Program Review Proposal for New Initiatives 2

Program Review — Proposal for New Initiatives 2

Discipline: Financial Aid Office Division or Area to Which You Report: Student Services Name of Person Completing this Form: Kathryn Linzmeyer Date: 4/18/11 Audience: Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee Purpose: A “New Initiative” is a new project or expansion of a current project that supports college goals. The project will require the support of additional and/or outside funding. The information you provide will facilitate and focus the research and development process for finding outside funding. Instructions: Please fill in the following information.

Educational Master Plan and/or Strategic Plan Goal/Objective Addressed: Goal A: Awareness & Access – Build awareness of Chabot’s academic excellence, and ensure access to education for all who seek it. A4 – Find multiple ways to deliver instruction and services for all. a. Increase online student self-services

Goal B: Student Success – Provide high-quality programs and services so all students can reach their educational and career goals. B3 – Support programs and initiatives that increased the success for all students in our diverse community. e. Develop alternative delivery methods of financial aid services

Goal D: Vision, Leadership & Innovation – be an educational leader by continuously supporting and improving learning in our diverse institution. D5 – provide safe, security and up-to-date facilities and technology c. Implement technology initiatives and d. improve electronic communication systems to disseminate important information quickly

1 2018-05-07 Project Description: (From Program Review Summary) In order to combat the monumental increased workload as more students apply for financial aid, and the state and federal financial aid regulations continually change, the Financial Aid Office had determined our next course of action had to be the expansion of the self-service options to students in order to successfully complete their financial aid application and verification processes electronically, automate the awarding process, and reduce the need for manual intervention and lengthy student lines. This would have been in addition to the implementation of the BDMS document management software.

The following projects have been in our strategic plans (See 2009-11 Program Review) for finding efficiency and effectiveness through technology in helping to manage our workload, due to increased volume of applicants and multiple and continual changes in state/federal regulations. (LPC is also affected as Systems Coordinator provides initial setup and testing for all system upgrades and technology enhancements for both campuses.) 1. Self Service enhancements a. to move more student activity online, rather than inline 2. Automated awarding of simple files a. Create process w/in Banner to review for common errors or red flags, then award eligible files without manual intervention 3. BDMS document management

Due to limitations on college and district resources, this planned project is being put on hold, contingent upon appropriate staffing resources. Our objectives to meet goal D5 are drastically curtailed due to the loss of the Financial Aid Systems Coordinator, however we leave them in Program Review as they remain our goals. We firmly believe that investment of staffing to implement this project will provide long term structural improvements for the college/district financial aid programs.

Project Objective:  To increase the use of technology and automation for accurate and timely financial aid awards to eligible students  To reduce the amount of manual review and labor with automation of repetitious actions  To work smarter, not harder  To get students “out of line” to go online

Expected Project Outcome: Final version would see students able to complete bulk of financial aid verification process online, using web-based product to submit required documentation to be analyzed and confirmed with combination of Banner/system and staff. Approximately 30% of students would not have to submit anything other than confirmation questions online, to be automatically awarded without necessity of physically coming into the office. This process would free up hours of staff time each week, to be used with students who require more assistance and manual review, and close the ongoing digital divide still prevalent at the College.

2 2018-05-07 Activity Plan to Accomplish the Objective:

ACTIVITY ACTIVITY (simple description) PERSON(S) TIMELINE (OR NO. RESPONSIBLE TARGET COMPLETION DATE) All objectives contingent upon reinstated Systems Coordinator; project as originally designed would extend in phases from Fall 2011 – Spring 2013 01 Implement Student Self Service module for non-verified files. Systems Coordinator

02 Implementation of BDMS document imaging, phase I Systems Coordinator - Students submit documentation which is scanned by staff into document imaging system after process for paperless storage 03 Implementation of BDMS document imaging, phase II Systems Coordinator - Staffing would refer to scanned product to complete verification process, rather than utilizing paper documents 04 Implementation of BDMS document imaging, phase III Systems Coordinator - Student complete fillable PDF verification forms which would be submitted directly into BDMS system, eliminating the manual scanning step - Verification of some electronically submitted data matched w/ existing data in system 05 Implementation of BDMS document imaging, phase IV Systems Coordinator - Web based completed verification matched with application data for more automated verification process - Automatic awarding for files with no discrepancies

