Financial
Aid
Program
Review
Evergreen Valley
College
Spring 2010
Financial Aid Services Program Review
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Evergreen Valley College
Financial Aid Services Program Review
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Evergreen Valley College Mission Statement
With student learning as our primary focus, Evergreen Valley College’s mission is to
empower students to expand their human potential and to succeed in a global, multicultural
society. We prepare students of all ages and backgrounds for balanced and productive lives,
so they can ultimately improve the workforce and quality of life in our communities.
We meet our mission through a wide spectrum of educational experiences, flexible
methodologies, and support services for our students
Mission Statement for Financial Aid Program
The Evergreen Valley College Financial Aid Office provides financial resources to eligible
students. Our mission is to ensure that lack of funds is not a barrier to our students in their
pursuit of their educational objectives.
Program Description
The EVC Financial Aid Program awards various grants, work-study funds, scholarships, and
loans to eligible applicants. All aid programs follow federal and/or state established
policies and regulations.
Students apply for financial aid by completing the Free Application for Student Aid (FAFSA)
at http://www.fafsa.ed.gov. Students identify their interest on receiving financial from
Evergreen Valley College by adding our federal school code of 012452 to their FAFSA. The
application information is subsequently sent electronically by the federal process to our
college for award determination. The Financial Aid Office provides services in English,
Spanish, and Vietnamese, and is reflective of the student populations served at Evergreen
Valley College.
The Financial Aid Office is responsible for promoting financial aid awareness to current and
prospective students and for the dissemination of the Department of Education required
consumer information.
The Financial Aid Office continues to improve the delivery of services to students. The most
tangible for students is the consistent delivery of financial aid checks to students prior to
the start of the semester.
In addition, the Financial Aid Office is taking steps to move towards an online
communication process with students, an electronic delivery of funds and a streamlined
processing of applications.
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Hours of Operation and Location:
Financial Aid Office Hours:
Financial Aid Office Location (SC123)
Monday: 8 a.m. – 4:30 p.m.
3095 Yerba Buena Road, San Jose, Ca, 95135
Tuesday: 8 a.m. – 4:30 p.m.
Online: www.evc.edu
Wednesday: 8 a.m. – 6:30 p.m.
E-mail: evcfa@evc.edu
Thursday: 8 a.m. – 4:30 p.m.
Phone: (408) 270-6460
Friday: 8 a.m. - 1 p.m.
List of Staff and Titles
Alma R. Tañon, Director of Financial Aid
Gina Browne, Financial Aid Coordinator
Luu Nguyen, Financial Aid Specialist III
Tanya Le, Financial Aid Specialist III
Loretta Armstead, Financial Aid Specialist II
Josephine Aguirre, Financial Aid Specialist II
Annette Ruiz-Esparza, Financial Aid Outreach Specialist
James Meza, Financial Aid Specialist I
Ebonnie Hopkins, Financial Aid Specialist I
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Evergreen Valley College’s Commitments to Action (CTAs)
Student Centered:
Provide access to quality and efficient programs and services to increase retention and meet
student goals.
Organizational Transformation:
Create a trusting environment where everyone is valued and empowered.
Community Engagement:
Transform college image and enhance partnerships with community, business, and
educational institutions.
Financial Aid CTAs and Status
Student Centered:
Review and implement the financial aid features of MyWeb.
Status: The award letter functionality is in full use. In collaboration with SJCC and
ITSS, we are reviewing the communication management component for missing
documents.
Investigate the process and requirements for the EFT (electronic funds transfer) of financial
aid awards. Promote and solicit buy-in from campus community and district
administration.
Status: In the process of soliciting buy-in and support from the district’s
administration.
Organizational Transformation:
Evaluate the need for a reorganization of the office in order to increase equity of workload
and maximize individual staff’s skills.
Status: In progress – changes in the programs administered by the department have
caused a reassessment of the workload.
Complete performance evaluations for all staff with emphasis in professional/community
development.
Status: Complete.
Community Engagement:
Recognize staff for community (on and off campus) participation.
Status: In progress.
Review existing community agencies/programs and identify 2-3 sites to visit.
Status: Complete.
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Financial Aid Funding Sources:
Currently Financial Aid funding sources are provided through a variety of federal, state, and
local programs:
Federal Pell Grant
The Pell Grant program is the largest grant program in the country. It is the foundation for
an award package. Pell Grants provide financial assistance to eligible part-time and fulltime
students, and are calculated based on a student’s enrollment and Expected Family
Contribution (EFC). For the 2009-10 year awards ranged from $609 to $5,350 (amounts
may change each year).
There is no minimum unit requirement for the Pell Grant program, so a student may be
enrolled in as little as one-half unit. If a student applies late, but qualifies for a Pell Grant,
he/she may be paid retroactively.
Federal Supplemental Educational Opportunity Grant (FSEOG)
The Federal Supplemental Educational Opportunity Grant is a limited grant fund for Pelleligible students with the lowest EFC, who meet the priority filing deadlines, and are
enrolled at least half-time.
Academic Competitiveness Grant (ACG):
These grants are for full-time, Pell-eligible students who have completed a rigorous high
school program of study and maintain a 3.0 grade-point average while in college. Students
must be a U.S. Citizen to qualify, and cannot have attended college before. The award
