EMU AQIP
Action Project Application Form
Instructions: Please complete each of the following sections and submit an
electronic copy of your application by June 23, 2008 via email to
ann.rentfrow@emich.edu or deliver one copy to room 344 McKenny Hall. Use
the back of the sheets if needed and attach any supplemental material you think
the review team should consider. If you have questions or need help, please
contact Ann Rentfrow at 487-8288 or email John Dugger at jdugger@emich.edu.
Application Submitted by: ___Cathy Cart and Cynthia VanPelt______________
Date: __06/19/2008_ Department/Unit: __EMU Foundation/Financial Aid_____
Project Title: _Identifying and Reducing the Number of Unawarded Scholarships
1. Describe the proposed project. What do you propose to do? (100 words or
less)
Every year there is endowed and expendable scholarship money that
does not get awarded for one reason or another. For example, in FY 07
almost 25% ($191,000) of available endowed scholarship dollars was not
awarded. This project would analyze this problem and implement
procedures that would ensure that every dollar that is available gets
awarded.
2. Based on your own criteria, how would you describe the urgency of the
project? Explain.
____ Low ____Medium __X__Medium/High _____High
While this has been happening for quite some time, there is an urgency to
the situation driven by the need to recruit new students and retain current
students and by the state of Michigan’s economy.
3. What are the desired/expected outcomes of the project? (list several)
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Students who would not otherwise be financially able to attend EMU would get
scholarship help. Students who are considering dropping out for financial
reasons could continue.
Donors would be assured that their money is being used as intended.
Academic department heads would have a better way of managing the
scholarships in their departments.
4. How can these outcomes be measured?
There are statistics on unused endowed scholarship money ( ie, for FY 2007
nearly 25% ($192,000.00) of endowed scholarship earnings were not awarded.)
The goal would be to award 100% of endowed scholarship earnings.
Expendable scholarships will be more difficult to monitor because it is not
expected that the total balance should be awarded each year. However, we can
monitor when awards are given and analyze expendable scholarship accounts
that have no activity at all. The goal would be to make department heads aware
of any available scholarships and set up reminders.
5. How much money do you think it will cost and what human resources do you
anticipate needing to accomplish this project? (If possible, provide brief details)
This project would require the cooperation of the EMU Foundation, Financial Aid,
Business and Finance, and Academic Department Heads.
It is difficult to place a monetary cost on this project until we determine exactly
how we would proceed. Mostly the expense would be in human resources
needed to complete the project.
6. What sort of time commitment will be expected of the participants?
Meet once every two weeks for 1 – 1 ½ hours and assign projects for team
members
Not more than 8 hours for team members to complete assignments between
meetings.
7. Explain how the project will support Eastern Michigan University’s mission
(provided below).
Eastern Michigan University is committed to excellence in teaching, the extension of knowledge through basic and
applied research, and creative and artistic expression. Building on a proud tradition of national leadership in the
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preparation of teachers, we maximize educational opportunities and personal and professional growth for
students from diverse backgrounds through an array of baccalaureate, master's and doctoral programs. We provide a
student-focused learning environment that positively affects the lives of students and the community. We extend our
commitment beyond the campus boundaries to the wider community through service initiatives and partnerships of
mutual interest addressing local, regional, national and international opportunities and challenges.
Provide an opportunity for students who are entering and also who are continuing
their education to get needed support.
8. Who will take primary responsibility for managing the project? (Name and title)
Cathy Cart, Director of Advancement Services
9. Who else will be involved in the project? Are those people aware of the project
at this time? (Names and titles)
Cynthia VanPelt, Financial Aid Yes
Business and Finance Dept No
Academic Department Head No
10. List the divisions, colleges or schools that will be affected by this project?
How will each be impacted?
EMU Foundation – Donors will be assured that scholarship funds are spent as
intended.
Financial Aid – Will have a mechanism for tracking unused scholarships
Academic Departments – Any academic department that has scholarships
available will be made aware of them on a regular basis so that students can
take advantage of them.
11. How long will it take to accomplish the project?
_X_ 6 months ___ 1 year ____ 1-2 years
12. What criteria will the team use to determine when the project has concluded?
(How will you know when it’s done?)
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When there is a system in place to notify departments of all available
scholarships.
14. What criteria will be used to measure the success of the project?
For endowed scholarships, we will be able to track the percent of available
dollars used. For expendable scholarships, we should be able to monitor
available balances against current spending activity.
15. Which of the nine AQIP categories does this project address?
Helping Students Learn - Students who may not be able to enroll or continue
without financial assistance can benefit from this pool of unused scholarships.
Supporting Institutional Operations - By automating the process, it will make the
Financial Aid office more efficient, and by making scholarship information
available to Department Heads, they will be able to support their students.
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