Annual Report

I. Section on Student Affairs and Financial Aid

II. Councilor/Chair (SIG only) Contact Information Carolyn Booker, Rh.D. Assistant Dean of Students Virginia Commonwealth University Phone: 804-828-9953 Fax: 804-828-5288 Email: [email protected]

III. 2007-2008 Section/SIG Activities Describe section/SIG activities and projects during the past year. Take this opportunity to highlight innovative activities and projects. Note projects with a national scope and/or collaborative work with other sections, organizations, and institutions.

A. List the Section/SIG activities:

Section activities included an interim meeting held with Dental School Admissions Officers in Omaha, NE on October 7-10, 2007. The theme of the conference was “Millennial Challenges in Dental Education: Admissions, Debt, and Academic Integrity.

The following topics and speakers were featured:

 Criminal Background Checks: Sometimes More than You Want to Know. Facilitators: Laura J. Boland, Jack L. Long. Presenter: Steven Zweck-Bronner, J.D.,

 Andrea Jahan, J.D., Creighton University , (FERPA) — Best Practices

 Academic Integrity: Implications for Admissions and Student Affairs. Facilitator: David T. Ozar, Ph.D., Loyola University. Presenters: Richard N. Buchanan, Ph.D., University at Buffalo; Kim E. Fenesy, D.M.D., University of Medicine and Dentistry of New Jersey; D. William Harman, Ph.D., University of Nevada, Las Vegas; Robert H. Kasberg, Ph.D., Indiana University

 Financial Literacy Workshops: Presenters: Connie Schmidt; Cheryl White

 YouTube, Dentistry, and ExploreHealthCareers.org, Joshua Hargrove

 Sharing Admissions Best Practices. Facilitators: Anne L. Berg, Kim R. Bryan. The section participated in 2007 ADEA Annual Meeting in Dallas, TX and co-sponsored “Rethinking the Admission’s Interview-Predicting Clinical Performance and Professionalism in Dental School” in conjunction with the Sections on: Academic Affairs, Dental School Admission’s Officers, Educational Research/Development and Curriculum and the Special Interest Group on Legal Affairs and the American Society for Dental Ethics.

Speakers:  Dr. Victor Catano, St. Mary’s University  Dr. Don Cunningham, Dalhousie University  Dr. Marilyn Lantz, University of Michigan  Prof. Pamela Zarkowski, University of Detroit Mercy

Presenters discussed predicting clinical performance in dental school through the use of the CDA structured interview and a personality measure. Other topics will include the multirole mini-interview (MMI), traditional admissions interviews and processes, and legal risk factors and emerging legal issues.

 Newsletter (either electronic or print): yes/no o Frequency:  Community of Interest: established or on-going  Project Pool Submission: yes/no  Project Pool Submission funded: yes/no o If yes: Title:  Meetings/programs: o Regional: yes/no . Collaboration with: o National: yes/no . Collaboration with: Dental School Admission’s Officers o ADEA Annual Session . Collaboration with: Academic Affairs, Dental School Admission’s Officers, Educational Research/Development and Curriculum and the Special Interest Group on Legal Issues and the American Society for Dental Ethics. B. What reflects the best example of your Section/SIG activities?

IV. Membership and Attendance Access the section membership list and reference the “Members’ Forum Attendance Roster” provided in the section/SIG information packet to report the following:

A. Total membership for the section as of March 2008.

B. Total attendance at the section’s 2008 Members’ Forum. - 48

V. Section Structure A. List current contact information for the Section/SIG officer. Posted on ADEA website

- 2 - B. Describe section structure—other than the four officers—if one exists. Provide information about regional, national, and international networks. If deemed appropriate: list additional contact information for reference.

VI. Financial Status Each year prior to the Annual Session, ADEA compiles a list of all corporations, organizations, and foundations that support ADEA activities and programs for publication in the House of Delegates Manual. This compilation is the basis for honoring these sponsors at the Annual Session. This information related to section activities is gathered from your section annual report. If the section receives no external financial support, note “N/A.” Include the following information:

A. Current Section Balance: $2294.44 B. Organizations (and contact persons) providing financial support for section activities C. Purpose of the support (program, reception, newsletter, etc.), number of participants and recipients, and other details D. The type of funding: donation or gifts-in-kind, and amount of funding.

VII. Meeting Minutes

American Dental Education Association Annual Meeting Dallas, Texas - March 30, 2008 Minutes – Section on Admission Officers Meeting held in conjunction with the Section on Student Affairs and Financial Aid

Sunday, March 30th, 2008 – Hotel Anatole, Dallas, Texas– 3:07 PM. Meeting called to order by Christine Ancajas.

Christine Ancajas began the business meeting by inviting new members of both sections to stand and briefly introduce themselves.

Elections – Nominations were accepted for the position of secretary of the Admissions section. Dianne Foster from the University of Louisville was nominated. There were no nominations from the floor and she was elected by the section. Nominations were accepted for the position of secretary for the Student Affairs and Financial Aid section. Melissa Bradbury was nominated. There were no nominations from the floor and she was elected by the section. Joe McManus, Columbia University, has agreed to serve as Admissions Counselor for a 3 year term. This was moved and passed by the section on Admissions.

Councilor Report –Joe McManus, Admissions Counselor and Carolyn Booker of VCU, Student Affairs and Financial Aid Counselor, offered the following reports:  The Admissions section has a $1,360.81 balance while the Student Affairs section has a balance of $2294.44.  As of the Fall meeting it was reported that ADEA membership is 15,000. Open membership has led to increased membership in ADEA. Submissions to the Journal of Dental Education are up.  SIG attendance has been declining and members are encouraged to attend SIG meetings. There are currently 36 sections, a decrease from the 41 sections last year.

