2011-12 OASFAA Executive Committee Meeting Minutes
Franklin University, Columbus, Ohio
November 4, 2011
Trustees
Stephanie Sutton*
Cheryl Willard
Ann Marie Gruber
Angela Johnson
Committee Chairperson
Pamela Arrington
Michele Barry
Tamika Braswell*
John Brown
Leigh Cameron*
Mary Cannon
Stefanie Channell
Christina Comanitz
Jeff Daniels
Becky Davis*
Bev Dalheim
Kim Nash-Yore*
Melanie Weaver*
Matt Moore*
Emily Mattison*
Valerie Fultz*
Mary Kay Freshour*
Adam Ghiloni*
Randy Green
Linda Hayes*
Jeff Johnston*
MorraLee Keller*
Leann Kendzerski
Val Kepner
Kevin Lamb*
Tony Leprotti*
Guest:
Carrie Short*
Lawrence Matthews*
Chad Foust*
Todd Everett
Carolyn McCluskey*
Lea Mederer*
Andrea Morrow
Mary Lynn Perri*
Venus Puliafico*
Ed Recker*
Amanda Reisinger
Sam Salvage*
Michiale Schneider
Sonia Slomba
Randy Ulses
*denotes attendance
I.
Announcements
Stephanie Sutton
1. Welcome/Icebreaker: Please share a student or customer success story.
II.
Approval of Minutes/Secretary’s Report
Two revisions to prior minutes were recommended.
III.
Treasurer’s Report
Matt Moore
We lost about $12,000 in one quarter of our TIAA CREF account.
An item under the President – Elect in communications needs to be reviewed. It may have been listed
under the category in error.
Melanie Weaver
Matt Moore and Emily Mattison asked if the reimbursement form could be updated to include the
Challenge Grant. Stephanie Sutton will work on updating the form. The deposit from the grant has been
received so it needs to be classified.
IV.
Old Business
Stephanie Sutton
1. OASFAA Winter Conference Scholarship Application
Stephanie is going to reach out to past members to encourage them to come to conference.
Registration is still open until November 18, 2011. An email going out will communicate how to
apply and working with the fees.
2. Retired Member Status Discussion (see Membership Report)
The recommendation from the committee is that the retired member be treated as an associate
member and pay the same membership fee ($30). ATAC would need to be adapted
appropriately. We do currently have a “retired status”. Question was raised as to how we would
define “retired”. Chad Foust asked if we would market this to retired financial aid professionals.
Stephanie Sutton said that we would. MorraLee Keller recommended that we send reminder
emails out each year for those who are planning to retire about the opportunity to remain a part
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of OASFAA. Jeff Johnston questioned why we would require a retired member to pay
membership since they have so many years of experience to offer to OASFAA membership.
Others questioned whether retired members should pay a reduced rate. Lawrence Matthews
recommended that the Membership or Association Governance and Planning committee come to
the next meeting with firm recommendations in regards to the P&P
Kim Nash-Yore made a motion that we offer retired members membership like the New York
association model. They would have the same privileges as associate members and pay a $10
membership fee. Carrie Short seconded the motion. The motion was rescinded. The Association
Governance and Planning committee will bring language to the next meeting for a policy.
MorraLee Keller asked if we would offer lifetime membership to Tally Hart. Chad Foust asked
what the P&P says about Lifetime Membership. MorraLee Keller recommended we make Tally a
Lifetime Member. Kim Nash-Yore made a motion that we make Tally Hart a Lifetime Member.
Emily seconded. The motion approved.
V.
New Business
Stephanie Sutton
1. Spring Conference Site Secured
Columbus Marriott Northwest (www.columbusmarriottnorthwest.com)
5605 Blazer Parkway • Dublin, OH 43017 Phone 614-336-4705
May 7 & 8, 2012
VI.
A conference planning meeting for spring will be scheduled in February.
Reports
1. Regional Representatives
a) Northeast
Carrie Short
1. Summary of activities: Planned regional meeting agenda with other regional reps. Once
all details of the Northeast Regional meeting were set, I emailed the Northeast region
members to encourage attendance. Once all four regional meetings were set, we sent a
message to the general membership listserv to make sure all members were aware of the
meetings and the agenda (especially those who do not have a regional designation in the
database who would have otherwise not received the reps’ direct messages). I participated
in a conference call with the other regional representatives, members of the Outreach
Committee, as well as OCAN representatives about the Regional Meetings to be held at the
winter conference. The first Northeast Regional Meeting was held Friday, October 14th at
the University of Mount Union. With the assistance of Tina Comanitz from UMU, the
meeting was a success! Over 40 RSVPs were received. All but one showed up. The main
agenda included roundtable discussions on 2012-2013 verification, SAP, and R2T4 (thanks to
the guidance of Amy Smucker). Discussion on the next regional meeting to be held in
January (most likely) has begun, in coordination with the other regional representatives.
