The Butte College Financial Aid Office administers federal and state financial aid programs to ensure accurate and timely delivery of student aid funds to meet the higher education costs imposed on students and families. We are committed to supporting the Butte College mission through outreach to a diverse campus community and by providing a quality student experience through the use of technology and a caring, knowledgeable staff. Our overall goal is to accurately deliver student aid funds timely to students, and with respect, to students who would have challenges or find it difficult or impossible to attend college without receiving student aid.
The Financial Aid Office (FAO) reports to the Dean of Financial Aid & Special Programs, Karen Micalizio, and is part of the Student Services division under Vice President Allen Renville. The FAO administers federal and state aid to eligible students in the form of grants, loans and student employment (Work-Study). Other areas of responsibility include: (1) Oversight of regulatory and compliance requirements as stipulated by state and federal agencies. (2) Needs Analysis and Awarding: Processing of FAFSAs, CA Dream Act Applications, and BOG Fee Waivers for delivery of funds as per awarding parameters; (3) Direct service to students: Providing direct service to current and prospective students and families through various service venues: website, financial aid service window, telephone inquiries, Financial Aid email, outreach events and Facebook; (4) Appointments: Assisting students with special circumstances, eligibility needs, and appeals through individual scheduled and walk-in appointments when appropriate; (5) Outreach: Familiarizing students and families in our service area about the availability of financial aid and educating them about the financial aid process and federal regulations defining eligibility; (6) Communicating with other student service areas and with faculty to ensure effective collaboration on policies that affect recruitment and retention of students; (7) Working with other college offices to ensure that assistance for individual students with multiple needs is coordinated and communicated clearly to all parties; and (8) Meeting reporting requirements from the college as well as state and federal entities. Financial Aid regulatory policies are guided by the FAO’s Institutional Participation Agreement with the U.S. Department of Education (current approval through 2018), which requires that the FAO have the “administrative capability” necessary to fulfill these functions and ensure institutional cooperation with all other requirements related to regulations defined in the Higher Education Act. The signed agreement with the Department of Education stipulates that staff must be current with federal student aid regulations and have the capacity to assure compliance. State monies and policy are regulated by the Student Financial Aid Programs within the California Community College Chancellor’s Office (BOG Fee Waiver and BFAP funding) and by the California Student Aid Commission (Cal and Chafee Grants). The regulatory landscape is ever-changing and both federal and state regulatory requirements provide an enormous challenge, as regulations have grown disproportionately to available staff time. In 2016, both state and federal aid agencies have implemented additional regulatory requirements that places further burdens on the financial aid support staff to implement, adhere and administer additional programs and program requirements. For example: Implementation of the Loss of the Board of Governors Fee Waiver, the Full-Time Student Success Grant, Online Education Initiative, AB 801- Homeless Youth determination and resolutions required as part of Prior-Prior Year to name a few. The ED has expanded the FAFSA application period to begin in October through Prior Prior Year, this has caused a significant impact to the processing of Federal Student Aid in which result in more Professional Judgments to be performed by FAO staff. Additional federal regulations that have severely impacted the FAO in the last two years are: Unusual Enrollment History, 150% Length of Time Eligibility for Subsidized Loans, the manual processing of CA Dream Act applications. Additionally, the state implemented new regulations for the Board of Governors Fee Waiver (BOGFW) that have had a significant impact on FAO staff as we generate more communication strategies to inform students including the review of BOGFW Appeals for students that are not meeting Institutional Academic Standards. An ongoing administrative burden includes further refinements in Satisfactory Academic Progress parameters, work on a Loan Default Management Plan, and Gainful Employment reporting demands. The only cross training that time has allowed is related to handling functions covered by staff members who have retired. In addition, modernizing office workflow has demanded retraining on processes, learning new skills, and rewriting communications, website maintenance, annual FA Suite set-up within Colleague and creating and maintaining office policies and procedures. The FAO is comprised of: • Six (6) Financial Aid Assistant Seniors who are permanent full-time. Note: One (1) FAA Sr is assigned to the Veterans Services Office as Certifying Official. One position is currently vacant. • Two (2) Financial Aid Assistant IIs who are permanent full-time • One (1) Financial Aid Assitant II, part-time (60%) • One (1) Assistant Director • One (1) Director Full-time services are provided at the Main Campus FAO. A Financial Aid representative provides services at the Chico Center for one half-day per week. Additional hours are provided at the beginning of each semester. A Financial Aid representative provides services at the Glenn County Center for one half-day per month, with additional hours provided as needed and at the beginning of each semester. Both federal and state regulatory requirements provide an enormous challenge, as regulations have grown disproportionately to the size and available time of our staff. Staff size has decreased over the past five years despite the huge increase in administrative burden. While use of technology has streamlined some processes, compliance needs for new requirements have required a significant amount of time to implement processes, policies and provide critical training to meet regulatory compliance. Additional FAO functions include participation in a number of standing district committees: Reg2Go, Butte College Datatel user’s group (BC-DUG), Student Technology Advisory Committee (STAC), Learning Council, Student Services leadership, as well as contributing to Probation/Dismissal, START, Summer Orientation, and International Learning. The FAO also supports a number of outreach events: Cash for College, Financial Aid Nights, Parent Nights and class presentations.