- 3 -  There are currently 57 dental schools with 9 additional schools at different stages of planning.

Lori Provost, current Chair-Elect of the NAAHP, encouraged all associated with dental school admissions to attend their annual meeting June 25-29, 2008 in Chicago, IL. She encouraged dental schools to become patron members.

Laura Boland reported to the group on the Background Checks Community of Interest. There was discussion about making it fewer clicks to enter the community of interest and automating emails to members when there is activity at the website. She urged schools to use the site as it is a quick way to ask questions and get accurate answers. Schools which will be implementing background checks this year are:  State University of New York, Stony Brook  State University of New York, Buffalo

Discussion regarding Deans Certification Forms was brought up. Examples of two schools’ forms are posted at the Community of Interest. A question from the floor regarding schools’ policies for paying for background checks was raised. Two schools present reported they pay for background checks, but all other schools present at the meeting have students pay.

Cheryl White reported that activity at the Financial Aid Community of Interest was very light. She brought up issue of using the list serve rather than the community of interest. She also brought up the recent legislation which would have an impact on financial aid offices regarding approved lenders lists. Schools were alerted to this. The federal government has also removed some of the subsidies it provided to lenders participating in the federal student loan program. Lenders have been withdrawing from this program as a result and although this may not have a large impact on students’ ability to borrow educational funds this year, next year could be very different. Students may have a hard time finding lenders both for federal loans as well as for private loans. Cheryl agreed to post a summary of these remarks at the Financial Aid COI.

Laura Boland reminded the section that in the Member Profile section of the Community of Interest website members can designate if they would like to be notified when there is activity. This allows the COI to function in a similar way to a list serve.

Anne Wells announced that ADEA was very close to launching a new website design which should address some of the issues users are having regarding accessing the COI sections of the website.

Traffic Rules Review – Ann Berg

 A reminder that December 1 is the first official date of notification for offers of admissions – students have 45 days to respond – followed by 30 days in January and two weeks in February or later. Schools were encouraged to continue to abide by these guidelines.  May 1 – All offices of admission will be asked to report “space holders” to ADEA for the 2008 cycle, to determine duplication among schools. ADEA will respond to the schools by mid May. Schools with late deposit deadlines should report as soon as possible, and updates may be available on an on-going basis. Discussion followed concerning mechanics and rationale of these dates, including the impact of the holiday period and

- 4 - the difficulty re-visiting schools when they are closed for the holidays. There was general consensus that the information was helpful.  Discussion surrounding the rationale for a 45 day period to respond and the May 1 date was lively, but no consensus was reached regarding a change at this point. It was emphasized that ADEA only informs the schools where students are holding multiple deposits. It is completely up to the individual school to decide how to respond to this information. It was also emphasized that a good practice would be for the schools to contact each other first prior to contacting the applicant. This allows schools to verify that the information is up-to-date, since last minute changes do occur.  There was also discussion regarding the possibility of weekly updates in May, rather than bi-weekly updates. The May 1 date appears to be both too early for some schools and too late for others. Corky Cacas reminded the group that she had to wait until May 7 for her second deposits in order to provide accurate information to ADEA in 2007. More discussion is needed on this topic.

Anne Wells provided information that in the 2008 cycle 50% of applicants had applied by August 5. After December 1, only 663 of the 11,100 total applicants submitted their applications. There was a request for more data on late applicants in the 2008 cycle from the floor.

Sandi Bolivar led a discussion on the Communities of Interest to explore why they are not being used more by the membership.  Issues that were raised were that there was overlap between communities and it was not always clear where to go for what information.  The number of clicks to navigate to a community appears to be a large barrier as it seems too time-consuming for many users.  Notification when there is activity in the community seemed desirable to some.  There were comments about this being an open community with responses from predental students appearing here. This was a concern for many members. Members agreed by a show of hands that the Admissions COI should be closed, but that the Financial Aid and Resources COI’s could be open.

There was a request for an updated contact list to make it easier to contact each other. Corky Cacas volunteered to coordinate this.

Michael Landers, introduced himself as the Liaison for our section.

Chonte’ James distributed a handout with the AADSAS 2008 cycle report reviewing trends for this cycle.

Anne Wells discussed the new federal ethnicity reporting guidelines and distributed handouts to attendees.  These guidelines will be implemented with the 2010 application cycle.  ADEA is working with the ADA to develop an application identification number so that Social Security numbers would no longer be reported with the DAT or on the AADSAS application.  She asked for input from the group regarding other items the section would like to see on the AADSAS application.  She reminded the group that the next AFASA meeting will be held in Philadelphia, PA in conjunction with the Fall sections meetings on October, 22-25, 2008 with the University

- 5 - of Pennsylvania. All admissions, student affairs, and financial aid officers are encouraged to attend. More details will be forthcoming.  ADEA is developing an Internationally Educated Dentist application service to be implemented April 2009 for the 2010 application cycle. Anne asked anyone interested in working on this to contact her.

Josh Hargrove encouraged members to use the Explore Health Careers website as a tool with pre health students.

Marla reported that this was the first time that the two sections had held joint Member Meetings and asked for feedback on this. The group was very positive about this change.

Ann Berg expressed her appreciation to Anne Wells and all the staff at ADEA for another outstanding effort during the 2008 cycle. A motion to adjourn the meeting at 5:05 PM was made, and was followed with unanimous approval by the membership.

Minutes submitted to the membership on June 1, 2008.

Jack Long Secretary

VIII. Additional Comments or Suggestions to the Administrative Board Provide feedback to the COS Admin Board about section concerns, comments, or suggestions.

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