OASFAA Executive Committee
Meeting Minutes
Holiday Inn –
Columbus, OH
July 22, 2005
Pamela
Arrington
Amy
Baker*
Robin
Belleville
Doran
Brock
John
Brown
Tina
Coulter
Deb
Divers*
Kacy
Duling
Roger
Eldridge
Steve
England
Suzanne
Fahrer*
Jason
Florack
Mary
Kay Freshour*
Sandy
Gilbert
Ann
Marie Gruber*
Greg
Guzman
Gail
Houtz*
Angela
Johnson
Betsy
Johnson
Jeannette
Jones
Michael
Jones*
Susan
Kannenwischer*
Kim
Landis*
Tasha
McDaniel*
Jennifer
Minyo
Becky
Moore*
Kim
Nash-Yore
Melony
Ohalek*
Mayme
Patthoff*
Mary
Lynn Perri
Faith
Phillips*
Lisa
Pitkin
Frances
Robbins
Wendell
Schick
Michiale
Schneider*
Carmen
Sears-Edwards
Charles
Shahid*
Jo
Slade
Pam
Stimpert*
Stephanie
Sutton
Emily
Swain
Lee
Ann Timmerman
Randy
Ulses*
Jerry
Wade
Michele
Wade
Karen
Wallace*
Claudia
Wenzel
Cheryl
Willard*
Absent*
I. Announcements and New Business Mary Lynn Perri
q Mary Lynn
called the meeting to order at 10:15am
q Each member
introduced themselves by giving their name, institution they represent, and
their role on the 2005-2006 OASFAA Executive Committee.
q Mark Bandre’
is in the process of moving. His new
email address is bandre@hendrix.edu . It
can be shared with others in OASFAA.
q Archives – In
2004-2005 Mark approved that OASFAA will contribute $300 to BGSU for archiving
in 2005-2006.
q Names on TIAA
CREF accounts have been updated.
Checking account will be updated within the next week.
q Melony O’halek
was announced as the co-chair for Membership Committee. She will work on the research portion. E.g.
She will work on comparing MASFAA and NASFAA members to the OASFAA
database. The goal is to try and get
these members to become members of OASFAA.
A) Review/approve
2005-06 Budget
a. Betsy
distributed 2005-2006 budget to the group.
Wendell reminded the group that there are income, expense and College
Goal Sunday (CGS) pages.
b. Betsy
encouraged the group to share questions and concerns about the budget for
05-06.
c. Mary Lynn said
there are few changes on some budget lines.
Per Mary Lynn, changes were discussed with the appropriate Committee
Chairs before hand.
d. Changes to
05-06 budget include –
i.
Recently CGS had it’s own account, but this year we’ll
strive to use it exclusively for CGS income and expenses. Betsy did some clean up from the past few years.
ii.
Expense side of conference is now one line as opposed to
divided out. E.g. golf outing and site.
e. College Goal
Sunday Budget
i.
We’re hoping to raise $10,000 in sponsorship for CGS. Last year we raised $7000. We’re also going to apply for the additional
$25,000 Lumina Grant for 2006. This will
get us close to pulling this event off with little use of our own funds.
ii.
The group raised the question as to how many CGS
sponsorships are available. Betsy
confirmed CGS sponsorship spots are unlimited.
iii.
Mary Lynn shared we didn’t spend all CGS from last
year. We have $42,000 remaining in CGS
account.
iv.
NASFAA CGS chair, Marsha, is willing to help OASFAA CGS
Committee. Maybe Marsha can serve as a
connection for OASFAA with NFL teams. It
was noted that Indiana receives assistance from the Indianapolis Colts.
v.
Martha, a member of the Ohio State University staff will be
assisting Tally Hart in grant writing for OASFAA.
vi.
Claudia moderated CGS session at NASFAA. OASFAA is setting precedence. Many members asked Claudia and Mary Lynn
questions about CGS.
vii.
Indiana has a budget of $180,000 for CGS. They were impressed that we have so many
volunteers, participants on such a low budget.
f.
