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SANTIAGO CANYON COLLEGE
FINANCIAL AID OFFICE, SCHOLARSHIP
OFFICE AND JOB PLACEMENT
PROGRAM REVIEW
2012 – 2016
I. SIGNATURE PAGE
SANTIAGO CANYON COLLEGE PROGRAM REVIEW
FINANCIAL AID OFFICE (FAO), SCHOLARSHIP OFFICE, AND JOB PLACEMENT
______________________________________________________ __________________
Steven Salcido Date
Assistant Dean – Financial Aid, Scholarships & Veterans
______________________________________________________ __________________
Syed Rizvi Date
Dean – Enrollment Services and Support Services
_______________________________________________________ __________________
Ruth Babeshoff Date
Vice-President – Student Services
II. PROGRAM DESCRIPTION VISION AND MISSION
MISSION
We support the mission and vision of Santiago Canyon College (SCC) Student Services by
promoting the growth and development of students and contributing to student learning with
our student centered approach.
The Mission of the Financial Aid Office at Santiago Canyon College (SCC) is to provide Federal,
State and institutional financial aid services to students and to encourage members of a diverse
student body to achieve their educational goals. We will promote awareness of Financial Aid
programs through year-round in-reach and outreach efforts. We will strive to assist all students,
regardless of their economic resources, to obtain the financial assistance to attend SCC—while
maintaining the fiscal and regulatory integrity of its programs. We will utilize and expand
technologies to prepare our students for the transfer experience. (Created 2007; Revised 7/2012).
VISION
The Vision of the Financial Aid Office is to deliver effective, efficient and courteous service. In
collaboration with federal and state agencies and institutional departments, the Financial Aid
Office diligently preserves this relationship to maintain accountability and compliance with
applicable laws, regulations and policies, in order to reasonably assure the most equitable and
ethical awarding of financial assistance. Our staff will offer levels of service designed to meet the
needs of the student body and strive to exceed the expectations of our students, staff, and
community. (Created 1/2007; revised 7/2012)
OVERVIEW OF SERVICES-FUNCTIONS
Currently, the SCC FAO offers assistance to students with the following programs:
Board of Governors Fee Waiver (BOGW) o California's Board of Governors Waiver (BOGW) Program waives enrollment fees for
qualified residents of California for the entire school year. Students may receive a waiver for any number of units, with no minimum.
O BOGW CCCAPPLY ONLINE APPLICATION:
CCCAPPLY is a statewide online application system for community colleges. The
student applies online and does not have to reenter information when applying to
another college on the same system. Once the application is submitted, Financial Aid
staff review the application files, and an email is sent to the student with the decision.
Federal Pell Grants (Pell) o The Federal Pell Grant is a federally funded program for undergraduates who
demonstrate financial need. The amount of the Pell Grant is based on the cost of attendance, the Expected Family Contribution, and the number of units the student is enrolled in. Eligible students receive payments twice each semester. Students may be awarded up to the maximum amount of $5,775 per year.
Federal Supplemental Educational Opportunity Grant (FSEOG) o The FSEOG is a federally funded grant available to undergraduates who demonstrate
exceptional financial need, meet the priority deadline, and are Pell Grant recipients. Students are required to be enrolled in a minimum of six units.
Federal Work-Study (FWS) o Federal Work-Study is a work program for students that allow them to work on
campus, or off campus, or for a non-profit organization. Students may work up to 20 hours per week, usually at minimum wage or above.
State California Grant B (Cal Grant B) o Cal Grant B is provided to students from low-income families who are the first in their
family to attend college. The maximum award amount is $ 1,656 per year and will be prorated for less than full-time students. This grant may be used at community colleges and universities, not to exceed four years. Cal Grant B students also receive tuition costs at the same level as Cal Grant A, beginning the junior year at a 4 year university.
State California Grant C (Cal Grant C) o Cal Grant C awards help pay for tuition and training costs at occupational or career
colleges. This $547 award is for books, tools and equipment. They may also receive up to an additional $2,462 for tuition at a school other than a California Community College. To qualify, you must enroll in a vocational program that is at least four months long at a California Community College, private college, or a vocational school. Funding is available for up to two years, depending on the length of your program.
State of California Full Time Success Grant (FTSG) o On top of the $1,656 annual Cal Grant B award paid at community colleges, the Full-
Time Student Success Grant pays full-time Cal Grant B recipients an additional $600 annually. All full-time community college students receiving Cal Grant B will be offered this assistance and only full-time students can receive this benefit.