2. Activities planned but not yet completed: Agenda for regional meeting at the Winter
Conference, Agenda for January Regional Meeting
b) Northwest
Lawrence Matthews
1. Summary of activities: The first NW regional meeting was held at Bluffton University on
Friday, October 7, 2011. 35 individuals attended, representing 18 institutions from the NW
OASFAA region. Upon arrival, all participants were greeted by J Denny Beaver, Bluffton’s
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mascot. Evaluations were very positive regarding the program, facilities, and food. The
total cost for this program (Breakfast/Lunch) was $506.80.
2. The next regular meeting for NW OASFAA is tentatively scheduled for January 13 and
will be in conjunction with a live one hour video presentation on Default Prevention hosted
by Chad Foust and the SE region. High school counselors from the NW region will be
encouraged to attend. Additional program items for January 13 will likely include a federal
and state update, an over-view of FOTW (and Corrections on the Web), over-view of Net
Price Calculators, and a round-table on Hot Topics with discussion topics to be brought by
financial aid staff and high school counselors. The location for this meeting is yet to be
decided but will hinge on the technology requirements for the video presentation.
3. Activities planned but not yet completed:
- Regional Meeting: Outreach focus, OASFAA/OCAN Winter Conference
- Tuesday, December 13, 2 pm – 3:15 pm
- discussion leaders for this breakout are:
• Angie Myers, Director of the Lima/Allen County Access Program
• Kristie Solomon, Guidance Counselor, Apollo Career Center
• Lawrence Matthews, Director of Financial Aid, Bluffton University
- January 13 regional meeting
- Additional meetings and topics are TBD but will be influenced by evaluations and other
feedback received from NW membership at the October 7 event.
4. Progress on committee’s 2011-12 goals:
- Still a work in progress in consultation with other Regional Reps, VP’s for Training &
Conferences, and Exec.
c) Southeast
Chad Foust
1. Summary of activities: The first SE regional meeting was held on Friday, October 7,
2011, hosted at COTC/OSU Newark. The meeting was conducted as an open discussion
covering many of the Federal Program Integrity topics including SAP, R2T4 and Verification.
Additional topics included the Net Price Calculator, quarter to semester conversion and high
school financial aid nights. A total of 43 participants attended representing 22 separate
institutions.
The four regional representatives also participated in a conference call on September 26,
2011, with members of the OASFAA Outreach Committee and OCAN representatives to
discuss content for the regional/outreach breakout sessions at Winter Conference.
2. Activities planned but not yet completed: I am in the process of finalizing plans for the
second meeting tentatively scheduled for Friday, January 13, 2012, at Otterbein University.
3. Progress on committee’s 2011-12 goals: Ongoing.
4. Recommended items for discussion by Executive Committee: Should high school
financial aid nights be held in the fall (September, October or November) rather than the
winter (December, January or February).
Matt Moore and Stephanie Sutton indicated their institutions are doing some in the fall
and in winter.
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Stephanie Sutton asked the Outreach Committee to share with counselors the ability to
host financial aid nights in the fall and to encourage them to select presenters who are
financial aid professionals. Venus Puliafco indicated they are hosting some presentations
during the day as well.
Chad Foust will get information to post on a slide about the January regional meeting for
the Guidance Counselor workshops.
Lea Mederer will check to see how Associate Members could be categorized under regions
in order to get notice of regional meetings.
d) Southwest
Todd Everett
1. Summary of activities: 1st Regional Meeting occurred at the Voice of America Learning of
Miami University. The meeting replicated the topics of Program Integrity Issues, Forms Fairs
and completing High School presentations. Twenty-nine people attended from nineteen
different institutions. Evaluations were completed.
2. Activities planned but not yet completed: The two remaining regional meetings are still
in the planning phase.
2. President-Elect
Cheryl Willard
a) Associate Member Relations
Mary Lynn Perri, Michele Barry
1. Summary of activities: Co-chairs met September 23rd to develop timeline of
communication to vendors for the Winter Conference and reviewed previous year’s
information.
Currently conference information:
• we have 14 exhibitors for the conference @ $1000 each – 10 have paid in full
• 2 vendors have purchased an advertisement in the program @ $500 each – both are
paid and have forwarded the artwork to us for the program and the banners on our website
• 2 vendors have pledged an open sponsorship for a total of $1700.
