Financial Aid Assessment Guide

The Follow-Up
Report

Institutional Assessment
Guidelines:
Financial Aid
(A Guides and Handbooks Report)

Todd V. Titterud
Revised 06/26/2007

The Follow-Up Report: Guides and Handbooks 1

 Financial Aid Assessment Guide

Institutional Assessment Guidelines:

Financial Aid
(Todd V. Titterud, Revised: 06-26-2007)

The materials in this guideline have been collated to assist your department in the
institutional assessment process. The examples from similar departments in other
institutions are included for comparison purposes to help you develop or revise your own
department’s efforts. They are not intended as recommendations but as efforts to be
reviewed and critiqued to improve your own learning and understanding. While some may be
models of best efforts, others may reveal the range of understanding and interpretation which
is still prevalent. Each department and institution is following their own learning curve toward
the common goal of establishing a culture of evidence-based continuous improvement
founded on student and institutional learning.

1 Sample Mission Statements

Florida Institute of Technology:

The office of Financial Aid is available to assist students and their families identify
sources of financial aid, obtain application information and complete the application
process. Our mission is to help provide families the means to finance a Florida
Education.

Metropolitan State College of Denver:

Department Mission Statement:
ƒ To make obtaining a degree at Metro State a possibility for all students and families
regardless of their financial circumstances and to recognize outstanding academic
achievements by students.
ƒ To promote the goals and mission of Metro State.
ƒ To assist as many students as possible in achieving these goals within the limitations
of our federal, state and institutional funds.
Purpose:
ƒ To provide timely financial aid information of all aspects of the processes required to
fund the educational goals of both prospective and continuing students.
ƒ To process financial aid files in a timely manner so students receive adequate
information of the types and amounts of financial aid available to them.

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ƒ To provide counseling to all students and parents on financial aid issues, including
cost of attendance, various types of aid, scholarships and loan indebtedness.
ƒ To provide prospective and continuing students with information regarding the Metro
State scholarship application process as well as assisting these individuals in
navigating external funding possibilities.
ƒ To provide students hands-on instruction the use of technology for the financial aid
and scholarships processes.
ƒ To conduct outreach to communities/organizations/agencies regarding financial aid
programs and options available at Metro State.
ƒ To ensure fair and equitable awarding of financial aid and scholarship funds to Metro
State’s student population.
ƒ To provide continuing education to students on the Office of Financial Aid’s Policies
and Procedures to ensure continued funding eligibility at Metro State.
ƒ To offer students personal budgeting and finance trainings.
ƒ To reward outstanding academic achievements by Metro State students.

New College of Florida:

Office of Admissions and Financial Aid
The mission of the Office of Admissions and Financial Aid is to identify, recruit, enroll, and
provide appropriate financial assistant to a diverse population of high ability students, with the
potential to benefit from, and contribute to, New College of Florida’s education program as
described in the college’s mission statement. To maintain this mission, the Office has the
following goals:
1. To develop and maintain an enrollment profile consistent with a nationally recognized
public liberal arts honors college.
2. To aid prospective students, their families, and advisors by providing comprehensive
information, interactive experiences, and individualized counseling regarding the New
College of Florida academic program.
3. To counsel prospective and continuing students and their families about the sources
and availability of financial aid.
4. To aid prospective and continuing students and their families by assisting them in
obtaining aid through federal, stale, local, and private agencies.
5. To provide accurate and efficient delivery of financial aid funds.
6. To continue adherence and compliance with the principles of good practice as set forth
by the National Association for College Admission Counseling and by the National
Association of Student Financial Aid Administrators, as well as all local, state, and
federal regulations.

St. Ambrose University:

St. Ambrose University is committed to offering financial aid programs that will
ensure access to and continuation of higher education for people who could not
otherwise afford it.

The financial aid programs at St. Ambrose University were established to

service students who qualify for admission to the institution. Each student will

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be given carefulconsideration and the school will determine financial assistance

based on federal, state, and institutional guidelines and will not discriminate.

