2012-13 OASFAA Executive Committee Meeting MinutesFebruary 22, 2013

TrusteesCheryl Willard*Stephanie Sutton*Angela Johnson*Matt Moore*

Emily Mattison*Randy Green*Bridgett LallathinJayme Jarrett*

Regina HarperLaSaundra Craig*Valerie Kepner*Sonia Slomba*

Committee ChairpersonMichele Barry *Tamika Braswell*John Brown*Bev DalheimBecky DavisAdam DilulioDebralee Divers*Todd EverettMary Kay Freshour*Valerie Fultz*Ann Marie Gruber

Betsy JohnsonJeff Johnston*MorraLee Keller*Leann KendzerskiKevin LambTony Leprotti*Lawrence Matthews*Carolyn McCluskey*Lea MedererAndrea Morrow*Mary Lynn Perri*Faith Phillips*

Venus Puliafico*Ed ReckerAmanda Reisinger*Sam Selvage*Carrie Short*Amy WeltyLee Ann TimmermanRandy UlsesMelanie WeaverChristy West

* Denotes those present

I. Welcome Cheryl Willard

1. Updates Cheryl WillardThanks to Great Lakes for arranging the conference call. This meeting was planned for Columbus as an in person meeting, but the weather made for treacherous traveling conditions and Cheryl changed the format of the meeting to that of a conference call.

Roll call was taken by Sonia Slomba.

Adam Dilulio and his wife welcomed baby girl Norah Catherine, on March 4th. Congratulations!Deb Divers has returned from surgery. Welcome back, Deb. A word of thanks was given to all who have been involved in providing training to the Association. The Executive Committee was praised for its quality programming and ongoing efforts.

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II. Minutes/Secretary’s Report Sonia Slomba

1. Review January 2013 Conference Call Executive Committee Meeting minutes.Note: Due to membership status issues, I am unable to post minutes online. Minutes from the November 2012 and January 2013 Executive Committee Meetings will be posted as soon as possible.A Motion to approve the minutes without changes was made by Jayme Jarrett. A second was provided by Matt Moore.

2. 2012-13 Inventory List. Review for accuracy of FINAL DRAFT.

3. Archives 11-12 (last year)

6.1 Archives Policy - REAPPROVED 4/07 (OASFAA Policies & Procedures Manual)

OASFAA records are maintained by the Center for Archival Collections (CAC) at Bowling Green State University in Bowling Green, Ohio. The following steps outline the process to transfer records to the CAC for inclusion with the OASFAA collection:

In September of each year, the Secretary shall send a form to the members of the previous year's Executive Committee. The form is used to request that OASFAA information from the previous year be forwarded to the CAC along with the transmittal letter. The following lists the officer and the records for which he/she has the primary responsibility.

President

Correspondence Annual report OASFAA publications

President-Elect

Correspondence Finance Committee information Conference site information Nominations/election information

Vice President for Training

Training workshop information

Vice President for Conferences

Conference Program Information

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Secretary

Meeting agendas Minutes/reports from Executive Committee meetings Minutes/reports from general business meetings Newsletters Policy and Procedure Manual changes

Treasurer

Tax return Treasurer's reports Annual budget report Annual audit statement

Past President

Constitution changes

Regional Representatives

Regional meeting schedule for year

Conference Program Chair

Copy of conference program(s) Conference planning information Copies of papers presented at conference(s)

Other chairpersons Records of committee work

In November, the Past President will contact the CAC to determine what information should be added to the collection. The Past President will obtain the needed information by contacting the responsible individual(s) and forward it to the CAC.

{P&P OASFAA, PP Manual 1-2011 rev.doc) Approved 11-16-07 by Exec. Committee (OASFAA PP Manual 11-2007 rev. doc) Page 26 of 42 Approved 05-30-06 by Exec. Committee (OASFAA P&P Manual 2002-06)

III. Treasurer’s Report Emily Mattison Financial statements were provided – conference scholarships recording procedure is being discussed.

IV. Old Business Cheryl Willard

1. Financial Review/Audit Randy Green

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Exec Committee has been given proposal. Sample language from MASFAA P & P is being reviewed. A draft of financial review policy text will be available at April Executive Committee Meeting.