Federal Direct Loan Programs (FDLP) o The Rancho Santiago Community College District (RSCCD) participates in the
Federal Direct Loan Program. Direct Loans can be need based or non-need based. Parents (PLUS) Loans are available for dependent students. Both subsidized/unsubsidized and PLUS Loans are borrowed directly from the federal government. These programs are all loans which must be repaid.
Scholarships o The Scholarship Office provides a central point for students to inquire and apply for
scholarships. The office will work with the Financial Aid Office by coordinating a scholarship award with a student’s financial aid award ensuring both federal and state compliance.
Job Placement Services o The Job Placement Office not only places Federal Work Study Students, it also places
all student assistants funded by campus resources for SCC. Students not only receive a valuable educational experience; they also receive work experience.
FUNDING SOURCE STATEMENT
Currently, the Financial Aid Office, Job Placement Office, and Scholarship Office receive funding from the general fund and BFAP registration weeks.
III. ORGANIZATION CHART
CURRENT STAFFING
Santiago Canyon College
Student Services
Financial Aid
Steven Salcido Financial Aid Assistant Dean
Sue Denim Financial Aid Senior Clerk
Lynn Au Financial Aid Computer Analyst
Linda Gunderson Financial Aid Computer Analyst
Baltimore Padron Financial Aid Analyst
Liz Thomas Financial Aid Analyst
Sonya Langelier Financial Aid Analyst
Elizabeth Bergara Financial Aid Analyst
Jitesh Prajapati Financial Aid Technician
Alexandria Vega Financial Aid Technician
Jacqueline Myers Job Placement Coordinator
ORGANIZATION CHART
IV. SUMMARY OF PROGRESS MAJOR ACCOMPLISHMENT FOR FINANCIAL AID AND SCHOLARSHIPS OPERATIONS FROM
2012-2016
The Scholarship Office successfully implemented the AcademicWorks scholarship software beginning with the Fall 2015 semester and completing the project in the Spring 2016 semester for the 2016-2017 award cycle. This moved the manual scholarship selection process and awarding to an online automated selection process that allows SCC students to fill out one scholarship application to be auto matched to any scholarship they may be eligible for. This is more appealing to the students and is increasing the number of student applications as well as cutting office labor processing time, allowing more availability for face to face student services.
The Financial Aid Office successfully implemented the Document Imaging system “Image Now” beginning the Fall 2015 semester. Now students turn in their financial aid documents at the front counter where they will be digitally imaged for financial aid review and processing. This reduces office supplies, costs associated with sensitive data storage and opens up much needed office space. This also ensures all PPI information is digitally stored in the district secured network.
One of the most notable highlights of the 2011/ 2012 award year is the successful implementation of FA~Link Electronic Book Voucher Bridge. SCC headed the successful implementation of this bridge between Datatel and the Bookstore’s software for the entire district. The bridge allows students the option of directly accessing their Financial Aid Pell and Cal Grant funds to purchase required books and supplies at the Bookstore. Awarded students can now have their books in a timely manner.
The Financial Aid Office was able to maintain compliance without student interruption when the Department of Education initiated a swarm of changes that needed immediate attention and implementation starting from Summer of 2012 through Spring of 2014. Some of these changes are the new Gainful Employment regulations, Consumer Information disclosures, Pell lifetime limits, the dissolve of ACG, and much more.
Reduction in Default Rates has been one of the most significant accomplishments. Over the past few years we contracted ECMC services to assist with contacting students who are delinquent and it has been a great help in keeping our cohort low. Continued entrance counseling workshops has shown to be an excellent “counseling” tool to educate our new student borrowers especially with the new 150% Subsidized Loan regulation. Students are asking more questions and making responsible choices when submitting a Direct Loan request. One-on-one contact with students appears to assist all students to make educated choices when it comes to the responsibilities and amounts being requested.
The CA Dream Act Application is used to determine the California state financial eligibility of students who meet the qualifications of Assembly Bill 540 (AB 540), AB 130 and AB 131. The first year implementation of the CA Grant Dream Act was done in a fairly short time frame with no additional staffing. It needs to be recognized that this is a whole new program with its separate compliance and application requirements and was implemented by key staff members to ensure compliance while serving students. As we enter into the next phase, we are looking into ways to improve processing as the program grows.