Default Management:
Continue default management contract with ECMC (Education Credit Management Corp).
Initiatives
As a result of our partnership with ECMC, the district's cohort default rate (CDR) has gone from 32.1% (2009 CDR) to 21.72% (2013 CDR) and are anticipating a further decrease for the 2014 cohort at 20.75% that will be issued by the US Department of Education in February 2017.
I have no doubt that without the services of ECMC, our 2013 and 2014 default rates would have been significantly higher. We do not have the time, expertise nor access that ECMC does to work with our student loan borrowers' going into repayment on their Federal Student Loans, moreover curing those who are on the verge of default. Not only is this a service to the college but also to students who have fallen onto hard times. The loan world is extremely complicated and borrowers' can get frustrated with Direct Lending servicer relationships. Having a service like ECMC allows our students the opportunity to return to college without a default looming over them.
Augment Operating Expenses Budget
Increase budget for operating expenses such as printing, paper, supplies.
Initiatives
The dollars assigned by the Vice President for Student Services was not approved through the Unit Planning Augmentation process. However; when we received our categorical funding for 16/17 from the State Chancellor's Office there was a significant decrease in our budget due to low enrollment. Because we had included the need to have the FAO operating expenses funded through the Unit Planning process we were able to get approval for additional funding from the district to cover our department operating expenses.
Our current allowance for operating expenses is non-existent. It has come to the attention of the CCCCO that the college has supplanted their obligation to support the department with categorical funds. General operating expenses are not an allowable use of BFAP funds. Our current MOE (District budget) is fully expended in salaries and benefits and does not provide allowance for the purchase of supplies that are critical to the operations of the Financial Aid Office.
The Financial Aid Office has identified our Student Learning Outcomes which will help students understand the process of applying for Federal Student Aid through the 6 Steps of Financial Aid. We believe that through assessing this outcome students will gain knowledge of the FA process and how to navigate through each step resulting in timely aid disbursed to students.
During Spring 17 will be conducting our assessment to determine if students know the appropriate website to apply for Financial Aid. How to determine if they have missing documentation. Students will know the purpose of submitting verification. Students will know Satisfactory Academic Progress standards. Students will know how to access their Financial Aid Award Letter notification and how they receive their disbursements.
Administering Federal Student Aid timely is critical to student success. In the 15-16 award year the FAO administered over $38 million dollars in state and federal aid. Over 68% of the student population at Butte College received some variation of Federal or State aid while working to complete their educational goals. Most of those students are in absolute need of Financial Aid in order to initially attend college and/or to contiue to work through their educational plan and graduate or transfer. Administering aid accurately, timely, and with integrity which directly aligns with the overall Achievement Standards and Goals of the institution.
The FAO supports the strategic direction and priorities of the college through ensuring timely
services and aid to students who depend on FSA to attend Butte College and ultimately
complete their educational goals. We are constantly reviewing our internal technology
capabilities in order to enhance communication management and student access to Federal
Student Aid. Additionally, the FAO supports engagement through hosting campus events,
conducting outreach and strengthening our internal process to meet the changing needs of
our students.
