Chabot College Student Services Program Review Report Year One of Program Review Cycle Financial Aid Office Submitted on 2/28/2013 Kathryn Linzmeyer Financial Aid Director Final Forms, 1/19/13 Table of Contents Section 1: Who We Are ............................................................ 1 Section 2: Where We Are Now ................................................. 2 Section 3: The Difference We Hope to Make ............................. 3 Required Appendices: A: Budget History .........................................................................................4 B: Student Learning and Service Area Outcomes Inventory .........................5 E: New Initiatives .........................................................................................6 F1: New Faculty Requests ............................................................................7 F2: Classified Staffing Requests ....................................................................8 F3: FTEF Requests ........................................................................................9 F5: Supplies and Services Requests ............................................................10 F6: Conference/Travel Requests ................................................................11 F7: Technology and Other Equipment Requests ........................................12 F8: Facilities Requests ................................................................................13 2 1. Who We Are The Chabot Financial Aid Office (FAO) supports the college mission and strategic plan of assisting students to reach their educational goal within a reasonable time by providing information and support. Our original program review cycle recognized that financial aid is vital to student access and retention, and a critical component to ensure and facilitate student learning and success. That recognition has only been strengthened as we enter into a new cycle. Our mission continues to be focused on service to students and stewardship of funds, working weach each department and division on campus to coordinate and provide services and information to our students. FAO 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. 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. We are compliant with complex administrative requirements for fund management, including recalculation, student repayments and reconciliation, which are typical and frequent audit findings elsewhere. Federal programs include the Federal Pell Grant, Supplemental Educational Opportunity Grant (SEOG), Federal Work Study (FWS), and Federal Student Loan programs. State programs include the California Board of Governor’s Fee Waiver (BOG) program, Cal Grants B & C, Chafee Grant (for Foster Youth), and state scholarship programs. As required by Federal regulation, we must take into account and incorporate all educational funds a student may receive by the institution or external 3rd parties, when determining student’s financial aid awards. The Financial Aid Office is comprised of the Director; Student Services Specialist III who handles Return to Title IV and Unofficial Withdrawals, adjustments/abatements to awards and disbursements for changes to enrollment and eligilibility, reconcilitation of the multiple funds, and has handled many of the tasks of the FA Systems Coordinator since layoff of that position; six Student Services Specialist II staff, who share front counter, processing/awarding/corrections of student files, student advisement, review of Special Circumstances and Petitions for Reinstatement, as well as each coordinates at least one of the funding programs (FWS, student loans, Cal Grant, posting of scholarships/3rd party payments, Chafee, Dream Act, and required mass and targeted email communication); one Student Services Specialist I, who works more hours of our front counter service, and monitors the Board of Governor’s (BOG) Fee Waiver A&B applications. The critical position of FA Systems Coordinator was created in 1999 and laid off in 2011; the position has been reinstated, and has been advertised; hiring pending. The vital position of FA Outreach Liaison was created in 2004 and laid off in 2011; those duties (assistance in community and on campus with applications, information, regular website updates, email and electronic communication) have largely been unfulfilled. (See Section 2 for detail.) 2 2. Where We Are Now During the first half of the last program review cycle (2009-2012), the Financial Aid Office had made great strides in managing the increasing number of applicants with a strong, well-trained and cohesive team working together to provide timely and accurate services to the campus and community. As found in Program Review documents for 2010-11, we had high aspirations for improving the technology to provide information to students and improve the flow of verification between students and the office. We had initiated regular use of email on campus to communicate with our students beginning Summer 2010. Our goal was to reduce the need for students to personally interact with office for routine tasks (picking up documents, checking status of file, awards, or disbursements, or verifying self-certified requirements ), which would free processing staff the time to meet with students for advisement, problem resolution, and managing the details, awarding and reporting of the many state and federal programs we administer. In the Spring of 2011, the Financial Aid Outreach Liaison had begun regular web, email and written communication with students and the campus at each step along the process of application, verification, awarding and disbursement to help answer general questions. She met regularly throughout the year with classes, campus cohorts, and high schools to provide financial aid workshops and orientations. This dedicated proactive “outreach” assisted in reducing students standing in line or calling with questions because we had begun to push that focused, strategic information to them more regularly and effectively. She had developed relationships with various groups on campus to combine our efforts