To reduce the appeal processing time, forms to appeal are now available on-line. In cooperation with the Counseling Department, the Counselor Program Approval (CPA) Forms have been eliminated and replaced by the Comprehensive Student Education Plans (CSEP), which meets SSSP requirements for the Counseling Department and provides extensive and longer term education plans that can also be utilized for SAP monitoring and the SAP appeal process.
We organized and automated many phases of On Campus Job Placement. In addition, we updated the Student/Supervisor Employee Paper Handbooks to a Student/Supervisor on-line Manual. The required hiring documents are also available online for printing. In order for student assistants to be properly identified on campus and while serving other students we implemented name badges for all student assistants.
ASSESSMENT
The years associated with this review have been turbulent in the Financial Aid industry. The
first years, 2012 – 2014, the Financial Aid Office was busy keeping up with the changing
regulations, implementing them in a timely manner for compliance and updating documentation.
Changes were not only happening federally but the State was also rapidly changing requirements
to their programs. It was a situation where almost all office goals were placed on hold until the
both the Department of Education and the California Student Aid Commission stabilized. After
reasonable stabilization the Financial Aid Office can again focus on their internal goals. This is
shown with the streamlining accomplishments that began in years 2014, 2015 and 2016.
The FAO has been continually updating, modernizing and enhancing the efficiency and efficacy of its
office through the use of technological advances by moving to electronic record keeping, processing
and communications with students, staff and faculty. This in turn has promoted students’ use of
technology, empowering our students to become technologically proficient in the use of on-line
applications and services, and developing contemporary skills needed to thrive in an even more
technologically dependent society.
Eligibility requirements for the BOG Fee Waiver are undergoing significant transformations as of fall
2016. Eligibility hinges upon a student’s successful academic progress based on admission and
records standards. While students may experience the most direct effects of these changes, the FAO
and A&R will also be directly impacted as those two offices are charged (or will be in A&R’s case)
with processing BOGW’s, tracking SAP, and facilitating the appeals process for those who do not
meet eligibility standards.
With the implementation of the 150% Subsidized Loan regulation, more one-on-one contact is needed
to provide any new updates/resources to students that this will apply to. Accurate reporting is crucial
when any loans are originated. The information being uploaded is derived from the students’
educational goal as stated on the admissions application currently on file.
The following numbers represent the total number of student assistants processed in order to work at
our district:
2012/2013 Total: Campus funded = 117 FWS = 40
2013/2014 Total: Campus funded = 134 FWS = 42
2014/2015 Total: Campus funded = 181 FWS = 50
2015/2016 Total: Campus funded = 143 FWS = 44
With many departments being awarded new grants that include hiring student assistants and as the
Federal Work Study allocation continues to increase it will become more and more difficult for one
person to efficiently manage the workload.
V. SLO & SAO DATA
Data set: 2015-2016
Santiago Canyon College
Student Services
Student Learning Outcomes Assessment Report
2015-2016
Department Name – Financial Aid Office
Department Mission Statement – We support the mission and vision of Santiago Canyon
College (SCC) Student Services by promoting the growth and development of students and
contributing to student learning with our student centered approach.
The Mission of the Financial Aid Office at Santiago Canyon College (SCC) is to provide Federal, State
and institutional financial aid services to students and to encourage members of a diverse student
body to achieve their educational goals. We will promote awareness of Financial Aid programs through
year-round in-reach and outreach efforts. We will strive to assist all students, regardless of their
economic resources, to obtain the financial assistance to attend SCC—while maintaining the fiscal and
regulatory integrity of its programs. We will utilize and expand technologies to prepare our students
for the transfer experience. (Created 2007; Revised 7/2012).
Student Leaning Outcome - In our present student population we typically have three types of
technical skill sets: beginner, intermediate, and advanced. Currently, the Free Application for
Student Aid (FAFSA) and Board of Governor Fee Waivers (BOGW) can be completed either online or
via paper. While paper applications can take up to six weeks to process, the online application has a
turnaround time of 48 hours. Generally, when a student transfers to a four-year institution they are
expected to possess the necessary skills to complete the FAFSA online.
The SCC financial aid office promotes the online process as the primary method of application
processing. We believe that a financial aid office which makes no effort to inform applicants on how to
use the online application process is performing a disservice to their students in preparing them for
the future. For this reason, the financial aid office created the following student learning outcome for
2007-2008 and we have decided to keep the same SLO with slight modification going forward to
2015-2016.
As a result of utilizing the online resources to apply for financial aid, students will develop skills
to communicate and process web related applications.