2. Credit Card Payment Option Randy GreenVal Kepner and Randy Green are discussing the application – they will review in detail while attending NASFAA Leadership Symposium in DC. Credit card option will be available for spring in person but not on line. Spring Conference Registration will be updated when the option has been determined as ready for usage: P & P language specifying that OASFAA does not accepted credit cards will be removed at that time as well.

V. New Business Cheryl Willard

1. OASFAA Nominations Randy GreenA call for nominations has been sent to the Membership. Don’t be shy about nominating yourself. Reminder will be sent next week, with a final reminder sent the following week.

2. MASFAA Update Randy GreenExecutive Board Meeting Report (As per Randy Ulses)

Summer Institute: June 4 – 7 2013 / St. Louis, MO

Attended January 25-26, 2013 MASFAA Exec Board Meeting in place of Randy Green due to schedule conflict for him and Cheryl.

Reports from committees with more significant elements noted here:o ED has not announced FSA conference site; some speculation that sequester

may limit ED’s ability to host annual conference Sequester and other budget initiatives may limit ED staff travel

further for attendance at state and regional conferences MASFAA’s Indianapolis conference (October 6-9, 2013) could be key

ED update in fallo MASFAA’s 2014 conference scheduled for West Virginia; follow-up to be

done with West Virginia rep to determine interest in hostingo Membership year for MASFAA reverting to calendar year (from more recent

conference-to-conference term).o Summer Institute priced at flat $295 to include complementary membership

through remainder of calendar year. Registration to open February 13 and run to April 14, 2013. Summer Institute June 4-7 in St. Louis.

o Family Education Concerns moving from model of Reality Store (a copyrighted program we are infringing on) to modified program based on a concept from Iowa that allows aid administrators or teachers to easily engage students in discussion of importance of college, budgeting, and finances.

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o February 21st will be a Hill Visit day in DC for MASFAA Federal Issues Committee and others coordinated with EASFAA and SASFAA.

o Nominations deadline was also January 25th.o Exploring greater use of Drop Box for data storage.

Activities planned but not yet completed:

MASFAA Donor Development seeks our listing of vendors who advertise or exhibit at conference so that they can see what overlap there is between states and MASFAA

Randy to work with Keith Williams if not getting President Listserve Encourage MASFAA membership to our membership

VI. Reports1. Regional Representatives

a) Northeast Bridgett Lallathin

b) Northwest Jayme Jarrett

Summary of activities: Members expressed concern over 2nd meeting date. Conducted a vote, and from responses received, changed 2nd meeting date from March 1 to March 15.

Associated members happy to be included in email notifications of regional meetings.

Activities planned but not yet completed: Have second meeting at Defiance planned for 3/15, and have worked with Matt/Bridgett/Tony on April 5th training at Ashland. Email went out to members and I’m getting RSVPs for it.

Progress on committee’s 2012-13 goals/initiatives: Still at 90% until we get the meetings completed.

Recommended items for discussion by Executive Committee: none.

c) Southeast Regina Harper

1. Summary of activities: A SE Regional meeting was held at COTC/OSU Newark on Friday, February1. We had the following presentations at the meeting:

Tara Piantanida-Kelly from USA Funds University - Professional Judgment Becky Davis from Great Lakes Higher Education - Your Students Are Asking: Loan

Forgiveness and Discharge Tamika Braswell from The Ohio Board of Regents - State Update

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James Elliott from Columbus State Community College - Veteran’s Benefits and Selective Service Documentation.

The meeting went very well. We had 26 people in attendance.

2. Activities planned but not yet completed: N/A

3. Progress on committee’s 2012-13 goals/initiatives: The NASFAA Training on Direct Lending workshop for SE &SW Regions has been scheduled for March 28 at Central State University. La Saundra Craig, Wallace Laverne and I are working on coordinating a meeting within the next couple of weeks to discuss plans for the training.

