FINANCIAL AID ELECTRONIC PROCESSING

FINANCIAL AID FINANCIAL AID ELECTRONIC PROCESSING

Benefits of Self Service - Improving Customer Service, Eliminating Paper, and Saving Money

JoEllen SoucierDirector of Student Records and Financial Management

Shane MullenSenior System Analyst/Programmer

Banner Best Practices Conference, Fitchburg State College June 9, 2010

Financial Aid Electronic Processing Benefits of Self Service - Improving Customer Service, Eliminating Paper, and Saving Money

Agenda

Financial Aid Award and Loan Letters Past Practice Financial Aid Award and Loan Letters - Past Practice Financial Aid Request for Electronic Processing

• Email Use Campaign• Self-service Training, Manuals, and Student Communications

Financial Aid Award Notifications - New Practice Programming Changes and Behind the Scene Updatesg g g p

• Financial Aid Award Notification Emailing• Bookstore Voucher Uploads – Barnes and Noble• Modifying Self-Service Banner Packages and Using WebTailorModifying Self Service Banner Packages and Using WebTailor

Successes and Lessons Learned

June 9, 2010Banner Best Practices Conference, Fitchburg State College


(978)630-9169

Initial Tracking Letter• Receipt of FAFSA data

Mi i D t ti

ID: 00099999John Doe444 Green StreetGardner, MA 01440

Dear John:

The Office of Financial Aid at Mount Wachusett Community College has received the results of • Missing Documentation• Information and policies

File processing occurs

y gyour Free Application for Federal Student Aid (FAFSA) for 2008-2009 Academic Year.

This information determines your eligibility for federal and state financial assistance. Once your FASFA has been processed, you will receive a Student Aid Report (SAR) or an Information Acknowledgement Form, either by email for those who provided an email address, or by mail. Please review this document to make sure all items are correct. If you need to make any changes, please notify the Office of Financial Aid. If the SAR data is correct, please keep this paperwork for your records.

Approximately 33% of applicants for student financial assistance are selected by the US Department of Education and/or Mount Wachusett Community College for a process called

Request for additional data – more letters

Department of Education and/or Mount Wachusett Community College for a process called “verification.” Students selected for “verification” must submit copies of all appropriate federal income tax returns.

To complete your application for student financial assistance and receive a financial aid award letter, you must send the items indicated below to our office within two (2) weeks:

2008-09 information needed:File is pending review by the Financial Aid OfficeThe MWCC Financial Aid Application is needed

IMPORTANT! Your student financial assistance application, including student loan assistance, cannot be processed until all of the information requested above is received and reviewed. If you have questions about the financial aid process, please stop by or call the Office of Financial Aid.

Sincerely,


P f ll h i d i f ll b h d ifi d h d bill S d h Payment of all charges is due in full by the date specified on the student bill. Students whose accounts have not been paid in full or otherwise cleared through commitments by other sources (financial aid, contracts, payment plan, etc…) will have their course registrations dropped by the college. If you do not pay your bill, or make acceptable arrangements to pay your bill by the first day of classes, you will not be allowed to attend classes.



(978)630-9169

AWARD NOTIFICATION LETTER


Paper Award Letter• 30 minute process to

generate letters The Office of Financial Aid at Mount Wachusett Community College has completed a review of your student financial assistance for the 2008-2009 Award Year. We are pleased to offer the following awards for the periods indicated:

AWARDS OULINED HERE BY THE SEMESTER

This award is based on an enrollment status of part-time for the year or ( part-time for the fall and part-time for the spring). Enrollment status of 12 or more credits per semester is defined as full time; 9-11 credits is three quarter time; 6-8 credits is half time; and 1-5 credits is less than half time. If your reported enrollment status is not correct, the award amount is subject to change Please contact the Office of Financial Aid if your enrollment status changes

generate letters• Terms and Conditions on

back• Copy retained in the file to change. Please contact the Office of Financial Aid if your enrollment status changes.

The first source of funds received by the College will be used to pay for outstanding tuition, fees, books and health insurance charges. These awards will be reflected on the bill you receive from the Student Account’s Office. All bills must be satisfied prior to the start of classes.

This award is for the 2008-2009 Award Year, you must re-apply for financial aid each year. If you choose not to accept any of these awards, please inform the Financial Aid Office. To continue receiving financial aid, a student must be making satisfactory academic progress according to the College’s policy for aid recipients and not be in default on a student loan or owe a refund on a grant.

