students with Aid but No Registration
6. Revised Last Date Of Attendance Report to exclude grades of ÒWÓ
á Maintained annual institutional match for federal campus-based financial aid programs.
SEOG Ð Supplemental Education Opportunity Grant $12,470
CWSP Ð Federal Work Study Program $20,310
á Sustained Additional IWSP (Institutional Work Study Program) Funding $ 5,500
á Outsourced default management for Stafford student loans to 3rd party vendor, Wright International Student Services (WISS) to reduce cohort default rate
á Endorsed the acquisition and utilization of campus closed circuit system
á Held training and orientation for 102 work-study students and their 59 supervisors
á Scheduled regular department staff meetings to facilitate communication and cross-training
á Encouraged use of PINs, e-signatures, e-mail, website usage and faxes whenever possible to expedite processing of financial aid applications, verification, file completion and disbursement
á Promoted FAFSA on the Web (FOTW) as a medium for students to submit initial applications and renewal applications to increase their ownership in the process and decrease the time required for financial aid staff to input paper applications
á Continued participation in national and regional professional financial aid organizations and related training :
NASFAA (National Association of Student Financial Aid Administrators
RMASFAA (Rocky Mountain Association of Student Financial Aid Administrators)
á Continued participation in state financial aid organization and related training :
KASFAA (Kansas Association of Student Financial Aid Administrators)
1. Mentorship Committee Ð Barb Edwards, Co-Chairperson
2. Awareness CommitteeÑKathy Blau, Member
3. Welcome CommitteeÑLesa Gilbert, Member
á Coordinated / conducted 47 out-of-class USA Funds Life Skills Program sessions for personal finance education among students dissemination of financial aid information and responsible habits for debt management regarding credit card debt and student loan repayment (388 attendees in Fall 2003)
á Created workroom/file area and relocated offices within the financial aid office area
Service to the Community
á Hosted first annual GCCC Financial Aid Awareness Day, March 10, 2004
á Shared Financial Aid information when requested, including ETS/Upward Bound on November 15th and Hispanic Day, Nov. 6th
á Assisted with Technical Exploration Day, Nov. 19th and the 8th Grade Career Fair, Deb. 16th
á Continued involvement with campus committees
1. Community Relations Committee Ð Kathy Blau, Co-chair
2. Strategic Enrollment Ð Barb Edwards
3. Fiscal / Physical Committee Ð Lesa Gilbert, Co-chair
4. Human Resources Ð Melinda Harrington
5. CARS, Datacore Ð Kathy Blau & Melinda Harrington
á Timely review and awarding of studentÕs financial aid applications. Awarded $2.7 million in federal programs and $4.8 million in total aid resources.
á Conducted 10 high school financial aid information nights for 311 attendees.
á Barb Edwards, Assistant Director participated in and completed Leadership Garden City ÒEvery VoiceÓ
á Worked extended hours during registration periods both fall and spring semesters
á Host site for 6th Annual College Goal Sunday on February 8, 2004, with 27 volunteers and 128 attendees
á Participated in the Student Center Grand Opening planning:
1. Lesa Gilbert Ð Committee Member
2. Kathy Blau Ð Coupon distribution
á Participated in two area CPCÕs (College Planning Conferences) in Oct.2003
á Hosted High School Counselors Workshop with KASFAA, November 2003, for 35 attendees
á Continued the America Reads, America Counts, Senior Lab, Accommodations and Mercer Art Gallery community service work-study positions as part of GCCCÕs work study program
á Accompanied admissions representatives to ÒPizza PartyÓ recruitment in Scott City, Fall 2003.
á Volunteered for Endowment Association Phone-a-thon and Scholarship Auction project
á Worked the Admissions table at High Plains Basketball Tournament and GCCC Home Show
á Acted as spokesperson for financial aid at KIUL radio spots.
á Helped with residence hall steak nights, late night breakfasts, and college parade entries
GOALS, 2004-2005
Helping Students Learn
á Conduct presentations during College Skills classes and for other groups as requested
á Assist with Early Enrollment Days
á Represent Financial Aid Department at New Student Orientation
á Refer students to their advisors, Student Support Services and other areas on campus as needed for their personal and academic needs
á Continue to provide financial aid resources for student success
á Endorse in class use of USA Funds Life Skills Program for personal finance education among students, dissemination of financial aid information and responsible habits for debt management with credit cards and student loan repayment
Leading and Communicating
á Host annual Financial Aid Awareness Day on campus to encourage early filing of new award year FAFSAs
á Continue involvement with campus committees
á Timely review and awarding of studentÕs financial aid applications. Award $3.0 million in federal programs and $5.0 million in total aid resources to a minimum of 1600 students
á Conduct 10 high school financial aid information nights and presentations to other groups as requested
á Work extended hours during registration periods
á Serve as a host site for College Goal Sunday for 2005
á Continue involvement with campus/community events and activities
á Continue the America Reads, America Counts, Senior Lab and Mercer Art Gallery work-study positions as part of GCCCÕs work study program and work to identify additional community work-study positions
á Promote an overall campus marketing plan to determine new markets, increase enrollment and retention
Planning Continuous Improvement
á Support and participate in Datatel administrative software training and implementation
á Complete program review for Financial Aid Office department in 2004-05
á Maintain annual institutional match for federal campus-based financial aid programs.