4. Recommended items for discussion by Executive Committee: Reimbursement PolicyCheryl Willard indicated this policy is being evaluated.

a) Southwest La Saundra CraigSummary of activities:NASFAA Needs Analysis Training completed hosted by Wright State University Friday, February 1 – yield 14 participants

Sent out Valentine Email to Regional Members February 11, 2013

Date and location confirmed joint regional meeting for March 28, 2013 at Central State.10 AM – 2PMTopic – NASFAA Training

Activities planned but not yet completed:Date and location confirmed joint regional meeting for March 28, 2013 at Central State.10 AM – 2PMTopic – NASFAA Training

Preparation of Spring Conference BOF topic

Progress on committee’s 2012-13 goals/initiatives:Recommended and paid for 8 new professionals for 2013 membership from Cincinnati.

2. President-Elect Randy Green

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Associate Member Relations Mary Lynn Perri, Michele BarryAll sponsorship payments have been received by the committee and there are no further outstanding balances for Winter Conference 2012.

The committee is gearing up for sponsorship to go live on March 1, 2013 per the conference planning committee. We will continue to reach out to those who have exhibited at the past conferences as well as potential new sponsors as recommended by the Association.

Randy Green: How should we approach possible vendors? Please give names to Mary Lynn or Michele.

Communications/Web Leann Kendzerski, Betsy Johnson

No ReportCheryl Indicated that the committee will be asking for articles – submission deadline is March 8. If you have anything to submit, Betsy Johnson may be contacted.

a) Finance Randy Green

b) Membership Carolyn McCluskey, Lea Mederer

Summary of activities:

● Members not renewed from last year: 382● 2013 New Memberships: 47● 2013 Renewal Memberships: 329● Institutions with current Memberships: 151● Total membership for 2012 was 696 (as per L. Mederer/C. McCluskey)● To date 2013 membership is 376

Lea is still awaiting a response from Paula at ATAC regarding the following 2 questions:

Is there a way for us to create an automated email that would besent every year to remind members that their membership is setto expire within a certain time-frame? If so, is there a possibilitythat we are able to do multiple notifications at different incrementsof time (for example, one month and then a reminder when thereis one week remaining in membership).

Is there a way to update the automatically inputted expiration date from7

12/31/13 to be 1/31/14 for all members that are not processed as of yet?Is there a way that we could reset all of those that have already renewed?

Answer from Paula …The database has been set so that the ending membership date is 1/31/2014. We’ll follow that plan for subsequent years so there is a Grace Period built in.

We can do a customized reminder emailing to members that would include their username and password and the link to complete the membership application.It can also include whatever message you want and can be sent to just the pastyear’s members, or to several year’s past members. The cost for that type ofcustom mailing is $25 per group mailing. They can be done at any intervals youwant (one month, one week, etc.). Reminders can also be sent out to the listservat no charge, but those are not customizable with the access information.

Activities planned but not yet completed:● Another message to members who have not yet renewed● New member session for Spring 2013 Conference

Discussion: Morralee Keller suggested we review membership calendar timeline as we have lowest number of members during CGS, nominations, and Spring Conference.Carolyn: 1630Deb Divers mentioned the timing of membership as well. Institutional membership should be considered: public institutions might be more willing to pay institutional membership, versus individual memberships.Cheryl Willard cited the economy’s impact on membership / budgetary cuts. OASFAA will most likely revisit the concept of institutional memberships – solicit feedback from the general Membership. We will look to MASFAA, as they currently consider implementing an institutional membership model.Randy Green – raised the question if we do not offer institutional membership, do we continue to allow non-members to participate in training opportunities?Cheryl Willard thanked Carolyn and Lea for their efforts in providing Membership historical data throughout the week.

c) Nominations Randy Green

VII. Past-President Stephanie Sutton

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a) Association Governance and Planning Ann Marie Gruber, Randy Ulses

Financial Review Stephanie SuttonRandy Green is working on verbiage for financial review.Stephanie and Angela Johnson are working on verbiage for accounts

receivable: credit card payment and past due conference/membership balances.

a. Regulatory-Federal Adam Dilulio, Todd Everett

1. Summary of activities: Adam and I are going to brainstorm for the two Federal interest sessions in early

March planned for spring conference. Based on the status of sequestration and the volatility of federal aid programs we

are contemplating topics of Spring Newsletter. Todd was scheduled to travel to Washington DC with MASFAA but is unable to

attend.

