Financial Aid Detailed Assessment Report 2012-2013 Mission / Purpose The Financial Aid Office offers assistance completing applications and offers counseling on budgets, loans, work-study, and maintaining eligibility for assistance. The staff awards eligible students financial aid based on unmet need to the extent that funds are available. The awarding is based on first-come, first-served after all accurate paperwork is submitted.

I. Goals and Outcomes/Objectives, with Any Related Measures, Targets, Findings, and Action Plans A. Goal: Provide effective administrative services Provide effective administrative services to support the mission. 1. Objective: Assist students in completion of the FAFSA Assist students and their parents in the completion of the Free Application for Federal Student Aid. Explain the financial aid processes and answer questions concerning applying, receiving, and disbursement of financial aid funds. a. Measure: Assist students to complete the FAFSA application Provide programs and hands-on opportunities for students and their parents to complete the Free Application for Federal Student Aid (FAFSA). Evaluation of the success of this will be at least a 5% increase in the number of FAFSA applications received by UWA. 1. Achievement Target: To provide programs for students, prospective students, and their parents on the completion and the submission of the Free Application for Federal Student Aid. These programs will be held at area high schools and on the UWA campus. 2. Findings (2012-2013) - Target: Met Financial Aid personnel made FAFSA and financial aid presentations at Fruitdale High School, Demopolis High School, and Marengo Academy during the 2012-2013 year. 19,495 Institutional Student Information Records (ISIRs) received by UWA in 2012-2013. The ISIR is the result of students completing the FAFSA. This represents a 9.3% increase over the prior year. 2. Objective: Provide training for FA Staff Provide training opportunities either inside or outside the University for Financial Aid Staff. Training will be in person or online. All training will be relevant to providing customer service and compliance with federal, state, and institutional regulations and policies related to the administration of financial aid. a. Measure: Provide training for FA Staff Financial Aid Staff will receive training by attending state and regional financial aid conferences and training workshops. This training is provided by colleagues in the financial aid profession and by the U.S. Department of Education Training Officers. Staff will also participate in webinars provided by the U.S. Department of Education. 1. Achievement Target: Each member of the Financial Aid Staff received financial aid training either by

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attending state and regional financial aid conferences or by webinars provided by the U.S. Department of Education. Financial aid staff meetings are held once each week to discuss new regulations and implementation of new procedures. 2. Findings (2012-2013) - Target: Met The Financial Aid Staff received the following training during 2012-2013: 10/30/12: Don Rainer - United Student Aid Funds Workshop; 01/31/13: Don Rainer and Steve Smith - Ellucian/Datatel telephone consultation; 02/09/13 to 02/13/13: Don Rainer and Steve Smith - Southern Association of Student Financial Aid Administrators (SASFAA) Annual Conference; 04/07/13 to 04/11/13: Steve Smith and Charmaine Truelove Ellucian/Datatel Users Conference; 04/15/13: Steve Smith - Ellucian/Datatel telephone consultation; 05/01/13 to 05/03/13: Don Rainer, Steve Smith, and Terri Biglane - Alabama Association of Student Financial Aid Administrators (AASFAA) Annual Conference; 06/24/13: Don Rainer and Teresa Ratcliff - USDE Minority Serving and Under Resourced Institutions Summer Training Workshop; 06/26/13: Don Rainer and Steve Smith - Gulf South Conference Annual Meeting; 07/19/13 to 07/21/13: Steve Smith - UWA Strategic Planning Meeting. Financial Aid Staff meet every Friday morning for internal training. They also discuss changes to federal regulations and ways to improve the operation of the Financial Aid Center. 3. Action Plan: Provide Training for FA Staff The Alabama and Mississippi Associations of Student Financial Aid Administrators have their fall training and annual conferences at different times. Staff will divide up and try to insure that all full-time personnel have the opportunity to attend at least one workshop or conference each year. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Schedule Financial Aid Staff to attend professional development training in either Alabama or Mississippi each year. Projected Completion Date: 09/30/2013 Responsible Person/Group: Don Rainer Additional Resources Requested: None Budget Amount Requested: $5,000.00 (recurring) Implementation Notes: 9/10/2013 The Alabama and the Mississippi Associations of Student Financial Aid Administrators have their annual conferences at different times each year. Since UWA is on the Mississippi state line, we will send part of the financial aid staff to each meeting. These conferences feature official U.S. Department of Education student financial aid trainers and offer professional development sessions as well. 3. Objective: Train work-study employees Set up program for Financial Aid Work-Study Employees to receive one hour of training each two weeks. a. Measure: Training for Work-Study Employees Work-Study employees will receive up-to-date training on financial aid policy and procedures. Work-studies will be able to answer student and parent questions correctly and efficiently. Few complaints from parents and students will be used to evaluate sufficiency of work-studies’ training. 1. Achievement Target: Financial Aid Work-Study employees will receive one hour of training during each two week pay period.

