Hartnell College Program Planning and Assessment
STUDENT AFFAIRS ANNUAL ACTION PLAN
I.
II.
GENERAL INFORMATION
a. Service Area:
b. Prepared by:
c. Date:
Continuous Quality Improvement Initiatives
Each initiative must be linked to one or more of the college’s strategic priorities. Insert into the proper
column the strategic priority number(s) linked to a given initiative. The following are the college’s six
strategic priorities:
1.
2.
3.
4.
5.
6.
Initiative
Number
1
Financial Aid/Scholarships
Mary Dominguez
November 18, 2013
Student Access
Student Success
Employee Diversity and Development
Effective Utilization of Resources
Innovation and Relevance for Programs & Services
Partnerships with Industry, Business, Agencies & Education
Strategic
Priority
Number(s)
1, 2, 4, 5
Brief Description and
Justification of the
Initiative
Implement auto
populate non-verified
financial aid students
to RP (ready to pay)
status.
Anticipated
Outcome(s)
Students who are
not selected for
financial aid
verification by
DOE will
automatically be
set up for their
financial aid
payments if they
meet selected
Targeted
Completion
Date
Summer 2014
Responsible
Person(s)
Comments/Notes
Mary Dominguez,
Jessica Tovar, Abel
Rodarte
This process is currently in
early stages of development.
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
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criteria.
2
3
4
1, 2, 4, 5
1, 2
1, 2, 4
Develop an ISIR
import process from
the CA Student Aid
Commission (CSAC)
for CA Dreamers ISIR
Records
The ISIR import
process will be
developed and
work as an
automated
upload process
from CSAC so
eligible students
for Cal Grants
can be reviewed
and awarded
Summer 2014
Increase the hours of
the Enrollment
Services Specialist at
the Alisal Campus
from 25-40 hours
Growth both in
student and
course offerings
at the Alisal
Campus shows
that additional
student services
financial aid
services are
needed to
support the
growth.
Fall 2014
Go back to having the
District provide
matching funds (25%)
in support of the
Federal Work Study
Program (FWS)
The College will
be able to hire
additional
student workers
to support the
College’s
programs and
services
Beginning in
2014-2015
Fiscal Year
The FA office
continues to receive a
large number of
requests for FWS
positions; however we
are limited to how
many students we can
hire because we are
paying the full 100%
Jessica Tovar,
Lenni Chavez, Abel
Rodarte
Currently, FA Staff has to
manually import each CA
Dreamers ISIR record into
Ellucian from an Excel
spreadsheet provided by
CSAC.
Target completion date
needs to be a priority for the
IT department
(programmers).
Mary Dominguez
Also on Admissions &
Records Annual Action Plan
This position serves as onestop person at the Alisal
Campus. She can process
applications, registration,
proctor assessments, intake
financial aid forms, and
serve as the Cashier.
Mary Dominguez,
Clara Maldonado, Al
Munoz, Tracey
Richardson
Last time district supported
FWS program was 20112012. We had 95 students
We employed approximately
76 unduplicated students in
2012-2013
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
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salary/benefits.
5
1, 2, 4, 5
Implement the online
BOGW fee waiver
using the Chancellor’s
Office new CCCApply
Eligible students
will be able to
apply online and
have their fee
waiver applied to
their enrollment
fees within 24
hours of
applying.
Summer 2014
Mary Dominguez,
Jessica Tovar, IT
Programmer
Target completion date
needs to be a priority for the
IT department
(programmers).
6
1, 2
Reconfigure the
Satisfactory Academic
Progress (SAP) process
to ensure that it
meets the Department
of Education’s (DOE)
most recent
regulations.
Student FA
records will be in
compliance with
DOE’s regulations and will
be evaluated
using the DOE’s
assessment
tools.
Summer 2014
Mary Dominguez,
Jessica Tovar, IT
Programmer
Current SAP process is out of
compliance.
Reconfigure the
Return to Title IV
(R2T4) process to
ensure that it meets
the Department of
Education’s (DOE)
most recent
regulations.
Student FA
records will be in
compliance with
DOE’s regulations and will
be evaluated
using the DOE’s
assessment
tools.
