Program Review — Proposal for New Initiatives
Discipline:
Division or Area to Which You Report:
Name of Person Completing this Form:
Date:
2
Financial Aid Office
Student Services
Kathryn Linzmeyer
4/18/11
Audience:
Purpose:
Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee
A “New Initiative” is a new project or expansion of a current project that supports college goals. The project will require the
support of additional and/or outside funding. The information you provide will facilitate and focus the research and development
process for finding outside funding.
Instructions: Please fill in the following information.
Educational Master Plan and/or Strategic Plan Goal/Objective Addressed:
Goal A: Awareness & Access – Build awareness of Chabot’s academic excellence, and ensure access to education for all who seek it.
A4 – Find multiple ways to deliver instruction and services for all.
a. Increase online student self-services
Goal B: Student Success – Provide high-quality programs and services so all students can reach their educational and career goals.
B3 – Support programs and initiatives that increased the success for all students in our diverse community.
e. Develop alternative delivery methods of financial aid services
Goal D: Vision, Leadership & Innovation – be an educational leader by continuously supporting and improving learning in our diverse institution.
D5 – provide safe, security and up-to-date facilities and technology
c.
Implement technology initiatives and
d. improve electronic communication systems to disseminate important information quickly
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Project Description:
(From Program Review Summary) In order to combat the monumental increased workload as more students apply for financial aid, and the state
and federal financial aid regulations continually change, the Financial Aid Office had determined our next course of action had to be the expansion
of the self-service options to students in order to successfully complete their financial aid application and verification processes electronically,
automate the awarding process, and reduce the need for manual intervention and lengthy student lines. This would have been in addition to the
implementation of the BDMS document management software.
The following projects have been in our strategic plans ( See 2009-11 Program Review) for finding efficiency and effectiveness through
technology in helping to manage our workload, due to increased volume of applicants and multiple and continual changes in state/federal
regulations. (LPC is also affected as Systems Coordinator provides initial setup and testing for all system upgrades and technology enhancements
for both campuses.)
1. Self Service enhancements
a. to move more student activity online, rather than inline
2. Automated awarding of simple files
a. Create process w/in Banner to review for common errors or red flags, then award eligible files without manual intervention
3. BDMS document management
Due to limitations on college and district resources, this planned project is being put on hold, contingent upon appropriate staffing resources. Our
objectives to meet goal D5 are drastically curtailed due to the loss of the Financial Aid Systems Coordinator, however we leave them in Program
Review as they remain our goals. We firmly believe that investment of staffing to implement this project will provide long term structural
improvements for the college/district financial aid programs.
Project Objective:

To increase the use of technology and automation for accurate and timely financial aid awards to eligible students

To reduce the amount of manual review and labor with automation of repetitious actions

To work smarter, not harder

To get students “out of line” to go online
Expected Project Outcome:
Final version would see students able to complete bulk of financial aid verification process online, using web-based product to submit required
documentation to be analyzed and confirmed with combination of Banner/system and staff. Approximately 30% of students would not have to
submit anything other than confirmation questions online, to be automatically awarded without necessity of physically coming into the office. This
process would free up hours of staff time each week, to be used with students who require more assistance and manual review, and close the
ongoing digital divide still prevalent at the College.
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Activity Plan to Accomplish the Objective:
ACTIVITY
NO.
ACTIVITY (simple description)
PERSON(S)
RESPONSIBLE
01
Implement Student Self Service module for non-verified files.
Systems Coordinator
02
Implementation of BDMS document imaging, phase I
Systems Coordinator
03
05
Students submit documentation which is scanned by staff into document
imaging system after process for paperless storage
Implementation of BDMS document imaging, phase II
-
04
TIMELINE (OR
TARGET
COMPLETION DATE)
All objectives contingent upon reinstated Systems
Coordinator; project as originally designed would
extend in phases from Fall 2011 – Spring 2013
Systems Coordinator
Staffing would refer to scanned product to complete verification process, rather
than utilizing paper documents
Implementation of BDMS document imaging, phase III
Systems Coordinator
-
Student complete fillable PDF verification forms which would be submitted
directly into BDMS system, eliminating the manual scanning step
-
Verification of some electronically submitted data matched w/ existing data in
system
Implementation of BDMS document imaging, phase IV
Systems Coordinator
-
Web based completed verification matched with application data for more
automated verification process
-
Automatic awarding for files with no discrepancies
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Estimated Resource Requirements:
ACTIVITY BUDGET CATEGORY AND
NO.
