LOS ANGELES HARBOR COLLEGE
2004 – 2006 STUDENT SERVICES PROGRAM REVIEW
DEPARTMENT:
Financial Aid
DEPARTMENT HEAD:
Sheila Millman
PART I: MISSION
1. Describe the department/program function and purpose.
Provide financial assistance to students by administering federal, state and institutional aid
programs. Eligible students receive grants, work-study and/or loans to help with educational
expenses. Veterans benefits for eligible students are processed. The office maintains a current
database of local scholarships and students receive assistance in applying.
2.
Previous goals and objectives.
2.1 List the department goals, objectives and activities for the last academic year. Discuss
the attainment level of activity implementation and its relationship to meeting student
or program need by ranking the activity implementation as needs met, needs unmet, or
needs partially met. Briefly explain why an activity was unmet or only partially met.
Goal: To maintain compliance with college, district, state and federal regulations relating to
student financial assistance and to maximize efficiency in support of students receiving financial
aid.
Objective: Move towards paperless office to improve efficiency
Person Responsible: Financial Aid Manager
Timeline:
Complete
‫ٱ‬
Incomplete
X On-going
Activities for Attainment of Objective: Purchased document imaging system, trained staff,
revised procedures and imaging all files for 2003-04
Student Learning Outcomes or Service Area Learning Outcomes:
Students will become aware of the technology that is part of a ‘paperless’ system and will find
that using more sophisticated methods of interacting with the Financial Aide Office will improve
the processing time for their aid.
Degree of Goal & Objective Attainment:
All of 2003-04 and 2004-05 files are imaged. We have established a good working system to
ensure that all current year files are imaged after files are packaged. When new items are added
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to a file, those documents are imaged. We work with paper for the first few weeks and then
move to imaged documents. It is working well and we will decide at some future time if we
wish to remove paper altogether. We may choose to remain with the current efficient system for
some time.
Goal: To maintain compliance with college, district, state and federal regulations relating to
student financial assistance and to maximize efficiency in support of students receiving financial
aid.
Objective: Increase staff by hiring a new Accounting position to assist Accountant
Person Responsible: Financial Aid Manager
Timeline:
X Complete
‫ٱ‬
Incomplete
‫ ٱ‬On-going
Activities for Attainment of Objective:
Hire Accounting Assistant
Student Learning Outcomes or Service Area Learning Outcomes:
Students will have the following learning outcomes as a result of participating in activities linked
to this objective:
The new Accounting Assistant works extensively with student overpayments. Students have
been able to demonstrate their ability to understand the complex calculations related to financial
aid overpayments. They will be able to apply their experience to ensure they don’t owe funds in
the future.
Degree of Goal & Objective Attainment:
Position is filled
Goal: To increase retention, graduation, transfer and success rate of students receiving financial
aid
Objective: Automate book voucher system so that students who have applied late and whose aid
is not processed when classes begin can be given a voucher to buy books.
Person Responsible: Financial Aid Manager
Timeline:
‫ ٱ‬Complete ‫ٱ‬
Incomplete
X On-going
Activities for Attainment of Objective:
Create DEC screens that will print book vouchers and allow entry of invoice amounts that will be
deducted from student’s future financial aid payments
Student Learning Outcomes or Service Area Learning Outcomes:
Students will have the following learning outcomes as a result of participating in activities linked
to this objective:
Students will apply this experience and learn that completing their financial aid application
earlier will get them cash instead of a voucher..
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Degree of Goal & Objective Attainment:
We provide over 100 book vouchers each semester to students who apply late or whose check is
delayed. Those funds are later deducted from their grant or loan checks when they are printed. It
is working very well. Staff is delighted to be able to help in this way.
2.2 Discuss in detail the barriers to completing the above goals.
The above goals have been achieved. All 2003-04 files are imaged and most 2004-05 files are
imaged. We have begun imaging of packaged 2005-06 files. We will continue to integrate using
imaged files into our procedures. Imaging is working well. Our Accounting Assistant began
January 2004 and has proven to be a great asset. The book voucher system is also working well
and has allowed us to provide a book voucher for students within a week of a new application.
Money spent is later deducted from financial aid checks automatically.
3.
Recent college and state developments.
3.1 List recent college and state developments which significantly impact the unit’s
ability to provide services to students.
Increase of enrollment fee to $26
All California Community Colleges were given a major increase in the administrative allowance
to run the BFAP(fee waiver) program. The funds are intended to enable the Financial Aid Office
to advertise the availability of funding to prospective and current students as well as increase
office staffing and technology to be better able to handle the increase in students needing aid.
3.2 Describe the positive and negative impacts of these developments on the unit.
Because fees have increased, more students have applied for aid.
