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Group Title: Annual report, University of Florida Office of Student Financial Affairs
Title: Annual report
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Permanent Link: http://ufdc.ufl.edu/UF00087105/00011
 Material Information
Title: Annual report
Physical Description: Serial
Language: English
Creator: Office for Student Financial Affairs, University of Florida
Publisher: Office of Student Financial Affairs
Place of Publication: Gainesville, Fla.
Publication Date: 2008-2009
 Record Information
Bibliographic ID: UF00087105
Volume ID: VID00011
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

Table of Contents
    Front Cover
        Page 1
        Page 2
    Table of Contents
        Page 3
    Main
        Page 4
        Page 5
        Page 6
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        Page 19
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        Page 21
        Page 22
        Page 23
        Page 24
    Back Cover
        Page 25
        Page 26
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Dear Colleagues:

I am pleased to present the 2008-09
Annual Report for the Office for Student
Financial Affairs (SFA). This report provides
detailed information about the major
Activities and events that have occurred in
the reporting period beginning July 2008
and continuing through July 2009, as well
as general information about the office.
Karen Fooks, Director

This report is also fully electronic, reflecting our efforts to
reduce print publications and support sustainability efforts
on campus. One of the Key Strategic Areas outlined in our
division-wide Strategic Plan is Technology and Process
Improvement-this electronic annual report is one example
of how technology allows us to improve our processes and
reduce our impact on the environment.

Karen Fooks
Director, Student Financial Affairs









O ur M mission .................................................................... 4
Adm inistration.................... ................ ............... ..5
SFA: Overview ...............................................................
Executive Summary .............................................................8
SFA Sections: ............................................................... 1
A dvising .......................... .................................... 11
G rants.................................................................... 12
Scholarships ..................................................... 13
Loans .................. ..................................... 14
Student Employment............................................15
State Programs ..................... ...............................16
Information/Publication Services .........................17
Outreach and Training.......................................18
A w arding/Pell..................................................... 19
Disbursem ents..................................................... 19
Verification ................................................. .......20
Systems & Programming........................................ 21
Documents/Mailroom /Record s............................ 22
Academ ic Progress............................................... 23
Q quality Assurance................................................24
Staff Accom plishm ents.................................................. 25

Annual Report Editors Graphic Design/Layout
Ron Anderson Omid Dadgar
Harry Monkhorst Harry Monkhorst

Student Financial Affairs
S107 Criser Hall
PO Box 114025
Gainesville, FL 32611-4025
Phone: 352.392.1275
www.sfa.ufl.edu


CONTENTS I































SFA Mission Statement
SFA is a service organization with a
primary responsibility to help students
secure the funds necessary to pursue their
educational goals at UF. SFA is committed
to providing students with the resources
and information they need to become
fiscally responsible and to understand the
rights and responsibilities incurred when
they receive financial aid.


out to students to educate them about the
benefits of higher education and the
availability of financial aid.


* SFA believes that financial factors should not deny any student the
opportunity to attend UF and successfully pursue their degree objectives.

* SFA is committed to maximizing the resources available to its students.

* SFA recognizes that each student's financial situation is unique and makes
every effort to develop policies and procedures that treat each student fairly
and equitably while taking into account unusual circumstances.
Our Role
The Primary role of SFA is to provide financial resources to students who would
otherwise be unable to to receive a post-secondary education without assistance. SFA
offers eligible students financial aid packages consisting of scholarships, grants, loans,
and part-time employment, alone or in combination.
Leading the Way
Each year, SFA continues to enhance the quality of its financial aid services and
delivery capacity. UF is one of the country's leaders in providing financial aid to
students, and has been frequently selected by the federal government to
participate in experimental programs.












