We call all of our students if they need verification and set them up with an individual appointment to come in and complete the process. By making it a separate appointment it shows them that we care and that they are important and the information we need has a sense of urgency. If we can't complete the process on the first appointment we set them up for a 3 day follow up, to make sure it all gets done on time.
Nichole,
Based on your comments it appears that your process has many avenues. It is important to have different approaches not all students respond to the same method.
Sincerely
Chyrl Ayers
We communicate via phone, email, and through their student portal. The calls are made by the planners. The emails are sent automatically on a timed schedule until the documents are satisfied. We are also able to post messages individually on the student’s home page of their portal.
Communication about verification is listed in our Financial Aid Information Brochure. This information is also communicated verbally to the student during their visit with a Finance Planner. If the student is selected for verification they receive a phone call and email notification of such, with a request to call us to discuss the needed documents.
Ana,
I think your approach is the best method. I agree that students should be encouraged to use their tax documentation or request the IRS Data Retrieval (if they qualify); however, never collect the documentation until you need it. If not, selected for verification there is not need to collect the tax transcript. I always encourage FA Administrators to wait until the ISIR is received to determine any additional criteria.
Sincerely,
Chyrl Ayers
I have the student come to my office and explain why they was selected for verification. always recommend encouraging students to use their documentation when completing the FOTW but to wait until the verification documents are required for collection.
Frances,
It is great that your provide this in writing to your students. This way the student and parent (if applicable) will know exactly what is required.
Sincerely,
Chyrl Ayers
We send a letter notifying the student of the verification process and what documents are needed.
Ricardo,
Is that communication verbally or written? I think calling the student over phone is a nice touch; however, it is important to provide them with documentation of what is required to satisfy the Verification Category Selection. The written information will provide them guidance in case they misunderstand the request via phones.
Sincerely,
Chyrl Ayers
When the application is been selected verification I communicate directly with the student explaining any documents needed and the importance of the verification process
Maria,
That is a great practice. I always recommend encouraging students to use their documetation when completing the FOTW but to wait until the verification documents are required for collection.
Sincerely,
Chyrl Ayers
We communicate by phone or email in case we need any paperwork, But we dont ask for any verification papers until the ISER come in and the * show in there EFC.
Solanch,
I think that is a great approach and verification is very specific to the Verification Category and the students situation. This will ensure you only collect what is required and applicable to the student's situation.
Sincerely,
Chyrl Ayers
Dayanis,
Most FA Administrators will not request any verification documents until the ISIR is returned requiring verification and communicating which Verification Category. If you collect these documents prior to the student being selected you are in essences performing selecting the student for institutional verification and reequired to ensure the ISIR is accurate to all documents.
Sincerely,
Chyrl Ayers
We communicate the requirements of verification one on one since we have a small amount of students whithin our campus and feel that this way they understand the procedure clearly.
We are a small school and are very hands-on. The requirements of our verification are communicated on the financial aid interview and there we just ask for all the required paper work.
Rachael,
Setting expectations is a great process to incorporate into your initial conservations with students. It is good to prepare your students for additional expectations that may result for the receipt of the ISIR.
Sincerely,
Chyrl Ayers
we try to set expectations during the first interview that way if they are selected they will understand why we are requesting addittional documents.
Rosezza,
After spending my learning years in a college and going to large student populations I understand your comment of missing the one on one approach. That one on one contact with the students and/or parents is a great experience and allows you to build trust with your students. I encourage you to find a way to periodically spend some one on one time with your students, even if it is going to the breakroom/student lounge once a week. You really learn so much about that the students' experience in those one on one conversations.
Sincerely,
Chyrl Ayers
Rosezza,
Your process sounds very thorough. You ensure that your students receive written notifications of the requirements and take the time to answer any of their questions. The verification process may be a little overwhelming to students; however, as we approach 13/14 some of these requirements maybe decreased back the various categories and this could add some complication to the process.
Sincerely,
Chyrl Ayers
