9-5 Are You Joking – This is a Financial Aid Office We’re Talking About

Strategies for Doing More With Less How Did We Get Here? – We began to automate our processes This has been wonderful, but there is a bit of a downside (perception is everything) – Budgets began to tighten – People retired – Along the way we made it look easy – We have been conditioned to say “YES We Can”

Office Staffing – Then and Now In classified positions 4 unclassified positions 1 graduate assistant 5 student employees 2009 and Beyond 4.5 classified positions 4* unclassified positions 1 graduate assistant 7 student employees

Interesting How This Works ISIR TRANSACTIONS AND PJs ARE UP AND STAFFING HAS DECLINED Which means more work

Other Extenuating Circumstances Director split time between two offices Also lost a half-time position in Registration Two positions shuffled to Registration – One position -Technical guru resigned – Redefined work for second position Implemented new version of software Began process to bring up enrollment management software Budget cuts (twice)

Rest of the Story Student wages increased-they could work less New Division was formed Increased consortium agreements Increased PJ Still are expected to do many financial aid nights and to participate in increased Admissions activities No overtime

Continued Implemented HERA regulations – Took the campus lead Implemented new FERPA regulations Moved to Direct Lending New Strategic Plan Enrollment Management Concepts Scholarship program administration transition – Purchase of scholarship software

Responses that Come to Mind So What Can We Do? SCREAM Shout at Your Boss Cry Retire Eat Something Act Annoyed Mutiny

What Can We Do Constructively Now That Screaming is Out of Our System SMILE Start making a plan Meet with your boss Investigate possibility Let go of the past Embrace the change

THINGS THAT WORKED FOR US We looked at the work performed by those leaving We determined how to shift work for those who were staying We re-wrote job descriptions – it was time anyway We determined what else we could automate We explored what we could eliminate We were honest with administration about what cuts meant We were honest with each other about the cuts We looked at how we could process more efficiently We explored some options – like more work study students We still find time to celebrate and care

A Look at Each of These Work performed by those leaving – Before staff members retired, we talked in depth about day to day activity. We found that the small stuff was not documented. It was crucial to make sure we had a better understanding of just what those activities were.

Determining what we could automate – We like technology and have tried to use our automated system to it’s potential and we advocate for keeping the entire system upgraded Sort of, sometimes we just don’t have the time to explore what else is possible – We figured out how to use our student portal to convey and receive more information – We are fortunate that we have a staff member from the computing center housed in our office two days a week – we fought to keep this

Work performed by those staying – We had one-on-one conversations about aspects of our work that someone else could take on. It was apparent that the “old” work had to be split up – so everyone’s job changed. This lead to rewriting almost every job description and updating our P & P.

Being honest with the decision makers – Keeping a close working relationship with administration has been key through all this. We take every opportunity to tell our story and we relate it to students. – We can only work so many hours. – We had to put a project on the back burner. There just was no other choice, even though money had been spent.

Being honest with each other – We used our staff meeting to discuss snags. We all have opportunity to speak – It is essential that everyone know what is going on across campus and to know the impact of what we do – Administrators shifted hours – You can only put in so much time – Information is power

A look at processing more efficiently – This activity is time consuming and easy to put off but the payoff is huge More information on the student portal Improved website Quick response to Productive interaction with other offices Asking why we are doing it that way – Results – less paper, less postage, better communication

Explored some options – How could we get more work study assistance Remember wages went up, so hours worked went down – How could our GA help – Were we using our automated system effectively – When is it time to yell “uncle” We put a major project on the back burner

Celebrations/Caring – Fruity Friday – Wii bowling tournament (on break) – Special occasions – birthdays, holidays, weddings – Grandchildren – lots of stories – Surgeries, family illness

We’re Still Here and Office Life is Good

Elaine Henrie Director Financial Aid & Scholarships & Registrar Emporia State University