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2015-16 OASFAA Executive Committee Meeting MinutesFranklin University – September 11, 2015

Board member names in BLUE were in attendance.Board member names with STRIKETHROUGH were not in attendance.

Notes from meeting are in RED.

TrusteesGlass, Erin Johnson, Angela Moore, MattHenry, Erica Lamp, Renee' Phillips, FaithHoutz, Gail McCluskey, Carolyn Recker, EdJarrett, Jayme Mederer, Lea Reisinger, Amanda

Committee ChairpersonBernard, Stacy Issa, Nancy McDougal, JamesBlack, Stacey Jarrett, Jayme McMillen, CodyBraswell, Tamika Jeffers, Kim Mederer, LeaBrown, John Jenerette, Kim Perri, Mary LynnCall, Kristy Johnson, Betsy Phillips, FaithCarlo, Greg Johnston, Jeff Puliafico, VenusCarmicle, Trueshonda Jones, Michael Sewell, RachelFrey, Alicia Kannenwisher, Susan Short, CarrieGardner, Kristy Keller, MorraLee Ulses, RandyGoller, Stephanie Kessler, Jennifer Walker-Smith, ErickaHaire, Amanda Lauffer, Scott Walton, LindsayHayes, Linda McCullough, Donna West, Christy

Willard, Cheryl

I. Welcome Amanda Reisinger

II. Approval of Minutes/Secretary’s Report Matt MooreFaith Phillips provided first motion to approve August minutes, Angela Johnson seconded. August minutes were approved.

III. Treasurer’s Report Ed ReckerThe Balance vs. Actuals and the Proposed Budget were sent out with Exec Meeting agenda. Nothing big to report. No questions/comments.

IV. Old Business 1

A. Debit Card Discussion Ed Recker

a) Trustees voted earlier today to add debit cards to three elected positions. Ed will be developing a responsibility statement that will be signed by all card holders. Ed will also be revamping the reimbursement form into a reconciliation form to justify their use of OASFAA funds.

b) Checks and balances in place: No cash advance options, Treasurer/Treasurer-Elect will not have access to a card, set monthly spending limits will exist.

c) Randy – pointed out the 30 day reconciliation requirement may not work in cases where hotel deposits are made more than 30 days before the actual travel. Not typical, but could happen.

B. Calendar DiscussionAmanda Reisinger

a) The need to post your events to the OASFAA calendar is very important.b) Jayme will be sending out notifications each month informing the

membership with what is going on that month to encourage member attendance and draw attention to what we’re doing.

c) Jayme will maintain calendar on ATAC calendar.d) Only list your event, not the RSVP date.

C. Letter for the treatment of veteran credit in the MTF SAP CalculationAmanda Reisinger

a) Amanda will send this out via email soon. It is not yet finished. When you get it, provide feedback to Amanda.

D. ATAC contract and the needs of exec for web providerAmanda Reisinger

a) Matt sent out ATAC contract; Susan Kannenwischer will be serving as Research Chair to investigate web providers that could replace ATAC. Or the research could tell us that ATAC is the best provider. If you have thoughts about the contract that would be of benefit as Susan begins her research, let Amanda and Susan know.

b) MorraLee suggested we include the ability to have cost effective credit card payment potions ability via the OASFAA website. Currently we do not have that ability.

c) Lea M suggested we consider a blog feature on the web.d) Angela J. asked that we include ATAC in our review; what can they do

for us, and what deals can they give us? Also, we need to consider how to move our current content to the new platform if we move vendors.

e) Customer service is important. Jeff J. states that Outreach works with Paula at ATAC a lot and she is VERY helpful. She provides great service and responds quickly to our needs. Amanda reminded the board that the issue is that we get a bill each time she makes an adjustment to our site at our request.

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f) Kristy G. requests a more modern interface. The way that we send messages via the current platform is very date and not user friendly.

g) Amanda states that it would eventually be a formal RFP; we want them to compete for prices.

h) Angela J.; based on the dated contract, do we have a good breakdown of our pricing structure? If not, we should get a copy of it form ATAC.

i) MorraLee suggested we look for a platform that could hold files; for example, a copy of a webinar.

E. Policy and Procedure Updates and Revisions

a) Trustees voted on changes to the P&P that AG&P have been working on over the last few years.

b) Most changes revolved around making enhancements to position descriptions.

V. New Business

A. NW Regional Representative Position UpdateAmanda Reisinger

a) Gail Houtz from BGSU is taking on the NW Regional Rep position; elected by the trustees last week.