2. Activities planned but not yet completed:

We will need to start organizing the next newsletter. We have been in touch with the state regulations committee and plan to combine both federal and state issues into the next newsletter.

3. Progress on committee’s 2012-13 goals/initiatives: We have completed two of our goals as stated above. Now that the semester is

starting to slow down we can pursue other goals that we have initially stated as well as continue to publish the newsletter with the state issues team.

Discussion on RADD (Reimaging Aid Design and Delivery) Project / White Papers recently released. Suggesions made to include this topic in a session or as a discussion item for Regional Reps during Regional Meetings) in upcoming Conference agenda.

a. Regulatory-State Faith Phillips, Tony Leprotti

No reportMorralee Keller suggested what the state budget recommendations be submitted.Newsletter – Shooting for March, separate from Gazette.

b. VP-Conferences Angela Johnson

1. Conference Planning Angela Johnson

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As we wrap up the Winter 2012 OASFAA/OCAN conference, we have taken care of final conference payments regarding site. We have a few outstanding reimbursements to complete but are in good shape. On January 30, 2013, all presentations that had been received for the Winter 2012 OASFAA/OCAN conference had been uploaded to the OASFAA website. We have also received the Winter Conference survey and feedback from members, which session topics will be shared for our Spring 2013 Conference planning.

The Spring 2013 Conference Committee met in Columbus – Franklin University on Thursday, January 24, 2013. We are excited to kick off the planning season. The Spring Conference will take place May 6-7, 2013 at the Columbus Marriott Northwest, our second time at this location.

We have a robust schedule planned with at 2012-2013 Chenelle Leadership Class graduation. We are planning a Committee Fair to encourage volunteerism and participation on the various committees.

We will provide 2 full-days of conference sessions. Conference registration fee is $125. for full-conference and $75 for one-day. Conference registration and hotel reservations will open on Friday, March 1, 2013.

We hope to exceed last Spring Conference attendee numbers of 230. A Save the Date announcement will be sent to the OASFAA listserv by February 18.

Registration UpdateSpring 2013 Conference Registration will open on March 1, 2013.As an update to the outstanding balances issue, below outlines the current collectibles since the January 2013 meeting. As our revised practice, the Registration Chair will only focus one year back to collect outstanding payments.Outstanding balances:

Winter 2012 – 15 outstanding balances totaling $1,890 ($1,460 collected since last executive meeting, January 18, 2013)

---- 262 Registrants

Full conf registration-$ 1,350One day registration-$752012 membership-$60Late cancelation-$752013 membership-$330

Spring 2012- 2 outstanding invoices totaling $330 (new balance – 4 members/$485 previously)---- 230 Registrants

Full conf registration-$250 2012 membership-$30 Late fees-$50

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Winter 2011- 10 outstanding invoices totaling $1,025 (new balance – 11 members/$1235 previously)---- 302 Registrants

2011 membership-$210 2012 membership-$90 Late fee-$50 Full conf registration-$450 One day registration-$75 Late Cancellation fee-$150

Spring 2011- 3 outstanding invoices totaling $215 (no change since last exec meeting)---- 231 Registrants

2011 membership-$90 One Day registration-$75 Late Fee-$50

Conference payment reminders will be sent to Winter 2012 Conference and Spring 2012 Conference registrants over the next couple weeks. We continue to discuss with ATAC options to determine feasibility to connect past balances to current balances to reduce receivables.

Although we had promoted the ability to pay on site with credit card, we had not been able to get the credit card site set up prior to Winter conference. Randy Green, Emily Mattison, and Valerie Kepner are working through details needed to secure the credit card set up. We hope to have the credit card available for members for Spring conference.

Conference costs that are noteworthy of sharing is the negotiated conference meal costs. We had the same menu as Winter 2011 but knew that we would experience a modest increase in meal prices, which is typical in conference planning.

