OASFAA Executive Committee Meeting Agenda
Great Lakes
Higher Education Corporation, Columbus
July 27, 2007
Pamela
Arrington*
Mary
Arter
Amy
Baker*
Ginny
Biada*
John
Brown
Greg
Carlo
Mike
Clouse
Laura
Cruse*
Bev
Dalheim*
Jeff
Daniels*
Deb
Divers
Roger
Eldridge*
Kristy
Elton
Steve
England
Carrie
Euype
Ann
Marie Gruber*
Greg
Guzman*
Jennifer
Hayes*
Timothy
Hewitt
MorraLee
Holzapfel*
Gail
Houtz
Pamela
Hughes
Angela
Johnson
Betsy
Johnson*
Karen
Kopp
Scott
Lehman*
Jesseca MacDonald*
Marty
Maliwesky*
Tasha
McDaniel
Sam
McGuire
Amanda
McPherson*
Matt
Moore
Andrea
Morrow*
Kim
Nash-Yore*
Melony Ohalek*
Mary
Lynn Perri
Francis
Robbins*
Tammi Sawyer*
Wendell
Schick
Carmen
Sears-Edwards*
Sam
Selvage*
Charles
Shahid*
Sonia
Slomba
Stephanie
Sutton*
LaToya Sykes
Karen
Tijanich*
Lee
Ann Timmerman
Andrea
Tracey
Randy
Ulses
Ralph
Walker*
Claudia
Wenzel
Cheryl
Willard*
Carrie
Wissinger*
Kristy
Zende*
I. Announcements and New Business Amy Baker
Welcome and introductions of all
members.
A.
Web/ Communications discussion
We
need to make sure the committee members are forwarding items to the list serve
as needed. There has been a concern that
the list serve has been used for associate member product and services sent to
the list serve. That is an inappropriate
use of the list serve. There is a
concern that if things are not reviewed before the posting then maybe the one
person that reviews could be sitting out there and waiting. Is it possible to install certain emails that
will shoot on through without the review process? Carrie will check on this possibility.
B.
Budget discussion and approval
Motion
to approved budget by Kim Nash-Yore. Second by Scott Lehman. Unknown support in financials for budget line
item for sponsorship and support very general due to the fact that we have no
idea what we will get. Assuming that we
will get a little over 100K . Amy urged
committees to please keep costs down as much as possible. Look at all options to save where we
can. Budget was approved.
C.
Structure of Corporate Support
Betsy
updated committee on change of structure of OASFAA. Talked about possible problems with our
current environment. Went on to talk
about the Associate member survey that was sent out about the possibility of
sponsorship and whether they will be general or specific. Things could change when the laws are
finalized. How can we present to assoc.
members ways for them to help us without causing any hardships. Possibly calling them exhibitors levels. CGS sponsorships will be completely separated
instead of together with other corporate support. CGS Support will be appealing to businesses
and assoc members to get sponsorships.
Is conference planning going to make any changes to conference in
anticipation about the assoc members not being able to sponsor anything, and
therefore the association would have to cover those expenses. Discussion followed about conferences and
prices of conferences contracts for sites, etc.
D.
NASFAA Update
Amy
attended the college access pre conference.
Very small component of college access and most early awareness. It was realized that we are many steps ahead
of other states in their activities. There
was not a noticeable Dept of Ed presence at the conference. They did a general update, but other than that
they were not there. The exhibitor area
was not well attended. MASFAA was
mentioned and Ginny is looking for people to help moderate sessions. Anyone that is planning to attend and is
willing to moderate, please let Ginny know.
Also need retirement names.
MASFAA put a public service info sheet together intent is to look at
positive things that we do. This could
be something that we want to look at doing.
NASFAA counselor training is planning to offer several training sessions
to guidance counselors around the country.
E.
Membership Support Update-ATAC
There is a plan to
update the website look, and also we would like to discuss membership
database. Discussion on the website
followed. Upgrade must be done before
conf registration. Is it something that
can be done before conference registration.
