<p> 5-16-17 8:00-5:00 CCCSFAAA Meeting Double Tree, Rohnert Park</p><p>Meeting called by: Peggy Fikse Note taker: Elizabeth Hilton</p><p>Called to Order: 8:10</p><p>Attendees: Linda Williams, Yvonne Glashan, Linda Faasua, Ken Lira, John Muskavitch, Lisa Mandy, Jason Judkins, Dennis Schroeder, Luanne Canestro, Jana Cox, Brian Heinemann, Greg Ryan, Marnie Shively, Tina Lent, Maria Gonzalez, Elizabeth Hilton, Rianne Connor, Tammera Shinar, Becky McCall, Andi Schreibmann, Peggy Fikse, Bryan Dickason, Tim Bonnel, Ruby Nieto, Ulisses Velasco, Britney Slates, Greg Sanchez, David Shook, Victoria Mavricakis, </p><p>Guests:</p><p>Agenda item: Conference Survey Review Presenter: Peggy Fikse</p><p>Discussion:  Discussion on survey results  Comments include having more general sessions and breakout sessions  Some duplication on sessions offered between All Directors and CCCSFAAA Conference  Have live surveys/interactive Q&A via phones during sessions  Possible conference topics for future: o More sessions related to specific Student Information Systems o Session for new attendees/new FA professionals, creation of “welcome” committee</p><p>Agenda item: Presentation and Speaker at Conference Presenter: Peggy & Yvonne</p><p>Discussion:  Discussion regarding allowing for a stipend for speakers at conferences o Need assistance from regions located near conference to find speakers within traveling distance o Discussion on content o Send any names forward for possible conference speakers</p><p>Agenda item: CSAC Update: Call In Presenter: Tae Kang</p><p>Discussion:  Report email by Tae 5-16-17  Review of award numbers and information o Getting close to award maximum for competitive awards  Review of 16-17 deadlines o June 30th for new awards, September 14 reconciliation deadline  Review of trainings being conducted regionally by CSAC  17-18 Awards Claiming process o Another notification being sent to students end of May to claim awards o Question: can CSAC use 1st school listed on FAFSA since randomization suspended? And future alternative methods for claiming students . Randomization will be discussed at FAAB meeting next week . Award status extract process via Webgrants, alternate processes can be discussed at FAAB . Possible alternate sources of communicating with students via award claiming needs . Segmental breakdown of claimed awards? Will share at FAAB meeting o Option of sending early fall enrollment file. Tae will look into the possibility of converting the enrollment file layout into a school change file layout. o Question regarding number of notifications to students and how often they will be sent? 3 have been sent so far via email to date.  Dream Act: o Application numbers are consistent with 16-17, as of March 2nd deadline  Financial Aid Advisory Board (FAAB) & Commission Meetings o Next Wednesday, with Bryan Dickason, Linda Williams and Karen M attending o Commission meeting June 1&2 @ CSU Channel Island  Cal C 17-18, significant increase in Cal C Supplements sent, very few received o Pull Cal C Supplemental report from Webgrants to do local communication to students  Educational Level Verification o Op Memo May 4, 2017 o Verify New Competitive Awards o Use institutional policy for determination of education (grade) level . Example: Use Direct Loan grade level policy, removing remedial courses . School that determines grade level first sets the EL level. For a decrease in EL, would need to call work with CSAC to resolve. More discussion may be needed in future due to variability between colleges  Chafee Grant Update: review of statistics. 17-18 awards in the queue to be run but delayed by AB 2506 o AB 2506 passed January 1st requires that Chafee schools meet CDR rate minimums and grad rate provisions in effect for Cal Grant participating institutions. Only affects new students at ineligible institutions. Looking to run awards in the next few weeks o Question: can CSAC release awards for students attending eligible schools? . Being discussed internally and working on making awards as soon as possible</p><p>Action items Person responsible Deadline Convert EL file to SC file Tae Kang</p><p>Agenda item: Scholarship Review Presenter: Peggy Fikse</p><p>Discussion:  Email sent by Jenny Yang on 5-2-17  Copy of report at end of minutes</p><p>Agenda item: Officer Change: Vice President State Issues Presenter: Linda Williams</p><p>Discussion:  Suggested appointing Marnie Shively as Vice President State Issues if update passed by association  Marnie was on the ballot for Vice President on the past ballot  Consensus to move forward with appointment by the attendees present</p><p>Agenda item: Conference/ Next Year Presenter: Yvonne</p><p>Discussion:  Theme: Regional Reps (current and former) meet and develop theme for next year’s conference o Bring suggestion on theme and logo to next meeting for EC approval and vote o Discussion to ask association for theme and logo, offering small gift card as prize  Session topics and presenters o Submit to conference committee o Include basic classes; need presenters  Welcome team to welcome attendees to conference upon entry, create welcome flow registration.  