Program Review – Financial Aid Office
College of the Desert
Criterion 1: Importance to College of the Desert (COD)
1.1a The Financial Aid Office is of great importance to College of the Desert as it provides financial assistance and access to higher education for approximately 40% of the students attending the college. The office helps students pursue their educational plans and objectives by promoting the awareness and availability of financial aid and the eligibility requirements to receive it. Financial aid exists in order to provide eligible students much needed financial assistance which then helps COD with its student retention efforts.
The purpose of the program is to provide financial aid to those students who need help paying for educationally related expenses including enrollment fees, textbooks, transportation, and living expenses such as rent, utilities and food. The office manages both the federal and state financial aid programs which consist of grants, scholarships, work-study and student loans. The staff assigned to the Financial Aid Office assists students with the entire financial aid process (application through disbursement) and determines eligibility based on a complex set of regulations, policies, and procedures established by the U.S. Dept. of Education, the State of California and the College.
The Financial Aid Office accomplishes the mission and goals of COD by helping students pay the educational expenses to attend the college and acquire an education.
1.1b Purpose changed – While the purpose of the Financial Aid Office has not changed, there are always “changes” being made within the office in order to remain in compliance with all the on- going, newly passed legislation and regulations.
1.1c Future changes – As College of the Desert expands to locations in the East and West parts of the Coachella Valley and student enrollment continues to grow, the purpose of the program will not change, but there will be an increase of the demand for services on the program.
1.2 Most important goals:
· Increase financial aid awareness among the students and local community
· Provide accurate information about financial aid
· Provide quality customer service
· Maintain compliance with both Federal and State laws
· Provide a successful student employment (Federal Work-Study and Alumni) program
· Provide scholarship opportunities to COD students
· Address loan indebtedness issues with students in order to keep the borrowing of student loans to a minimum
1.3 Key functions:
· Disbursing financial aid in a timely manner
· Providing federal and state financial aid information to prospective and current students
· Accurate processing of financial aid and adherence to the laws and regulations that govern student financial assistance
· Monitoring and keeping abreast of all the regulatory changes that affect financial aid
Criterion 2: External/internal Demand
2.1 Key Users:
· Prospective/future students
· Currently enrolled students
· Parents
· Campus community and student services departments
2.2 The demand for this program would be measured as high; without it, prospective and currently enrolled students would not be able to receive financial aid to help them pay for their college expenses and they would not be able to complete their educational goals.
2.3 Changes in demand:
· Increases in the number of applicants and productivity
· Increases in accountability and need for accuracy
· Ongoing complex changes in laws affecting financial aid
· Unstable student loan industry forced the Financial Aid Office to seek alternative funding means for students
2.4 Future changes in demand:
The program will most likely continue to increase in the number of applications and financial aid files being processed as the student population continues to grow. Each year, as college costs continue to rise, more students apply for financial assistance. In addition, as the economy continues to decline and unemployment increases, it is expected that more people will return to college either to receive more education or to obtain new skills in order to find employment. With this increase in the number of individuals going back to school, comes a greater demand on the Financial Aid Office and its services.
2.5 Financial Aid Office interaction with other campus offices/departments:
· Business Services/Payroll – the primary interaction with this department focuses on the disbursement and reconciliation of all of the financial aid funds; student worker payroll and payment of enrollment fees.
· Admissions & Records – the primary interaction with this office is to work together to make sure that students that apply for admissions and enroll in classes have a means with which to afford and pay for those classes; transcript evaluations; and the posting of grades.
· EOPS/CARE/TRIO – since all of these departments assist students who should also be receiving some form of financial aid, the departments work closely together to ensure that the students receive the assistance awarded to them.
· Counseling/Transfer Center – this area is very important as the Financial Aid Office relies heavily on the completion of Student Educational Plans by the counselors and assists students in determining which classes students need to take so that the students do not run out of financial aid eligibility. Together, the departments help students make a smooth transition if they are planning to transfer to another institution of higher education.
· Academic Skills Center – the primary interaction with this department focuses on the students taking the placement tests and passing the ATB exam. The Financial Aid Office also recommends tutoring when students are not acquiring good grades.
· Foundation Office – the primary interaction with this office is the funding of the internal scholarships offered at COD.
Criterion 3: Quality
3.1 Quality measurement – internal, state and federal audits; staying in compliance with the laws and regulations governing financial aid. Student satisfaction and receiving positive feedback or not receiving negative comments about the Financial Aid Office.
3.2 Meeting benchmarks – there have not been any findings in administering financial aid by the district auditor or government agencies in recent years. Student complaints have been lowered during the past four years.
3.3 Measured by whom and how – by the students based on the services offered, number of applications, and number of financial aid awards funded and disbursed. Since the 2004-2005 school year, the awards, services to students and the number of students served have all increased each year.
3.4 Program accomplishments (last 2 years)
1) Unduplicated headcount [these students received at least one form of financial aid and constitute over 40% of the total student enrollment at COD]:
04-05: 05-06: 06-07:
4067 4618 4725
2) Total number of students serviced and/or awarded funds by the Financial Aid Office:
04-05: 05-06: 06-07:
8420 8998 9202
3) No audit findings.
4) Implemented an automated processing system for both scholarships and student employment.
5) Developed a student-friendly desk top image for the Financial Aid Office’s student computer workstations to make it easier and more attractive for the students to apply and learn about financial aid.
6) Enhanced and expanded the Financial Aid Office’s website to make it user-friendly and to better assist students by creating links to various resources and offering tutorials/presentations regarding financial information.
Criterion 4: Cost Effectiveness
4.1a The cost effectiveness of the Financial Aid Office is measured by the numbers of students applying for and receiving financial aid at the college. It is especially cost effective as the funds students receive pays for the enrollment fees and assists out-of-state students pay for tuition. During the annual processing of student aid, little, if any, overtime monies were used by the Financial Aid Office.