ACCOUNT NUMBER
Personnel (salary and benefits
01
classified personnel).*
DESCRIPTION
COST
Financial Aid Systems Coordinator
$59260 salary
(This is not a new position, but reinstatement of essential position that
currently exists in the organizational chart.)
$25000 estimated
benefits
Supplies
0
Other
0
Total
$84260 estimated
Proposed personnel workload may be covered by:
New Hires Reinstatement Hire:
Classified staff # of positions
1
Reassigning existing employee(s) to the project; employee(s)' current workload will be:
Covered by overload or part-time employee(s)
Covered by hiring temporary replacement(s)
Other, explain
At the end of the project period, the proposed project will:
Be completed (onetime only effort)
Require additional funding to continue and/or institutionalize the project (obtained by/from):
Will the proposed project require facility modifications, additional space, or program relocation?
No
Yes, explain:
Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements?
No
Yes, explain:
Do you know of any grant funding sources that would meet the needs of the proposed project?
No
Yes, list potential funding sources:
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Unit Plan: Classified Staffing Request(s) including Student Assistants [Acct. Category 2000]
Unit:
3
Financial Aid Office
Division or Area to Which You Report: Student Services
Author(s) of this Unit Plan:
Kathryn Linzmeyer
Date:
4/18/11
Audience:
Purpose:
Instructions:
Administrative Staff
Providing explanation and justification for new and replacement positions for full-time and part-time regular (permanent)
classified professional positions (New, augmented and replacement positions) AND student assistants (tutors, learning
assistants, lab assistants, supplemental instruction, etc.).
Please justify the need for your request. Be sure to include reference to Goals/Objectives from Part II, and Strategic Planning
Priorities. Please cite any evidence or data to support your request. If this position is categorically funded, include and
designate the funding source of new categorically-funded position where continuation is contingent upon
available funding.
Justifications should include rationale for requesting the position. Rationale should include specific reference to, where necessary and appropriate.
[Reminder, student assistants are not to replace Classified Professional staff.] Please list staffing request(s) on your Resource Request
spreadsheet.







Data from student learning and service area outcomes
Connection to program review
Relationship to institutional priorities
Impact on enrollment and revenue
Safety
Mandates
Workload distribution (impact on other’s work)
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3a – Financial Aid Systems Coordinator
1. Rationale for your proposal. Please include the rationale from your program review and unit plan. Rationale should include things such as
student learning and service area data and outcomes, difficulty in serving students, health and safety concerns and/or any other information
that speaks to the criteria listed previously.
On 3/8/2011, the position of Financial Aid Systems Coordinator was slated for elimination from the organizational chart of the office and college
through lay off. This position is essential to the delivery of accurate, compliant and timely financial aid to students at the college/district. Per the
Classified Contract, a lay off may be due to lack of work, or lack of funds. The elimination cannot be attributed to lack of work, therefore if lack of
funds can be addressed, this integral position could be reinstated. The Financial Aid Office requests the reinstatement of the Financial
Aid Systems Coordinator position as first and most urgent priority.
Over the past several years, our workload has risen dramatically (see CLPCCD Board Presentation 2/1/2011), as more students apply for financial
aid, more regulations are imposed, and more demands placed upon our office. The only way that we have been able, year after year, to
overcome these increases and changes and demands has been the strategic planning by the Director of Financial Aid, and the implementation of
the Financial Aid Systems Coordinator, of improved technology and efficiency.



The Financial Aid Systems Coordinator is an advanced technical position that applies knowledge of federal, state and institutional financial
aid regulations and policies to implement, maintain, and improve computer systems and processes within the financial aid operation.
This position knows Banner Financial Aid intimately, including the nuances that ensure staff is able to provide accurate and timely services
to our students. It is known by ITS as the “super user”, as the primary user of the system. As Financial Aid Director determines policies
and procedures, the Systems Coordinator position translates federal and state financial aid regulations into Banner.
From Job Description: Position identifies system or procedural problems and initiates appropriate response; heavy problem solving and
multi-tasking, analyzing situations accurately and adopting an effective course of action; lead for complex problem resolution; know and
use resources to troubleshoot and resolve.