Total collected as of 10/25/11:
Total outstanding as of 10/25/11
$12,700
$ 4,000
2. Activities planned but not yet completed:
• Continue communications to make sure exhibitors are registered for conference and to
send invitation to Sunday dinner.
• Work with site committee for set-up and details for conference
• Review and adjust procedures after Winter Conference for Spring Conference
3. Progress on committee’s 2011-12 goals:
4. Recommended items for discussion by Executive Committee: If we are going to stay
with a printed program, do we want to explore offering more than just half-page ads? We
could offer different options with different prices.
We only have two vendors who have selected to have the half-page ads. Mary Lynn Perri
asked if we should offer a quarter-page and a half-page option. She will talk to Michele
about it.
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Mary Lynn Perri asked if we should close down the sponsorship page due to the programs
getting printed. Stephanie Sutton indicated that the deadline date for the program is
Friday, November 11, 2011 so we should follow that date. We have 17 OASFAA
exhibitors. Kevin Lamb recommended that vendors still be allowed to advertise but
indicate it would be web only.
b) Communications/Web
Michiale Schneider, Val Kepner
1. Summary of activities:
*Submitted budget for2011-12
*Updated website to include spring 2011 conference awards
*Updated website to transition from 2010-11 executive board to 2011-12 executive board
as of July 1st
*Spring 2011 conference photographs posted to the OASFAA website and FaceBook page
*Photographs submitted to NASFAA for annual conference slideshow
*Link to the OASFAA FaceBook page from the OASFAA website
*Approve job postings as they are submitted
*First newsletter of the year
2. Activities planned but not yet completed:
*Second newsletter of the year
*Look at ways to use FaceBook more effectively (ongoing)
3. Progress on committee’s 2011-12 goals:
Moving right along
c) Finance
Cheryl Willard
d) Membership
Christina Comanitz, Lea Mederer
Summary of activities:
Researched possibility of offering a retiree membership status by:
2. Participated in email discussions with past/current members of the exec
committee. Consensus was that a retiree status was not currently available to
members, but some questions arose:
a) Will retiree status only be available to those who were previously
members?
b) Will the retiree status fall under Active or Associate Member guidelines?
a) Will there be an individual Retiree status that may have limited
involvement? or;
b) Would we need to create an Active Retiree and Associate Retiree?
c) Would we offer a membership at a reduced cost?
a) Associate Members currently do not have voting rights or ability to hold
office and are required to pay same fees as Active Members
b) Currently, membership fee is not exceptionally high, but could this be an
issue in the future?
c) Could offering a reduced cost be just a courtesy that we offer to those
that have served the industry/organization?
d) Would having a different cost structure make it harder to budget in the
future?
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3. Reviewed current practices of other associations including availability of retiree
status and cost of membership:
Organization
Description of Retired Member Services
Midwest Association of Student
Financial Aid Administrators
Retired membership shall be open to persons who have retired from a
regular or associate membership in MASFAA. Each retired member shall be
entitled to vote, to be a committee member or chairperson unless
otherwise specified, and shall be encouraged to attend annual meetings,
work conferences, and all other meetings of the Corporation.
National Assocation of Student
Financial Aid Administrators
The NASFAA Retiree Group (NRG) is a network of individuals who are retired
from the financial aid profession and are no longer employed full time in
financial aid-related enterprises. For purposes of the NASFAA Retiree
Group, a retiree is an individual who is retired from the financial aid
profession and is no longer employed full time in a financial aid-related
enterprise.
Membership dues for
retired members for 2011
are $10.00
Individuals joining the
Retiree Group are invited to
pay a one-time fee of $100
to help with the ongoing
costs associated with
administering the program.
No eligible individual shall
be excluded for choosing
not to pay a fee.
Michigan Student Financial Aid
Association
(c) Retired Membership. Retired membership shall be open to persons who
have retired from and have served the most recent ten years in a position
eligible for regular or associate membership in MSFAA. Each retired
member shall be entitled to vote, to be a committee member or
chairperson unless otherwise specified, and shall be encouraged to attend
annual meetings, work conferences, and all other meetings of the
corporation.
N/A
Eastern Assoctation of Student
Financial Aid Administrators
a. Retired membership shall consist of individuals who were actively
engaged for at least 10 years in the administration of student financial aid,
who are no longer employed in the financial aid profession, and who are
not eligible for Regular or Associate membership. Retired members may not
vote or hold elected office.
