Verification through the School Servicing

Center

How it’s working for us…Melody Lawrence, Southwestern CC

Came from our President’s office. Timing was good with staff on leave. Comes down to Cost/Benefit Analysis:

◦ $21 per verification/$3 per C flag◦ Scalable to any level of participation◦ Benefit is time for other purposes

Other participating CCs:◦ Cape Fear, Craven, Davidson, Edgecombe,

Gaston, Guilford Tech, Johnston, Wake Tech

Decision to Participate

# selected # complete%

2011-12 1,281 78561%

2012-13 1,172 68859%

Our Verification Results – past two years

School signs contract. Add CFI School Services to school’s PPA as a

Third Party Servicer. Provide TG number and access into

Colleague. Provide calendar of school dates for billing,

payment, etc.

Startup Process

New name this year Collaboration of CFI and FAS (Financial Aid

Services) Completely integrated - seamless to schools

and students

School Servicing Center (SSC)

Create new Comm Codes – FA13CCFS (sent), FA13CCFK (keep)

Develop filter rules and process to keep a student’s verification at school or send to SSC.

Modify (or use delivered) comm. mgt. verification rules so that if student is assigned above SENT code, they will NOT be selected for verification by school.

Tailor paragraphs and other information requests to help student understand process.

Setup in Colleague

Job Aid Available

Whom to keep and whom to send:◦ Which students are most likely to complete?◦ Try to get the most benefit for your $$ spent.

Define your own filter strategy and process. Required filter rules – keep students SSC

doesn’t handle.◦ V4, rejects, work-study income reported, etc.

Optional filter rules – keep students you want to work - those best or most easily handled by school.

Local Decisions

Filter out the verifications you want to keep Examples:

◦ Not making SAP, Exceeded Pell LEU◦ ISIR rejects◦ Drug Conviction, Special Circumstances◦ School not listed as Top 2 (or 3 or 4)◦ High EFC◦ Independent not due to age or marriage◦ Used IRS DRT and just need # in HH and college◦ Etc.

Filtering Strategies

Run ISIR import save list through RLPC to filter ones we want to keep and put them in a new save list.

Use SAAL to subtract keepers from full list and create list of IDs that will be sent.

Assign Comm. Code to each list-Sent & Keep. Run Comm. Mgt. on full ISIR import list to add

codes from QDTL and OTH to all files. Verification rules know not to add verification

items if Sent code has been added. Process gets modified slightly once corrections are

included.

Daily Processing Changes – How we use RLPC & SAAL

Put announcement on our website. Mail all applicants FA brochure which

mentions possibility of their file going to SSC.

We still send them our email DTL:◦ Tells them to expect contact from SSC at personal

email account◦ Tells them of other missing items to turn in to us◦ Gives them other information and alerts

Sent separate reminder emails with link to SSC site.

Communicating with Students Sent to School Servicing Center

SCC has contracted with School Servicing Center (CFI) to complete the Verification Step of your financial aid, and they will be contacting you soon via personal email or mail. However, if you have any other items listed below, please be sure to resolve those issues or send that documentation to the SCC Financial Aid Office.

Our DTL paragraph

Use Informer to take the list of students to send to SSC and create Excel spreadsheet.

Data must conform to exact format specified by SSC—use Excel template to tweak format.

Upload Excel file through the SSC website. Any size or frequency desired.

Sending Files to SSC

Matches with student’s ISIR and determines what is needed.

Sends out requests for information and processes information submitted by student.

Updates student status on SSC website. Sends corrections. Refers some files to FAS for review. Stores images of documents to send to

school later.

What CFI does…

Manually reviews all discrepancies. Completes verification in CFI system. Confirms that corrected ISIR is received by

school in Colleague, marks Verification=7, and marks Comm. Code. Received.

What FAS does…

Workflow illustrated

SSC has robust student contact schedule – just added Text Msg.

SSC goes into our system as needed to mark files Verification Complete.

We import full list of completed students from SSC website to Excel and use date range to find new completions.

We award from Saved Lists, so we review new completed verifications for File Complete status and create new award list.

When Verification is Complete

Our Dashboard - 7/14/13

Results to Date – 7/14/13

Student Interface School Interface

Kay Stroud Consultant, School Servicing Center

School Servicing Center - System Demonstration