Data from SLO and SAO
As detailed in our Program Review Summary, data supports the success of our 2009 SLO, “students would be able to apply for financial aid
independently, online and on time”, and our SAO that we will provide “a financial aid award process that is fair, equitable, and meets the needs of
qualified students needing assistance while ensuring compliance with federal, state and institutional requirements.” (Program Review 3/15/2009)
The Financial Aid Outreach Liaison and Student Services Specialist I/II staff work exceptionally well in achieving the SLO. Along with the Student
Services Specialist I/II/III staff, the FA Systems Coordinator is crucial to meeting both SLO and SAO objectives, in the role of ensuring accuracy of
systems to award and disburse aid effectively and in timely manner, developing electronic communications, and pursuing technology
enhancements to meet our office goal of “working smarter, not harder”.
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Connection to Program Review and Relationship to Institutional Priorities
Two of the greatest challenges the Chabot Financial Aid Office faces are the steady increase of applicants, and increasing responsibilities due to
new state and federal programs, mandates and regulations. Our unit plan and program review have always reflected our ongoing and aggressive
commitment to meeting these challenges, through the improvements of our technology and systems, and reduction of manual and repetitive
activities to maximize the available time and work of the advising staff.
The Systems Coordinator position is critical to our strategic plan and program review in meeting the college Strategic Plan Goals A4 (finding
multiple ways to deliver services), B3e (developing alternative delivery methods), and D5c-d (implementing technology initiatives and improving
electronic communication systems). See below for more detail.
Impact on Enrollment and Revenue
Enrollment
Without this fundamental position, our ability to successfully serve our students and provide them with appropriate financial aid will be severely
impacted, which would absolutely have an effect on our students, enrollment and retention. It will take our office much longer, with more errors,
to award and disburse aid to our students; we will have more students without books to start each semester, which will necessarily impact their
success and retention.
Revenue
The College earns state and federal administrative allowances that serve both the college and the district, based on the number of students we
disburse aid to. In 2009-10 we earned a total of $476,584 for administration of financial aid.
Pell Administrative Allowance (district claims)
Campus Based (FWS/SEOG)
BFAP 2% (district claims = allocation model)
BFAP (legislated administrative allowance)
$ 20,405
$ 18,573
$ 53,882
$383,724
On 3/18/11, the California Legislature approved additional funds for financial aid administration in its main budget bill, acknowledging the
imperative need of financial aid services in light of the state and federal economy, enrollment fee increases, and to assist colleges in managing the
increased workload generated. In the event that our services to students decline and fewer students are awarded and disbursed aid, these
revenues for the college will likewise decline.
Chabot must maintain its Maintenance of Effort (MOE) as determined by the state, in order to continue to receive both the 2% and augmented
BFAP allowances. With the layoff of the Financial Aid Outreach Liaison, and movement of one division funded staff member into the BFAP
funding, we still met the required MOE. In the event one division funded staff retires (SERP), we would be $20,000 under the required MOE,
which would be manageable.
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The additional elimination of the Systems Coordinator position will bring us $116,746 below the required MOE, which will then
result in losing approximately 1.5 additional classified staff positions funded by BFAP. In the event we lose a Student Services
Specialist II position to retirement, the value of the Systems Coordinator would be greater to the students, Chabot and Las Positas Financial Aid
Offices, colleges and district than a replacement advisor.
Mandates and Workload Distribution
Everything we do to provide state and federal financial aid to our students requires accurate information sent to and received from federal, state,
third party and district sources. It requires assurance that our system accurately reflects federal, state and institutional mandates and policies.
Both daily processes and long term strategic goals require this position be maintained. The position was created in 1999 in response to the federal
movement from paper to 100% electronic delivery of financial aid to schools and students, and the required processes generated. The job
description was updated in 2007 to more accurately reflect the technical requirements and analytic nature of the position. It is critical to our office
and the campus, as it manages electronic data exchange (sending and receiving of all electronic data transmissions) to the State and Federal
funding agencies, manages the extremely complex financial aid module of Banner (with approximately four upgrades per year), develops and
implements technology enhancements to provide better services to our students, and is the lead in our office for system and financial aid problem
resolution. Of the classified positions in the office, it has the greatest impact on maintaining compliance and avoiding costly liabilities associated
with incorrect awarding and disbursement of federal and state financial aid.
