OASFAA Executive Meeting
Lakes Higher Education Corp.,
Mary Kay Freshour
Mary Lynn Perri
I. Introductions/Announcements Wendell A. Schick
Wendell introduced Dave Bowman as the GLHEC liaison to the Executive Committee.
II. Secretary’s Report Angela Johnson
Mary Kay Freshour moved and Mike
Clouse seconded to approve the minutes of the
III. Treasurer’s Report Amy Baker
Faith moved and Claudia seconded to approve the treasurer’s report.
Discussion: Mark has indicated that for 2004-2005 all exec members will have query access to QuickBooks in order to review the budget. Betsy as the Treasurer-Elect and Faith as Treasurer will have update access for 2004-2005.
Wendell asked that committees update expenses as soon as possible so that we may close the books for the year.
A.) Northeast Diane Burnham
activities: On March 12th.
2004 I had my first Regional meeting at
I gave an introduction to Carmen Sears as our 04-05 NE Regional Representative, and reminded everyone to register for the Spring conference and book their rooms.
Activities planned but not yet completed: Meeting with Carmen to pass on ideas and suggestions that I have received for future 04-05 meetings.
Discussion: Michele asked about a cumulative list for all 529 Plans and Prepaid Tuition Accounts to which financial aid professionals might have access. Mark indicated that such is available on the NASFAA web site.
B.) Northwest Mike Clouse
Ø All 5 Regional Workshops will be complete.
Ø Preparing for NW Regional session at Spring Conference and getting NW door prize
Recommended discussion items for the Executive Committee:
Ø After discussion of NSLDS issues at the March 11th regional meeting, it was suggested that we look into approaching the Dept. of Ed for Administrative Relief in regards to interpretation of NSLDS data for Federal Student Loan eligibility issues created by loan consolidation.
The last meeting was held on April 16 in which twelve members attended. Ohio Board of Regents and Michiale Schneider gave a presentations.
Mike mentioned that Greg Guzman asked to bring for discussion the possibility to request administrative relief for the NSLDS complications. Wendell indicated that perhaps Meteor may help to alleviate some of the complications in June. Mark indicated that this topic may well wind up being a reauthorization correction and that ED is definitely aware of the problems.
C.) Southeast Cindy Hahn
D.) Southwest Kathy Kelly
The SE Regional Meeting in March had eight members in attendance. The Greater Cincinnati Access Network (GCAN) group was prepared to present at the meeting. However, due to low attendance a round table discussion was held to discuss what GCAN does for students.
The April 15 meeting was held at
Discussion: Wendell thanked all the regional reps for all their hard work this year in bringing members together. He also stated that the regional reps are the heart of soul of the association.
1.) Support Professional Committee Becky Shinaberry & Kathy John
The committee is waiting to hear back from members about nominations for the Support Professional of the Year. Becky and Kathy will notify nominators by May 7 in order to allow them time to work out the process of having the nominee present at conference.
Discussion: Wendell indicated that the committee has done a great job in getting nominations for the Support Professional of the Year.
2.) Need Analysis Scott Lehman & Paul Calme
We started off the year soliciting committee members. I started by e-mailing the 2002-2003 Need Analysis Committee members to see if they would have a continued interest in the 2003-04 group. After that, I e-mailed potential members based on how they completed the Volunteer Form and contacted OASFAA members to whom I spoke at the Spring 2003 Conference.
That gave us a pool of about 19 possible candidates. After sending out e-mails and calling potential members, we ended up with 11 members. (Including the two committee co-chairs)
We were given the task, by the Conference Planning Committee, of holding four break-out sessions at the 2003 Winter Conference. The topics and sessions that we chose were:
History of Need Analysis & 2003-04 FAFSA updates
Hand Calculations I (hand calculations for beginners)
Hand Calculations II (more detailed hand calculations)
Al Donley and Jason Florack, respectively, presented the history portion and FAFSA updates. We also welcomed a guest speaker from the College Board for the scholarship portion of the History presentation. All presenters did a wonderful job. We had about 20 people for that first session with the evaluations being good. My recommendation would be to continue this session.
In the second and third sessions, we presented case studies. We had virtually a full house for those. In fact, we had to send someone to a local store to buy some calculators for the 2nd session. Ellen Hall and Pam Eberwein presented each of the case studies. Although we found a few minor errors in our cases, everything went smoothly. Those errors were pointed out and corrected for the winter drive-in workshops.
Finally, Carmen Sears-Edwards and Kim Nash-Yore did their verification training on Friday morning at . We expected about 20 people for our session. We ended up with about 65 people in attendance! The only complaint was that we ran out of handouts. Who would have thought that 65 people would show up Friday morning at for verification training!
