Leveraging
Financial Aid Self-Service
Bob Hughes
Applications Support
Manager
North Orange County CCD
About the Presenter
• Higher Education Experience – 16 years
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Whittier College
Cal Poly Pomona
North Orange County Community College District
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Fullerton College, Cypress College, School of Cont. Ed.
• Banner Experience – 13 years
• Programming for Financial Aid (Whittier, Cal
Poly Pomona) – 10 years
• MBA CSU Fullerton
What you will learn today
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Overview of Financial Aid Self-Service
Learn how the major tabs function
Learn the features of each tab
Learn how FA SS is used at Fullerton College
Learn pitfalls to avoid
Learn setup tips and tricks
Inspire you to use this at your college!
Why this topic?
• Financial Aid Self-Service was released in
February 2008; required in FA 7.11/8.1
• Beginning of the 08/09 aid year; too late to
change business practices
• IT staff busy with Banner 8 implementations;
new functionality on the back burner
• With Banner 8 behind us, it’s time to make
improvements
FASS Continues To Improve
• 8.2 (Sept 2008)
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Increased options for award information, with a print
feature to create an electronic award letter
Ability to ask students questions, and collect additional
information from students
Ability to stop students from accepting award based on
answers given
Pop-up instructions for unsatisfied tracking requirements
Display non-coded requirements on the Additional
Requirements tab
Display student-specific text
Define terms and conditions page which must be
accepted before students can accept awards
FASS Continues To Improve
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8.5 (Aug. 2009)
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Requirements tracking by term
Miscellaneous parameters form (RORMPRM). Display data in a grid
format.
Info Access on RFRBASE to prevent a fund from displaying in selfservice
Description, URL, Instructions field on Loan Options Self-Service
(RFRMGMT, ROAMGMT)
Information Access flag for requirement tracking status validation;
allows 'waived' requirements to not display
Long Description field for RTVRSTS codes
Eligibility page has tabs for requirements, requirement messages,
holds and academic progress. web text for each of these tabs can
be defined.
RTVLNST - determine if loan information should display in SelfService based on the loan status (such as cancelled)
We are behind the curve!
• Complete mortgage applications can be
completed on-line
• Admissions Application, FAFSA are on-line;
why are students still handing in paper?
• Lots of hidden costs with paper
• Printing, copying, waste, filing, scanning,
retention, data entry, etc.
Workload is increasing
• Fullerton College – 09/10
• 18,053 financial aid apps received (undup.)
• 12,656 received aid (includes BOG)
• Cypress College – 09/10
• 14,885 financial aid apps received (undup.)
• 9,854 received aid (includes BOG)
FA Self Service
• 6 Main Tabs
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General Information
Award Overview
Resources/Additional Information
Terms and Conditions
Accept Award offer
Special Messages
FA Self Service
FA Self Service
• Four Sub Tabs on ‘Eligibility’ page
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Requirements
Requirement Messages
Holds
Academic Progress
• All tabs can contain unique messages to
defined groups of students – “Student
Specific Text”
FA Self Service
General Information Tab
• Default for all students
• Always displays
• Powerful tool to guide students
General Information Tab
Award Overview Tab
• Default for all students
• ‘Electronic Award Letter’
• Determine Components to Display
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COA Detail
Need Calculation
Cumulative Loan Amounts
Housing Status
Print Terms and Conditions
ROAINST Settings
Award Overview Tab
New in 8.5 (Aug 09) –
add grid lines,
increase spacing on
RORMPRM
for award display,
other tables in FA
RORMPRM Form
Resources/Addl Info Tab
• Includes not only student specific text, but
defined questions/answers.
• Questions can be set to display every time
awards are accessed, once per aid year, or when
Unaccepted awards exist.
• Big limitation; can’t limit questions to specific
students (like student specific text)
• Overcome with creative use of award codes, or
simple modification
• Optional – Display Outside Resource Detail
Resources/Addl Info Tab
Note the use of
Hyperlinks!
Resources/Addl Info Tab
• When selected on ROAINST, you can also
display Outside Resources here
Resources/Addl Info Tab
• When selected on ROAINST, you can also
allow students to submit other resources.
