Process Mapping Financial Aid Processes for Greater Efficiency DREAM 2013 FEBRUARY 6, 2013.

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Process Mapping Financial Aid Processes for Greater Efficiency DREAM 2013 FEBRUARY 6, 2013

About Broward College Founded in nd Largest of 28 Colleges in the Florida College System Achieving the Dream Leader College 3 Campuses/ 8 Centers

Enrollment & Demographics Annual Headcount 67,000 credit and non-credit Certificates, Associates and Workforce Demand Baccalaureate Degree A diverse student population

College Readiness Fall 2012 SUBJECT AREACOLLEGE READYDEVELOPMENTAL MATH45%55% ENGLISH72%28% READING72%28%

Financial Aid Process Mapping

Financial Aid Volume

Financial Aid Student Profile 89% of BC degree-seeking students received some type of financial aid 29,876 (65%) of aid recipients had family income qualifying them for Federal Pell Grant

EFC Breakdown # Students

Why Process Mapping? Reached our tipping point – Increased enrollment – Increased Financial Aid applicants and recipients – Numerous regulatory changes – Complaints about customer service related to many processes

Reconciliation Awarding Process Eligibility Determination Application process R2T4 Loan Process Scholarships Work Study Hiring Disbursement SAP Process Mapped G O A L

Process Mapping Outside Facilitator-Lead Sessions Multiple Stakeholders involved – Students – Financial Aid Staff – Student Accounts – Registrar – Advisement – Human Resources

Remap Priorities Application process SAP R2T4 Loan Process Work-study Hiring

Re-Mapped Application Process and Results AppointmentsAppointments ISIRsISIRs AwardedAwarded March – May 2012: 4,687 students Prior to June 1, 2011: 35,263 Prior to June 1, 2012: 39,307 Students Awarded as of 7/15/11: 9, – as of 6/1/12: 12,255 11% App Status Complete 32% As of May 31, 2012 Continuing Students: 16,772 New Students: weeks earlier

Financial Aid Leadership/Staff Create a SAP Policy aligned to the needs our student demographics. Identify the students who are in jeopardy of losing aid Review and make a determination of eligibility Advisement Leadership/Staff Qualitative and Quantitative (Academic Progress) Remedial credit Transfer credit Timely Completion of Educational Plan Change of program/major Content Experts for SAP

Satisfactory Academic Progress (SAP)

1.Communication 2.Training 3.Understanding and Buy-in CULTURE SHIFT From Silos To Collaboration I, ME, That’s Their Job Our Job to Help Students

Financial Aid Student Advisor Identifies students in jeopardy of losing aid, or lost aid Complete Academic Success Plan Notifies students to contact advisement SAP Process Remapped Makes appointment with advisor Review the academic record Which criteria apply?

Unexpected Outcomes

Career Planning Advisor and Student Relationship Reinforced Holistic Advisement

Continuous Improvements

??? 4 Bob Robbins Janice Stubbs Kaye Francis

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