The Department of Education Federal Student Aid (FSA) regulations require that a school be able to use the FSA electronic processes in order to
be considered “administratively capable” of participating in the FSA programs. ( Volume 2, Chapter 10 of Federal Student Aid Handbook) The
exchange of information with the Department of Education, the annual regulatory changes, and the complexity of Banner’s Financial Aid module
requires a dedicated individual to manage and monitor the multiple processes necessary to administer financial aid.
Due to the nature of the work, required experience and knowledge of financial aid and Banner, and the level of detail and volume of work
required to perform this position, it cannot be filled with temporary or part-time staffing for more than a short period. The Student Services
Specialist III can assist the Director with some core duties, along with problem resolution; however, this is not sustainable beyond a few months.
Further, we will make no progress on the implementation of technology improvements which would provide long term structural improvements to
processes and procedures to handle the increased workload, fluctuation of enrollment, federal, state and institutional priorities, and federal
regulatory changes. These goals, as outlined in Program Review Summary and in the Proposal for New Initiatives, are to enable much greater
student self-service, integration between CLASS Web / the Zone and Banner, reducing need for students to submit all paperwork in person, and
therefore “getting students out of line to go online”. It has been our objective to work smarter, not harder, in all things.
Loss of any staff at this point will have a direct and detrimental effect on the ability of our students to obtain financial aid in a
timely and accurate manner. However, the loss of the Financial Aid Systems Coordinator will severely impact all aspects of
programs and services.
Consideration for this request should include a significant increase in student applications, follow up and student contact, new
state and federal funding programs and requirements, and increased volume of electronic processes to handle the above.
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3b – Student Services Specialist II
1. Rationale for your proposal. Please include the rationale from your program review and unit plan. Rationale should include things such as
student learning and service area data and outcomes, difficulty in serving students, health and safety concerns and/or any other information
that speaks to the criteria listed previously.
Effective June 30, 2011, we will lose a 37-year veteran of the Chabot College Financial Aid Office to retirement. This Student Services Specialist II
position is critical to the delivery of accurate and timely financial aid to students at the college/district. The Financial Aid Office requests
consideration to fill the vacant Student Services Specialist II position as second priority. However, please allow me to be clear: the
Student Services Specialist II position is also a critical and essential position.
Marketing studies done for the district (Claris Marketing Survey, 2006) revealed that the second highest concern by students and the community
was financial aid and/or the ability to pay for college. Studies have shown that reducing the financial concerns of students and their families
provide them with a greater chance to be successful while in school. Our focus on early and accurate application, followed by education of both
financial and academic eligibility, assists students to be more successful in completing their educational goals.
Chabot’s dedicated Financial Aid Office staff provides advisement on financial and academic eligibility, determines potential and actual eligibility,
and awards and disburses financial aid funds to eligible students according to multiple layers of federal, state and institutional mandates,
regulations, policies and best practices. Each Student Services Specialist is responsible for a specific program ((FWS, student loans, Cal Grants,
BOG, etc.) Application of professional judgment is used when extenuating or unusual circumstances warrant a change to the federal methodology
or to make exceptions for a student’s failure to maintain satisfactory academic progress. This is our primary purpose and responsibility, and most
activity occurs well after the student walks away from the front counter or staff desk.
We continue to identify that one of the greatest challenges our office has faced with regards to staffing trends has been steady increase of
applicants and increasing responsibilities due to new state and federal programs, mandates and regulations, without a corresponding increase in
staff to handle the workload. We expect an even greater volume of applications as more students are anticipated to apply for FA and/or have
more questions regarding increased in enrollment fees and ability to cover costs.
This leaves little time for mandated student consumerism requirements to provide information and assistance to students and public (i.e. to
inform them of federal and office regulations and procedures). There is insufficient time in the day to do all that needs to be done to maintain
compliance with the permanent staff we have as of this moment, and we must assume there will only be a much greater extended time frame to
process and complete files with the loss of any additional staff at this time.
While additional staff would allow more student advisement and more rapid response on student eligibility, we recognized that the state of the
economy would not allow for additional staffing. However, to not be able to fill the advisor position vacated by retirement will have a serious
detrimental effect on the ability of the remaining staff to provide adequate services.
