Are Processes In Your Business Office Outdated?
What process(es) in the Business Office do you find to be cumbersome or antiquated? How would you change these to be more beneficial to the staff and students?
No, I don't feel any of the processes in the Business Office are outdated. The guys that work in the Business Office are very technically inclined and are always improving their processes by making use of technology. It's easier on them and me.
Kristen,
It is good that you have confidence in your processes and technology. This is not always the case within institutions. It is always good to know that all departments are using technology to meet the needs of the staff and students.
Sincerely, Chyrl
At my school the business office also handles a large portion of the book store activity. I think with the changes in the industry that are forcing a lot of schools to require students to make payments and use additional options that the maintaining the book store data as well will soon need to become a seperate function. I also would like to see the ability to accept on line payments at our school. I think this technology is needed with the generation of students we service today.
Teresa,
I think your point is excellent - technology is a great way to solve labor intensive and manual operations. It is important to look for opportunities to improve processes with technology.
Good thoughts!
Thanks for your participation.
Chyrl
I believe our exit process is outdated. My goal is to try to inter-mix online exit counseling with in person to maximize the necessary inormation.
Michelle,
Your idea about doing a mixed of online/in person counseling for students is a good way to update the exit processing. It will give different types of students the ability to experience the process in a manner that is comfortable to them. As more students enter the college arena with extensive computer and internet skills the more beneficial the process with be in a combo mode.
Best wishes in your continued education online in FA.
Sincerely, Chyrl
The majority of the business office processes are efficient, although sometimes slowed down by our 3rd party servicer. The only area that was cumbersome or inefficient was our exit councelling process, but with the introduction of our new position in the financial aid dept of a default prevention specialist, this process is rapidly entering the 21st century.
William,
Based on your response it appears that your Business Office is moving in the right direction to insure complete efficiency in all areas. It is important for all departments to evaluate their processes and determine what is working and what requires improvement. The evaluation process is the first step and taking action to improve is often the hardest.
Best wishes on your online financial aid educational studies.
Sincerely, Chyrl
I would introduce an electronic deposit for the student's aid reimbursements. With an EFT the student will have their financial aid reimbursement available the same day the deposit is made. This process could also lower Institution's costs and the Finance Department would have more time to work with other issues.
Where/how do you find opportunities to improve processes with technology? What about employees who are not technically inclined? What is the most efficient way to get them up to par with the rest of the crew?
Currently, we do not have a business office on site. I would say that like the other responses I see on here, tracking payments and disbursements in a computer program makes verification easier. However, I could not accurately state what is outdated.
Talin,
I would recommend using the ifap website for both review of technology improvements and increasing employees knowledge. There are numerous state, regional and national organziations (NASFAA)that offer FA training. Also, there are servicers of FA that have utlized technology to improve the overall performance of college aid offices.
Sincerely, Chyrl
Erica,
It is necessary for someone to have a thorough understanding of the Business Office and deadlines for awarding, disbursing and reporting of TIV funds. I would recommend that you review the Blue Book since it contains the accounting requirements for the Federal Funds Programs.
Sincerely,
Chyrl
Chyrl: Thank you for that suggestion. I will keep this in mind once we begin utilizing financial aid.
I feel that in my Business Office most processes are up-to-date. However, I think that a tool where the stundent could access remotely to see status and learn more about his/her process of Financial Aid will help the office by answering questions and doubts automatically voiding the need of work load on the department to accomplish that task.
Angela
No,they are not. I have only been in this position for a short period of time so that for me to evaluate it would probably not be the best evaluation because I feel I would need more time to get comfortable with the processes here in order to make an evaluation. Everything here is relatively new and up to date.
Jeannette
Jeannette,
It must be satisfying to know that your processes are up-to-date and performing at the highest level for your team and students. Also, it is good to know that you have had an opportunity to review these processes and determine that these are up-to-date.
Sincerely, Chyrl
I would be interested to hear feedback from schools which use Stored Value cards to pay Title IV credit balances. This is something that we are currently considering and would like to benefit from the experience of others.
Exit Counseling
Although one-on-one and group exit counseling seems antiquated, it still remains valuable. I would just add to encourage my students to complete their entrance/exit counseling online so that they can do it at their own convenience anytime given their busy schedules.
