Preparing Your Aid Office ReviewWASFAA 2013 Susan Murphy, Associate Dean, Academic and Enrollment Services University of San Francisco Diana Ralls, Director of Financial Aid and Scholarships University of California, Merced
Reviews and Audits Federal Program Review State Aid Program Review Program Participation Agreement Annual Audit FISAP
Overview The Financial Aid Office: administers aid programs assures compliance provides information & counseling processes aid applications verifies aid eligibility disburses aid reconciles all aid received files all required reports administers student employment
Mission Statement It is the Mission of the Financial Aid Office to assure that all students admitted to and enrolled at the University are aware of and encouraged to apply for student financial aid; that available resources are managed to support access for a socio-economically diverse student body: and that student retention and success are supported by a continuing commitment to aid applicants with demonstrated need.
Organization & Function • Include a organization chart and demonstrate relationships with other departments • For functions: What we do How we do it
Assessment • Audits and Reports A133 Audit State Aid Agency Compliance Review FISAP Program Participation Agreement Reconciliation
Assessment Outside Peer Review Three highly regarded professionals invited Before their visit directed them to USF Vision, Mission, Values Statement FA Office Website Provided them with Summary of results of audits, reviews Current PPA
Assessment Outside Peer Review How well does the FAO reflect the mission in its service to students and colleagues? How well has the FAO adapted to a one-stop environment? How prepared is the FAO staff to adopt new technologies? How successful has the FAO been in implementing new program requirements?
Assessment Outside Peer Review Reviewers met with Aid Office Staff Associate Provost Undergraduate & Graduate Admission Staff Director of Student Accounts Controller Registrar Schools and Colleges / Program Directors
Assessment Outside Peer Reviewers Exit Interview Written Reports Available to for follow up questions Letter of thanks Letter of acknowledgment to their supervisors
Assessment Student Satisfaction Survey Results
Financial Responsibility WASFAA Conference 2013 Operating Budget Institutional Aid Budget Federal and State Grants Campus Based Title IV Aid Federal and Private Loans Student Employment
Goals and Objectives Support enrollment goals Expand online services for students Integrate enrollment & financial services Implement new federal aid programs Expand debt management resources Develop community service opportunities
Appendices PPA Approval Letter Program Compliance Review Approval Letter FISAP A133 Audit Peer Visitor Reports Additional charts and tables
Executive Summary A summary of the audit and review outcomes A summary of the outside reviewer reports A timeline for addressing the reviewer’s recommendations
Program Review Newbie Get past the fear Embrace the opportunity Know your process Be creative! Lessons Learned WIIFY
Know Your Process System Campus Division Etc.
Be Creative! • It’s not an A-133 Audit • It’s not a Federal Program Review • It’s not a State Program Review • It’s YOUR Program Review. • What do YOU want to do with it?
Lessons Learned (some the hard way!) There is nothing to fear. Carefully word standards. Don’t try to tackle too many standards. Schedule well in advance to increase participation in the process. Carefully consider timing and weigh against other workload obligations. Provide leadership opportunities for others…foster an engaging process! To Be Continued…
What’s In It For You? Learn more about your own operations Opportunity to highlight and celebrate successes Interact with staff and others across campus in a unique way Educate others across campus and at higher levels of the organization Obtain feedback from peers who have direct knowledge of your operations Create a roadmap for the future Memorialize things that might otherwise never be documented $$$$$$?