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Data from SLO and SAO
As detailed in our Program Review Summary, data supports the success of our 2009 SLO, “students would be able to apply for financial aid
independently, online and on time”, and our SAO that we will provide “a financial aid award process that is fair, equitable, and meets the needs of
qualified students needing assistance while ensuring compliance with federal, state and institutional requirements.” (Program Review 3/15/2009,
Program Summary 2011)
Connection to Program Review and Relationship to Institutional Priorities
Our unit plan and program review have always reflected our ongoing and aggressive commitment to meeting these challenges, specifically with
Goals A1a/c, A2a/b/c, and A3a/c/d.
As each specialized program has developed and grown, so necessarily has the dedicated staff time, which is taken from student file review, and
student contact and advisement in the office at a time when student applications are rising dramatically. Response time has lengthened, and
creates an increased risk to retention efforts in keeping students enrolled at a critical time.
While our overall number of applicants has fluctuated following Chabot’s enrollment, the volume of student traffic requesting information,
assistance and those following up with our office on their applications has risen. We continue to actively promote availability of financial aid to
the campus and community, knowing there are so many students who need our services. While we are continually looking for ways to increase
automation and eliminate manual review, staff is already performing at peak levels throughout the academic year, and we need additional
assistance to provide the services needed by our students and the community.
Impact on Enrollment and Revenue
The College earns state and federal administrative allowances that serve both the college and the district, based on the number of students we
disburse aid to. In 2009-10 we earned a total of $476,584 for administration of financial aid.
Pell Administrative Allowance (district claims)
Campus Based (FWS/SEOG)
BFAP 2% (district claims = allocation model)
BFAP (legislated administrative allowance)
$ 20,405
$ 18,573
$ 53,882
$383,724
On 3/18/11, the California Legislature approved additional funds for financial aid administration in its main budget bill, acknowledging the
imperative need of financial aid services in light of the state and federal economy, enrollment fee increases, and to assist colleges in managing the
increased workload generated. In the event that our services to students decline and fewer students are awarded and disbursed aid, these
revenues for the college will likewise decline.
Further, fully half of the financial aid staff is funded by categorical or soft money. This budget is not only subject to cuts along with other funding
sources during state budget crises, but staff salaries and benefits have risen dramatically (over 16.8% in salaries, and an estimated 26% in
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benefits), with no reciprocal increases from the funding source. We are in serious jeopardy of losing the required staffing necessary to handle the
heavy volume of financial aid applicants and recipients at the college, and are requesting that the office be allowed adequate staffing to manage
the many demands on the office.
Chabot must maintain its Maintenance of Effort (MOE) as determined by the state, in order to continue to receive both the 2% and augmented
BFAP allowances.
Mandates and Workload Distribution
Without replacing this Student Services Specialist II, the office and college loses 40 hours per week in processing and awarding of financial aid to
eligible students, management of one fund program, responses to phones, emails, and general student advisement.
Can other staff perform these same duties? Yes, each of the individual tasks may be performed by the Director and remaining staff, but at what
cost to their existing workload and duties, primary of which is the determination of eligibility, awarding and disbursement of financial aid, and
direct student advisement?
Consideration for this request should include a significant increase in student applications, follow up and student contact, new
state and federal funding programs and requirements, and increased volume of electronic processes to handle the above.
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3c – Financial Aid Outreach Liaison
1. Rationale for your proposal. Please include the rationale from your program review and unit plan. Rationale should include things such as
student learning and service area data and outcomes, difficulty in serving students, health and safety concerns and/or any other information
that speaks to the criteria listed previously.
On 3/8/2011, the position of Financial Aid Outreach Liaison was slated for elimination from the organizational chart of the office and college
through lay off. This position is critical to the delivery of accurate and timely financial aid to students at the college/district. Per the Classified
Contract, a lay off may be due to lack of work, or lack of funds. The elimination cannot be attributed to lack of work, therefore if lack of funds
can be addressed, this important position could be reinstated. The Financial Aid Office requests the reinstatement of the Financial Aid
Outreach Liaison position as third priority.




In coordination with Financial Aid and other Student Services staff, implements program for early financial aid awareness and application to
increase low-income, disadvantaged student participation in post-secondary education.
Serve as liaison for the Financial Aid Office with campus and community, offering outreach services and conducting bilingual financial aid
presentations, workshops, locations and presenters, to inform students and parents of various financial aid program requirements and
appropriate deadlines, including knowledge of admissions, counseling and special programs, and institutional policies.