Website will be down until the upgrade is done. Upgrade to database can be done anytime. Carrie has demos of these. There are many new items/functionalities that
can be done, discussion followed. Many
automatic things can be done now, vs the manual way
of the past. SAFARI designed for outreach
to students and etc. It is a place where
OASFAA members can post info about events to the calendar. We have budgeted for the upgrade, there are
many features that will be beneficial to us, but the problem will be when do we
do this? Discussion followed. Suggestion was given to maybe revisiting the
changes that were already made to see if those suggestions need to be changed
or tweaked any. Currently no one is
monitoring the website, we are setting ourselves up for failure if we do not
have someone to monitor the website. For
example, the CGS 2007 is still =out there, someone registered for it this
week. This is a major problem that the
organization needs to be looking at. Discussion
about when to do the upgrades and is we wait will cost stay the same? There are many that are in favor of doing
upgrades in early Sept. Discussion
followed. Motion for upgrades and
website redesign for $1800 by Amanda McPherson, Betsy Johnson second. Question was asked that we make sure we can
keep the website and upgrades as ours and ATAC does not own them. Motion passed.
E.
Regional Meetings will be decreased. There will only be 4 one will be Needs
analysis, Support Prof, and then the other 2 will be for the reps to plan. Discussion was also heard about regional
meetings and if we need to make sure they are members to attend.
A. Goals From
planning retreat
Three main areas for this year. Improvement of public relations/communication
piece, website improvement, and what we do positively for outreach….maintaining
exec committee ensuring long range existence of OASFAA, TEAM aspect, forming
partnerships with OCAN, OACAC, etc. What
can we do to support the governors initiative for the increased students in
college. Letter will be sent to governor
and Chancellor Fingerhut about who we are and what we do.
B. P&P update
This is always a work in progress. Discussion about the committees that are not
in the P&P. New Member/Mentor,
Leadership, and CGS Corp Support. Part
of the New Member description is under Membership support because they used to
be together and now they are separate.
Amy asks that all committee chairs to send a description of committee to
Mary Lynn and Steve for inclusion
III.
Secretary’s Report Amanda
McPherson
Minutes for both meetings will be looked
at next time.
III.
Treasurer’s Report Debralee
Divers
See Attachments and
A few NASFAA training fees that were
received late have created some questions.
Scott is working on what happened and why they were late. Concern was raised by Betsy to make sure that
if any of us are taking in money we need to make sure that the money hits the
books. We need to be sensitive of this
issue, because this does affect our bottom line.
A.) Northeast Tammi Sawyer
1. Summary of activities:
June 13th & 14th
Attended 07/08 Planning Retreat – Sawmill Creek Resort
2. Activities planned but not yet completed: October 4th 2007
First regional meeting – “Extreme Makeover” Financial Aid Edition
Host site: The University of Akron – Simmon’s Hall Auditorium
When: 9:30 – 2:30
Lunch:
The
Robertson’s Café - $6.95 a person
Presenters Topics
Barb Caillet PowerPoint, technology & you
Officer
TBA Tips on how to redesign your web site to
be friendlier
November (TBA) 2007 maybe 8th or 9th
Second regional meeting – Professional Support
Host site: The University of Akron
When: TBA
Lunch:
The
Robertson’s Café - $6.95 a person
Contact: Karen Tijanich – 440-775-8142
February (TBA) 2008
Third regional meeting – Needs Analysis
Host
site:
When: TBA
Lunch:
Contact: Pam Hughes – 419-772-2273
April 3rd, 2008
Fourth regional meeting –
Host
site:
When: 9:30 – 2:30
Lunch: Breaker’s dining services - $8.00 a person
Possible topics:
Implementing a financial literacy program on your campus
Default rates and affects, Fraud issues, FERPA
3. Recommended discussion items for the Executive Committee:
None
4. Recommended action items for the Executive Committee:
None
B.) Northwest Gail
Houtz
Tentatives for
everything. Topics for fall and location
for spring. Bluffton will be
spring.
C.) Southeast Jesseca MacDonald
Dates and sites are still in works
D.) Southwest Laura
Cruse
1. Summary of activities:
Months for the meetings:
October---Meeting will take place at The College of Mount St. Joseph
November—Support Prof Meeting
January
Needs Analysis Meeting
April
2. Activities planned but not yet completed:
Dates and locations have not been finalized for the meetings. Locations will be determined based on the final topics of the meetings.