Financial Aid will receive a Program Review in Fall 2017. We are continuously assessing, updating, and implementing ever-changing Institution, Federal and State requirements. This allows us to evaluate the overall landscape of the department to ensure programmatic compliance.
FAO Goals:
Implementation of Degree Audit for the evaluation of eligibility of Federal Student Aid based on courses within students' intended program of study
Implement FA Self-Service Module
Improve consistency/quality/efficiency of aid to students
Address SLO short comings
Start a Financial Literacy program
Review and update Policies and Procedures Manual
Improve and expand the use of options within Datatel for increased efficiency, accuracy, and seamless communication with students
Strategy 1 - Administrative Support
EXPAND CAPACITY and decrease student wait time by hiring an Administrative Secretary to perform the clerical duties of the department.
The number of staff dedicated to providing financial aid and veterans services is crucial due to a number of important factors: (1) high compliance needs with "administrative capability" required by both federal and state and veterans programs; (2) increased knowledge and workload demands associated with new and ever-changing labor-intensive federal and state regulations; (3) increasing level of technical knowledge required to manage programming needs; (4) increasing numbers of students requiring wide range of services; (5) "high-touch" needs of students requiring individualized service; and (6) community outreach, providing information and assistance to high schools in our service area and Reg2Go program.
Having an administrative assistant for the FAO and Veterans Services Office would greatly expand the capacity of existing staff, including the director. Existing staff are not only responsible for customer service, updating the web site, determining student eligibility, interpreting and applying complex state and federal regulations, awarding students, monitoring students' continued eligibility, outreach, and evaluating and enforcing satisfactory academic progress standards but also all of the secretarial type duties of a department (coordinating student assistant schedules and timesheets, correspondence, budget, arranging meetings and travel, creating POs, ordering supplies, distributing mail, finding space for in-reach events and groups visiting campus, etc). This position would also take the lead on the new scanning system coming on board to allow the FAO to use the system to the fullest extent in order to maximize office efficiency. Taking the secretarial duties from the Financial Aid technical staff would allow them more time to focus on direct service to students and would, in turn, decrease the time it takes for students to receive funds.
Strategy 2 - Improve use of Datatel through Consulting
Improve and expand the use of options within Datatel for increased efficiency, accuracy, and seamless communication with students.
The work of the FAO is highly dependent on technology: to download and send information to and from external government agencies, to determine eligibility, to process funds, and to correspond with students though electronic communication management.
The past three years have brought significant changes to both state and federal student aid regulations. In addition, Colleague's transition to Ellucian, has brought subtle programming changes. It would be beneficial to students and staff to bring in a consultant to review any new system enhancements/posibilities available to us. The FAO has a valuable partner in IS/T in understanding and utilizing Colleague to maximize efficiency and accuracy.
We continue to receive new requirements from the U.S. Department of Education and need to develop more timely ways to react to rapidly changing regulatory demands.
Ongoing training and education to make processes more efficient continues to be a challenge.
Another improvement area we have targeted is the implementation of the FA Self-Service Module and eliminate MyBC/WebAdvisor so that students find self-service easier and more intuitive. We are very concerned that students have no way of determining what types of aid are being refunded in each disbursement made to their Higher One cards. The college is obligated to inform students as to what type of aid they are receiving. We believe there may be a mechanizm in the finance system that has simply not been explored due to the lack of staff time within IT. Additionally, we have prioritized the implemenation of Degree Audit within the Colleague system having a consultant facilitate the implemenation process would ensure correct set-up.
Strategy 3 - Augment Operating Expenses Budget
Increase budget for operating expenses such as printing, paper, supplies.
Our current allowance for operating expenses is not sufficient. It has come to the attention of the CCCCO that the college has supplanted their obligation to support the department with categorical funds. General operating expenses are not an allowable use of BFAP funds.
Strategy 4 - Default Management
Continue default management contract with ECMC (Education Credit Management Corp).
As a result of our partnership with ECMC, the district's cohort default rate (CDR) has gone from 32.1% (2009 CDR) to 25.3% (2012 CDR).
