define scope - university of tennessee at martin web viewthe scholarships process improvement (spi)...

Near Final DRAFT Scholarships Process Improvement Cycle ReportRevised 8/25/09

Define ScopeDefine the name, purpose, start and end points of the process to improve.

Name: Scholarships Process Improvement (SPI) task force Purpose: recommend improvements to the financial assistance process by, 1) clarifying, then

articulating a recommended mission of the Scholarship process, 2) reviewing and/or recommending sub-processes that foster a holistic perspective, 3) reviewing and/or recommending sub-processes that create an environment to operate within budgets, 4) reviewing and/or recommending data collection sub-processes to maximize the ability of analyzing the most effective use of scholarship funds, 5) reviewing and/or recommending sub-processes to create an environment that minimizes duplication of effort across reporting channels, 6) reviewing and/or recommending existing and new technology, to be used to its fullest potential in leveraging improvements of the Scholarship process.

Financial Aid:

Start-point: HS Senior year (via FAFSA). End-point: Enrolled and attending.

Near Final Draft Scholarship Process Improvement Cycle Report 1

Athletics:

Start-point: Start of Senior Year HS (via FAFSA). End-point: Enrolled and attending (Athlete).

Development:

Start-point: Annual – December, Endowments – February. End-point: Annual – December, Endowments – October.

Admissions:

Start-point: Recruiting Sophomores, Awarding Seniors (September, October). End-point: Enrolled.

Map-Out How It (the process) Works Now Gain a common understanding of how the process currently works.

The Scholarships Process Improvement (SPI) task force submits the following as a common understanding of how the process of Scholarships currently works.

SPI Task Force members are:

Teresa Bodkin AdmissionsKim Cooper Financial AidElaine Harriss AcademicsTrudy Henderson AthleticsSandy Neel Financial AidJennifer Reese DevelopmentJeanna Swafford Development

Resource individuals are:Name here… Department here…

How the process works now: Development Office Scholarship Process (Revised March 2009)

1. November and December (Development Office Scholarship Process)

a. Send out letters to all donors notifying them of their recipients and thanking them for their support. Annual donors also get a statement of intent for their scholarship renewal for the next academic year. Endowment donors also get a report from UT System with their endowment balance and recipients.


2. January (Development Office Scholarship Process)

a. Receive Donors statement of intent forms.b. Load annual scholarships as pledges into ANDI from the statement of intent forms (Dana

Prince).c. Place updated statements of intent forms in scholarship files.d. Send scholarship application forms to those donors requesting them. (Jimmy Cagle at

Goodyear for Stanley Gault Scholarship.)e. Meet with Dorothy Gillon on Honors Day Scholarships and give her budget figures for

amounts to award on Honors Day Scholarship Endowments. Make adjustments in Access as needed.

3. February (Development Office Scholarship Process)

a. Call or e-mail annual donors who have not responded to the scholarship renewal letter and have not sent back their statement of intent forms.

b. Order reports for donors that have requested them for selection purposes.c. Clone the Scholarship Database in Access for the upcoming academic year.d. Update the scholarship database (Access – Scholar Fll) from these forms for increases,

declines, contacts, and addresses.e. Budget available income for endowed scholarships and update the scholarship

database.f. Send Financial Aid shared scholarship endowment expenditures to UT Treasurer’s Office

(Pam James). They will in turn send budget for next fiscal year shared scholarship endowments held at Knoxville. Give copy of new endowment report to Financial Aid (Kim Cooper). Work with UTK Financial Aid on awarding shared scholarships.

g. Do not send Honors Day or Media Day scholarships. These scholarships are spring awards and will be sent when recipients have been selected and names given to Development.

h. Work with scholarship donors to select recipients for those scholarships that require donor-approval.

4. March (Development Office Scholarship Process)

a. Run criteria sheets and send to Financial Aid (Kim Cooper) to be awarded. Only send criteria sheets with Selections made by the Scholarship Committee.

b. Send criteria sheets for Media Day to Communications and contact the Department Chair concerning recipients for these Scholarships.

c. Note that Financial Aid sends criteria sheets to other colleges and/or departments prompting their scholarship committees to make selections. These committees then notify Financial Aid upon completion of this process.

d. Work with Financial Aid to award these scholarships.e. Work with external committees to determine recipients of external scholarships.