3 2018-05-07 Estimated Resource Requirements: ACTIVITY BUDGET CATEGORY AND DESCRIPTION COST NO. ACCOUNT NUMBER Personnel (salary and benefits 01 Financial Aid Systems Coordinator $59260 salary classified personnel).* (This is not a new position, but reinstatement of essential position that $25000 estimated currently exists in the organizational chart.) benefits Supplies 0

Other 0

Total $84260 estimated

Proposed personnel workload may be covered by: New Hires Reinstatement Hire: Classified staff # of positions 1 Reassigning existing employee(s) to the project; employee(s)' current workload will be: Covered by overload or part-time employee(s) Covered by hiring temporary replacement(s) Other, explain At the end of the project period, the proposed project will: Be completed (onetime only effort) Require additional funding to continue and/or institutionalize the project (obtained by/from): Will the proposed project require facility modifications, additional space, or program relocation? No Yes, explain: Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements? No Yes, explain: Do you know of any grant funding sources that would meet the needs of the proposed project? No Yes, list potential funding sources:

4 2018-05-07 Unit Plan: Classified Staffing Request(s) including Student Assistants [Acct. Category 2000] 3 Unit: Financial Aid Office

Division or Area to Which You Report: Student Services

Author(s) of this Unit Plan: Kathryn Linzmeyer

Date: 4/18/11

Audience: Administrative Staff Purpose: Providing explanation and justification for new and replacement positions for full-time and part-time regular (permanent) classified professional positions (New, augmented and replacement positions) AND student assistants (tutors, learning assistants, lab assistants, supplemental instruction, etc.). Instructions: Please justify the need for your request. Be sure to include reference to Goals/Objectives from Part II, and Strategic Planning Priorities. Please cite any evidence or data to support your request. If this position is categorically funded, include and designate the funding source of new categorically-funded position where continuation is contingent upon available funding.

Justifications should include rationale for requesting the position. Rationale should include specific reference to, where necessary and appropriate. [Reminder, student assistants are not to replace Classified Professional staff.] Please list staffing request(s) on your Resource Request spreadsheet.

 Data from student learning and service area outcomes  Connection to program review  Relationship to institutional priorities  Impact on enrollment and revenue  Safety  Mandates  Workload distribution (impact on other’s work)

5 2018-05-07 3a – Financial Aid Systems Coordinator 1. Rationale for your proposal. Please include the rationale from your program review and unit plan. Rationale should include things such as student learning and service area data and outcomes, difficulty in serving students, health and safety concerns and/or any other information that speaks to the criteria listed previously.

On 3/8/2011, the position of Financial Aid Systems Coordinator was slated for elimination from the organizational chart of the office and college through lay off. This position is essential to the delivery of accurate, compliant and timely financial aid to students at the college/district. Per the Classified Contract, a lay off may be due to lack of work, or lack of funds. The elimination cannot be attributed to lack of work, therefore if lack of funds can be addressed, this integral position could be reinstated. The Financial Aid Office requests the reinstatement of the Financial Aid Systems Coordinator position as first and most urgent priority.

Over the past several years, our workload has risen dramatically (see CLPCCD Board Presentation 2/1/2011), as more students apply for financial aid, more regulations are imposed, and more demands placed upon our office. The only way that we have been able, year after year, to overcome these increases and changes and demands has been the strategic planning by the Director of Financial Aid, and the implementation of the Financial Aid Systems Coordinator, of improved technology and efficiency.