Claudia motioned to approve the 2005-2006 budget. Second by Stephanie. Motion carried. OASFAA Budget is set for 2005-2006.
B) Mac Richardson
– Scholarship Donation
a. Mark Bandre’
emailed Past Presidents about the passing of Mac Richardson, second President
of OASFAA. Mark suggested a scholarship
donation. Every President that responded
suggested that we give a donation.
Baldwin Wallace College has a scholarship in his name.
b. Mary Lynn
would like us to give $500 donation.
Mary Lynn made a motion that we give a $500 donation. It was rescinded.
c. Discussion –
i.
Since OASFAA could be faced with this situation again,
should we build this into the budget for 2006-2007? Wendell agreed that we should set
precedence.
ii.
“Where do we draw the line?”
A general policy should be put in P&P manual so that it’s at the
discretion of the current President with the support of the Exec Committee
whether or not to give and how much.
d. Claudia moved
that we give $500 scholarship in honor of Mac Richardson at Baldwin Wallace
College and put it in P&P Manual.
Second by Betsy. Motion carried.
e. Mary Lynn will
update the AG&P Committee.
C) Web
updates/Chair Access
q Committee
chairs have been updated on ATAC. VP for
Conference, Angela Johnson, has now set all chairs on her committee. Becky Moore is the newly appointed
Registration Chair. Jennifer Minyo was
added yesterday. Steve England and
Cheryl Willard will be added to ATAC within the next week.
q Mary Lynn will
email ATAC booklet out to all Committee Chairs and Elected Officials.
D) PC Equipment
needs/update
a. Mary Kay has a
list of OASFAA members who had equipment for 2004-2005.
b. OASFAA
purchased a PC for the Outreach Committee; the money came out of the 2004-2005
budget.
c. Currently
Sandy Gilbert has three, Betsy Johnson has one, Randy Ulses has one, and Emily
Swain has one as well. Betsy isn’t using
hers. If another member uses Betsy’s
computer, Wendell needs to be updated.
Randy also has a LCD projector.
Equipment needs are tracked by the Past President.
d. Do the
computers need updated? Emily’s computer
has Windows 95, and the oldest of Sandy’s has Windows 98. There isn’t room in the 2005-2006 budget for
equipment expenses.
e. Wendell and
Mary Lynn will get updates on the number of computers (and versions) in use by
OASFAA members. Emily suggested checking
with Gail Houtz on the number of volunteers for computers and LCD projectors
used at Spring Conference 2005.
E) State Issues –
a. State Portal
and a Scholarship Database. Our guests
include Tally Hart and Paula Compton
b. Other
discussion:
i.
Per a discussion between Mary Lynn and Mayme Patthoff, Mora
Lee has a proposal for OACAC, OASFAA, and OCAN that would allow each
organization to have a complimentary table at each other’s conference w/o a
fee. This will eliminate “exchanging
fees.” 2005-2006 OCAN table fee has been
waived for OASFAA.
ii.
Steve England asked if we have room for 2 complimentary
tables since we have an abundance of vendors who want to participate in OASFAA
conferences. There was a discussion
about whether or not OCAN and OACAC would participate even though the fee would
be waived. Wendell suggested that we
build into our conference budget that two conference registration fees be
waived for OCAN or OACAC.
II.
Secretary’s Report Emily
Swain
q Emily shared
the report prepared by Amy Baker from May 18.
No changes were suggested.
Minutes were approved and will be put online and into archives.
III.
Treasurer’s Report Betsy
Johnson
q As a follow up
to the previous discussion concerning the 2005-2006 budget, Betsy shared that
“other income” is from previous years.
Mary Lynn shared that the Finance Committee voted to move an additional
$25,000 to reserves. This makes a total
of $50,000 for the year into reserves.
We are now within compliance.
Policy states that the OASFAA reserves should be w/in 1/3 of annual
budget and no more than ½ of the annual budget.
q Within one
week, Betsy will email Executive Committee the instructions and password
capability for QuickBooks. Each member
can view Quickbooks at their convenience.
