Financial

Aid
Program
Review
Evergreen
Valley College

Spring 2010
Financial Aid Services Program Review

Evergreen Valley College

 Financial Aid Services Program Review

Evergreen Valley College Mission Statement

With student learning as our primary focus, Evergreen Valley College’s
mission is to empower students to expand their human potential and to
succeed in a global, multicultural society. We prepare students of all ages
and backgrounds for balanced and productive lives, so they can ultimately
improve the workforce and quality of life in our communities.
We meet our mission through a wide spectrum of educational experiences,
flexible methodologies, and support services for our students

Mission Statement for Financial Aid Program

The Evergreen Valley College Financial Aid Office provides financial resources
to eligible students. Our mission is to ensure that lack of funds is not a barrier
to our students in their pursuit of their educational objectives.

Program Description
The EVC Financial Aid Program awards various grants, work-study funds,
scholarships, and loans to eligible applicants. All aid programs follow federal
and/or state established policies and regulations.
Students apply for financial aid by completing the Free Application for
Student Aid (FAFSA) at http://www.fafsa.ed.gov. Students identify their
interest on receiving financial from Evergreen Valley College by adding our
federal school code of 012452 to their FAFSA. The application information is
subsequently sent electronically by the federal process to our college for
award determination. The Financial Aid Office provides services in English,
Spanish, and Vietnamese, and is reflective of the student populations served
at Evergreen Valley College.
The Financial Aid Office is responsible for promoting financial aid awareness
to current and prospective students and for the dissemination of the
Department of Education required consumer information.
The Financial Aid Office continues to improve the delivery of services to
students. The most tangible for students is the consistent delivery of
financial aid checks to students prior to the start of the semester.
In addition, the Financial Aid Office is taking steps to move towards an online
communication process with students, an electronic delivery of funds and a
streamlined processing of applications.

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Hours of Operation and Location:

Financial Aid Office Hours: Financial Aid Office Location

(SC123)
Monday: 8 a.m. – 4:30 p.m. 3095 Yerba Buena Road, San
Jose, Ca, 95135
Tuesday: 8 a.m. – 4:30 p.m. Online: www.evc.edu
Wednesday: 8 a.m. – 6:30 p.m. E-mail: evcfa@evc.edu
Thursday: 8 a.m. – 4:30 p.m. Phone: (408) 270-6460
Friday: 8 a.m. - 1 p.m.

List of Staff and Titles

Alma R. Tañon, Director of Financial Aid

Gina Browne, Financial Aid Coordinator
Luu Nguyen, Financial Aid Specialist III
Tanya Le, Financial Aid Specialist III
Loretta Armstead, Financial Aid Specialist II
Josephine Aguirre, Financial Aid Specialist II
Annette Ruiz-Esparza, Financial Aid Outreach Specialist
James Meza, Financial Aid Specialist I
Ebonnie Hopkins, Financial Aid Specialist I

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 Financial Aid Services Program Review

Evergreen Valley College’s Commitments to Action

(CTAs)
Student Centered:
Provide access to quality and efficient programs and services to increase
retention and meet student goals.

Organizational Transformation:
Create a trusting environment where everyone is valued and
empowered.

Community Engagement:
Transform college image and enhance partnerships with community,
business, and educational institutions.

Financial Aid CTAs and Status

Student Centered:
Review and implement the financial aid features of MyWeb.
Status: The award letter functionality is in full use. In collaboration
with SJCC and ITSS, we are reviewing the communication management
component for missing documents.
Investigate the process and requirements for the EFT (electronic funds
transfer) of financial aid awards. Promote and solicit buy-in from campus
community and district administration.
Status: In the process of soliciting buy-in and support from the
district’s administration.

Organizational Transformation:
Evaluate the need for a reorganization of the office in order to increase equity
of workload and maximize individual staff’s skills.
Status: In progress – changes in the programs administered by the
department have caused a reassessment of the workload.
Complete performance evaluations for all staff with emphasis in
professional/community development.
Status: Complete.