Suggestions for topics from the Regional Meeting at the May Conference:
Web Resources for Financial Aid
Dealing with a Difficult Students/Parents
How to make College Affordable---Best use of Financial Aid
Verification---tax information
SAP
Identity Theft
Campus Websites
NSLDS
Professional Judgment
Electronic Access---Using the Web Effectively
Suggestions for Locations:
3. Recommended discussion items for the Executive Committee: None
4. Recommended action items for the Executive Committee: None
I have been working
with NASFAA regarding the upcoming 2007-2008 NASFAA Drive-In Workshop. NASFAA Trainers have been selected, I am pleased to announce that Angela Johnson
from the Metropolitan Campus of Cuyahoga Community College and Scott Juedes from
Scheduling the NASFAA Training at the OASFAA Winter Conference as a pre-conference event and scheduling the NASFAA Drive-In Workshop. Topics were discussed. Trainers will be not traveling, they will be trained by webinars.
I am also working on updating the OASFAA Training Calendar and providing a printed calendar that regional reps and other committees can use to promote OASFAA Events.
I will also be working with Amy, Betsy, and Ann Marie to finalize our objectives for the 0708 year.
None
4. Recommended action items for the Executive Committee:
Asks for regional reps to forward dates to her so she can get a calendar together.
1.) Support
Professional Committee Karen
Tijanich
A. Summary of activities: Co-chair planning meeting took place on July 11, 2007. Sent email out to interested committee members. Also sent recruiting email out on OASFAA list serve. We hope to get some interested committee volunteers.
B. Activities planned but not yet completed: First committee meeting is scheduled for
Monday, July 30th at
C. Recommended discussion items for the Executive Committee: None
D. Recommended action items for the Executive Committee: None
2.) Need Analysis Pam
Hughes
A. Summary of activities:
Greg and I got together on July 9, 2007 to discuss our goals and meeting times for this year.
Meeting
dates for committee have been confirmed, all will be at
Greg will email committee members interested in Needs Analysis of our first meeting.
B. Activities planned but not yet completed:
Meeting Dates for Committee are
First-August 9, 2007
Second-September 18, 2007
Third-October 25, 2007
Fourth-To Be Determined
Regional Dates for Workshops
Northwest—January 17, 2008
Southwest—January 17, 2008
Northeast—January 24, 2008
Southeast—January 24, 2008
C. Recommended discussion items for the Executive Committee: None
D. Recommended action items for the Executive Committee: None
3.) NASFAA
Training
No Report
4.) Outreach
Committee Bev
Dalheim
A. Summary of activities:
We are just beginning planning of activities for 2007-08. Dates are on the OASFAA calendar.
B. Activities planned but not yet completed:
Our first meeting is Friday, July 20. All other activities are on the calendar.
C. Recommended discussion items for the Executive Committee: we need to choose sites without a charge or we may need to go elsewhere. Sites are being reviewed, but we are looking at trying to use sites that might allow us free or reduced cost.
D. Recommended action items for the Executive Committee: None
5.) Early
Awareness Committee Andrea
Tracy
Contacted potential new committee members.
First
meeting is scheduled for August 14th
at 10:00 a.m. at
6) Web Manager
No Report
1) Professional
Development Frances
Robbins
A. Summary of activities:
Ralph and Frances had a phone meeting to touch base and discuss plans for our committee.
B. Activities planned but not yet completed:
We are sending an email to those people who had expressed an interest in serving on our committee to see if they are still interested (it appears that some of them expressed interest quite a while ago, so may not still be interested).
Once we have an idea of our membership, we will plan a meeting for sometime in late summer or early fall.
We should have a resource place of people that are willing to speak to certain topics. Speakers bureau. Also knowing someone’s area of expertise.
C. Recommended discussion items for the Executive Committee: None
D. Recommended action items for the Executive Committee: None
2.) Conference
a.) Site Pam
Arrington
Visited the Embassy Suites in
b.) Program Lee
Ann Timmerman
No Report
c.) Entertainment
No Report
d.) Registration
No Report
3.) Leadership Jennifer
Hayes
A. Summary of activities:
1.