In our binders, we included in the tables the expected changes that the Feds were going to make in the state taxes calculations. We found out that those changes will not be made. That was noted in our drive-in workshops, as well as a few other changes in some of the tables. We didn’t think it was worth the expense to order new tables on new card stock. Especially since the members that received the binders at Winter Conference did not have the updated information.
In February, we held four regional Drive-In Workshops in which we repeated the sessions that were held at conference in an all-day format.
Here are the number of attendees by site:
Overall the evaluations were good. Most people found the hand calculations particularly useful. A lot of new folks were in the audience according to my informal surveys and I think these people new to the profession were most helped by the hand calculations. Also, some of the veterans found the training useful also as a refresher type of class.
the committee ordered about 300 binders for all of the training sessions. We ended up with about 5-6 dozen binders
remaining. We had anticipated a larger
turn-out at the Drive-In Workshops. Next
year’s committee may
want to take a closer look how many to order.
I left about 3 dozen binders at
Overall, I am pleased with the way the year turned out. However, I was a little disappointed with the numbers at the Regional Drive-In Workshops. That’s something I hope next year’s committee can improve upon. Most members I spoke to informally say they plan on coming back for next year.
3.) NASFAA Training
There will be no NASFAA training this Spring. There are extra NASFAA packets that we used at the Winter Conference NASFAA Training. Claudia has them available to anyone who wants one.
4.) Outreach Committee Lawrence Matthews & Melony O’halek
a.) Stakeholder Relations & Training
2. School Counselor
3. Access Groups
Discussion: Mark indicated that the Outreach Committee recommends exploring the addition of new counselor training sites for areas that are underserved. Mary Kay and Steve indicated that sites can be added as a sponsored event as one way of funding such a concept.
5.) Early Awareness Committee Alex Murdoch & Tasha McDaniel
6.) College Goal Sunday Committee Katie Bontrager, Marnie Roberts, Lee Harrell, Tally Hart
Wendell passed around a summary document that he plans to share with the membership next week via the list serv.
Discussion: Michele started numerous comments by suggesting that a statement be added to give the membership a sense of the new direction we want CGS to go for next year. Other suggestions are to list all executive committee members names on the paper. The ultimate consensus was that the document needs to be redrafted incorporating more details about the CGS 2004 fiscal experience and sharing the weight of the various problems, experiences and lessons learned with the full executive council. The letter will be redrafted, sent to executive committee members for comments by Monday and then finally released to the OASFAA membership via the list serv.
1.) Corporate Development
Summary of activities:
General Sponsorship: $23150 committed / $23,150 paid
College Goal Sunday: * $9000 committed /* $9000 paid
*Does not include scholarship funds
Winter Conference Sponsorship:
37 exhibitor/sponsors - $35,450 committed / $34775 paid
Spring Conference Sponsorship
(eff. 4/15) 32 exhibitors/sponsors - $39000 committed / $8050 paid
Increased spring sponsorship opportunities were offered for existing areas and a new opportunity to sponsor select interest sessions. The limit to 35 exhibitors will be real as we have 3 spaces left AND 4-6 folks who will likely want a spot.
Activities planned but not yet completed:
Spring conference sponsorship is underway and ongoing. Space is limited to 35 exhibitors.
Discussion: OCAN would like to have a table at Conference if room permits. Wendell mentioned that OCAN has a web site that they want to showcase. He further suggested that if it would not be possible for them to have a conference vendor table that the OCAN web site be added to Regional Training agendas. Cheryl indicated that, from her perspective, it would be best to have this at Fall 2004 regional training events with follow up at the Winter 2004Conference.
Steve indicated that some events for meals at Spring Conference will be co-sponsored. To clarify some confusion, this will be the first time this has occurred and there could be an issue related to how co-sponsorship will work. There is one more slot left for sponsorship.
2.) Professional Development & Leadership Committee Michael Jones
Professional Development Committee has obtained a keynote speaker for Wednesday
afternoon. Dr. James Kemper from
Leadership Committee Norm Bedford
Year end report:
The second leadership class appeared to receive favorable reviews and should be considered a successful program. The agenda taught at conference captured the spirit and intent of the program’s objectives based upon membership surveys. This track should still be reserved for those members who emulate the leadership characteristics desired by OASFAA.