With the BFAP funding we purchased the document imaging system and added the Accounting
Assistant. We also marketed more effectively and increased the number of students we are
serving even while enrollment is declining. Because of the increase in student applications, we
need further increase in staff to keep up.
4. Describe the unit’s active participation in the college’s mission.
The unit supports the college mission by funding students’ financial need with the purpose of
enabling their success. Staff members are active in campus committees and are involved in
contributing to the college community through their participation.
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PART II: NEED
1.
1
1
3
1
1
1
6
Describe Current and Needed Staffing
1.1 List the number of full-time (filled & unfilled positions) and part-time faculty, fulltime (filled and unfilled positions) and part-time classified staff, unclassified
(student workers) and managers in the program/department.
Financial Aid Manager
Financial Aid Supervisor
Financial Aid Technicians
Financial Aid Assistant
Accountant
Accounting Assistant
unclassified student workers
1.2 Identify the ratio of students to faculty/staff.
4,600 unduplicated students receiving fee waiver / 8 full-time staff
1.3 Faculty, staff and student survey results and their significance to the program.
Detailed report pending: the full report will be an addendum to this Program Review Document.
1.4 Do you have any additional staffing needs? Please explain.
Priority one – additional Financial Aid Assistant to work the counter
2. Describe the impact of the program’s service offerings on other departments.
Students who receive their financial aid in a timely manner will be more successful. It is very
clear that if the office is able to process student applications quickly and process payments to
more eligible students early in the semester, they are more likely to stay in school and complete
their classes successfully. This also involves getting the word out to students about the
importance of applying early.
3.
Course Outline and Syllabi (where applicable)
Review all course outlines and syllabi to ensure currency (no more than 1 year old) and
relevance. Updated outlines must be approved by the campus Curriculum Committee.
N/A
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4.
Is the program information for the department consistent, current, accurate and accessible?
DEC MIS
Schedule of Classes
Catalog
Brochures
Website
X Consistent
X Consistent
X Consistent
X Consistent
X Consistent
X
X
X
X
X
Current
Current
Current
Current
Current
X Accurate
X Accurate
X Accurate
X Accurate
X Accurate
X
X
X
X
X
Accessible
Accessible
Accessible
Accessible
Accessible
PART III: QUALITY
1. Improvement of Student Learning Outcomes and Delivery of Student Services (address all
applicable topics):
1.1 Departmental and individual activities toward improving services and contributing to
professional community. (List participation in staff development, conference
attendance/participation, and academic preparation/training during the past 5 years).
Department Head: Manager attends monthly CCCSFAAA regional meetings and monthly
meetings of LACCD financial aid Managers. She attends the annual Electronic Access
Conference and Spring Conference sponsored by the Department of Education.
Other Faculty/Staff Activities and Involvements:
All regular staff attend annual training by Central Financial Aid Unit in District computer
systems. One or two staff members in addition to the Manager attend the annual Electronic
Access Conference put on by Department of Education. All regular staff attend the CCCSFAAA
annual conference. Those involved in administering Veterans benefits go to annual training put
on by the VA. We take advantage of workshops presented by CSAC on Cal Grants, CASFAA
and CCCSFAAA workshops on a variety of issue and workshops presented by any entity that we
can use. Training is essential and the rules are constantly changing.
1.1.1. Describe how these activities have enriched and been implemented into the
department’s services and have resulted in campus, district or state enrichment.
It is essential to stay current on the rules and regulations governing all the programs we
administer. Workshops and conferences are the best way to do that and we take advantage of
applicable training to ensure that all programs are run adhering to regulations.
1.2. Students typically served by the department/program.
Student Count:4,942 (2004-05)
Data Element
Category/Percentage
Ethnic Breakdown
African American
24.5%
Asian
4.8%
Filipino
6.5%
Hispanic
43.3%
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Other Non-White
Pacific Islander
Unknown
White Non-Hispanic
Other:
.6%
2.1%
5.0%
12.9%
1.2.1. Describe how the unit addresses the multicultural/diverse student body and
disabled populations in the curriculum and/or services.
LAHC is extremely diverse and the financial aid population reflects that diversity. Our staff is
diverse and we have a great deal of experience in working effectively with a diverse student
body. There are always staff members available that can speak Spanish. If we need translators
for other languages, we will make the effort to find someone on staff in the college who can help
us help the student. Our facility is accessible to students with physical disabilities. Our staff
receives regular training in dealing with a diverse population.
1.3. Describe active participation of flexible and alternative delivery systems (i.e., online
applications/regulation, distance learning, web-based counseling):
We communicate by email with students who provide an email address. Our forms are available
for download from our website. We developed an online course in money management.
