Officer Reports

President – Rose Mary Stelma, East Carolina University

Statement of Goals and Objectives for the Year:

• Develop & strengthen the professional competency of student financial aid administrators by offering outstanding training opportunities at both the fall and spring meetings.
• Promote the strengthening and enhancing of programs of student financial aid by staying informed about legislative actions, the upcoming reauthorization of the HEA, and by working with NCSEAA via our legislative advisory activities.
• Facilitate communication among educational institutions, agencies, and sponsors of student assistance funds through the exchange of ideas, and information using our newsletter, listserve, website, meetings, and other media.

In addition:

• Celebrate the diversity of our members and the students we serve
• Review and update association records and the Policies & Procedures manual
• Maintain fiscal integrity of the association

Specific Projects to Achieve Goals and Objectives:

• Fall training conference offered 25 concurrent sessions and incorporated NASFAA Fall Training topic.
• Spring meeting offered training opportunities and a complimentary emphasis on diversity issues.
• Member-at-large assigned to review Policies & Procedures manual and recommend changes.
• Review of fiscal activities and practices

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President-Elect – Bruce Blackmon, University of North Carolina – Pembroke

Statement of Goals and Objectives for the Year:

• To find a site for the fall 2004 and spring 2005 conferences.
• I also wanted to get the Neophyte listserv going.

Specific Projects that achieved the goals and objectives:

Suggestions for future:

• Use a committee to assist with site selection.

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Immediate Past President – Wanda C. White , St. Augustine’s College

Nominations and Elections Committee Members:

• Linda Smiley – Cape Fear Community College (Two Year - Public)
• Janet Sain – ECPI Greensboro (Proprietary)
• Rance Jackson – NC State University (Four Year – Public)
• Linda Sledge – Saint Augustine’s College (Four Year - Independent)
• Elizabeth McDuffie – NCSEAA (Agencies)

Statement of Committee Goals and Objectives for the Year – Nominations and Elections Committee:
The NCASFAA Committee’s major goal was to select a diversified slate of candidates for the 2003-2004 year. To achieve this:

1. Chairperson sent out correspondence to solicit members to submit names of individuals who wanted to run for NCASFAA Office. This correpondence was sent out through the NCASFAA List Serve and News Letter.
2. Met with Nominations Committee to select a slate of candidates.
3. Notified selected slate of candidates and requested required resumes and candidacy statements.
4. Submitted slate of candidates to Newsletter Editor and Web Master for advertising to the membership.
5. Conducted Nominations and Elections Meeting prior to the Conference to review voting procedures and ballot box work schedules.
6. Conducted meeting with all candidates prior to the conference to outline voting and election notification procedures.
7. Chairperson introduced Candidates during the Business Meeting
8. Counted Votes after NCASFAA Election
9. Chairperson announced Elections results during Business Meeting.

Specific Projects that will achieve the goals and objectives:

1. Submitted request for nominees in Newsletter and on NCASFAA Website
2. Held meeting with the Nominations and Elections Committee members prior to Spring NCASFAA Business Meeting
3. Submitted Candidacy Statements to NCASFAA Website.
4. Meeting with the Candidates for Offices

Suggestions for future:
Encourage Board Members to submit at least one candidates name for NCASFAA Office.

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Vice President – Theresa Williams, Wingate University

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Treasurer – Bill Cox, Meredith University

The treasurer uses the finance and audit committee for advice.

Statement of Committee Goals and Objectives for the Year:

• To successfully transition from previous treasurer to new treasurer
• To assist with the 2001-02 audit
• To ensure NCASFAA’s financial security
• To ensure proper financial records

Specific Projects that achieved the goals and objectives:

• Developed a listing of NCASFAA assets
• Implemented QuickBooks (upgraded from Quicken)
• Assisted with the 2001-02 audit
• Procured the services of Koonce Wooten & Haywood, LLP – certified public accountants for completion of the tax return

Suggestions for future:

• Further automate the conference registration system

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Secretary – Sharon Oliver, North Carolina Central University

Statement of Committee Goals and Objectives for the Year:

• To change the format of committee board reports from paper to electronic to save paper and allow committee members to review reports prior to board meetings. Also, to establish a reminder list of incomplete tasks and current events to keep board members abreast of pending issues and pertinent events. Additionally, the minutes were recorded and reported in a timely manner.