25.00 for a Retired
Membership.
New York State Financial Aid
Administrators Association
Retired Membership is limited to those individuals who were previously
involved in financial aid administration, but who are now retired from fulltime service.
Retirees: $10.00
Minnesota Association of Financial
Aid Administrators
Pennsylvania Association of
Student Financial Aid
Administrators
Dues
Retired membership shall be open to persons who have retired from and
have served the most recent five years in a position eligible for regular or
associate membership in MAFAA. Retired members shall be entitled to
attend meetings of the association and serve on standing and ad hoc
committees/task forces. Retired members shall not be entitled to vote nor
be appointed to chair a committee or task force.
No description found
40.00 for a Retired
membership
Iowa Association of Student
Financial Aid Administrators
Associate membership shall be open to: (i) persons representing public or
private agencies, organizations, and programs concerned with student
financial aid; (ii) practicing student financial aid administrators employed by
an institution of post-secondary education in states other than the State of
Iowa; (iii) persons employed by a post-secondary institutions in Iowa having
an interest in promoting the administration of student financial aid; (iv)
retired members who do not qualify for life-time membership
N/A
Arkansas Association of Student
Financial Aid Administrators
Associate members and Former Aid Professionals do not possess voting
rights.
$10 per member (For those
no longer employed in the
financial aid industry.)
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Arizona Association of Student
Financial Aid Administrator s
Institutional Membership (for colleges, universities, lending institutions,
guarantors and other private and public entities)
Individual
Membership (for individuals not employed at one of the above entities) If
you join as an individual member (and actually work for a member
institution) - we will not "transfer" you to be an "Institutional Member"
during the current membership year (so pay attention) Individual members
do not have voting rights.
Both membership types are
$75.00 per year
Southwest Assocation of Student
Financial Aid Administrators
Individual membership shall be open to persons who are school counselors,
retired financial aid administrators, students, officials with the U.S.
Department of Education or others not eligible for either Institutional or
Associate membership and are concerned with or engaged in the support
and/or administration of student financial aid.
$35.00 - Individual
Membership for Retirees
Wisonsin Association of Student
Financial Administrators
Retired WASFAA members individuals who have served a significant
number of years as a member of a financial aid office.
Retired $15
4. In conjunction with AG&P Committee, reviewed P&P to determine if current
language will allow for retiree status or if a modification to the document is
required:
a) At present, regarding active membership (sec 2.1.1), the P & P
states
the
following:
Active membership shall be limited to those individuals actively
engaged in the administration of student financial aid at an Ohio
institution of post-secondary education whose primary job functions
include, but are not limited to, counseling, assessment of need,
disbursement of funds, etc. Individuals engaged in the
administration of student financial aid in Ohio but not employed by
an institution of higher education may submit a petition for active
membership every year to the Membership Support Chair to be
referred to the Trustees for action (See Appendix C). Only active
membership entitles the member to have voting rights, and affords
the opportunity to hold an elected office within the Corporation and
to serve in any other capacity.
b) According to the Section I (sec. 1.0) of the P&P any changes to the
document require the following actions:
It will be the continuing responsibility (on an annual basis) of each
Trustee and Committee Chair to advise the Association Governance
and Planning (AG&P) Committee of recommended changes to the
Policies and Procedures (P&P). The AG&P Committee, after review,
will submit any recommended changes to the Trustees for further
discussion and approval. Approved changes will be made to the P&P
manual by the Secretary
5. Currently determining actions required if retiree status is approved by board:
a) Advertisement to current/past members
b) Designation of an member application process
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a) Will the new status require new login/password? If they do not
remember their login/password and try to retrieve it the
information will go to the email that was listed while they were still
employed, which in most cases will not be a valid email anymore.
c) Creation of classifications
a) In order to differentiate retiree from lifetime member as lifetime
members are currently designated as Retired since ATAC does not
have a LIFETIME status.
b) Possible clarification: Creation of a “Retiree” and “Lifetime”
classifications under Institution Type while utilizing Retired
designation under type of membership
Activities planned but not yet completed: New member session for winter
conference, email notification to remind those who have not registered for
conference yet to do so as it will also serve as their opportunity to renew
membership.
d) Nominations
3. Past-President
Cheryl Willard
Ann Marie Gruber
a) Association Governance and Planning
Jeff Daniels, Randy Ulses
1. Summary of activities:
• Discussed, with Membership Committee, the option for retirees to become members of
OASFAA. See Membership Committee report for a full summary of the research that took
place as well as the data gathered surrounding this topic.