B. Articulation Update Jeff Johnston

a) Articulations have been going great! Standing room only. b) Cody is attending one this morning.c) 21 people are on the committee; lots of input from the committee

members.d) The OASFAA table has not seen as much traffic as prior years; it appears

that many school counselors leave before the table opens. e) Jeff is very happy about how the articulation updates are going this

year. f) Presentation is very well received.

C. Purchase of GoToMeeting and Survey MonkeyAmanda Reisinger

a) Survey Monkey will be purchased for Susan to ask the membership questions during her research. Because we are not voting through Survey Monkey, it will not matter if the responder is a current member.

b) GoToMeeting – we will move ahead with purchasing it this week. Jayme will use it for various training stuff, the Fall Conference sessions, upcoming Need Analysis workshops.

c) MorraLee will help training when needed. Contact her for assistance.d) Jayme will be responsible (as VP for Training) for coordinating the

license of GoToMeeting. She’ll manage the scheduling of the meetings when committees need to use it. There will be one username and password. Someone will have to host the meeting; and you cannot have more than one meeting going on at once. Trustees should discuss to determine how this should be handled.

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D. MASFAA a) The OASFAA Banner is in route to Amanda so she can take to MASFAA

conference.b) Several Ohio folks are going to MASFAA. They’ll be an organized Ohio

dinner…stay tuned to your email.c) Each state should put forth a few names on who wants to serve on the

conference committee for the Kansas City, MO for 2016. If you are interested in serving, see Amanda or send her an email.

E. Membership Committeea) Rachel Sewell has resigned her position as Membership Co-chair; she

accepted another position at Tri-C in Information Technology.b) We are looking for a replacement co-chair, let Amanda know if you

have any ideas.

Reports1. Regional Representatives

a) Northeast Renee’ LampSummary of activities: Confirmed location for fall regional meeting and added it to the

calendar Submitted food order for fall meeting Received parking passes for attendees of meeting Booked speakers for all topics: Unusual Enrollment, PPY, Diversity Had conference call with fellow regional reps in preparation for

upcoming emails we plan to send Created flyer on information for fall NE meeting

Activities planned but not yet completed: Preparing NE region invitation email and plan to send 8/26/15 Preparing reminder email to be sent to all regions on all topics

9/22/15 Looking into icebreaker activity for NE meeting during fall

conference

Progress on committee’s 2015-16 goals/initiatives:• Planning for spring regional meeting

Recommended items for discussion by Executive Committee: None.

b) Northwest Jakki Kleinhans (Gail Houtz)Summary of activities: Email and conference call collaborations with all regional

representatives4

Fall NW regional meeting booked at BGSU for Tuesday, Sept 22 23 (added to OASFAA calendar). Meeting moved to 23rd due to scheduling conflict.

Topic ideas gathered Resigned position with OASFAA and BGSU (leaving Higher Ed and

Financial Aid) I am still reachable at [email protected] and have passed along

planning details to our Interim Director of Financial Aid, Tina Coulter ([email protected])

Gail – glad to be here!

Activities planned but not yet completed:

Find/book presenters Arrange catering for fall regional meeting Create and distribute a “save the date” and RSVP survey for actual

attendance at fall meeting Create and distribute evaluation forms/surveys for feedback on

fall meeting

Progress on committee’s 2015-16 goals/initiatives: Planning Fall 2015 Regional Meeting

Recommended items for discussion by Executive Committee: New NW Regional Representative recommendations

c) Southeast Erin GlassSummary of activities:No report submitted.


Progress on committee’s 2015-16 goals/initiatives:

Recommended items for discussion by Executive Committee:

d) Southwest Erica HenrySummary of activities: Booked the fall regional meeting for the SW region (to be held at

the University of Cincinnati on September 23rd from 11a-3p) and added the event to the OASFAA calendar.

Confirmed topics and speakers for fall SW regional meeting:

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mailto:[email protected]

o Unusual Enrollment History (Kim Jenerette-Cedarville University)

o Financial Literacy (Joe Fries-Sallie Mae)o State FA Update/OCOG changes (Tamika Braswell- Ohio

Department of Higher Education/Ohio Board of Regents) Collaborated with regional representatives via email and

conference calls to discuss upcoming events and appropriate timeline for email communications that need to be sent to region members in regards to the fall regional meetings.

Activities planned but not yet completed: Drafted an email invite/invitation to RSVP for the fall regional

meeting that will be sent out to all SW region members on 9/8/2015.

Drafted a reminder email to be sent to SW region members on 9/14/2015.