Example: George & Elizabeth Latimer Scholarship.

5. April (Development Office Scholarship Process)


a. Work with the Chancellor’s Office (Dorothy Gillon) concerning recipients of Honors Day Awards and Scholarships. Prepare letters for recipients stating the amount that will be applied toward their fall tuition. Order checks by sending check list to Financial Aid and Business Office. Business Office contacts the Chancellor’s office (Dorothy Gillon) when checks are ready. Send Honors Day criteria sheets to Financial Aid. Send Honors Day Awards list to Business Affairs (Donna Cooper) to reconcile with checks to be printed. Business Affairs (Donna) calls the Chancellor’s Office (Dorothy) when checks are ready to be picked up from Business Affairs.

b. Print department criteria sheets and send them to departments.

6. May, June (Development Office Scholarship Process)

a. Work with Financial Aid as they run Structured Query Language (SQL) reports the first week of June. These reports will be used by Development to update the Access database with recipient information.

b. Post recipients to criteria sheets and update the scholarship database from award letters. Type the name of donors on letters for recipients to thank when appropriate. Place award letters in binders for future reference.

c. Reconcile spring awards with scholarship budget and accounts as Financial Aid begins checking Spring Grades.

d. Send out reports (for scholarships) to External Committees for recipient selection if needed (example: Patsy Campbell Oliver, E.C. Crafton, Martin Rotary and Harvey Oscar Vick).

7. July (Development Office Scholarship Process)a. Call donors that have not sent in approval for recipients. Send External Committee

criteria sheets to Financial Aid with name of recipients to be sent award letters.b. Send pledge reminders from Development (Dana Prince) to annual donors to remind

them of their annual scholarship gift(s).

8. August (Development Office Scholarship Process)a. Run SQL reports and check BANNER to reconcile that award amounts were expensed

from the correct accounts for each student. Make corrections before fall registration begins.

b. Make late scholarship awards for those not in the computer or those whose awards that did not print on fees.

c. Re-award declined scholarships with department input when appropriate.d. File previous year’s criteria sheets in the appropriate scholarship file for future

reference.e. Work with McNairy Center to award all scholarships with selection criteria Location:

McNairy or Selmer.

9. September and October (Development Office Scholarship Process)

a. Finalize respective data with Financial Aid & Development for annual endowment reports to be given to donors.


b. Coordinate with Financial Aid in order to send Student Data with Donor and Endowment Data (Development) to UTK (Michael McCay).

c. Work with the Chancellor concerning donor letters to be sent to Knoxville and then sent with given endowment reports.

d. Make final re-awards for those scholarships whose recipients did not enroll or dropped out.

e. Run final SQL reports on awards and amounts in order to make final corrections needed to reconcile scholarship accounts.

f. Write donors for late payments if they are not received according to expectations.g. Send letters (by e-mail) to scholarship recipients with name and amount of scholarship

and donor’s name and address.h. Place thank-you letters received from recipients in respective donor’s file.

How the process works now: Financial Aid Scholarship Process (As of March 2009)

1. January/February (Financial Aid Scholarship Process)

a. Certify state grants/scholarships for spring after 14th day of classes when hours are frozen. These include:

i. Robert Byrdii. Ned McWherter

iii. Dependent Childreniv. GearUp Grantv. Minority Teaching Fellows

vi. Tennessee Teaching Scholarsvii. Math and Science Teachers Loan Forgiveness

b. Run SQL query fa_awards_by_range_pd.sql F100-F799 to check for awards that did not pay or amount changed. Update scholarship budget report and University Scholar report.

c. Post all possible renewable scholarships to students’ award screen in a “TENT” award status for the upcoming new year using the amount from the previous year. This prevents the over-awarding of federal student aid. This will also be done after the director has completed the new-year roll over of financial aid screens (usually in mid-late November of each year).

d. Set up each fund in RFRMGMT. All of the setup screens will be rolled over except the dollar amount budget. Refer to the previous year’s screen to put in estimated budget for the new year. Be sure to check page two for minimum and maximum amounts. These usually will not change until the new year actual amounts are available.


e. Run the following SQL query: fa_awards_by_range_sql for the previous aid year for fund codes listed below. Review the awards to check for any that might still be in TENT status and set them to CNCL.

