2010-11 OASFAA Executive Committee Meeting Minutes
Franklin University
November 5, 2010
Pamela Arrington
Amy Baker
Lori Beard*
Leigh Cameron*
Mary Cannon*
Christina Comanitz
Bev Dalheim*
Jeff Daniels*
Becky Davis*
Todd Everett
Chad Foust*
Kristy Gardner
Michael Gibboney*
Stephanie Goller*
Randy Green*
Ann Marie Gruber*
Linda Hayes
MorraLee Holzapfel*
Betsy Johnson*
Leann Kendzerski*
Val Kepner*
Kevin Lamb*
Goldie Langley*
Carolyn McCluskey*
Dave Metz*
Matt Moore*
Andrea Morrow
Kim Nash-Yore*
Mary Lynn Perri
Venus Puliafico*
Ed Recker*
Amanda Reisinger*
Christina Rose*
Michiale Schneider
Sam Selvage*
Carrie Short*
Stephanie Sutton*
Emily Swain
Randy Ulses*
Melanie Weaver*
Claudia Wenzel*
Cheryl Willard*
Guests: Cody McMillen, and
Valerie Fultz, LCCC
I.
II.
Announcements
Ann Marie Gruber
1. Welcome/Icebreaker
2. Updates
3. Professional Development: Cheryl shared “Characteristics of a great supervisor/manager/director”
Approval of Minutes/Secretary’s Report
Bev Dalheim
Minutes for the July 30, 2010 meeting were presented. Sam made the motion to approve the minutes as
presented. Stephanie seconded. Motion carried.
Minutes for the September 17, 2010 meeting were presented. Randy made the motion to approve the
minutes as amended. Dave seconded. Motion carried.
III.
Treasurer’s Report
Dave Metz
IV.
Old Business
Ann Marie Gruber
1. Sandy Pittenger donation: Ann Marie shared that OASFAA will be making a donation to a special
scholarship at Mount Union College in Sandy’s name. OASFAA members and winter conference
attendees will be invited to donate to the scholarship as well.
2. P&P changes to Committee Responsibilities: after some discussion and several recommended changes,
Ann Marie decided it would be best if Jeff and Mary Lynn update the document and email the
recommended changes for Section V--Committee responsibilities for the Policy and Procedure manual
to the executive board for a vote. It is hoped that the information can get posted to the OASFAA as
soon as the changes are approved.
3. OBR training: Kim shared that training was held in October and was much appreciated by OBR. Future
training are on hold at this time.
4. Membership for 2011
V.
New Business
Ann Marie Gruber
1. MASFAA Conference: 381 attended the MASFAA conference in October; 19 exhibitors. A powerpoint
ran with state association highlights in lieu of state banners being hung; Ann Marie passed around
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screenshot of OASFAA’s highlights. About 15 people from Ohio went to dinner for “Night on Your
Own”. MASFAA State Leadership Award was awarded to Arman Habeggar from University of Findlay; he
will be presented plaque at Winter conference. Ann Marie asked if anyone was interested in being on
the conference program committee for the MASFAA 2011 conference in Grand Rapids, MI to let her
know.
Proclamation for Indiana for their 75th anniversary
LCD projectors and laptops needed for conference
NASFAA Webinar: NASFAA offered a webinar for state leaders. Ann Marie asked Goldie and Venus to sit
in on it. The summary of the webinar is below under Federal updates.
Federal/State issues-info on web: Goldie and Venus shared an information sheet on “Tips for Effective
Communication with your Representatives.”
Reserve Policy: Stephanie presented information from the Finance Committee meeting and proposed
amending the current budget and reserves policy. The information will be presented at the business
meeting at winter conference for members to vote on. The following will be presented to the members
by Ann Marie:
The former reserve policy allowed for a maximum of 75% of the annual budget to be held in reserves
(savings and other assets). However, in the last few years we have really streamlined and pared down
the budget in an effort to be more fiscally responsible and in response to the reduction in revenue that
the association has experienced.
