Chyrl Ayers

Frances, A checklist may be a valuable tool to ensure compliance with all documents; however, it is important that your team (or possible your servicer) does some additional review. Possible once a quarter select a sample and QC for accuracy of the documents and data to validate accurate awarding, disbursing and return of funds in the case of withdrawn students. It is important to take a look at the total process not just the collection of documents. Sincerely, Chyrl Chyrl Ayers

Frances, Reporting is a key function to the monitoring and ensure timely/accurate delivery of funding. Reporting from outside partnership should enable you and your team to meet the needs of your students. Sincerely, Chyrl Chyrl Ayers

Frances, This is a very valid suggestion. It is important for students to know and have the ability to access their information online. As time passes more and more students are inclined to want access to their information when they want access and it is critical to provide this type of real-time access. Sincerely, Chyrl Chyrl Ayers

Frances, The characteristics are all critical to the overall success of the student's experience with Financial Aid. Also, these characteristics really apply to all aspects of the process - all departments must be providing customer service while performing the task accurately and timely. Sincerely, Chyrl Chyrl Ayers

Nicole, Many participants in this forum agree with you on Service being the most important. All three aspects are necessary for success and many feel that these all go hand-in-hand that you cannot have good service without taking timely and accurate action on behalf of your students. It is very important to have that solid foundation when meeting the overall needs of the students. Sincerely Chyrl Chyrl Ayers

Monique , To avoid fear of the unknown such as an audit I think it is important to inspect what you expect. If you expect quality within your files and processes you have to test these throughout the year not just at audit time. I encourage all of my colleagues to periodically test their file and record keeping processes to ensure compliance. Sincerely Chyrl Chyrl Ayers

Monique , Your thoughts are directly on target - the entire process is depended on the student's experience from beginning (enrollment) to end (graduation/placement). It takes an entire village to ensure the overall success of the student in the process. The best reporting must take into consideration all aspects of the college. Sincerely, Chyrl Chyrl Ayers

Nicholas, I think your approach is excellent and definitely ensures confidence in your files. It is important to periodically inspect your files to ensure all documents are collected and accurately completed. Taking the time to be organized will really pay off during the audit cycle. Sincerely, Chyrl Chyrl Ayers

Gary, It is important to have documented records for your auditors and the fact that you go above and beyond is excellent. There is a great deal of information and records required during an audit. The best you can hope for is timely notification of requirements to allow sufficient time for pulling of information. Sincerely, Chyrl Chyrl Ayers

Nicholas, The ability to review students' accounts and financial aid history in a glance is critical to identify any potential issues. If you can develop exception reporting to provide you insight into the status of the student population this could be beneficial to you. It is important to look for methods that allow you to manage the overall process with a minimum number of people. It has been my experience that development of exception report is a great way to look at the "big picture" to identify potential issues. Sincerely, Chyrl Chyrl Ayers