Save the completed report using Committee title and date ( example: WASFAA_JRSMLI_Apr_14.doc ).
Submit your report via email to the WASFAA Executive Council listserv and post a copy to the Committee
webpage on the WASFAA website.
YEAR-END WASFAA Committee Chair Report 2013-14
Executive Council Meeting Date
April, 2014
Executive Council Meeting Location
WASFAA Annual Conference, Reno, NV
Committee Information
Committee Name
Jerry R Sims Management and Leadership Institute
Chair(s) (Name, Place of Employment, State)
Kay W. Soltis
Committee Members (Name, Place of
Laura Hughes, Lewis-Clark State College, ID
Mary San Agustin, Palomar College, CA
Tami Sato, Marshall B. Ketchum University, CA *
Employment, State) Please put an asterisk next to
first-time committee members.
Committee Goals
Strategic Plan Goals that are being met (check all that apply)
Goal 1: Leader in providing training and professional development
Goal 2: Maintain the long-term financial stability of WASFAA
Goal 3: Assess & monitor the performance of WASFAA & make strategic
adjustments
Goal 4: Increase the participation of members in WASFAA activities
Goal 5: Continually improve methods & processes for communicating with
members
Goal 6: Consolidate and communicate the public policy positions of aid
administrators
Goal 7: Maintain and enhance the diversity of our membership and Executive
Council
Goal 8: Collaborate and coordinate with other organizations and associations
Specific Committee Goals (Include progress
1.
toward goals and measurement of success.)
2.
3.
Provide an outstanding training opportunity to the WASFAA
membership geared for members looking for advancement in
the Financial Aid profession
Attempt to increase the net revenue for this event to assist in
maintaining the financial stability of the organization.
Increase the number of participants by 15%
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YEAR-END WASFAA Committee Chair Report 2013-14
4.
The committee will work with each president to promote and
advertise within each state’s communication channels
5.
6.
7.
8.
Summary of Committee Activities
Contacted committee members
Contacted potential committee members
Conference call July 18
Developed a theme and logo for the Institute
Assignments were established
~ Contract was forwarded to Mary to act as our local person
~ Laura will work on registration
~ Tami and Kay will work on the curriculum
Budget and recommended charge for each participant will be submitted to Fiscal Planning and EC
Next – update website
Open registration mid August
Teaching assignments will be set
Next meeting will be face to face on September 13 at the Handlery
The committee met on Sept 13 at the Handlery and with Maria
~toured the facility
~finalized the order in which sessions will be conducted
~finalized the agenda
~finalized the menu
~arranged for AV needs
~arranged printing of materials
~set deadline for powerpoint presentations to Mary – October 28
~set deadline for registration – October 22
~Laura will get rooming list to Handlery (Maria) on Friday, Oct. 25
Update as of October 28,
Close registration on WASFAA website
Ordered additional books from NASFAA (3)
Increase the count of printed materials (30)
All materials are to be sent to Mary as of 5 pm Oct. 28
MLI was conducted with 28 participants, 26 residents and 2 commuters
We had 17 from CA, 5 OR, 3 Idaho, 2 WA and 1 AZ
The event was very successful with 27 attendees indicating that their expectation with met and in many case exceeded
1 indicated that their expectation were somewhat met but wanted more for non-directors.
60% increase in participation due primarily to change in venue and expanded marketing via social media and state
presidents.
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YEAR-END WASFAA Committee Chair Report 2013-14
This year’s MLI was very successful for all parties (participants, WASFAA, and the hotel). This was a good location.
Measures Tracking Tool Data Collection Information (Include required
Measures Tracking Tool data collection information to help determine progress toward Strategic
plan goals/activities that are the responsibility of your Committee. See Appendix F of the current
WASFAA Strategic Plan for guidance.)
Goal 1a – 29 registered attendees; 28 actual attendees (one withdrawn due to family emergency) still a 60% increase –
exceeded our goal of increasing participation by 15%
Goal 1 b – 28 participants / number of member = (to be determined)
Goal 1d – post –assessment felt material covered was worthwhile and knowledge obtained was beneficial to further career
opportunities.