Karen Fooks, Director

Rick Wilder, Associate Director
Athletes; Satellite Offices; Disbursements; Advising; Federal, State, Institutional Audits;
Funds Managment; Loan Certifications; Reporting for federal programs; Scholarships; State
Programs; Student Employment
Elaine Stuckman, Associate Director
Systems Development and Enhancements
Ron Anderson, Associate Director
Awarding; Pell Processing; Document Editing/Mailroom; Information/Publications Services;
Outreach; Quality Control; Records; Special Programs; Training & Development;
Verification
Norma Kuhr, Information Technology Senior
Systems & Programming; Tech Support; Data Processing

Donna Fowler, Assistant Director
Loan Certifications, Disbursements
Donna Kolb, Assistant Director
Scholarships, State Programs, Student Employment
Peggy Meyers, Assistant Director
Awarding, Pell Processing, Quality Assurance, Verification
Rodlee Ritter, Assistant Director
Athletes, Advising, MBA




Stuen Fiania Afais Overvie


Ovrvew-


Each year, SFA continues to enhance the quality of its financial
aid services and delivery capacity. UF has frequently been
selected by the federal government to participate in
experimental programs. This year, SFA delivered about
$473 million in student aid from federal, state, institutional,
and private sources to an estimated 46,325 students.


Financial Ai


Financial aid is defined as money provided to students and their
families as either "gift aid" or "self-help" to assist in paying
college costs. "Gift aid," as the name implies, is free money such
as scholarships and grants, which students do not have to repay.
"Self-help" programs include loans and employment and are so
named because students must repay loans and work for money
awarded through employment programs. Awards to students
consist of scholarships, grants, loans, and employment-singly
or in combination.


I0 im otn Fatr0


SFA awards aid to students according to financial need, defined as
the difference between a student's current educational costs and
what the student and the student's family can afford to pay
toward these costs. UF uses a federally mandated need analysis
formula provided by Congress to evaluate a student's financial
need, based on information on the student's financial aid
applications. Students and parents have the primary responsibility
for paying students' expenses. When the funds available from
family, job income, savings, and other resources are insufficient to
cover all of a student's educational expenses, SFA makes every
effort to meet the student's remaining financial need.









SFA is, at its heart, a service organization. Besides disbursing financial aid monies,
SFA strives also to assist and educate students-giving them the information,
resources, and understanding necessary to become fiscally responsible and
successful.

Towards this end, SFA offers financial aid advising services throughout the year,
comprehensive financial aid publications, and state-of-the-art technical support
including an interactive Web site and student aid file information through UF's ISIS
(Integrated Student Information System) site on the Web.

SFA's Student Resource Center in our main lobby in S-107 Criser is available
Monday through Friday to assist students with financial aid status checks, online
aid application, and scholarship searches. Counseling and outreach services
include financial aid advising, orientation workshops, budget and debt
management counseling, and financial planning. SFA also provides access to
alternative resources to help students who do not qualify for financial aid, or who
need more assistance than SFA can provide.
r Fa ii


The environment of the Marshall M. Criser
Student Services Center provides the ideal
setting for convenient and efficient delivery
of financial assistance to students. The Criser
center also houses the Admissions Office,
the Office of the University Registrar,
University Financial Services, Student
Services, and the University Counseling
Center, providing students easy access to
many student services. The Criser Center is
accessible to students with disabilities.










908o AnulRpr
Com iten to the Stdn AfarsSraeicPa


Human Resources
*Through our Staff Survey, staff were surveyed to determine
internal needs, topics for training, and areas for professional
development. Survey results were discussed by SFA managers and
shared with all staff.
* One particular outcome of the survey was the implementation of
a suggestion box which allows staff to suggest enhancements to
our workflows and processes in a neutral fashion.

Technology & Process Improvement
* SFA staff, in conjunction with representatives from University
Financial Services, met to develop the processes needed in order to
interface between the current financial aid system and the new
PeopleSoft Student Financials module. The student financial
module was implemented in October of 2008.
* In order to improve the delivery of financial aid to students
participating in study abroad programs, significant system and
programming changes were made to automate the processes
involved in the tracking and disbursement of aid to these students.