Since the percentage to be held in reserves is based on the budget and the budget has been greatly
reduced, it was felt that we needed to review the reserve policy to ensure the financial stability of the
association. We wanted to be sure that we were holding in reserves enough so as not to put the
association in financial jeopardy in the event of unforeseen circumstances (snowstorms, etc.). We also
did not want to be in a situation to spend money just to spend money since we have worked so hard to
be fiscally sound. The intent of the reserve fund was added, that being to have resources available to
meet unusual income shortfalls which could be due to economic downturn, unmet contractual
obligations, other unexpected budgetary shortfall, etc. Another update to the policy restricts the liability
of contracts that the association can enter into to limit the risk of financial hardship.
The new policy also allows for a minimum of 50% and maximum of 200% of a 3 year average of our
annual expenses to be held in reserves. This change in the reserve cap will allow us the flexibility to take
a hard look at our core functions and make sure we are able to cover those expenses and how we can
give back to the membership if there are any excess reserves once.
Notes:
reserve is currently at 130% of maximum
a lot in savings at the moment-currently looking at best way to invest
7 year of expenses of core functions-need $31.58 to cover those
Bev made the recommendation that we amend the policy and procedures manual with the new policy as
recommended by the Finance Committee. Dave seconded. Motion carried. It will be presented at
winter conference for a member vote.
7. NASFAA Training: Presenters are Dave Metz and Mary Cannon. As of this date, 46 are registered to
attend the sessions at conference. There will be no charge for the sessions. NASFAA is providing the
materials free. They will be emailed to registrants prior to conference.
8. Other: nothing at this time.
VI.
Reports
1. Regional Representatives
a) Northeast
Summary of activities:
Kristy Gardner
10/15/10 Meeting Updates
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The first regional meeting was at John Carroll University on October 15th from 9:30-2:30pm.
60 people attend and of those about half were not OASFAA members.
I encouraged non-members to join OASFAA and plugged the next regional meeting/support
professionals meeting Nov. 10 and winter conference.
The topics covered at the regional meeting were Verification, PJ, Overview of tax
returns/laws, P&P, and NASFAA’s Standard of Excellence.
I created and distributed an evaluation form and the responses were excellent.
11/10/10 Meeting Updates
Stephanie sent several communications out about the support professionals meeting. I also sent
a reminder email on 10/27/10 to all of the NE encouraging attendance to the Support
Professionals Meeting at BGSU-Firelands.
Activities planned but not yet completed: Working with Val to secure accommodations for our
Need Analysis Meeting on Jan. 28th at Oberlin.
b) Northwest
Melanie Weaver
Summary of activities:
 Fall NW meeting was on October 8, 2010 at Owens Findlay Campus
 Had three presenters on topics of professional judgment, private loans and credit and death
by meeting
 27 people (including presenters) attended
 Set meeting date for spring on March 25, 2011
 Scheduled Chad Foust to speak at this meeting
 Sent reminder email to region on the Support Professional Workshop, November 10, 2010
Activities planned but not yet completed:
 Finalize lunch arrangements for support professionals workshop with the support
professionals committee
 Finalize location and agenda for spring NW meeting on March 25, 2011
Progress on committee’s 2010-11 goals:
 One meeting has been completed
 Chad Foust scheduled for spring meeting
 Introductory email has been sent
c) Southeast
Samuel Selvage
Summary of activities: Held first regional meeting on Friday, October 8,2010 at Muskingum
University. Topic covered were FERPA, Preferred Lender Agreements, Understanding Credit
and a round table discussion. 18 of 23 of those who RSVP’ed attended.
Attended Support Professionals Committee meeting on October 22 in preparation for South
Support Professional meeting on November 9.
Activities planned but not yet completed: Working on creating a Southeast Regional Rep. guide
book for future reps.
Progress on committee’s 2010-11 goals: Preparing to help at the Support Professional Meeting
and continued.
d) Southwest
2. President-Elect
No report at this time.
Todd Everett
Stephanie Sutton
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a) Associate Member Relations
Amy Baker, Christina Rose
Summary of activities: We have begun to receive corporate support for the Winter conference.
In total, we have 7 exhibitors which equates to $7000 in exhibit fees. To date, 2 of the
exhibitors have paid. On October 29, 2010 we have sent out an email with a friendly reminder
of the upcoming corporate support deadline of November 15, 2010 to all potential exhibitors.