Questions can be directed to Betsy.
Most Executive Committee members will want to use the “Budget vs.
Actual” – “Accounts vs. Total” report.
Follow by selecting the specific committee.
A.) Northeast Jason
Florack
Summary of
activities:
Activities
planned but not yet completed:
Currently working on scheduling dates
and locations for the five regional meetings during the school year. I plan to have this task done by late July or
early August at the latest. Also
deciding on topics for the meetings using the list of potential topics
mentioned above.
Update at meeting: Jason is preliminarily planning the meetings
for the northeast region. He has topics
and months determined. He’s suggested that regional rep coordinate with Need
Analysis Committee to combine a meeting.
B.) Northwest Robin
Belleville
Summary of
activities:
Trying to firm
up dates/locations for fall regional meetings
Trying to
determine locations/dates for spring regional meetings
Activities
planned but not yet completed:
Thursday,
October 20th regional meeting
will be at Owens Community College, new Findlay-area campus. Will probably have Needs Analysis at this
meeting.
November
regional meeting will be at BGSU Firelands for the DOE Videoconference (date to
be determined by when conference will be)
Late February,
BGSU main campus (waiting on confirmation back from BGSU yet)
March:
Toledo-area (asked UT, not sure what parking will be like) (waiting on
confirmation back from UT yet)
Friday, April
28th, regional meeting will be at Heidelberg College in Tiffin.
Will
survey region on topics of interest once access to regional email is obtained
Update at meeting: October 20th is tentatively the
first meeting for the northwest region.
Robin is working on presenters and topics.
C.) Southeast Jo
Slade
Summary of activities:
The first meeting of the Southeast
Region will be held in early or late September.
I am currently working with Sandy Gilbert, Outreach Committee chair to
schedule a date as their group wishes to present Federal/State updates at this
meeting. The first meeting of the region
will be held on OSU’s campus and our program coordinator is working with me to
secure a site on campus.
Activities planned but not yet
completed:
I will attempt to plan subsequent
meetings in different sites throughout the region to allow maximum
participation based on where the majority of institutions are located in the
region due to travel, etc. These meetings
will be held in October, November, February and March.
I have received a list of suggested
topics from Jason Florack and will be pulling from this list to provide an
opportunity for a variety of training for those in the Southeast region. Within the next week, I will be sending an
email to the membership in my region to introduce myself again and to solicit
items for suggested topics.
Update at meeting: Jo asked for clarification on sponsorship
details. Emily will update her since she
missed transition. Jo will email her
region about topics and ask for site volunteers. Mary Lynn suggested that Regional Reps put
dates on OASFAA calendar.
D.) Southwest Doran
Brock
Summary of activities:
I will be holding my first meeting at
Raymond Walters; date TBD.
Activities planned but not yet
completed
I am currently working on dates and
host sites for the remainder of the year.
Update at meeting: Doran is working on topics for his
meetings. His first meeting will be
September 2nd or September 9th, and it will be at Raymond
Walters.
1.) Support
Professional Committee
No report received.
2.) Need Analysis
Committee
Summary of
activities:
Carmen
Sears-Edwards and Kim Nash-Yore had a planning meeting to gear up for the new
year.
A detailed
e-mail was sent 7/11 to all potential Need Analysis Committee members, inviting
them to join the 2005-2006 committee and informing them of responsibilities and
time commitment
Activities
planned but not yet completed:
Our first meeting
was scheduled for August 5 at Franklin University in Columbus
Carmen and Kim
will head to Great Lakes after the next Executive Committee Meeting to complete
a count of unused binders.
Update at
Meeting: The first committee meeting will be October 5th. They’ve been asked to present at OCAN on Oct
19th. They have 82 binders
from previous years which will help cut down on cost for 2005-2006.
3.) NASFAA
Training
Summary of
activities:
Pre-ordered
100 packets for fall training.
