BRENDA GRAN

Consistency in policies and procedures campus wide, checks and balances with other campus departments especially between fin aid, business office and registrar.

Conduct training sessions for staff regularly on changes to federal programs and or reporting requirements. Insure cross campus compliance through sharing information and regulatory changes pertaining to those individual departments.

Chyrl Ayers

Dear Richard,

Do you or your Financial Aid team do anything special to insure that regulatory changes are trained on and diseminated to the appropriate staff at the institution? If you have any insight into the approach you use, I would enjoying hearing it. Some of the best information for sharing with other participants comes from others in the field handling these issues daily.

Sincerely, Chyrl

Richard Lokey

I agree. It is very important for everyone to receive additional training. Whether it is for learning about new rules or regulations or just a refresher on what has been learned before to prevent any bad habits from taking hold.

Chyrl Ayers

Valerie,

You do not have to be part of the financial aid office to understand the importance of proper and careful handling of federal funding and documenting whenever there is an unusual situation. I encourage all departments in the college to review their work to insure compliance with all requirements - institutional, state, accrediting, or federal.

Thanks, Chyrl

Valerie Christie

I do not currently work in a financial aid office, but it seems that any sensible person would exercise great caution when involved with the distrinution of federal funds. Following the rules, being honest, and being consistent are all of the upmost importance. I would add that carefully documenting the details and reasoning behind any special decisions that are made is probably wise as well. If someone does start to ask questions it is desireable to have an easily accessible honest explanation for your actions.

Chyrl Ayers

Janele,

Consistency is critical to the success to the handling of students and processing FA. I think the idea of mock program reviews are a great idea. This will enable to department to be prepared for one and have an understanding of how this process occurs. Training and re-training is very important and sometimes difficult to work into the busy schedule of FA staff; however, it is important to insure that all team members understand the requirements of their job.

Thanks, Chyrl

Janele Blashock

I think being ready for a program review is most important, since one can occur at any time. Consistance is key. Trainings and meetings will keep everyone on the same page. Also, double check your work. Mock reviews by your FA Director will help to ensure accuracy of procedures.

Nydia Bonilla

Lysmary,

I agree with you. Related to this subject all institutions must have meetings to give him to follow up to the operation of each area or department and thus to detect in time some irregularity to be able to correct it. This will avoid negative remarks if there were at some time a revision.

Chyrl Ayers

Lola,

It is important to process with sufficient checks and balances; however, sometimes a program review will occur regardless of the checks and balances. If it occurs it is important to insure that all documentation is provided in a format that the auditors are able to understand. Sufficient checks and balances should insure that the college's records are in good working order.

Thanks, Chyrl

Lola Woloch

Reviewing programs staying on top of changes and regulations and putting improvement plans into effect as needed. I agree with everyone elses comments on this topic. It's check and balances to prevent a program review.

Chyrl Ayers

Melanie,

It is important to make sure all records are kept in an organized and consistent manner. If you have a program review the records will reflect the care in which you handle your students.

Thnaks, Chyrl

Melanie Sebastian

I agree as well. Training your staff and keeping the FA files accurate and consistant will help tremendously.

Elba Schulz

Standardize the process and implementing improvement plans, we have found it beneficial to prevent triggering a Program reviews

Lindsay Prayne-Zuluaga

I absolutely agree with your concept.

Heather Bermudez

We are brand new to financial aid but I would think the best way is to follow your policies and procedures and when you are not sure about something refer to your handbook or another FAA professional for Guidance.

Fiona Troope

I am in complete agreement that there are so many triggers for program reviews, accuaracy, efficiency and timeliness are important components overall for the FA office to be prepared for the possibility of going through program reviews.

Chyrl Ayers

Andrea,

Sometimes Program Reviews occur even when your college has done everything correct. However, being organized will definitely expedite the process and make it easier for the auditors to completely the Program Review.

Thanks, Chyrl

Andrea Wiggins

Avoiding possible program reviews is relatively simple if your staff is experienced and up to date with continuous changes that can take place in the management of FSA funds. Monthly reconciliations and back up documentation are vital to being prepared in the event a program review becomes necessary.

John Vilkus

Esther,

You are right. Prevention is the key to avoiding program reviews and training financial aid staff is one of the most important factors.

Thanks, John

Esther Stotts

I agree prevention is the key and training your staff in the changes.