I have no doubt that without the services of ECMC, our 2012 default rate would have been much higher. We do not have the time, expertise nor access that ECMC does to work on our default rate. Not only is this a service to the college but also to students who have fallen onto hard times. The loan world is extremely complicated and borrower’s loans get moved around. Having a service like ECMC allows our students the opportunity to return to college without a default looming over them.
Strategy 5 - Increase Part-time Position
Increasing the part-time 60% FA Assistant II position to 100%.
Increasing the part-time 60% FA Assistant II position to full-time would greatly increase the capabilities of the FAO to focus more time on direct services to students. Offering workshops and hosting outreach events would benefits current students educational success and provide prospective students with more support as they navigate the complexities of the Federal Student Aid process. An increase to full-time would assist with wait times for students at the service window during high volume periods. The FAO would have adequate administrative support to offer additional open FASA labs which will be critical with the shift to Prior Prior Year. Additionally, we would be able to provide more support to the Chico and Glenn Center campuses.
Strategy 6 - FA-TV (Get Answers) & (Get SAP)
FA-TV Get Answers provides a library of short videos for students to help them better navigate and understand the financial aid process. These videos are located on our webpage, we also include embedded videos in our email communications to students.
To date 3,355 students have accessed FA-TV videos, 667 in the past 30 days. The most popular segments among our students are:
Does it cost to apply for financial aid?
When should I apply for financial aid?
Do I have to reapply for financial aid each year?
What does "Early FAFSA" mean?
Do I have to wait for admission before applying for financial aid?
What is the California Dream Act?
Additionally we implemented the Get-SAP Counseling pre and post test feature in our Satisfactory Academic Progress Standards appeal process. We are also including a proactive pre and post test feature that is included in our electronic communication to students who are placed on financial aid warning and subject to lose eligibility as a result of SAP. As of January, students that are appealing their disqualification of financial that have completed the Essentials to Understanding Satisfactory Academic Progress and What it Means to You has resulted in a 50% increase in students understanding of SAP.
Strategy 7 - Full-Time FA Assistant, Senior
FA Assistant, Seniors are responsible for the technical processing of federal, state and local financial aid which includes but is not limited to:
*1. Assists students and their parents in applying for financial aid, veteran’s benefits and BOGG fee waivers and resolves technical processing problems.
*2. Performs a variety of duties related to inputting and downloading District computer based information and software including Financial Aid, Business Office and ISIR requests and corrections with Department of Education software; acts as liaison with the Department of Education and the Central Processor.
*3. Determines and certifies eligibility for borrowers in the Stafford and PLUS loan programs; requests electronic guarantees.
*4. Evaluates prior military credit (DD-214 and Service Schools) per ACE guidelines; submits course catalog to the Bureau for Private Postsecondary and Vocational Education and the Veterans Administration for approval to pay veterans for specific programs offered at Butte College.
*5. Performs student financial need analysis and verification processes and resolves all conflicting information; reviews budget construction, income changes and monitors academic progress, attendance and course completion and makes appropriate recommendations.
*6. Acts as liaison with the Department of Education coordinating and determining the return of Title IV refunds and repayment obligations. Participates in the annual audit of student records regarding the return of Title IV funds and overpayments.
*7. Conducts various meetings to provide financial aid and veterans benefits counseling; may conduct loan entrance and exit counseling in individual and group settings; presents general financial aid and veteran’s program information and individual instructions to local high schools, community groups and college classes.
*8. Provides work direction to VA Work-Study student employees, including the interviewing and hiring; completes and submits VA Work-Study contracts and timecards to the VA for approval.
*9. Interprets and processes amendment slips posting changes to student awards and/or budgets as a result of unit level changes, child care expenses or academic progress.
*10. Keeps informed pertaining to present and pending laws, rules, regulations and interpretations pertaining to financial aid and veteran’s programs to apply them to student situations.
*11. Processes federal and state loan reports, including cohort default rate research and assists students with resolution of current or potential default problems.
