Foolproof Organization Tips For Your FinAid Office

Slides:



Advertisements
Similar presentations
WELCOME TO FINANCIAL AID & SCHOLARSHIP NIGHT. TONIGHT’S TOPICS  What is Financial Aid  Types of Financial Aid  How is Financial Aid Awarded  The Financial.
Advertisements

AAB Service Updates August 5, Service Topics and Updates ●Critical dimensions of service and getting ready for start of term ●Colleges and Salesforce.
Imaging, Document Management and the Future Nick Zinser Northeastern University Jim Slattery The College Board MASFAA Conference 2002.
The FAO Role in Retention EASFAA May 2010 Allene Begley Curto Springfield College.
Conducting Business Meetings Satorre, Joshua Jerem T. ENSP2 Instructor: Mr. Xavier Aquino Velasco - Associate/Lecturer III, FEU Tech.
The Customer Thermometer business case + overview.
How To Run a Golf Tournament. As many of you know, hosting a charity golf tournament is no easy task. Between creating the day’s agenda, tracking down.
Four Steps to College College/University Attendance: The Not-So-Distant Future  What career fields interest you and why?  Do you.
Creating and Using Your FSA ID: An Overview
Creating and Using Your FSA ID: An Overview
Discover Back Office Magic
Figuring Out Financial Aid and the FAFSA December 11, 2014
Financial Aid Professionals’ Best Practices for Effective Communication: Real Life Solutions from Real Life People.
Creating and Using Your FSA ID: An Overview
Creating and Using Your FSA ID: An Overview
Work with Older Adults - A Presentation for High School Students
Member Self-Service Portal (Blackbaud systems update)
Creating and Using Your FSA ID: An Overview
Chapter 8 Leadership in Management
Strategies for Building an Effective Team April 23, 2015
A more efficient you. Introducing EmployerAccess
Online Course Design: Is the Conversation Over?
Prior-Prior Year: Now What Do We Do?
Providing cutting edge technology and
of our Partners and Customers
Human Resources vs Recruiter
Creating and Using Your FSA ID: An Overview
So You Think You Can Pitch?
Speaker’s Name, SAP Month 00, 2017
Foolproof Organization Tips for Your FinAid Office
Training “New” Financial Aid Administrators
5 Must Haves for Modern Financial Aid
Good morning, welcome, and thank you for the opportunity to meet with you for a few minutes. This is a great event planned for this week, and on behalf.
Retirement Planning Life Stages
Foolproof Organization Tips For Your FinAid Office
NAMSS Updates 2018.
Foolproof Organization Tips for Your FinAid Office
WELCOME TO FINANCIAL AID 101.
Do you ever: Feel overwhelmed by your growing workload?
Top Tips for First Semester Success
NOTE TO PRESENTER This presentation provides information on the FSA ID that can be used in outreach to students and parents. The presentation was created.
Community Health Strategist: leadership skills for 2020 and beyond
Work with Older Adults - A Presentation for High School Students
Meeting, training & teaching in the interactive iWorld
You Mean I’m Not Your Only School?
Reconnecting for Referrals
Change Proposal: When to Use It
Partnered or Group Projects
Pack Your Park by Modernizing Your Business Online
What is BankMobile? A process to select how to receive student refunds and student payroll payments It is fast, secure, and convenient. Go to:
Top Tips for First Semester Success
Are you ready to become a Young Professional?
RICOH ePresentment and Payment May 2018
Naviance Donna Clark April 19, 2012.
Helping teachers connect instantly with students and parents
Creating and Using Your FSA ID: An Overview
Communities in Workplace Learning
The project partners and their types
Creating and Using Your FSA ID: An Overview
Creating and Using Your FSA ID: An Overview
How to write a winning apprenticeship application 2018/19
Does your website support affordability messaging?
Creating and Using Your FSA ID: An Overview
WEB TIMESHEETS Mindy Neissl Accounting Coordinator
If I Only Knew Then What I Know Now
BUILDING AND NURTURING RELATIONSHIPS, A 4-WEEK strategy document
Welcome to the AP® School Year
Enhanced agent workspace for messaging
Driving Successful Projects
This is a template for a presentation that you can use to introduce your team to Harvest. You can customize the content of the slides. You’ll want to pay.
Presentation transcript:

Foolproof Organization Tips For Your FinAid Office A NCASFAA 2016 Presentation

Today’s Presenters Nick Jenkins Rick Dwyer Director of Financial Aid Lenoir-Rhyne University Rick Dwyer Regional Director, SASFAA CampusLogic, Inc. Each to give background to the room, short two-minute max history.

A Game This will be the paper matching activity which Rick will have prepared ahead of time and in envelopes

Paper: A Major Hurdle “Literally, the more paper I’ve got, the less chance there is that I know what it represents.” - Nick Jenkins, DFA, Lenoir-Rhyne Speaker: TBD Rick: With digital there’s connection: connection to people, connection to tasks, connections to processes, connections to outcomes. Paper: Gets lost. Causes accountability issues. Isn’t trackable. Is unreliable.