2007-2008 Leadership Class Workshop date has been set
for Friday, October 12, 2007 at Great Lakes Higher Education in
2. We are currently receiving applications for the upcoming class.
3. Leadership Committee has been formed and dates are being set for future committee meetings.
B. Activities planned but not yet completed:
1. Getting the agenda ready for the one day workshops; items will include ice breakers and team building exercises.
C. Recommended discussion items for the Executive Committee: None
D. Recommended action items for the Executive Committee: None
4.) New
Member/Mentor Kristy Zende
A. Summary of activities:
Initial meeting to discuss plans for committee.
B. Activities planned but not yet completed:
New Member Packets
Recognition of new members
Phone calls to new members as they register
Email existing members welcoming new members
C. Recommended discussion items for the Executive Committee:
Mentor participation w/in Exec Committee
Suggestions for new member packet materials…website info, welcome letter, CGS signup form, training calendar, committees info,
New member Conference track/special program
D. Recommended action items for the Executive Committee:
C. President-Elect Betsy Johnson
The finance committee met on June 13, 2007 to prepare the budget for the following year. With the unknown changes that could occur in regards to sponsorship, the Corporate Development Committee created an associate membership survey in hopes of getting ideas and suggestions for sponsorship for the upcoming year. The College Goal Sunday Committee is working on expectations for the upcoming year to assist CGS Corporate Development and their work with potential sponsors. Glyphix (the student group used in the past to create marketing materials) has been contacted and site location applications should be available soon.
1) College Goal
Sunday Committee Greg Guzman
· Stmt has been developed for the Corp Support to use when requesting a donation. It is fundamentally different from the rest of the country. We help anyone…the rest of the country targets 1st generation low income students. Does the rest of the association agree that we are OK with they way we are currently operating. Locations are how we can be sensitive to who we are helping. We want to make sure we are still being sensitive to who we are helping. Can we go to One Stops, child services, opportunity centers, not just high schools. But the problem still remains of funding to go to different avenues. OCAN is involved heavily and will hopefully help us hit all populations. NASFAA is advising us, but we are who get to make the decisions.
· Site application emails were sent. Has already received some. August 15th is the deadline for apps to be rec’d. Sept 1st will be the decision date. All sites will be notified by then. 35 sites will be selected.
· Will there be a save the date something for articulation? As of now, we may have something for articulation even if it is something that we create.
2) College Goal
Sunday Corporate Development Cheryl Willard
A. Summary of activities:
We attended the OASFAA Leadership Retreat June 14 and 15, 2007 which was conducted for members of the 2007-08 OASFAA Executive Committee. While at the retreat, we met with Betsy Johnson, OASFAA President-Elect, Greg Guzman and Sam Selvage, CGS co-chairs. We discussed the importance of CGS co-chairs, Corporate Development co-chairs, and CGS Corporate Development co-chairs working together as decisions are made regarding items such as how we can best define various CGS contribution levels, spend CGS sponsorship received, and recognize CGS sponsors.
B. Activities planned but not yet completed:
A conference call for Betsy Johnson, Greg Guzman, Sam Selvage, MoraLee Holzapfel, Karen Kopp, Ginny Biada, Mary Arter Bell and Cheryl Willard is scheduled for July 17. We will begin the task of writing a description for the P&P.
C. Recommended discussion items for the Executive Committee: maybe we could start to focus on some student success stories.
D. Recommended action items for the Executive Committee: None
3) Corporate
Development Ginny
Biada
A. Summary of activities:
Conference call with committee chairs, president and president-elect to discuss action items from corporate support session at OASFAA Spring conference.
Survey tool for Associate Members created and sent to communication committee for distribution
Began working on proposal for sponsorship levels, benefits, dollar amounts, considered raising
exhibitors fee to help us underwrite the cost that we won’t get from sponsorships.
Begin developing list of do’s and don’ts for schools and corporate partners related to Sunshine Act, SLATE and related federal issues.
