business office & financial aid: a team approach minnesota collections network fall 2014

Business Office & Financial Aid: A Team Approach

Minnesota Collections Network Fall 2014

University of St. Thomas

Founded in 1885

Private University

Enrollment Fall 2013 10,221

6,350 Undergrad 3,871 Grad

FY 2013 Gross Tuition Revenue =

$270 million

FY 2013 Financial Aid Disbursed =

$199 million

PresidentJulie Sullivan

ProvostRichard Plumb

Academic AffairsCollege of Arts &

ScienceTerry Langan

Student AffairsJane Canney

Opus College of Business

Stephanie Lenway

IRTChris Gregg

School of LawRobert Vischer

Enrollment ServicesDaniel Meyer

School of EngineeringDonald Weinkauf

Institutional Effectiveness

Michael Cogan

School of Social WorkBarbara Shank

International EducationDennis Hart

AthleticsSteve Fritz

Marketing/SponsorshipMichelle Morgan

Financial MgmtMegan Jacobson

Game Day ActivitiesTyler Grey

Sports InformationGene McGivern

Coaches

Athletic FacilitiesIntramuralsEquipmentRecreation

Athletic Training

General CounselSara Gross Methner

Assoc. Gen’l CounselAbigail Crouse

Business Affairs & CFOMark Vangsgard

Human ResourcesMichelle Thom

AccountingGary Thyen

InvestmentsCarol Peterfeso

Facilities Jim Brummer

Auxiliary ServicesJerry Anderley

Purchasing & PayablesKaren Harthorn

Business OfficePam Peterson

Bernardi CampusThanos Zyngas

Office for MissionFr. Larry Snyder

Office for MissionMark Neuzil

Chief Diversity Officer

Campus MinistryFr. Erich Rutten

Institutional Advancement

Kim Motes

DevelopmentJoe Plante

Constituent RelationsRachel Wobschall

University & Gov’t. Relations

Doug Hennes

School of DivinityMsgr. Callahan

SecretaryKaren Hennes

Executive AdvisorSusan Alexander

Organizational Chart

Staffing Model

Financial Aid Office 4 Front Desk Assistants

6 Counselors

4 Assistant Directors

3 Associate Directors

Director

Business Office Student Worker at front window and in

collections area

Systems Specialist

4 Fulltime Staff

Assistant Director (Perkins and A/R collections)

Associate Director (Accounting)

Director

Enterprise System

Alumni, Employee, Financial and Student System of Record (Banner)

Self Service component (Murphy Online)

Access to each other’s screens

Reduces the overall customer interaction time as we can address many issues without involving the other department unnecessarily.

Emphasize a Team Approach

Common Goals

Mutual Respect

New Employee Training

On going training and collaboration

Location, location, location

“One stop shop”

Student Service

Open Communication

Changes

Registration/cancellation policies

Billing and refund schedules

Awarding and Disbursement schedules

Recruitment and retention goals

Communication plans

Consistency and Continuity

Monthly calendar

Publications

Communications

Partner in Communications

Overlapping content

Good cop/bad cop

Employ different approach

Unified front

Partner in Problem Solving

Study Abroad Office

Registrars Office

VA School Certifying Official

Partner in Processes

Run nightly account changes (tuition adjustments)

Run nightly disbursements

Run nightly exemptions and discounts

Run nightly refunds

10,000 foot meetings

Senior staff

Regulatory or other topics

Reconciliation issues

1,000 foot meetings

Review delinquent accounts receivable

Analyze circumstances

Recommend improvements

New Student Orientation

Combined presence

Focus on parents

Include financial aid and billing basics

Panel and Q & A

Survey results

Team Building

Social events

Employee recognition

Set up a golf or bowling outing, or a happy hour.

Any Questions? Susan Brady, Financial Aid Office

Email susan.brady@stthomas.edu

Phone (651) 962-6553

Web www.stthomas.edu/financialaid

Dan Gallivan, Business OfficeEmail gall4395@stthomas.edu

Phone (651) 962-6609

Web www.stthomas.edu/businessoffice