with theirs to assist students on campus with financial aid information and assistance, including but not limited to ASCC, Puente, CalWorks and EOPS, DSRC, and Athletics. We had established three campaigns throughout the year (fall, winter, spring) to provide information and application assistance at the front end of the financial aid process, and were seeing significant improvements in timely and accurate applications. The investment up front resulted in smoother verification and awarding processes later, for both students and staff. In Spring of 2011, both technical positions (FA Systems Coordinator and FA Outreach Liaison) were laid off by senior administration. For the following 18 months, with the loss of those 80 combined hours of manpower, we have had to forego the initiatives and plans we had developed and concentrate instead on maintaining minimum services to provide financial aid awards and disbursements to our students, in compliance with increasing federal and state regulations and program changes. The loss of the two critical dedicated and specialized staff resulted in a loss of integrity of our processes, rolling increase in errors and problems with use of Banner technology. We have had to postpone important improvements to processes, specifically those technology initiatives that would have helped our office to work “smarter not harder”, until we have the staff and resources to explore those options again. Once we have been able to fill the FA Systems Coordinator position, it will take time to bring new staff up to speed with our daily workload and processes, especially as timing will put the office at two back to back upgrades, and the implementation of the new 1314 aid year, with multiple regulatory changes. With the right individual in place, we estimate a six to nine month period just to reach a point of normalcy before we will once again be able to consider implementing planned initiatives. 3 With all the adversity, I am most proud of the current staff in the Financial Aid Office. They have taken on much more than they should have had to, just to maintain basic services. We have put aside services that we know are valuable to students, and taken on new duties, to ensure that we remain compliant and timely in providing the most critical of tasks. They have worked overtime, spent countless hours investigating problems with technology and regulations, and are a truly amazing team. Growth in student demand is unprecedented and not expected to subside Federal regulations have shifted workload to the local level at the same time we face unprecedented growth Changes in regulations continue to impact us and make our jobs more challenging and difficult We’re doing everything we can to support our students who are facing increased financial difficulties during this historic economic recession Important trends that impact our unit, and will continue to do so over the next three years include substantial increases in numbers of student applicants/served. Regardless of how many classes students are offered, they will apply for and require that we respond to them with a determination of eligibility. We have set deadlines each semester (to submit documents, loan applications, academic appeals, etc) to assist students in taking care of financial aid business before or earlier in the semester, to be best prepared for success, and to manage workload. The following statistics are the numbers of students and dollars disbursed each year, federal and state aid only, not counting scholarships or 3rd party funding. 1. 0910 8,467 students $19,968,164 2. 1011 10,306 students $22,566,897 3. 1112 10,665students $22,212,852 4. 1213 10,638 students $18,213,638 (YTD 2/28/2013 only – 5.5 months remaining) Further trends that we must consider and plan for are the rapidly changing state and federal regulations, unprecidented in the volume of changes each year. These require layers of response from us, from ensuring our technology is prepared for changes (set up, programming, awarding), providing adequate training to staff, communication in advance to students (and campus) about proposed changes, and the exponentially increased student advisement as they struggle to understand how the changes affect them directly. We must re-evaluate our service delivery as we continue to face extraordinarily difficult challenges given our current staffing levels, ever increasing workload, and severe budget limitations, in order to be able to get funds to our students in a timely manner, and to remain compliant with federal and state regulations. We continue to identify policies and practices to streamline, improve or eliminate, and make changes when possible. We strive to simplify our procedures and eliminate ‘red tape’ as much as possible while still ensuring compliance. Consideration of an increased level of support will enable us to continue to meet these challenges. 4 3. The Difference We Hope to Make The Financial Aid Office (FAO) continues to advocate for stronger use of technology to reduce the repetitive tasks required in applying, processing and awarding of financial aid, which would allow staff to devote more of their valuable time to student advisement, communication and contact. Per the last program review documents, the reinvestment of staff dedicated to maximizing the potential of the Banner Financial Aid system for efficiency and developing innovations will improve the services we provide to the students and campus/district. - Use of Degree Works Electronic BOGG application Web-based verification process - Paperless processing “Chat” style advising The FAO also continues to recognize the value of early advisement and intervention in the financial aid application process, to reduce complications and work at the back end of the process. 