B. Activities planned by not yet completed:
Analysis of Survey
Corporate Support level proposal readied for Exec Council approval
Prepare list of do’s and don’ts for Exec Council approval
C. Recommended discussion items for the Executive Committee:
Confirmation that OASFAA wants to move to ‘general sponsorship’ rather than individual event sponsorship for 07/08 year.
Confirmation that OASFAA intends to continue to segregate general sponsorship funds from College Goal Sunday funding.
D. There is not a lot of indication that the sponsorships will decrease b/c the lenders have indicated they will not decrease support of the associations.
D.
Past President Claudia Wenzel
1.) Association
Governance Planning Steve
England
No Report
2.) Membership
Membership
Membership statistics
Total current members 791
2006 membership 844
Members not renewed from last year – 341
205 of them were active members - 63 had active/new status – 142 active/renewal
63 of them were associate members - - 24 were associate/new status – 39 associate/renewal
1. P & P - believe updates are needed
Much of the text – highlighted -- have these responsibilities been moved to New Member?
This text could be used to update that section.
2. Discussed at planning meeting the idea of requiring folks to be a member to attend regional meetings and trainings except support professional. Need procedure to implement.
3. Maintenance of life time members – Could/should we use existing category “Honorary” --- possible issue – are any lifetime members still “active” members
4. Clearly identify populations that we might want to target for membership -- Student was mentioned as one but I do not see that category. Others we discussed are there.
5. Need to consider membership application/check from Joyce Wilkens – “consultant” Evans Consulting
There are three current oasfaa members that fall under the “consultant” category – have been members for quite some time:
Dudek Beverly Dudek Financial Aid Consultant Educational
Management Services Consultant
Gatewood James Gatewood Financial Aid Consultant Educational Management Services Consultant
Gregory CHRISTINE
GREGORY President/CEO Educational Management Services Consultant
Discussion followed about members and who gets applications to review.
– ATAC items
6. Membership Application
Based on conversations at the planning mtg : Can following items be added to the application:
Perhaps inserted after “Starting year in profession” and “Staring year in OASFAA”
OASFAA Speakers Bureau: Include me as a possible presenter for trainings and conference sessions YES NO
Areas of expertise on which I could present : __________________________________
7. Running multiple year data bases : Randy to talk with ATAC for update – discover if different from in the past
ATAC response in the past included :
1. The membership database is a real-time system and cannot have multiple year applications running at one time. The annual application can be changed to the next year and any point you request.
2. The membership application. It is updated to the new year upon request, so now that you're ready for the change we'll get it ready to put in place. It should be available early next week. Anyone who has already submitted an application would be under the 2006 membership year and would need to be transferred to 2007.
Work with Randy’s committee
3.) Communication Randy
Ulses
1. Summary of activities:
·
Presentation of
combined committee at exec retreat
·
Transferred
access to Job Update from Michiale Schneider to
Carrie
·
Made initial
contact with interested committee member
·
Phone conference
with Paula Gordon at ATAC
o
Discussed
committee direction
o
Reviewed
OASFAA/ATAC working relationship
o
Learned basics
of new ATAC database upgrade capabilities
o
Discussed revamp
of OASFAA Website
2. Activities planned but not yet completed:
·
Develop timeline
for new Website
·
Calendar necessary,
continuing Web activities (i.e., conference, CGS, and other registrations)
·
Prioritize
enhancements utilizing new capabilities (i.e., membership years, conference
payment adjustments, Listserv management)
3. Recommended discussion items for the Executive Committee:
·
Update of discussions
with ATAC and updated database capabilities
4. Recommended action items for the Executive Committee:
·
Need to central
understanding of OASFAA/ATAC relationship
o
ALL emails to
Paula Gordon (pgordon@ataccorp.com)
need to be cc’d to the following:
o
Allow for
continued direct access by OASFAA leaders, monitoring of activities (for
assessment not approval), accounting for charges, and assistance when problems
arise
4.) Regulatory
Committee
a.) State Issues Stephanie
Sutton
1. Summary of activities:
We’ve been off to a busy start for the 2007-2008 Academic Year with four different messages to the list serve. Two of the messages concerned the State Budget picture and were forwarded from Charles Shahid. Another communication was issued from the OBOR SGS website which forwarded the 2007-2008 OIG and OCOG tables to the membership. The fourth communication was clarification from Dee Delaney on the future of TEAP.