Specific Projects that achieved the goals and objectives:

• Board members submitted board reports to the Secretary at least 7 days prior to the scheduled board meeting. The Secretary emailed to board members a copy of the board reports. Each committee member was responsible for providing a hardcopy of committee reports or view the reports electronically during the board meeting. The board reports were displayed electronically at each meeting. The pending issues list served as a reminder for board members to follow up on pending tasks. The calendar of events provided a list of pertinent events for the members such as conference dates, FAFSA Day, DOE functions, etc.

Suggestions for future:

• I would strongly encourage the next Secretary to continue this format. It simplified the duties and responsibilities for the Secretary and also benefited the committee members by receiving reports prior to the meeting.

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Committee, Task Force, and Liaison Reports

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Agencies

Chair: Vickie Ogden, Brody School of Medicine at East Carolina University

Committee Member: Alan Whittington, Wilkes Community College

Statement of Committee Goals and Objectives for the Year:

• To review the current levels of support and possibly propose increases.
• To canvas the opinions of the agencies to determine needed changes
• To continue to show appreciation for sponsors and make greater distinction between levels of support. For example: We could take pictures of Patrons, Sponsors, and Vendors as separate groups.
• To maintain a committee notebook and keep information on a disk: Update forms and letters.

Specific Projects that achieved the goals and objectives:

• The committee is still working on sponsorship levels. Agencies were e-mailed in late summer concerning proposed changes. Few responses were received.
• The agencies were recognized in sponsorship groups at the fall conference. Names, level of sponsorship, and items sponsored appeared in the fall and spring conference programs. Patrons and Sponsors links were added to the NCASFAA website. Valentines were sent to agency representatives.
• Letters have been updated and information kept on disks.

Suggestions for future:

• The committee would like to keep pursuing ways to increase exposure for sponsorship.
• Update Agencies section of Policies and Procedures

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Budget and Finance

Chair: Rachel Cavenaugh, Cape Fear Community College

Committee Member: Elizabeth McDuffie-North Carolina State Assistance Authority

Statement of Committee Goals and Objectives for the Year:

• To perform the annual audit
• To develop a worksheet to help with balancing to the year-end figure in the checking account

Specific Projects that achieved the goals and objectives:

• Worksheet completed

Suggestions for future:

• Develop a guideline to be passed on each year to the budget and finance committee

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Diversity Issues

Chair: Jill Powell

Members: The NCASFAA Diversity Committee attempted to recruit the whole year. However, we were not successful in that endeavor. Nevertheless, the goals and objectives for the year were accomplished with hard work and a great deal of assistance from the members of the Executive Board.

Statement of Committee Goals and Objectives for the Year:

• To raise and discuss cultural diversity issues related to the advancement of the financial aid professional and to the achievement of excellence in our workplaces
• Emphasize NCASFAA’s commitment to continue cultivating a culture that supports and encourages diversity
• Recognizing that our differences are our strengths

Specific Projects that achieved the goals and objectives:

• Diversity Committee Chairperson facilitated a session at NCASFAA’s Fall Conference. The session was entitled “Playing It Straight with a Mixed Deck” and it focused on North Carolina demographic trends and the subsequent effects on our student populations. Session attendees had great conversation about the changes in student populations taking place on our campuses and eagerly shared strategies that had been put into place to ensure consistent, efficient and effective student service.
• Diversity Chair worked with both the fall and spring Conference Committees to offer activities and training focused on diversity. The Spring Conference featured several diversity sessions. The committee was instrumental in obtaining Dr. C.P. Gause from Winthrop University to conduct a session entitled “Avoiding Your Next Train Wreck: Cultural Proficiency with a Burning Caboose”.
  His expenses were paid from the diversity Committee budget. Dr. Gause presented a delightful and engaging presentation. Session attendees felt strongly that he should be considered as a keynote speaker for future conferences.
• A simple diversity survey was compiled. After approval by the Executive Board, it was distributed at NCASFAA’s spring conference. The tabulated results are as follows:
  Out of 16 respondents, 11 (68%) felt that NCASFAA should continue to highlight and focus on diversity issues. There were varied comments and suggestions on how this should be done. Some of the specific issues suggested for future focus include age diversity, legal aspects and implications for diversity based on recent court decisions, and working effectively with international students.

Suggestions for future:

• For the benefit of NCASFAA and future chairpersons of the Diversity Committee, it would be helpful to have some information in the NCASFAA Policies and Procedures Manual, as is the case for other standing committees. It has been a pleasure working with you and serving North Carolina’s Financial Aid community.