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. While additional staff would allow more student advisement and more rapid response on student eligibility, we recognized that the state of the economy has not allowed for additional staffing. As the college and district are experiencing the effects of the state budget crisis, our office identified multiple strategies to most efficiently handle the number of students who will apply and follow up on their financial aid files. In the prior three years, and going into the next two, there have been substantial state and federal regulatory changes, more than the past several years combined. Each time regulations change, and thus student eligibility, it requires a greater demand for student advisement, as students do not understand why they may no longer be eligible, or the “rules” have changed. As the cycles of registration and financial aid processing do not always coincide, we will always have more students applying for aid and completing the process than will actually be able to attend classes, especially as classes become more limited. We still have an obligation to act upon the applications and documentation provided as students attempt to receive financial aid, as well as communicate to the students and college community along the way. It is our continued belief that we must improve our technology to combat the increased workload, and achieve more efficiency. Over the course of the last several months, we identified several technology initiatives, primarily in Banner, to address the problem. If we were able to achieve all of our current technology enhancements (see proposal for new and continuing initiatives), existing staff would be able to spend more time providing the advisement that students so desperately need, and less time performing the current manual review, awarding and communication required by federal and state financial aid programs/entities. Unfortunately, the positions of Financial Aid Systems Coordinator and Financial Aid Outreach Liaison were eliminated through layoff. The accuracy and timeliness of day to day financial aid services has been severely impacted by the loss of the FA Systems Coordinator, and we are extremely limited in our ability to proceed with technology enhancements. Financial aid education and information on campus and in the community will necessarily be minimal with the loss of the Financial Aid Outreach Liaison. 5 There is an inadequate classified staff to student applicant ratio: 1011: 10:15,539 = 1:1,554, and 1112 / 1213: 7.5*:16,372 = 1:2,183. The increased workload due to general economy, multiple changes to federal and state financial aid programs, and subsequent additional advising requirements, and inability to implement technology initiatives, and loss of technological integrity of current systems, has resulted in increased errors, duplicative or unnecessary work, and potential fiscal liability. The loss of Financial Aid Outreach Liaison results in severely restricted communication with students and advisement (web, email, phone, application assistance, etc.). 1. Continued concern is that Chabot’s Cohort Default Rate (CDR) is rising dramatically, due to federal change to a 3 year cycle, and the current economic climate which is seeing more former students falling into default. There is inadequate staffing to assign the necessary time to work with delinquent borrowers to try to keep them out of default. a. Our 2008 official 2 year CDR was 13.7%, with the 3 year trial CDR of 22.3%. In 2009, the official 2 year was 18%, with a 3 year trial of 25.9%. The latest 2 year draft for 2010 is at 20.4% (no 3 year trial provided). Should the official CDR go above 24.6%, Chabot is at risk of losing its Cal Grant funding. Should the official 3 year CDR reach 30%, the Department of Education will require that we establish a Default Prevention Task Force and develop a default prevention plan. We have entered into a partnership with a company to work with the delinquent borrowers to prevent default and ensure no loss of federal or state financial aid programs. We will not see the effects of this partnership until those students currently enrolled go into repayment. We must be able to meet the increased impact of demand for our services due to increase in fees and decrease in affordability, therefore, we need to provide adequate staffing to provide advisement and services to potential and actual applicants. If we cannot provide timely services to students, they will either not enroll to begin with, stop attending, or they will be unsuccessful, lose eligibility and discontinue enrollment entirely. 1. Rehiring the Systems Coordinator position will help us to be compliance with ongoing systems issues, multiple federal and state regulatory changes, and to implement the necessary technology to efficiently manage increased processing and awarding of federal and state financial aid. Such a move will benefit students across the district, and lessen potential for financial liability to the college and district. 2. Hire shared Student Services position to handle all electronic communication (web pages, electronic notifications, email correspondence, etc.) In 2010, 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. With the layoff of the Financial Aid Systems Coordinator position in Spring 2011, we were unable to pursue these options. We hope to review this option again once we have the position filled, and the hired individual has the time to investigate further. If successful in implementation of technology initiatives designed to improve efficiency, may be able to reduce division expenses through attrition (retirement) in time. 2 Appendix A: Budget History and Impact Category Classified Staffing (# of positions) Supplies & Services Technology/Equipment Other TOTAL 2011-12 Budget Requested 1 0 0 0 1 2011-12 Budget Received 0 0 0 0 0 2012-13 Budget Requested 3 0 0 0 3 2012-13 Budget Received 0 0 0 0 0 1. How has your investment of the budget monies you did receive improved your Service Area Outcomes? When you requested the funding, you provided a rationale. In this section, assess if the anticipated positive impacts you projected have, in fact, been realized. No positions or new funds have been received in last two years from general division/district allocated funding. One of the three positions requested to be reinstated following retirement was funded with the categorical money of laid off Financial Aid Outreach Liaison, and a second is posted for hire in Spring 2013, to use newly generated 2% BFAP funds*. 