Activities planned but not yet completed: In November we will finalize exhibitor plans with the
hotel. We will also send an email out to exhibitors with information on shipping materials and
conference information.
b) Communications/Web
Michiale Schneider, Kevin Lamb
Summary of activities:
 Submitted the Aug, Sept, Oct & Nov invoices to the Treasurer for processing but ATAC says
they’ve not yet been paid. Will follow up with the Treasurer.
 Kevin reviewed the P&P manual & has the following suggested changes:
Communications and Web Development Committee (The green highlighting in 2 & 5 are
suggested additions; items in red are suggested deletions on items 5 & 6.
o The Communications and Web Development Committee informs the membership of the
Association’s goals, plans, and events, promotes awareness of technology options to the
financial aid community and provides technical support for the Trustees. The
Communications Committee:
o Creates and disseminates the association’s newsletter.
o Disseminates other Association news and updates on an as-needed basis via listserv to the
membership; approves and manages web-based job listings.
o Develops and designs other communications to the membership at the request of the
President and/or Executive committee.
o Works with the company responsible for the creation of the OASFAA website to update and
maintain the OASFAA Web Page.
o Collects and disseminates to members any information relative to the technology needs of
the financial aid profession. Assists in planning and conducting conference interest sessions,
regional meetings and statewide and regional workshops.
o Assesses the technology needs of the Corporation's Trustees and makes recommendations
based on these assessments.
Activities planned but not yet completed:
Continue with the next addition of the OASFAA Newsletter & include information from MASFAA
as well as the OASFAA Conference, transitional news, President’s Corner & Exec bios. Will make
every effort to list the names of everyone in pictures.
Progress on committee’s 2010-11 goals: Plugging right along!
Recommended items for discussion by Executive Committee:
 Suggested updates to the P&P
 Ideas to include in the newsletter
c) Finance
Stephanie Sutton
d) Membership
Christina Comanitz, Carrie Short
Summary of activities:
 Processed membership payments
 Corresponded with ATAC re: emailing membership for updates
 Emailed current membership through ATAC requesting information updates
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Requested that information re: updating membership records be included in the next
OASFAA newsletter
Found Ohio institutions with no OASFAA members. There are 19. (Notables: Notre Dame
College, NEOUCOMM, OSU-Newark, Wooster, Univ. of Rio Grande, Wilmington, and
Youngstown)
o Interesting fact! Franklin University has the most members with 18. University of
Dayton is next with 16, followed by Cincinnati with 13 and Case Western with 10.
Discuss plan for New Member session for Winter Conference
Keep list of 2010 New Members to email with encouragement to attend Winter Conference
and our session
Recruit committee members through membership email
Opened 2011 Membership applications for those not renewing/joining through conference
registration
Responded to inquiries from members forwarded by past membership chairs
Reviewed committee description and found no need to make any changes
Activities planned but not yet completed:
 Use “undeliverable” emails as a starting point for cleaning up records (still waiting for list
collected by ATAC)
 Contact OH institutions without members about the “Top 5 Reasons…” and Winter
Conference information to encourage representatives from the Financial Aid Offices to join
 Finalize New Member Session for Winter Conference
Progress on committee’s 2010-11 goals:
 637 members as of 10/28/10, 9:37 am – an increase of 18 members since 9/14/10!
 Membership database clean-up underway!
Both of these accomplishments go towards 6 of our committee’s goals for 11-12!
Recommended items for discussion by Executive Committee: We’re still hoping someone has
leftover OASFAA promotional items for us to use for our new members at our session at the
Winter Conference…
e) Nominations
No report at this time.
Stephanie Sutton
3. Past-President
Randy Ulses
a) Association Governance and Planning
Jeff Daniels, Mary Lynn Perri
Summary of activities: We have completed the updates of all committee descriptions for the
P&P, and have updated the financial information for review of OASFAA’s fiscal policy.
Activities planned but not yet completed: We will be using the updated budget information to
review and update our fiscal policy
Recommended discussion items for the Executive Committee: Updated committee descriptions
Recommended action items for the Executive Committee: Officially approve committee
description changes for P&P
b) Financial Review
No report at this time.