Finalizing catering details for fall regional meeting. Collaborating with other regional reps regarding activity/session

ideas for the regional meeting sessions that will be held during the fall conference.

Develop a survey/feedback form to distribute to attendees at the fall regional meeting.

Progress on committee’s 2015-16 goals/initiatives: Finalizing plans for fall regional meeting. Planning for breakout session at the fall conference. Preliminary planning for spring regional meeting.

Recommended items for discussion by Executive Committee:None.

2. President-Elect Faith PhillipsJohn Brown and Linda Haynes will serve on Federal Issues committee for MASAFA.

Summary of activities:I am scheduled to attend the WVASFAA fall conference in October as a part of the MASFAA exchange.

Activities planned but not yet completed:I am working with Amy Hager from Moberly Area Community College on the MASFAA exchange program. She is going to decide which conference to attend (Fall 2015 or Spring 2016) and get back with me. She is going to attend in the Spring conference.

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Progress on committee’s 2015-16 goals/initiatives:Nothing to report.

Recommended items for discussion by Executive Committee:Nothing to report.

a) Associate Member Relations Jenn Kessler/Mary Lynn Perri Summary of activities:

Website is live with registration available for corporate sponsors. We have two exhibitors already registered to exhibit at conference. (Yeah!)

We are up to 11 exhibitors; one has paid. Jennifer sent around OASFAA homepage templates providing

examples of how exhibitors could be seen on the homepage.

Activities planned but not yet completed: Email about corporate sponsorships for fall conference.

Progress on committee’s 2015-16 goals/initiatives: Nothing to Report.


b) Communications/Web Trueshonda Carmicle

Summary of activities:No report submitted.




c) Finance Faith Phillips

Summary of activities:At the August executive committee meeting, the budget was finalized and approved by the trustees.

Activities planned but not yet completed:Nothing to report.

Progress on committee’s 2015-16 goals/initiatives:7

Nothing to report.


d) Membership/Mentor Donna McCullough/Rachel Sewell

Summary of activities: Processing membership payments as they are received (Planned) Monthly event head’s up email send out to

membership (9/1)

Activities planned but not yet completed: 9/15 committee meeting planned to review for Fall

Conference:o New member interest/welcome session content, revise

from prior yearo New member calendar/memento for Fall Conference

o Conversation with new members session content, invite to Exec for presence during session

o Plan for re-recruiting past membershipo Moving mentor program forward, new cohort of

mentors/mentees recruitment at conference Progress on committee’s 2015-16 goals/initiatives: Nothing to report.


e) Nominations Faith PhillipsSummary of activities:No report submitted.




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3. Past-President Angela Johnson

a) Association Governance and Planning Betsy Johnson/Cheryl Willard

Summary of activities: Confirmed with Amanda Reisinger, that we will begin

recommending changes / updates for 2015-16 when changes from 2013-14 and 2014-15 are reflected in online P & P, including Appendix B.

Activities planned but not yet completed: Continue our review of P & P and Constitution. Will

participate in Long Range Financial Plan discussions as requested. Looking at a 3-year plan instead of a 5-year plan.



b) Regulatory-Federal and State John Brown/Linda Hayes

Kim Jenerette/Venus Puliafico

Summary of activities:Our combined committees met on Monday, August 31, 2015. We discussed our plans for the upcoming year. We discussed the following items:

Plan/Schedule visits with state legislators including OASFAA approved discussion points

o Set up meeting with Dora Pruce to discuss a strategy – John will contact Dora.

o Include Angela Johnson, Amanda Reisinger & Faith Phillips when determining our goals for these meetings and articulating the OASFAA message

Plan/Schedule visits with local offices of Senators Brown and Portman and members of congress

o This will follow the same process outlined above Create work plan for intern and identify potential interns

o Defer to Kim to outline a plan Discuss long term plan for next policy day and/or possible

session for spring conference

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o We assume that we will conduct Policy Day every other year

o Propose Policy Session for Spring conferenceo Look at elected officials for Keynote speaker once we

have built relationships MASFAA hill visit attendee

o Venus or someone be the MASFAA hill visit attendee OASFAA reporting schedule

o We will combine the state and federal issues reports o We will alternate turns in submitting the report

Activities planned but not yet completed:We have tentatively planned a meeting with Dora Pruce, Assistant Vice President for University Advancement and Director of Government and Community Relations at John Carroll University. We are looking at a conference call on Friday, October 2nd.