Copy retained in the file• SAP policy sent with every

letter• Loan paperwork and g

Important information for students enrolled in Leominster, other cycle or modular classes, or late start classes: Financial aid funds for Cycles and other non-traditional periods cannot be paid until enrollment is verified. Students who receive funds that require half-time enrollment are not eligible for disbursement until half-time is reached. Therefore, students attending 3 credits for Cycle 1 and 3 credits for Cycle 2 would not be considered half-time or full-time until they have physically attended Cycle 2 and the enrollment has been verified by the Records Department, the same for Cycle 3 and Cycle 4.

Important information regarding Withdrawals: If you are considering withdrawing or dropping (stop attending class) from a semester or term please contact the Office of Financial Aid

p pinstructions included - letters with loan offers

Revised Award Letterdropping (stop attending class) from a semester or term, please contact the Office of Financial Aid. Withdrawing/dropping prior to the 60% point of the semester/term may result in a balance dueto the College. The U.S. Department of Education mandates that federal funds be returned on a pro-rated basis for all students who withdraw from or stop attending the College. This may result in students receiving overpayments of federal funding that must be returned upon official or unofficial withdrawal from the College. Failure to repay such overpayments may result in future ineligibility for aid. For a complete copy of the College’s withdrawal and refund policy, contact the Office of Financial Aid.

Payment of all charges is due in full by the date specified on the student bill. Students whose accounts have not been paid in full or otherwise cleared through commitments by other sources (financial aid contracts payment plan etc ) will have their course registrations dropped by the

• Enrollment changes• New information

(financial aid, contracts, payment plan, etc…) will have their course registrations dropped by the college. If you do not pay your bill, or make acceptable arrangements to pay your bill by the first day of classes, you will not be allowed to attend classes.



Banner Self-Service Web Connect

Award Screen Prior to any Changes

Simple Screens but Confusing

Unclear MenusUnclear Menus Difficult to Navigate Limited information

il blavailable



Request for Changes Discussions with Staff and

S d

Financial Aid

EligibilityRequired Documents and Missing InformationFinancial Aid Holds (which may prevent payment of awards)Satisfactory Academic Progress InformationStudents

Automatic Emails Look and Feel of Self-

Satisfactory Academic Progress InformationAcademic Transcript Information

Award InformationAward Summary and Disbursement DetailsAccept Award Student Loan OffersLoan InformationStudent Account Details Look and Feel of Self

Service Banner – Word Doc and Screen PrintsPDF Documents attached

Student Account Details

General Financial Aid InformationDownload DocumentsFile the FAFSAScholarship SearchGeneral Financial Aid Information

PDF Documents attached for view and download

Timeline for i l i

MWCC requires students to complete the Free Application for Federal Student Aid (FAFSA) to qualify for federal, state, or college financial aid. Once the FASFA has been processed, the student will receive a Student Aid Report (SAR) to be reviewed for accuracy and completion. Student must reapply for aid every year. Priority deadline is April 1st prior to the start of the award year.

Check the Eligibility link above to verify that all required documents and

implementationg y y q

information have been received. You must return any missing documents or information as soon as possible.

IMPORTANT! Your student financial aid application, including student loan assistance, cannot be processed until all of the required documents and information have been received and reviewed.



ID: 00099999(Front)


Dear John:

The Office of Financial Aid at Mount Wachusett Community College has received the results of your Free Application for Federal Student Aid (FAFSA) for 2009-2010 Academic Year.USING YOUR ACCOUNT

Tracking Letter ChangesFAFSA D To complete your application for student financial assistance and receive a financial aid award,

you must send the items indicated below to our office within two (2) weeks:

2009-2010 information needed:The MWCC Financial Aid Application is needed

Your financial aid application, including student loan assistance, cannot be processed until all of the information requested above is received and reviewed. If you have questions about the financial aid process, please stop by the Financial Aid Office, go to our web site at http://www.mwcc.edu/financial/application.html, or call us at 978-630-9169.

Mount Wachusett Community College has chosen to make the college’s student information system available to students through the implementation of the WebConnect system. Student email accounts have also been provided for all students. Access is available as soon as students are registered for enrollment in credit courses.

WebConnect Services:View and print your class schedule View and print a copy of your grades and transcript Register and add/drop courses Review and pay your bill on-lineView the current college catalog Review your financial aid information and awardsAccess the MWCC library web services Establish your MWCC email accountDegree Evaluation Order an official transcript

Creating/Activating Your Account:

R i d it St d t ID Y St d t Id b f d MWCC St d t ID d t iti bill

FAFSA Data Received

Missing Sincerely,JoEllen SoucierDirector of Student Records and Financial Management

IMPORTANT: This will be the ONLY communication you will receive from the Financial Aid Office by mail. All future communications will be sent to your MWCC email address, including your award notification. Please activate your MWCC email account as soon as possible using the instructions on the back of this letter.