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Legislative Advisory

Chair: Kim Bradshaw, Carolinas College of Health Sciences

Committee Members: None

Statement of Committee Goals and Objectives for the Year:

• The committee objective is to keep the members of NCASFAA informed on national and state issues affecting the financial aid community.

Specific Projects that achieved the goals and objectives:

• To meet this objective the committee developed a link on the NCASFAA website to be updated on a regular basis with information vital to the financial aid community.
• Items that are time sensitive or very important will be sent via the list serve.
• The committee chair keeps abreast of information in the financial aid arena and participate in various financial aid list-serves to include NASFAA, IFAP, SFATech, and FINAID-L.

Suggestions for future:

• The committee chair needs to be someone with the time and interest in financial aid to keep abreast of all the information distributed by NASFAA and the Department of Education. This is very important as the Reauthorization of the Higher Education Act of 1965 moves forward.

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Membership

Chair: Christy Chesnut

Committee Member: Melissa Ellyson, Wells Fargo

Statement of Committee Goals and Objectives for the Year:

• Move membership information into an Access database
• Survey members to possibly move membership directory on web
• Solicit members by email
• Update membership form and registration forms with treasurer to include more accurate information for membership purposes

Specific Projects that achieved the goals and objectives:

• Purchased Microsoft Access in order to hold the membership database
• Melissa Ellyson and chair worked to move information into access
• Worked with Lisa Koretoff to move membership directory on web
• Used NCASFAA listserv and first newsletter to solicit membership

Suggestions for future:

• Continue to use website for membership directory
• Continue to use email to solicit membership
• Continue to use Access for the membership database instead of Excel

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Professional Advancement – New Aid Officers

Chair: Cassandra Pettigrew, Duke University

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Professional Advancement – Support Staff

Chair: Linda W. Sledge, St. Augustine’s College

Committee Members:

• Myron Bryant – St. Augustines College
• Keisha Ragsdale – St. Augustines College
• Beth McQueen – Richmond Comm. College
• Shawn Henderson – Peace College
• Monty Hickman – St. Augustine’s College

Statement of Committee Goals and Objectives for this Year:

• To produce at least two support staff workshops that are beneficial to the members of the North Carolina Association of Financial Aid Administrators (NCASFAA). It is also important that the committee follows the responsibilities as outlined in the NCASFAA Policies and Procedures.

Specific Projects that achieved the goals and objectives:

• One of our goals was to plan a workshop at the most convenient time and location. The Support Staff Committee met and decided to conduct three (3) workshops in three different locations in the State of North Carolina. This would make it convenient and at no overnight cost for those who wanted to attend.
• Our second goal was to request speakers that are informative and insightful. The Support Staff committee members selected two very knowledgeable presenters. Each provided a very warm and informal atmosphere. They involved the support staff in role-plays, skits and discussions concerning stress, attitudes in the workplace, depression and how to deal with difficult people.
• Our final goal was to provide an opportunity for the support staff to receive professional encouragement. Our theme “Let There Be Light” A personal guide to building productive work relationships was selected to provide encouragement to those who attended. Each support staff members left with a better understanding of why people act the way they do (positive or negative). They all agreed that the workshop was informative and that they would share what they learned and will encourage others to participate in future workshops. All Support Staff members were given certificates of participation for attending.

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Program Committee

Chair: Bridget Ellis, SallieMae

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Publicity and Publications Committee

Chair: Lester McKenzie, Lees-McRae College

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State and High School Relations Committee

Chair: Candace Cooper - Mitchell Community College

Committee Members:

• Janice Claybrook – Davidson College
• Barbara Goodman – Guilford Technical Community College
• Demetria Grissett – Robeson Community College
• Elvis Jones – Martin Community College
• Karen Krider – Mitchell Community College
• Lori Lewis – Lees-McRae College

Statement of Committee Goals and Objectives for the Year:

• To promote financial aid awareness through out the entire state of North Carolina by assisting High School Counselors with the tools and information they need to educate high school students and their families on applying for financial aid to obtain their goal of receiving a college education.