Community Engagement:
Recognize staff for community (on and off campus) participation.
Status: In progress.

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 Financial Aid Services Program Review

Review existing community agencies/programs and identify 2-3 sites to visit.

Status: Complete.

Financial Aid Funding Sources:

Currently Financial Aid funding sources are provided through a variety of

federal, state, and local programs:

Federal Pell Grant

The Pell Grant program is the largest grant program in the country. It is the
foundation for an award package. Pell Grants provide financial assistance to
eligible part-time and fulltime students, and are calculated based on a
student’s enrollment and Expected Family Contribution (EFC). For the 2009-
10 year awards ranged from $609 to $5,350 (amounts may change each
year).
There is no minimum unit requirement for the Pell Grant program, so a
student may be enrolled in as little as one-half unit. If a student applies late,
but qualifies for a Pell Grant, he/she may be paid retroactively.

Federal Supplemental Educational Opportunity Grant (FSEOG)

The Federal Supplemental Educational Opportunity Grant is a limited grant
fund for Pell-eligible students with the lowest EFC, who meet the priority filing
deadlines, and are enrolled at least half-time.

Academic Competitiveness Grant (ACG):

These grants are for full-time, Pell-eligible students who have completed a
rigorous high school program of study and maintain a 3.0 grade-point
average while in college. Students must be a U.S. Citizen to qualify, and
cannot have attended college before. The award amounts are $750 for
freshmen and $1,300 for sophomores. Since this is a new federal program,
final guidelines are still being determined by the U.S. Department of
Education.

Federal Work-Study (FWS)

Federal Work-Study is a program that provides jobs for students who
demonstrate financial need and are enrolled at least half-time. Eligible
students are placed into work-study jobs, usually on campus.

Federal Subsidized Stafford Loans

The Federal Subsidized Stafford Loan is a need-based student loan program
designed to assist students with educational expenses while attending at
least half-time in an eligible

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program of study. This student loan is insured by the federal government and
guaranteed by EDFUND. The Subsidized Stafford Loan is based on unmet
need after being awarded grants and scholarships. The interest is subsidized
by the federal government as long as the student is enrolled at least half-
time. The interest is also paid for the student during the six month grace
period. The grace period begins the day the student drops below half-time
status.

Federal Unsubsidized Stafford Loans:

Some colleges may offer unsubsidized Stafford Loans. Eligibility for
subsidized student loans will be reviewed first. The unsubsidized student loan
can be need based or non-need based. The interest on this loan begins to
accrue when it is funded. Students have the option of making interest
payments or deferring the interest.

Board of Governors Fee Waiver (BOGFW)

California residents who attend community colleges may be eligible to have
their Enrollment Fees paid by the state of California. There are three ways to
qualify. Use the Board of Governor’s Fee Waiver application for Method A or
B. Use the FAFSA for Method C.

Method A
For families who are receiving TANF/CalWorks, SSI/SSP or General
Assistance, current verification is required.

Method B
To qualify students must meet the income guideline. Dependent
students report only parent’s income. Income includes adjusted gross
income (as reported on a federal tax return), wages not reported on a
tax return, all untaxed income, and cash received or any money paid
on your behalf.

Method C
Complete the FAFSA application. The Financial Aid Office will determine
unmet need after a valid Expected Family Contribution (EFC) has been
established. A Board of Governor’s Enrollment Fee Waiver will be
issued to anyone with at least $1 of unmet need (Unmet Need =
Student Budget – EFC).

Special Classifications
The following special classifications are also eligible for fee waivers:
Some dependents of veterans or the National Guard; recipient or the
child of a recipient of the Congressional Medal of Honor or a dependent
of a victim of the September 11, 2001 terrorist attack; or a dependent

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of a deceased law enforcement officer or fire suppression personnel

killed in the line of duty.