No fines or penalties were assessed during the last three years for any audit findings as the Financial Aid Office had no findings at all.
4.1b The program has measured very well against these benchmarks. With the small exception of some overtime needed during peak periods, all benchmarks have been met.
4.2 The Financial Aid Office has usually operated with a smaller staff as compared to other community colleges with a similar size student population. Therefore, the number of staff members in relation to the number of students being served by the office is as minimal as it could be in order to get the job done.
As mentioned earlier, the office has automated various programs to help increase the speed with which it can operate; i.e., the student employment process and scholarships. The office consistently reviews both the regulations and internal processes to determine where it can minimize efforts and increase turnaround, yet still remain in compliance with the laws. Additionally, the office continually seeks new ideas in order to enhance our procedures and make the program more efficient.
4.3 At the end of this report is an organizational chart with every employee of the program identified by name and title - - the primary functions for each title are listed below:
Director of Financial Aid:
§ Manage and oversee the day-to-day operations of the Financial Aid Office. Administer various federal and state financial aid programs such as Pell Grant, scholarship program, campus-based programs (SEOG and FWS) and loan programs.
§ Assure compliance with state, federal and institutional policies, regulations, guidelines and laws. Receive and process requests for financial aid; review satisfactory academic progress requirements and determine eligibility of students according to established guidelines and regulations. Resolve difficult or complex issues relating to financial aid applications and disbursement.
§ Ensure that timelines and deadlines are met and necessary processes and procedures are completed. Organize multiple projects efficiently and effectively and carry out required project details throughout the year.
§ Train, supervise and evaluate the performance of assigned staff; interview and select employees and recommend transfers, terminations and disciplinary actions.
Senior Financial Aid Specialist:
§ Analyze, process and award and package requests for financial aid in accordance with established state, federal and institutional policies, guidelines, laws and regulations.
§ Provide information and outreach activities regarding financial aid programs and answer questions from students, staff, and general public regarding financial assistance and the process of receiving financial aid; meet with students to discuss programs and review applications; and conduct workshops as assigned.
§ Resolve problems and provide resolutions regarding the application process and the disbursement of financial aid.
§ Enter data and maintain computer records relating to all of the financial aid programs.
Financial Aid Specialist:
§ Provide front counter assistance for the Financial Aid Office, greeting visitors and answering the telephone; provide information and outreach activities regarding financial aid and related programs to students and staff; assist in the proper and accurate completion of forms.
§ Maintain a variety of files, records and reports; research student financial aid files; initiate new files; and catalog information in computer systems.
§ Issue Board of Governor's Fee Waivers; prepare award letters and other correspondence as assigned. Distribute award letters and various mailings to the financial aid students.
§ Assist with a variety of clerical duties in support of the Financial Aid Office. Work with scholarships and student loan checks.
4.4 Cost Effectiveness:
While the Financial Aid Office is not considered revenue-generating, it does provide the financial assistance for students to be able to pay for their college costs, including enrollment fees and tuition. Last year, the BOG Fee Waiver program supported fees in the amount of $1,531,558.
Revenues and other Resources Generated:
o If the program generates revenues, such as student fees, outside contracts, grants, gifts, ticket sales, or other miscellaneous income, list each source and the $ amount received from each during the year.
N/A
o If grant funds or restricted dollars are partially supporting the program’s operations, identify both the revenues and costs associated with the grant or restricted funds regard the grant or restricted term and the possibility of renewal upon termination.
Board Financial Assistance Program (BFAP – categorical funding)
$ 272,540
Expenses:
o Salary dollars devoted to the program…
§ List all employees of the program (both full-time and part-time; include any vacant but budgeted positions) and their salary - if employee time is split between several programs, allocate salary according to % of time used by each program:
District:
John Loera (50%) $ 61,801
Heidi Granger 110,073
Joanie Peters 60,816
Gail Booth 60,576
Joy Dellarso 46,944
Diedre Sharpe 43,314
BFAP:
Khanh Hoang (20%) $ 23,600
Gloria Hernandez 49,296
NadiaBecerra 33,365
Vacant 40,556
Vacant 40,556
§ What is the cost of temporary help, independent contractors, etc.?
N/A
§ How many student employee hours are used by the program each year? 1,620 hours
§ What is the cost? Approximately $ 14,000
o Non-personnel operating budget:
§ Supplies; travel; printing; postage; other:
District:
Supplies $ 2600
National association dues 1678
[Copying 1560]
BFAP:
Supplies $ 1800
Postage 3100
Training/Travel 7490
o Anticipated Equipment Purchases:
§ List any equipment purchases (in excess of $1,500) that will be necessary in the next 2 to 3 years for the program.
There are not any anticipated equipment purchases planned for the next two years.
Criterion 5: Opportunity Analysis
5.1 Four years ago, the Financial Aid Office was intensely evaluated in order to determine how it could do more with less and to determine what could be automated, eliminated or moved to another area. At that time, it was determined that the majority of the functions being handled by the Financial Aid Office, with the exception of a few tasks, should truly be handled by the office. A couple of items regarding the disbursement of financial aid were “moved” into the Business Services Office.
At that same time, the Datatel computer system was fairly new to the Campus. The office has automated as much as it can keeping in mind that the college is using Datatel in vanilla and cannot make a lot of modifications to the system. Since most of the academic transcripts and records have now been “cleaned”; this summer, the office is hoping to have a Datatel consultant come to campus to help us automate all of the processes for “Satisfactory Academic Progress” as the campus was never provided with this training when it had its initial Datatel orientations. Assuming the consultant is approved and the new parameters are established, this change will eliminate many calculations that the financial aid staff are presently performing by hand.