Process Mapping Financial
Aid Processes for Greater
Efficiency
DREAM 2013
FEBRUARY 6, 2013
About Broward College
Founded in 1960
• 2nd Largest of 28 Colleges in the Florida College
System
• Achieving the Dream Leader College
• 3 Campuses/ 8 Centers
Enrollment & Demographics
• Annual Headcount 67,000
• credit and non-credit
• Certificates, Associates and
Workforce Demand Baccalaureate
Degree
• A diverse student population
College Readiness
Fall 2012
SUBJECT AREA
COLLEGE READY
DEVELOPMENTAL
MATH
45%
55%
ENGLISH
72%
28%
READING
72%
28%
Financial Aid Process Mapping
Financial Aid Volume
Total Aid Disbursed
$180,000,000
$160,000,000
$140,000,000
$120,000,000
$100,000,000
$80,000,000
$60,000,000
$40,000,000
$20,000,000
$0
1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012
Financial Aid Student Profile
• 89% of BC degree-seeking students
received some type of financial aid
• 29,876 (65%) of aid recipients had
family income qualifying them for
Federal Pell Grant
EFC Breakdown
# Students
30000
25000
20000
0 - 2800
15000
2801-5274
10000
5274 +
5000
0
2008
2009
2010
2011
2012
Why Process Mapping?
Reached our tipping point
– Increased enrollment
– Increased Financial Aid applicants and
recipients
– Numerous regulatory changes
– Complaints about customer service related to
many processes
Process Mapped
Process Mapping
• Outside Facilitator-Lead Sessions
• Multiple Stakeholders involved
–
–
–
–
–
–
Students
Financial Aid Staff
Student Accounts
Registrar
Advisement
Human Resources
Remap Priorities
•
•
•
•
•
Application process
SAP
R2T4
Loan Process
Work-study Hiring
Re-Mapped Application
Process and Results
32%
Students Awarded
2011-12- as of 7/15/11: 9,303
2012-13 – as of 6/1/12: 12,255
Awarded
6 weeks earlier
App Status
Complete
11%
ISIRs
Appointments
As of May 31, 2012
Continuing Students: 16,772
New Students: 651
Prior to June 1, 2011: 35,263
Prior to June 1, 2012: 39,307
March – May 2012: 4,687
students
Content Experts for SAP
Financial Aid Leadership/Staff
• Create a SAP Policy aligned
to the needs our student
demographics.
• Identify the students who
are in jeopardy of losing aid
• Review and make a
determination of eligibility
Advisement Leadership/Staff
• Qualitative and Quantitative
(Academic Progress)
• Remedial credit
• Transfer credit
• Timely Completion of
Educational Plan
• Change of program/major
Satisfactory Academic Progress
(SAP)
CULTURE SHIFT
1. Communication
2. Training
3. Understanding and Buy-in
From Silos
To Collaboration
I, ME, That’s Their Job
Our Job to Help Students
SAP Process
Remapped
Financial
Aid
Identifies students
in jeopardy of
losing aid, or lost
aid
Student
Advisor
Notifies students
to contact
advisement
Makes
appointment
with advisor
Review the
academic
record
Which
criteria
apply?
Complete
Academic
Success Plan
SAP Quantitative Evaluation Worksheet
Student Name
Student ID Number
A87013777
Term: Winter 2013
Academic Program
Associate of Arts
Pace Calculation
This calculation is being re-evaluated due to:
Has transfer credit
Total credit hours attempted since beginning
current program
80
Total Credit hours earned from prior course work
that apply to current program
0
Total credit hours earned since beginning current
program
38
Number of successful credit
hours needed to reach 67%
47
Assumes student passes all attempted credit hours
150% Calculation
This calculation is being re-evaluated due to:
Has transfer credit
Required number of credit hours for current program
120
Number of credit hours from prior course work that
apply to the current program
70
Number of credit hours attempted since beginning
current program
60
Number of credit hours remaining to complete the
current program
54
Available credit hours to complete current program
50
Determination:Student cannot complete the current program within 150% of required hours
Advisor
Signature
Date
1/22/2013
Unexpected Outcomes
A
d
d
e
d
V
A
L
U
E
S
Career Planning
Advisor and Student Relationship
Reinforced Holistic Advisement
Continuous Improvements
Bob Robbins
Janice Stubbs
???
4
Kaye Francis