Methods - The financial aid office utilized the following tracking mechanisms to monitor student
usage of online services:
Department of Education Electronic reports CCC Apply website for the California Community Colleges COD and NSLDS Department of Education Online gateways
Those students who completed the online FAFSA were assessed for the learning outcome.
Implementation of Assessment Process - In order to accomplish our SLO, we conducted a
staff meeting and established the following methods, tools and resources needed to implement our
SLO:
1. Utilize the computer workstations in the “E” building lobby as a place to apply for the students without a home online access. Another objective was if students had questions, they were able to access a financial aid staff immediately.
2. Planned and conducted several in-reach and outreach activities which included: a. Cash for College Workshops – students received hands-on instruction in a computer
lab environment to aid them in completing their FAFSA. b. Parent Nights – section by section format of the FAFSA to educate parents on the
financial aid processes.
c. Financial Aid Awareness Days – provided students with general information about the FAFSA, online filing assistance, and answered questions.
d. Classroom Presentations – general overview of financial aid in a Q&A format.
3. Utilize the online access via the financial aid website for students to complete the Board of Governor Fee Waiver (BOGW).
4. Created/Edited/Provided informative publications regarding financial aid programs and processes which included basic information guides on “How to Apply for Financial Aid Online”.
A survey is distributed to financial aid students each year. By conducting this survey, we hoped to
ascertain whether or not by steering students to the online financial aid process enhanced their skills
for similar tasks in future.
1. Financial aid staff dispersed the survey to students who completed or attempted to complete the FAFSA and BOGW online.
2. Submitted data to Research & Development for a calculated result report and proceeded to analyze the data.
RESULTS - GENERALLY, RESPONDENTS WERE SATISFIED WITH THE ONLINE PROCESS:
Most respondents are likely to conduct similar business via the Internet in the future, including filing
their FAFSA and/or BOGW online next year, most believe that they are likely to conduct similar
business via the Internet in the future and that their experience with the FAFSA application increased
their comfort and skill level with this type of online process
Decisions and Future Recommendations - This has been a consistent survey for us to
implement as the financial aid SLO. The results have also been consistent and positive. At the
conclusion of the 2015-16 academic year, the survey will most likely be retired and a new on is to be
developed.
We will remain steadfast in our approach to financial aid by demonstrating patience and understanding
to our students. We realize that financial aid, like any other process at the collegiate level is a learning
process. To that end, staff will integrate training techniques to adapt effective communication
strategies to our current and prospective students for exceptional service and effectiveness.
We will continue to expand technologies to prepare students for post-collegiate life by providing online
forms, follow-up, and correspondence. We believe that our SLO has been preparing students for four-
year institutions, e-commerce and other financial related processes requiring serious attention to
detail, such as: loan applications, mortgage applications, tax filings, etc.
Santiago Canyon College
An Evaluation of Streamlined Communication
for Financial Aid Processes
June 2016
The use of technology for inquiries, applications, and to order goods and services is a reality.
Financial aid processes currently used at four-year universities are a reflection of the fast-moving
pace of technology, and at times, due to shortage of staff. Santiago Canyon College (SCC) has
started a new process of online communication with our financial aid students who are seeking
information, accessing forms, applying for aid, and interacting with staff to prepare them as they
journey their education toward the universities. Staff implemented a very short survey to those
who sought services during 2015-2016 to determine how efficient students are with the current
online communication methods, and to understand the changes needed to better prepare them for
similar financial aid processes at the four-year universities. The result is based on 555 individuals.
Findings:
Overall, findings for the past three years are very similar with differences of only one to three
percentage points gain/loss. Students’ initial contact with the financial aid office is usually in-
person to inquire about the process and obtain forms needed; then they use the website to learn
about check disbursement, and WebAdvisor to check on the status of their awards. Detailed
findings include:
Nearly three-fifths of the respondents (58%) completed both their FAFSA and BOGW applications online, 8% completed only the BOGW online, 18% completed only the FAFSA online, and 16% did not complete either application online.
Currently, more than half (58%) learned about documents and obtained necessary forms by coming into the Financial Aid office, a third (29%) used WebAdvisor and 13% emailed and/or called the office.
More than two-thirds of the respondents (69%) checked the status of their awards using WebAdvisor, 20% came into the office, and 9% phoned and/or emailing staff for the information. Still another 2% stated “other” ways of obtaining the information
Nearly one-fifth (17%) purchased their books using Pell Grant checks, 14% used the financial aid book advance funds, 23% purchased books with their own money, and 5% in other ways. Two-fifths (41%) noted that they did not purchase books.