2. What has been the impact of not receiving some of your requested funding? How has your ability to serve the college and our students been impacted, or safety compromised? The Spring 2011 layoffs of the Financial Aid Systems Coordinator (position recently allowed to be posted for hire with 2% BFAP funds) and the Financial Aid Outreach Liaison have significantly impacted our ability to serve the increased number of financial aid applicants and the campus. This impact has been recognized by the new college administration, and thus the FA Systems Coordinator is in hiring process. *Required Maintenance of Effort (MOE) to receive our state BFAP funds is $553,965. If we fail to meet the MOE, there is a domino effect of lost funds, beginning with potential loss of up to $62,319 in 2% earned from BOG program. (LPC had lost theirs in 2011-12, and only regained the funding after committing to use in the Financial Aid Office for future.) Further effect would be direct dollar for dollar loss of actual BFAP dollars, which would further reduce financial aid staff, decimating the program. 3 Appendix B: Student Learning and Service Area Outcomes Inventory Audience: PRBC and Administrators Purpose: This analysis enables us to track progress on key learning and student service goals, and to meet our accreditation standards. Instructions: Please provide the requested information, noting ongoing SLOs/SAOs as well as any new goals. SLO/SAO SLO #1: Students will be able to apply for financial aid independetly, online and on time. This includes students taking personal responsibility for financail aid eligibility and process, making informed decisions and taki;ng appropriate action when needed during the financial aid application process. How Measured Evaluate numbers of students applying by 3/2 each year. Results/Discussion HS freshmen and returning students are increasingly more apt to complete their FAFSA application by 3/2 each year. Those who miss that deadline often apply before the end of the spring semester. Far fewer, however, follow up with our office to provide the necessary paperwork to complete their file and allow us to determine their eligilibity. (data to be provided) SAO #1: 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. Review of office data. 4 Review of awarded students over past several years shows that we have been consistent with awarding financial aid to students in a fair and equitable manner. Appendix E: Proposal for New Initiatives (Complete for each new initiative) Audience: Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee Purpose: A “New Initiative” is a new project or expansion of a current project that supports our Strategic Plan. 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 both internal and external funding. How does your initiative address the college's Strategic Plan goal, or significantly improve student learning? What is your specific goal and measurable outcome? Our focus for the upcoming academic year is to maintain compliant and student centered services, specifically in meeting the required programatic and regulatory changes from both State and Federal sources. What is your action plan to achieve your goal? Target Completion Date 09/2013 Activity (brief description) Hire, train and bring up to speed FA Systems Coordinator Required Budget (Split out personnel, supplies, other categories) No new funds requested How will you manage the personnel needs? New Hires: Faculty # of positions Classified staff # of positions 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: 5 Appendix F1: Full-Time Faculty or Counselors/Adjunct Staffing Request(s) [Acct. Category 1000] N/A Audience: Faculty Prioritization Committee and Administrators Purpose: Providing explanation and justification for new and replacement positions for full-time faculty/counselors and adjuncts Instructions: Please justify the need for your request. Discuss anticipated improvements in student learning and contribution to the Strategic Plan goal. Cite evidence and data to support your request, including enrollment management data (EM Summary by Term) for the most recent three years, student success and retention data , and any other pertinent information. Data is available at http://www.chabotcollege.edu/ProgramReview/Data2012.cfm . 1. Number of new faculty or counselors requested in this discipline: _0__ 2. If you are requesting more than one position, please rank order the positions. Position Description 1. 2. 3. Rationale for your proposal. Please use the enrollment management data. Additional data that will strengthen your rationale include FTES trends over the last 5 years, persistence, FT/PT faculty ratios, CLO and PLO assessment results and external accreditation demands. 4. Statements about the alignment with the strategic plan and your student learning and service area goals are required. Indicate here any information from advisory committees or outside accreditation reviews that is pertinent to the proposal. 6 Appendix F2: Classified Staffing Request(s) including Student Assistants [Acct. Category 2000] Audience: Administrators, PRBC Purpose: 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). Remember, student assistants are not to replace Classified Professional staff. Instructions: Please justify the need for your request. Discuss anticipated improvements in student learning and contribution to the Strategic Plan goal, safety, mandates, accreditation issues. 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. 1. Number of positions requested: __0____ 2. If you are requesting more than one position, please rank order the positions. Position Description 1. 2. 3. Rationale for your proposal. At this time, knowing that we have no funds available on campus for additional, new staffing, we are not putting in any request. However, with the next Program Review, and the reinstatement of our most critical position of FA Systems Coordinator, we will re-evaluate our staffing and office needs. 