 The Financial Aid Systems Coordinator is an advanced technical position that applies knowledge of federal, state and institutional financial aid regulations and policies to implement, maintain, and improve computer systems and processes within the financial aid operation.  This position knows Banner Financial Aid intimately, including the nuances that ensure staff is able to provide accurate and timely services to our students. It is known by ITS as the “super user”, as the primary user of the system. As Financial Aid Director determines policies and procedures, the Systems Coordinator position translates federal and state financial aid regulations into Banner.  From Job Description: Position identifies system or procedural problems and initiates appropriate response; heavy problem solving and multi-tasking, analyzing situations accurately and adopting an effective course of action; lead for complex problem resolution; know and use resources to troubleshoot and resolve.

Data from SLO and SAO

As detailed in our Program Review Summary, data supports the success of our 2009 SLO, “students would be able to apply for financial aid independently, online and on time”, and our SAO that we will provide “a financial aid award process that is fair, equitable, and meets the needs of qualified students needing assistance while ensuring compliance with federal, state and institutional requirements.” (Program Review 3/15/2009)

The Financial Aid Outreach Liaison and Student Services Specialist I/II staff work exceptionally well in achieving the SLO. Along with the Student Services Specialist I/II/III staff, the FA Systems Coordinator is crucial to meeting both SLO and SAO objectives, in the role of ensuring accuracy of systems to award and disburse aid effectively and in timely manner, developing electronic communications, and pursuing technology enhancements to meet our office goal of “working smarter, not harder”.

6 2018-05-07 Connection to Program Review and Relationship to Institutional Priorities

Two of the greatest challenges the Chabot Financial Aid Office faces are the steady increase of applicants, and increasing responsibilities due to new state and federal programs, mandates and regulations. Our unit plan and program review have always reflected our ongoing and aggressive commitment to meeting these challenges, through the improvements of our technology and systems, and reduction of manual and repetitive activities to maximize the available time and work of the advising staff.

The Systems Coordinator position is critical to our strategic plan and program review in meeting the college Strategic Plan Goals A4 (finding multiple ways to deliver services), B3e (developing alternative delivery methods), and D5c-d (implementing technology initiatives and improving electronic communication systems). See below for more detail.

Impact on Enrollment and Revenue

Enrollment Without this fundamental position, our ability to successfully serve our students and provide them with appropriate financial aid will be severely impacted, which would absolutely have an effect on our students, enrollment and retention. It will take our office much longer, with more errors, to award and disburse aid to our students; we will have more students without books to start each semester, which will necessarily impact their success and retention.

Revenue The College earns state and federal administrative allowances that serve both the college and the district, based on the number of students we disburse aid to. In 2009-10 we earned a total of $476,584 for administration of financial aid.

Pell Administrative Allowance (district claims) $ 20,405 Campus Based (FWS/SEOG) $ 18,573 BFAP 2% (district claims = allocation model) $ 53,882 BFAP (legislated administrative allowance) $383,724

On 3/18/11, the California Legislature approved additional funds for financial aid administration in its main budget bill, acknowledging the imperative need of financial aid services in light of the state and federal economy, enrollment fee increases, and to assist colleges in managing the increased workload generated. In the event that our services to students decline and fewer students are awarded and disbursed aid, these revenues for the college will likewise decline.

Chabot must maintain its Maintenance of Effort (MOE) as determined by the state, in order to continue to receive both the 2% and augmented BFAP allowances. With the layoff of the Financial Aid Outreach Liaison, and movement of one division funded staff member into the BFAP funding, we still met the required MOE. In the event one division funded staff retires (SERP), we would be $20,000 under the required MOE, which would be manageable.

7 2018-05-07 The additional elimination of the Systems Coordinator position will bring us $116,746 below the required MOE, which will then result in losing approximately 1.5 additional classified staff positions funded by BFAP. In the event we lose a Student Services Specialist II position to retirement, the value of the Systems Coordinator would be greater to the students, Chabot and Las Positas Financial Aid Offices, colleges and district than a replacement advisor.

Mandates and Workload Distribution

Everything we do to provide state and federal financial aid to our students requires accurate information sent to and received from federal, state, third party and district sources. It requires assurance that our system accurately reflects federal, state and institutional mandates and policies.