Fall training
topic: Administrative Capability:
Campus-Wide Compliance covering the following:
·
Issues related to student consumer information
·
Including strategies for ensuring availability and currency
of required disclosures
Campus-wide information-sharing
requirements
·
Information sources that are external to the financial aid
office
·
Strategies for identifying and resolving resultant
conflicting information
Coordination and development of
campus-wide activities impacted by Title IV
q
Creation of new programs
q
Separation of functions
q
Electronic communications
q
Contingency planning
q
Recordkeeping and reporting
q
Adequate resources, including knowledge database,
technology, and personnel
Activities
planned but not yet completed:
·Solicit trainers for fall 2005 and the
near future
·Determine fall 2005 trainers by August
12th.
·Set training calendar and location for
pre- or post-conference training drive-in
·Work with Conference Planning on
appropriate timeframe for during-conference offering of sessions.
4.) Outreach
Committee
Summary of activities:
·
Met with outgoing Chair (Melony) and new Co-chair
(Tina). Established communication plan
and took receipt of last year’s records and property.
·
Set dates of first two OR (Outreach) meetings (July 21st,
Oct. 13th) to be held at OhioLINK, Columbus. Notified OR membership of meeting dates.
·
Updated membership database and contacted those who
submitted a volunteer form to serve on OR this spring.
·
Plan to have CWS invites/postcards printed externally this
year. Contacted Lee Ann for information
on external printing company used for conference postcards.
·
Contacted by Mayme Patthoff, OCAN, who requested that OR
Chair serve on OCAN/OASSCO Conference Planning Committee. Dates of two meetings
(April, June) in conflict with schedule. Requested permission to send another
OR member in Chair’s place. Misty
Amacher attended both meetings, reported activities planned and provided input
on behalf of OR.
·
Contacted by Michael Kinney, newly appointed College
Resources Coordinator with the Rehabilitation Services Commission (RSC) in
Columbus, asking if his rehabilitation counselors could benefit from attending
the CWS that he heard about from his predecessor. Replied and requested mailing
list of his counselors to send CWS invitation in October. Explained focus of workshops.
·
Contacted the new OASFAA regional reps to offer the OR
committee’s annual presentation session on federal and state FA updates at one
of their fall regional meetings.
·
Set dates of the CWS’s for Nov. 28-Dec. 2. Contacted OCAN to
ask to have CWS announced on their web this year which was approved by Mayme
Patthoff. Contacted last year’s CWS site coordinators to request their school’s
participation and two choices of workshop dates to coordinate with other sites
by region and date. Twelve sites confirmed
with Kent State site added for ’05. Stark State requested and approved to hold
two workshops on two days to handle volume.
·
Submitted two session proposals and our presenter’s bio to
OCAN Conference Committee offering to provide two FA sessions at the 2005
OCAN/SASSCO Conference Oct. 18-20. Both sessions approved and confirmed with
Lawrence Matthews as presenter. (OBR requested that Lawrence do their “State
Update Session” for the OCAN Conference).
·
Contacted by Honda Education Fair coordinator to request that
we man a table again this year at their three ed fair locations. Last year, they had over 1,500 go through the
fairs. Faxed our contact info and confirmation of participation.
·
Contacted by Jill Oakley-Jeppe, coordinator of session
blocks for the OACAC articulations. They are changing the program format. She
requested that OR present FA session twice instead of once at four sites for
the week of September 13-16, 2005. Will need to supply them with a short
description of the session topic by deadline to be announced.
·
Requested and received 2004 articulation counts (1,600) from
Greg Dieringer, OACAC Chair. Forwarded counts for brochures to Greg Guzman, CGS
Committee, per his request.
·
Contacted by NW Regional Rep. requesting FA Update session
10/20 or 10/21.
·
Activities planned but not yet completed:
o
2005 OACAC Articulations, Sept. 13-16
o
Fall Regional Meetings
o
2005 OCAN/SASSCO Conference, October 18-20
o
2005 Honda Education Fairs, Oct. 5, 12, 19
o
Winter Conference “How to do a FAN”
o
2005 OASFAA Counselor Workshops, Nov. 28-Dec. 2
o
OCAN Professional Development Training, Jan.’06
o
TRIO Professional Development Training, April ‘06
Recommended
discussion items for the Executive Committee:
Send Outreach Committee member(s) to EAC Conference and NASFAA Conference yearly to gather updates about FA issues for training events, conference presentations, and workshops.