* SFA functioned with a $3,567,161 operating budget in
2008-09
* 95% went to Salary, 2% to OPS, 4% to Operating
Expenses
* State E&G funds provided 72% of the total budget
* Remaining 28% came from administrative allowance
and financial aid fees
* Staffing was at 65.75 FTE as of July, 2009 down from
66.75 as of July 2008, due to state budget reductions and
hiring freezes
* Operating expenses, OCO, and OPS expenditures are
variable year to year, depending on departmental needs
and funds available


Fiscal Review







SFA SECTIONS


Call Center staff handled 52,164 telephone calls
Three 2-person advisor teams handle inquiries from the majority of the student
body
Combined Fall/Spring walk-in total of 18,545 students during Rush period
Four Satellite Offices, primarily serving students enrolled in professional
programs

SFA's Financial Aid Advising Section is the initial point of contact for all students who
apply for aid or who need assistance with the financial aid application process.

All UF students and aid applicants are assigned to two-member financial aid advising
teams according to the last two digits of students' UFID. These teams are responsible for
assisting students with all aspects of the financial aid process. They provide service to
students via several methods: (1) on a walk-in basis, (2) by office appointments, (3) by
telephone, or (4) by written communication.

SFA also maintains satellite offices to serve students in: the College of Dentistry; the
College of Law; the College of Medicine; the Colleges of Health and Health Professions;
Nursing; Pharmacy; and Veterinary Medicine.

In addition, the financial aid advising area is responsible for the Summer AIM program,
MBA traditional and non-traditional programs, the revision petition committee review
process, UF's Emergency Short-Term Loan Program, and coordination of aid for UF
athletes and students enrolled in the College of Business Administration's graduate
programs.









23,292 Awards totaling $58,000,547
11,551 recipients

Grants are gift aid (no repayment required) awarded to students who show financial
need. At UF, SFA administers the following programs:

Federal Pell Grant
$26,598,608
Federal Supplemental Educational Opportunity Grant (FSEOG) Grant
$2,088,294
Federal Academic Competitiveness Grant (ACG)
$1,828,875
Florida Student Assistance Grant (FSAG)
$6,693,521
Graduate Grants
$2,929,364
National Mathematical & Science Access to Retain Talent (SMART) Grant
$2,094,208
TEACH Grant
$28,000
Turner Grant
$8,175,513
Athletic Grants
$6,667,469
Metta Heathcote Grant
$136,073
Other Grants
$760,622 W, B' ..




Sn ashots

Scholashp


50,454 awards totalling $164,651,935
37,799 recipients

Scholarships are coordinated by several offices at UF, including SFA,
Admissions, and individual colleges and departments within the university.
SFA's Scholarship section coordinates and administers numerous college-
awarded scholarships, as well as private donor and UF-endowed
scholarships.

Florida Academic Scholars ............................ $55,888,487
Florida Medallion Scholars .............................. $27,276,925
Florida Vocational Gold Seal...............................$31,244
Florida Top Scholars.................................... $202,311
Florida Opportunity Scholars.............................$5,538,247
Out-of-State Matriculation Waivers......................$11,811,031
In-State Matriculation Waivers........................ $33,910,029
UF College Awarded..................................... $21,271,904
National Merit .............................................$3,010,675
National Merit Stipend....................................$728,357
Presidential................................................. $1,335,285
University Academic .................................... $44,566
Miscellaneous Other State................................ $1,156,951
General & Special ........................................ $918,367
Dental/Disadvantage................................... $106,166
Medical/Disadvantage ......... ........................... $162,655
Brecht ................................. ....................... $113,500
Miscellaneous ........................ ................... $17,000
Lom bardi .................................................. $192,425
Alliance Partner ........................................... $408,810
UF Gold ...............................................$387,000
UF Platinum ............................ ....... .............. $140,000




i208o nu l Rpr




37,816 awards totalling $216,164,298
17,577 Recipients
UF continues to participate in the Federal Direct Loan Program. The U.S.
Department of Education (USDOE) acts as both lender and guarantor for Direct
Loans, so only two agencies are involved: the federal government and the
university. The university originates loans and disburses students' loan funds
when they have been approved. Repayments are made to USDOE's Federal
Direct Loan Servicer.