f. Roll non-federal, institutional scholarship recipient’s awards forward for the upcoming year in a “TENT” status. Set fund Codes in RFRMGMT from previous year must be set to “eligible to roll,” with the Offered Status as “TENT,” and make sure Auto Accept is not checked. See eligible fund codes below. Using the RPRAROL screen, post parameter values 01 and 02 aid year, skip 03 fund source and 04 fund type, then post 05 Fund Code and set 07 Print Option to Y. See attached screen shot. This will post all the recipients for that fund code in RPAAWRD in the new aid year in a TENT status. This will hold this aid when they are packaged until it can be determined if they are still eligible for it in the upcoming year.

i. F237 Ed Scholarii. F318-F318MP Girl Scout Gold

iii. F720 Bandiv. F729-F729A WIAv. F177, F730-F731 Chanc Music, Music, Pacer Singers

vi. F740, F619 ROTCvii. F750-F782, F834 Athletics

viii. F783, F788 RA Dorm, RA Booksix. F804 Alumni Andy Holtx. F806-F809, F811, F829 TSAC Scholarship Awards

xi. F810, F813-F814, F822 Voc Rehab Tuition

g. Roll all other four-year academic awards, F700-F700Y4, F701-F701Y4, F702-F702Y4, F703-F703Y4, using the RORRULE screen after spring grades are posted.

h. Run the following SQL query fee_waiver_reports2.txt. Manually post the fee waiver amounts in RPAARSC as Estimated in both the fall and spring terms of the new fin aid year.

i. Ask Admissions Office to run query for beginning freshmen with fee waivers so they can be posted in RPAARSC as Estimated in both fall and spring terms of new fin aid year.

2. March (Financial Aid Scholarship Process)


a. Send lists the first week of March, to colleges/departments of incoming freshmen, returning, and 1st time transfer students to make selection for departmental scholarships. Use the following SQL queries:

i. Incoming Freshmen – sztfaas_fr_all_merge.sqlii. Returning – sztfaso_rt_all_merge.sql

iii. Transfers – sztfast_xf_all_merge.sql

b. Run queries and put into Excel format. Sort by college and major and send to each College dean via email along with memo, “sch committee crit sheet memo” and scholarship criteria sheets that are sent from the Development Office to Financial Aid. They will then distribute to the appropriate persons responsible for scholarship selection.

c. Select scholarships for incoming freshmen. This should be done by the last week of March and recipient names sent to Financial Aid and posted in Banner. Scholarship selection for all other students should be done by the end of April and names sent to Financial Aid to be posted in Banner. Send names to Development after they are received from the departments so they can post in their Access scholarship database.

3. April/May (Financial Aid Scholarship Process)

a. Post awards, package financial aid, and send out notification letters for incoming freshmen the first week of April. Post as many awards as possible, package financial aid, and send out notification letters for returning students the first week of May.

b. Clean up tentative awards in May that are grade specific and that were rolled in February after spring semester grades are posted. They will then be changed to either ACPT status or CNCL status.

4. June/July (Financial Aid Scholarship Process)

a. Continue posting awards as they come in, including outside scholarship resources, athletic and band awards, and state scholarships/grants. Adjust tuition specific awards after tuition is set, usually late June, early July after UT Board of Trustees meeting.

5. August (Financial Aid Scholarship Process)

a. Run the following queries after the new year has begun (around the third week of classes) to clean up the students account. At this time post all “TENT” “no show” students as “DECL” or “CNCL.” Check the “less than full time” students to see if their scholarship will pay at less than full time before deleting. Contact departments and development office for those scholarships that need to be reawarded.

i. fa_awards_by_range_less_ft.txt (students less than full time)


ii. fa_awards_by_range_noregis.sql (students who were no shows)fa_awards_by_range.sql (shows status of awards)

iii. fa_awards_by_range_pd.sql (shows what has paid for semester)iv. fa_awards_by_range_currhours.sql

b. Update scholarship budget report and University Scholar report.c. Run fee waiver report weekly in August, fee_waiver_XXXX.sql, to reconcile RPAARSC

with TSAAREV.d. Run overaward report and clean up as many overawards as possible before first loan

disbursements come in.e. Certify state grants/scholarships for fall after 14th day of classes and hours are frozen.