Recommended
action items for the Executive Committee:
Approve
funding to send two OR representatives to EAC Conference in San Diego, Oct. 30-
Nov. 2, 2005.
Discussion
at meeting:
q How can we get
Outreach members properly trained in order to properly train OAFAA members,
high school counselors, and admission counselors? The Outreach Committee would like to have
some of the expense covered by OASFAA; it would relieve the burden on a
Financial Aid Office, especially since the staff member is going for
Outreach. Traditionally, Lawrence
Matthews attended EAC Conference with the intent purpose of gathering
information for the Outreach Committee.
The committee is concerned about how they can ensure that the
presentations remain at a high quality?
Members around the table expressed that other OASFAA members also attend
EAC. Stephanie, Kim, and Angela are all planning to attend EAC; they’re willing
to bring updates and handouts back.
q In the past,
Lawrence was reimbursed for EAC expenses through OASFAA. Is OASFAA willing and able to pay
expenses? Betsy commented that the
Finance Committee did not receive a request for this in the budget
request. At this point, the 2005-2006
budget has been approved.
q Options: Use presentations on line from EAC and
NASFAA. Can we get a sponsor for a
certain dollar amount?
q Claudia moved
that they have an additional $500 in the Outreach budget specifically for
training, as needed. Second by Mary
Lynn. It was rescinded.
q Angela asked
for clarification as to whether or not they needed additional money or if they
can just use money in the budget. Mary
Lynn proposes that we move $500 from delegate travel to Outreach Committee
budget. Claudia thinks we should keep it
in delegate travel.
q We should add
it in P&P that $500 from delegate travel can be used for Outreach Training
at EAC. Outreach remains the same. This issue will be reviewed each year, and it
should be put into the budget request on an annual basis. Budget numbers remain the same.
q Outreach
Committee met for the first time on 7/21/05.
Her committee is presenting 2 presentations instead of one at the OCAN
conference in October.
q OCAN wants
OBOR to give state update, but they don’t want to. OASFAA has been asked. Mary Lynn said that Mayme said that OASFAA
has been approved to present at OCAN.
q Honda
education days are enjoyable for the Outreach Committee. Wendell mentioned that OASFAA is trying to
get Honda to sponsor College Goal Sunday.
q Counselor
workshop dates are coming together with the exception of one in the southwest
region. Wendell stated that historically
the Outreach Committee worked on a bidding system. Issues such as parking, dates, catering,
etc… They want to get a flyer together
with the dates to hand out at articulation workshops.
q BVR contacted
Outreach Committee about attending counselor workshops. Kacy Dulling has a connection with BVR and
may be able to help the Outreach Committee.
5.) Early
Awareness Committee
Summary of
activities:
Last meeting
was June 21. Committee reviewed OASFAA
Conference presentation. Ten people
either volunteered and/or are interested in joining the committee. The
committee also finalized the “Are You Getting the Message” program
timeline. Everyone assigned a section of
the program will submit their final draft by July 15.
Activities
planned but not yet completed:
·
Send letters about the program to middle schools;
·
Participate in the Articulation Workshops in September;
·
Possibly present at the OCAN Conference in October
(committee submitted a proposal);
·
Send program information to OACAC; 5) Send information about
volunteer opportunities to OASFAA members. The next meeting will be either
September 20 or 22.
6) College Goal
Sunday Committee
College Goal Sunday has been set for
February 12, 2006. Sites have chosen and
will be notified the week of July 18.
The committee is working with Gliphex, the Kent State Student Studio, to
create a reproducible “Save The Date” piece that will be given out at each
Articulation site. In addition, the CGS
website will be up and running by the time of articulation. CGS is trying to determine the number of
attendees at each articulation site in order to determine the number to
print.