1.4. Describe any outside classroom learning experiences for students (field trips, field
work, community service, etc.):
We host an annual “Cash for College” Saturday for the community which brought over 200
students and families to campus for instruction in the financial aid process as well as immediate
help in using our computer lab to apply online. We offer workshops on local high school
campuses covering the financial aid application process for students and families. Staff has
participated in community programs on Spanish language television offering answers to
financial aid issues to viewers who call in. We hosted “Feast for your Future” in May offering
assistance and instruction to the community along with a meal prepared by our Culinary Arts
students.
1.5. List the results of the most current student satisfaction survey on your program:
Detailed report pending: the full report will be an addendum to this Program Review Document.
2. Supportive Working Environment
2.1. Describe the involvement/inclusion of part-time faculty in departmental and college
activities:
Not applicable
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2.2. Describe the involvement/inclusion of departmental classified staff (if any) in
departmental and college activities.
Several financial aid staff members are involved in a variety of campus committees.
One is the Harbor representative on Budget Committee and JLBM District Committee
Another is the classified representative on College Planning Council.
The Financial Aid Manager chairs the Scholarship Committee.
2.3. Describe intra- and inter-departmental activities and collaborations between faculty and
staff:
Faculty sit on our Scholarship Committee every year to rate scholarship applications for LAHC
scholarships and help award scholarships to eligible students.
Faculty have responded to our plea to be more timely about grade submissions and reporting of
student drops because we explained the ramifications of late reporting for financial aid
recipients.
2.4. Describe the methods used to promote respect for diversity and tolerance of differences
among faculty, staff and students.
Staff have attended workshops dealing with respecting diversity and tolerating differences
among the populations we regularly deal with. We work very hard at being a friendly and
welcoming place to all.
2.5. Describe the department’s efforts to increase communication and collaboration between
student services and instruction.
We use email and flyers when we need help with deadlines, understanding new procedures and
promoting cooperation from faculty and administration. If the issue is complex, we will present
at Department or Senate meetings to explain in detail.
2.6. List the results of the current student survey regarding the department staff’s
availability and helpfulness.
Detailed report pending: the full report will be an addendum to this Program Review Document
3. Facilities Renewal
3.1. Adequacy and accessibility of departmental facilities with respect to size, layout and
location.
Our current facilities are acceptable if not ideal. Being close to Admissions and the Cashiers
office is very good. Allocation of space for each staff member is adequate, but could be better,
especially for staff who regularly work with students at their desks.
3.2. Current condition of departmental facilities.
Adequate if not ideal. We have no air conditioning.
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3.3. Identify any safety or hazardous conditions in your departmental facilities.
3.4. Describe recent significant facility changes and their effect on departmental operations,
if applicable.
Our small student computer lab is getting more use. We updated the computers – they are faster
and the flat screen monitors take up less space and are more attractive and inviting. It is
important to get students applying online and we can help them if they use the facilities in our
office. We also use the student computers for those students who are getting loans to process
their electronic promissory notes.
We have placed a sign in the hallway identifying the “Financial Aid Computer Lab” to help
increase its use..
3.5. Identify proposed modifications to facilities (within the next 5 years) and rationale for
those changes.
We will be moving to our new building funded by Prop A/AA when it is completed.
3.6. List the results of the student survey on the condition of the facilities.
Detailed report pending: the full report will be an addendum to this Program Review Document
4.
Technology
4.1. Departmental utilization of technology (i.e., computers, equipment, etc.) in the delivery
of instruction, in or outside of the classroom, and/or services in the department.
4.1.1. Types of technology used and where (i.e., labs, classroom, and offices).
All staff have recent and powerful computers that can run our complex systems. We all have flat
screen monitors that free up desk space and enable better viewing of imaged files.
We correspond with our students by email when possible – it is faster and cheaper.
We are continually expanding the use of our imaging system which has eliminated the time
consuming search for old files.
4.1.2. Numbers of faculty, staff, and student users.
All regular staff have their own computer, part-time staff have access to computers. There are 3
computers available for student use
4.1.3. Provision of staff training in technology applications.
Central Financial Aid Unit at our District provides annual workshop in District applications.
Conferences provide updates on other applications in use. Staff is required to attend regular
training.
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4.1.4. Appropriateness of technology to departmental mission/function.
We make good use of up to date technology and will continue to improve
4.1.5. Accessibility of computer workstations, hardware and software for individuals
with disabilities.
Students with disabilities have access to computer hardware and software in the High Tech
Center.
4.2. Describe proposed technology-based instructional and services delivery in your
department/program, both hardware and software.
We plan to develop forms that can be completed, transmitted and stored on the computer. We
are moving to eliminate most paper. We are developing a marketing CD that will contain both
comprehensive financial aid information as well as general college information.
4.2.1. Identify required employee training to meet these plans.
We are moving from reviewing paper files to imaged files .This will involve allowing time for
staff to adjust to the change while ensuring that we continue to be efficient and accessible to
students.