Both daily processes and long term strategic goals require this position be maintained. The position was created in 1999 in response to the federal movement from paper to 100% electronic delivery of financial aid to schools and students, and the required processes generated. The job description was updated in 2007 to more accurately reflect the technical requirements and analytic nature of the position. It is critical to our office and the campus, as it manages electronic data exchange (sending and receiving of all electronic data transmissions) to the State and Federal funding agencies, manages the extremely complex financial aid module of Banner (with approximately four upgrades per year), develops and implements technology enhancements to provide better services to our students, and is the lead in our office for system and financial aid problem resolution. Of the classified positions in the office, it has the greatest impact on maintaining compliance and avoiding costly liabilities associated with incorrect awarding and disbursement of federal and state financial aid.

The Department of Education Federal Student Aid (FSA) regulations require that a school be able to use the FSA electronic processes in order to be considered “administratively capable” of participating in the FSA programs. (Volume 2, Chapter 10 of Federal Student Aid Handbook) The exchange of information with the Department of Education, the annual regulatory changes, and the complexity of Banner’s Financial Aid module requires a dedicated individual to manage and monitor the multiple processes necessary to administer financial aid.

Due to the nature of the work, required experience and knowledge of financial aid and Banner, and the level of detail and volume of work required to perform this position, it cannot be filled with temporary or part-time staffing for more than a short period. The Student Services Specialist III can assist the Director with some core duties, along with problem resolution; however, this is not sustainable beyond a few months. Further, we will make no progress on the implementation of technology improvements which would provide long term structural improvements to processes and procedures to handle the increased workload, fluctuation of enrollment, federal, state and institutional priorities, and federal regulatory changes. These goals, as outlined in Program Review Summary and in the Proposal for New Initiatives, are to enable much greater student self-service, integration between CLASS Web / the Zone and Banner, reducing need for students to submit all paperwork in person, and therefore “getting students out of line to go online”. It has been our objective to work smarter, not harder, in all things.

Loss of any staff at this point will have a direct and detrimental effect on the ability of our students to obtain financial aid in a timely and accurate manner. However, the loss of the Financial Aid Systems Coordinator will severely impact all aspects of programs and services.

8 2018-05-07 Consideration for this request should include a significant increase in student applications, follow up and student contact, new state and federal funding programs and requirements, and increased volume of electronic processes to handle the above.

9 2018-05-07 3b – Student Services Specialist II

1. Rationale for your proposal. Please include the rationale from your program review and unit plan. Rationale should include things such as student learning and service area data and outcomes, difficulty in serving students, health and safety concerns and/or any other information that speaks to the criteria listed previously.

Effective June 30, 2011, we will lose a 37-year veteran of the Chabot College Financial Aid Office to retirement. This Student Services Specialist II position is critical to the delivery of accurate and timely financial aid to students at the college/district. The Financial Aid Office requests consideration to fill the vacant Student Services Specialist II position as second priority. However, please allow me to be clear: the Student Services Specialist II position is also a critical and essential position.

Marketing studies done for the district (Claris Marketing Survey, 2006) revealed that the second highest concern by students and the community was financial aid and/or the ability to pay for college. Studies have shown that reducing the financial concerns of students and their families provide them with a greater chance to be successful while in school. Our focus on early and accurate application, followed by education of both financial and academic eligibility, assists students to be more successful in completing their educational goals.

Chabot’s dedicated Financial Aid Office staff provides advisement on financial and academic eligibility, determines potential and actual eligibility, and awards and disburses financial aid funds to eligible students according to multiple layers of federal, state and institutional mandates, regulations, policies and best practices. Each Student Services Specialist is responsible for a specific program ((FWS, student loans, Cal Grants, BOG, etc.) Application of professional judgment is used when extenuating or unusual circumstances warrant a change to the federal methodology or to make exceptions for a student’s failure to maintain satisfactory academic progress. This is our primary purpose and responsibility, and most activity occurs well after the student walks away from the front counter or staff desk.

We continue to identify that one of the greatest challenges our office has faced with regards to staffing trends has been steady increase of applicants and increasing responsibilities due to new state and federal programs, mandates and regulations, without a corresponding increase in staff to handle the workload. We expect an even greater volume of applications as more students are anticipated to apply for FA and/or have more questions regarding increased in enrollment fees and ability to cover costs.