Create and revise user/student friendly materials to facilitate student use of college electronic resources (Class Web, the Zone, ZoneMail,
Higher One refund process).
Create, review, revise user- and multi-generational-friendly educational tools on ever-changing financial aid policies, deadlines and
procedures that impact students (visual diagrams, step by step web screen instructions, fliers, email attachments, etc.)
Over the past several years, a primary focus of the FAO has been to incorporate financial aid education and information into all aspects of student
services. In 2004, we hired a Financial Aid Outreach Liaison with the express purpose of ensuring that financial aid was included in all campus
and community outreach. The position evolved several times, successfully educating the campus and community on matters of financial aid. Our
incumbent, hired in 2007, has systematically addressed increasing needs both on campus and in the community.
This position is not about recruitment. Students are going to apply for financial aid, and we have a federal obligation to provide them with
advisement and assistance. It is in the best interests of the college and efficiency of financial aid processing to give students and their parents
the most assistance up front so that applications are done early and accurately. This position provides invaluable information and assistance with
financial aid applications and process to the college and community, regardless of where student attends college, per legislative intent of state
funding. We were extremely fortunate to have been able to hire bilingual staff (English/Spanish) on both occasions, which served our students
and the community exceptionally well, and maximized our limited staffing resources.
Data from SLO and SAO
As detailed in our Program Review Summary, data supports the success of our 2009 SLO, “students would be able to apply for financial aid
independently, online and on time”, and our SAO that we will provide “a financial aid award process that is fair, equitable, and meets the needs of
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qualified students needing assistance while ensuring compliance with federal, state and institutional requirements.” (Program Review 3/15/2009)
The Financial Aid Outreach Liaison and Student Services Specialist I/II staff work exceptionally well in achieving the SLO, with the Outreach
Liaison playing the key role in ensuring that students and their families have accurate information and helpful assistance to complete financial aid
applications to maximize the benefits of financial aid. Our goal has been to empower the student to do more independently, which would allow
staff to focus their time on advisement and the review and awarding of financial aid. We have determined that early and accurate applications
decrease the work for both student and staff on the back end of the process, allowing students to complete the process more quickly, and know
their financial aid eligibility much earlier in the process.
This position is integral in our objective to ensure extremely timely delivery of student communication and federally required “consumer
information”, and assisting in the development of variety of electronic communication that meets the needs of a wide range of generational
needs.
Connection to Program Review and Relationship to Institutional Priorities
Two of the greatest challenges the Chabot Financial Aid Office faces are the steady increase of applicants, and increasing responsibilities due to
new state and federal programs, mandates and regulations. Our unit plan and program review have always reflected our ongoing and aggressive
commitment to meeting these challenges, specifically with Goals A1a/c, A2a/b/c, and A3a/c/d.
GOAL A: Awareness & Access - Build awareness of Chabot’s academic excellence, and ensure access to education for all who seek it.
A1 Increase familiarity of Chabot and its programs throughout the community.
a. Expand marketing & recruitment of students in our service area
c. Continued presence at community-wide events
A2 Reach out to populations underrepresented in higher education
a. Target outreach and recruitment efforts to underrepresented students
b. Provide comprehensive matriculation and support services for first-time and underrepresented college students (e.g., Daraja and
Puente/HSI)
c. Focus efforts on increasing completion for underrepresented students
A3 Promote
a.
c.
d.
early awareness and college readiness to youth and families.
Expand outreach to middle & high school students
Foster and support activities that increase the awareness of financial aid options and financial literacy skills for students and families
Promote the Early Decision program to students and families
Impact on Enrollment and Revenue
FAO participates in efforts throughout the college and specifically within Student Services, such as Mega Day, Gladiator Day, PREPA Conference,
and of course, the Financial Aid Festival, for integrated services and information. Financial aid education and information on campus and in the
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community will necessarily be minimal with the loss of the Financial Aid Outreach Liaison. This cannot help but have an effect on the success and
retention of students who either are not aware of or cannot navigate the financial aid system without assistance.
The College earns state and federal administrative allowances that serve both the college and the district, based on the number of students we
disburse aid to. In 2009-10 we earned a total of $476,584 for administration of financial aid.