4.2.2. Describe the campus upgrades required to achieve these plans.
Imaging system already exists. We still need to upgrade to digital forms. We are awaiting a
District method for electronic signatures.
4.3. List the results of the student survey on the quality and condition of department
technology (if students use department technology).
Detailed report pending: the full report will be an addendum to this Program Review Document
5. Equipment & Supplies
5.1. Current condition of the department’s major equipment inventory.
Equipment is in good repair.
5.2. Need and rationale for any major new equipment (a cost must be included):
Nothing out of the ordinary is currently needed.
5.3. Need and rationale for any new supplies (a cost must be included):
Nothing out of the ordinary is currently needed.
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5.4. List the results of the student survey on the department equipment (if students use
department equipment)
Detailed report pending: the full report will be an addendum to this Program Review Document
5.5. Describe any equipment/supply deficits (financial, A & I, etc.) hindering the
functioning of the department.
Lack of air conditioning makes summer a challenge.
6. External Funding Sources
6.1. List and describe any state/federal grants received (i.e., TRIO, VTEA, Block Grant,
PFE)
N/A
6.1.1. Describe the amount awarded and items purchased.
6.2. List and describe any private-sector grants and donations received (i.e., Advisory Board
members):
N/A
6.2.1. Describe the amount awarded and items purchased.
7. Community Interaction
7.1. List any current or proposed community outreach programs.
Financial Aid workshops at local high schools
Cash for College
Postcard mailings
Feast for your Future
CD distribution
7.1.1. Describe these programs.
We conduct financial aid workshops at local high schools. We host a “Cash for College”
Saturday in January offering assistance and instruction to the community. We have mailed
postcards to local high school students encouraging them to apply for financial aid early. We
send postcards to every student who lists our college on their application and who is eligible for
a fee waiver to inform them of their fee waiver eligibility. We host a “Feast for your Future”
program that offers a dinner prepared by our Culinary Arts students to encourage participation in
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the financial aid workshop. We will continue to explore the best method of distributing the
marketing CD.
7.2. List any current or proposed industry and school partnerships.
N/A
7.2.1. Describe these partnerships.
PART IV: FEASIBILITY
1.
2.
3.
Current Department Budget (2004-2005)
1000
2000
3000
4000
5000
6000
TOTAL
11,056
451,688
149,804
44,701
98,088
23,771
779,108
Proposed Department Budget for the next fiscal Year
(budget should remain stable with little increase)
1000
2000
3000
4000
5000
6000
TOTAL
000001
506250
168750
30,000
68,000
7,000
780000
Rationale and justification for any augmentations, including staffing increases.
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PART V: COMPLIANCE
1. List any current program-specific compliance requirements (if any), with state and/or
national agencies, and any other outside agencies.
We must comply with federal Title IV regulations and those governing state funding.
2. Describe the unit’s method or plans of complying with state and federal mandates and Title
V regulations.
We make sure we are current on the regulations and make adjustments to keep in compliance.
PART VI: FIVE-YEAR PLAN
List measurable departmental goals and objectives for the next 5 years (based on the College’s
mission statement and strategic plan), and the unit’s plan for completing these goals and
objectives. Include proposed timelines, budget, if needed, and persons responsible.
Goal To provide a positive and respectful environment that fosters educational and personal
achievement
Objective Improve processing time for financial
Budget:
aid files
Person Responsible: Financial Aid Manager
Timeline: 2005-06
Goal To provide a positive and respectful environment that fosters educational and personal
achievement
Objective Create digital forms that students can
Budget:
complete online
Person Responsible: Financial Aid Manager
Timeline: 2006-07
Goal To provide a positive and respectful environment that fosters educational and personal
achievement
Budget:
Objective
Move to some wireless functionality so we can
Person Responsible: Financial Aid Manager
help students outside of the office.
Timeline: 2006-07
Goal To maintain compliance with college, district, state and federal regulations relating to
student financial assistance and to maximize efficiency in support of students receiving financial
aid.
Budget:
Objective
Continue movement towards a paperless office to Person Responsible: Financial Aid Manager
improve efficiency
Timeline: ongoing
Goal To provide a positive and respectful environment that fosters educational and personal
achievement
Objective Add tax return preparation help to our
Budget:
on-campus financial aid workshop to provide a
Person Responsible: Financial Aid Manager
full-service experience from tax return to
Timeline: 2007-08
financial aid application in one sitting.
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Goal To maintain compliance with college, district, state and federal regulations relating to
student financial assistance and to maximize efficiency in support of students receiving financial
aid.
Objective Increase staff by two – one Assistant,
Budget:$100,000
one Technician so that we can support increased
Person Responsible: Sheila Millman
office hours.
Timeline: 2009-10
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