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
Reviews and Audits





Federal Program Review
State Aid Program Review
Program Participation Agreement
Annual Audit
FISAP
Overview
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
Mission Statement
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.
Organization & Function
 Include a organization chart and demonstrate
relationships with other departments
 For functions:
What we do
How we do it
Assessment
 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
Satisfaction with Financial Aid Services
Undergraduate Students
Year
Good or
Better
Average
Poor
Does Not
Apply
Sample
Size
2002
43.0%
22.2%
12.1%
22.7%
605
2003
40.8%
26.1%
11.3%
21.7%
394
2004
49.7%
21.5%
8.1%
20.7%
634
2005
40.4%
21.8%
7.2%
30.6%
749
2006
48.0%
17.5%
8.2%
26.4%
248
% Change in Good or Better Satisfaction
from 2002 to 2006
11.63%
% Change in Poor Satisfaction
from 2002 to 2006
-32.23%
Financial Responsibility






Operating Budget
Institutional Aid Budget
Federal and State Grants
Campus Based Title IV Aid
Federal and Private Loans
Student Employment
WASFAA Conference 2013
Financial Aid Department Operating Budget
FY03 to FY 07
(Actual)
Financial Aid Category
2004
2005
2006
535,737
558,667
648,529
555,865
580,215
12 Student
4,147
6,111
6,136
4,121
3,116
17 Benefits
172,854
186,143
220,500
187,357
199,762
20 General Operating
82,683
67,269
81,375
78,482
60,515
30 Travel & Entertain
7,815
8,086
7,259
8,725
8,947
963,799
834,550
852,555
11 Staff
2003
60 Capital
Grand Total
2007
1,065
803,236
827,341
Unrestricted Financial Aid Budgets
FY03 to FY07
Financial Aid Applicants
Description
2003
2004
2005
2006
2007
# of Applications Processed
7,951
9,564
16,707
17,876
17,947
# of Undergraduate Aid Recipients Enrolled
2,775
3,269
3,392
3,554
3,558
# of Graduate Aid Recipients Enrolled
2,002
2,187
2,250
2,224
2,154
Percent of Total Enrollment with Aid
Percent of Total Enrollment with Aid
70.0%
60.0%
50.0%
40.0%
30.0%
% of Total UG Enrollment
% of Total Graduate Enrollment
20.0%
10.0%
0.0%
2003
2004
2005
2006
2007
Year
Description
2003
Total Enrollment - UG
Aid Recipients - UG
% of Total UG Enrollment
Total Enrollment - Graduate
Aid Recipients - Graduate
% of Total Graduate Enrollment
5,506
2,775
50.4%
4,196
2,002
47.7%
2004
5,568
3,269
58.7%
4,135
2,187
52.9%
2005
4,975
3,392
68.2%
3,299
2,250
68.2%
2006
5,248
3,544
67.5%
3,199
2,224
69.5%
2007
5,404
3,558
65.8%
3,164
2,154
68.1%
Endowed Scholarships
Endowed Scholarships
4,000,000
3,500,000
3,000,000
2,500,000
2,000,000
General
Law
1,500,000
Athletic
1,000,000
500,000
2003
2004
2005
2006
2007
Year
Endowed Scholarships
General
Athletic
Law
Total
2003
3,675,820
504,516
367,500
4,547,836
2004
2,685,811
326,249
444,650
3,456,710
2005
2,771,345
313,138
514,631
3,599,114
2006
2,988,724
389,016
504,270
3,882,010
2007
3,770,890
450,438
604,566
4,825,894
Federal and State Grants
Federal and State Grants
7,000,000
6,000,000
5,000,000
4,000,000
Cal Grants
Pell Grants
3,000,000
ACG
2,000,000
SMART
1,000,000
2003
2004
2005
2006
2007
Year
Federal and State Grants
Pell Grants
Cal Grants
ACG
SMART
Total
2005
2006
2007
3,057,783
6,105,913
2003
3,101,843
6,257,581
2004
3,143,813
6,761,236
3,109,220
6,608,535
9,163,696
9,359,424
9,905,049
9,717,755
3,072,585
6,585,827
208,180
50,000
9,916,592
Campus Based – Title IV
Campus Based Title IV
2003
2004
2005
2006
2007
FWS
FSEOG
Perkins Loan FCC
1,409,385
662,622
183,955
1,407,307
585,210
174,904
1,308,751
541,592
172,433
1,325,719
630,684
-
1,521,922
622,917
-
Total
2,072,007
1,992,517
1,850,343
1,956,403
2,144,839
Federal Loan Programs
Federal Loan Programs
Direct Stafford Loan
FFEL Stafford Loan
Fed Parent PLUS
Fed Graduate PLUS
Nursing Student Loan
Total
2003
2004
2005
2006
2007
43,269,676
47,491,684
7,236,880
10,787,647
15,053,960
35,042,785
13,541,734
15,391,854
33,552,330
16,590,088
211,900
50,718,456
349,850
58,629,181
295,250
63,933,729
47,000
65,581,272
14,739,068
32,471,540
15,643,595
6,041,938
327,780
69,223,921
Federal Direct and Stafford Loans
Default Rate
Fiscal Year
2002
2003
2004
2005
Numerator
23
23
24
29
Denominator
1661
1666
1737
2233
Rate
1.38%
1.38%
1.38%
1.30%
% Change
Learning Out come
-6.2%
The default rate has decreased since
2002, and has maintained below 1.5%
Student Earnings
Year
2003
2004
2005
2006
2007
Total Earnings
$
$
$
$
$
5,437,788
5,746,123
5,577,445
5,789,470
6,226,469
FWS Earnings
$
$
$
$
$
1,897,089
2,036,549
1,516,707
1,512,643
2,156,128
Federal Share
$
$
$
$
$
1,369,045
1,446,791
1,076,775
1,066,766
1,486,390
% of FWS Earnings from
Total Earnings
34.9%
35.4%
27.2%
26.1%
34.6%
Federal Share vs FWS Earnings
Year
2003
2004
2005
2006
2007
FWS Earnings
$
$
$
$
$
1,897,089
2,036,549
1,516,707
1,512,643
2,156,128
Federal Share
$
$
$
$
$
1,369,045
1,446,791
1,076,775
1,066,766
1,486,390
% Federal Share from FWS Earnings
72.2%
71.0%
71.0%
70.5%
68.9%
Goals and Objectives






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
Appendices






PPA Approval Letter
Program Compliance Review Approval Letter
FISAP
A133 Audit
Peer Visitor Reports
Additional charts and tables
Executive Summary
A summary of the audit and review outcomes
A summary of the outside reviewer reports
A timeline for addressing the reviewer’s
recommendations
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!
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
$$$$$$?