2.
•
•
•
Activities planned but not yet completed:
Top-down review of P&P
Reformat of P&P
Updates as needed
3. Progress on committee’s 2011-12 goals:
• Goals to be determined
4. Recommended items for discussion by Executive Committee:
• Discuss option for retirees to become/remain members of OASFAA.
b) Financial Review
Ann Marie Gruber
c) Regulatory-Federal
Randy Green, Venus Puliafico
1. Summary of activities:
a. Randy attended NASFAA webinar on Verification, September 21
i. Push to use IRS data match
ii. Cannot use parent-supplied tax returns
iii. Submit all corrections (not just Pell-eligible)
iv. Must verify all selected applicants
v. Schools need to communicate changes to constituents
vi. Change in deadlines?
b. Net Price Calculators should be up
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c. Randy attended MASFAA conference, October 10-13
i. Gainful Employment reporting should have started
 If school has no GE programs, should notify ED
 Income metric calculated based on SSA data
ii. High school diploma must be validated only if suspect
iii. “Super Committee” deadline November 23.
2. Activities planned but not yet completed: n/a
3. Progress on committee’s 2011-12 goals: we continue to collect information on federal
issue changes and look for effective means to communicate those changes to members.
4. Recommended items for discussion by Executive Committee:
a. Should OASFAA construct recommended language for communicating changes
to families?
b. One-page Fact Sheet of value?
The committee is looking for some guidance on how much should be sent out on the
Listserve. Jeff Daniels indicated that it doesn’t hurt to duplicate information.
Lawrence Matthews recommended that the committee highlights in email the
sessions that have federal information for winter conference. Stephanie Sutton asked
the Regulatory-state committee to do the same for state issues.
d) Regulatory-State
Leann Kendzerski, Tony Leprotti
Nothing to report
4. VP-Conferences
a) Conference Planning
Angela Johnson
Angela Johnson
Summary of activities:
On September 22, the OASFAA conference chairs and the OCAN team has a site
visit and meeting with the Renaissance site team. The purpose of the meeting
was to clarify and questions/concerns about the site, property, and logistics for
conference. We have a good overview of the site and have been in continuous
communication with the hotel.
On October 14, a small team of OASFAA conference committee chairs and the
OCAN team met to review and conference plans. A menu has been selected (an
modified) to accommodate our pricing needs – Becky Davis (Site Co-Chair) and
Bridget McFadden (OCAN) met with the hotel team to negotiate meal pricing
and have done a great job in creating an affordable meal plan.
Conference Registration: Conference registration opened on Monday,
September 19. To date, we have 158 registrants. We continue to seek
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volunteers. If any board members are interested in volunteering at the
registration booth, please see Andrea Morrow (Registration Chair).
Conference Charity: Adam Ghiloni and John Brown (Charity and Entertainment
Co-Chairs) have been working with the Haven of Rest Ministries. We are asking
members to make charitable donations to help provide support to this worthy
organization. Haven of Rest Ministries has been in operation in Akron, Ohio since
1943 serving all men, women, and children regardless of race, color, creed, or
social standing. This organization helps to fill a void in the community by staying
open 24 hours a day, 365 days a year helping reclaim the lives of homeless,
physically and spiritually destitute people. Haven of Rest abides by six core
values: Christ-Centers, Integrity, Client-Centered, Excellence, Compassion, and
Stewardship. These values are at the center of operation and day to day
decisions while serving the homeless population in Akron and the surrounding
areas. Ninety-percent of the average budget for Haven of Rest comes from
individual support and donations.
They will be collecting personal size/travel size items for donation. Adam
Ghiloni will pick up a collection of items purchased by OASFAA that will be
available for purchase by conference attendees.
A raffle will be held as well to support the charity.
Conference Entertainment: John Brown and Adam Ghiloni (Charity and
Entertainment Co-Chairs) are planning to "Bring the Zoo to You” with animal
entertainment demonstration courtesy of the Columbus Zoo. Details are being
finalized with the hotel and zoo. The hotel has confirmed the ability to have
animals on site – we are finalizing logistics. Entertainment is planned to begin at
7pm (changed from 8pm) and will take place immediately following dinner
(before the President’s Reception). John and Adam are also finalizing plans for a
“game-night” to follow the President’s Reception.
