Financial aid and communications management
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Financial Aid and Communications Management. Jaime Grismer. Nicola Valley Institute of Technology. Nicola Valley Institute of Technology (NVIT). We are a small publicly funded institute with campuses in Merritt and Burnaby.

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Financial aid and communications management

Financial Aid and Communications Management

Jaime Grismer

Nicola Valley Institute of Technology


Nicola valley institute of technology nvit

Nicola Valley Institute of Technology (NVIT)

  • We are a small publicly funded institute with campuses in Merritt and Burnaby.

  • NVIT is a unique institution which provides education from an Aboriginal perspective. We offer programming that will enhance Aboriginal communities and people socially, politically and economically.

Approximately 78% of our students are Aboriginal and 75% of our student body come from outside the Nicola Valley and across Western Canada.


Background

Background

NVIT has a high default rate for students who have received a student loan.

Historically students have expressed numerous areas in which they were lacking information.

Students have admitted to

  • Not knowing that the loan must be repaid

  • Not knowing that interest was going to be charged

    Each Post Secondary Institution has its own system for processing Student Loans


Financial aid and communications management

Goal

The goal was to increase communication between NVIT (specifically the Financial Aid Office) and students that are, or will be, receiving a student loan. The idea was to inform students of not only their requirements, but also their opportunities.


Nvit student loan process

NVIT Student Loan Process

  • Student applies for student loan (online or paper application)

  • Student will receive Master Agreement in the mail and take it to the post office

  • Student information shows up in SFAS (Student Financial Aid System) for confirmation of enrollment

  • Must

    • Be sponsored by an organization

    • Complete a “Student Loan Fee Deferral Application”

  • FAO then confirms enrollment and deducts tuition if applicable

  • Student then receives the documentation to take to the post office


Students name shows in sfas

Students Name Shows in SFAS

  • Once the students name is visible to financial aid staff the first step of the Communications Management Process is started

  • On the CRI screen you will enter the initial contact communication code 09FAFA


Financial aid and communications management

«LTREQ_ADDRESS1» «LTREQ_ADDRESS2» «LTREQ_ADDRESS3» «LTREQ_ADDRESS4»Student #: «ID»

July 6, 2009

Welcome to NVIT «FIRST_NAME».

We are happy that you have chosen NVIT to pursue your studies and are looking forward to having you on campus.

We have received documentation indicating that you have applied for a student loan for this semester. In order for us to confirm your enrollment we require a couple things from you.

you must be registered in a minimum 60% course load in your field of study, if you are unsure please feel free to check with the Financial Aid Office (please note that College Readiness courses do not count towards your minimum course load).

included with this letter is a “Student Loan Fee Deferral Application”, please complete this document and return to the Financial Aid Office at your campus. The submission of this document allows the Financial Aid Office to confirm your enrollment.

Please be advised that if you have not submitted a sponsorship letter to NVIT prior to submitting the “Student Loan Fee Deferral Application” your tuition will be deducted from your student loan.

We would like to take this opportunity to inform you that your Student Loan is a loan and must be repaid plus interest after you have completed your studies.

If you have any questions regarding your student loan please contact an Academic Planner, Anna Brown or Charlotte Heppner (Merritt campus) or Jessica Jarrette (Vancouver campus).

09FAFA1D


Student returns fee deferral form or submits sponsorship letter

Student Returns Fee Deferral Form or Submits Sponsorship Letter

  • Once the student has returned the Fee Deferral Form or submits a sponsorship letter the next step initiated

  • On the CRI screen the code 09FAFD is entered and triggers the next document track


Financial aid and communications management

09FAFA2D

«LTREQ_ADDRESS1»«LTREQ_ADDRESS2»«LTREQ_ADDRESS3»«LTREQ_ADDRESS4»Student #: «ID»

July 6, 2009

Thank you for submitting your Fee Deferral Form. If you have not submitted a sponsorship letter prior to submitting the fee deferral application then your tuition will be deducted from your student loan.

Your student loan documents will be sent to you in the mail. Please ensure that your address is up to date. Your enrolment will be confirmed online and Section 3 in your loan documents will state “certified by the school.” If this section is not completed, take your documents to the Financial Aid Office to be signed.