4. Statements about the alignment with the strategic plan and program review are required. Indicate here any information from advisory committees or outside accreditation reviews that is pertinent to the proposal. 7 Appendix F3: FTEF Requests N/A Audience: Administrators, CEMC, PRBC Purpose: To recommend changes in FTEF allocations for subsequent academic year and guide Deans and CEMC in the allocation of FTEF to disciplines. For more information, see Article 29 (CEMC) of the Faculty Contract. Instructions: In the area below, please list your requested changes in course offerings (and corresponding request in FTEF) and provide your rationale for these changes. Be sure to analyze enrollment trends and other relevant data at http://www.chabotcollege.edu/ProgramReview/Data2012.cfm . N/A 8 Appendix F5: Supplies & Services Requests [Acct. Category 4000 and 5000] Audience: Administrators, Budget Committee, PRBC Purpose: To request funding for supplies and service, and to guide the Budget Committee in allocation of funds. Instructions: In the area below, please list both your current and requested budgets for categories 4000 and 5000 in priority order. Do NOT include conferences and travel, which are submitted on Appendix M6. Justify your request and explain in detail any requested funds beyond those you received this year. Please also look for opportunities to reduce spending, as funds are very limited. Project or Items Requested 2012-13 Budget Requested Received $ 2013-14 Request $ 0 9 Rationale Supplies and services are paid for out of the BFAP and administrative allowance funding we earn. No division / district funding has been requested in the past ten years. Appendix F6: Conference and Travel Requests [ Acct. Category 5000] Audience: Staff Development Committee, Administrators, Budget Committee, PRBC Purpose: To request funding for conference attendance, and to guide the Budget and Staff Development Committees in allocation of funds. Instructions: Please list specific conferences/training programs, including specific information on the name of the conference and location. Note that the Staff Development Committee currently has no budget, so this data is primarily intended to identify areas of need that could perhaps be fulfilled on campus, and to establish a historical record of need. Your rationale should discuss student learning goals and/or connection to the Strategic Plan goal. Conference/Training Program 2013-14 Request $0.00 Rationale The Financial Aid Office must participate in training throughout the year to keep abreast of everchanging federal and state programs and regulations, and Banner updates. Conference and training expenses are paid for out of the BFAP and administrative allowance funding we earn. No division / district funding has been requested in the past ten years. 10 Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000] Audience: Budget Committee, Technology Committee, Administrators Purpose: To be read and responded to by Budget Committee and to inform priorities of the Technology Committee. Instructions: Please fill in the following as needed to justify your requests. If you're requesting classroom technology, see http://www.chabotcollege.edu/audiovisual/Chabot%20College%20Standard.pdf for the brands/model numbers that are our current standards. If requesting multiple pieces of equipment, please rank order those requests. Include shipping cost and taxes in your request. Please note: Equipment requests are for equipment whose unit cost exceeds $200. Items which are less expensive should be requested as supplies. Software licenses should also be requested as supplies. Project or Items Requested 2012-13 Budget Requested Received $ 2013-14 Request Rationale* $ * Rationale should include discussion of impact on student learning, connection to our strategic plan goal, impact on student enrollment, safety improvements, whether the equipment is new or replacement, potential ongoing cost savings that the equipment may provide, ongoing costs of equipment maintenance, associated training costs, and any other relevant information that you believe the Budget Committee should consider. 11 Appendix F8: Facilities Requests Audience: Facilities Committee, Administrators Purpose: To be read and responded to by Facilities Committee. Brief Title of Request (Project Name): Installation of large electronic signboard Building/Location: 700, first floor, west end of lobby Description of the facility project. Please be as specific as possible. Installation of an electronic information board at the west end of first floor lobby, Building 700, to allow for immediate, rapidly changing information to students regarding Financial Aid and Admissions & Records. Creativity will be needed to ensure that the electronic board is large enough for the space and population, appropriately and strategically placed, while finding network and electrical connections. What educational programs or institutional purposes does this equipment support? One of our greatest challenges remains communicating quickly with our students as things change minute to minute, and to reduce the time waiting in line unnecessarily. (See section . .. ) While students are in line, however, they are a captive audience, and we have the opportunity to share information with them regarding critical dates, deadlines, reminders, disbursement/refund issues, etc. Further, reminding them that much of what they have traditionally stood in line for can be accomplished online themselves. In both cases, they can get out of line and go about their day. This frees up Financial Aid and Admissions & Records staff to spend more time with those students who cannot have their needs met online, and do need our attention. This concept was originally built into the design of the Financial Aid and Admissions & Records area of Building 700, but somewhere between the design and implementation, was lost. Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to enhancing student learning? Less time standing in line, and getting information to students quickly, as it happens, will only assist students to get about the business of finding and moving along their “critical path”. 12