Identify conference committee/members for easy access for questions  Adding Q&A to end of sessions or during break periods “Ask a ….”</p><p>Agenda item: Web Committee Report Presenter: Andi Schreibmann</p><p>Discussion:  Reported emailed by Andi 5-16-17 (at bottom of minutes)  Review of statistics  Continued updates to website: conference information and photos, voting and ballot information, awards and scholarship on home page, Buzz updates/news items,  Directory information has been updated  List serve information update from ATAC o Discussion on making it a two-way list serve to push and pull information for association members  Security measure update to website, cost $200 charge for SSL certificate. Will also be making updates to credit card page for security purposes  If spam received via CCCSFAAA email, report to EC for follow up  EC board members, send picture to Andi  Reminder to post meeting minutes to CCCSFAAA website (Regional Rep, Committee Chairs): directions at end of web committee report. Creates history for association</p><p>Agenda item: Call In: Senator Lara Office Presenter: Tim Bonnel</p><p>Discussion:  Service Learning Program: Proposed Bill SB 573 o Review of Bill: AB 540 students to receive additional aid via a service learning agreement. Flexible on what an agreement would look like on each campus. Students would volunteer hours as “work-study” and receive grant aid after hours have been conducted . Question: What are some campuses doing to help AB 540 students  Santa Rosa College: Foundation support for AB 540 students, scholarships open to all students regardless of residency. Local donors thru foundation. Also has the Doyle Scholarship: funds provided via trust which allows the school to determine requirements for the scholarship for graduating seniors.  Riverside City: foundation scholarships open to all students regarding of residency, Promise program which is open to AB 540 students, engagement center on campus via equity  San Mateo CCD: scholarships available. Dream Center on campus, faculty driven, provides legal assistance, academic support. Sparkpoint on site which works closely with AB 540 students and resource assistance  Sierra CC: Equity program: RISE: geared towards AB 540 students coming from high school. Dream club on site, works with FA for assistance; convening with Mexican consulate, food pantry on campus with Dream student involvement; campus uses special lottery funds made available to FA office to award books and supplies to AB 540 students (Prop 20). o Goal is to make sure AB 540 students are receiving additional opportunities to receive aid. . Question: how beneficial would this be to campuses?  Discussion on where funding would come from, how would implementation be supported.  Discussion on workload and flow on hiring steps, even for volunteers. Creates an administrative burden on colleges. Third Party may be alternative to help administer a program of this type. . Question regarding how we track our Dream applicants and enrollment  Not something tracked on campus and not all AB 540 students are undocumented  CSAC or CO have application and award numbers for Dream Applicants o Contact information will be provided for campuses working with Dream Applicants.</p><p>Presenter: Peggy Fikse/Yvonne Agenda item: Pass the Gavel Glashan</p><p>Discussion:  Completed </p><p>Agenda item: Presidents Welcome Presenter: Yvonne Glashan</p><p>Discussion:  Welcome to group  Review of committee definitions / update as needed</p><p>Agenda item: Strategic Plan Presenter: Yvonne Glashan</p><p>Discussion: Review of CCCSFAAA Brochure  Review of Mission Statement, Structure of the Board, definitions of board positions o Update to Regional Representatives definition: . “The Regional Representatives usually meet throughout the year with their regions”  Discussion to send CCCSFAAA brochure to new members with a welcome email when they register o Create a new welcome committee “sunshine committee’ and tie it into the conference welcome committee as a temporary committee. Volunteer forms would be sent to the committee chair . EC approved Sunshine Committee development  Meet 4 times a year, will set hard dates in the next few weeks  Awards: o Discussion on scholarship information mailing list: Need to revisit the list for accuracy; Ruby will check the CO website directory version. o Review of responsibilities of awards chair; Yvonne and Britney (Awards Chair) will work on updating responsibilities  By Laws Chair Responsibilities: o Remove “Develop a budget and submit to the Fiscal Planning Committee for approval” o Update: Keep membership apprised, in writing, of amendments to bylaws that have been voted on by the Executive Board”.  