(See January)

6. September (Financial Aid Scholarship Process)

a. Submit FISAP reporting due to Sheryl – WIA F729-F729A; Voc Rehab F810, F813, F814, F822;

b. Submit the J Chafee Foster Care report F830; TSAC, excluding Robert Byrd F806, F809, F811, F829;

c. Begin GearUp GEAR.d. Send letters to students to notify them to thank donors. Run SQL query

schol_donors_with_majr_list.sql for F100-F699. Merge letter schol award letter recipient-donor with schol_donors_list_mailout_out.txt. Send copies to Development for their files. (This process changed this year, with Development sending out emails instead of paper letters.)

7. October (Financial Aid Scholarship Process)a. Begin reporting for Mary Sue. (What is this?)b. Send endowment recipient report to Development. Run SQL query

end_schol_donor_recip_list.sql for the current year and previous year recipients. All donor information should be updated in Banner by the Development Office before this report is run.

8. November/December (Financial Aid Scholarship Process)a. Begin Admissions offer letter process for incoming freshmen for the new year. Ask IT to

begin running weekly SQL query fa_rpt_update_schol, which generates three reports, Students To Be Awarded, Students Not Awarded, Students Awarded But Not Sent Letter. These reports are checked for discrepancies against the weekly offer letter report sent to Financial Aid by Admissions. This process continues through July.

How the process works now: Athletics Process (As of March 2009)


1. Begin the recruiting process during student’s Junior or Senior Yeara. Partially funded sports typically research what other scholarships/aid that the recruit

might be eligible for. Some Coaches are more diligent/persistent with this than others.b. Fully funded sports are not as interested in other aid on the front end. When full-

scholarship athletes accept other scholarships, their athletic award is decreased. (Pell Grant is an exception).

2. Process paperwork for prospective athlete (National Letter of Intent and OVC Financial Aid Agreement). Col Kaler signs both, Kim or Sandy will sign and keep copy of OVC Agreement. Paperwork is sent to student, they sign and return.

a. Coaches are mandated by Athletic Director to have new signees fill out FASFA.

3. Send complete list in June/July to Financial Aid (Kim), for all students receiving athletic grant-in-aid. She enters awards.

4. Adjust athletic awards over the following weeks of athletes who are receiving too much money as well as late additions etc.

5. Set athletic scholarships once the school year begins. Constantly monitor for additional awards available through (TSAC) and adjust accordingly to eliminate over awarding.

How the process works now: Admissions Process (As of March 2009)

1. Run SQLs on weekly bases to see if additional students have met scholarship guidelines.

2. Run SQLs separately by term and award type to ensure the greatest accuracy. The query produces a text document that is converted into Excel.

3. Request approval by submitting a copy of the Excel file to the director (Judy Rayburn).

4. Mail merge the appropriate letter using Word. Maintain a master file of all letters merged. A letter can be reprinted upon request plus this gives us a record of activity.

5. Print letters and envelopes, including Scholarship Guidelines, Frequently Asked Questions (FAQ) and a Publicity Release and mail to student.

6. Update SUAMAIL with the appropriate letter code. Queries use these codes to see if an award has already been offered.

7. Email the password-protected file to Kim Cooper by 5 pm on Friday.

8. GUIDELINES:


a. Chancellor ACT >= 28 GPA >= 3.45b. Dean’s ACT between 25-27 GPA >= 3.45c. Leader* ACT >= '20' GPA >= 3.00)

* Must have held leadership positions such as class president and be recommended by guidance counselor. Must live on campus to receive award.

9. CODES:a. FAA – Chancellorb. FAD – Dean’sc. FAL – Leader

How the process works now: Academics Process (As of March 2009)

To get an overview of how the process works in academic departments, input from various departments and colleges across the campus were solicited. Here are 4 examples:

1. Department of Mathematics (Academics Process)

a. There are only three scholarships that have math faculty input: Knifley, Sparks, and Foot scholarships. These all follow various restrictions such as entering freshman, student already matriculating, declared math major, from Westview or Union City HS, etc. Once decisions are made or input given, Financial Aid does the follow-up. Problems occur when a student changes majors, decides to go to school elsewhere after accepting the award, or a great candidate enrolls AFTER the awards are made.