Cal Grants
Cal Grants are state-funded, need-based, cash grants given to California
college students to help pay for college. To be eligible, in addition to meeting
federal aid requirements, a student must:
1. Be a California resident, and
2. Not have a bachelor’s or professional degree, and
3. File a completed FAFSA and Cal Grant GPA Verification form by March
2nd (all students should try to meet the March 2nd deadline for the
Entitlement and primary Competitive Grant consideration, but for
California Community College students there is a second Competitive
Grant filing deadline of September 2nd), and
4. Have remaining financial need.

Cal Grant B
This grant is for students who are from disadvantaged or low-income
families who otherwise would not be able to pursue higher education.
This grant may be used at a community college or a university for up
to four years. Cal Grant B Entitlement Award: Every graduating high
school senior who has a G.P.A. of at least 2.0, meets the Cal Grant
eligibility requirements, and applies on time, is guaranteed this award.
Cal Grant B Competitive Award: Other students who meet the basic Cal
Grant eligibility requirements and who have at least a 2.0 G.P.A. may
compete for this award. Selection is based on a composite score that
takes into account a variety of factors such as family income, parents’
educational level, etc.

Cal Grant C
This grant helps vocationally oriented students – who do not plan to
transfer to a university. Training must lead to a recognized
occupational goal: diploma, associate degree or certificate. Cal Grant
financial need criteria must be met.

BOGFW and Pell Grant Trends

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Annual Student Headcount from CCCCO (Duplicate Count)

2007-08 2008-
2002-03 2003-04 2004-05 2005-06 2006-07 09
20,632 18,957 18,954 19,179 17,331 18,280 18,160
Unduplicated Count of BOG Fee Waiver Recipients
2007-08 2008-
2002-03 2003-04 2004-05 2005-06 2006-07 09
4360 5265 5511 5346 5164 5123 5656
21% 28% 29% 28% 30% 28% 31%
Unduplicated Count of Pell Grant Recipients**
2007-08 2008-
2002-03 2003-04 2004-05 2005-06 2006-07
09
1581 2017 2065 1929 1937 2121 2544
8% 11% 11% 10% 11% 12% 14%
**As of May 2010 for the 2009-10 year, the Financial Aid Office has paid Pell
Grant funds to 2,851 students and it is still processing awards. This increase
of 307 students represents a 12% increase from the 2008-09 year.

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10

External Contributing Factors

There are a number of external off-campus factors that have impacted and
will continue to impact the manner in which the College provides Financial
Aid services. The following are the most apparent:

Local Socio Economics:

Increased unemployment and/or under employment has changed the need of
the population that we serve.
The high cost of living in the bay area has caused the continuous
reassessment of the college’s standard cost of attendance.
Due to the school location and poor public transportation, commuting is a
necessity for students.

State Socio Economics:

The current State Budget Crisis has limited the social services available to
our students.
The Cal Grant B Competitive Awards for Community College Students
continues to be a target for elimination under proposed State Budget.
Legislative changes affect the reporting, eligibility and requirements for state
programs.

Federal Socio Economics:

Reauthorization – every 4 to 6 years Congress reviews everything in relation
to student aid. The recent passage of the Higher Education and Opportunity
Act (HEOA) made drastic changes to the student aid programs, institutional
eligibility, and student eligibility.
The status of the economy directly affects how the legislature views and
deals with student aid programs from the funding to the requirements.
The Federal Student Loan Default Rate that is used as an indicator of the
schools capabilities to administer the financial aid programs will increase due
to a change in the calculation and the state of the economy.
The elimination of the Federal Family Educational Loan Program mandates
the implementation of the Federal Direct Loan Program which eliminates the
need for banks (financial institution) and totally relays on the Department of
Education and the institution to provide loan funds to students.
The Department of Education sets minimum technical requirements in order
to enforce reporting, processing and communication changes.