Conference Chair Responsibilities: o Remove: “Under the general direction of the Executive Board and the Fund Development Committee develop a conference income and expenditure budget” o Merge accounting / record keeping bullets  Fiscal Planning Chair Responsibilities: o Update Purpose to: “Makes recommendation and develops policy regarding financial matters of the Association”  Nominations and Elections o Update Purpose: update officer list to add in Vice President of Federal Issues and Vice President of State Issues o Update Purpose: To solicit nominations from the voting membership for the Office of President- Elect, Vice President of Federal Issues, Vice President of State Issues, Treasurer-Elect and Secretary; select slate of candidates for each office from nominees; and conduct elections in accordance with California Non-Profit Corporation Laws o Update responsibilities: Select a slate of candidates for each office from pool of nominations o Remove: Send a “thank you” letter to the newly elected candidate’s supervisor for allowing the candidate to serve  Action items Person responsible Deadline Information on committee Greg Ryan Next Meeting budgets Agenda item: Team Building Exercise Presenter: Yvonne Glashan</p><p>Other Information Adjourned: 5:00</p><p> o CSAC Commission meeting in June: Linda Faasua will represent CCCSFAAA at meeting.</p><p>Scholarship Report emailed by Jenny Yang 5-2-17</p><p>Below you will find the scholarship update for the 2nd half of 2016-2017:</p><p>2016-2017 CCCSFAAA Scholarship There were 94 applications submitted for nominees by the 10 regions. Each region representative reviewed the scholarship applications from another region and selected one recipient. </p><p> All nominated applicants were notified by mail regarding their application status.  Checks were issued by the Treasurer and sent to the Financial Aid Offices of each recipient.</p><p>2017 CCCSFAAA Conference Raffle There were 31 raffle items plus 1 grand prize raffle. Tickets were sold during breaks and during meals, excluding the President’s dinner. Additionally, with the help of the Treasurer, tickets were sold at the Registration desk. Having one centralized location helped with the ticket sales.</p><p>The total raised from the general raffle was $1,536. The total raised from the grand prize raffle was $895. For a grand total of $2,431.</p><p>Thank you to all who donated towards the raffle and assisted in the ticket sales.</p><p>This is the end of the scholarship report. </p><p>Web Oversight Committee Report CCCSFAAA Executive Board meeting May 2017</p><p>Statistics Current memberships 321 (expiring March 31, 2018) Members not renewed from last year : 247 New memberships: 92 2017 Renewal memberships: 229 Institutions with current membership: 102</p><p>2016 membership was 378</p><p>Job Postings: 17 jobs posted in 2017 so far, 12 jobs since last FARR meeting report the end of January; 51 jobs since July 1. </p><p>Activities . Posted web-based training opportunities beginning of each month</p><p>. Set up election ballot, tested, Posted elections and posted election results</p><p>. February – March did a lot of conference updates for registration, the conference program, agenda, etc, resolved several conference registration issues </p><p>. Updated conference page with all presentations that I received and with photos (including Michael’s photos and all the beach party photo booth photos)</p><p>. Updated 2017 Awards and Scholarships on the home page</p><p>. Several good articles were posted to the CCCSFAAA BUZZ BLOG in the last few months. Please send articles to Greg Ryan, including college or regional articles. He doesn’t receive anything to post other than articles from loan servicers</p><p>. directory has been purged and cleaned up to only include memberships ending 3/31/16 and after, and all those who never were members. All directory information has been visibly removed but if there were invoices associated with the person they remain in the background so that it doesn’t impact past accounting and invoice information. </p><p>. Listserv update (further info requested at last FARR meeting): FROM ATAC: ‘…The login version (like it is now), prevents spam from being sent – unless a member actually logs in and sends it intentionally. The login version lets text messages only be sent – so there are no graphics, html markup, or links embedded in the email. Attachments can be sent.