á SEOG Ð Supplemental Education Opportunity Grant $12,473
á CWSP Ð Federal Work Study Program $20,310
á Increase IWSP (Institutional Work Study Program) Funding $20,000
á Fund outsourcing of Default Management to 3rd Party Vendor (WISS) $17,000
á Purchase a shredder for use in the Financial Aid Department $2,000
á Endorse the Front Door Project to centralize access to student services
á Obtain training to use the scanning and delay print options of the Xerox copier
á Participate in website training
á Update GCCC financial aid website information to assure posting of current information
(continued) Planning Continuous Improvement
á Review department Policies and Procedures and edits as needed
á Utilize campus closed circuit system for financial aid awareness announcements
á Research OUTLOOK shared calendar feature to schedule department appointments and meetings
á Hold training and orientation for work-study students and their supervisors
á Continue to hold regular department staff meetings to facilitate communication and cross-training
á Work with other Student Services divisions and the business office to gain a better understanding of interdepartment functions (accomplished via Datatel Implementation Team involvement)
á Encourage the use of PINs, e-signatures, e-mail, website usage and faxes to expedite application, file completion and disbursement
á Promote FOTW (FAFSA on the Web) for initial federal applications and renewals
á Explore the feasibility of having financial aid forms available on GCCCs website
á Investigate the use of e-mail or the Web for contact letters, award notification and promissory note completion
á Continue participation in all professional financial aid organizations and related training
DOCUMENTATION TO SUPPORT 2004-05 GOALS
o Prioritized equipment requests with justification and budget
|
Item |
Cost |
Justification |
|
Paper Shredder |
$2,000 |
Must shred documents older than 5 years. Large volume to purge each year. Not efficient to transport files & have workers in another building. Risk of confidential inform-ation being lost during transport. |
o Prioritized list of projects with justification and budget
|
Item |
Cost |
Justification |
|
Maintain annual institutional match for federal campus-based financial aid programs SEOG Ð Supplemental Education Opportunity Grant
CWSP Ð Federal Work-Study Program
|
SEOG : $12,473
CWSP: $20, 310 |
SEOG funding assists students with greatest financial aid need with their cost of attendance.
Students who participate in the federal work-study program gain valuable work experience. Positions are available in the federally mandated community service areas, work related to the course of study, and other essential job functions on campus. The college, community and the worker all benefit as students earn money to help pay education expenses. |
---continued--
|
Item |
Cost |
Justification |
|
Increase IWSP (Institutional Work Study Program) Funding |
$20,000
|
Rate increased in 0203 from $5.15 to $5.50 per hour. More positions have been requested. For the second consecutive year, Astudents have worked their scheduled hours which resulted in going over budget in 0203 and curtailing hours in 0304. |
|
Item |
Cost |
Justification |
|
Outsourcing Default Management to 3rd Party Vendor (WISS) |
$17,000 |
Additional funds are required to sustain this service. Purpose is to relieve staff of time required to contact and work with students regarding delinquent loans and to keep the default rate at acceptable levels. This preserves our eligibility to participate in the Title IV federal aid programs (Pell Grant, SEOG, Stafford Student Loans, PLUS loans and Federal Work Study) .
Cost in 0304 exceeded the budgeted amount and depleted funds in the Administrative Cost Allowance account. |
PROJECTIONS, 2006+
Helping Students Learn
Leading and Communicating
á Use e-mail or the Web for electronic contact letters, award notification, and promissory note completion
Planning Continuous Improvement
á Establish a campus committee to award institutional scholarships
á Hire / coordinate staff needed to transition administration of scholarship awards from the Dean of Student Services to the Financial Aid department
á Centralize access to Student Services through the Front Door Project
á Document Imaging: Establish a ÒpaperlessÓ financial aid office
á Utilize GCCC website for financial aid form creation and downloading
á Require FAFSA on the web (FOTW) as a medium for students to submit initial applications and renewal applications increasing their ownership in the process and decreasing the time required for financial aid department staff to input applications
á Deliver loan proceeds to student accounts via Electronic Funds Transfer (EFT)
á Subscribe to a cash /debit card system for travel convenience and efficiency