Pell Administrative Allowance (district claims)
Campus Based (FWS/SEOG)
BFAP 2% (district claims = allocation model)
BFAP (legislated administrative allowance)
$ 20,405
$ 18,573
$ 53,882
$383,724
On 3/18/11, the California Legislature approved additional funds for financial aid administration in its main budget bill, acknowledging the
imperative need of financial aid services in light of the state and federal economy, enrollment fee increases, and to assist colleges in managing the
increased workload generated. In the event that our services to students decline and fewer students are awarded and disbursed aid, these
revenues for the college will likewise decline.
Chabot must maintain its Maintenance of Effort (MOE) as determined by the state, in order to continue to receive both the 2% and augmented
BFAP allowances.
Mandates and Workload Distribution
Without the FA Outreach Liaison position, the office and college loses 40 hours per week in responses to phones, emails, assistance with
electronic access and assistance with completion of financial aid applications. Evening and weekend FAFSA workshops, community and campus
requests, and timely updates to information as it changes will be necessary and unfortunate eliminated activities.
Can other staff perform these same duties? Yes, each of the individual tasks may be performed by the Director and remaining staff, but at what
cost to their existing workload and duties, primary of which is the determination of eligibility, awarding and disbursement of financial aid, and
direct student advisement?
Consideration for this request should include a significant increase in student applications, follow up and student contact, new
state and federal funding programs and requirements, and increased volume of electronic processes to handle the above.
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2. Indicate here any information from advisory committees or outside accreditation reviews that is pertinent to the proposal.
The mission of the Financial Aid Office (FAO) focuses on service to students and stewardship of funds. Several external entities recognize the
need for increased, not decreased, financial aid staffing resources.
Adequate staffing
To manage a school’s aid programs effectively, the aid administrator must be supported by an adequate number of professional and clerical
personnel. The number of staff that is adequate depends on the number of students aided, the number and types of programs in which the
school participates, the number of applicants evaluated and processed, the amount of funds administered, and the type of financial aid delivery
system the school uses. What may be adequate at one school may be insufficient at another. The Department will determine, on a case-by-case
basis, whether a school has an adequate number of qualified persons, based on program reviews, audits, and information provided on the
school’s application for approval to participate in the FSA programs.
(Federal Student Aid Handbook, 2009–2010, Vol. 2 - School Eligibility and Operations, Ch. 10 Administrative Capability)
In 2003-04, along with the increase in enrollment fees for the CCC, an increased recognition of need for financial aid services, staff and outreach
resulted in augmented funding from the state. “The intent of the Legislature was to provide additional staff resources to increase both financial
aid participation and student access to low-income and disadvantaged students overcome barriers in accessing postsecondary education.”
(Report to Legislature on Increases in Capacity and Participation for Student Financial Aid in the Community Colleges., p. 42 1)
Summary of required electronic processes
To be in compliance with the administrative capability requirements of 34 CFR 668.16(o), a school must comply with 34 CFR 668.16 (o), DCL
GEN-04-08, September 2004, Federal Register, 09-14-2004, 55418-55420
• use the E-App to submit and update the school’s eligibility information: www.eligcert.ed.gov
• enroll in the Student Aid Internet Gateway (SAIG): www.fsawebenroll.ed.gov
• use FAA Access or its SAIG mailbox to exchange FAFSA or ISIR data with the Department’s Central Processing System:
 http://www.fafsa.ed.gov/FOTWWebApp/faa/faa.jsp or www.saigportal.ed.gov
• use the COD Website or its SAIG mailbox to exchange award and disbursement data for Pell Grants, ACG/SMART grants, and Direct
Loans: cod.ed.gov or www.saigportal.ed.gov
• use the eCampus-Based (eCB) System to file the FISAP application and report (see Volume 6): www.cbfisap.ed.gov
• submit to the National Student Loan Data System (NSLDS) the school’s Federal Perkins Loan data, student enrollment records, FSA
program overpayments, and NSLDS Transfer Student Monitoring records: https://www.nsldsfap.ed.gov/secure/logon.asp
• electronically submit the school’s annual compliance and financial statement audits, and any other required audits: ezaudit.ed.gov
• use the Default Management Web site to receive its draft and official cohort default rate data electronically:
ifap.ed.gov/DefaultManagement
• use the Information for Financial Aid Professionals (IFAP) Web site to review Dear Colleague Letters, announcements, or Federal
Registers: ifap.ed.gov
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Correspondence 4/7/11 from Federal Student Aid to College and University Presidents (see next page)
Federal recognition of:
 “Unprecedented increase in student aid applications”,
 Financial Aid Office staffing needs (the need for “schools to provide an adequate number of qualified persons to
administer programs”),
 Acknowledged that recent “changes presented significant challenges for staff”, and
 A request from William Taggart, the Chief Operating Officer of the Federal Student Aid program to college presidents and
administration to provide “necessary support” to financial aid offices.