The co-chairs had
a phone conference planning session on
2. Activities planned but not yet completed:
·
Meeting with Charles Shahid,
· Schedule OASFAA Executive Committee Meeting to be held at OBoR
3. Recommended discussion items for the Executive
Committee:
We would like approximately 15 minutes of the Executive Committees time to brainstorm ideas for the direction of the State Issues Committee for 2007-2008. What does the membership want us to accomplish: training; advocacy, connecting the dots between the state agencies; connections between OASFAA Committees, etc.? What are the needs for campuses or individuals?
4. Recommended action items for the Executive
Committee:
None
b.) Federal Issues Jeff Daniels
They are trying to work on the best way
to disseminate info to the OASFAA, open to suggestions of how to get this
done. Question was asked about how do we
know which senators and reps are on which committees on Capital Hill. Committee feels it is important to get the
info as much as possible, and to send it even if it appears in the NASFAA
news.
c.) Reauthorization
Issues
No Report
5.) Default Task Force
A.) OBR Charles
Shahid
Spoke his appreciation of the OASFAA
and OBR relationships. 600,000 ISIRS
have been rec’d by OBR. Challenge this
year was the recommended changes for prop schools. In past could process all and wait. This year could only wait until budget was
passed. As of this morning OBR is pretty
much caught up through July and have only about 60000 more to process. Other major news is that all OIG shortfall
payments have been disbursed. They will
approved extensions for required payments for 06-07. Projected $30million shortfall that was
actually $45 million. They have started
to build in shortfalls into budget so hopefully no delays will happen next
year. He will be sending out messages
that queries are ready. OBR is going to
hopefully host next exec meeting at OBR, will not be able to do lunch, but will
be able to host meeting. Would like to
host us more than only once per year.
Charles is going to investigate the possibility of training at regional
meetings for state grant programs in order to be available to us for questions,
etc. Possibility of a FAQ section on
website, and an area that can have questions posted so that the same questions
are not repeated all the time. He is
sensitive to the issues that not every one knows about the state grant
programs. 08-09 makes Stu Wk Dev Grant going away and PTIG will be gone. No one will be getting this. No phase out…they are just gone. No fund
carry forward. He does have a reporting
relationship with the chancellor. He has
taken to the chancellor the concerns with the abruptness of stopping these
programs without warning. He is making the argument for the offices and
students to the chancellors. In process
of building a financial aid advisory section within OBR. Eric Betingger Case
Western and Bridget Long (Harvard) consultants to investigate OCOG and how
effective it is in changing behaviors.
Invite was extended to the Chancellor Fingerhut to attend winter
conference. It was also asked that OBR
and Fingerhut support CGS. Possible
designate Feb 10th a state wide financial aid day. Possibility of advertising CGS on Ohio
College Access Portal. Discussion about
new scholarships Choose Ohio First (STEM areas)
and James Rhodes(1 student per public high school that attends a 2 yr
school). He does not, however, have the
specifics on either. He is not sure
about the level of involvement of OBR about these programs. Data theft questions in relation to
NEALP. TEAP has $2mil in budget. All staff has been let go and not sure how
Dee Delaney will administer program, but he believes the financial aid office
will get notification from her regarding TEPA soon.
B.)
Lee Harrel is
now the financial aid VP at Ohio Wesleyan.
The space at GLHEC was discussed and it is still appropriate to use this
space, they are continuing to monitor the situation and if anything changes,
they will keep us up to date.
C.) OCAN MorraLee Holzapfel
They are in new head quarters in
Huntington Bldg, 16th floor.
Everyone is welcoe to come see new
offices. Conference is Sept 16-18th. Project…OCAN rec’d 8.5 million to be targeted
to last dollar scholarships, Chancellor Fingerhut would like the 8.5 mill to be
turned into 100 mil in two years. OASFAA
is invited to have a table at the exhibit area of the conference.
Meeting
Adjourned
Motioned
by Betsy Johnson, second by Amanda McPherson.