Why Organization Matters A good system shortens the road to the goal. Until we can manage time, we can manage nothing else. For every minute spent in organizing, an hour is earned. Why Organization Matters BUBBLES APPEAR ONE BY ONE ON MOUSE CLICK We’re here today to talk about organization. How small things we can do can have huge impacts on the day-to-day, week-to-week efficiency of our Financial Aid Offices, and also about prioritizing. How many people would prefer to reprioritize interactions like student counselling, financial literacy initiatives, and outreach efforts? Okay, now how many folks feel like time is your biggest hurdle to reprioritizing? What if we told you that time isn’t your biggest hurdle? (Answer is on next slide).

Image Source: Blackmousedesign.com Nick: Financial Aid, we’re always being asked to do more with less. This year alone we’ve all been trying to manage everything from mandatory efforts like prior-prior-year and early FAFSA to school-specific efforts like raising financial literacy, and participating in educational sites initiatives like the second chance Pell program. Rick: We can also all agree that this sentence will NEVER be flipped. We’ll never be asked to “Do less with more.” So let’s get into talking about how rethinking how we organize can help us save time, which will free up resources for your Financial Aid Office to do more.

Foolproof Tips Know the organizing basics Audit your current strategies Reorganize people and processes Analyze data and track success

Know the organizing basics 1. Know the organizing basics

Organization Is Highly Personal Styles Maintaining Sequential/Traditional Harmonizing Interpersonal/balanced Envisioning Creative/Innovative Prioritizing Logical/Analytical First speak to these styles… Can someone tell me about their organizational style in the office? Now, show of hands, who follows that exact style? I’m assuming that if we went around the room, every person in here has a different way… and that way works for you. NICK: speak to where you were before CL and where you are now...gone from Maintaining the status quo; doing what we could to get by; to Prioritizing. StudentForms takes care of lower quality touch. Of course there are some elements of Innovating and Harmonizing but primarily Prioritizing now. No two people organize the same Organization: in the eye of beholder Variations: values, brain types Forcing someone to adopt to your style can cause friction Example: trying to figure out which FAOs responsible for which students

Organize Around What’s Most Important: Students How many of us organize around what works best for our staff? Or for us? It’s understandable: we want to empower them for success and we want employees to stay long-term. But how many of our offices have had turnover in the last year? Your staff will come and go, and ensuring they’re happy and feel supported is crucial, but that shouldn’t be the defining point in your organizational strategy. If those people turnover, then it’s harder to find candidates who match that kind of organizing factor. Organizing around the student means you are ALWAYS keeping them top-of-mind, which will lead to the creation of a better student experience. Today’s students want mobile, easy financial aid. Giving them what they want can lead to better response times, faster delivery of aid, and ultimately improved retention, completion, and NPS. No matter who I hire, if we’re organizing around what’s best/easy from student, then it’s easier to match up a qualified candidate with the job.

Organize Around Your School’s Goals & Strategic Priorities Enable Access to Education & Foster Diversity Provide timely services Expand Financial Literacy Efforts Grow revenue & Increase graduation of underrepresented groups Innovate thru Technology How many of your institutions have a strategic plan or mission? (All should raise hands). Are some of these terms in them: Innovation. Technology. Access. Diversity. If so, are you organizing your Financial Aid Office around these ideas, and fostering them? The Financial Aid office is one of the first touch-point for students, and we should all be providing an experience that aligns with the mission and strategy of the entire university. If technology can help your office foster diversity by providing a digital award letter filled with relevant, audience-specific messaging delivered to a targeted group, that feels like a win-win for your institution and your office. There‘s more than just file maintenance to what we do. NICK: Quarterly meetings on strategic plan. Bigger picture tasks are hanging on wall in office. Monthly meetings are more of where are we on our strategic goals? For LR: international enrollment, office efficiency, increasing FAFSA filing rate, all require more time

Audit your organizing strategy 2. Audit your organizing strategy

What takes up most of your day, week, month? Verification, Awarding, Student/family meetings, emails, phone calls What should take up most of your day, week, month? Student/Family meetings, long-range planning, technology improvements, tracking/reporting functions Speaker: TBD JUST the two questions start up on the screen, then ask the crowd to answer the first question, then the words Nick puts animate. Then ask the second question, animate **By automating verification and packaging now, the SHOULDS are not only done nights and weekends as they used to be.

Are the things taking up the majority of your time the most important for reaching your Financial Aid Office’s goals? If not, it’s time to prioritize & reorganize. Speaker: TBD Ask the crowd: What takes up most of your day? you need to know what’s working. Data will help you hold yourself accountable.

Reorganize people and processes 3. Reorganize people and processes

Financial Aid Office People Processes Integrating technology will empower your Financial Aid Office to reorganize people and processes to improve efficiency, increase enrollment and provide a top-notch student experience. Speaker: TBD NICK: FA doesn’t usually get to be cutting edge. LR ENR has been talking about using text messaging for 10 years, and now we’re doing it in the FA office and we didn’t have to engage in a long process of investigating what those options are.

People Reduce staff workload: automate low-touch paper processes Focus on high-touch interactions with students and families Questions about student borrowing Long-term costs Value Speaker: TBD This can hearken back to organizing by student interactions.