The Loan Certification Department administers the Direct Loan programs,
including Federal Direct Subsidized Stafford Loans, Federal Direct
Unsubsidized Stafford Loans, Federal Direct PLUS Loans, and certifies
alternative educational (private) loans.

Subsidized Stafford .............. ............. $76,207,473
Unsubsidized Stafford........................... $112,818,577
Perkins ... ....... ........ .. ...... .......... ... $2,992,419
PLUS.................................. ........... $5,182,637
Grad PLUS................. ..................... $11,391,953
Short-Term ...................................... $775,572
UF College Awarded............. ............ $689,396
Private.......................................... $5,362,080
Dentistry ........................................... $371,400
M edical........................................... $60,404
Student Aid for Education......................$233,187
Arthur I. W allace..................................$7,200
Occupational Physical Therapy ................ $0
Veterinary Medicine.............. .............$72,000
UF Long Term ......... ............... ........ $0









$13,833,033 awarded to 6,239 students

Student Employment coordinates the following programs: Federal Work Study
(FWS), including the Federal Community Service (FCS) component; and Other
Personnel Services (OPS).
In 2008-09, SFA disbursed over $13 Million in student employment awards.


Federal Work Study is funded 75% by the
federal government and 25% by the
institution. Awards are based on financial
need.
* 1,187 awards totalling $1,772,948

Federal Community Service was
implemented in 1994, allowing students to
work with various community agencies
dedicated to improving community living.

Other Personnel Services is a state-
funded campus work program which is not
based on financial need.
* 5,525 awards totalling $12,060,085




2*8o Anna Reor
State Prgrms'


UF leads the state in Florida Bright Futures recipients (27,130)
UF leads the state in Florida Top Scholars recipients (139)

The Florida Department of Education offers a variety of student assistance
programs that are administered by the State of Florida Bureau of Student
Financial Assistance in Tallahassee, Florida. SFA's State Programs Section is
the UF liaison with the Bureau of Student Financial Assistance and is the
campus administrator for most state-funded student scholarships and grants.

Major state of Florida programs administered through this section include:
* Florida Academic Scholarship*
* Florida Medallion Scholarship*
* Florida Gold Seal Vocational Scholarship*
* Top Scholars Award*
* Children of Deceased or Disabled Veterans or Children of Servicemen
Classified as Prisoners of War or Missing in Action Scholarship
* Florida Student Assistance Grant
* Florida Teacher Scholarship & Forgivable Loan
* Jose Marti Scholarship Challenge Grant
* Robert C. Byrd Honors Scholarship
* Occupational Therapist & Physical Therapist Scholarship Loan


* Part of the Florida Bright Futures Scholarship Program







Pubicaio S


SFA's Information/Publications (IP) Services area is responsible for SFA's
consumer information program. IP strives to disseminate high quality, cost-
effective consumer information related to financial aid, using a variety of
media, including:

* SFA website
* Gator Aid Handbook (published annually)
* Gator Aid Application Guide (published annually)
* SFA News (distributed electronically to all students)
* Student application and award materials (print/electronic)
*Various brochures (print/electronic)
* Timely, effective news releases for various news media

Information/Publication Services also produces internal materials for SFA
staff, including the SFA Annual Report, the Fact Book, the Staff Info Chart,
and more.

A particular emphasis for IP is the transition from print publications to fully
electronic communications, and exploring alternative media to use in
communicating financial aid information to students.









UF's Outreach Coordinator continues to work in conjunction with UF's
Admission Office to actively recruit students from diverse backgrounds to
attend UF. A UF team travels throughout the southeast focusing its efforts
on underserved areas of these states. The primary goal of the SFA outreach
adviser is to reach out to incoming freshmen and transfer students through
lectures, conferences, workshops, and other recruitment functions. Outreach
also provides financial aid literature and SFA publications to parents and
students at college fairs and academic programs.