Conference Program: Stefanie Channell has stepped in as our Conference Chair
beginning October. Stefanie replaces Lori Beard in this role and will be playing
the leading role in the conference program production for OASFAA with the
OCAN team to produce a full color conference program this year. We are on
target to review the first draft of the printed conference program by November
4. We had decided to have a printed (full color) program this year to highlight
our sessions and speakers. We are happy to bring this feature back to
conference and can do so with the cost-sharing associated with Winter
Conference with OCAN. We have a few session updates and additions that we
plan to update the website, should the changes spark interest in topics not
previously planned.
Conference Sponsorship: Mary Lynn Perri and Michele Barry (Sponsorship CoChairs) have collected the ads to be printed in the program. We are finalizing
plans for the Exhibitor Dinner on Sunday, December 11 at the hotel restaurant.
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Activities planned but not yet completed:
 Review and finalized a conference contract for Winter 2012. We will
review options following Winter 2011.
 Start to review site options for Spring 2013 after the Spring 2012
conference but want to have options available about a year out.
 Plan to provide site options for Winter 2013 (45th year anniversary)
Progress on committee’s 2011-12 goals:
The Spring 2012 Conference contract has been signed and confirmed. The dates
will be May 7– 8, 2012 at the Columbus Marriott Northwest (Dublin, OH). A date
for Spring Conference Planning will be sent to the listserv following the Winter
2011 conference, but planned for early to mid-February.
Angela, Cheryl, and Stephanie have had a site visit with the Hilton Downtown
Columbus, which is under construction, for consideration for a Winter 2012
Conference site. In addition to reviewing the Renaissance for Winter 2012, Hilton
may also be an option for us to consider as we compete for pricing and location.
Additionally, we have confirmed Justin Draegar, NASFAA President, as a keynote
speaker for lunch at the Winter 2012. We will be providing logistics to Justin as
soon as we finalize a site.
There is a working draft of the program. Moderators should check their times
and sessions. Moderator’s names are not included in the printed program
because OCAN does not print those.
Becky Davis said site still needs three projectors and two laptops for sessions.
Melanie Weaver will bring one projector and one laptop. Matt Moore can
bring a projector. Stephanie Sutton can also bring a laptop.
Angela got a message from Bridget that a press release will be issued about
Chancellor Petro speaking at the conference.
b) Registration
Andrea Morrow
As of 11/1/11 there are 158 individuals registered for Winter Conference, of that number only
16 members are attending one day. 36 members will be attending NASFAA training and 30
will be attending the Five Dysfunctions of a Team.
Mary Kay Freshour questioned whether we should cut off the attendance for the Five
Dysfunctions presentation. Becky Davis and Bev Dalheim will work on the room size
and where the session should be placed. Mary Kay stated the attendee must sign up
for the sessions before conference in order to attend them. A message will be listed in
the program to state that pre-registration was required.
As of today I have collected and processed $8160.
c) Entertainment
John Brown, Adam Ghiloni
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d) Program
Stefanie Channell
1. Summary of activities:
 Submitted current draft of Conference Program to Billy Hite at OCAN to begin work
with designer
2. Activities planned but not yet completed:
 Sending first round review to key members on Nov. 4th for intial review.
 Sending review on Nov. 4th to moderators to confirm sessions and content
e) Site
Becky Davis, Bev Dalheim
1. Summary of activities:
Conference planning—food has been selected. Sessions information sheets are in.
2. Activities planned but not yet completed:
Room assignments are to be made. Two session moderators have requested internet
service for their presentations. Angela is looking into the cost and will let them know if this
is feasible.
We need to borrow at least 2 laptops for sessions. If someone is able to borrow laptops
from their school or company please let Becky or Bev know immediately. OCAN would like
to borrow 2 projectors as well. If anyone has a projector they would let us borrow for
conference, it would also be much appreciated. Borrowing equipment save the organization
from being charged to rent it.
Volunteers are need for stuffing packets Sunday night before conference. If anyone will be
available that evening, please contact Becky and Bev.
f)
Leadership
Valerie Fultz, Pam Arrington
1. Summary of activities: Cheryl, Pam and Valerie met on 10/20/11 to discuss preliminary
plans for the Leadership class of 2012-13
2. Activities planned but not yet completed: We will be providing a flyer and an
announcement regarding the Leadership Class at the upcoming Winter Conference.
Applications will be made available in the Spring and the Leadership program will be held
during Winter Conference 2012 and one day at Spring Conference 2013.
3. Progress on committee’s 2011-12 goals: Updates will be provided as plans are
confirmed
g) Professional Development
1. Summary of activities: No Activities
Sonya Slomba, Mary Kay Freschour
2. Activities planned but not yet completed:
3. Progress on committee’s 2011-12 goals: Continue to work on updating presenter information
and needs as well as moderators for the winter conference. Committee also continually
thinking of sessions for spring conference.