This leaves little time for mandated student consumerism requirements to provide information and assistance to students and public (i.e. to inform them of federal and office regulations and procedures). There is insufficient time in the day to do all that needs to be done to maintain compliance with the permanent staff we have as of this moment, and we must assume there will only be a much greater extended time frame to process and complete files with the loss of any additional staff at this time.

While additional staff would allow more student advisement and more rapid response on student eligibility, we recognized that the state of the economy would not allow for additional staffing. However, to not be able to fill the advisor position vacated by retirement will have a serious detrimental effect on the ability of the remaining staff to provide adequate services.

10 2018-05-07 Data from SLO and SAO

Connection to Program Review and Relationship to Institutional Priorities

Our unit plan and program review have always reflected our ongoing and aggressive commitment to meeting these challenges, specifically with Goals A1a/c, A2a/b/c, and A3a/c/d.

As each specialized program has developed and grown, so necessarily has the dedicated staff time, which is taken from student file review, and student contact and advisement in the office at a time when student applications are rising dramatically. Response time has lengthened, and creates an increased risk to retention efforts in keeping students enrolled at a critical time.

While our overall number of applicants has fluctuated following Chabot’s enrollment, the volume of student traffic requesting information, assistance and those following up with our office on their applications has risen. We continue to actively promote availability of financial aid to the campus and community, knowing there are so many students who need our services. While we are continually looking for ways to increase automation and eliminate manual review, staff is already performing at peak levels throughout the academic year, and we need additional assistance to provide the services needed by our students and the community.

Impact on Enrollment and Revenue

The College earns state and federal administrative allowances that serve both the college and the district, based on the number of students we disburse aid to. In 2009-10 we earned a total of $476,584 for administration of financial aid.

Pell Administrative Allowance (district claims) $ 20,405 Campus Based (FWS/SEOG) $ 18,573 BFAP 2% (district claims = allocation model) $ 53,882 BFAP (legislated administrative allowance) $383,724

Further, fully half of the financial aid staff is funded by categorical or soft money. This budget is not only subject to cuts along with other funding

11 2018-05-07 sources during state budget crises, but staff salaries and benefits have risen dramatically (over 16.8% in salaries, and an estimated 26% in benefits), with no reciprocal increases from the funding source. We are in serious jeopardy of losing the required staffing necessary to handle the heavy volume of financial aid applicants and recipients at the college, and are requesting that the office be allowed adequate staffing to manage the many demands on the office.

Chabot must maintain its Maintenance of Effort (MOE) as determined by the state, in order to continue to receive both the 2% and augmented BFAP allowances.

Mandates and Workload Distribution

Without replacing this Student Services Specialist II, the office and college loses 40 hours per week in processing and awarding of financial aid to eligible students, management of one fund program, responses to phones, emails, and general student advisement.

Can other staff perform these same duties? Yes, each of the individual tasks may be performed by the Director and remaining staff, but at what cost to their existing workload and duties, primary of which is the determination of eligibility, awarding and disbursement of financial aid, and direct student advisement?

Consideration for this request should include a significant increase in student applications, follow up and student contact, new state and federal funding programs and requirements, and increased volume of electronic processes to handle the above.

12 2018-05-07 3c – Financial Aid Outreach Liaison

On 3/8/2011, the position of Financial Aid Outreach Liaison was slated for elimination from the organizational chart of the office and college through lay off. This position is critical to the delivery of accurate and timely financial aid to students at the college/district. Per the Classified Contract, a lay off may be due to lack of work, or lack of funds. The elimination cannot be attributed to lack of work, therefore if lack of funds can be addressed, this important position could be reinstated. The Financial Aid Office requests the reinstatement of the Financial Aid Outreach Liaison position as third priority.