</p><p>If we change the system, we would remove the login requirement. A link to the listserv address would be put on the website and anyone could email directly to the listserv. The list would be set to automatically reject any mail coming from addresses that weren’t subscribed. The email addresses of the board members could be set as non- moderated, which would mean that their messages would go through right away. Everyone else could be set as moderated, which would require you (or someone) to approve their posting before it goes out to the listserv.</p><p>Generally the above option would be safe from spam, unless one of the board member’s email has been spoofed and posts a spam message. For example, I still occasionally get spam emails from AddaLou Davis because someone has used her email address to send spam. It doesn’t happen often, but is a possibility…’</p><p>. Updates were made to all ATAC client websites to work more efficiently with the latest browser versions and security protocols, cost $200’: From ATAC: ‘…I’m writing about new mandatory updates for all client websites to work more efficiently with the latest browser versions and new security protocols. There would be a short down-time for the website when the updates are done. No change in functionality will be noticeable on the user end – except any issues related to various browser protocols will be eliminated and all website functionality will be under https encryption. Please note that there are no current security risks on the website or ecommerce transactions – this is just a mandatory change required on the servers. There is an annual $200 charge for the new ssl certificate and server changes. In addition, there will be some new mandatory updates to the credit card gateway done in the process. These changes will occur over the next 2 months. Our policy is not to spring new costs on our clients, but this is a necessary change based on the latest browser upgrades. We have kept the upgrade costs to the lowest minimum possible…’</p><p>. Spam reportedly received by Peggy; these emails came from our generic emails on home page. If it becomes a problem we will have to remove. From: Peggy Fikse [mailto:[email protected]] Sent: Thursday, April 13, 2017 8:50 AM To: [email protected] Subject: Unpaid Expenses</p><p>Hi There is a new outstanding expenses that needs to be paid and i want you to get it processed. Let me know when to forward the vendor's details. Thanks</p><p>Note: You can also reply me via my alternate email: [email protected] Please post your reports, meeting minutes, etc. on the cccsfaaa website! This includes Regional Rep reports as well as committee chairs. Contact me if you can’t figure out how to do it or you have any problems with access. This is our repository of notes, minutes, history so please do your part! INSTRUCTIONS FOR POSTING on www.cccsfaaa.org -click on MEMBER CENTER Log in with your CCCSFAAA username and password. -go to ADMINISTRATIVE ACTIONS at bottom of page and click on the appropriate board position ] ADMINISTRATIVE OPTIONS (restricted access only - opens in a new window)  Executive Board/Committee Chair Admin  Regional Representatives  Membership Database Admin  Payment/Finance Admin  Event Management  Job Listing Management  Vendor/Sponsor Management If you have problems with your login let me know and I’ll be sure you get proper access. I won’t know unless you try! Action Add Committee Member Remove Committee Member Post to Calendar Send Committee Email Retrieve Contact Data Print Mailing Labels Post Committee Reports/Minutes Potential New Committee Members Official Documents Download Membership Table Logout Select an Action Download UserGuide [pdf] Notice that User Guide is provided if you need it! </p><p>Click on POST COMMITTEE REPORTS/MINUTES Upload your file(s) Done! An email notice is sent to all members of your committee who you have added, or to the folks in your region if you are a regional rep. If you are notified of bad email addresses please follow up with the directors in your region to determine if that person should be removed from their roster or updated, and let me know. </p><p>Respectfully submitted, </p>