amounts are $750 for freshmen and $1,300 for sophomores. Since this is a new federal
program, final guidelines are still being determined by the U.S. Department of Education.
Federal Work-Study (FWS)
Federal Work-Study is a program that provides jobs for students who demonstrate financial
need and are enrolled at least half-time. Eligible students are placed into work-study jobs,
usually on campus.
Federal Subsidized Stafford Loans
The Federal Subsidized Stafford Loan is a need-based student loan program designed to
assist students with educational expenses while attending at least half-time in an eligible
program of study. This student loan is insured by the federal government and guaranteed
by EDFUND. The Subsidized Stafford Loan is based on unmet need after being awarded
grants and scholarships. The interest is subsidized by the federal government as long as the
student is enrolled at least half-time. The interest is also paid for the student during the six
month grace period. The grace period begins the day the student drops below half-time
status.
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Federal Unsubsidized Stafford Loans:
Some colleges may offer unsubsidized Stafford Loans. Eligibility for subsidized student
loans will be reviewed first. The unsubsidized student loan can be need based or non-need
based. The interest on this loan begins to accrue when it is funded. Students have the option
of making interest payments or deferring the interest.
Board of Governors Fee Waiver (BOGFW)
California residents who attend community colleges may be eligible to have their
Enrollment Fees paid by the state of California. There are three ways to qualify. Use the
Board of Governor’s Fee Waiver application for Method A or B. Use the FAFSA for Method C.
Method A
For families who are receiving TANF/CalWorks, SSI/SSP or General Assistance,
current verification is required.
Method B
To qualify students must meet the income guideline. Dependent students report
only parent’s income. Income includes adjusted gross income (as reported on a
federal tax return), wages not reported on a tax return, all untaxed income, and cash
received or any money paid on your behalf.
Method C
Complete the FAFSA application. The Financial Aid Office will determine unmet
need after a valid Expected Family Contribution (EFC) has been established. A Board
of Governor’s Enrollment Fee Waiver will be issued to anyone with at least $1 of
unmet need (Unmet Need = Student Budget – EFC).
Special Classifications
The following special classifications are also eligible for fee waivers: Some
dependents of veterans or the National Guard; recipient or the child of a recipient of
the Congressional Medal of Honor or a dependent of a victim of the September 11,
2001 terrorist attack; or a dependent of a deceased law enforcement officer or fire
suppression personnel killed in the line of duty.
Cal Grants
Cal Grants are state-funded, need-based, cash grants given to California college students to
help pay for college. To be eligible, in addition to meeting federal aid requirements, a
student must:
1. Be a California resident, and
2. Not have a bachelor’s or professional degree, and
3. File a completed FAFSA and Cal Grant GPA Verification form by March 2nd (all
students should try to meet the March 2nd deadline for the Entitlement and primary
Competitive Grant consideration, but for California Community College students there is
a second Competitive Grant filing deadline of September 2nd), and
4. Have remaining financial need.
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Cal Grant B
This grant is for students who are from disadvantaged or low-income families who
otherwise would not be able to pursue higher education. This grant may be used at a
community college or a university for up to four years. Cal Grant B Entitlement
Award: Every graduating high school senior who has a G.P.A. of at least 2.0, meets
the Cal Grant eligibility requirements, and applies on time, is guaranteed this award.
Cal Grant B Competitive Award: Other students who meet the basic Cal Grant
eligibility requirements and who have at least a 2.0 G.P.A. may compete for this
award. Selection is based on a composite score that takes into account a variety of
factors such as family income, parents’ educational level, etc.
Cal Grant C
This grant helps vocationally oriented students – who do not plan to transfer to a
university. Training must lead to a recognized occupational goal: diploma, associate
degree or certificate. Cal Grant financial need criteria must be met.
BOGFW and Pell Grant Trends
2002-03
20,632
2002-03
4360
21%
2002-03
1581
8%
Annual Student Headcount from CCCCO (Duplicate Count)
2003-04
2004-05
2005-06
2006-07
2007-08
18,957
18,954
19,179
17,331
18,280
Unduplicated Count of BOG Fee Waiver Recipients
2003-04
2004-05
2005-06
2006-07
2007-08
5265
5511
5346
5164
5123
28%
29%
28%
30%
28%
Unduplicated Count of Pell Grant Recipients**
2003-04
2004-05
2005-06
2006-07
2007-08
2017
2065
1929
1937
2121
11%
11%
10%
11%
12%
2008-09
18,160
2008-09
5656
31%
2008-09
2544
14%
**As of May 2010 for the 2009-10 year, the Financial Aid Office has paid Pell Grant funds to
2,851 students and it is still processing awards. This increase of 307 students represents a
12% increase from the 2008-09 year.
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External Contributing Factors
There are a number of external off-campus factors that have impacted and will continue to
impact the manner in which the College provides Financial Aid services. The following are
the most apparent:
Local Socio Economics:
Increased unemployment and/or under employment has changed the need of the
population that we serve.
The high cost of living in the bay area has caused the continuous reassessment of the
college’s standard cost of attendance.
Due to the school location and poor public transportation, commuting is a necessity for
students.
State Socio Economics:
The current State Budget Crisis has limited the social services available to our students.
The Cal Grant B Competitive Awards for Community College Students continues to be a
target for elimination under proposed State Budget.
Legislative changes affect the reporting, eligibility and requirements for state programs.