 In coordination with Financial Aid and other Student Services staff, implements program for early financial aid awareness and application to increase low-income, disadvantaged student participation in post-secondary education.  Serve as liaison for the Financial Aid Office with campus and community, offering outreach services and conducting bilingual financial aid presentations, workshops, locations and presenters, to inform students and parents of various financial aid program requirements and appropriate deadlines, including knowledge of admissions, counseling and special programs, and institutional policies.  Create and revise user/student friendly materials to facilitate student use of college electronic resources (Class Web, the Zone, ZoneMail, Higher One refund process).  Create, review, revise user- and multi-generational-friendly educational tools on ever-changing financial aid policies, deadlines and procedures that impact students (visual diagrams, step by step web screen instructions, fliers, email attachments, etc.)

Over the past several years, a primary focus of the FAO has been to incorporate financial aid education and information into all aspects of student services. In 2004, we hired a Financial Aid Outreach Liaison with the express purpose of ensuring that financial aid was included in all campus and community outreach. The position evolved several times, successfully educating the campus and community on matters of financial aid. Our incumbent, hired in 2007, has systematically addressed increasing needs both on campus and in the community.

This position is not about recruitment. Students are going to apply for financial aid, and we have a federal obligation to provide them with advisement and assistance. It is in the best interests of the college and efficiency of financial aid processing to give students and their parents the most assistance up front so that applications are done early and accurately. This position provides invaluable information and assistance with financial aid applications and process to the college and community, regardless of where student attends college, per legislative intent of state funding. We were extremely fortunate to have been able to hire bilingual staff (English/Spanish) on both occasions, which served our students and the community exceptionally well, and maximized our limited staffing resources.

Data from SLO and SAO As detailed in our Program Review Summary, data supports the success of our 2009 SLO, “students would be able to apply for financial aid independently, online and on time”, and our SAO that we will provide “a financial aid award process that is fair, equitable, and meets the needs of

13 2018-05-07 qualified students needing assistance while ensuring compliance with federal, state and institutional requirements.” (Program Review 3/15/2009)

The Financial Aid Outreach Liaison and Student Services Specialist I/II staff work exceptionally well in achieving the SLO, with the Outreach Liaison playing the key role in ensuring that students and their families have accurate information and helpful assistance to complete financial aid applications to maximize the benefits of financial aid. Our goal has been to empower the student to do more independently, which would allow staff to focus their time on advisement and the review and awarding of financial aid. We have determined that early and accurate applications decrease the work for both student and staff on the back end of the process, allowing students to complete the process more quickly, and know their financial aid eligibility much earlier in the process.

This position is integral in our objective to ensure extremely timely delivery of student communication and federally required “consumer information”, and assisting in the development of variety of electronic communication that meets the needs of a wide range of generational needs.

Connection to Program Review and Relationship to Institutional Priorities

Two of the greatest challenges the Chabot Financial Aid Office faces are the steady increase of applicants, and increasing responsibilities due to new state and federal programs, mandates and regulations. Our unit plan and program review have always reflected our ongoing and aggressive commitment to meeting these challenges, specifically with Goals A1a/c, A2a/b/c, and A3a/c/d.

GOAL A: Awareness & Access - Build awareness of Chabot’s academic excellence, and ensure access to education for all who seek it. A1 Increase familiarity of Chabot and its programs throughout the community. a. Expand marketing & recruitment of students in our service area c. Continued presence at community-wide events

A2 Reach out to populations underrepresented in higher education a. Target outreach and recruitment efforts to underrepresented students b. Provide comprehensive matriculation and support services for first-time and underrepresented college students (e.g., Daraja and Puente/HSI) c. Focus efforts on increasing completion for underrepresented students

A3 Promote early awareness and college readiness to youth and families. a. Expand outreach to middle & high school students c. Foster and support activities that increase the awareness of financial aid options and financial literacy skills for students and families d. Promote the Early Decision program to students and families

Impact on Enrollment and Revenue

FAO participates in efforts throughout the college and specifically within Student Services, such as Mega Day, Gladiator Day, PREPA Conference,

14 2018-05-07 and of course, the Financial Aid Festival, for integrated services and information. Financial aid education and information on campus and in the community will necessarily be minimal with the loss of the Financial Aid Outreach Liaison. This cannot help but have an effect on the success and retention of students who either are not aware of or cannot navigate the financial aid system without assistance.