SFA continues to participate in Preview, UF's summer freshman orientation
program. Outreach and Training staff thoroughly brief students about
financial aid before they enter UF. In addition, Preview provides the
opportunity for financial aid applicants to check on the status of their
awards and conduct business with the financial aid office while at the UF
Welcome Center.


Because of the large number of financial aid programs administered by SFA, the
complexity of the financial aid process, and the need for compliance with federal
and state regulations, ongoing staff training is critical to SFA's operation.
Training staff coordinate weekly 30-minute
training sessions on timely subject matters,
generally dealing with technical training,
updates on specific program areas, and
personal enrichment and growth.
Training staff also provide standardized,
quality training for all new employees
through a comprehensive, one-week
orientation program, providing a solid
foundation in financial aid basics before
being assigned to their specific
departments.









Awarding and Pell Processing staff process all financial aid award revisions
and monitor Pell Grant delivery. Requests for revisions to students' awards
mostly come from financial aid advising staff when:
* students' enrollment, residency, or housing statuses change
* students receive additional outside funds
* students request revisions to awards.


Awarding staff are also responsible for monitoring and adjusting awards
when students' need has been 'overmet' (outside resources such as
scholarships, fellowships, etc. cause a student to be awarded more than
they need). Awarding also monitors and documents students' repayments
of aid funds when required.

In addition to these responsibilities, Awarding has oversight of the Pell
Grant program, including recalculations and reconciliation of grant funds.


r D u m I


$205,600,640 in Federal Direct Loans disbursed


Disbursements monitors and controls the automated
disbursement system and works with University
Financial Services (UFS) to ensure that the batch
disbursement programs run correctly and efficiently.
Disbursements reviews student eligibility for loans,
scholarships, and campus-based aid before disbursing
these funds.
Disbursements manages monthly and academic-year
fund reconciliation between UF and the federal
government for all Federal Direct Loan funds. This
involves transmitting and reconciling all disbursement
data and repayment data (due to voluntary or obligatory
repayment) and internally adjusting student files when
repayment occurs.




208o AnulRpr
Veifcaio IS


5,267 student files selected for verification
4,455 files completed (85%)
1,633 discrepant files found
925 files completed (57%)

Verification is a review process established to confirm the accuracy of
information reported on financial aid documents. Because the
University of Florida participates in the Federal Quality Assurance
Program, it designs its own verification criteria to best target error-
prone items among its unique applicant population. This is done in lieu
of verifying students selected by the federal processor.

During 2008-09 items selected for verification were:

*Parents'and students'adjusted gross income
*Amount of federal income tax paid
*Nontaxable income reflected on tax returns and W-2 forms
*Household size and number of persons in college
*Excluded Income
*Assets







S An
0000 met/aiIrom 1


Mailed more than 37,000 financial aid application packets
Processed approximately 16,000 pieces of incoming mail
Processed approximately 29,000 pieces of outgoing mail
Barcoded 22,624 documents
The Document Editing Section is where the application processing
cycle begins. The staff of this section receive, sort, date-stamp, and
distribute an estimated 16,000 pieces of incoming mail a year. This area
handles the majority of mailouts for the office, including around 37,000
financial aid application packets to all Florida high schools and
community colleges at the beginning of every application year.


I RcrSc0nnin


Received & Scanned 151,445 documents

SFA's Records/Optical Scanning Section maintains an accurate, up-to-
date system of records consisting of active and inactive files stored in
three different file systems.
This section optically scans, edits, and indexes all records. Staff merge
current files with those of previous years'applications, as well as purge
the file system once a year.

Scanned in 2008-09:

Professional Judgement Petitions................................ 316
Verification Checklists............................... ................... 38,866
Electronic data changes from the FAFSA......................... 6,056
Pell Calculations ...................................... ............ ........... 11,347
Awards and award revisions........................................ 34,541
Student employment documents.................................... 8,079
Scholarship Documents........ ........................................ 17,635

The total number of documents received and scanned for the 2008-09
school year was 151,445, with the majority received between June and
September.






























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