Please remember that to maintain eligibility for your student loan you must maintain a 60% course load in your field of study. If you are unsure please feel free to check with the Financial Aid Office. Please note that College Readiness courses do not count towards your minimum course load.

If you have any questions regarding your student loan please contact an Academic Planner, Anna Brown or Charlotte Heppner (Merritt campus) or Jessica Jarrette (Vancouver campus).

Sincerely,


Financial aid and communications management

09FAFA3D

Nov 1

«LTREQ_ADDRESS1»«LTREQ_ADDRESS2»«LTREQ_ADDRESS3»«LTREQ_ADDRESS4»Student #: «ID»

July 6, 2009

Dear «FIRST_NAME»,

We hope that your classes are going well. Please visit the Student Success Centre if you need any help with tutoring or are facing any academic challenges. Academic Planners are also available to assist you.

If you will be receiving a student loan in the Spring semester, enclosed is a Fee Deferral Form. Please fill it out and submit it to the Financial Aid Office. This form is not required if you have a sponsoring agency. Your enrollment will not be confirmed unless either a sponsorship letter or a completed Fee Deferral Application have been submitted to NVIT.

Please be aware that if you do not successfully complete 50% or more of your course load, an unsuccessful completion report will be filed with StudentAid BC as is required by the Ministry of Advanced Education.

If you have any questions regarding your student loan please contact an Academic Planner, Anna Brown or Charlotte Heppner (Merritt campus) or Jessica Jarrette (Vancouver campus).

Sincerely,


Financial aid and communications management

«LTREQ_ADDRESS1»«LTREQ_ADDRESS2»«LTREQ_ADDRESS3»«LTREQ_ADDRESS4»Student #: «ID»

July 6, 2009

Dear «FIRST_NAME»,

The end of the semester is approaching. We hope that your semester has gone well and you are prepared for your final exams.

If you are receiving a Student Loan in the next semester please be sure to have submitted your “Student Loan Fee Deferral Application”.

We would like to take this opportunity to remind you that your student loan is a loan and must be repaid plus interest once you have completed your studies. Six months after you have completed your studies you will be required to begin making payments.

If you return to your studies (at a minimum 60% course load) you are entitled to “Interest Free” status. During this period you will not accrue interest or be required to make payments. If you are receiving a student loan, “Interest Free” status will be automatic. If you will not be receiving a student loan you are still entitled to “Interest Free” status. You can apply for “Interest Free” status online at www.StudentAidBC.ca.

If you have any questions please feel free to contact an Academic Planner at your campus.

Sincerely,

09FAFA4D

Dec 1


Communications management

Communications Management

  • Letters are then sent from the information entered in CRI through the PCB (Process Correspondence Batch) process.

  • Weekly process at first and then Nov and Dec


Communications management1

Communications Management

  • The process correspondence batch (PCB) enables staff to produce outgoing correspondence and merge files.

  • PCB will be run three times:

    • P to proces

    • H to update history on individual files

    • X to delete the batch

  • You will be prompted for a batch name. Create one


Enter the following information

Enter the Following Information

Batch name – Unique name for your batch process

Start date – Leave blank

Select end date – Entre today’s date to capture all assignments made up until today

Procedure name – Leave blank

Document – Entre the name of the document (eg 09FAFD) that is to be processed. A lookup can be used to see valid codes and select multiple documents (see next slide)


Enter the following information1

Enter the Following Information

Select – currently not used

Sort – currently not used

Action – run P to Process the Batch


Finish out to where you are asked to save to pc

Finish out to where you are asked to save to PC


Saved file

Saved File

The saved file will be used to merge the date with your letter template


Processing history for the batch

Processing History for the Batch

Return to PCB and bring up the batch using the @ in the lookup.

View the errors field. If there are no errors run the process again with “H” in the Action field to update HISTORY on the individual records and update


Deleting the batch

Deleting the Batch

Return to PCB and bring up the batch using the @ in the lookup.

To delete the batch place an X in the process field and update.


Individual history screen

Individual History Screen

IHS allows you to access the communications history for any individual


Questions

Questions?


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