Randy Ulses
c) Regulatory-Federal
Goldie Langley, Venus Puliafico
Summary of activities: Venus and Goldie participated in the NASFAA Federal Update webinar
on September 28, 2010.
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Activities planned but not yet completed: During the OASFAA Winter conference, Venus will
moderate Jamie Malone’s scheduled breakout sessions (Consumer Information and Direct
Loans) and Goldie will introduce Jamie for the Federal Update.
NASFAA Federal Update (webinar) - 9/28/10
Megan McClain – NASFAA’s new Director of Federal Relations
 Spoke on possibility of House and Senate turnover. House turned over, but not Senate.
Lame duck period until new congress seated in January.
o House – 218 seats for majority
 result: Republican 239, Democratic 187
o Senate – 51 seats for majority
 Result: 53 Democratic (including 2 independents who caucus with
Democrats), 46 Republican
 Federal fiscal year October 1 – September 30
 No budget yet – once past midterm, not sure if congress will do a reconciliation bill or not –
waiting till January for new congress
o To learn more about the Federal Budget process, see NASFAA’s Monograph 18 at
http://www.nasfaa.org/Subhomes/ResearchHome/Monograph18.Pdf
o Since webinar, on September 30, Congress passed a continuing resolution that will
fund the federal government through December 3, which allows the federal
government to continue operations at the FY2010 funding levels (this did not
include the $5.7 Pell Grant shortfall anticipated for FY2011)
 Dream Act : This bill focuses on undocumented youth who came to the country because of
the actions of their parents. The Act would provide a lengthy path for these youth to gain
citizenship, after completing at least two years of higher education or two years in the
military.
 Master calendar – suppose to release final “Program Integrity” regulations by November 1
before going into effect July 1, 2011 (gainful employment final rules expected early 2011 to
go into effect July 1, 2012)
 FY2008 three- year default rate will be released in January
 Private Student Loan Bankruptcy Fairness Act of 2010 (H.R. 5043): If passed, the bill would
allow private student loans to discharge in bankruptcy (treating private student loans like
other private debt). Under current law private student loans cannot be discharged unless
borrowers can prove “undue hardship”
Progress on committee’s 2010-11 goals: Submitted draft, pending until receive further
guidance.
d) Regulatory-State
Nothing to report at this time. Leann Kendzerski, Ed Recker
4. VP-Conferences
Emily Swain
a) Conference Planning
Emily Swain
Summary of activities:
 Entertainment – We are going to rent a horse racing kit. Becky Davis has the details.
 Charity – Scholastic Books; Becky has details.
 Registration – Andrea has the materials she needs and she’s pricing how much it will cost to
print the name tags in color (so we match with OCAN)
 Program – Lori Beard created the PPT template. I emailed it out to the moderators on
10/30. Lori will serve as an editor for the program. I am in contact with Billy on the best
way to get the OASFAA information to Frank (who will put the program together). As a cost
saving measure, we are not going to print programs.
 Site – Betsy and Claudia have submitted a report.
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I will continue to promote the conference between now and the registration deadline.
As of 11/4 OASFAA has 174 full registrations and 30 one day registrants. 6 are comped.
Activities planned but not yet completed: Continue promoting conference and wrap up the
details of our keynote speaker (Kristin Skarie).
b) Entertainment
Becky Davis
Entertainment will be a night at the horse races. A video of horse races will be rented.
Participants will select the winners for 6-8 races and will be given tickets for their selections.
Winners will receive a ticket that can be put in a bag for a prize, similar to a Chinese auction.
c) Program
Lori Beard
OCAN and OASFAA hired an individual to complete the program. Costs are being shared by
the two. Lori Beard will be working closely with the gentleman to make sure it is put on line
for attendees to print in time, and that it is complete, correct and inclusive. He will also do
the signage. He designed the logo.
d) Site
Betsy Johnson, Claudia Wenzel
Summary of activities: Claudia and Betsy had a conference call on Tuesday, October 26th to
discuss items for the upcoming Winter 2010 conference. Follow up with various stakeholders is
happening for clarification.