Federal Socio Economics:
Reauthorization – every 4 to 6 years Congress reviews everything in relation to student aid.
The recent passage of the Higher Education and Opportunity Act (HEOA) made drastic
changes to the student aid programs, institutional eligibility, and student eligibility.
The status of the economy directly affects how the legislature views and deals with student
aid programs from the funding to the requirements.
The Federal Student Loan Default Rate that is used as an indicator of the schools capabilities
to administer the financial aid programs will increase due to a change in the calculation and
the state of the economy.
The elimination of the Federal Family Educational Loan Program mandates the
implementation of the Federal Direct Loan Program which eliminates the need for banks
(financial institution) and totally relays on the Department of Education and the institution
to provide loan funds to students.
The Department of Education sets minimum technical requirements in order to enforce
reporting, processing and communication changes.
Annual changes to the application, the online processing of the data, and the reporting to
the Department of Education have created a necessity for frequent and extensive training.
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External On-Campus Factors
The College and the District are undergoing tremendous change at all levels, and these
changes are significantly influencing and impacting the Financial Aid Program. They are as
follows:
Two I.T.S.S. staff who were the primary support to the financial aid program, retired
during the last year and have not been replaced. These changes have had a direct
impact in the processing of applications, accessibility of information and reporting
as it relates to financial aid.
New leadership has reorganized some functions and consequently increased
demands on existing staff.
Student demand for financial aid direct deposit, also known as Electronic Funds
Transfer (EFT), and online fee waiver submission has increased.
Reorganizations of Fiscal Services at the District Office have impacted processing
and reporting of financial aid.
A significant increase of the Pell award amounts coupled with an increase in
enrollment and recipients have caused a strain in the district cash flow and
consequently changed the timeliness of the processing of disbursements.
Funding cuts to Categorical Programs have lead to an increase in the demand for
services that are outside the scope of financial aid.
FAFSA online has become so streamlined that it leads to unknowns, uncertainties,
and conflicting information which cause an increase in the required verification of
applications.
Internal Factors
These include the following:
Continual changes and updates to the Datatel software impact the dynamics and
interactions within the office and campus.
Lack of faith in the software stability requires the staff to take time to double check
processes and reports.
Need for training – the staff has difficulty getting accustomed to the complexity of
the delivery system and the constant changes to regulations and procedures.
Issues with integration – A lot of our processing depends on the data and processing
of other areas. This integration has caused the following:
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Increased coordination with the SJCC Financial Aid Office – we have to
alternate performing some office processes.
Increased coordination with the District Office Business Services, ITSS, HR,
and Payroll - in order to meet deadlines and process funds.
Increased enrollment and the number of students applying for aid limits individual
time spent with students.
The required use of technology has changed the roles among the Financial Aid Staff.
The fiscal health of the district has raised much concern amongst staff due to the
impending layoffs and the increasing budget deficit.
Program Strengths
The Financial Aid Office possesses the following strengths:
Bilingual & multicultural staff who can offer a sense of support and understanding.
Good customer service which is evident by the low number of complaints.
Efficiency – applications are processed in a very timely manner, checks are mailed
as scheduled, and reporting deadlines are met.
Capable and flexible - able to work under constant changes.
Welcoming environment.
Ethical staff.
Staff acts as liaisons for our students with other offices.
Knowledgeable and resourceful staff.
Low turnover of staff – provides comfort and continuity to continuing students
Program Weaknesses
The Financial Aid Office possesses the following weaknesses:
Need more space to provide privacy for the staff to assist students who have
unusual circumstances.
Need additional staff for community services and administrative duties.
Lack of opportunities to conduct staff training.
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Program Goals and Areas for Improvement
Implement Direct Loan Program:

Complete federal participation requirements.

Work with ITSS and Fiscal Services to create the work flow.

Complete system set-up.

Establish FAO procedures.

Create corresponding literature.

Train staff.
Perform an evaluation and reorganization of departmental duties.
Increase campus communications in order to educate faculty and staff about the
services and opportunities available to our students through the financial aid office.
Increase student in-reach efforts such as financial aid workshops on various topics.
Increase off-campus placement opportunities for work study students in the
community service agencies.
Ensure the financial aid information on the Internet is timely and accurate.
Move towards a paperless process.
Financial Aid Recent Accomplishments

Streamlined the appeal’s process so that the majority of students don’t need to
see a counselor in order to submit their appeal. Making the process easier and
faster.

Worked with ITSS & SJCC in order to make the student’s award letters available
on line through MyWeb.

Implemented a new process for Institutional Scholarships.

In coordination with the District’s Fiscal Services, developed and implemented a
process to minimize outstanding checks.
Evergreen Valley College