National Association of Student
Financial Aid Administrators
The following is a presentation
prepared for NASFAA’s 2006
Conference in Seattle, WA
July 5-8, 2006
Disaster Preparedness
Lessons Learned from Hurricane Katrina
Sherry Gladney, LSU Health Sciences Center - Shreveport
Elaine Rivera, The University of Texas - Pan American
Cynthia Thornton, Dillard University
Emily London Jones, University of New Orleans
Slide 2
PURPOSE
•
To provide information to Financial Aid Administrators
that will assist with the development of disaster
preparedness plans for their institutions, financial aid
offices and professional associations
•
Information provided can be used for any type of
disaster
Slide 3
Panelist Introductions and Overview
Elaine L. Rivera
Executive Director Student Financial Services
University of Texas Pan American, Edinburg, TX
(Formerly with Tulane University)
Erivera11@utpa.edu
Lesson 1: Institutional Disaster and Recovery Plan
Lesson 2: Communication and Contacts
Lesson 3: System Back-Up
Slide 4
Panelist Introductions and Overview
Emily London-Jones
Director of Student Financial Aid
University of New Orleans
ELondon@uno.edu
Lesson 4: Policies and Procedures
Lesson 5: Staffing Issues
Lesson 6: Financial Aid Programs, Part 1
Slide 5
Panelist Introductions and Overview
Cynthia Thornton
Financial Aid Director
Dillard University, New Orleans LA
cthornton@Dillard.edu
Lesson 6: Financial Aid Programs, Part II
Lesson 7: Resuming Business After a Disaster
Lesson 8: Stress Relief
Slide 6
Panelist Introductions and Overview
Sherry Gladney
LASFAA Past President
Director of Student Financial Aid
LSU Health Sciences Center – Shreveport LA
sgladn1@lsuhsc.edu
Lesson 9: Impact on Non-Disaster Impacted Schools
Lesson 10: Impact on State Association
Slide 7
Lesson 1:
Know Your Institution’s Disaster and Recovery Plan
I. Be a part of the institutional disaster planning:
•
•
•
Express the importance of FA regulations in regards to
administrative capabilities.
Communicate data storage and retrieval needs.
Include a plan for continuation of essential functions after the
disaster
–
–
–
Business process continuity
Organizational continuity
IT continuity
Slide 8
Lesson 1 Cont’d:
Know Your Institutions Disaster and Recovery Plan
II. Financial Aid Office Disaster plan should include:
• Pre and post disaster planning
• Securing of student files and key office equipment, such as
computers.
• Communication plan for staying in touch w/ staff, university officials
& external dependencies
• Data storage & retrieval plans
• Electronic access to P&P manuals & governmental reference
materials
Slide 9
Lesson 2
Communication - Contacts
I. Know Who To Contact & Who Will Contact You
•
•
•
•
•
•
University officials
Staff
Students & their families
Universities and colleges that took in your students
Federal, State, and regulating bodies
State & national association officers
Slide 10
Lesson 2 Cont’d
Communication - Contacts
II.
Be prepared to be creative and use
alternative methods of communication
•
•
•
•
•
Set up an institutional locator registry
Alternate email accounts
Telephones – use different area codes, 800 #s
Alternate website to provide information as well as collect
information
Consider a phone bank to receive calls from students, faculty,
staff, host schools, external agencies.
Slide 11
Lesson 3:
Systems Back-Up
I.
Know the system backup plan for your:
•
•
Institutional servers
Financial Aid Office stand-a-lone servers
II. Know where your back-up data is located and
how it can be accessed
•
Off-site and/or out of state
III. Obtain a copy of your back-up data, if possible
IV. Consider alternate financial aid management
system options
Slide 12
Lesson 4
Policies & Procedures
• Have a current PPM
• Make an electronic copy
• Monitor IFAP, State Agencies, NASFAA for news
releases and announcements
• Be prepared to respond to key officials and policy
makers
• Recommend policy changes to meet your
institution’s needs
Slide 13
Lesson 5
Staffing Issues
I.