Important! If
enabled, make
sure you have a
process in place
to deal with the
studentsubmitted data.
Resources/Addl Info Tab
• Responses to questions are stored in the
RPAINFO screen in Banner
ROAINST Settings
The Mod for SSQ
If you want ‘Student Specific Questions’ (such as a question to
‘zero income’ students):
Mod must be made to the “question_c” cursor in the function
“F_ShowQuestion” in package body “BWRKRHST” (FILE NAME..:
bwrkrhs1.sql).
------------…(prior code not displayed)
AND RPRINFO_QUESTION_CODE = RORWEBQ_QUESTION_CODE))
OR (RORWEBQ_OCCURRENCE = 'U' AND unaccpt_award_exist = 'Y')
/* NOCCCD (2) - Commented the next line and added new code */
-- OR ( RORWEBQ_OCCURRENCE = 'E')
OR ( RORWEBQ_OCCURRENCE = 'E' AND
ROKWTXT.f_calc_select_value(aidy,
RORWEBQ_QUESTION_CODE, pidm, NULL) IS NOT NULL))
/* NOCCCD (2) - End of modification */
Terms and Conditions Tab
• Simple and effective way to require
acknowledgement of terms/conditions
before packaging and/or disbursement
• Great way to get started with FA Self Service
• May be the only reason some students (not
selected for verification) come into your
office
• Optional – Display Award Messages here
Terms and Conditions Tab
If terms and
conditions have
not been
acknowledged,
Accept Award
Offer tab
unavailable
When the
‘Accept’ button is
pressed,
tracking
requirement is
updated and
student can
accept award
Requirements Updated
Note that
the
requirement
code is
updated
with a
system
indicator of
‘W’ (Web)
Steps to set up Terms/Cond.
1. Set up a requirement code; include it in your
tracking groups to post to all students.
2. Enter the code on ROAINST
3. Create a web text rule code (RTVWTXT)
4. Create web text rules (RORWTXT)
5. Populate web tab rules (RORWTAB)
Steps to set up Terms/Cond.
1. Set up a requirement code
Steps to set up Terms/Cond.
2. Enter the code on ROAINST
Steps to set up Terms/Cond.
3. Create a web text rule code (RTVWTXT)
Steps to set up Terms/Cond.
4. Create web text rules (RORWTXT)
Steps to set up Terms/Cond.
4. Create web text rules (RORWTXT)
Make sure
you use the
pull-down to
choose the
correct SelfService Tab.
We also use
this rule to
post
instructions
on the
General
Information
Tab.
Steps to set up Terms/Cond.
5. Create web tab rules (RORWTAB)
Accept Award Offer Tab
• Powerful tool for communicating with
students
• You can control the text on this page
• ‘Accept All’ button can be enabled that
updates a tracking requirement
• Important! Make sure the comment box is
disabled until you have a process in place to
deal with them.
Accept Award Offer Tab
Are your students shouting into the wind?
Understand ROAINST
• Do you know how your ‘Allow’ options are
set?
RPAINFO – a new way to work
• You should have a process in place to review
and handle all ‘not reviewed’ items
‘How to I get
parking?’
‘Can I turn this in on
Monday?’
‘Can you call me at
(xxx) xxx-xxxx?’
‘Where do I submit
my photo ID?’
‘What do I do now?’
Special Messages Tab
• Accessible only after all Terms and
Conditions tracking requirements are
satisfied and all required questions have
been answered
• Standard Institutionally Defined Message
• Student Specific Text (popsel)
Special Messages Tab
Turn it off if you are not using it (ROAINST)
ROAINST to turn off tabs
Idea – Work Study Jobs
Here is an idea that incorporates student
specific text and a web text variable:
Web Text Variable
Create a code on RTVWVAR and a rule in
RORWVAR
Variable in use
Place it in a web text rule with <**xxx**>
In Summary…
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Make plans to implement in 2011-2012
Start small – Terms and Conditions
Carefully evaluate all the options on ROAINST
Are you ready to take student-entered info?
Engage your IT staff in creating rules
Be creative – control your process
Questions?
Bob Hughes
[email protected]