St. Ambrose University will operate a financial aid office that will comply with
federal regulations and guidelines, uphold the values of the University, and strive to
provide the best customer service possible to the campus community, students and
families.

Texas A&M International University:

The mission of the Office of Financial Aid is to serve students and parents by providing
them information to secure the necessary financial resources to meet their educational
goals and financial obligations to the University. This is accomplished by providing
information on types of financial aid assistance and initiatives available.

2 Sample Goals

Florida Institute of Technology:

Goals for Academic Year 2003-2004
Goal 1:
Statement: Increase Net tuition Revenue.
Expected results: Gross Tuition and Flight fees minus institional aid will grow year over
year.
Assessment Measures: Aggregate Undergraduate tuition and flight fees for Fall term
booked at the time of official headcount less the institutional aid.
Month of Assessment: September
Last Edit: 2004-03-17
Goal 2:
Statement: Continue to leverage institional aid and maintain discount rate under 33%
Expected results: Total institutional aid for all merit and need based programs is to be
less than 33% of undergraduate tuition and flight fees.
Assessment Measures: Institutional aid divided by undergraduate tution and flight
flights as of official headcount in the fall.
Month of Assessment: September
Last Edit: 2004-03-17
Goal 3:
Statement: Increase customer satisfaction with the service of helping families apply for
and deliver financial aid needed to help financae their Florida tech education.
Expected results: Maintain or improve Financial aid service rating year over year.
Assessment Measures: The Freshman Satisfaction Survey done by the Academic
Support Center every fall term.

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 Financial Aid Assessment Guide

Month of Assessment: November

Last Edit: 2004-03-17

St. Ambrose University:

1. Maintain the highest level of accuracy in our work as to not jeopardize the
institutions ability to participate in the Title V programs.
2. Provide a high level of customer service to our students and parents to make their
experience at St. Ambrose University a pleasant one.
3. Disseminate information to the campus community and our students in a timely
manner to aid them in the receipt of grants, scholarships, or other aid.
4. Continually search out ways to improve our internal processes to make our work
more efficient and productive.
5. Maintain confidentiality of information in our office in accordance to privacy acts and la
ws.
6. Monitor and maintain the financial aid budget.

3 Sample Objectives

St. Ambrose University:

Goal 1 Objectives:
a. Continue with professional development opportunities and training
b. In house training and refresher courses
c. Maintain memberships in state associations for training and networking
opportunities
d. All staff has access to the policy and procedure manual to maintain
consistency in awarding
Goal 2 Objectives:
a. Seek out and utilize customer service training opportunities (i.e. seminars,
conference offerings, in house expertise.)
b. Council our students to the best of our abilities to ensure that they are fully
aware of how the process works and the commitments they are making.
c. Help students understand that loans are debt
d. Advise students about alternatives to borrowing and the dangers of debt
Goal 3 Objectives:
a. Make sure students and the campus community are aware of Federal,
State, and institutional deadlines for grants and/or scholarships
b. Make students aware of Federal or State requirements
c. Post scholarship opportunities in a timely manner as to allow adequate time for stu
dents to apply
Goal 4 Objectives:

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 Financial Aid Assessment Guide

a. Monitor packaging rates to determine number of files going out the door in a specifi
c time period
b. Monitor file load per counselor to maintain consistency in workloads
c. Research new processes through Datatel to help streamline processing
d. Strive to reduce paper consumption and become more reliant on the computer
Goal 5 Objectives:
a. Lock filing cabinets to maintain security
b. Keep files on desk to a minimum
c. Lock computers when not in office
d. Keep up to date on Ferpa/Hippa regulations to know when and to whom
information can be given out
Goal 6 Objectives:
a. Run bi-weekly reports of fund balances for state, federal, and institutional aid
to prevent over-awarding
b. Package performance based scholarships as close to Noel Levitz
parameters as possible to maintain financial goals
c. Set and keep institutional priority deadlines to encourage students to file
FAFSA on time and to maintain spending levels

4 Sample Performance Indicators

Dalton State College:

ƒ Number of Financial Aid Applicants Processed
ƒ Number of Student Loans Processed
ƒ Number of Student Workers Placed by Financial Aid Office
ƒ Percentage of students on HOPE Scholarship.

