1. Outsourcing the Financial Aid Verification and C-Code Process

2. Agenda Who we are What we did Why we did it Process Flow Results
Questions

3. Who we are Pam Shuttlesworth
District Director for Advising and Communications
30 years Financial Aid Experience
87,000 students systemwide
DataTel Student Information System
Carolyn J. Jones
Financial Aid/VA Technical Coordinator
16 years experience
In charge of all technical issues except Loan program
Computer system is Banner 8.12
Enrollment is 45,000 with 25,000 financial aid applicants
Justin Allen
Account Executive
Assist Institutions with deployment and continuous process improvement

4. What we did

5. What we did Redesign FA Document Process
Re-design student document submission process to make it more intuitive.
Create paperless verification worksheet and c-code document submission process, driven by student.
Better for student
Better for College staff
Better for cycle times, errors, and student accountability
Student can submit documents online
Upload
Camera phone
Fax barcode

6. What we did Shared Service Center for File Review
Federal Title IV is a standardized process
Ensure consistency of processing across campus = Ensure compliance
Ensure consistent student experience
Leverage economies of scale
Reduce need for hiring, staffing, retaining and training at each College
Leverage centralized people, process and technology
Colleges retain control of special cases, escalations, etc.
Outsourced process to Global FAS

7. Why we did it

8. Why we did it DCCCD Collin College Application Growth Pell Awards
58,503 total FA applications received for
92% increase over
Pell Awards
$69 million in Federal Pell awards paid for
84% increase over
Staff
Staffing resources are not growing at a fast enough rate to manage application growth
Application Growth
18,047 total FA applications received for
85% increase over
Pell Awards
$17 million in Federal Pell awards paid for
127% increase over
Staff
Staffing resources are not growing at a fast enough rate to manage application growth

9. Why we did it Regulatory Changes/Economic Factors Student Experience
Percentage of applications selected for verification is increasing faster than total volume increase (approximately 55%, up from about 45% average for several years)
Increasing complexity of Pell regulations has decreased the ability to program automation
Increasing diversity between state and federal general eligibility criteria
Student Experience
6-8 week file review backlog becoming norm - creating problems for tuition loss, student service and negative impact to College staff
Not intuitive process for students
File review paperwork is dropped off, sits in piles and has to be imaged, then manipulated and re-printed in another system
eConnect/MIL letter disconnect with File Review
MIL letters only every 30 days

10. Process Flow

11. Centralized File Review
ISIR Data File sent
sent to student
Student online portal
-Automated -Electronic -Paperless
File Review Speed/Accuracy/Compliance
Review Team works with student to completion
Verification Completed
Student File sent back for upload
Student File placed back into Award process

12. Student Log In

13. Student Home Page

14. Verification Worksheet

15. Global Admin

16. Results

17. Results Student Experience Awards Speed Paperless Online
First student verified on day 1
Awards
10,000 more students awarded in Dallas
Speed
Files reviewed in under 5 days

18. Dallas Community College District
Global Partnership
Backlog of students
Training
Central vs. College specific
Call Center
Client Service Support

19. Collin College Global Partnership IT bandwidth (SFTP, import, export)
Resources
Phone bank
Selecting ISIRs
Training
Current on Files
Client Service Support

20. Thank you Justin Allen Global Financial Aid Services Account Executive
Please, stop by our booth to discuss lessons learned, best practices, and how to determine if this makes sense for your institution.