2. College of Business (Academics Process)

a. Financial Aid sends a list of those eligible for awards from the various majors offered by the college. A college-wide committee is responsible for selecting recipients. Accounting, however, prefers to make the choices themselves.

3. Department of Music (Academics Process)

a. Recruit prospective majors at various events including: state and regional band and choral events, UTM’s Honor Band, Honor Choir, and Piano Competition, and TMEA and TMTA state conferences. Invite interested students to audition for admission to the music program and for scholarships. Require two faculty members hear each audition. Rank student using 6 levels: Chancellor’s Music Award (higher ACT and GPA plus All-State selection or equivalent), Music Honor Award (high ACT and GPA plus All-West selection or equivalent), category 1, category 2, category 3, or no award. Music awards are decided by a scholarship committee that includes the band director and the choral director who are responsible for service awards made to the members of their respective groups. Students must have applied as a music major and been accepted to


UTM to receive a scholarship offer. The goal is to get the best music students here by offering music, band, and/or choral scholarships which, when added to their academic and or other awards, cover expenses. Students receive letters of acceptance as a music student shortly after their auditions, which are typically in February. Scholarship offers are sent out by the end of March. According to NASM (National Association of Schools of Music), awards are to be accepted by May 1.

4. College of Agriculture (Academics Process)

a. Accept individual student applications, both prospective and returning, for the agriculture awards. Enter the pertinent information on a spread sheet (home address, ACT, GPA, etc.) since most of the awards are tied to specific criteria such as participation in various events, farm status, Home County, etc. A committee makes selections using the criteria. A concern is that money is sometimes “taken back” due to Pell grant awarding.

Set Measurable TargetsIdentify the critical issues, and set measurable targets that will be used to evaluate improvement.

The SPI Task Force recommends that the following critical issues and measurable targets be used to assess the pilot and/or ongoing scholarship process improvement cycle. These critical issues and measurable targets are:

1) Scholarship budget-rate:a) Total Funded scholarships divided by Total Budgeted, example: 100 dollars spent divided by 90

dollars budgeted would be a 110% budget-rate.b) Used to assess the improvement of obtaining the target of utilizing less than or equal to one

hundred percent of the scholarship budget.2) Scholarship yield-rate:

a) Students enrolled that accepted scholarships divided by Scholarships Offered, example: 90 students enrolled that accepted divided by 100 offered would be a 90% yield-rate.

b) Used to assess the improvement in the target of being able to accurately project the number of students offered scholarships that will accept and enroll.

3) Scholarship application deadline:a) Scholarship applications including ACT and GPA scores, received before end of business day

February 1st.b) Used to stabilize the effect that scholarships offered, accepted, and a student enrolled has on

the Scholarship budget-rate target.4) Scholarship continuation-rate:

a) Students receiving substantial scholarships during the current academic year divided by the number of these students that received said scholarships the previous academic year, example:


180 students receiving substantial scholarships, divided by 200 students that received said scholarships the previous year, would be a scholarship continuation-rate of 90%.

b) Used to assess the improvement that the scholarship process has on students continuing to the next academic year.

c) Currently used to determine scholarship funds needed vs. available. Expected to be used with Yield-rate to determine what scholarships can be offered and remain within the given scholarship budget, example: $100.00 available with a 90% yield-rate would allow for approximately $110.00 to be offered.

5) Scholarship retention-rate:a) Students receiving substantial scholarships divided by the number of these students that

complete their degree, example: 180 students receiving substantial scholarships, graduated (within six years) divided by 200 students that received substantial scholarships but didn’t complete their degree, would be a scholarship retention-rate of 90%.

b) Used to assess the improvement that the scholarship process has on students graduating (within six years) with a degree.

Map-Out How It (the process) Might Work BetterBrainstorm how to achieve targets including, but not limited to, minimizing or eliminating bottlenecks and non-value added steps.

We the SPI Task Force make the following recommendations.

1) The SPI Task Force recognizes that there is a possibility that resources might be needed to implement some of these recommendations. We recommend using the expertise of the existing Departmental Directors and their supervisors to determine if additional resources are needed or existing resources need to be reallocated, and submit requests accordingly.