Specific Projects that achieved the goals and objectives:

• *Purple/Yellow (to match award year colors) folders sponsored by College Foundation of NC, with the logo, “Sharpen your Financial Aid Awareness”, were mailed to all 772 North Carolina High Schools Guidance Counselors. The cover of the folder stated the dates for FA Awareness Week and FAFSA Day. The folders contained the following information:
  • Letter from NCASFAA President, Rose Mary Stelma that gave the High School Counselors important information about college student financial aid and about hosting a financial aid night.
  • Letter from NCASFAA State and High School Relations Chair that explained how to use the FA survey and encouraged the counselors to announce information about FA Awareness Week during their morning announcement period.
  • Letter from Governor Mike Easley Proclaiming February 10-14, 2003, as “Financial Aid Awareness Week”.
  • The 2003-2004 Financial Aid Information Survey that lists important FA information on the various institutions of NC.
  • Three “Sharpen Your FA Awareness” Posters to display around the high schools that listed the dates for FA Awareness and FAFSA Day.
• Obtained the Governor’s Proclamation of “FA Awareness Week” for February 10-14, 2003.
• Updated and Distributed the “2003-2004 FA Information Survey” to High School Counselors and to NCASFAA members via the NCASFAA website.

Suggestions for future:

• The wording on the survey be changed to “Programs offered at our institution” for Question #8 – since many aid administrators answered the question incorrectly. This way institutions would list their FA programs available and the students would be clear on the actual FA programs offered at our institutions.

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Technology Task Force

Chair: Lisa Koretoff, Guilford Technical Community College

Committee Members:

• Bill Horn – Great Lakes
• Dee Grissett – Robeson Community College
• Julie Howard – James Sprunt Community College
• Mark Johnson – Carteret Community College

Statement of Committee Goals and Objectives for the Year:

• To serve the Board and the Association by maintaining a web site and listserve that assists the Association with receiving useful and timely information
• To promote the use of technology in the Financial Aid Office.

Specific Projects that achieved the goals and objectives:

• Expanded the use of the website in several areas.
  • Posted conference information solely on the web, saving the association postage costs
  • Added vendor information
  • Prepared for the use of the website as a sole source for the NCASFAA Newsletter
  • Added a Job Listing page
  • Added a “neophyte” listserve
  • Expanded the Links section to include our Patrons and Sponsors
  • Added a Legislative Advisory page
• Assisted Conference committee with setting up Datatel pre-conference workshops at the Fall conference

Suggestions for future:

• None

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Member-At-Large Policy and Procedures

Dana Kelly, High Point University

Statement of Committee Goals and Objectives for the Year:

• To review the current Policy and Procedures Manual for cosmetic updates and/or any areas that may require revision.
• To submit the most current version of the Manual to the NCASFAA website.

Specific Projects that achieved the goals and objectives:

• Review completed

Suggestions for future:

• Periodic review of the Policy and Procedures Manual is a very good idea. A review every two years will keep duties and responsibilities current as well as allow for discussion on how things are done.

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State Agency Liaison

Elizabeth McDuffie, NCSEAA

Statement of Committee Goals and Objectives for the Year:

• To keep the Board apprised of state agency activities throughout the year. Those activities included:
• FAFSA Day, February 15, 2003 - 28 locations
• Counselor Summer Internship 2003 - 12 campuses
• Scholarship and state grant updates

Specific Projects that achieved the goals and objectives:

• The liaison kept the board and the membership informed about activities.
• The liaison worked with the NC Department of Vocational Rehabilitation Services (DVRS) to execute a Memorandum of Understanding which coordinates the communication between DVRS staff and financial aid administrators to facilitate aid opportunities for Vocational Rehabilitation clients. The agreement, which follows a prototype issued by the Federal Department of Education, was signed by President Stelma upon recommendation of the Board.

Suggestions for future:

• Continue successful relationship in the future.

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Lender Liaison

Chair: Audrey Callahan, Educaid/Wachovia

Statement of Committee Goals and Objectives for the Year:

• To serve as the liaison between the NCASFAA Board Members, NCASFAA members, and the lender/guarantor and servicers which are members of this association. To keep abreast and update Board Members and the association on any relevant matters which deal directly with lenders, guarantors, servicers and have any impact on the procedures for FFLEP processing and servicing.

Specific Projects that achieved the goals and objectives:

• Sent out updates and procedures from the Department of Education on the use of the serial feature of an MPN for schools that are currently non-serial.
• Sent out the regulations that govern the use of the Master Promissory Note (MPN) in the Federal Family Education Loan (FFEL) and the Federal Direct Loan (Direct Loan) programs allow student and parent borrowers at most four-year colleges and graduate or professional schools to use the multi-year feature of an MPN.
• Informed the association and Board of the upcoming use of the PLUS Master Promissory Note.
• Worked with the Agencies Chair with levels of sponsorship and helped accomplish the listing of our patrons and sponsors on the NCASFAA web page.

Suggestions for future:

• Wear two hats by staying abreast of general information that may affect NC schools and association members while at the same time keeping your company’s agenda separate.