Revised Job Duties and Responsibilities
•
•
•
II.
III.
IV.
Cross-training
Job descriptions
Temporary workers and volunteers
Payroll and timekeeping
Challenges of supervising staff from afar
Lack of office resources and supplies for staff
Slide 14
Lesson 6
Financial Aid Program Issues, Part 1
I.
Institutional Eligibility
•
•
II.
Federal Work-study
•
III.
Academic calendar revisions
Program Participation Agreement updates
Paying student workers
Federal Pell Grant
•
Accessing the COD System
Slide 15
Lesson 6
Financial Aid Program Issues, Part 2
IV.
Cash Management
• GAP system
• Paying credit balances
• Awarding and disbursing aid
V. Scholarships and Grant Programs
• Private donors
• State scholarships and grant programs
Slide 16
Lesson 7
Resuming Business After the Disaster
I.
Develop a Business Resumption Plan
•
II.
Establish a planning group
Establish High Priority Business Functions
•
•
•
•
Getting FAM systems up
Recovering electronic and paper records
Bringing student records up to date
Reopening the office for:
−
−
For staff
For students and general public
Slide 17
Lesson 7 Cont’d
Resuming Business After the Disaster
III.
Partnerships/ Resources
•
•
•
Funding shortfalls
State-wide consortium agreements
Use of 3rd party agencies to help with recovery efforts
Slide 18
Lesson 8
Managing Employees During Stressful Times
• Seize Leadership Opportunities
• Communicate Effectively
• Practice Self-Awareness and awareness of
Others
• Be flexible
• Increase information and Referral Activities
• Take time out for family, friends, and self
Slide 19
Lesson 9
Impact on Other Schools
I.
Host schools feel the impact of the disaster
•
•
•
•
•
•
II.
III.
Offering tuition, room/board to Katrina displaced students
No academic records to reference
Challenges of awarding financial aid to Katrina students
Financial aid funds for the current term already disbursed at a Hurricane
impacted school
Calculating withdrawals of current students
Finding assistance for current students who were seeking additional
assistance because of displaced family members that were living with
them
Host schools turn into hurricane impacted schools
during the same academic term
Recommendations:
•
•
•
Continue to monitor legislation even if not affected
Discuss legislation and train staff appropriately
Document, Document, and Document
Slide 20
Lesson 10
Impact on State Association
I.
Role of State Association During the Aftermath
of a Disaster
•
•
•
•
Be an initial point of contact
Assess needs of member institutions
Coordinate state wide meetings with key policy makers
Coordinate and assist with communication to Regional and
National Association leaders.
•
Coordinate and provide training
Slide 21
Lesson 10 Cont’d
Impact on State Association
II.
Disruption of Association Business
•
•
•
•
•
•
•
Conference, workshops, training
Business meetings and/or Board meetings
Elections
Communication challenges
Records
Reduced volunteerism
Effective on regional association meetings, elections, and
conferences.
Slide 22
Lesson 10 Cont’d
Impact on State Association
III.
Develop an Association Disaster Recovery
Plan that provides guidance for:
•
•
•
•
•
•
Business meetings
Elections
Communication to membership
Cancelled conferences/workshops
Protection of financial and business records
Financial donations and sponsorships
Slide 23
Final Words of Wisdom
Facilitate decision making during and after the
disaster
Be prepared to make decisions outside of the
“rules”
Document, document, communicate!
Slide 24
Resources
 NASFAA
 State and regional financial aid associations
 State agencies
 U.S. Dept. of Education (IFAP)
 U.S. Dept. of Homeland Security
 U.S. Dept. of Health & Human Services
 Postsecondary associations & organizations (ACE, Nacubo, AACRAO)
 American Red Cross
 Lenders/Guarantee agencies
Slide 25
Questions & Answers
Slide 26
Slide 27