MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS Midwest Association of Student Financial Aid Administrators The following is a presentation prepared for MASFAA’s 2009 Conference in Minneapolis, MN October 18-21, 2009 TOPIC: After HEOA – Cockpit Checklist Approach: Ideas for Campus Awareness, Review, and Implementation PRESENTER: Joyce Hall, Executive Director Division of Financial Aid Purdue University

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA First Things First: President, Provost, or CFO agree on who is responsible for review of HEOA. Do you have a Government Relations Office? A Compliance Office? We had a vacuum – Government Relations is focused on proposed legislation. We had no designated compliance officer on date of signing of HEOA. Financial Aid volunteered to coordinate review and implementation of HEOA. 2

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Background Preparation: Meeting to discuss plans for review of HEOA (Sept 11, 2008).  Invited: VP for Finance, Treasurer Institutional Research Rep Asst VP Enrollment Management Registrar Director of Audits VP for Student Services Came prepared with:  Recommendations for review of specific sections of HEOA  Communication Plan Ex., News article in Purdue News announcing HEOA Task Force charge Memo to invite to Kick-Off meeting those assigned to implementation Creation of SharePoint website to track HEOA progress (more later)  Public Hearing Schedule  Neg-Reg Schedule 3

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Background Preparation: Proposed Membership HEOA Task Force (Approved) Executive Director, Division of Financial Aid, Chair Regional Campus Student Aid Directors (3) Enrollment Management Reporting (1) Internal Auditor – Director Office of Institutional Research (1) Bursar Registrar Assistant Comptroller Financial Aid Office  Policy Analyst  Senior Associate Directors (2)  Loan Assistant Director 4

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Background Preparation Chair – Recommended to VP, Asst Treas/VP Student Services – Purdue Implementation Assignments List Suggested Assignments by Title, Part, then Section Example: Title IV Student Aid Part A Grants  Section 401 Pell Grants – Pell Grant Administrator Assistant Director Senior Associate Director  Section 402 Academic Competitiveness Grants – (same as above)  Section 402 Federal TRIO Programs – Director Campus Federal TRIO Program (See Appendix for Full Details on Assignments) 5

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Next Step: Memo to Task Force Members – Sept 17, 2008 Issued Request to serve on Task Force Provided Summary of Staff Assignments for Review/Implementation Provided copy of NASFAA HEOA Summary  Memorandum copies to: VP Business Services, Assistant Treasurer Asst VP Enrollment Management VP Engagement Executive VP, Treasurer VP Student Services Provost HEOA Task Force met bi-monthly by telephone conference call until Aug,

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Another Important Step: Getting People Involved Invited all people with implementation assignments to overview presentation on HEOA  Copies to: (Important for invitees to know senior management is aware) VP Business Services, Assistant Treasurer CFO VP Engagement VP Student Services Provost Asst VP Enrollment Management Oct 20, 2008 – Presentation occurred – 27 attendees Provided Summary HEOA Introduced Task Force Members Agenda  Overview HEOA  Review Task Force Membership  Explain public hearings and Neg-Regs  Review resources available  Provide ‘template’ for each to use to document implementation  Due Date – Nov 14,

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Getting Perspective HEA Covered HEA History – 1965 Other examples of important legislation Quote from President Lyndon Johnson – 1965 Perspective on HEOA timeframe (Next, a few example slides) 8

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MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEA signed into Law

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA signed into Law

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MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA REVIEWED WITH IMPLEMENTATION TEAM: College Cost Accreditation Student Financial Aid Title II: Teacher Professional Development Title VI: International Education New Key Disclosures Student Sunshine Loan Provisions Resources Used: NASFAA, ACE, NACUA (National Association of College & University Attorneys) 17

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS SharePoint is a platform used to:  Share information  Work together in teams  Manage projects How Did We Track Our HEOA Task Force Work?... Used SharePoint Website 18

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA WE COULD NOT HAVE DONE IT WITHOUT SHAREPOINT WEBSITE. 19

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS Manage Projects Efficiently Shared document workspaces Project task lists Shared calendars connected to Outlook Alerts and notifications 20

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MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS Example: Documentation of Implementation 28

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS Example: Documentation of Implementation 29

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Monitoring HEOA at Purdue – Going Forward Get advice from Compliance VP/University Attorney on new policies or issues as regulations are final. Example: Student Loan Code of Conduct Zachary’s List – and sex offenders – Pell Grants Provided VP for Compliance with final SharePoint summary and documentation Recommended others in University monitor non-student aid going forward. Examples: Title I Title II Financial Aid to monitor Financial Aid-related: Title I Title IV 30

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Suggestions for Schools of Smaller Size with Limited Staffing Divide and conquer. Identify 5 or 6 financial aid directors you trust in their knowledge and willingness to work. Meet monthly by conference call; rotate the chair duties. Make assignments by sections of new regulations. Use NASFAA webinars to help understand requirements! Get a SharePoint website to post section reviews using an agreed template. 31

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS HEOA Suggestions for Schools of Smaller Size with Limited Staffing Allow each school to link to the summary to document how they will comply and attach copies of proof of compliance. If concerned about confidentiality, have those sections only viewable by the specific school. Get support from higher administration to tell others within the institution they will be tapped as needed to review sections of the law applicable to their office when needed. (Ex., campus crime (Police), Registrar, Admissions, Distance Education, Dean of Students, Student Hospital, etc, etc.) 32

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS APPENDIX 33

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MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 35 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 36 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 37 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 38 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 39 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 40 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead

MINNEAPOLIS, MN OCTOBER MASFAA: TIME TO REFOCUS 41 Purdue Implementation Assignments: NASFAA Summary of the Higher Education Opportunity Act (HEOA) September, 2008 Rev. 10/10/08 * First Person Listed is the Lead