4. VP-Conferences Lea Mederer

a) Conference Planning Lea Mederer

Summary of activities: Session Descriptions for Program (Kim Jeffers) – received and logged

session descriptions for the program summary on the web. Worked with moderators to submit accurate information and mediated issues related to scheduling. Worked with Paula to post session descriptions on conference registration site.

o Lea Mederer – still working with a few moderators to get finalized session descriptions

AV needs (Stephanie Goller) – received and logged session AV needs based on requests submitted and assisted with gathering correct information related to session descriptions. Still in need of one laptop. Contact Stephanie.

Registration (Erika Walker-Smith) – Made updates to registration application as necessary regarding Fall Conference information on the web and has now been receiving submissions.

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o Email notification went out on 8/25/15 to OASFAA Listserv to notify members that registration is now open

o As of 8/28/15 Registration = 17o As of 9/11/15 we have 46 two-day registrations; 6 are first

time attendees. Session Templates and Program Design (Kim Jeffers) – working

diligently on obtaining imagery for the session template and program design.

General Sessions (Lea Mederer) – working to secure keynote speaker (have two options in mind now and working on logistics) and awaiting a follow-up response from Department of Education regarding federal trainer representation.

Activities planned but not yet completed: General conference details – food and hotel accommodations Follow-up reminders for conference registration Processing payment information for registration Finalize charity details

Progress on committee’s 2015-16 goals/initiatives: Nothing to report.


b) Registration Ericka Walker-SmithSummary of activities: Worked collaboratively w/ Paula Gordon at ATAC to update online

registration materials for upcoming OASFAA Fall Conference.

Activities planned but not yet completed: Continue collecting registrations and payments for 2015 Fall

Conference

Progress on committee’s 2015-16 goals/initiatives: Online registration for 2015 Fall Conference opened the morning of

August 25, 2015. 24 registrations have been received since registration opened.


c) Entertainment Greg Carlo/Michael Jones

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Summary of activities:Committee had several meetings to discuss entertainment options for fall conference. It has been decided that due to fall conference being only 2 days, there will not be an entertainment activity planned for the fall conference. Instead, resources will be allocated towards spring 2016 conference entertainment. However; committee will be having a fund raising event for a local charitable organization.

Activities planned but not yet completed:Committee is working towards identifying charity organization to sponsor during fall conference. Committee is also working towards identifying fund raising activities for conference attendees.

Progress on committee’s 2015-16 goals/initiatives:On task and expected to meet deadline targets


d) Program Kim JeffersSummary of activities:All moderator/interest session forms submitted as of August 28, 2015 have been compiled and recorded in one Word document. All moderator forms submitted by August 17th, have been compiled and submitted to VP for Conference for and posted on the OASFAA conference registration site.

The conference logo/artwork has been chosen and submitted to Amanda Reisinger for approval. Amanda approved the artwork and the cost of securing licensing.

Activities planned but not yet completed: Final compilation of all moderator forms/session descriptions Submission of final session descriptions to ATAC Meet with printer for estimated printing costs Creation of and distribution of PowerPoint template for presenters Creation and printing of conference program

Progress on committee’s 2015-16 goals/initiatives:Nothing to Report.


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e) Site Stephanie Goller/Scott LaufferSummary of activities:Nothing to report.



Recommended items for discussion by Executive Committee

f) Chennelle Leadership Kristy Gardner/Kristy Call Question from Kristy G. on timeline for Fall 20156. Amanda confirmed that conference remains in November for 2016. It would nice to have an overnight before the first leadership meeting next fall to give the group time to network and build momentum.

Summary of activities:Nothing to report, however Kristy Call had her baby! Kora Grace CallBorn September 1, 2015 at 1:00am7lbs, 8ozs and 19.5”



Recommended items for discussion by Executive Committee

g) Professional Development Alicia Frey / Randy UlsesSummary of activities: Secured 2 PD sessions for Fall 2015 Conference Submitted session descriptions for conference program Activities planned but not yet completed: Identify committee members Poll committee on conference session ideas

Progress on committee’s 2015-16 goals/initiatives: Nothing to report.

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5. VP-Training Jayme Jarretta) College Goal Sunday Amanda

Haire/Carrie ShortSummary of activities:

Wrapping up Great Lakes CGS 2016 grant application. Hoping to learn of NCAN grant status before submitting in case we need to ask for a little more this year. NCAN gave us $15,000…$10,000 less than we got last year when USA Funds handled it. Give the cut in funding there will not be t-shirts this year but rather lanyards. Question came up about what volunteers will wear…MorraLee suggested that we continue to enforce the requirement that schools do not wear their own college shirts. This needs further discussion.

