Preparing Your Aid Office Review WASFAA 2013 Susan Murphy, Associate Dean, Academic and Enrollment Services University of San Francisco Diana Ralls, Director of Financial Aid and Scholarships University of California, Merced

 Federal Program Review  State Aid Program Review  Program Participation Agreement  Annual Audit  FISAP Reviews and Audits

The Financial Aid Office: administers aid programs assures compliance provides information & counseling processes aid applications verifies aid eligibility disburses aid reconciles all aid received files all required reports administers student employment Overview

It is the Mission of the Financial Aid Office to assure that all students admitted to and enrolled at the University are aware of and encouraged to apply for student financial aid; that available resources are managed to support access for a socio-economically diverse student body: and that student retention and success are supported by a continuing commitment to aid applicants with demonstrated need. Mission Statement

 Include a organization chart and demonstrate relationships with other departments  For functions: What we do How we do it Organization & Function

 Audits and Reports A133 Audit State Aid Agency Compliance Review FISAP Program Participation Agreement Reconciliation Assessment

Outside Peer Review Three highly regarded professionals invited Before their visit directed them to USF Vision, Mission, Values Statement FA Office Website Provided them with Summary of results of audits, reviews Current PPA Assessment

Outside Peer Review How well does the FAO reflect the mission in its service to students and colleagues? How well has the FAO adapted to a one-stop environment? How prepared is the FAO staff to adopt new technologies? How successful has the FAO been in implementing new program requirements? Assessment

Outside Peer Review Reviewers met with Aid Office Staff Associate Provost Undergraduate & Graduate Admission Staff Director of Student Accounts Controller Registrar Schools and Colleges / Program Directors Assessment

Outside Peer Reviewers Exit Interview Written Reports Available to for follow up questions Letter of thanks Letter of acknowledgment to their supervisors Assessment

Student Satisfaction Survey Results Assessment

Satisfaction with Financial Aid Services Undergraduate Students Year Good or Better AveragePoor Does Not Apply Sample Size % Change in Good or Better Satisfaction from 2002 to %22.2%12.1%22.7% % %26.1%11.3%21.7% %21.5%8.1%20.7%634 % Change in Poor Satisfaction from 2002 to %21.8%7.2%30.6% % %17.5%8.2%26.4%248

 Operating Budget  Institutional Aid Budget  Federal and State Grants  Campus Based Title IV Aid  Federal and Private Loans  Student Employment Financial Responsibility WASFAA Conference 2013

Financial Aid Department Operating Budget FY03 to FY 07 (Actual) Financial Aid Category Staff 535,737558,667648,529555, , Student 4,147 6,111 6,136 4,121 3, Benefits 172,854186,143220,500187, , General Operating 82,683 67,269 81,375 78,482 60, Travel & Entertain 7,815 8,086 7,259 8,725 8, Capital 1,065 Grand Total 803,236827,341963,799834, ,555

Unrestricted Financial Aid Budgets FY03 to FY07

Financial Aid Applicants Description # of Applications Processed7,9519,56416,70717,87617,947 # of Undergraduate Aid Recipients Enrolled2,7753,269 3,392 3,554 3,558 # of Graduate Aid Recipients Enrolled2,0022,187 2,250 2,224 2,154

Percent of Total Enrollment with Aid Description Total Enrollment - UG 5,5065,5684,9755,2485,404 Aid Recipients - UG2,7753,2693,3923,5443,558 % of Total UG Enrollment50.4%58.7%68.2%67.5%65.8% Total Enrollment - Graduate4,1964,1353,2993,1993,164 Aid Recipients - Graduate2,0022,1872,2502,2242,154 % of Total Graduate Enrollment47.7%52.9%68.2%69.5%68.1%

Endowed Scholarships General3,675,8202,685,8112,771,3452,988,7243,770,890 Athletic 504, , , , ,438 Law 367, , , , ,566 Total4,547,8363,456,7103,599,1143,882,0104,825,894

Federal and State Grants Pell Grants 3,057,783 3,101,843 3,143,813 3,109,2203,072,585 Cal Grants 6,105,913 6,257,581 6,761,236 6,608,5356,585,827 ACG 208,180 SMART 50,000 Total 9,163,696 9,359,424 9,905,049 9,717,7559,916,592

Campus Based – Title IV Campus Based Title IV FWS1,409,3851,407,3071,308,7511,325,719 1,521,922 FSEOG662,622585,210541,592630, ,917 Perkins Loan FCC183,955174,904172, Total2,072,0071,992,5171,850,3431,956,403 2,144,839

Federal Loan Programs Direct Stafford Loan43,269,67647,491,68415,053,96015,391,85414,739,068 FFEL Stafford Loan 35,042,78533,552,33032,471,540 Fed Parent PLUS 7,236,88010,787,64713,541,73416,590,08815,643,595 Fed Graduate PLUS 6,041,938 Nursing Student Loan 211, , ,250 47, ,780 Total50,718,45658,629,18163,933,72965,581,27269,223,921

Federal Direct and Stafford Loans Default Rate Fiscal YearNumeratorDenominatorRate% ChangeLearning Out come % -6.2% The default rate has decreased since 2002, and has maintained below 1.5% % % %

Student Earnings YearTotal EarningsFWS EarningsFederal Share % of FWS Earnings from Total Earnings 2003 $ 5,437,788 $ 1,897,089 $ 1,369, % 2004 $ 5,746,123 $ 2,036,549 $ 1,446, % 2005 $ 5,577,445 $ 1,516,707 $ 1,076, % 2006 $ 5,789,470 $ 1,512,643 $ 1,066, % 2007 $ 6,226,469 $ 2,156,128 $ 1,486, %

Federal Share vs FWS Earnings YearFWS EarningsFederal Share% Federal Share from FWS Earnings 2003 $ 1,897,089 $ 1,369, % 2004 $ 2,036,549 $ 1,446, % 2005 $ 1,516,707 $ 1,076, % 2006 $ 1,512,643 $ 1,066, % 2007 $ 2,156,128 $ 1,486, %

 Support enrollment goals  Expand online services for students  Integrate enrollment & financial services  Implement new federal aid programs  Expand debt management resources  Develop community service opportunities Goals and Objectives

 PPA Approval Letter  Program Compliance Review Approval Letter  FISAP  A133 Audit  Peer Visitor Reports  Additional charts and tables Appendices

A summary of the audit and review outcomes A summary of the outside reviewer reports A timeline for addressing the reviewer’s recommendations Executive Summary

Program Review Newbie  Get past the fear  Embrace the opportunity  Know your process  Be creative!  Lessons Learned  WIIFY

I have to do what?!

Ugh.

Embrace the Opportunity!

Know Your Process  System  Campus  Division  Etc.

Be Creative!

 It’s not an A-133 Audit  It’s not a Federal Program Review  It’s not a State Program Review  It’s YOUR Program Review.  What do YOU want to do with it?

Lessons Learned (some the hard way!)  There is nothing to fear.  Carefully word standards.  Don’t try to tackle too many standards.  Schedule well in advance to increase participation in the process.  Carefully consider timing and weigh against other workload obligations.  Provide leadership opportunities for others…foster an engaging process!  To Be Continued…

What’s In It For You?  Learn more about your own operations  Opportunity to highlight and celebrate successes  Interact with staff and others across campus in a unique way  Educate others across campus and at higher levels of the organization  Obtain feedback from peers who have direct knowledge of your operations  Create a roadmap for the future  Memorialize things that might otherwise never be documented  $$$$$$?