Budget Information
Approved Budget
$20,450
Budget Expenditures to Date
1.
2.
3.
TOTAL = $17,415.37
Event Information (complete if applicable per location)
Event Name
Jerry R Sims Management and Leadership Institute
Location
Handley Hotel, San Diego, CA
Date
Nov. 20 – 22, 2013
Number
Cost of
Registration
Subtotal
Attendees -
24
$675
$16,200
Attendees – Commuters
2
$455
$910
Complimentary Registrations (if
2 Scholarship
Recipients
$675
$1,350
applicable – i.e., scholarship recipients)
Add more rows as needed for additional events.
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YEAR-END WASFAA Committee Chair Report 2013-14
Suggestions for Future Committee Chair(s)
1.
2.
3.
4.
5.
6.
7.
8.
Try to get fliers and announcements at the annual conference for the subsequent institute
Continue to advertise weekly after the initial announcement.
Attempt to get guest speaker rather than depend solely on faculty for all sessions
Be creative about meals and minimize expenditures
Be sure to include printing cost in budget proposal, we were not charges but the cost this past year was around
$400. I would budge $500
Location is important for participants as well as to attract faculty
Identifying an outside speaker for personnel issues would be helpful and would provide creditability to the subject
matter. This also allows for additional resources for the participants
Don’t be afraid to go beyond the 8-5 normal/prime time training.
Calendar of Events/Timelines
Committee Member
Responsible (if
Description
June
Chair
Contact potential committee members
July
Chair
Notify those volunteers that faculty has been select and
recommend them on to conference committee
Chair
Receipt of signed contract for facility – Handlery Hotel
Chair
First meeting of Committee – telephone conference call
Date
applicable)
Committee and Chair
August
Sept
Developed Theme and Logo for Institute
Begin working on curriculum
Work on Budget – request registration rate of $675 resident $455 – commuter to Fiscal Planning and Executive
Council
Chair
Review sessions and set time line for presentations (Oct. 20)
Chair
Update WASFAA website
Chair and Committee
Registration set to go live August 15 but no later than
August 19, 2013
Committee
Face to Face meeting on Sept 13
Chair and Committee
Begin sending weekly messages to the WASFAA website to
encourage registration
Send e-mail announcements to State Presidents to promote
MLI
Send e-mails to all WASFAA Financial Aid Directors to
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YEAR-END WASFAA Committee Chair Report 2013-14
encourage attendance as well as any other communication
Date
Committee Member
Responsible (if
Description
applicable)
avenue to promote MLI
October
Chair
Order NASFAA book You’re the Director for participants
Chair
Quick piece for the WASFAA Water Cooler
Chair
Everyone should be working on their presentation
Registration Deadline – October 22
Presentations Due – October 28
Rooming List to Hotel – October 25
Catering menu to Hotel
Advertising and promos to potential attendees
Begin collection of stats:
27 registrants
11 – paid – includes our
scholarship recipients
16 – unpaid
40 room nights required to meet room block
56 room nights met (including faculty)
2 commuter
16 room nights outside of block – may or may not count in
block – including faculty
Committee
5 states represented
17 – California
5 – Oregon
3 – Idaho
1 – Arizona
1 – Washington
General Scholarship Recipient – Araceli Ortiz from Linfield
College
EDAC Scholarship Recipient – Frankie Everett from
Marylhurst University
Another payment reminder will be sent out towards the end
of the week.
Modified rooming list to Maria – Handlery Hotel earlier today.
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YEAR-END WASFAA Committee Chair Report 2013-14
Notified Electronics Chair to shutdown registration for MLI on
Date
Committee Member
Responsible (if
Description
applicable)
October 28
November
Chair and Committee
Arrange AV equipment needs
Committee and Chair
Review and update rooming list
Review and update numbers for catering
Arrange printing of presentations for attendees
Committee and Chair
Deal with any last minute items for Institute
Develop survey and print or make available for web
Chair and Committee
Meet and greet attendees
MLI begins
Chair
Administer Post-assessment instrument
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