*12. Acts as liaison with California Student Aid Commission with regard to FFELP programs, lenders, servicers and guarantee agencies/state grants
*13. Certifies enrollment of veterans and their dependents to the Veteran’s Administration and acts as liaison with the Veteran’s Administration in regard to veteran’s programs.
*14. Coordinates Pell Grant reporting; submits reports, resolves errors, monitors funds available and acts as liaison with other institutions and with the Department of Education.
*15. Coordinates programs administered by the California Student Aid Commission, to include Cal Grants, Chafee, and GEAR Up, etc.; determines and certifies continued eligibility; monitors funds and posts payments and reports results electronically via Web Grants, processes Chafee and GEAR Up checks for disbursement, reports Cal Grant GPA submissions twice per year via Web Grants; balances CSAC and year end records for submittal to the Business Office.
*16. Types a variety of correspondence and statistical reports; creates and maintains files; answers telephones and questions and schedules appointments; operates a computer for word processing, design and layout of flyers and publications, database development and maintenance, charts and spreadsheets, etc.
Linda Cobbler retired Dec 2016, this position plays a critical role in the packaging and delivery of financial aid sources for all Butte College students.
Strategy 8 - Travel expenses for critical trainings
CCCSFAAA
NASFAA
CASFAA
Federal Student Aid (hosted by the US Department of Education)
It is critical that the administrators in financial aid attend important conference and training opportunities in order to ensure that we are keeping up-to-date with the current federal and state regulations. Additionally, conference and training opportunities provide for college-to-college relationships that help to support process and policy improvements.
Strategy 9 - Full Time Financial Aid Assistant II
Adding a position that would target our responsibilities related to the numerous institutional initiatives and programs in the process of pilot or development is critical to the success of our students and equitable to staff who have been assigned additional duties despite having an already overwhelming workflow.
Online Education Inititiative: requires manaul processing which is very timeconsuming and disjointed from our current workflow.
College Promise Scholarship: 25% of a position is already written into the grant however, should Financial Aid be asked to oversee, determine, define, award or consult students regarding the scholarship program 25% (10 hrs per week) is not sufficient for the program to be successful.
AB-801: The college must have a liason for Homeless Youth in which they will provide direct financial aid support to these students.
Point of Contact for Student Success Program Coordinator: This position would provide as a direct support for the Student Success team.
None at this time
2016-17 FINANCIAL AID OFFICE
BFAP SFAA Account
$154,042 BFAP Base Allocation
$305,930 BFAP Capacity Allocation
$459,972 TOTAL BFAP SFAA
District Account
$504,301
16/17 TOTAL FAO BUDGET = $964,273
(15/16 TOTAL FAO BUDGET = $1,011,336)
INCOME GENERATED BY FAO ACTIVITIES THAT GOES TO OTHER AREAS
FSEOG ACA (est) $ 20,000
PELL ACA (est) $ 33,000
FWS ACA $ 13,000
BFAP 2% $163,843
JLD $ 29,796
TOTAL ESTIMATED DOLLARS GENERATED FOR THE COLLEGE $259,639
2016-2017 VETERANS SERVICES OFFICE
See separate Unit Plan
| Original Priority | Program, Unit, Area | Resource Type | Account Number | Object Code | One Time Augment | Ongoing Augment |
| Description | Supporting Rationale | Potential Alternative Funding Sources | Prioritization Criteria | |||
| 1 | Financial Aid Office | Personnel | 110007031646000 | 52120 | $0.00 | $75,217.00 |
| Full-Time Financial Aid Assistant Senior | Linda Cobbler retired 12/31/17. She served as our Advisor to Special Programs and as our Loan Specialist. This position is critical to the support of students who are attending our specialized programs (Cosmetology, Law Enforcement, Fish and Game, Nursing, etc.) Additionally, the position directly impacts the timeliness of funds to students who depend on Direct Loans and Private Loans to supplement their finances while working toward their educational goals. |
|
|
|||
| 2 | Financial Aid | Operating Expenses | 110997031646000 | 55100 | $18,000.00 | $0.00 |
| Default Management | Without the support of ECMC, the district's default rate will begin to rise again. We do not have he staff, expertise nor access to all the necessary federal systems to manage default rates in the same way ECMC can. |
|
|
|||