Discussion at meeting:
After
receiving 40 applications, 31 sites are confirmed. Claudia mentioned that the
sites are set up to meet the needs of the families and that we don’t overextend
the volunteers. Jerry, Kim, and Greg
worked on this. Jerry will confirm
approved and denied site locations via email within the next week. February 12, 2006, is the College Goal Sunday
date for 2006. The committee plans to
continue working with
1.) Corporate
Development
Summary of
activities:
Committee is in the process of preparing information to submit to Paula for the online corporate sponsorship page. We plan to have page ready to go live by mid August.
Activities
planned but not yet completed:
Development of corporate sponsorship webpage for corporate sponsorship items.
Update at meeting: Regional reps should have dates determined by
mid-August given to Karen Wallace and Michael Jones. Any changes need to be given to Karen and
Michael.
2.) Professional
Development
Summary of Activities:
Amy and Pamela met to discuss a plan
for the committee for the 2005-2006 year.
Activities
planned but not yet completed:
Contact
potential volunteers to insure their interest in the committee to we can
finalize our group.
Attend the
conference planning committee to get an idea of what our direction will be for
winter conference.
Have a
professional development meeting in September to finalize our purpose and
agenda for the year.
Work with the
leadership chair and the new member chair.
Pull together
a list of potential presenters so we have a base to work with and pull from.
Update at
meeting: Pam and Amy will get together again after
Conference Planning Committee Meeting for Winter Conference.
3.) Conference
Summary of
activities:
I am in the
processing of finalizing the conference committee chair positions. Thus far, the following positions have been
filled:
·
Program Chair – LeeAnn Timmerman – Ohio Northern University
·
Entertainment Chair – John Brown – Great Lakes
·
Site Chair – Jeannette Jones – Kent State University
·
Site Co-Chair – Frances Robbins – The Ohio State University
The position
for Registration Chair is vacant at this time.
I have been in
contact with John Pearson from the U.S. Department of Education regarding
default management initiatives the ED wants to do in Ohio.
Activities
planned but not yet completed:
Planning to
hold the conference planning committee meeting the week of September 19 at the
conference hotel, Columbus Marriot North.
Planning to
meet with Cheryl Willard on July 20 to transition and get more details about
the conference planning process.
Update at
meeting: Frances Robbins and Jeanette Jones will be
site chairs. Becky Moore is registration
chair. John Brown is entertainment
chair.
a.) New
Member/Mentor
No report at
this time.
Update at meeting: Jennifer will email new members from winter 2004
conference to encourage them to get involved.
She’ll work with Professional Development and Leadership on trying to
get members involved.
4.) Leadership
Summary of
activities:
Leadership
Committee formed. Members include Amanda
McPherson, Carrie Euype, Jennifer Minyo, Mike Clouse, Nikol Taylor, Scott
Lehman, Stacey Black, Mary Lynn Perri, and Claudia Wenzel.
First
committee meeting scheduled at BW for July 18th.
Scheduled
retreat for committee and for Leadership Participants in Columbus on October 4th
and 5th. We have Steve Morgan as a feature speaker/presenter.
Activities
planned but not yet completed:
Finalize
candidate application and selection process.
Choose 20 or
so candidates for 2005-06.
Determine
precise format of winter and spring conference leadership sessions/track.
Update at
meeting: Retreat in October for new leadership
participants. The nomination application
will be out in August. The leadership
class will participate in Winter Conference as well.
Additional
updates at meeting from VP of Conference:
Angela brought
up the issue of default management.
There might be a presentation at Winter Conference by this
committee. Ohio is in the top 10 of
default rates rising. There could be a
follow up presentation at a later conference.
Ohio would serve as a pilot for this default management program. It would be a state-wide initiative. John Pierson, Client Account Manager in the
School Relations Department, is with the Department of Education. Two year school contact is Larry Webber. Angela will contact her committee chairs
about touring the Winter Conference facility in Newark.
