ENROLLMENT SERVICES
DIVISION COUNCIL MEETING
DATE: NOVEMBER 18, 2011
CHAIRPERSON:
Arvid Spor
MEMBERS PRESENT:
Michelle Arthur, Liz Fernandez, Lorena Garcia, Julieta Ortiz
RECORDER:
Lucy Nelson
The meeting began at 1:30 p.m.
Review October 13, 2011 Minutes
1. No changes were made.
Follow-up to Prior Discussion Items
1. The option to add a wait time feature to the financial aid phone tree was not ordered with the
original software purchase. Have not heard back from ITS about the cost to purchase this
option. This feature could also be used in Counseling and A&R. Another option to consider
is similar to DMV’s phone feature option to leave a name and call back number after the wait
time is announced. Is dedicated staff needed to return financial aid calls? Based on the
complexity of questions, a one- or two-business day turnaround is needed to return calls.
Front counter staff have one hour in the morning to return calls.
2. The financial aid phone cubicle and electronic sign in the hallway will be moved next Friday.
The doorway does not need to be widened and the phone cubicle will be moved back to
accommodate turnaround space for wheelchairs.
3. L. Fernandez’s computer is the only one connected to the electronic sign which could be a
problem if changes are needed and she isn’t in. A suggestion was made to install the
electronic sign software at the phone station and create a financial aid user password. ITS
said they don’t have (or lost) the electronic sign software program needed to load onto
another computer.
4. Continued discussion about setting up a waiting area, possibly near the public men’s
restroom. Students are pulling out chairs from other rooms into the hallway. A suggestion
was made to bolt connected chairs to the floor away from the railings and the lines. Or place
permanent chairs against the east windows. A. Spor will look into finding something maybe
from Facilities or surplus.
5. The card with the LACCD logo mentioned in the last meeting is a legitimate card similar to
Sallie Mae debit card. This card is used by Cerritos, Long Beach and LACCD.
6. Not sure of the outcome of the calendar committee decision on November 17th to keep or
eliminate winter session 2013. May have to wait until the Board meeting on 11/28/11.
Additional News/Discussion
1. Hortense Cooper suggested that financial aid meet with other student services departments
(Counseling, EOP&S, A&R and SRC) once or twice a semester to discuss issues that affect
multiple departments and develop solutions. The idea for meetings came from working with
grants issued by other departments which affect financial aid students’ budget and how they
are packaged. Collaboration of processes and timing is needed to allow students to receive all
their funding. Maybe these issues could also be discussed at area council meetings, but it
depends on how knowledgeable the representative is about how issues would impact their
2.
3.
4.
5.
6.
7.
8.
department. Meetings should be attended by those who have global knowledge of their
department/division.
Suggestion was made to create a student services building user group to discuss student
needs before planning a new student services center (which is the last project on the current
series of bond funding).
Student Services Center on Fridays
a. The Info Desk staff is trained to meet the needs of students who visit the center when
offices are closed on Fridays. A&R staffs the Info Desk from 9:00-1:00 so students
can pick up their pre-ordered transcripts.
b. Not effective for financial aid staff to sit at the Info Desk because few financial aid
students visit on Fridays, staff cannot look up student information at the Info Desk,
and there are privacy issues.
c. Group testing is scheduled in the Testing Office on Fridays.
Financial Aid is implementing a scheduling pilot project. As of December 5th, the office will
close for lunch between 12:00pm-1:00pm. Students will have choices on how to submit their
documents including the use of a drop box which will be checked twice a day. All documents
will be mailed back to them if they submit incomplete/inaccurate forms. There is a system in
place to track documents students submit.
ECC is responsible for repaying back funds awarded to students who receive financial aid but
do not attend classes. To prevent these students from returning, registering, or getting their
transcripts until they pay, a hold in Datatel will be placed on their records.
Waiting for a price quote from vendor Highland Singularity to develop four to five financial
aid forms for students to complete and submit online and send attachments. This would cut
processing time. Hope to implement by spring 2012.
New financial aid assistant, Rebecca Greer will start December 1st. William Guerra will
replace Rebecca Greer as classified temporary in the Student Development office. Currently
forming a committee to hire an administrative assistant replacement for Anna Lane who is
retiring. Anna’s retirement celebration is scheduled on December 9th.
Financial aid loan deadline was November 3rd – received approximately 350 loan
applications for fall. SAP appeal deadline is December 1st. As of October 18th, there are
6,605 financial aid SAP students for 2011-2012 (Torrance and Compton). 30,758 total
financial aid students for 2011-2012. 5,869 SAP students did not submit an appeal. 375 ECC
students submitted appeals, 133 were approved and 242 were denied. 2,209 students are
currently on warning status and will not receive funds if they don’t improve academically in
spring. Students will be able to submit SAP appeals during the summer starting July 1, 2012.
The meeting adjourned at 2:30 p.m.
2