1. 1 Presented by: Kathy Williams Institution(s): National Louis University May 21, 2013 Transition to Electronic Processing Financial Aid

2. 2 Introduction Goal: Spark idea sharing for electronic processing and communications Enhance services rendered to students –Reduced wait times –Streamlined processing –Increased communications –Online convenience

3. 3 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

4. 4 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

5. 5 Topic #1 Organization

6. 6 “Organizations are successful because of good implementation, not good business plans” ~ Guy Kawasaki ~ Author, Publisher, Entrepreneur

7. 7 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

8. 8 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

9. 9 Form on Web Post PDF of forms to the web

10. 10 Instructions on the Web The same instructions posted to the web will be used for RTVTREQ

11. 11 Topic #2 Population Selections

12. 12 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

13. 13 Population Selection Processing RORPOST, select applicable popsel RORBPST, Batch post tracking code

14. 14 Communication Option 1 Create message using RTVTREQ “Instructions” with link to form(s)

15. 15 Communication Option 2 Create question for student to answer that can be reviewed through RPAINFO RTVWEBQ-validate question code RORWBQA-web question setup

16. 16 Communication Option 2 (cont) RPAINFO, review question responses RPPINFO, identify students who need information reviewed

17. 17 Topic #3 Tracking Requirements

18. 18 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

19. 19 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

20. 20 Tracking Requirements in SSB Example: Financial Aid menu –Financial Aid status link –List of requirements for each student

21. 21 Topic #4 Awards through SSB

22. 22 Award Setup for SSB use RTVMESG –Create message code for each fund –Embed link(s) in message body

23. 23 Award Setup for SSB use RTVAWST –Create award status codes for online accepted and declined

24. 24 Award Setup for SSB use ROAINST, control form –Web Processing Rules

25. 25 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

26. 26 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

27. 27 Topic #5 Scholarships

28. 28 Scholarship Setup RFRMGMT, Funds management –Fund comments, list criteria

29. 29 Fund Messages RTVMESG, create scholarship-specific messages –Include eligibility requirements –Include donor information (if applicable) –Embed any applicable links

30. 30 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

31. 31 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

32. 32 Topic #6 Communication Plan

33. 33 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 Jochmann www.suite101.com A clear communication strategy is a must to reduce resistance

34. 34 Communicating Change “The first and most important step toward embracing change involves the ability to stop fearing change.” “ Fear of Change” by Carmen Jochmann www.suite101.com Reduce fear with communications –Staff meeting –Emails to students –Timeline posted to web

35. 35 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

36. 36 Communicating Change Send emails to students Send emails to parents –Communications will vary based on policy for granting parental access to information

37. 37 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 3/1/13 Begin loading 1314 FAFSA records 3/18/13 Initial tracking emails sent 4/1/13 1314 Awarding begins

38. 38 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 days 3-5 business days 3 weeks 2 weeks Please note all timeframes are approximate. Processing times will vary based on time of aid year.

39. 39 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”

40. 40 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

41. 41 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

42. 42 Summary Scholarships –Electronic applications –Utilize RFRMGMT for criteria –Generate candidate reports –File sharing for selection and awarding –Message codes for each

43. 43 Summary Communicate! –Clear concise –Timeline –Online resources –Email students/parents –Tutorials

44. 44 Questions & Answers

45. 45 Thank You! Kathy Williams Kathleen.Williams@ellucian.com kwilliams74@nl.edu. © 2013 Ellucian. All rights reserved.