Assessment and Transformation
Financial Aid Program Review Yearly Update Report
Review Coordinator: Lynn Thiesen, Director of Financial Aid
2007-2008
A. Outcomes Assessment Plan Report
Outcome
Assessment Method
(Indicate the
assessment
methodology to be
used, or was used,
such as focus group
or exit interview.)
To Whom?
By Whom?
Administe
red When?
Use of Results
Assessment Status/
Findings (Indicate when
the data will be available
for analysis or the result
of the analysis. In the
next year, indicate the
results of a second
assessment cycle
Transformations
(Indicate what
transformations
were
implemented as a
result of
assessments.)
Intended Follow-Up
Student
Learning
Support
Services
(SLSS)
Survey
Student
Satisfaction
Survey
Students
districtwide,
IR & SLSS
Spring
2007
13.3% of students did
not feel they received
financial aid info early
in the Admissions
process
Findings were
analyzed by
Admissions Manager
& FA Director during
spring 2007
A checklist has
been developed
that is included
in all new
student
packets,
summer 2007
More new students will show
increased knowledge of financial
aid process by meeting deadlines
Assess
entering
students
awareness of
FAFSA &
BOG
Entering student
survey
Entering
students,
SLSS
Fall 2007
Not yet known – data is
currently being
compiled by IR Office
Will use data to
determine if entering
students are aware of
the FAFSA/BOG
TBD
Will inform future planning and
how we communicate with entering
students
Assess
staff/faculty
perceptions
of programs
Survey to staff &
faculty
Staff &
faculty at
all campus
locations
Spring
2009
Results will show
awareness of financial
aid, veteran, &
scholarship programs
among staff & faculty
district-wide
Survey results will be
compiled by IR
Office, reviewed &
analyzed by financial
aid staff
TBD
Provide necessary information to
staff & faculty regarding financial
aid, veterans, & scholarship
programs to ensure staff & faculty
district-wide are able to refer
students to appropriate services
Assess
financial aid
and veteran
applicants
Student
satisfaction
survey to
financial aid and
veteran
applicants
District-wide
Financial
aid and
veteran
applicants
Fall 2008
Results will show
student satisfaction
with office hours,
customer service,
clarity of information
provided (specific data
to be determined in
consultation w/IR).
Survey results will be
compiled by IR
Office; reviewed &
analyzed by financial
aid staff
TBD
Staff will use survey results to
determine level of student
satisfaction in order to improve the
effectiveness of our services
B. Department Goals Report
Division Strategic
Direction
Division
Goal
Department Goal
FY2007-08
Action Plan
Provide quality
services to support
student learning
within budget
limitations
Sustain
Business
Services and
support the
mission of
the college in
an efficient
manner
Sustain
Business
Services and
support the
mission of
the college in
an efficient
manner
Provide learnercentered services that
support access while
promoting student
responsibility
Develop early notification
process to be more pro-active
in informing students of
deadlines and process, early
spring 2008
Sustain
Business
Services and
support the
mission of
the college in
an efficient
manner
Fully integrate
scholarship process
back in to financial aid
office operations
Sustain
Business
Services and
support the
mission of
the college in
an efficient
manner
Work cooperatively
with SLSS to ensure
financial aid needs are
incorporated in other
SLSS areas as
appropriate
Provide quality
services to support
student learning
within budget
limitations
Provide quality
services to support
student learning
within budget
limitations
Provide quality
services to support
student learning
within budget
limitations
Status of
each action
item
Collaboration Partners
Completed
Resources Needed /
Reallocated
Staff
X In Progress
X Staff Time
New Money
Reallocated $
Space
Equipment
Improve loan
Investigate model loan
counseling services to
counseling programs from
enhance student
similar CCC’s; spring 2008
understanding of future
loan debt and debt
management
Completed
X In Progress
EdFUND, CCC Financial
Aid Offices, Consumer
Credit Counseling Agency
Staff
X Staff Time
New Money
Reallocated $
Space
Equipment
Assess fall 2007 scholarship
cycle and modify spring 2008
cycle and beyond as
necessary
Completed
CR Foundation
X In Progress
Staff
X Staff Time
New Money
Reallocated $
Space
Equipment
FA Director attends SLSS
Management meetings as
well as other SLSS meetings
to further the understanding
of the need for the integral
relationship between FA and
student service programs
Completed
X In Progress
SLSS
Staff
X Staff Time
New Money
Reallocated $
Space
Equipment
C. Improvements or Rationale for Action: (Provide a brief summary of the major accomplishments and achievements of your
department during the past year.)
The last comprehensive program review of the Financial Aid Office was completed under prior management in 2002-2003.
Significant staff turn-over has occurred since the last program review plan and is a continuing problem for providing efficient
financial aid services. The complexity of financial aid laws and regulations require consistent and on-going training which is made
more difficult with constant staff changes. Regulations relating to the veterans program are different from other financial aid
programs. Permanent staffing to ensure consistency and compliance in this area would enable the program to provide more efficient
and accurate service to veterans and veteran dependents receiving benefits.
In May of 2005 a new director was hired who has worked with staff to streamline many processes to ensure student access is not
limited due to unnecessary requirements. This has helped reduce file processing delays; although improvement is still needed,
particularly during peak processing times.
At a staff retreat in the fall of 2006, the staff developed a department mission statement: To ensure student success by providing
financial aid support and resources to students and the larger CR community in a professional, timely and courteous manner. We
continue working to support the overall mission of the college.
Enhanced coordination with the Athletic Department, Housing and Counseling was developed during summer of 2007. This
coordination proved to be very effective in ensuring many incoming student-athletes met deadlines and were enrolled in a timely
manner. Plans are underway to further develop this coordination for upcoming semesters.
Vice President’s Recommendation
Comments:
Completing the reintegration of the RCCD’s scholarship programs back into the Financial Aid Operation from the CR Foundation and
refining the application and awarding processes should be a priority for this year. Continuing efforts to interact as cohesively as
possible with SLSS has yielded improved services to our students and the community that we serve. Opportunities for expanding the
cohesion that exists between our departments should continue to be pursued. Increasing the utilization of data in our analysis of the
workload in the District’s Financial Aid operations should be significantly enhanced, during this next year, due to the continuing
improvement that is occurring in the District’s Institutional Research Office.
______________________________________________________ _09__/__28_/_2007
Vice President’s Signature
Date
Institutional Effectiveness Committee’s Comments
Comments:
______________________________________________________ _____/_____/_____
Chair, Institutional Effectiveness Committee
Date