Half (49%) of the respondents used SCC’s financial aid website to check the disbursement schedule, another two-fifths (43%) learned about it by coming into the financial aid office, 7% phoned and/emailed staff, and another 2% stated other ways.
It is staff’s intention to regularly assess these communication methods to ensure that participants
are efficiently using these online processes for financial aid, as well as in other facets of life (such as
seeking employment, ordering good/services, and/or applying for credit cards).
VI. DATA ANALYSIS SECTION
Annual Student Count Summary
Student
Count
Total
Awards Total Amount
Student
Count
Total
Awards Total Amount
Student
Count
Total
Awards Total Amount
Student
Count
Total
Awards Total Amount
Santiago Canyon Total 6,029 12,678 12,869,270.00$ 6,777 12,375 14,087,790.00$ 6,981 12,666 14,392,665.00$ 6,547 12,408 13,614,195.00$
BOG Fee Waivers 4,688 5,898 5,803,816.00$ 5,150 6,635 6,299,608.00$ 5,279 6,829 6,524,464.00$ 4,961 6,404 6,187,966.00$
Grants 1,803 4,196 5,994,858.00$ 2,097 3,057 6,857,955.00$ 2,032 3,178 7,030,596.00$ 1,806 3,450 6,578,581.00$
Loans 163 2,229 800,222.00$ 139 2,372 673,772.00$ 115 2,338 552,987.00$ 104 2,241 505,909.00$
Scholarships 267 270 166,659.00$ 223 229 151,193.00$ 215 224 172,728.00$ 215 221 237,267.00$
Works Study 39 85 103,715.00$ 40 82 105,263.00$ 47 97 111,889.00$ 51 92 104,472.00$
Annual 2012-2013 Annual 2013-2014 Annual 2014-2015 Annual 2015-2016
Financial Aid Summary
-
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
Santiago CanyonTotal
BOG Fee Waivers Grants Loans Scholarships Works Study
2012-13 Student Count 2013-14 Student Count 2014-15 Student Count 2015-16 Student Count
Annual Amount of Aid Awarded Summary
$-
$2,000,000.00
$4,000,000.00
$6,000,000.00
$8,000,000.00
$10,000,000.00
$12,000,000.00
$14,000,000.00
$16,000,000.00
SantiagoCanyon Total
BOG FeeWaivers
Grants Loans Scholarships Works Study
2012-13 Total Amount 2013-14 Total Amount 2014-15 Total Amount 2015-16 Total Amount
VII. STUDENT EQUITY PROMPT CORE SERVICES PROVIDED THAT IMPACT KEY STUDENT EQUITY INDICATORS
ACCESS
The Financial Aid Office (FAO) is actively participating in more outreach events. In prior years the
FAO participated in a question and answer session for financial aid questions. This is still true;
however, it has now joined with the college efforts of promoting the many positive reasons why
students should attend Santiago Canyon College. It is also changing its marketing strategy from
promoting the Financial Aid office with the FAO logo, to promoting financial aid services and
college services with the SCC logo, therefore helping with the branding of SCC’s name. 2016/2017
year is the first year we will create this baseline for future equity tracking purposes.
COURSE COMPLETION
Low Income and Foster students are a part of the identified student groups in the course
completion section of the student equity plan. The FAO through its Satisfactory Academic Progress
and Board of Governor’s Fee Waiver Academic Standards policy is working closely with these
groups to ensure they complete their courses and graduate and/or transfer successfully. It is our
hope to track cohorts and show progressive retention and transfer rates.
DEGREE AND CERTIFICATE COMPLETION
The FAO through its Satisfactory Academic Progress and Board of Governor’s Fee Waiver
Academic Standards policy is working closely with these groups to ensure they complete their
courses and graduate and/or transfer successfully. The office will be moving to early intervention
and targeted communication for these “at risk” groups.
TRANSFER RATE
Low Income students are at risk of not transferring for a variety of reasons, however it is a goal of
the Financial Aid Office to make sure that one of these reasons is not financial. This is achieved by
early communication to target subgroups that will inform students of their statuses, explain
consequences, and provide resources so the student can cure any deficiencies they may have.