1.) Nominations
Committee
q Claudia has
started working on nominations for 2006-2007
2.) Finance
Committee
q They already
met.
q 2 regional
sponsorships were not used from 04-05; they will have first dibs on 05-06.
3.) Research
q No report at
this time
4.) College Goal
Sunday Corporate Development
Summary of
activities:
Thanks to
Suzanne’s hard work and strong-arm tacticsJ at Spring Conference, we have a committee of willing
volunteers. These volunteers include:
Mary Arter
Bell
Katie
Bontrager
Joe Fries
Michael Jones
Becky Moore
Wendell Schick
Additionally,
Michelle Wade has offered the service of her grant writer on staff to help us
with grant applications.
Activities
planned but not yet completed:
During August,
we’ll be getting everyone together to talk through our strategy for seeking
financial support.
Leadership
training on Aug 4-5.
C.) Past President Wendell
Schick
Reminders: need updates on equipment. Members from 04-05 did not submit for P&P
manual. Submit any changes to Past
President by the end of the year.
1.) Association
Governance Planning
No report at this time.
2.) Membership
a.) Communication
Summary of
activities:
The summer
issue of The Gazette is nearly complete; expect to have it posted by the end of
the month
Activities
planned but not yet completed:
See
above. Plan to have quarterly editions
for 0506.
b.) Membership
Support
Summary of
activities:
823 Current
Members
Active Members-635
Associate
Members-184
Retired
Members-4
Activities
planned but not yet completed:
Kacy will be
updating the brochure on the website to reflect the most current officers and
information. She will also be e-mailing
people who have applications submitted but have not submitted payments.
Melony will be
working with the MASFAA group to see if we can recruit new members.
3.) Regulatory
Committee
a.) State Issues
Our guests today were Paula Compton,
Director of Articulation and Transfer, The Ohio Board of Regents and Tally
Hart, The Director of Financial Aid at The Ohio State.
q The purpose
and background of the State Portal and a Scholarship Database is to work with
OBR to create a statewide scholarship database for Ohio students and to
increase the college going rate in Ohio.
q Paula
encouraged us to look at the bigger picture of how to get students into
college. She told us that Ohio has moved
from an agriculture economy to a knowledge economy. The result is that we have more students
going to college. She recommended the
book, The World Is Flat by Thomas L. Friedman.
q This
committee, co-chaired by Tally Hart and Paula Compton, is trying to work with
the state of Indiana so they wouldn’t have to recreate the entire
database. They could just plug in our
data.
q Tally shared
her vision: Only half of needy students
apply for aid. Students believe they
want “scholarships”, but their search for scholarships will lead them to
learning about other types of financial aid.
q Tally’s
experience with scholarships brings her to the point of asking how to maintain
this search. Updating the scholarship
database will be crucial to keeping it trust-worthy for our students in
Ohio. Goal is to have a well-maintained
scholarship search to be a vehicle for gaining more scholarship dollars from
new donors. Scholarships would be local
and institutional (public, private, and proprietary schools). Tally is asking for ideas for our Executive
Committee as they partner with OBR.
Scholarships are often localized within regions. Key persons from different regions of the
state could plug into this committee.
Without duplicating work, the database could be maintained by persons,
at institutions, who are already doing this work. The committee also needs to know if there
needs to be incentives to the institution to have staff members involved. Does it need to be monetary or can it be
support? OBR isn’t able to maintain this
on their own, so can OASFAA join in on a statewide level? They want to link with partners to have a
governed database.
q Value of this
database is that it will help FAA’s reach students who are being missed
today. For example, remote areas or
schools with little assistance from high school counselors. It will be aimed at a facility for needy
students even; though it can be used by any student. It’s about access. Tally’s vision is that college classrooms in
Ohio mirror the students around the state.
We want to keep our competitive edge.
q Reactions from
OASFAA Exec Committee:
q How do we
educate the needy students who currently aren’t already searching for
scholarships? Answer: OBR is working on a statewide marketing
effort. 500 faculty and staff are working
together on this transfer assurance policy.