Tyler Junior College:

ƒ The number of Pell Grants awarded.
ƒ Percentage of available funds expended in SEOG.
ƒ Percentage of available funds expended in SSIG.
ƒ Percentage of available funds earned through the FWS program.
ƒ Percentage of available funds earned through the TWS program.
ƒ Number of scholarship applications submitted.
ƒ Percentage of scholarship funds used.
ƒ Number of Perkins applications.
ƒ Number of eligible Perkins applicants.
ƒ Number of students receiving Perkins funds.

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 Financial Aid Assessment Guide

Sample Student Learning

5 Outcomes

CSU Chico:
Explicit Learning Objectives
Communication skills
ƒ Written (applications, appeals, requests for information – includes email
communications)
ƒ Verbal (requests for information, interaction with reception staff, interaction with
counseling staff)
Technological Skills
ƒ Complete on-line forms (electronic applications for federal aid, loan counseling
sessions, electronic promissory notes, short term loans, scholarship application)
ƒ Navigate our website (find specific financial aid information, view electronic
award letters, online forms/counseling, download forms)
ƒ Use the Portal (check on holds, view account summary, manage relevant data)
Life skills
ƒ Budgeting
ƒ Debt management
ƒ Time management
ƒ Meeting deadlines, consequences of missed deadlines
ƒ Balancing school/work/other commitments
ƒ Ethics
ƒ Honesty, accountability, altruism
ƒ Dealing with bureaucracies
ƒ Filling out forms, dealing with rules and procedures, finding out how to get help
Implicit Learning Objectives
ƒ Cognitive skills (Critical thinking, communication skills, the application of knowledge,
decision making)
ƒ Personal development (Affective skills, purpose and integrity, self-esteem, autonomy,
practical competence, management of emotions)
ƒ Societal responsibility (Respect and appreciation for human differences, ethical
behavior, social skills, accountability, altruism)
Measurements:
ƒ On-time applications
ƒ FWS Community Service indicators
ƒ Timely completion of files
ƒ Response to communications
ƒ Loan default rates
ƒ Debt levels
ƒ Satisfactory Academic Progress
ƒ Call volume

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ƒ Counselor appointments
ƒ Successful aid disbursements
ƒ Web hits

El Camino College:
Financial Aid
Students using the online Financial Aid Orientation will use more online financial aid
services.

Madison Area Technical College:

1. FA students will learn to complete the FAFSA application and their personal file on-time:
• Get a base-line of FA students for the last 2-5 years and chart when their FAFSA was
downloaded from the Department of ED
• Establish a baseline of when checks were cut to pay students their first disbursement
• Advertise the ON-TIME Date
• Measure when FA students in 2005-06 completed the FAFSA and when they were
paid compared to previous years
2. FA Students will successfully move off FA probation within one academic year.
• Get a baseline of Fin Aid Satisfactory Academic Progress statuses
• Chart how long students remained on probation
• Chart how many students dropped out
• Compare current petition students and establish new cohort
3. Financial Aid students will persist to a degree or certificate within 90 units.
• Chart the number of students on FA that have more than 90 units
• Compare to the total number on FA
• Goal will be to reduce the ratio
May want to look at number of athletes who have trouble completing in 90 units

Mendocino College:
The SLO's listed below are what we expect our students to be able to do when they graduate
from Mendocino College with an AA or AS degree. Many of these skills are taught both in the
classroom and by students' interaction with college offices and activities. Please fill in the
chart below indicating how your department helps students to learn these skills. Be specific
and give examples. You may enter "Not Applicable" as appropriate.
1. Assume responsibility for your actions, and work effectively as an individual and as a
member of a group.
Financial Aid: Assist students with adhering to strict timelines to ensure timely
disbursement of their financial aid.
2. Express ideas with clarity, logic, and originality in both spoken and written English.
Financial Aid: Work with students to clearly identify and clearly verbalize their
inquiries of matters related to the financial aid process.
3. Apply mathematical principles to address and solve problems.
Financial Aid: Inputting correct income information/data on the financial aid
application (FAFSA), to minimize any risk of error.