VIII. FUTURE DIRECTION & ANTICIPATED CHANGES
CHALLENGES
Gainful Employment
The required Gainful Employment reporting began in 2015 and the first Department of Education
data analysis of the reporting will begin in 2016. SCC will need to be diligent of the new reporting
requirements and data analysis, and ensure we are not adversely impacted by the results, and that we
do not miss any deadlines. The Financial Aid Office will continue to work with other departments
that have a direct impact with the Gainful Employment regulations such as OEC, curriculum and
institutional research.
Changing Regulations
After the 2016 elections, Congress should be relooking at reauthorizing the Higher Education Act
which will need to implement further changes for the Financial Aid industry. There are a couple of
aspects the bipartisan parties seem be agreeing on: Making the FAFSA easier for students and their
parents to understand; and more transparency from the institutions. This means we will enter more
years of new regulations, quick implementations, and fast reactions.
Need for a Financial Aid (FA) Coordinator
Financial aid is highly regulated and has many compliance responsibilities attached to it. With
multiple changes coming down the pipeline and anticipating even more changes with the
Department of Education oversight, including several indicators for equity needing attention for
tracking and compliance of equity funding, it is essential the Financial Aid Office have a FA
Coordinator position. The FA Coordinator role normally maintains the daily operations and current
regulations, while the Administrator focuses on what is coming down the pipeline, advocates with
Federal and State parties if necessary, and implements new regulations in a timely and compliant
manner. Having one person do all financial aid duties can expose the institution to compliance risk.
Datatel in the Cloud
Currently it has been approved for Datatel to move to a cloud client hosting. As this is a better and
more secure option for the district, it is unknown if the Financial Aid Office will lose access to query
directly to the production database. If the Financial Aid Office is unable to query to the production
database and loses access to live data, the office will be unable to run real time quality assurance
reports before students’ awards are disbursed. This will open the institution to an unprecedented
compliance risk. We are currently working with ITS to ensure real time data.
Decreasing Enrollment
SCC is currently seeing a trend of decreased enrollment numbers. As a number of factors may be
impacting why there is a decrease in enrollment, the fact is any consistent decrease will affect how
the Financial Aid office is funded. BFAP from the California Community Colleges Chancellor’s
Office supports staff positions, and a Pell administrative cost allowance helps offset other expenses
the Financial Aid Office incurs processing federal financial aid.
Streamlining Programs via Automation/Programming/Technology Implementation for
New Programs
Currently, Datatel does not allow ISIR Records to be imported for Dream Act Applications.
Therefore students who completed the Dream Act Application have to be tracked manually on an
excel spreadsheet and the Computer Analyst must run various queries in order to find a match in
order to post BOGWs into Datatel. This manual process creates confusion for Dream Act students
when they call or come into the Financial Aid Office because their information is stored on an
external excel spreadsheet or on the California Student Aid Commission’s Web Grants Database. It
would be helpful if IT could create a customization in order for the Dream Act ISIRs to be
uploaded onto Datatel. Additionally, Datatel does not have a process to import Cal Grant Roster
Information for both regular Cal Grant students and/or Dream Act Cal Grant students. This
means that all of the determination for student eligibility is tracked externally on excel spreadsheets
(e.g. meets income/asset ceilings guidelines) before students Cal Grant awards can be posted onto
Datatel. It would also, be beneficial if IT could create a customization in order for Financial Aid to
import Cal Grant Roster Information into Datatel.
Facilities Need for Financial Aid Office:
Workspace is tight at the front counter. A larger FAO office is needed, especially for the students
who meet with the loan specialist to submit loan docs in person or for other necessary appointments
as needed. Also a “student” station with multiple computers is needed where students can apply for
financial aid, review their aid status, accept awards, and complete their Entrance/Exit Counseling
online by using a computer in our office for any assistance needed.
We need to be together as a department in an area that also allows for growth. It makes a lot of
sense for Financial Aid, Scholarship and Veterans staff to be in close proximity of each other in
order to streamline the operation and easier for administrator to be in close proximity of the
operation.
In addition, there are no emergency exits in the bock of the office. In a recent visit from Culver
Newlin they mentioned we have too many bodies for 800 square foot office and implied we may not
be in compliance with the fire code.
Financial Aid, Job Placement, Scholarships logistical planning
It is time to realign Job Placement and Scholarships under the umbrella of the Financial Aid Office
officially. This will need to be strategically planned and implemented. Realigning allows the three
offices whose regulations intersect each other to be better self-regulated and efficiently streamline.