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2. Findings (2012-2013) - Target: Met Financial Aid Work-Study employees received individual and group training provided by full-time financial aid staff. Little direct supervision was required and few complaints were received by full-time staff. 4. Objective: Replace Obsolete Office Furniture Replace obsolete desks for two (2) FA Staff members. a. Measure: Office Furniture Purchase two desks and/or computer work station for FA staff. Estimated cost: $1,650.00 1. Achievement Target: Purchase two desks. 2. Findings (2012-2013) - Target: Not Met Purchasing new office furniture was delayed because the Financial Aid Center was scheduled to move into Selden Hall. The move has since been cancelled. Staff plans to go ahead and upgrade the furniture during the 2013-2014 year. 3. Action Plan: a. Request funding from the Administration The Financial Aid Departmental Budget does not have sufficient funding to replace the two obsolete desks. The Administration will have to provide funding. Established in Cycle: 2010-2011 Implementation Status: On-Hold Priority: High Responsible Person/Group: President and Vice President Budget Amount Requested: $0.00 (no request) b. Office furniture for the Financial Aid Center This action plan is addressed in "Upgrade Furniture in the Financial Aid Center" action plan. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High c. Upgrade Furniture in the Financial Aid Center Department plans to purchase two new desks for employees. Staff is currently using the old metal desks which are obsolete. Purchase will be in compliance with UWA purchasing guidelines and can be moved if relocation of the Financial Aid Center is finalized. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Purchase desks for financial aid personnel Projected Completion Date: 02/13/2014 Responsible Person/Group: Don Rainer Budget Amount Requested: $2,500.00 (one time) B. Goal: Meet the needs of its various publics through information technologies Meet the needs of its various publics, both internal and external through the comprehensive use of information technologies

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1. Objective: Upgrade computer equipment to comply with federal requirements Federal regulations dictate minimum computer standards to participate in federal student aid programs. A minimum of two computers must be purchased each year to insure all computers in the Financial Aid Center are replaced on a five year cycle. a. Measure: Upgrade Departmental Computers The U.S. Department of Education establishes minimum computer standards for institutional participation in Federal Title IV Programs. The Financial Aid Department has a total of 14 computers. If funding is provided to purchase three computers each year, all computers will be updated every five years. 1. Achievement Target: Purchase at least four new computers each year. There are 20 computers in the Financial Aid Center. Purchasing four each year will allow us to replace each computer every five years. New computers will be first assigned to full-time staff and old computers will be cascaded to student workers. 2. Findings (2012-2013) - Target: Partially Met The Financial Aid Center purchased two new computers during 2012-2013. Older computers were surplused and computers from full-time employees were cascaded to work-study stations. Work-Study employees answer telephone calls and advise students and their parents concerning the status of their financial aid applications and financial aid awards. It is important that they have up to date equipment to access student data and facilitate prompt response times during telephone calls. 3. Action Plan: a. Purchase four new computers each year The Financial Aid Center needs to purchase four new computers for staff each year to keep up with technology demands. We have 20 computers in the Financial Aid Center. Purchasing four each year will allow the replacement of each computer every five years. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Purchase four new computers Projected Completion Date: 07/31/2014 Responsible Person/Group: Don Rainer/Steve Smith Budget Amount Requested: $4,500.00 (recurring) b. Request departmental budget sufficient to purchase computers The Financial Aid Center will request sufficient funding to purchase four new computers each year. These upgrades are necessary to comply with the institution's Program Participation Agreement with the U.S. Department of Education. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Purchase new computers for the Financial Aid Center. Projected Completion Date: 03/14/2014 Responsible Person/Group: Don Rainer Budget Amount Requested: $5,000.00 (recurring)