Summer 2014
Mary Dominguez,
Jessica Tovar, IT
Programmer
Current R2T4 process is
done manually by staff.
7
1, 2
Target completion date
needs to be a priority for the
IT department
(programmers).
Target completion date
needs to be a priority for the
IT department
(programmers).
8
2, 4
Develop better
queries/reports for FA
analysis
Provide staff
with better
reporting tools
such as number
of students on
SAP; number of
ISIR records
each year, etc.
Fall 2014
All FA Staff, IT
programmer
Target completion date
needs to be a priority for the
IT department
(programmers).
9
1, 2, 4
Implement
Students will be
December 2014
All FA Staff, IT
Target completion date
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
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Communication
Module (automatic
emails/letters) on
such financial aid
processes such as:
• FA Award
letters
• SAP
notifications
• R2T4
notifications
• All FA/student
notifications
notified in a
timelier manner
their FA statuses
of all of the
mentioned
processes.
programmer
needs to be a priority for the
IT department
(programmers).
Currently, staff
has to send out
letters manually
as well generic
emails.
10
1, 2, 4, 5
Implement a complete
review of FA work flow
processes and
procedures
Students will be
better served if a
system review
shows ways to
improve and
automate FA
services.
December 2014
All FA Staff, IT
programmer
Target completion date
needs to be a priority for the
IT department
(programmers).
11
2, 4
Merge Student
Account Receivables
(AR) and Financial Aid
(FA) into one student
account.
Student’s
account
receivable
records will be
accurate.
December 2014
Mary Dominguez,
Jessica Tovar,
Business Office
staff
Target completion date
needs to be a priority for the
IT department
(programmers).
12
2, 4, 5
Purchase and
implement a new
software system for
the maintenance and
review process of
student scholarships
Increase the
number of
scholarship
applicants each
year.
December 2014
Mary Dominguez,
Jackie Cruz, Ana
Valles
The College will be able to
better track student
scholarships through a single
system instead of through an
excel spreadsheet.
13
2, 4
We need to have an
easy process to merge
duplicate student
records.
Student
academic &
financial aid
records will be
accurate and all
June 2015
Target completion
date needs to be a
priority for the IT
department
(programmers).
Also on Admissions &
Records Annual Action Plan
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
Page 4
records are
merged into one
student record.
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
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Hartnell College Program Planning and Assessment
STUDENT AFFAIRS SERVICE AREA ANNUAL ACTION PLAN
RESOURCE REQUESTS – FINANCIAL AID/SCHOLARSHIP DEPARTMENT
Initiative
Number
1
Computer
Hardware
Software
Ellucian
Personnel
Facilities
Supplies
Training
Projected
Costs
Consulting ($2,000)
n/a
n/a
$1,500
$3,500
2
Ellucian
Consulting ($4,000)
n/a
n/a
$1,500
$5,500
3*
n/a
$16,000
n/a
n/a
n/a
$16,000
4
n/a
$48,000
n/a
n/a
n/a
$48,000
5
Ellucian
Consulting ($2,000)
n/a
n/a
$1,500
$3,500
6
Ellucian
Consulting ($9,000)
n/a
n/a
$1,500
$10,500
7
Ellucian
Consulting ($4,000)
n/a
n/a
$1,500
$5,500
8
Ellucian
Consulting ($3,000)
n/a
n/a
$1,500
$4,500
9
Ellucian
Consulting ($3,000)
n/a
n/a
$1,500
$4,500
10
Ellucian
Consulting ($5,000)
n/a
n/a
$1,500
$6,500
11
Ellucian
Consulting ($5,000)
n/a
n/a
$1,500
$6,500
12
Stars Online
$13,000 annually *
Work with
Foundation for
partial funds
n/a
n/a
n/a
$1,500
$14,500
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
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13
Ellucian
Consulting ($2,000)
n/a
n/a
n/a
$2,000
$131,000
*Also on Admissions & Records Annual Action Plan (Cost should not be duplicated)
Student Affairs Service Area Program Planning and Assessment- Annual Action plan – Financial Aid Department – Final Version 11-18-13
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