2) Adopt and promote a university scholarship process mission statement.a) To provide access to higher education that otherwise would not be obtainable.b) To leverage the recruiting of students that are the best and brightest, and highly qualified in

their field of expertise.c) To improve retention by increasing continuation-rates.d) To promote the perpetuity of scholarships by increasing donor scholarship contributions.

3) Improve needs-based UT Martin scholarship assessment by centralizing it within the Financial Aid Department where synergies, economies of scale, and expertise in assessing needs-based scholarships are maximized.

4) Research and report by the 30th of September 2009, on the impact of automatically awarding scholarships and some grants using Banner as per the process currently in use at Wheaton College, Wheaton Illinois, where they currently auto-award more than 400 different scholarships (reference Batch Packaging Endoweds.doc).a) Perform comparison studies using previous years award data to evaluate the differences

between the auto-award method and the current manual method.


5) Research and report on the possibility of minimizing duplication of use of resources by centralizing scholarship awards within the Financial Aid Department.a) Use Banner features to generate a pre-award list base on the unique criteria of each

Departmental Scholarship.i) Validate the Pre-award List method by performing comparison studies using previous years

data to evaluate the differences between the results of the Pre-award List method vs. the current award method.

b) Notify each Academic Department by distributing a pre-award list respectively. Allow time for Departments to modify the Pre-award list by a given date, if deemed necessary by the respective Departments. After the given date, use the modified Pre-award List to “lock-in” Departmental scholarships.

6) Streamline the process of promoting scholarships by capitalizing on the existing visibility of The Office of Financial Assistance. a) Form a clearing-house for all types of scholarships including but not limited to endowed and

departmental.b) Research and report on the possibility of developing and promoting a standardized scholarship

application.i) Consult with departments one-on-one to obtain feedback of the perceived usefulness of a

standardized application.ii) Research and report on the benefits of purchasing an online (hosted), and paperless

scholarship tracking and review system (STARS). These benefits would include but not be limited to:(1) Providing students the ability to apply online for multiple scholarships in minutes.(2) Fully automate the awarding process while maintaining the distributed decision process.(3) Providing students greater visibility of Departmental Scholarship offerings.(4) Increasing Donor affinity.

iii) Pilot with the Foreign Language Department to determine the effect of increased exposure (much greater number of applications to review vs. resources to review them).

c) Develop a centralized website with distributed responsibility for maintaining documentation listing the purpose and criteria of each scholarship.

d) Change the official name of the Office of Financial Assistance to Office of Financial Aid and Scholarships.

7) Research and report by March 31st 2010 (if Banner 8.2 is available on Pre-Prod by February 2010), on the possible use and impact of the new Scholarship and Athletic Aid Module features included with the 8.2 upgrade that is expected to:a) Enable tracking scholarships and athletic information by term.b) Allow counting scholarship by term and definition of how many terms a student can receive a

scholarship.c) Allow viewing the maximum terms, amount paid, loss of eligibility, and remaining terms of

eligibility.d) Provide options to auto-populate or manually enter specific student athletic data by term.e) Enable tracking donor and scholarship information.


8) Maximize the use of underutilized funds including but not limited to:a) The Carol Dean Fund.b) Access & Diversity Fund.

9) Use one-time stimulus funds for the next two years, to increase the E059018 scholarship budget to an estimated total of $1,508,000 (existing budget $1,082,000) in order to fully fund existing guaranteed scholarships that have already been awarded on a four-year cycle. a) The breakdown of this estimated total is:

i) Chancellor, $693,000.ii) Deans, $600,000.iii) Leaders In Residence, $100,000 (needed to increase to $2,000 instead of $1,000).iv) ROTC, $20,000.v) Chancellor’s Music, $30,000.vi) Honors Music, $15,000.

10) Minimize the need to increase this scholarship budget in the future by applying a scholarship yield-rate to funds that are available as a result of graduations, transfers, etc.

