schools best electronic practices pueblo community college audrey osswald director of financial aid
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Schools Best Electronic Practices
Pueblo Community CollegeAudrey Osswald
Director of Financial Aid
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Pueblo Community College Public, 2 year college in southeastern
Colorado Main campus and several additional
sites up to 300 miles away Approximately 4,000 aid applicants Approximately 3,000 on financial aid
including federal, state and institutional
Verify selected applications only
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PCC Financial Aid Staff Director Assistant Director Financial Aid Advisor Three clerical staff
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Financial Aid Programs Federal
Pell Grant FSEOG Work Study FFEL Loan
Program State
Grant Merit Work Study
Institutional Scholarships Grants
College Foundation Scholarships
Total of 28 Funds
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Financial Aid Dollars Grants
$3.8 Million in Pell $1.3 Million in State Grants
Work Study $168,000 Federal $463,000 State
Merit $400,000 State and Institutional
Loans $1.8 Million Subsidized $1.0 Million in unsubsidized or PLUS
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Where to Start Integrated Student Information
System Admissions and Records
Enrollment Grades including withdraws Start and end dates of terms High school diploma, GED or ATB Instate Residency Remedial courses Eligible programs
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Integrated Student Information System Fiscal Operations
Tuition and fees Bookstore and other charges Moving financial aid funds from awarding
to disbursement Fund reconciliation Reporting
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What is Next? Automated awarding
Pell Grant Student eligibility Cost of Attendance Pell Chart Enrollment
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Automated Awarding Campus based, state and institutional funds
Based on packaging policy Work is up front in setting up parameters
Advantages Efficient Accurate Consistent Non-judgmental
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Electronic Data Exchange (Edconnect) Receive ISIRs; send and receive
corrections RFMS for Pell Grant FISAP filing
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Electronic Loan Process Loan application and certification to
lender and guarantor via file transfer protocol (ftp)
Enter data only once on college’s computer system
Demographic data originates from college admission file
Edits built in for accuracy
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Electronic Loan Process Changes to the loan application can be
done by the college on secure web site Guaranteed loans are held for “Just In
Time” disbursement Disbursements to the college via
electronic funds transfer (eft) Electronic check of students’ eligibility
prior to disbursement
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Using PC Technology Office forms
Student Information Form, Verification Worksheet, Professional Judgment, Additional Loan Form, etc
Developed in the office on Microsoft Word
Stored on network drive accessible to all staff; printed as needed
Sent to additional sites via email attachment
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PCC Foundation Scholarship Multiple donors (scholarships) in one
application Using Microsoft Access to record and
organize the data Stored on network drive for access by
more than one staff person
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Managing the Paper Document Imaging
Definition-Electronic storage, processing, retrieval, routing, and archiving of documents.
All student documents Objective-Access to every student
financial aid file, by every staff person, at all times.
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Document Imaging Current Process
Date stamp the document and log it on the computer as received
Image and index the document by SSN, academic year and document name
Run computer program from Student Information System for a list of complete files
Verify and/or set up the file for automatic awarding based on computer data and imaged documents
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Document Imaging Advantages
Improved document management and retrieval
Improved service to students Office is uncluttered and more
professional looking
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Technology for Student Use Student computers with internet
access FAFSA Selective Service Loan Counseling Scholarship Searches PCC web site
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Student Computers Advantages
Assistance from knowledgeable staff Access for those who may not have computers Timely and accurate information
EFCs in August Loan counseling on demand
Duplicate service at additional sites More student knowledge and control of their
financial aid Educating students on use of computers and
the internet
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How do we do it? Unlimited funds? No!
Share costs as part of Community Colleges of Colorado
Trickle-down computers for student access
Free Department of Education software Research to document that the
technology is cheaper than labor Illustrate how the technology improves
service to students
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How do we do it? Hire only computer techs for staff?
No. Free available training
College courses Community Education courses Computer services trainers Share knowledge between staff Electronic Access Conferences
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Make friends with the college computer personnel Become knowledgeable Trouble-shoot what you can Respect their time and abilities Say thank-you
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Where do we want to go? Electronic Work Study Timesheets
Access from any college computer More efficient than paper More accurate than paper
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Batch letters directly from an electronic file to document imaging Award Letters; Satisfactory Progress
Letters; Electronic Work Study Timesheets
Use less paper More efficient Better use of staff time
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What Else? Expand the use of internet for student
access to their financial aid information Currently, students have access to their
award notices, grades, financial bill and class registration
Need to add information concerning the documents needed to complete their financial aid file
Direct access to the forms needed as well as scholarship application forms
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It is my goal to use technology for the repetitive tasks and to use
staff to work with people.