National Association of Student Financial Aid Administrators The following is a presentation prepared for NASFAA’s 2006 Conference in Seattle, WA July 5-8, 2006

Slide 2 Disaster Preparedness Lessons Learned from Hurricane Katrina Sherry Gladney, LSU Health Sciences Center - Shreveport Elaine Rivera, The University of Texas - Pan American Cynthia Thornton, Dillard University Emily London Jones, University of New Orleans

Slide 3 PURPOSE To provide information to Financial Aid Administrators that will assist with the development of disaster preparedness plans for their institutions, financial aid offices and professional associations Information provided can be used for any type of disaster

Slide 4 Panelist Introductions and Overview Elaine L. Rivera Executive Director Student Financial Services University of Texas Pan American, Edinburg, TX (Formerly with Tulane University) Lesson 1: Institutional Disaster and Recovery Plan Lesson 2: Communication and Contacts Lesson 3: System Back-Up

Slide 5 Panelist Introductions and Overview Emily London-Jones Director of Student Financial Aid University of New Orleans Lesson 4: Policies and Procedures Lesson 5: Staffing Issues Lesson 6: Financial Aid Programs, Part 1

Slide 6 Panelist Introductions and Overview Cynthia Thornton Financial Aid Director Dillard University, New Orleans LA Lesson 6: Financial Aid Programs, Part II Lesson 7: Resuming Business After a Disaster Lesson 8: Stress Relief

Slide 7 Panelist Introductions and Overview Sherry Gladney LASFAA Past President Director of Student Financial Aid LSU Health Sciences Center – Shreveport LA Lesson 9: Impact on Non-Disaster Impacted Schools Lesson 10: Impact on State Association

Slide 8 Lesson 1: Know Your Institution’s Disaster and Recovery Plan I. Be a part of the institutional disaster planning: Express the importance of FA regulations in regards to administrative capabilities. Communicate data storage and retrieval needs. Include a plan for continuation of essential functions after the disaster –Business process continuity –Organizational continuity –IT continuity

Slide 9 Lesson 1 Cont’d: Know Your Institutions Disaster and Recovery Plan II. Financial Aid Office Disaster plan should include: Pre and post disaster planning Securing of student files and key office equipment, such as computers. Communication plan for staying in touch w/ staff, university officials & external dependencies Data storage & retrieval plans Electronic access to P&P manuals & governmental reference materials

Slide 10 Lesson 2 Communication - Contacts I.Know Who To Contact & Who Will Contact You University officials Staff Students & their families Universities and colleges that took in your students Federal, State, and regulating bodies State & national association officers

Slide 11 Lesson 2 Cont’d Communication - Contacts II.Be prepared to be creative and use alternative methods of communication Set up an institutional locator registry Alternate accounts Telephones – use different area codes, 800 #s Alternate website to provide information as well as collect information Consider a phone bank to receive calls from students, faculty, staff, host schools, external agencies.

Slide 12 Lesson 3: Systems Back-Up I.Know the system backup plan for your: Institutional servers Financial Aid Office stand-a-lone servers II.Know where your back-up data is located and how it can be accessed Off-site and/or out of state III.Obtain a copy of your back-up data, if possible IV.Consider alternate financial aid management system options

Slide 13 Lesson 4 Policies & Procedures Have a current PPM Make an electronic copy Monitor IFAP, State Agencies, NASFAA for news releases and announcements Be prepared to respond to key officials and policy makers Recommend policy changes to meet your institution’s needs

Slide 14 Lesson 5 Staffing Issues I.Revised Job Duties and Responsibilities Cross-training Job descriptions Temporary workers and volunteers II.Payroll and timekeeping III.Challenges of supervising staff from afar IV.Lack of office resources and supplies for staff

Slide 15 Lesson 6 Financial Aid Program Issues, Part 1 I. Institutional Eligibility Academic calendar revisions Program Participation Agreement updates II.Federal Work-study Paying student workers III.Federal Pell Grant Accessing the COD System

Slide 16 Lesson 6 Financial Aid Program Issues, Part 2 IV.Cash Management GAP system Paying credit balances Awarding and disbursing aid V. Scholarships and Grant Programs Private donors State scholarships and grant programs

Slide 17 Lesson 7 Resuming Business After the Disaster I.Develop a Business Resumption Plan Establish a planning group II.Establish High Priority Business Functions Getting FAM systems up Recovering electronic and paper records Bringing student records up to date Reopening the office for: −For staff −For students and general public

Slide 18 Lesson 7 Cont’d Resuming Business After the Disaster III.Partnerships/ Resources Funding shortfalls State-wide consortium agreements Use of 3 rd party agencies to help with recovery efforts

Slide 19 Lesson 8 Managing Employees During Stressful Times Seize Leadership Opportunities Communicate Effectively Practice Self-Awareness and awareness of Others Be flexible Increase information and Referral Activities Take time out for family, friends, and self

Slide 20 Lesson 9 Impact on Other Schools I.Host schools feel the impact of the disaster Offering tuition, room/board to Katrina displaced students No academic records to reference Challenges of awarding financial aid to Katrina students Financial aid funds for the current term already disbursed at a Hurricane impacted school Calculating withdrawals of current students Finding assistance for current students who were seeking additional assistance because of displaced family members that were living with them II.Host schools turn into hurricane impacted schools during the same academic term III.Recommendations: Continue to monitor legislation even if not affected Discuss legislation and train staff appropriately Document, Document, and Document

Slide 21 Lesson 10 Impact on State Association I.Role of State Association During the Aftermath of a Disaster Be an initial point of contact Assess needs of member institutions Coordinate state wide meetings with key policy makers Coordinate and assist with communication to Regional and National Association leaders. Coordinate and provide training

Slide 22 Lesson 10 Cont’d Impact on State Association II. Disruption of Association Business Conference, workshops, training Business meetings and/or Board meetings Elections Communication challenges Records Reduced volunteerism Effective on regional association meetings, elections, and conferences.

Slide 23 Lesson 10 Cont’d Impact on State Association III.Develop an Association Disaster Recovery Plan that provides guidance for: Business meetings Elections Communication to membership Cancelled conferences/workshops Protection of financial and business records Financial donations and sponsorships

Slide 24 Final Words of Wisdom  Facilitate decision making during and after the disaster  Be prepared to make decisions outside of the “rules”  Document, document, communicate!

Slide 25 Resources  NASFAA  State and regional financial aid associations  State agencies  U.S. Dept. of Education (IFAP)  U.S. Dept. of Homeland Security  U.S. Dept. of Health & Human Services  Postsecondary associations & organizations (ACE, Nacubo, AACRAO)  American Red Cross  Lenders/Guarantee agencies

Slide 26 Questions & Answers

Slide 27