Transition to Electronic Processing Financial Aid

Presented by: Kathy Williams Institution(s): National Louis University May 21, 2013

1

Introduction

Goal:

Spark idea sharing for electronic processing and communications • Enhance services rendered to students – Reduced wait times – Streamlined processing – Increased communications – Online convenience 2

Disclaimer • The level of electronic processing that can be achieved will vary based on the institution’s technological resources • Complete paperless processing may not be achieved for each student type 3

Agenda • • • • • • Organization – Identify, create forms in PDF format – Create simplified instructions for each form Use of population selections during upfront processing – Find discrepancies; contact students early Tracking setup for electronic communications – RTVTREQ – RTVMESG Award setup for electronic communications – RTVAWST – ROAINST Scholarships – Selection – Awarding – Communication Communication – Self-Service Banner – Email 4

5 Topic #1

Organization

Organization

“Organizations are successful because of good implementation, not good business plans”

~ Guy Kawasaki ~ Author, Publisher, Entrepreneur 6

Organization • Identify and create forms needed for student completion – Verification worksheets, assets, etc.

• Post PDF version of forms on web – Create “Forms” section of departmental web if not already created 7

Organization • Create simplified, concise instructions for completing each form – Post to web with form as a separate doc – Will be used later for setup of RTVTREQ 8

Form on Web • Post PDF of forms to the web 9

Instructions on the Web • The same instructions posted to the web will be used for RTVTREQ 10

11 Topic #2

Population Selections

Population Selections • Identify initial information/discrepancies for pop selection creation – Ex: Student answers “Yes” to prior bachelor’s then answers “No” to a grad/prof • GLRSLCT, Create pop selection • GLBDATA, Extract pop selection 12

Population Selection Processing • RORPOST, select applicable popsel • RORBPST, Batch post tracking code 13

Communication Option 1 • Create message using RTVTREQ “Instructions” with link to form(s) 14

Communication Option 2 • Create question for student to answer that can be reviewed through RPAINFO • RTVWEBQ-validate question code • RORWBQA-web question setup 15

Communication Option 2 (cont) • RPAINFO, review question responses • RPPINFO, identify students who need information reviewed 16

17 Topic #3

Tracking Requirements

Tracking Setup for SSB use • RTVTREQ control form – URL for each form – Instructions will show in SSB; embed link(s) to form(s) – Ensure “Access Indicator” & “Information Access” checked 18

Tracking Setup for SSB use • RTVMESG, control form • ROAMESG, banner screen – Create general messages for tracking requirements • Verification selection • Refer to “Outstanding Requirements” in SSB 19

Tracking Requirements in SSB Example: • Financial Aid menu – Financial Aid status link – List of requirements for each student 20

21 Topic #4

Awards through SSB

Award Setup for SSB use • RTVMESG – Create message code for each fund – Embed link(s) in message body 22

Award Setup for SSB use • RTVAWST – Create award status codes for online accepted and declined 23

Award Setup for SSB use • ROAINST, control form – Web Processing Rules 24

Award Information in SSB • Financial Aid menu – Financial Aid Award Information • View award(s) • Accept/Decline partial or full award amount(s) – ROAINST check boxes (partial/full) – Can set a trigger that student must review terms and conditions prior to accepting awards • Link to Loan Entrance counseling when accepting loan monies • Message for each fund with embedded links 25

Award Information in SSB • Financial Aid menu – Awards by Aid Year – Awards by Term – Disbursement schedules – Eligibility status • SAP (link to policy and/or forms) • Fund specific requirements to complete 26

27 Topic #5

Scholarships

Scholarship Setup • RFRMGMT, Funds management – Fund comments, list criteria 28

Fund Messages • RTVMESG, create scholarship-specific messages – Include eligibility requirements – Include donor information (if applicable) – Embed any applicable links 29

Scholarship Selection & Sharing • Generate “candidate reports” • Share reports with selection “committee” • Windows file sharing (My Computer, “Tools”) • Intranet site • Cloud computing • Email (Secure files; zip documents) • Receive recipients through file sharing 30

Scholarship Awarding & Acceptance • Award scholarship funds • Messages tied to fund will appear in SSB – Include criteria, continued eligibility, “thank you” – Embed any links when applicable • Allow students to accept/decline in SSB – May not be the case for each type of fund 31

32 Topic #6

Communication Plan

Resistant to Change

“Change itself will happen whether one likes it or not, it is one of the few things in life that is guaranteed.” “Fear of Change” by Carmen Jochmann www.suite101.com

33 • A clear communication strategy is a must to reduce resistance

Communicating Change

“The first and most important step toward embracing change involves the ability to stop fearing change .” “ Fear of Change” by Carmen Jochmann www.suite101.com

• Reduce fear with communications – Staff meeting – Emails to students – Timeline posted to web 34

Communicating Change • Work incoming freshman through electronic process – Generally more tech savvy – Familiarity to process will follow through education • “Grand-father” upperclassmen – Begin with seniors to sophomores 35

Communicating Change • Send emails to students • Send emails to parents – Communications will vary based on policy for granting parental access to information 36

Online resources • Post timeline of new process on web 11/2/12 • Website updated outlining new electronic communications 12/3/12 • Emails to students/parents regarding electronic processing 1/1/13 • New electronic processing begins for upcoming aid year • Post timeline of finaid processing on web

3/1/13

Begin loading 1314 FAFSA records

3/18/13

Initial tracking emails sent

4/1/13

1314 Awarding begins 37

Online Resources (cont) • Additional timeline option 10 days Record loaded after submitting FAFSA 3-5 business days Initial email communication after FAFSA loaded 3 weeks Verification process after all forms submitted 2 weeks Offered awards after verification completed Please note all timeframes are approximate. Processing times will vary based on time of aid year.

38

Online Tutorials • Post tutorials for accessing finaid info in SSB on web (example below) – Log into the ABC portal – Click “Student” – Click “Financial Aid” – Click “Award Information” – Select “Aid Year” 39

Summary • Organization – Laying a strong foundation will result in a smoother transition • Gather info, create forms, instructions • Development timeline • Be proactive with the use of population selections – Identify discrepancies to follow up with early on 40

Summary • Tracking setup – URLs and Instructions for each requirement – Display in SSB with link(s) • Award setup – ROAINST – Messages each fund code with link(s) – Creation of web acceptance/declined codes 41

Summary • Scholarships – Electronic applications – Utilize RFRMGMT for criteria – Generate candidate reports – File sharing for selection and awarding – Message codes for each 42

Summary • Communicate!

– Clear concise – Timeline – Online resources – Email students/parents – Tutorials 43

Questions & Answers 44

Thank You!

Kathy Williams [email protected]

[email protected]

. © 2013 Ellucian. All rights reserved.

45