II. Other Plans for Improvement

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A. Office Furniture for the Financial Aid Center Purchase new desks for two financial aid employees. These are to replace obsolete furniture which is currently in use. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Purchase, deliver, and set up new desks for FA employees. Projected Completion Date: 02/28/2013 Responsible Person/Group: Don Rainer/Financial Aid/Student Affairs Additional Resources Requested: Funding Budget Amount Requested: $1,800.00 (recurring) Implementation Notes: 9/30/2013 This action plan is addressed in “Upgrade Furniture in the Financial Aid Center” action plan. B. Provide training for Financial Aid Staff Provide training opportunities for all full-time financial aid staff either inside or outside the University. The Alabama Association of Student Financial Aid Administrators provides an annual conference and a fall one day workshop to update members on changes to the financial aid regulations and programs. The U.S. Department of Education supplies training officers for each of these workshops. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Half of FA Staff will attend the Annual Conference in April and the other half will attend the fall training workshop. This will alternate each year so every staff member gets to attend the annual conference every two years. Projected Completion Date: 05/14/2013 Responsible Person/Group: Don Rainer/Financial Aid Additional Resources Requested: Funding Budget Amount Requested: $4,000.00 (recurring) Implementation Notes: 9/30/2013 FA staff attended the AASFAA Conference in April and others will be attended training this fall. C. Upgrade Computer Equipment The Financial Aid Center has eight full-time employees and four work-study students with a total of 12 computers. Need sufficient funding to replace three computers each year. This will allow every computer to be replaced every four years. Center feels this is necessary to keep up with technology and to be efficient in mission. Center is the most technology leveraged department on the UWA Campus, disbursing over 65 million dollars each year. Determination of eligibility, disbursement of funds, reconciliation and reporting are all done electronically, using computers. Established in Cycle: 2012-2013 Implementation Status: Planned Priority: High Implementation Description: Don Rainer will work with Information Systems Staff to determine best computer configurations for Financial Aid employees. Projected Completion Date: 02/28/2012 Responsible Person/Group: Don Rainer Additional Resources Requested: Funding Budget Amount Requested: $3,000.00 (recurring) Implementation Notes: 9/30/2013 This action plan is addressed in “Purchase four new computers each year” action plan.

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III. Analysis Questions and Analysis Answers A. What specific strengths did your assessments show? (Strengths) Financial Aid Staff have the ability to deal with changes in federal program regulations. They administered financial aid in a manner consistent with regulations and provided students with the confidence that they will have the financial resources necessary to complete their educational objectives. B. What specific weaknesses or challenges did your assessments show? (Weaknesses) It is difficult for UWA to have a close relationship with area high schools and high school counselors in our area. There is prejudice in the public and private school systems that add to this poor relationship. The Financial Aid Center is a great resource for all area schools. However, assistance is often not requested by school personnel until students have problems. C. What plans were implemented? The Financial Aid Center assisted students in completing the FAFSA. Two computers were purchased to update the equipment in the FA Center. Financial Aid Staff attended professional development conferences and training workshops. D. What plans were not implemented? Purchase two new desks for employees in the Financial Aid Center. Planned move to a new location delayed the purchase. It will be accomplished in the next budget cycle. E. How will assessment results be used for continuous improvement? Financial Aid Staff will be more heavily involved in the implementation of plans for the coming year. UWA has hired an associate director of financial aid. This person will share some of the responsibility for planning and implementation of current and future plans.