FINANCIAL AID PLANNING
In order to stay ahead of the new regulations that are constantly coming down the litigation pipelines, the Financial Aid Office will stay active with NASFAA, attend conferences, and advocate when necessary.
Through partnerships, the Financial Aid Office will also reach out to other community colleges, CSU’s, and UC’s as a way to re-confirm our interpretations of new regulations, ensuring compliance.
Every effort will be made to re-establish a FA Coordinator position.
The Financial Aid Office will take an active role as the District transitions over to the cloud client host services. We will participate in the gap analysis, testing, and ensure solutions to maintain access to the production database and live data.
In order to integrate the three offices (Financial Aid, Job Placement, and Scholarships) strategic project plans will be developed for all and then combined to one.
It will be important to take into consideration that although the ultimate goal is to integrate the Financial Aid, Job Placement, and Scholarships offices, they will still maintain their own unique identities, mission, goals and operations.
The offices will continue in the direction of student services by putting students’ success first. This will be accomplished by reviewing student communications, student forms, student interaction, and assessing the whole student experience.
Appendix A
Map your department goals with the RSCCD 2013-2016 Strategic Plan. Using the table below, indicate the Board goals or objectives which your department supports. Explain briefly.
RSCCD Goal & Objectives Supporting Department Goals From DPP
RSCCD will assess the educational needs of the communities served by RSCCD and will adjust instructional programs, offerings, and support services and will allocate resources as needed to optimize the alignment of students’ needs with services and fiscal resources.
Continue to determine the needs of the community
Develop sustainable, alternative revenue streams to student educational needs
Continue to monitor student educational preparation
RSCCD will assess the educational needs of the communities served by RSCCD and then pursue partnerships with educational institutions, public agencies, nonprofit organizations, and business/industry/labor to collaboratively meet those needs.
Strengthen outreach and recruitment; develop new and sustain current relationships with key partners and stakeholders
Support regional development by becoming the primary local source of skilled employees for high demand occupations
The Financial Aid Office engaged with the community in supporting SCC’s Outreach Office and their efforts. This was achieved by attending Cash for College events, training the Outreach team on surface level Datatel financial aid screens, and triaging financial aid questions.
RSCCD will annually improve the rates of course completion and completion of requirements for transfer, degrees, certificates, and diplomas.
Consistently and accurately measure educational goal completion for university transfer, degrees, certificates and diplomas
Support integrated approaches to student success and achievement
Identify economic barriers to student achievement
The Financial Aid Office supports this with its Satisfactory Academic Progress (SAP) polices and SAP workshops. Currently this is a reactive process and the off is working to towards a proactive process.
RSCCD will support innovations and initiatives that result in quantifiable improvement in student access, preparedness, and success.
Maintain and enhance the RSCCD’s technological infrastructure
Support faculty development in the areas of innovative pedagogies and curriculum design
Examine course success rates by population served and promote strategies that foster student equity.
RSCCD will use a cycle of integrated planning that will demonstrate the effective use of resources.
Support and encourage focused green practices
The Financial Aid Office implemented an imaging software that scans all incoming student financial aid documents. This reduces paper waste, storage space and promotes a sustainable archive system.
Utilize current processes to inform program, facilities, human resources and technology allocation
Evaluate the cycle of integrated planning
Appendix B
DEPARTMENT PLANNING PORTFOLIO
DEPARTMENT: Financial Aid
DIVISION: Student Services
ACADEMIC YEAR: 2015-2016
Department's Vision:
The Vision of the Financial Aid Office is to deliver effective, efficient and courteous service. In collaboration with
federal and state agencies and institutional departments, the Financial Aid Office diligently preserves this
relationship to maintain accountability and compliance with applicable laws, regulations and policies, in order to
reasonably assure the most equitable and ethical awarding of financial assistance. Our staff will offer levels of
service designed to meet the needs of the student body and strive to exceed the expectations of our students,
staff, and community. (Created 1/2007; revised 7/2012)
Department's Mission:
We support the mission and vision of Santiago Canyon College (SCC) Student Services by promoting the growth
and development of students and contributing to student learning with our student centered approach.