Pell Administrative Allowance (district claims) $ 20,405 Campus Based (FWS/SEOG) $ 18,573 BFAP 2% (district claims = allocation model) $ 53,882 BFAP (legislated administrative allowance) $383,724

Chabot must maintain its Maintenance of Effort (MOE) as determined by the state, in order to continue to receive both the 2% and augmented BFAP allowances.

Mandates and Workload Distribution

Without the FA Outreach Liaison position, the office and college loses 40 hours per week in responses to phones, emails, assistance with electronic access and assistance with completion of financial aid applications. Evening and weekend FAFSA workshops, community and campus requests, and timely updates to information as it changes will be necessary and unfortunate eliminated activities.

15 2018-05-07 2. Indicate here any information from advisory committees or outside accreditation reviews that is pertinent to the proposal. The mission of the Financial Aid Office (FAO) focuses on service to students and stewardship of funds. Several external entities recognize the need for increased, not decreased, financial aid staffing resources.

Adequate staffing To manage a school’s aid programs effectively, the aid administrator must be supported by an adequate number of professional and clerical personnel. The number of staff that is adequate depends on the number of students aided, the number and types of programs in which the school participates, the number of applicants evaluated and processed, the amount of funds administered, and the type of financial aid delivery system the school uses. What may be adequate at one school may be insufficient at another. The Department will determine, on a case-by-case basis, whether a school has an adequate number of qualified persons, based on program reviews, audits, and information provided on the school’s application for approval to participate in the FSA programs. (Federal Student Aid Handbook, 2009–2010, Vol. 2 - School Eligibility and Operations, Ch. 10 Administrative Capability)

In 2003-04, along with the increase in enrollment fees for the CCC, an increased recognition of need for financial aid services, staff and outreach resulted in augmented funding from the state. “The intent of the Legislature was to provide additional staff resources to increase both financial aid participation and student access to low-income and disadvantaged students overcome barriers in accessing postsecondary education.” (Report to Legislature on Increases in Capacity and Participation for Student Financial Aid in the Community Colleges., p. 421)

Summary of required electronic processes To be in compliance with the administrative capability requirements of 34 CFR 668.16(o), a school must comply with 34 CFR 668.16 (o), DCL GEN-04-08, September 2004, Federal Register, 09-14-2004, 55418-55420 • use the E-App to submit and update the school’s eligibility information: www.eligcert.ed.gov • enroll in the Student Aid Internet Gateway (SAIG): www.fsawebenroll.ed.gov • use FAA Access or its SAIG mailbox to exchange FAFSA or ISIR data with the Department’s Central Processing System:  http://www.fafsa.ed.gov/FOTWWebApp/faa/faa.jsp or www.saigportal.ed.gov • use the COD Website or its SAIG mailbox to exchange award and disbursement data for Pell Grants, ACG/SMART grants, and Direct Loans: cod.ed.gov or www.saigportal.ed.gov • use the eCampus-Based (eCB) System to file the FISAP application and report (see Volume 6): www.cbfisap.ed.gov • submit to the National Student Loan Data System (NSLDS) the school’s Federal Perkins Loan data, student enrollment records, FSA program overpayments, and NSLDS Transfer Student Monitoring records: https://www.nsldsfap.ed.gov/secure/logon.asp • electronically submit the school’s annual compliance and financial statement audits, and any other required audits: ezaudit.ed.gov • use the Default Management Web site to receive its draft and official cohort default rate data electronically: ifap.ed.gov/DefaultManagement • use the Information for Financial Aid Professionals (IFAP) Web site to review Dear Colleague Letters, announcements, or Federal Registers: ifap.ed.gov

Correspondence 4/7/11 from Federal Student Aid to College and University Presidents (see next page) 1 http://www.cccco.edu/LinkClick.aspx?fileticket=3MW4F43l7Qg%3d&tabid=615&mid=1644

16 2018-05-07 Federal recognition of:  “Unprecedented increase in student aid applications”,  Financial Aid Office staffing needs (the need for “schools to provide an adequate number of qualified persons to administer programs”),  Acknowledged that recent “changes presented significant challenges for staff”, and  A request from William Taggart, the Chief Operating Officer of the Federal Student Aid program to college presidents and administration to provide “necessary support” to financial aid offices.