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4. Gather and interpret data, using a variety of scientific methods, to address and solve
both practical and theoretical problems.
Financial Aid: Not Applicable
5. Analyze, understand, and evaluate diverse ideas, beliefs, and behaviors.
Financial Aid: Not Applicable
6. Access, interpret, evaluate, and synthesize information using multiple resources,
including current information technology.
Financial Aid: Encourage students to avail themselves to the computers in the
financial aid office to apply for financial aid online and ensure completion of forms.
7. Enhance physical and psychological well-being by examining and applying health and
wellness concepts.
Financial Aid: Not Applicable
8. Explore and express personal creativity throughout your life.
Financial Aid: Not Applicable
9. Understand yourself and others as members of our diverse global community.
Financial Aid: Not Applicable
10. Understand and evaluate issues concerning use of the world's natural resources.
Financial Aid: Not Applicable

Metropolitan State College of Denver:

1. Students will understand both the general and Metro specific federal and state
financial aid processes.
2. Students will have the skills required to utilize technological tools available and
necessary for communication of the student’s financial aid file including MetroConnect,
Student Loan On-Line, OFA website, and other FA/Scholarship websites.
3. Students will understand the correlation between their academic actions and
successes and their ability to finance and complete their education.
4. Students will be knowledgeable of their student loan indebtedness (i.e. Sophomore
and exit letters).
5. Students will understand the process of investigating and researching alternative
educational financing including scholarship opportunities.
6. Students are provided with the tools necessary to understand and utilize lifelong
financial skills.
7. A majority of financial aid students will demonstrate satisfactory academic progression
toward completion of degree requirements.
Peer Assessment: While admirable, goal 7 is not seen by the reviewers as a
responsibility for Financial Aid.
8. Students with a 90% completion rate and high GPA may be considered for an
institutional merit scholarship (Metro State President’s Academic Achievement Award).
Peer Assessment: Goal 8 is not applicable because it merely describes a
procedure.
9. Office of Financial will remain in compliance to maintain the integrity and ethics of all
funding programs.
Peer Assessment: Goal 9 qualifies as a program review goal.

San Mateo County Community College District:

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 Financial Aid Assessment Guide

Critical Thinking
Financial Aid SLO: NA
Communication
Financial Aid SLO: Students can write a clear statement to petition a financial aid
dismissal
Intervention: Students must schedule 2 counseling appointments
Assessment Tools:
Expected Outcome: 10% reinstatement for financial aid
Self-Awareness and Inter-personal Skills
Financial Aid SLO: Financial Aid students will understand academic progress
requirements for financial aid eligibility
Intervention: Students are to attend group meetings with the FA counselor to
discuss situation.
Assessment Tools:
Expected Outcome: The number of FA students on dismissal/probationary
status will decrease by 30% within a year
Personal Actions and Civic Responsibility
Financial Aid SLO: NA
Global Awareness
Financial Aid SLO: NA
Technological Awareness
Financial Aid SLO: Students will be able to successfully complete online entrance
and exit interviews
Intervention: Students will participate in an on-line loan counseling session
addressing default prevention.
Assessment Tools: Decrease in college’s default loan rate by 30%.
Expected Outcome: Students will pass an on-line quiz regarding loan eligibility
and default prevention with a score of 80% or higher.

6 Sample Other Outcomes

Texas A&M International University:

ƒ The Office of Student Financial Aid will continue to educate students on the availability
of financial aid for educational expenses with a focus on the rights and responsibilities
of borrowing a student loan.
ƒ To find a more efficient method of customer service for our public.
ƒ The Office of Financial Aid will continue to increase awareness on the new educational
initiative, B-On-Time Loan Program.

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