Program UpdateThe Spring Conference theme is Finding Solutions Together: One Piece at a Time. Our intent for this theme is to support each other in a changing higher education and financial aid environment. As we continue the champion concepts from the Winter 2012 Conference, we want to encourage attendees to continue to be advocates for OASFAA, students, and their schools/organizations by putting together pieces of a puzzle that is under-construction, if you will, and champion causes that support student success. As we begin the creative process, we will develop a theme around the idea of puzzles.

Entertainment/Charity UpdateAt this conference, we will hold a Twilight Golf Outing on Monday evening as an optional event. Members can sign up with their registration and play golf with colleagues. In recent years, we have held a golf outing the day prior to conference, either Sunday afternoon when we hold a Monday/Tuesday conference and prior, on Tuesday afternoon when we hold a

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Wednesday/Thursday/Friday conference. This year, we will have an evening on your own to allow members to enjoy the many amenities near the hotel, participate in golf, etc. More details about the golf outing is forthcoming.

We will not hold a charity event at the Spring 2013 conference.

Activities planned, but not completed: Developing concepts for a “Save the Date” for Winter 2013 – 45-year celebration, which

takes place December 10-12, 2013

Continue researching technology options (with ATAC) to support receivables/collections

Will work with Conference Committee Chairs to develop templates for incoming chairs for each specific conference chair role to ensure an ease of transition

Reviewing Spring 2014 conference site proposals for future discussion for future planning, with final recommendations in May

2. Site Becky Davis, Bev Dalheim

Summary of activities: Spring planning meeting held.

Activities planned but not yet completed: NO Progress on committee’s 2012-13 goals/initiatives: N/A

Recommended items for discussion by Executive Committee: Requesting the members of the Executive Committee please contact us to loan either a

laptop or a projector for use during the Spring Conference.

3. Leadership Mary Kay Freshour, Valerie Fultz, Lawrence Matthews

1. Summary of activities: The committee has met via conference call and plans are well underway for the spring conference sessions for the Leadership class. Communication to the class will be going out soon and will include the StrengthsFinders assignment, an invitation for March Madness, and plans for a webinar on Emotional Intelligence, scheduled to take place prior to spring conference.

2. Activities planned but not yet completed: The morning Spring Conference session will include a session on their StrengthsFinders results, led by Kathy Dickson of Bluffton

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University, who is certified with SF’s. Graduation of the class will take place at the Monday noon luncheon of spring conference. A final afternoon session will be a Town Hall format, and members of the OASFAA Exec Committee will be invited to be part of that session.

3. Progress on committee’s 2012-13 goals/initiatives: We are on schedule

4. Recommended items for discussion by Executive Committee: None

g) Professional Development Amy Welty, Melanie Weaver

1. Summary of activities: a. Attended conference planning meetingb. Three sessions planned to be presented by PHEAA for Spring Conference

i. Planning & Prioritizationii. Effective Written Communication

iii. Listening and Receiving Feedback

2. Activities planned but not yet completed:

3. Progress on committee’s 2011-12 goals:

4. Recommended items for discussion by Executive Committee:

c. VP-Training (Report is under NASFAA Training) Matt Moore

1. College Goal Sunday MorraLee Keller, Carrie Short, Amanda Reisinger

5. Summary of activities:

Worked with OCAN on Media Advisory Distributed CGS Shirts to Volunteers & Site Coordinators Distributed Sponsors Power Point Shipped College 101 Magazines Continued Recruiting Volunteers Monitored Student Registrations

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Held CGS at 51 sites throughout Ohio Gathered initial stats from event

6. Activities planned but not yet completed:

Hold debrief conference call for site coordinators Submit paper surveys and finish data entry by site coordinators Process reimbursement requests and forward to trustee Distribute Mini-Grant Report Forms Complete report for Great Lakes Complete report for USAFunds

7. Progress on committee’s 2012-13 goals/initiatives:

YEAR # SITES # VOLUNTEERS % CHANGETOTAL

ATTENDED % CHANGE2013 51 671 -0.40% 4727 7.60%2012 50 674 19.50% 4394 15%2011 40 564 -8% 3818 11%2010 41 613 3449

8. Recommended items for discussion by Executive Committee:

None

2. NASFAA Training Matt Moore

Summary of activities:Working on March/April Regional Direct Loan Training. Sent an email to membership requesting RSVPs for events.