11) Adopt the use of an analytical tool or tools that use yield-rate and other metrics to analyze current and future enrollment strategies and how these strategies impact our current and projected enrollments related to quality, budget analysis including net revenue, and class sizes including students awarded scholarships vs. those that are not. a) Use these strategies to stabilize the scholarship budget within two years in preparation for the

loss of stimulus funds. One possible outcome from this process might be to review all of our current E&G scholarships and tweak or eliminate them based on supportive quantitative data. For example: Leaders In Residence was developed at a time when students needed an incentive to live in university housing. Given the current waiting list, the quantitative data may show that the Leaders In Residence scholarship is no longer needed.


b) Sample analytical tool (instrument):

12) Use stimulus funds to contract with a consultant Dr. Lucie Lapovsky, to validate and interpret analytical tools and quantitative data, to help refine and improve admissions strategies and results.a) Dr. Lapovsky is the instructor for the webinar (“How to Create a Matrix that Will Help You

Understand the Impact of Different Admissions Strategies on Your Class Size, Quality, and Net Revenue”) attended by the SPI task force and others, and is considered to be an expert with a common sense approach.

b) Cost for this contract is based on a predefined scope and data set, and will cost $400 per hour with a $7,500 cap.i) Quantitative data example:

(1) The number of students in an applicant pool compared to students admitted and enrolled students by student quality, income, and geographic area coupled with three years of financial aid and scholarship data.

13) Maximize the use of enrollment strategies within what is considered by a recent study to be our prime service area, by identifying a one-hundred-mile radius from UT Martin and Centers. This study “A Project of the American Enterprise Institute, June 2009”, titled “Diplomas and Dropouts”, finds that in 2005, 56 percent of college freshmen attended a school within one-hundred miles of their home.


With the exception of Jackson and Parsons, staying within the Tennessee borders almost cuts what is considered to be UTM’s prime service area in one-half. Neighboring states would include Kentucky, Illinois, Missouri, Arkansas, Mississippi, and Alabama. The current out-of-state tuition is approximately $17,000 per year as compared to approximately $5,700 for in-state tuition.

a) Make tuition more practical for out-of-state students. Examples: i) Lower out-of-state tuition to reflect a more realistic cost.

(1) Estimated state appropriations ($4,500) plus in-state tuition ($5,700) would be approximately $10,200 per year instead of approximately $17,000.

ii) Create an out-of-state honors scholarship with comparable criteria to the Chancellor’s Scholarship and implement according to the results of a given enrollment strategy.(1) Estimated cost of $17,000 minus an Out-of-state honors scholarship ($3,000) would be

an estimated cost of $14,000 per year instead of $17,000.(2) Research and report on the possibility of increasing international tuition to offset the

cost of an out-of-state honors scholarship.


b) See one-hundred-mile radius diagram from Martin, Jackson, Parsons, Ripley, and Selmer below:

Met TargetsNo Cycle - Pilot and adjust the process until targets are metYes Cycle - Implement the new process

We the SPI Task force also make the following recommendations needed to implement the pilot process as outlined below until targets can be met as defined in Set Measurable Targets above.

1) No Cycle, Pilot & Make Adjustments:a) To interpret why the use of scholarships are successful and how to tweak them until targets are

maximized.b) To determine the effect of increased exposure expected from a standardized application.

i) Foreign Language Department has volunteered for the first pilot.2) Yes Cycle, Implementation of the new processes:

a) During a given semester after completing the research and development of analytical instruments that analyze current and future scholarship strategies and how these strategies impact the purpose for which they were adopted.

b) After successful pilot projects have been completed, needed resources and all required approvals from all levels of management have been received?

c) From one academic year to the next as represented by the process improvement cycle diagram to naturally improve the process by setting and comparing measurable targets with actual target measurements and adjusting the process to minimize or maximize each given target as needed.


Notes, assumptions, and follow-up items:

1) Awards get changed all the time and must be continually verified.2) Cost of attendance minus expected to pay equals need (loans, work)3) Cap for athletics is different than academic (Uses Y-Dorm semi-private)4) Not tax deductable if student receives scholarship directly. Most goes through UT Martin for this

reason.5) Meeting annually with each department?6) May 1st is the national recognized acceptance date.7) There is a report that Admissions has that shows accepted vs. offered.8) Student involved in Athletics need to apply for admissions sooner.9) If FASFA is submitted before the students apply then there is a letter that goes out to the student

prompting them to apply.10) Possibly pilot using private scholarships where Director of Development is the contact.11) Possibly pilot using a Department that is responsible for approving awards but there is very little

discretion of who gets the award.


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