Activities planned but not yet completed: We will be meeting with the hotel after exec on 11/5
to go over questions to assist us with finalizing room assignments and the menu. The goal is to
have everything is in order before Thanksgiving. If someone has special needs for a room or
anything else, they need to let Betsy and/or Claudia know as soon as possible. They are having
weekly meetings with OCAN until Conference is held. At this time there are 9 OASFAA exhibitors
and 7 or 8 OCAN exhibitors. We have one advertiser for conference. An email will be sent
reminding everyone of the November 15 deadline. They will be working with the conference
team to finalize plans for exhibitors to set up materials and displays so that everyone can be in
line with the hotel policy and procedures.
MorraLee will check with OBR to see if they want an exhibit table. It will be complimentary as
will OCAN and OASFAA table.
Recommended items for discussion by Executive Committee: Please let us know if you can
donate a laptop or LCD projector for OASFAA use for the conference.
e) Leadership
Claudia Wenzel/Pam Arrington
Summary of activities: At this time, the two Leadership sessions have been with Kristin Skarie.
An email will be sent to the Leadership Class checking to see how they are doing with regards to
future committee involvement; encourage those that have yet to respond to attend an exec
meeting; and, stir some excitement for the winter conference and graduation. Graduation is
scheduled for Monday during dinner.
Activities planned but not yet completed: Preparing certificates and other items to present to
the Leadership Class during graduation. An email will be sent to the Leadership Class checking
to see how they are doing with regards to future committee involvement; encourage those that
have yet to respond to attend an exec meeting; and, stir some excitement for the winter
conference and graduation.
f) Professional Development
Val Kepner, Cheryl Willard
Summary of activities:
 Secured Theme and Speaker for winter conference track
 Finalized topics and responsibilities for exec. Meetings
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Finalized and submitted session titles and descriptions for winter conference PD track
Activities planned but not yet completed: Spring Conference Sessions
Progress on committee’s 2010-11 goals:
 “Provide activity at Exec. Committee meetings” – planned
 “Coordinate a track for seasoned professional for Winter Conference” – in progress
 “Coordinate 2-4 non-aid based sessions for spring conference” – in progress
5. VP-Training
Kim Nash-Yore
Summary of activities: Scheduled conference call with NASFAA Trainers to discuss materials and
plan for NASFAA Training. Secured a northern site to host NASFAA Training for drive in
workshop, but still ironing out a final date for training.
Activities planned but not yet completed: Scheduling south drive in workshop, if necessary.
*see recommended items for discussion below.
Recommended items for discussion by Executive Committee: Determining whether multiple
drive in workshops are necessary for the 2010 Fall NASFAA Training or if a central drive is
workshop will save resources. After discussion with the presenters, the materials are geared
toward a more seasoned FA professional. We are worried that turn out may be low due to the
topic of the training, An Institutional Approach to Developing & Revising Cost of Attendance
Components. NASFAA estimates that the training will take about 2.5 hours to complete.
a) College Goal Sunday
MorraLee Holzapfel, Leigh Cameron, Amanda Reisinger
Summary of activities:
 Completed grant request to Great Lakes and received notification of $23,800 grant
 Complete grant request to USAFunds-No response yet
 Received approval and check for $10,000 from YMCA Grant
 Updated CGS Website for 2011
 Prepared Materials for November Mailing that includes letter to counselors, posters and
black and white flier
 Testing volunteer registration-target to be open in early November
Activities planned but not yet completed:
 Await RFP release from OBR for Federal College Access Challenge Grant Funds
 Host Site Coordinators Meeting at December Conference
 Test and open student registration
 Prepare materials for January mailing
 Order T-Shirts
 Distribute Mini-grant applications to site coordinators
Progress on committee’s 2010-11 goals: Making progress. Need to have no snow in February.
