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Presented by: Kathy Williams Institution(s): National Louis University

May 21, 2013

Transition to Electronic Processing

Financial Aid

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Introduction

Goal: Spark idea sharing for electronic processing and communications

• Enhance services rendered to students – Reduced wait times– Streamlined processing– Increased communications– Online convenience

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Disclaimer

• The level of electronic processing that can be achieved will vary based on the institution’s technological resources

• Complete paperless processing may not be achieved for each student type

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Agenda

• Organization– Identify, create forms in PDF format– Create simplified instructions for each form

• Use of population selections during upfront processing– Find discrepancies; contact students early

• Tracking setup for electronic communications– RTVTREQ– RTVMESG

• Award setup for electronic communications– RTVAWST– ROAINST

• Scholarships– Selection– Awarding– Communication

• Communication– Self-Service Banner– Email

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Topic #1

Organization

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Organization

“Organizations are successful because of good implementation, not good

business plans”~ Guy Kawasaki ~

Author, Publisher, Entrepreneur

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Organization

• Identify and create forms needed for student completion– Verification worksheets, assets, etc.

• Post PDF version of forms on web– Create “Forms” section of departmental web if

not already created

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Organization

• Create simplified, concise instructions for completing each form

– Post to web with form as a separate doc

– Will be used later for setup of RTVTREQ

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Form on Web

• Post PDF of forms to the web

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Instructions on the Web

• The same instructions posted to the web will be used for RTVTREQ

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Topic #2

Population Selections

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Population Selections

• Identify initial information/discrepancies for pop selection creation– Ex: Student answers “Yes” to prior bachelor’s then

answers “No” to a grad/prof

• GLRSLCT, Create pop selection

• GLBDATA, Extract pop selection

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Population Selection Processing

• RORPOST, select applicable popsel• RORBPST, Batch post tracking code

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Communication Option 1

• Create message using RTVTREQ “Instructions” with link to form(s)

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Communication Option 2

• Create question for student to answer that can be reviewed through RPAINFO• RTVWEBQ-validate question code

• RORWBQA-web question setup

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Communication Option 2 (cont)

• RPAINFO, review question responses• RPPINFO, identify students who need

information reviewed

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Topic #3

Tracking Requirements

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Tracking Setup for SSB use

• RTVTREQ control form– URL for each form– Instructions will show in SSB; embed link(s) to

form(s)– Ensure “Access Indicator” & “Information

Access” checked

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Tracking Setup for SSB use

• RTVMESG, control form

• ROAMESG, banner screen

– Create general messages for tracking requirements

• Verification selection• Refer to “Outstanding Requirements” in SSB

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Tracking Requirements in SSB

Example:• Financial Aid menu

– Financial Aid status link

– List of requirements for each student

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Topic #4

Awards through SSB

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Award Setup for SSB use

• RTVMESG– Create message code for each fund– Embed link(s) in message body

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Award Setup for SSB use

• RTVAWST– Create award status codes for online

accepted and declined

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Award Setup for SSB use

• ROAINST, control form– Web Processing Rules

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Award Information in SSB

• Financial Aid menu– Financial Aid Award Information

• View award(s)• Accept/Decline partial or full award amount(s)

– ROAINST check boxes (partial/full)– Can set a trigger that student must review terms and

conditions prior to accepting awards

• Link to Loan Entrance counseling when accepting loan monies

• Message for each fund with embedded links

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Award Information in SSB

• Financial Aid menu– Awards by Aid Year– Awards by Term– Disbursement schedules– Eligibility status

• SAP (link to policy and/or forms)• Fund specific requirements to complete

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Topic #5

Scholarships

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Scholarship Setup

• RFRMGMT, Funds management– Fund comments, list criteria

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Fund Messages

• RTVMESG, create scholarship-specific messages– Include eligibility requirements– Include donor information (if applicable)– Embed any applicable links

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Scholarship Selection & Sharing

• Generate “candidate reports”• Share reports with selection “committee”

• Windows file sharing (My Computer, “Tools”)• Intranet site• Cloud computing• Email (Secure files; zip documents)

• Receive recipients through file sharing

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Scholarship Awarding & Acceptance

• Award scholarship funds• Messages tied to fund will appear in SSB

– Include criteria, continued eligibility, “thank you”– Embed any links when applicable

• Allow students to accept/decline in SSB– May not be the case for each type of fund

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Topic #6

Communication Plan

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Resistant to Change

“Change itself will happen whether one

likes it or not, it is one of the few things in life that

is guaranteed.”

“Fear of Change” by Carmen Jochmannwww.suite101.com

• A clear communication strategy is a must to reduce resistance

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Communicating Change

“The first and most important step toward embracing change involves the ability to stop fearing change.”

“Fear of Change” by Carmen Jochmannwww.suite101.com

• Reduce fear with communications – Staff meeting– Emails to students– Timeline posted to web

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Communicating Change

• Work incoming freshman through electronic process– Generally more tech savvy– Familiarity to process will follow through

education

• “Grand-father” upperclassmen– Begin with seniors to sophomores

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Communicating Change

• Send emails to students

• Send emails to parents– Communications will vary based on policy for

granting parental access to information

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Online resources

• Post timeline of new process on web

• Post timeline of finaid processing on web

11/2/12

• Website updated outlining new electronic communications

12/3/12

• Emails to students/parents regarding electronic processing

1/1/13

• New electronic processing begins for upcoming aid year

3/1/13Begin loading 1314 FAFSA

records

3/18/13Initial tracking

emails sent

4/1/131314 Awarding

begins

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Online Resources (cont)

• Additional timeline option

Record loaded after submitting

FAFSA

Initial email communication

after FAFSA loaded

Verification process after all forms submitted

Offered awards after verification

completed

10 days3-5

business days

3 weeks 2 weeks

Please note all timeframes are approximate. Processing times will vary based on time of aid year.

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Online Tutorials

• Post tutorials for accessing finaid info in SSB on web (example below)– Log into the ABC portal– Click “Student”– Click “Financial Aid”– Click “Award Information”– Select “Aid Year”

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Summary

• Organization– Laying a strong foundation will result in a

smoother transition• Gather info, create forms, instructions• Development timeline

• Be proactive with the use of population selections– Identify discrepancies to follow up with early

on

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Summary

• Tracking setup– URLs and Instructions for each requirement– Display in SSB with link(s)

• Award setup– ROAINST– Messages each fund code with link(s)– Creation of web acceptance/declined codes

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Summary

• Scholarships– Electronic applications– Utilize RFRMGMT for criteria– Generate candidate reports– File sharing for selection and awarding– Message codes for each

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Summary

• Communicate!– Clear concise– Timeline– Online resources– Email students/parents– Tutorials

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Questions & Answers

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Thank You!

Kathy Williams

Kathleen.Williams@ellucian.com

kwilliams74@nl.edu

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