Received and distributed CGS save-the-date flyers for articulation. Lots of flyers left over, ask Carrie if you want some.

Website updates – NEW! Added FAQ; finalizing official list of sites/contacts for posting under “locations” tab.

Activities planned but not yet completed: Update promo items, etc. Once status of grant applications is known, decide on future of mini-

grants for individual site promotion Update contact lists for flyers/poster distribution in December Continued website updates for the new year – including updating

volunteer & registration tabs Start updating promotional materials with graphic designer

Progress on committee’s 2015-16 goals/initiatives: Continuing to look for new funding sources/ideas


b) NASFAA Training Jayme JarrettSummary of activities:Direct Loan Self-Study Guide – working through it. NASFAA Training will be on the 150% rule. A survey is being sent to the membership next week to see what folks want training on.No report submitted.

Activities planned but not yet completed:14



c) Need Analysis Stacey Black/Nancy IssaSummary of activities:

Possible meeting dates and locationo in-person meeting (October 2) at Franklin University .o 1 conference call (end October)o Tuesday Night at conference

Review the training power point for revisions for 16-17.o 3 sessions at Fall Conference

Dependent Independent Professional Judgment

Determine dates for Webinar in lieu of regional training

Activities planned but not yet completed: All.

Progress on committee’s 2015-16 goals/initiatives: Initial discussion for timelines and trainings


d) Outreach Jeff Johnston/Cody McMillen/Lindsay WaltonSummary of activities:We held our first meeting with over 10 attendees. We have another 11 people that have offered to assist on the committee this year so we are 21 strong!

We have already had several requests for high school financial aid night presentations and Lindsay is up and running doing a great job handling those requests.

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We have 14 out of 15 sites and dates confirmed for the December workshops, and registration will go live as soon as we have the 15th confirmed.

The Executive board meeting is the Friday of OACAC Articulations, so at that meeting we will report on our results there. We have OASFAA tables and a presentation slot at all 4 of their locations. The presentation will focus on addressing common Financial Aid myths, FSA ID updates, FAFSA Updates, CCP implications for Financial Aid, along with the state updates in light of the new biennium budget.

Activities planned but not yet completed: Articulations the week of September 7th (University of Akron,

Mount Vernon Nazarene University, University of Toledo, and Miami University)

101 Webinar for newer counselors November 19th. Counselor Workshops around the state in December (schedule

forthcoming).

Progress on committee’s 2015-16 goals/initiatives: We are off to a great start and have a great committee this year!

Recommended items for discussion by Executive Committee: We will give an update on our experience at Articulations at this

meeting.

e) Support Professional Stacy Bernard / Christy WestSummary of activities:

No report submitted.




f) Diversity James McDougal and Trueshonda Carmicle

Summary of activities:

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Committee met to discuss progress on putting together interest sessions for the fall conference. Presenters have been approached and details are being worked out on the content of the presentations.

Activities planned but not yet completed:Survey of the OASFAA membership on Diversity. The committee is in discussions with previous presenter on compilation of the survey.

Progress on committee’s 2015-16 goals/initiatives:Committee submitted first article on Diversity for the upcoming OASFAA newsletter. Thanks to Christina Allen, Kent State for her contribution.


VI. Liaisons

a) Board of Regents Tamika Braswell

Summary of activities:Nothing to report.




b) OCAN MorraLee Keller

Summary of activities: No report submitted.




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c) Research Susan Kannenwisher

Summary of activities: Nothing to report.

Activities planned but not yet completed: I will be meeting with Amanda via phone call next week to finalize

goals and expectations for this position/committee

Progress on committee’s 2015-16 goals/initiatives: Evaluate the potential of a new web system provider

o not started Assess the membership’s opinion on institutional vs. individual

membershipso not started

Evaluate the potential impact of going to one state conference as opposed to two

o not started


d) Attorney General / Ad Hoc Committee Angela Johnson / Jeff Johnston

Jeff and Angela met with AGs office. One outcome is that the AG is planning to send a letter to all high schools asking they provide high school financial aid nights by OASFAA or other college/university financial aid experts.

Additionally, the AG is interested in getting a student focused campaign for marketing financial aid. They are launching a video contest for the 200 student ambassadors that work with them. MorraLee suggested we see if the winners could be at the Spring conference…and the winner will get a scholarship.

VII. Adjournment—Jayme provided motion to adjourn, Ed seconded. Meeting adjourned.

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