The Mission of the Financial Aid Office at Santiago Canyon College (SCC) is to provide Federal, State and
institutional financial aid services to students and to encourage members of a diverse student body to achieve
their educational goals. We will promote awareness of Financial Aid programs through year-round in-reach and
outreach efforts. We will strive to assist all students, regardless of their economic resources, to obtain the
financial assistance to attend SCC—while maintaining the fiscal and regulatory integrity of its programs. We will
utilize and expand technologies to prepare our students for the transfer experience. (Created 2007; Revised
7/2012)
GOALS/TASKS/ACTIVITIES WHO'S
RESPONSIBLE
ESTIMATED
TIMELINE/COMPLETION RESOURCES NEEDED PROGRESS
Re-Staffing of the financial aid operation for regulatory/compliance/ Day to Day Operations
1. As a result of reorganization and
creation of Dean of Enrollment and
Support Services position Financial Aid,
Scholarships & Veterans has an Interim
Asst. Dean leadership position. In the
current academic year of 2015-2016 we
would like to convert this Interim
position to a permanent position.
rizvi_syed End of Fall
2015
Campus support and fiscal
approval. Completed
2. Financial Aid Analyst position re-
organization to Financial Aid rizvi_syed 2016-2017 We will make a formal
funding request for the In Progress
Coordinator: Currently, we have a
serious need for a Financial Aid
Coordinator in the financial aid office to
oversee day to day office workflow,
maintain compliance and staff training.
We recognize that we may not be able to
hire the position anytime soon, due to
funding challenges; instead we propose
a re-organization by taking one of the
financial aid analyst positions and re-org
it to a Coordinator position. Upon
completion of the re-org approval we
would do an internal hiring, as this will
allow us to have one of the current
financial analysts selected as the
Coordinator.
cost differential in the
budget planning process.
Due to budget deficit this
is still not a viable option.
Implement Document Imaging system for the financial aid office
1. Financial aid office currently has
about 900 square feet of space to house
all the staff and in order for us to meet
the growth, we must rely on technology
as we do not have any filing space. We
will work very closely with ITS to
implement "Image Now" software to
start storing all the records to deal with
the space issues.
All Members Summer
2016 ITS Resources and Budget. Completed
Reinstatement of Campus General Fund for Student Assistants
1. Prior to budget cuts we had $45,000
in colleges GF student assistant program,
and we were also matching the 25%
from GF for the Federal Work Study
(FWS) allocation. Over the last few years
we have eliminated both. The campus
demand for student assistants far
exceeds the amount of FWS allocation
and request GF funding again to
gradually reintroduce the student
assistant program. With the new
rizvi_syed 2016-2017
We will make a formal
funding request for the
cost differential in the
budget planning process
In Progress
increase in gradual minimum wage over
the next two years we need it otherwise
it will have negative effect on federal
work-study program.
New Position Full Time Financial Aid Technician: Veterans & Scholarship Office
1. Last year this was the #1 ranked SS
request and was ranked #5 college-wide
by the Budget Committee for
2013/2014. For the last two years, our
fully operational independent Veterans
Services & Scholarship Program office
front desk and day-to-day student
interactions and assistance has been
supported by a short-term hourly
employee. In 2009, FA took over
scholarship processing functions as a
result of RIF in College Advancement
without any general fund augmentation;
FA reorganized and absorbed those
functions with BFAP funding.In summer
2012, SCC started an Independent
Veteran’s Services Office (VSO); once
again FA reorganized and absorbed
those functions within the existing
staffing with a small percentage of short-
term GF assistance and the remainder
with BFAP funding. Currently we are
utilizing a 39 week 40 hour short term
employee. Additionally, due to health
care reform starting July 1, 2014 the
district will limit short-term hourly to 25
hours/week. As of 2013/2014 we have
exceeded over 200 students that have
been certified for V.A benefits. This
proposed position is classified as
financial aid technician and will assist
Vets with their financial aid process at
the VSO along with scholarship
functions; knowledge of financial aid is
essential for this position. This position
will support the students with day-to-
rizvi_syed 2016-2017
General Funding source
need to be identified via
PIE Committee process.
In Progress
day processing of BOGW fee waiver
applications, front desk assistance,
maintaining records in the student
imaging system. All along we have been
operating under temporary solutions
and this will allow us to have a
permanent solution to have properly
trained staff available on Datatel and all
the other related systems to ensure
mandated federal, Veterans Affairs and
state compliance.
Work closely with Outreach to deliver Cash for College workshops to every feeder high school
1. During the beginning of the
calendar year the high schools hold Cash
for College workshops to encourage
their seniors to apply for financial aid.
We will be working closely with
Outreach in order to provide the
necessary workshops at each of our
feeder schools.
Administrator End of
Spring 2016
General funds for the cost
to support the office
while staff is out
presenting.
In Progress