5. VP-Training
(Report is under NASFAA Training)
Kim Nash-Yore
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a) College Goal Sunday
1. Summary of activities:
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MorraLee Keller, Leigh Cameron, Amanda Reisinger
Great Lakes grant notification and check received for $25,000
Completed $15,000 grant request to YMCA-No response yet
Participated in new students/parent survey webinar
Updated CGS Website for 2012
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
Ordered T-Shirts for 2012 event
Updated Mini-Grant Application
Updated Site Coordinator Checklist
2. Activities planned but not yet completed:
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Apply for USAFunds support-grant application to open early November
Host Site Coordinators Meeting at December Conference
Test and open student registration
Prepare materials for January mailing
Distribute Mini-grant applications to site coordinators
3. Progress on committee’s 2011-12 goals:
Making progress. Need to have no snow in February.
Waiting on some additional grant funds. Volunteer registration is open for CGS. All
parent and student surveys have to be online this year. Mary Lynn Perri asked how this
would work with those families who do not use the computer while at CGS. MorraLee
Keller recommended a separate computer be set up just for surveys. The evaluation could
also be emailed after, but there is concern we would have a poor response rate. CGS will
have a table at conference. They would like to entice registration by offering a drawing
for a free spring conference registration.
Kim Nash-Yore made a motion to offer a free spring conference registration for the
drawing. Melanie Weaver seconded. The motion passed.
There will be 50 CGS sites this year. We had 40 last year.
b) NASFAA Training
Kim Nash-Yore
There was a delay in NASFAA materials but the presenters are moving forward.
c) Need Analysis
Kevin Lamb, Carolyn McCluskey
1. Summary of activities:
• Held two conference call(s) as follow ups to our face to face meeting (held in July)
• Kevin Lamb has updated power point presentation for Winter Conference & Regional
Meetings
• Committee members have chosen areas/ways to participate in at Winter Conference
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2. Activities planned but not yet completed:
• Dates for upcoming events/meetings are as follows:
o November 2, 2011 – 10am to 2pm – Face-to-Face meeting of entire committee
o December 11, 2011 – Possible meeting for making sure all logistics are worked out for
Winter Conference
o December 12, 2011 – 4 Tracks for Needs Analysis
o January 2012 OASFAA listserv message inviting members to Regional meeting(s)
o January 27, 2012 – Regional Needs Analysis Meetings (10am to 2pm) – North East &
South East
o February 3, 2012 – Regional Needs Analysis Meetings (10am to 2pm) – North West &
South West
3. Progress on committee’s 2011-12 goals:
• Power Point has been updated
• Working with Jamie @ ONU for printing this year’s handouts
A meeting was held this past Wednesday to go through the PowerPoint presentation and
hand calculations. The committee set locations to hopefully draw in some guidance
counselors.
d) Outreach
Ed Recker, Jeff Johnston, Linda Hayes
Summary of activities:
b. August: OCAN training for new counselors and Americorps volunteers
(Completed)
c. Sept: Articulations (generally, fin aid updates) (Completed)
d. Nov: OSCA
i. Christy West has coordinated with Shawn Grime and will be
presenting at OSCA on behalf of OASFAA and the Outreach
Committee.
e. Dec: Counselor Workshops, OASFAA/OCAN conference
Activities planned but not yet completed:
f. Counselor Workshop
i. Site update – All sites have presenters signed up
a) If you are presenting, or would like to volunteer at a site,
please register on the OASFAA website, and follow-up with
the site coordinator to let them know you are coming.
ii. Powerpoint presentation status
a) Barbara LaMoreaux has completed the “Financial Aid 101”
powerpoint.
a. MorraLee Keller, Nancy McKeon, Lawrence
Matthews and Ed Recker will review and provide
suggestions/feedback.
b) We are still waiting on final regulations on verification and
SAP to complete the “seasoned” track powerpoint.
a. Barbara LaMoreaux has largely completed the
verification piece.