I believe it will be a good decision to conduct future leadership classes on bi-annual type basis. It would be a detriment to the success of this program to tarnish its uniqueness. Providing a leadership class every year may reduce the membership’s view of how special this program truly is. A bi-annual event will also help with having enough members to fill seats. There may be future diminishing returns in terms of class size and prestige if the event is held annually.
Speaking of uniqueness, the individuals within the leadership class are in general, action oriented. More effective programming could be developed to create a balance of hands on activities and class room experience. The program content should continue to expand in ways not previously thought.
The leadership class program does not necessarily have to be held in conjunction with an OASFAA conference. Although leadership class participants are allowed to attend two conference sessions while in the leadership program, valuable sessions are missed because of their leadership track commitment.
It is possible to conduct a leadership class over the summer for 1.5 to 2 days. An appropriate location would be needed to facilitate team building type exercises. The schedule would be relaxed, yet challenging. Conducting a leadership class at conference creates the following environmental problems: confining and limited. Leadership has nothing to do with these two concepts. It is intellectually painful to interrupt a stimulating conversation because we are running late for break or lunch. A non-conference type atmosphere with fewer boundaries may be more appropriate. It is still possible to simultaneously conduct the leadership class track with an OASFAA conference to promote ideas within a classroom type setting. Perhaps the leadership class could conclude with winter conference and not even have a leadership class for spring assuming there is a summer activity.
If the summer idea is extrapolated, the leadership class budget would have to be increased. There would be additional programming costs. I would estimate overall program costs would increase from $5,000 to approximately $7,500. The cost increase would come from facility rental and speaker/program fees.
Spring conference is coming along. The agenda is set. I am using some of the speakers that I had for the last conference to build upon what has been established. I am not using Steven Stovall or Dr. Mary Rose Zink at this session. Although they both had overall favorable reviews, several of the leadership members thought that Mary Rose came across strong. Cheryl Willard was able to attain a $1,000 sponsor for a speaker that I am bringing in on Friday of spring conference. Her efforts have helped solidify my spring program. I am most grateful for her guidance and patience.
Conference registration and the corporate sponsorship information/application are available on line as of April 2nd.
May 18 through 21, 2004
Dayton Crowne Plaza Hotel
Conference Registration Fee: $125 full conference - $70 one day
Hotel room rate per night $79.00 plus tax – includes free high speed Internet access and parking.
Parking garage fee $5.00 per day for non hotel registrants
Lee Harrell has updated the website and added video for the Golf Outing.
Beginning to review contract proposals for Spring Conference, 2006 (Sawmill Creek) and Spring Conference, 2007 (Cincinnati Hilton).
Discussion: Wendell asked about the April 26 deadline for hotel registration. Faith pointed out that the conference registration deadline, which is May 5, is prior to the Support Professional of the Year notification timeline of May 7. The Support Professional Committee will work with Registration to make sure that there will not be a late fee charged to those individuals affected by this notification.
a.) Site Cindy Delbridge
b.) Program Randy Ulses
c.) Entertainment Michiale Schneider & Gail Houtz
d.) Registration Beth Casper
Registrants for 3-day conference as of
Discussion: Cheryl has indicated that the Associate
Members will receive the gifts one-on-one.
As members register at the conference, they will given
a name of an associate member to whom they can give gifts as they see them at conference. Mark indicated that Jeff Olsen from
1.) Nominations Committee
2004-2005 Election results
Southeast – Phil Bovenizer,
Southwest – Jeff Daniels,
Northwest –Todd Matthews,
Northeast – Carmen Sears-Edwards,
– Amy Baker, Stark
Treasurer - Elect
– Betsy Johnson,
– Mary Lynn Perri,
Training – Randy Ulses,
2004-2005 Committee Chairs/Co-chairs to date
Sunday – Claudia Wenzel,
Need Analysis – Scott Lehman,
Outreach – Melony O’halek, Bank One &
Support Professional – Kathy John,
Antioch University-McGregor & Ann Marie Gruber,
Corporate Development – Steve
England, AES & Michael Jones, University of Northwestern of
Communications – Michiale Schneider, Chase & Susan Kannenwischer,
Regulatory Issues – Matt Short, Univ of
State Issues – Lisa Mitchell, Student Loan Funding Resources
Federal/Reauthorization – Currently Unassigned
Chair – Beth Casper,
Support Chair –
Entertainment – Michiale Schneider, Chase
Site – Gail Houtz, Bowling Green State University & Mickie Waterman, Franklin University
Program – Currently Unassigned
– Mary Kay Freshour, Methodist Theological Seminary of
Associate Member Chair – will not have a committee for the year
Development – Angela Johnson,
Sunday Corporate Development – Deb Divers, BGSU-Firelands
Leadership Chair - No Leadership Class 2004-2005
Early Awareness – may not have a committee next year
GHLEC – John Brown and Dave Bowman
As an aside to Early Awareness, Wendell mentioned that on May 14, the Student Access and Coordinating Council will meet to discuss the direction of the statewide early awareness initiative. MK indicated that if the state will not be doing anything in a new timeline then we need to make sure that we are not missing some kids in the interim.