NCASFAA Fall Conference – November 13-16, 2016 Meeting Styles Don’t just meet to meet Invites should include goals and what to bring Try to avoid meetings just to share info; they should have take-away tasks Vary your meeting styles NCASFAA Fall Conference – November 13-16, 2016

NCASFAA Fall Conference – November 13-16, 2016 The Stand-up Meeting NCASFAA Fall Conference – November 13-16, 2016

The Retrospective Take time when a project/event is complete Discuss a completed project Generate honest feedback

New technology allows you to re-think how you do things Processes New technology allows you to re-think how you do things Prioritize people, not paper Automate manual processes, where possible Identify out-of-date processes & fix Get ahead of process change, like Early FAFSA Speaker: TBD Rick: How many people here represent community colleges? One of the fears we often hear is that there are processes that just can’t change… that need to continue. Such as: If John A drops a class you have to let me know because I have to do A, B, and C.” But the reality may be that in today’s environment you CAN’T send an email every time Johnny drops a class. But we CAN do things to ensure that students still feel that their financial aid service delivery is highly personalized. Process 2: Nick’s team previously collected a W2 for every student, and they had to do a lot of talking internally about ending that practice. It was really a ‘change management’ thing. Process 3: Early FAFSA: Everyone’s talking about the front-end of it. “Get awardletters out earlier, etc.’ But we aren’t pushing our dates ahead. When I’m trying to get my students registered for Spring semester, I’m getting AwardLetters out for 17/18 to help drive this kind of traffic earlier- and that involves less human hours from my office.

399 Code example/discussion Ask about what folks are doing with this. Lead into how technology has solved it at Lenoir-Rhyne

399 Workbench Solves C Code 399 Reduces Administrative Burden: Queues pending C Code 399, highlights conflicting info, streamlines comparison. Improved Student Experience: Mobile/SMS outreach, document upload from any device. Swift Resolution Minimizes Delays: Finalize aid packages faster. Reduced Attrition: Swift resolution means students receive funds, or a decision, quickly so they can plan for their future. “We were working to put together a plan to handle these C Codes. Then we heard about CampusLogic’s 399 Workbench. I'm so appreciative of having one less thing to stress about,” Rivier University

Analyze data and track success 4. Analyze data and track success

Data Guides You To: Do more of what’s working Do less of what’s not working Quantify where your time and dollars are going. BUBBLES ANTIMATE HERE, TOO We’re here today to talk about organization. How small things we can do can have huge impacts on the day-to-day, week-to-week efficiency of our Financial Aid Offices, and also about prioritizing. How many people would prefer to reprioritize interactions like student counselling, financial literacy initiatives, and outreach efforts? Okay, now how many folks feel like time is your biggest hurdle to reprioritizing? What if we told you that time isn’t your biggest hurdle? (Answer is on next slide).

Lenoir-Rhyne’s Success with CampusLogic Improved office efficiencies Hours saved: 40-50 hours per year per person Reduced processing time: 50% Reduced call volume / Increased closure on first-call Improved student experience Vastly improved our student’s ability to solve things for themselves Autosignature enables us to work together from afar Text alerts work, and also bring students into the office Truly a turn-key IT solution We went from 0 to 60 in a week, and had student activity right away

CampusLogic - What We Do Easy, Mobile, Personalized Financial Aid StudentForms Simplify finaid forms. From verification and PJs to SAP appeals and c codes, make all of your FA forms easy, mobile, and personalized. CampusMetrics Act on finaid data. Get financial aid insights instantly about your student population–from any device, no IT required. AwardLetter Modernize award letters. Deliver digital, mobile award letters that communicate your value and affordability to prospective students. ScholarshipUniverse Streamline scholarships. Make it easy for students to discover and apply for scholarships while simplifying scholarship management and awarding. Coming Spring 17

Integrate Technology: StudentForms Simplify Financial Aid Forms. Prioritize People, Not Paper. From verification and PJs to SAP appeals and c codes, make all of your FA forms easy, mobile, and personalized. Web form wizards and automated updates guide students through the process Online task management shows students where they are and what’s next Pre-filled, personalized web forms ensure accurate and complete info on first submission Compliant e-signature for students and parents speeds and simplifies document completion Secure document upload from any device provides easy, paperless document submission FOR YOUR STUDENTS

Integrate Technology: StudentForms Simplify Financial Aid Forms. Prioritize People, Not Paper. From verification and PJs to SAP appeals and c codes, make all of your FA forms easy, mobile, and personalized. Paperless file review reduces staff time spent on verification, SAP Appeals, PJs, and c code resolution Highlighted conflicting information eliminates data entry to generate ISIR corrections Automated student follow up (text and email) saves time chasing students for documentation Automatic file indexing and imaging saves time spent on document management Dashboard reporting shows transactions, status, and turnaround time to improve operations FOR YOUR STAFF Topics to cover: Paperless. Automation. Reporting.

Request your personalized demonstration here! Question and Answer Request your personalized demonstration here! campuslogic.com/demo

NCASFAA would like to thank our professional affiliates! NCASFAA Fall Conference – November 13-16, 2016

Thank you!