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6000 Accounts
Program Review: Request for Resources
Discipline:
Division or Area to Which You Report:
Name of Person Completing this Form:
Date:
Financial Aid Office
Student Services
Kathryn Linzmeyer
4/18/11
Audience: Budget, Deans
Purpose: To be read and responded to by Budget Committee.
Instructions: Please fill in the following as needed to justify your requests. Text boxes below will expand as you type. To list the items you are requesting, please complete
the accompanying Excel spreadsheets for the items you are requesting in the 4000, 5000, and 6000 account categories, as needed, along with the justification
for these requests below.
Equipment Requests [Acct. Category 6000]
n/a
Please note: Equipment requests are for equipment whose unit cost is over $200
Brief Title of Request (Project Name):
Building/Location:
Request Amount (include tax and shipping):
Description of the specific equipment or materials requested:
What educational programs or institutional purposes does this equipment support?
Briefly describe how your request relates specifically to meeting the Educational Master Plan and the Strategic Plan Goals and support the goals and outcomes
detailed in your Unit Action Plan (Part II, Section 2)?
Why is this equipment necessary?
Immediate health, safety, or security issues
Replaces deteriorated equipment or facilities
Briefly describe how the above criteria are satisfied:
Increases enrollment
Prevents further deterioration of facilities
Shows cost advantage due to rising prices
Provides visibility for the Bond Program
What is the consequence of not funding the equipment?
What alternative approaches have been considered to meet programmatic demands for this equipment?
How many students will be impacted by the purchase of this equipment?
Do students use this equipment?
yes
no
Is this equipment a replacement?
yes
no Staffing requirements for new equipment (number of staff, are they available, training, etc.):
Number of Staff
Are they available
Will training be required?
yes
no
At whose cost?
What are the estimated ongoing costs (for maintenance, etc.)?
Education) Eligible?
yes
no
Are there potential utility costs/savings?
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Is this request CTE (Career Technical
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Supplies & Services Augmentation Requests [Acct. Category 4000 and 5000] –
4000/5000 Accounts
Note: Augmentations are rarely funded and are based upon available funding.
Definition of Augmentation: A request for additional funds for your current allocated budget (the funds you actually received),
over and above the current amount.
Brief Title of Request (Project Name): Administrative Costs for Financial Aid Office
Last year’s 4000 category budget - division funded, $0; federal administrative allowance, $10104
Last year’s 5000 category budget - division funded, $0; federal administrative allowance, $ 8469
Please state why you are requesting these funds in addition to your current allocated budget (the funds you actually received).
Why were the funds previously allocated insufficient?
In preparing our 2003-04 budget, the Financial Aid Office removed all operational, non-staffing expenses from division, non-categorical funds in
light of district and campus cost-saving efforts. All operational expenses are currently covered by federal and state administrative cost
allowances*, contingent upon funding, from restricted account. For the past eight years, division funds pay only for salaries and benefits of
permanent staff.
*The College has earned federal administrative allowances that serve both the college and the district, based on the number of students we
disburse aid to. In 2009-10 we earned a total of $38,978 in federal Administrative Allowance, specifically intended for administration of financial
aid.
Pell Administrative Allowance (district claims)
$ 20,405
Campus Based (FWS/SEOG)
$ 18,573
In a rather unanticipated development, on Tuesday, the 2011-12 federal budget proposed the elimination of the administrative allowance, of
which District Accounting currently utilizes the Pell Admin Allowance for financial aid expenses, and the Chabot Financial Aid Offices utilizes the
Campus Based.
We are requesting equivalent of 2010-11 federal Campus Based Administrative Allowance in 2011-12 for essential supplies, training, and
software/technology needs, which will be no more than the maximum $17,811 that we can potentially earn during this current 2010-11 year.
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