Required items: Student ID: Your Student Id can be found on your MWCC Student ID card, your tuition bill or by calling MWCC helpdesk at (978) 630-9378.

1. To get your unique MWCC student username and password, access the MWCC home page at www.mwcc.edu. Then click on the “Activate your Account” link.

2. You will be required to choose a secret question and provide an answer during the activation process. Please be sure to choose something you will remember. The question and answer will be used to confirm your identity when communicating with MWCC by telephone

gInformation

Activate Email and It is very important that you check your MWCC email account regularly!

Please see reverse side of this letter for instructions on activating Email and using Web Connect.

--OVER—

your identity when communicating with MWCC by telephone.

3. At the end of the account activation process your username and password will be displayed. This will be your login and password for Blackboard, WebConnect, Student email, MWCC Computers, and the MWCC Wireless Network. If you need to write down your username and password, please be sure to keep them in a secure location.

4. If for any reason your account activation is unsuccessful please contact the Help Desk at (978) 630-9378 for assistance. MWCC may not have your current information on file.

5. If at any point after activating your account you do not remember your username and/or password please go to www.mwcc.edu/current. Then click on the “Account Access Issues” link.

Email and Self-Service

6. To access the Student wireless network with your laptop, please bring your student ID card and visit the ISS Department, Room 078 (Gardner campus) for set up. You will need to know your username and password.

Where can I email or call for help?

Email [email protected] or call (978) 630-9378 for assistance with Web Connect access. Contact your academic advisor or the Enrollment Center at [email protected] or (978) 630-9238 for assistance with registration. You can access WebConnect from any location with Internet access.


(Back)


From: [email protected] [mailto:[email protected]]h d h

Notification Email Award date in Banner –

i d

Sent: Thursday, March 11, 2010 1:12 PMTo: John DoeSubject: MWCC - Financial Aid Office - Aid Package

You are receiving this notice because you have been AWARDED financial aid OR your financial aid award package has been REVISED due to a change in enrolled credits or a change in your aid eligibility. Your financial aid package is available to be viewed at any time using our Web Connect system.

new or revised Generated every morning

automatically

y g y

To access the Web Connect system, go to www.mwcc.edu and click on the Web Connect icon on the middle of the page. Financial Aid Information is available by using the following steps: Log in to Web Connect using your user ID (student ID#) and PIN code. Click on Student & Financial AidScroll down and click on Financial AidClick on Award Information

y Instructions on accessing

on-line informationSent to FAFSA email and

Click on Award InformationClick on Awards for the YearSelect the 2009-2010 or 2010-2011 Academic Year and click Submit Click on the Award Overview tab

If you have a student loan and would like to apply for the loan to assist with college costs, you must accept the loan using the Accept Loan Offer tab and complete the online MPN and Entrance Loan Counseling requirements. Links to the Direct Student Loan instructions accessing the online MPN and Sent to FAFSA email and

MWCC emailto the Direct Student Loan instructions, accessing the online MPN and completing the Entrance counseling are included on the Accept Loan Offer screen.

Students with financial aid that exceeds the billed costs may qualify for a bookstore credit and use financial aid funds to help cover the costs of textbooks. Bookstore credit amounts (if eligible) will appear on the Awards for the Year screen, above the financial aid package, beginning 14 days before the start of the semester or 7 days prior to cycle 2. Please read all terms and start of the semester or 7 days prior to cycle 2. Please read all terms and conditions.

If you are registered, you can access your student account by clicking on the Student Account Summary at the bottom of the screen. If you are taking 9 credits or more, you are charged the student health insurance fee and have the option of waiving that fee if you have your own health insurance coverage. To waive the health insurance, click on the Health Insurance Waiver at the bottom of the Student Account Summary screen.


If you have any questions about accessing WebConnect or setting up your MWCC email account, please contact the Help Desk at 978-630-9378.


Banner Self-Service – WebConnect Examples


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Implement Changes Staff and Student mass

communications

To all –

We have made significant changes to the financial aid information and process on Web Connect. We will no longer be mailing paper award letters but will be providing all the financial aid information on Web Connect and will require students to complete the student loan applications and communications

Training workshops for all front line staffInstruction Manuals

q p ppacceptance process through Web Connect. We will be a Direct Loan school next year and this information will also be available to the students through Web Connect.