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b. Jeff Johnston, Nancy McKeon, and Ed Recker will
be working on the remaining segments of the
powerpoint.
iii. Binder progress
a) All previously assigned binder components have been
submitted, reviewed, and they are ready for printing.
b) There was discussion of additional pieces regarding the IRS
Data Retrieval, and we are going to check with Linda
Knicely to see if we can still include a sample copy of an
IRS Transcript, as well as an IRS Transcript Request form, in
the binder.
iv. Evaluations
a) There was a discussion regarding what type of evaluation
to use (paper vs. electronic), and how it should be
administered (through binder, handout, or electronic).
b) The Committee was in agreement that highest frequency
of participation would be achieved via a paper evaluation
included in the handouts at the workshop.
c) Linda Knicely has updated a previous evaluation, and it is
ready for print. The updated evaluation includes a way for
a counselor to request a financial aid night speaker.
v. Handouts for workshop
a) The agenda, copies of the powerpoint, and the evaluation
will be available to attendees.
b) A sample IRS Transcript and an IRS Transcript request form
will also be provided if they cannot be included in the
counselor binder.
vi. Registration numbers
a) As of October 21, 2011, there were 365 counselors and
college access persons signed up for the workshops.
a. Of the registered, 36 were signed up for the new
counselor track.
g. Regional Meeting at the OCAN/OASFAA Conference
i. Format and speakers
a) The format will be a “hot topic” to be determined.
Speakers are being arranged by regional reps.
ii. Attendance and assistance
a) We are asking all Outreach Committee members, if in
attendance at the conference, to be at their respective
regional meeting, and be an active participant. Part of the
point of this meeting is to network with high school
counselors and build relationships, so be active!
h. Early Awareness Assistance
i. Website updates are in process with Paula Gordon at ATAC to
make the requesting a financial aid night speaker link more
prominent and obvious.
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ii. Updates should be completed no later than November 4th, with
an e-mail notification going out to counselors via various listservs.
iii. The Outreach Committee will help facilitate securing a speaker
based on location of the high school. This may include asking
committee members to present.
a) The NASFAA Financial Aid Night presentation can be used,
and is available on the NASFAA website. Using a
customized presentation is acceptable, but message
consistency needs to be taken into consideration with any
custom presentation.
Progress on committee’s 2011-12 goals:
i. Continuously providing resources at the request of outside organizations
(ex. OSCA, high school night presenters)
j. High School Counselor Workshop preparation and planning, as well as the
creation of the binder resource, continue to be a work in progress.
However, the majority of the projects and resources (physical, human,
and intellectual) have been assigned, secured and/or centralized, with
only ancillary tasks remaining.
Linda Hayes passed out a report indicating we have 560 registrations for the
workshops as compared to 340 last year. 84 new counselors have registered for
the special new counselors track at Xavier. The PowerPoints are being updated. A
paper evaluation will also be distributed. The committee is working with ATAC to
get a link for counselors to request a high school night speaker for their schools.
The committee will share the book they are distributing at the next meeting.
Stephanie Sutton asked if the information could be available online. The
committee will post it once the workshops are over.
e) Support Professional
Mary Cannon, Sam Salvage
1. Summary of activities: Locations for both the North and South Support Professionals
Meeting have been set at Lorain County Community College and Mount Vernon Nazaren
University respectively. Finalizing agenda within the next few days.
2. Activities planned but not yet completed: Support Professional meeting being
completed. Planning for Support Professional of the Year will commence after the new year
Admissions professionals will be on a panel to discuss how their positions work with
Financial Aid.
VII.
Liaisons
a) Board of Regents
Tamika Braswell
Starting soon to work on the OCOG award chart for 12-13. Next week another survey will
be sent requesting number estimates on eligible students. All audit notifications have
been mailed. HEI training sessions were held for additional training. New staff member
as the Vice President of Finance.
b) OCAN
MorraLee Keller
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OCAN remains in regular communication with OASFAA to finalize details for the combined
conference in December. OCAN is pleased to have confirmed Chancellor Jim Petro as the
closing speaker for the conference. Registration opened in September as planned. OCAN
continues to try and recruit exhibitors for the conference.
OCAN is working with OASFAA to help with recognition for Tally Hart as she is slated to
retire at the end of December 2011.
There will be a reception for Tally from 4-7 on December 13th at the Faculty Club at OSU.
She will also be honored at Winter Conference.
The School Counselor track for registration at the conference is full. 50 slots have been
filled. Counselors will receive a scholarship to attend the conference as a result of the
Federal College Access Challenge Grant
Linda Knicely, the Training Liaison, for the Federal College Access Grant, has been working
with the Outreach Committee to coordinate the resource notebook being provided to
counselors at the OASFAA December workshops.
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. University of Akron, the
University of Cincinnati, Washington State Community College and Columbus State
Community College are the other likely participants. We are working with the public policy
programs at each college to help identify the students that will participate.
VIII.
Adjournment—
Kim Nash-Yore made a motion to adjourn. Emily Mattison seconded the motion. The meeting
adjourned.
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