2.) Finance Committee
Will ask the Past-President to chair the first Finance Committee meeting for the coming year in order to assist in the preparation of the budget. This will help insure continuity of history in the budget setting process.
Discussion: John and Betsy recommended that language in the Policies and Procedures Manual be changed to indicate, under 6.7 Signing Contracts, that purchases, commitments, contracts, etc., which are greater than $1,000 be subject to President Elect approval prior to expenditure commitment. Further, they recommended that potential OASFAA contracts which of a value greater than $5,000 require approval of Trustees before the President Elect is authorized to sign the contract.
Claudia suggests a formal proposal sheet be created to have as a budget expense form.
Mark indicated that the first 2004-2005 executive committee meeting will occur July 8 via conference call. He asked that AG&P draft suggested language as a starting point which could be discussed and possibly acted upon at this meeting
Faith indicated that the lessons
learned and the next steps included in these proposals will be good things to use
in informing the membership about the CGS 2004 experience.
There is May 6 meeting with IUC (Inter-University Council) which is a discussion committee for the four year state schools. Mark and Wendell will attend this meeting to discuss how OASFAA will move forward on the Ohio Ethics Issues and how the state schools feel about OASFAA results and membership options given declining membership numbers from this sector over a 15 year period. Mark will also initiate discussion at this meeting about the issue of institutional membership.
There is also a June 25 two-year state school meeting at which it may be pertinent to discuss these same issues. Faith will work with Mark on possible attendance at this meeting. John indicated that in the discussion with the IUC, it is important to discern their perceptions of why it is important or, if such is the case, unimportant, to become a member of OASFAA. Norm suggested the regional meetings could be a ‘bring a colleague’ to the meeting type of session as a way to encourage exploration and perhaps ultimately, OASFAA membership. Mary Kay indicated that, if we decide to require OASFAA membership for attendance at regional meetings and other training events while also offering guest attendance options, it would a hard to go back to attending non-members and state that their future attendance is now contingent on becoming an OASFAA member. Mark mentioned that the we need to set as a principle the ultimate benefits of becoming an OASFAA member and that this membership value is lessened if repeat event attendance can occur without officially joining the organization.
4) MASFAA Report/Update
Individual Reporting: Mark Bandré – OASFAA President-Elect
Summary of activities:
· OASFAA’s second College Goal Sunday was successfully completed on February 8. 412 volunteers, including high school counselors and college access officials as well as aid officers, served 2421 individuals representing 1175 students at our 36 statewide sites.
· Elections, run via our www.oasfaa.org web site, for eight available 2004-2005 OASFAA positions conclude on April 7. As of this typing, results are not yet known but there is no way the organization can lose with sixteen very talented candidates being willing to run for office.
· Efforts continue to fill all available committee chair and co-chair positions for 2004-2005. OASFAA now fully embraces the concept of having one person named the chair of each committee with a second person, named the co-chair, accepting that position with the full knowledge that the role of chair will be their responsibility in the year to come.
· A one-day transition meeting has been scheduled for May 12 at which the outgoing 2003-2004 executive committee will meet with the incoming 2004-2005 executive committee for team building, role sharing and a time of general planning. For several years, this has been an overnight opportunity with two days of meetings scheduled. In consideration of the budget and out-of-the-office time, the one-day approach will be tried this year.
· The Need Analysis Committee hosted four regional training workshops in February. This yearly OASFAA effort centers on the performance of EFC hand-calculations and is always well-attended by new and seasoned aid professionals as well as college admission officers. The committee is also charged with offering their workshops as a track during the December conference.
Registration is now open for the spring OASFAA
conference to be held May 19-21 at the Dayton Crowne
Plaza Hotel. The theme, “We Can Make It
Happen”, is quite indicative of the wonderful efforts being put forth by the
conference planning committee led by VP for Conferences,
· Well attended and received meetings continue to be led by OASFAA’s four Regional Representatives. Five such meetings are scheduled by each representative over the course of the year.
OASFAA was most pleased to have
· Faith Phillips, who currently serves as OASFAA Treasurer-Elect, and Mark Bandré participated in the annual NASFAA Leadership Conference including visits to Capitol Hill.