I am holding a number of demonstrations sessions out lined below. The demonstration is 20 – 30 minutes long. Please make every attempt to attend one of the following sessions so that you can communicate the new process with students. If you are unable to attend any of the days below and you are interested in a demonstration please contact me and I will set up a one on Instruction Manuals

created and provided at computer workstations

Started with 2009 2010

interested in a demonstration, please contact me and I will set up a one-on-one demonstration for you. I have created an instruction manual for the students which will be located at various computers at the Gardner campus and copies will be provided for the Leominster and Devens campuses. You will be provided with a copy of that manual at the demonstration session.

All of these demonstrations will be in Room 240.

Monday April 13th 9:30am or 10:00am Started with 2009-2010 aid processing year

January 27, 2009 –request for changes

Monday, April 13th – 9:30am or 10:00amTuesday, April 14th – 12:30pm or 1:00pmWednesday, April 15th – 9:30am or 10:00amThursday, April 16th – 12:30pm or 1:00pmFriday, April 17th – 9:30pm or 10:00am

Please email me and let me know if you will be attending and which session you plan to attend.request for changes

March 29, 2009 – new process in place

you plan to attend.

Thank you,

- JoEllen



Financial Aid Award EmailingP d Procedure to Send Email using utl_smtp

Scheduled Job Scheduled Job runs package nightly

Table to store resultsto store results

Discoverer Report and View for Financial Aid for Financial Aid Department



VoucherUpload.sh

Bookstore Voucher Uploads –Barnes and

ORACLE_HOME=/export/home/bboard/OraHome1; export ORACLE_HOMEBOOKSTORE_HOME=/export/home/bboard/bookstore; export BOOKSTORE_HOMEcd $BOOKSTORE_HOMEsqlplus XXXX/XXXXXXXX@PROD @create_file.sqlcat SFAIN_TEMP.TXT | tr '+' '\15' > SFAIN.TXTDT_STAMP=`date +%Y%m%d%H%M%S`; export DT_STAMP

Barnes and Noble

Scripts l d fil

DATE_STAMP=`date +%Y%m%d`; export DATE_STAMPmkdir ${DATE_STAMP}mv SFAIN_TEMP.TXT ${DATE_STAMP}/SFAIN_TEMP_${DT_STAMP}.TXTmv SFAIN.TXT ${DATE_STAMP}/SFAIN_${DT_STAMP}.TXT

C fil lto create upload file

Procedure to create the data

T bl

BEGIN MWCC.VOUCHER_REFRESH;COMMIT;

END;/

Create_file.sql

Table to store upload data for reporting

APEX Report

set pagesize 0 linesize 48 echo off feedback offspool SFAIN_TEMP.TXT

SELECT --ID# = 9, Last name = 15, First name =15, Amount = 8rpad(banner_id,9) ||rpad(last_name, 15) ||rpad(first_name, 15) ||

APEX Report for Financial Aid Department

Manually SFTP (to be automated)

lpad(replace(to_char(voucher_amt,'99990.99'),'.',''),8)||'+' voucher_line

FROM mwcc.bookstore_vouchersWHERE effective_date between trunc(sysdate) and sysdateORDER BY last_name, first_name, banner_id;

spool offit


exit


Modifying Banner Self-Service – Tracking Changes

select distinctMCO.SCHEMA_NAME,

Query to Check for Changes Custom Table

,MCO.OBJECT_NAME,MCO.OBJECT_TYPE,SAO.LAST_DDL_TIME

from mwcc.mwcc_customized_obj mco, sys.all_objects saowhere MCO.OBJECT_NAME = SAO.OBJECT_NAME (+)

and MCO.OBJECT_TYPE = SAO.OBJECT_TYPE (+)and MCO.SCHEMA_NAME = SAO.OWNER (+)and MCO.CHANGE_ACTIVE = 'Y'

order by SAO.LAST_DDL_TIME desc,MCO.SCHEMA_NAME,MCO.OBJECT_NAME,MCO.OBJECT_TYPE



Modifying Banner Self-Service – Where to make the Modifications



Modifying Banner Self-Service – Bookstore Modifications

From Modified Baninst1.BWRKRHST Package Body



Modifying Banner Self-Service – Bookstore Modifications

From Modified Baninst1.BWRKRHST Package BodyFrom Modified Baninst1.BWRKRHST Package Body


QuestionsQuestions


jsoucier@mwcc mass [email protected]

Shane MullenSenior System Analyst/Programmer

ll d

Banner Best Practices Conference, Fitchburg State College June 9, 2010

[email protected]

FINANCIAL AID ELECTRONIC PROCESSING

Documents

Transcript of FINANCIAL AID ELECTRONIC PROCESSING