Wednesday Morning Meeting Minutes

Wednesday Morning Meeting Minutes

Wednesday, September 7, 2016

Early FAFSA:

Next federal change goes into affect in October 2016 and students will be able to submit their FAFSA to apply for federal financial aid three months early for next year (2017-2018)
Positive: The Academic and Financial Portal (AFP) will be critical so that aid packages can be ready by December if the new information has been entered and approved
Drawback: The early FAFSA for 2017 will be using the same financial information as the FAFSA for 2016 (both using 2015 tax information). This will require reconciliation of aid. Specifically, if the income was estimatedincorrectly for the 2016 FAFSA because 2015 taxes had not yet been filed and the real numbers from 2015 taxes are used for the 2017 FAFSA a comparison of the “same” data could result in a difference, whichcould result in students being disqualified for aid the next academic year
Verdell offered the idea of winter term plan to let students and schools know when a student will have incomplete financial aid items. Some voted for this change to occur in spring term 2017. SN recommended taking this idea to Financial Officers Committee (FOC) to start winter term 2017. No final decision was made.

New Rules for Books:

Students must have a choice where they purchase books and supplies per federal regulations - starting July 2016 this information is required, which is why these fields have been added to the Academic and Financial Portal (AFP)
Students can opt out of supplies and books that are incorporated into tuition and fees and then such fees will need to be reduced from their bill
Students will need to be notified that they have the option to opt in or opt out

Administrative Capability VA Certification Requirement Changes for Non-College Degree (NCD) Programs (Certificates & School Certificates):

All Title IV aid eligible programs are able to receive VA funding; programs that are not Title IV aid eligible can only be approved for VA funding if a vocational objective that leads to a specific occupation can be demonstrated - this is demonstrated by submitting the following information:
(1) Submit most recent completion and placement rates filed with your accrediting agency
(2) Provide the standards for completion and placement rates as published by your accrediting agency
(3) Provide the data used to compile completion/placement figures as required by the institution's accrediting agency - this is contact information for graduates, program information, and employment data used to verify vocational attainment
(4) For each NCD program (certificates), submit a copy of the needs assessment utilized to demonstrate the geographical occupation need for each program
Note: Institutions not required by their accrediting agencies to submit completion and placement rates must demonstrate vocational attainment - applications must include documentation demonstrating vocational attainment for NCD programs, to include data used to compile figures.
Information will need to be updated each year - the plan is to add it to the Academic Financial Portal for certificate and school certificate programs (in the mean time University Records personnel will reach out to program directors to receive the information)
Nelky Rodriguez voiced an idea – can the job placement tracking be added to Banner Web? This will be looked into.

Title IX & Sexual Harassment Training:

Schools are becoming responsible for responding to sexual allegations under Title IX regulations
LLU is required to provide a training program for all faculty and students
If there is an issue thought to be in violation of Title IX it must be reported to the Title IX Coordinator, Sara Matus ()
Students must complete the provided Title IX training offered through the OWL portal but the system has had difficulty recording completion - theregistration hold has been removed for the present and will be placed again for winter quarter registration to allow for this technical issue to be resolved. Students can continue taking the training module in the mean time.
An LLU faculty memberswho are also a student only need to take the facultyTitle IX training module - they do not need to take the student module as well

Flu Shots:

Flu shots will be recorded by the Deans of Students in the schools and then a registration hold will be added if a student has not had the flu shot
Talk to Dr. Warren Peters if a student has documentation of taking flu shot previously

Arranged Courses on Course Schedule:

By giving University Records courses with "ARR" arranged status for the date and time to be printed on the online course schedule your students could have difficulty with financial aid and the institution at large can be negatively affected
Specifically - the status of "ARR" arranged is frequently translated to directed/independent study or correspondence, and both of these classifications have financial aid implications
It is always best practice to identify dates and times of the courses - other specifics can be added later closer to registration opening, such as instructor and room/location
A good rule of thumb to know when to provide date and time information on courses: If the course is coded as a lecture format in the catalog, time and dates are required
Note: Research, thesis, and dissertation is appropriate to be arranged = independent study
Note: Codes will be available to attach to coursesidentified as distance education, online courses, or correspondence (the type of online course as determined by our in-house review process headed by Dr. Marilyn Eggers)
Note: If specific times vary for courses, comments can be added manually to the online course schedule - thecomments will roll year to year but will require adjustment as times and dates change

Roster II timing changes

Starting fall of 2016 rosters will be generated and sent on the first day of the course/term instead of the first day to withdraw with a “W” (typically two weeks into a standard term course)
If the course is assigned to a part of term the roster will be generated on the first day of the term
If the course is built as an Open Learning Registration(OLR) course with specific dates the roster will be generated on the first day of the course
Financial aid needs to confirm attendance before aid can pay if the term starts and the student has not yet cleared finance
Return timing of the rosters is paramount to students receiving financial aid - please respond quickly!

Announcements:

End of September roll out the Academic and Financial Portal (AFP) to gather information for the 2017-2018 academic year
Plan to roll out electronic medical record so that students away from campus can upload documents and clear registration hold on time
Trying to make the health plan enrollment automatic
Will provide ID badges for online students starting around September 19, 2016