| 3 | Financial Aid Office (FAO) | Operating Expenses | 11-000-703-1-646000 | 54200 | $0.00 | $7,500.00 |
| Printing, Duplicating, and Office Supplies | The FAO currently has extremely limited district monies for printing and duplicating. It is the CCCCO's contention that the district must supply a budget for operating expenses including printing, duplicating, and office supplies, and that BFAP funds cannot supplant the district's obligation in this area. |
|
|
|||
| 4 | Financial Aid | Operating Expenses | 110007031646000 | 55630 | $0.00 | $26,000.00 |
| FA-TV (Get Answers) & (Get SAP) | To date 3,355 students have accessed FA-TV videos, 667 in the past 30 days. The most popular segments among our students are: Does it cost to apply for financial aid? When should I apply for financial aid? Do I have to reapply for financial aid each year? What does "Early FAFSA" mean? Do I have to wait for admission before applying for financial aid? What is the California Dream Act? Additionally we implemented the Get-SAP Counseling pre and post test feature in our Satisfactory Academic Progress Standards appeal process. We are also including a proactive pre and post test feature that is included in our electronic communication to students who are placed on financial aid warning and subject to lose eligibility as a result of SAP. As of January, students that are appealing their disqualification of financial that have completed the Essentials to Understanding Satisfactory Academic Progress and What it Means to You has resulted in a 50% increase in students understanding of SAP. |
|
|
|||
| 5 | Financial Aid Office | Operating Expenses | 110007031646000 | 55630 | $0.00 | $9,000.00 |
| Ellucian Consulting to improve efficiency | Limited campus resources have not allowed us to ensure we are making the most of the Datatel system. Given the recent change to Ellucian and all of the federal and state changes over the past three years, we feel we could benefit greatly from consulting services. |
|
|
|||
| 6 | Financial Aid Office (FAO) | Personnel | 11-000-703-1-646000 | 52120 | $0.00 | $65,718.00 |
| Administrative Secretary Non Instructional | Having an administrative assistant for the FAO and Veterans Services Office would greatly expand the capacity of existing staff, including the director. Taking the secretarial duties from the Financial Aid technical staff would allow them more time to focus on direct service to students and would, in turn, decrease the time it takes for students to receive funding determinations. |
|
|
|||
| 7 | Financial Aid | Personnel | 11-000-703-1-646000 | 52120 | $0.00 | $69,009.00 |
| Increase 60% FA II position to 100% | Increasing the part-time 60% FA Assistant II position to full-time would greatly increase the capabilities of the FAO to focus more time on direct services to students. Offering workshops and hosting outreach events would benefits current students educational success and provide prospective students with more support as they navigate the complexities of the Federal Student Aid process. An increase to full-time would assist with wait times for students at the service window during high volume periods. The FAO would have adequate administrative support to offer additional open FASA labs which will be critical with the shift to Prior Prior Year, support with Loss of BOGFW. Additionally, we would be able to provide more support to the Chico and Glenn Center campuses. |
|
|
|||
| 8 | Financial Aid | Operating Expenses | 11-000-703-1-646000 | 55200 | $0.00 | $10,000.00 |
| Travel | Attending trainings are a critical piece to ensuring compliance for the college as often times trainings and conferences are the meeting point in which important discussions are formulated and information is disseminated to financial aid professionals task with the responsibility of administering and maintaining the Federal Student Aid program along with State and Local programs. Conferences include: CCCSFAAA (California Community College) NASFAA (National) CASFAA (State) FSA (hosted by the US Department of Education) |
|
|
|||
| 9 | Financial Aid | Personnel | 11-000-703-1-646000 | 52120 | $0.00 | $69,009.00 |
| Full time Financial Aid Assistant II | The college has elected to participate and volunteer for so many state wide initiatives that it has become increasingly overwhelming for staff to take on additional workflow. This position would be targeted to address AB 801, the new College Promise Scholarship program, the manual processing of the Online Education Initiative along with providing direct support to the student success support team. 25% of this position is already written into the College Promise grant. |
|
|
|||