Collaborating With Your Development Office

Collaborating With Your Development Office

2012 CASFAA Annual Conference

December 8 – 11, 2012 Anaheim, CA CASFAA Annual Conference

Presented By:

Kay Soltis, Director of Financial AidPacific Lutheran University

Jack Edwards, Director of Financial AidStanford, Graduate School of Business

Agenda



• School Profiles• Financial Aid Office Role• Development Office Role• Challenges• Efforts• Questions and Answers

Pacific Lutheran University



• Undergraduate and graduate liberal arts institution

• 122 year old institution established by Scandinavian immigrants

• Need blind admission• 4-1-4 = Fall, J term, Spring • Summer leader

PLU Profile



• Enrollment 3500 (3476), 200 graduates and approximately 250 in study away programs on every continent in the world

• Institutional financial aid budget of $43,465,000 and total financial aid administered $85,000,000

• 98% receive some form of financial aid• 85% receive "need-based" aid

Stanford, Graduate School of Business



Private Graduate Professional Business School

3 Academic ProgramsMBA – 2 year programMSM – 1 year programPhD – 4 – 5 year program

Admissions is Need Blind

GSB Profile



Enrollment

MBA = 820 fulltime studentsMSM = 81 fulltime studentsPhD = 104 fulltime students

GSB Profile



Fellowship Funding - $18,000,000 annually through 380 Endowed and Expendable Funds, total financial aid administered, $39,000,000

MBA Students: 55% - 60% MSM Students: Not AvailablePhD Students: Full COA

PLU Financial Aid Office Role



• Responsible for assisting in administering endowed/restricted aid• Coordinate with the Business Office

each year (usually prior to year end) to determine the dollars available for each fund• Identify students meeting the

criteria of individual scholarships




• If departmental scholarship, coordinate with the department to identify eligible students

• If selected by a departmental committee identify if the student is qualified (along with need-based aid)

• Coordinate to notify the student recipients - some departments choose to send separate notifications




• If Financial Aid Office identified the recipient notify department allowing them to notify the student recipient.

• Award individual scholarships and send a revised "Offer of Financial Aid" and send information to the recipient of a "Thank You" note to the donor

• Log requirement of a "Thank You" note into our FAMS

PLU Development Office Role



• Work with the Financial Aid Office staff to obtain input when generating new scholarships

• Provide donor profile and scholarship criteria, including renewability criteria

• Obtain notification of recipients by fund to ensure funds are awarded in a timely manner

• Notify donors of the recipients of their scholarships

PLU Development Office Role



• Coordinate the receipt of "Thank You" notes from recipients

• Update the Financial Aid FAMS• Work with the Financial Aid Office when a

Development Officer meets with a donor to obtain as much information as possible

• Coordinate to obtain reports from the FAMS - working together to get the best information to the recipient, department and the donor.

GSB Financial Aid Office Role



• Know who my students are• Understanding Need vs. Merit• Determine eligibility and award funding• Reports• Open Communications• Be Available• Meeting with Development• Directors Meeting• Staff Meetings

GSB Development Office Role



• Work directly with donors• Coordinate Thank you letters• Consult with Financial Aid First• Be Open to a No answer• Open Communications

PLU Challenges



• Identifying funds available for new award year

• Getting awards done timely, ideally in the initial award - rather than as a revision, eliminates the perception of "no benefit to the student"

• Encouraging students to generate "Thank You" notes

PLU's Efforts



• Working closely with our Business Office to obtain funds availability as soon as possible after the institutional audit

• Generating administrative reports and providing access to Development staff

• Working with Development to assist when issues arise in obtaining recipients, communicate with donors

• Meeting once a month or every six weeks to touch base -- communications

GSB Challenges



• Short window for matching process• Getting students to complete To Do’s

in a timely manner• Finding the right match for donor

funding• Coordinating matching process

GSB Efforts



• Looking at using an external program for matching fellowship funds

Q&A



Documents

Collaborating With Your Development Office