IV. Annual Report Section Responses A. Key Achievements The Financial Aid Center awarded the following financial aid for the 2012-2013 award year: Federal Financial Aid Awarded Amount: Federal Pell Grant $6,251,871.17 Federal Supplemental Grant (SEOG) $155,059.00 Federal Perkins Loans $5,500.00 Private Student Loans $544,845.00 Federal Parent PLUS Loans $4,556,887.00 Direct Loans $62,176,658.12 Federal Work-Study $676,776.00 Student Support Services Grant $35,754.00 Total $74,403,350.29 State Financial Aid Awarded Amount Alabama Student Assistance Program $34,794.00 Alabama National Guard Ed. Asst. Program $1,000.00 Total $35,794.00 Institutional Financial Aid Awarded Amount Trustee Scholarships $1,299,814.00 Athletic Scholarships $1,278,210.01 Alumni Scholarships $99,375.00

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Housing Scholarships $152,963.00 Other University Scholarships $347,070.00 Total $3,177,432.01 Outside Financial Aid Awarded Amount Outside Private Scholarships $395,874.31 Private Student Loans $544,845.00 Total $940,719.31 B. Staff Achievements The Financial Aid Center employed two new staff members during the 2012-2013 year. Mrs. Teresa Ratcliff was employed as a Financial Aid Advisor. She previously worked in the Financial Aid Center as an unpaid intern and as a work-study employee. She has a bachelor's and two master's degrees from UWA. Mr. Steve Smith was employed in December as the Associate Director of Financial Aid. Mr. Smith has a bachelor's degree from Mississippi University for Women and a master's degree from Birmingham-Southern College. He has nine years’ experience in financial aid at Mississippi University for Women, Birmingham-Southern College and Snead State Community College. Don Rainer served on the Nominations and Elections Committee and the Awards and Recognition Committee for the Alabama Association of Student Financial Aid Administrators. C. Public/Community Service During 2012-2013 the Financial Aid Center employed 48 students in areas classified as community service. These students earned $101,289.00 toward their college expenses. We also had 11 students employed as reading tutors of children or employed in family literacy activities. These students earned $20,667.00. We employed one student as a mathematics tutor of children. This employee earned $3,386.00. A total of 60 students were employed in public/community service. Their total earnings under the Federal Work-Study Program were $125,342.00.

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Planning and Assessment Approval Department or Division: Financial Aid Chair or Director: Don Rainer

Goals Goals are broad statements describing what the unit wants to accomplish. Goals relate to both the unit's mission and the University's mission. The goal(s) is stated as the University goal(s) a unit is attempting to meet.

YES

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NO

Outcomes/Objectives Outcomes and objectives are statements that describe in some detail what the unit plans to accomplish. Outcomes/objectives are associated with all applicable goals, strategic plans, standards, and institutional priorities.

YES

Objectives are active-verb descriptions of specific points or tasks the unit will accomplish or reach. Outcomes are active-verb descriptions of a desired end result related to student learning and the unit's mission.

YES

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NO

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NO Measures Measures are statements to judge success in achieving the stated outcome or objective. Measures contain information on the type of evidence and assessment tool that a unit will use to verify if stated outcome/objective has been met.

YES

NO

Achievement Targets Achievement targets are the thresholds that the measures must meet for the unit to determine that it has been successful in meeting its specified outcomes/objectives. Achievement targets are measurable statements.

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YES

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Findings Findings are indications whether an outcome/objective was met or not. Findings are put into the system under each achievement target. Findings include an interpretation of results, possible uses of results, reflection on problems encountered, indicated improvements/changes and strengths or weakness.

YES NO

Action Plans Action plans are detailed plans created by the unit to meet an outcome/objective that was only partially met or not met or to make improvement to those outcomes/objectives that were met but still need some strengthening. The plan includes a projected completion date, implementation description, responsible person(s)/group, resources required, and budget amount (if applicable).

Action plans created in previous cycles have been updated with implementation notes.

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NO Annual Report The Aunual Report section contains information on key achievements, faculty and/or staff achievements, and community/public.

YES~ NO

Analysis Report The unit has reflected on and created narratives for each of the following areas: specific strengths and progress made on outcomes/objectives, specific weaknesses or challenges, plans that were and were not implemented, and how assessment results will be

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