17 2018-05-07

18 2018-05-07 Program Review: Request for Resources 5/6 6000 Accounts Discipline: Financial Aid Office Division or Area to Which You Report: Student Services Name of Person Completing this Form: Kathryn Linzmeyer Date: 4/18/11 Audience: Budget, Deans Purpose: To be read and responded to by Budget Committee. Instructions: Please fill in the following as needed to justify your requests. Text boxes below will expand as you type. To list the items you are requesting, please complete the accompanying Excel spreadsheets for the items you are requesting in the 4000, 5000, and 6000 account categories, as needed, along with the justification for these requests below. Equipment Requests [Acct. Category 6000] n/a Please note: Equipment requests are for equipment whose unit cost is over $200 Brief Title of Request (Project Name): Building/Location: Request Amount (include tax and shipping): Description of the specific equipment or materials requested:

What educational programs or institutional purposes does this equipment support?

Briefly describe how your request relates specifically to meeting the Educational Master Plan and the Strategic Plan Goals and support the goals and outcomes detailed in your Unit Action Plan (Part II, Section 2)?

Why is this equipment necessary? Immediate health, safety, or security issues Increases enrollment Prevents further deterioration of facilities Replaces deteriorated equipment or facilities Shows cost advantage due to rising prices Provides visibility for the Bond Program Briefly describe how the above criteria are satisfied:

What is the consequence of not funding the equipment?

What alternative approaches have been considered to meet programmatic demands for this equipment?

How many students will be impacted by the purchase of this equipment? Do students use this equipment? yes no Is this equipment a replacement? yes no Staffing requirements for new equipment (number of staff, are they available, training, etc.): Number of Staff Are they available Will training be required? yes no

At whose cost? What are the estimated ongoing costs (for maintenance, etc.)? Are there potential utility costs/savings? Is this request CTE (Career Technical Education) Eligible? yes no

19 2018-05-07 Supplies & Services Augmentation Requests [Acct. Category 4000 and 5000] – 4000/5000 Accounts

Note: Augmentations are rarely funded and are based upon available funding.

Definition of Augmentation: A request for additional funds for your current allocated budget (the funds you actually received), over and above the current amount.

Brief Title of Request (Project Name): Administrative Costs for Financial Aid Office

Last year’s 4000 category budget - division funded, $0; federal administrative allowance, $10104 Last year’s 5000 category budget - division funded, $0; federal administrative allowance, $ 8469

Please state why you are requesting these funds in addition to your current allocated budget (the funds you actually received). Why were the funds previously allocated insufficient? In preparing our 2003-04 budget, the Financial Aid Office removed all operational, non-staffing expenses from division, non-categorical funds in light of district and campus cost-saving efforts. All operational expenses are currently covered by federal and state administrative cost allowances*, contingent upon funding, from restricted account. For the past eight years, division funds pay only for salaries and benefits of permanent staff.

*The College has earned federal administrative allowances that serve both the college and the district, based on the number of students we disburse aid to. In 2009-10 we earned a total of $38,978 in federal Administrative Allowance, specifically intended for administration of financial aid. Pell Administrative Allowance (district claims) $ 20,405 Campus Based (FWS/SEOG) $ 18,573 In a rather unanticipated development, on Tuesday, the 2011-12 federal budget proposed the elimination of the administrative allowance, of which District Accounting currently utilizes the Pell Admin Allowance for financial aid expenses, and the Chabot Financial Aid Offices utilizes the Campus Based. We are requesting equivalent of 2010-11 federal Campus Based Administrative Allowance in 2011-12 for essential supplies, training, and software/technology needs, which will be no more than the maximum $17,811 that we can potentially earn during this current 2010-11 year.

20 2018-05-07