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Annual changes to the application, the online processing of the data, and the
reporting to the Department of Education have created a necessity for
frequent and extensive training.

External On-Campus Factors

The College and the District are undergoing tremendous change at all levels,
and these changes are significantly influencing and impacting the Financial
Aid Program. They are as follows:
Two I.T.S.S. staff who were the primary support to the financial aid
program, retired during the last year and have not been replaced.
These changes have had a direct impact in the processing of
applications, accessibility of information and reporting as it relates to
financial aid.
New leadership has reorganized some functions and consequently
increased demands on existing staff.
Student demand for financial aid direct deposit, also known as
Electronic Funds Transfer (EFT), and online fee waiver submission has
increased.
Reorganizations of Fiscal Services at the District Office have impacted
processing and reporting of financial aid.
A significant increase of the Pell award amounts coupled with an
increase in enrollment and recipients have caused a strain in the
district cash flow and consequently changed the timeliness of the
processing of disbursements.
Funding cuts to Categorical Programs have lead to an increase in the
demand for services that are outside the scope of financial aid.
FAFSA online has become so streamlined that it leads to unknowns,
uncertainties, and conflicting information which cause an increase in
the required verification of applications.

Internal Factors

These include the following:

Continual changes and updates to the Datatel software impact the
dynamics and interactions within the office and campus.

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Lack of faith in the software stability requires the staff to take time to
double check processes and reports.
Need for training – the staff has difficulty getting accustomed to the
complexity of the delivery system and the constant changes to
regulations and procedures.
Issues with integration – A lot of our processing depends on the data
and processing of other areas. This integration has caused the
following:
Increased coordination with the SJCC Financial Aid Office – we
have to alternate performing some office processes.
Increased coordination with the District Office Business Services,
ITSS, HR, and Payroll - in order to meet deadlines and process
funds.
Increased enrollment and the number of students applying for aid
limits individual time spent with students.
The required use of technology has changed the roles among the
Financial Aid Staff.
The fiscal health of the district has raised much concern amongst staff
due to the impending layoffs and the increasing budget deficit.

Program Strengths

The Financial Aid Office possesses the following strengths:

Bilingual & multicultural staff who can offer a sense of support and
understanding.
Good customer service which is evident by the low number of
complaints.
Efficiency – applications are processed in a very timely manner, checks
are mailed as scheduled, and reporting deadlines are met.
Capable and flexible - able to work under constant changes.
Welcoming environment.
Ethical staff.
Staff acts as liaisons for our students with other offices.
Knowledgeable and resourceful staff.
Low turnover of staff – provides comfort and continuity to continuing
students

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Program Weaknesses

The Financial Aid Office possesses the following weaknesses:

Need more space to provide privacy for the staff to assist students who
have unusual circumstances.
Need additional staff for community services and administrative duties.
Lack of opportunities to conduct staff training.

Program Goals and Areas for Improvement

Implement Direct Loan Program:

• Complete federal participation requirements.
• Work with ITSS and Fiscal Services to create the work
flow.
• Complete system set-up.
• Establish FAO procedures.
• Create corresponding literature.
• Train staff.
Perform an evaluation and reorganization of departmental duties.
Increase campus communications in order to educate faculty and staff
about the services and opportunities available to our students through
the financial aid office.
Increase student in-reach efforts such as financial aid workshops on
various topics.
Increase off-campus placement opportunities for work study students
in the community service agencies.
Ensure the financial aid information on the Internet is timely and
accurate.
Move towards a paperless process.

Financial Aid Recent Accomplishments

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• Streamlined the appeal’s process so that the majority of students

don’t need to see a counselor in order to submit their appeal.
Making the process easier and faster.
• Worked with ITSS & SJCC in order to make the student’s award
letters available on line through MyWeb.
• Implemented a new process for Institutional Scholarships.
• In coordination with the District’s Fiscal Services, developed and
implemented a process to minimize outstanding checks.

Evergreen Valley College