Activities planned, not yet completed:
· Due to significant budget over-runs during the College Goal Sunday process, the policies and procedures manual may be revised to require the approval of the President and President-Elect before any individual expenditure of greater than $1000 may occur.
· A potential OASFAA College Goal Sunday relationship with the Cleveland Browns Foundation is being explored. If it works out, this would be of tremendous help to our marketing efforts.
· Due to continued concerns about declining membership from state schools, the concept of offering both individual and institutional OASFAA memberships is being explored. This involves an active research committee, May 6 attendance at a meeting of the state school aid directors and budget/membership fee analysis.
· The 2004-2005 executive committee calendar is being created with OASFAA letterhead and forms to be revised as necessary.
· Nominations are presently being taken via the Support Professionals Committee for the annual support staff member of the year award.
· We are in the beginning stages of compiling an OASFAA evaluation/action plan for working with the results of the new Ohio Ethics Commission, especially as it relates to state schools and their OASFAA involvement.
Recommended discussion items for the Council:
OASFAA has been fortunate to have members
participate, via the state exchange, at a spring
MICKIE WATERMAN’S REPORT FROM MASFAA STATE EXCHANGE
Mickie Waterman, Chair Site Committee OASFAA
I learned a lot from the Missouri Conference and am glad I
had the opportunity to attend.
The conference began with an Executive Board Meeting, which was held before the rest of the conference attendees arrived. This was a very effective meeting, as all members were there since they were all attending the conference. Lunch was served to the executive committee.
Throughout the conference, I took notes on anything MASFAP did that OASFAA might benefit from.
We had an absolutely wonderful speaker that I highly recommend. His name is Bruce Christopher and he spoke twice at conference. His sessions were “Why Are Women so Strange…and Men so Weird” and “The Power of Attitude Mechanics…The Secrets Only Optimists Know.” Bruce Christopher is a psychologist and humorist and is one of the “most sought after speakers in the Fortune 500 and in many other prestigious organizations. His unique style of EnterTrainment blends practical applications within a laughing environment.”
Web Site: www.bcseminars.com
Entertainment: Hypnotist Tom Deluca was absolutely amazing. I do not have contact information but can get it if interested.
General Session Speaker: Jeff Baker, Director of Policy
Development FSA, from
Transition meeting May 12
- Less meetings next year.
- Meetings will be at conference as business, best use of time
D.) Past President Mary Kay Freshour
1.) Association Governance and Planning Committee
Michelle and John met to determine the core functions that will fit into the Long Range Fiscal Plan. AG&P will meet with the Finance Committee in order to further discuss this issue and make recommendations for a revised plan. A review of the Policies and Procedures Manual will take place at the Transition Meeting for the incoming and outgoing executive members.
2.) Membership/Recruiting and Communications
a.) Associate Members Committee
b.) Membership Support
Paid membership as of
666 paid memberships as of
New member reception will be held on Thursday at the President’s Reception.
3.) Regulatory Committee
a.) State Issues
Betsy shared information from the OBR Financial Consultation Group. She will attend meetings
and June for discussion on OIG being EFC based rather than the current model and
PTIG as percentage of OIG.
Learn and Earn scholarship based on points earned as early as kindergarten.
b.) Federal Issues
Steve shared that NASFAA wrote letter to department based on Federal Handbook has been late in distribution to schools.
c.) Reauthorization Issues
d.) Additional – Mary Kay asked that archival information including committee meeting minutes be forwarded to her.
Inventory – A elderly printer that was OASFAA’s is at Otterbein and will be left there as compensation for incurred counselor workshop copying expenses. Amy sent a check as initial payment for the copying but it has been destroyed in light of the printer agreement
A.) OBR Tom Rudd/ Charles Shahid
mygreatlakes.com will soon be a data providing web site
C.) OCAN Shane Hollett
Update Clock Hour Schools – spring conference
Status of CGS Budget
Student success stories needed
An aide to Senator DeWine was on Ohio Northern campus to ask that information be shared for Reauthorization process
Student Access & Success Coordinating Council – meeting may 14
Distinguished Service Award for OASFAA
Asked that he be added to the James White award list based on the OASFAA award that he received. Marc received the Distinguished Service Award for participation in MASFAA, NASFAA and the U.S. Department of Education. Wendell recommends that the award be added to the web site and listing of the recipients for the program for the Spring Conference instead of adding him to the James White list. All agreed and Cheryl recommended that Randy be give the info to add to the program.
Wendell called for a motion to adjourn. Cheryl moved to adjourn and Faith seconded.