3. Need Analysis Kevin Lamb, Venus Puliafico

Summary of activities:Regional Training Sessions were held on January 25 and February 1Registration for each of the four sessions was higher than previous year between 15-25Actual attendance was lower due to weather conditions on both days but for those who did attend there was positive feedback

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Activities planned but not yet completed:Co-chairs will meet to assess overall successes and where improvements can be made for this committee moving forward.Invoices from the regional sessions will need to be collected, reviewed and submitted.

Progress on committee’s 2012-13 goals/initiatives:Approximately 95 of yearly activities are complete.

4. Outreach Ed Recker, Jeff Johnston, Christy West

5. Summary of AY activities: a. August: Website updatesb. September: Articulations (generally, fin aid updates) c. November: Leaf Initiative .d. December: Counselor Workshops, OASFAA/OCAN conference, High School Night

requests.

6. Activities planned but not yet completed: a. Outreach is winding down for 12-13 activities.b. High School Night Requests

i. New process has worked well. Requests have slowed down but can still be filled. Over 20 High School night presenter requests have been fulfilled this AY!

7. Progress on committee’s 2012-13 goals: a. Counselor Workshops

i. Site reimbursement requests are being processed as they are received. Currently, all but three sites have contacted us regarding their reimbursement intentions.

8. Recommended items for discussion by Executive Committee: a. The Outreach Committee held a meeting at Franklin University on Friday,

February 15th, to discuss the year’s activities, as well as the direction we are going for next year. One of the ideas the committee came up with was the better utilization of technology. Specifically, the committee discussed purchasing an annual webinar license (such as Go To Meeting) as a better way of providing training to high school counselors, as well as our other constituency groups. Uses of the service would include webinars, but also using the tool to record the webinars and other training sessions, and making them available via the web. We envision this tool as a way to supplement and enhance our current in-person training sessions. For example, we would ask new counselors to watch a pre-recorded “Financial Aid 101” webinar before they attend our annual high school counselor workshop. Our hope is that OCAN and OACAC will share the license cost with us. We, the Outreach Committee, do not think that this should come out of the Outreach Committee budget. Rather, it should be an OASFAA budget

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line item, potentially under the VP for Training, due to the potential for multiple committee usage (Executive Committee, Needs Analysis, State & Federal Updates, etc.).

Discussion: How might OASFAA Committees utilize this type of training platform for the Membership? Will this be sustainable for the Association?Randy Green will contact OASFAA Committee Chairs and ask for feedback regarding their interest and possible usages. We plan to have this information available for further discussion at April Executive Committee Meeting.

5. Support Professional Debralee Divers, Sam Salvage

Summary of activities:

Sam and Deb held a conference call to discuss the Support Professional of the Year award process. The request for nominations form, along with a message requesting nominations will be sent out on February 25 with a deadline of March 22. The committee will meet the week of March 25 to review and discuss all nomination and select a recipient.

Activities planned but not yet completed:

Selection of the Support Professional of the Year will occur the week of March 25.

Progress on committee’s 2012-13 goals/initiatives:

Once selection of Support Professional of the Year is completed, our goals will be met (aside from the actual awarding which will take place at conference.

Recommended items for discussion by Executive Committee:

n/a

d. Liaisons

1. Board of Regents Tamika Braswell16

Chancellor Pietro retired at the end of January. Stephanie Davis is now interim. Brady Oxander is leaving OBR before May.

OCOG budget: Governor’s recommendations are out, and running projections, OCOG award will be estimated expected by mid-March.

Public$41 versus $37 million, Decrease in enrollment and Central State being eligible due to Tuition minus PellPrivateExpect a decrease, running projections

Most programs remain at the same levels.

2. OCAN MorraLee Keller

No report

e. Adjournment No further business was requested to be brought forward.The meeting was adjourned at 12:38 PMA Motion was provided by Jayme Jarrett.Angela Johnson provided a second.

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