b) NASFAA Training
Kim Nash-Yore
c) Need Analysis
Jonathan Green, Carolyn McCluskey
Summary of activities:
● Held phone conference meeting on September 22, 2010
● Held meeting at Ohio Wesleyan University October 20, 2010
○ Randy reviewed the power point to the group
● Committee members selected which day to help present at Winter Conference
Activities planned but not yet completed:
● Randy will be updating some slides from the groups suggestions at the October meeting
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● e-mail will go out to the group by 11.1.2010 to review the power point
● Phone conference scheduled for 11.2.2010 to review presentation before sending it off
to the printer
● Ohio Northern will print handouts and also stuff handouts in pocket folders
● Committee members to meet Sunday evening December 12th to review presentation at
hotel for Winter Conference sessions
● Regional Meetings January 28th @ Oberlin College & February 4th @ Wittenberg
○ committee members will select one of these two sites to attend
Progress on committee’s 2010-11 goals:
● Enhancements made to this years presentation (adding tables) as pop ups when being
referred to as part of the calculation
d) Outreach
Numbers from Articulation are in:
 Southwest Ohio – Wright State 9/13
 Northwest Ohio – Bowling Green 9/14
 Northeast Ohio – Kent State – 9/15
 Central Ohio – Ohio Wesleyan – 9/16
Michel Gibboney, Linda Hayes
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Guidance Counselor Workshop information is now available at OASFAA.org.
This year’s sites are:
Monday, Dec. 6:
University of Dayton – SW
DeVry University - SE
Tuesday, Dec. 7:
Ashland University – NE
Xavier University - SW
Wednesday, Dec 8:
Franklin University – SE
University of Findlay – NW
Belmont – SE
Thursday, Dec. 9:
Kent State University – NE
Shawnee State – SE
Hocking College – SE
Friday, Dec. 10:
Stark – NE
Bowling Green – NW
Baldwin Wallace – NE
There will be a slight change to this year’s presentation at the workshops. We have added a
second segment that will go in depth on a specific financial aid topic, which will change each
year. This year’s topic is Professional Judgment.
Next Outreach Committee Meeting is Friday November 12th, 10am-1pm. Location TBA.
e) Support Professional
Mary Cannon, Stephanie Goller
Summary of activities:
- Planned both Support Professionals Workshops; one for the north region at BGSU Firelands
on Nov. 10th and one for the south region at Mount Vernon Nazarene University on Nov. 9th.
- All speakers have been arranged, as well as two different motivational speakers found
through a speaker’s bureau. They are free of charge and will be ending the day at both
workshops.
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- Other presenters include Michiale Schneider from Great Lakes talking about Verification, Greg
Carlo from Great Lakes speaking on Customer Service, and Jeff Johnston from Sallie
Mae
covering Student Debt and Plus Denials.
- Held a committee meeting on Oct. 22nd at Franklin University to finalize all plans for the
workshops. Each committee member has volunteered to help out at either one or both
workshop events. All duties were assigned and covered to make these successful events.
- As of Oct. 27th, the south workshop has 36 confirmed RSVP’s (plus 11 more involved directly
with the workshop) and the north has 39 confirmed RSVP’s (plus 8 others).
Activities planned but not yet completed:
- Working on putting together a monthly or quarterly newsletter/updates to support
professionals specifically.
- Will start planning the Support Professional award after Thanksgiving break and plan to start
sending out emails mid-January to the listserv.
Progress on committee’s 2010-11 goals:
- Back on track with the committee and after the workshops are over in November, will
continue on with our other goals for the year.
6. Liaisons
a) Board of Regents
Chad Foust
b) OCAN
MorraLee Holzapfel
OCAN remains in regular communication with OASFAA to finalize details for the combined
conference in December. OCAN is pleased to have confirmed Greg Darneider, Special Assistant
to the Secretary of Education as the closing speaker for the conference.
Registration opened on October 1st as planned. OCAN continues to try and recruit exhibitors for
the conference.
OCAN is awaiting the release of the new KnowHow2Go materials so that we can begin
distribution around the state. The original idea for this round of materials was targeting
financial aid for college. The theme has been adjusted to “getting ready for college is tough but
you can do it.”
OCAN is planning to co-host a student advocacy summit this spring. The Ohio State University
and Ohio University are the other lead co-hosts. We are working with the public policy
programs at each college to help identify the students that will participate.
7. Adjournment.
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