Admission and FAA’s will all be notified on campuses in Ohio, including
private institutions. As a result,
private institutions will be asked to participate. It’s not just a public institution
issue. OBR will partner with OCAN to get
to the targeted audience/students informed and educated. They’ll have to help grow this idea.
q College Goal
Sunday co-chair, Greg, likes the potential partnership in helping
students. He thinks that OASFAA can use
the student information from scholarship database in coordination to CGS
Committee.
q Think outside
the box. Why does application for
admission have to come first? As FAA’s
we might have to direct them to apply for admission.
q Tina Coulter,
BGSU, says that they struggle to keep up their own database. Who will host the serve? Answer:
Server will be housed at OBR. It
will be web based. The team will include
an IT specialist. Each region would have
one person to be responsible for db in their area. Data would be backed up at OBR. Tina is also concerned about how much time it
will take to maintain. Who will make
sure that we meet the deadlines?
q Ohio Career
Information System – it already has a scholarship database. Can we negotiate with the Ohio Dept of
Education to use it? Paula wonders how
much we would gain from it since it’s not marketed too well. Paula has inquired as to how they maintain
their database, but she hasn’t rec’d any information.
q Wendell’s
observation & concern: OBR must
provide an incentive to the institution so they will allow a staff member(s) to
spend time on this. E.g. How many students did that institution get
from this database? Is there a way for
the timing of the outside scholarships to be sooner in the calendar year? Currently, students find out about outside
scholarships after they have decided on a college. Response:
Tally’s goal is that the more widely disciminated information will out
sooner in order to make a difference.
Idea: institutions might be
willing to be the regional coordinator if that could also serve as their
institutional scholarship search as well.
q Tina suggested
researching the formats of institutions which already have databases.
q Paula
concluded that each OASFAA member is encouraged to be a part of this
committee. As a whole she believes that
OASFAA is willing to participate and could assist with the pre-existing
governance portion of it. If OASFAA
chooses not to participate as an organization, this committee could tap into
institutions.
q Greg asked if
there can be advertising on this site?
e.g. CGS or sponsorship? Paula’s response is no to sponsorship but
possible to advertising the service of CGS from OASFAA.
q Stephanie
asked, “How do you see OASFAA as a part
of this? Response: Regionally it would benefit because it would
be a smaller group to coordinate. OBR
believes this should be owned by the state rather than owned by OBR. OASFAA has the breadth of members. Other groups are more limited.
q Timeline and
expectations? Paula and Tally will
discuss the timeline. They’ll get back
to us in the fall.
q Issues: maintenance of the database and support from
our membership. What is the appropriate
governance linkage between OAFSAA and OBOR?
Additional
state update at the meeting:
q Michele shared
that training will begin on the state programs such as OCOG and OIG for
2006-2007. OASFAA will need to offer
training opportunities. e.g. Regional meetings or a drive-in
training. Ideas include having it at
regional meetings in coordination with a the Department of Education
videoconference or the outreach presentation.
Her goal is to have the training no later than November. Wendell asked Michele to check on timeline of
OCOG update. He heard that the earliest
information would be shared was January 2007.
He also asked her to get clarification on the $700,000 for the
administrative cost of this system.
q Michele is
working on building a better relationship with OBR. OASFAA can be a better partner to help OBR in
their stress of understaffed.
b.) Federal
Issues/Reauthorization – Roger and are Lisa are working on going through
archives.
A.) OBR Charles
Shahid
No report or
update at this time.
B.) Great Lakes Lee
Harrell
q John Brown
shared that the Holiday Inn will be temporarily closing the end of July
2005.
q Continue to
contact Levinia or John Brown about meetings.
They will work with OASFAA on this.
GLHEC conference room will reopen in October. John checked for previously scheduled
meetings at Holiday Inn. There were no
reservations made before today.
q Mary Lynn
publicly thanked John and GLHEC for their support.
C.) OCAN Mayme
Patthoff
Robin
motioned to adjourn. Second by
Stephanie.
Meeting
adjourned at 2:30pm