So You Are A New Financial Aid So You Are A New Financial Aid Director…Director…

Now What?Now What?MASFAP FALL 2008 ConferenceMASFAP FALL 2008 Conference

Presented by:Presented by:

Sue Armstrong Karnes – William Jewell CollegeSue Armstrong Karnes – William Jewell College

Buddy Mayfield – Missouri Valley CollegeBuddy Mayfield – Missouri Valley College

Vicki Mattocks – Missouri State UniversityVicki Mattocks – Missouri State University

Jason Crowe – Barnes-Jewish CollegeJason Crowe – Barnes-Jewish College

Marcia Shaw – St. Lukes College of NursingMarcia Shaw – St. Lukes College of Nursing

Angela Karlin – Rockhurst UniversityAngela Karlin – Rockhurst University

Our Hope is…Our Hope is…

That this session will identify That this session will identify several things a new Financial several things a new Financial

Aid Director should know and get Aid Director should know and get you to think about and ask you to think about and ask

questions that you otherwise questions that you otherwise might not have.might not have.

Opening ExerciseOpening Exercise

If I… If I…

Wish I…Wish I…

Should’ve…Should’ve…

Could’ve…Could’ve…

I’m Glad I…I’m Glad I…

Self AssessmentSelf Assessment

Realistically Evaluate:Realistically Evaluate:

i. Strengthsi. Strengths

ii. Areas for Improvementii. Areas for Improvement

Thriving Under PressureThriving Under Pressure

Accountability: The buck stops with you Accountability: The buck stops with you Angry or dissatisfied parents and studentsAngry or dissatisfied parents and studentsMedia inquiriesMedia inquiriesProblem resolutionProblem resolutionExternal constituents i.e. politicians, EDExternal constituents i.e. politicians, EDStaffing IssuesStaffing IssuesBudgetsBudgetsAudits/Reporting/FISAPAudits/Reporting/FISAPTime managementTime management

Staff IssuesStaff Issues

TrainingTrainingBossesBossesStaffStaff

Staff MeetingsStaff MeetingsConflict ResolutionConflict ResolutionMotivation Motivation TurnoverTurnoverPerformance EvaluationsPerformance Evaluations

Audits/FISAPAudits/FISAP

Preparing for auditsPreparing for auditsWho does what?Who does what?How to handleHow to handle

Inexperienced auditorsInexperienced auditorsAudit findings (response)Audit findings (response)New staff in Controllers OfficeNew staff in Controllers Office

ExpectationsExpectations

Go above and beyondGo above and beyondMeetings, meetings, more meetingsMeetings, meetings, more meetingsCommittees on and off campusCommittees on and off campusProfessional OrganizationsProfessional OrganizationsFamily and Friends (personal life)Family and Friends (personal life)

There IS HopeThere IS Hope

What can you do to make What can you do to make the transition smoother?the transition smoother?

Establish Goals and Establish Goals and ObjectivesObjectives

Outline goals and expectations clearlyOutline goals and expectations clearly

a. Ask staff how they would like to a. Ask staff how they would like to contribute contribute

b. Move people where neededb. Move people where needed

Document accountability measuresDocument accountability measures

No FEARNo FEAR((False Evidence Appearing Real)False Evidence Appearing Real)

Change can be scary but the desire Change can be scary but the desire to be better must outweigh the fearto be better must outweigh the fear

Always ask for what you wantAlways ask for what you want

Be ProactiveBe Proactive

Communicate EffectivelyCommunicate Effectively

Different Communication StylesDifferent Communication Styles OralOral

TelephoneTelephoneIn PersonIn PersonPresentationsPresentations

WrittenWrittenEmailEmailLetterLetterMinutesMinutesIMIM

Choosing Our ReactionsChoosing Our Reactions

Are you making assumptions?Are you making assumptions?Have you explored your perceptions?Have you explored your perceptions? Is your thinking rational or irrational?Is your thinking rational or irrational?Could this situation just be a Could this situation just be a

misunderstanding?misunderstanding?Can you resolve the situation without Can you resolve the situation without

hostility if you communicate better?hostility if you communicate better?

Holding onto anger is like grasping a hot coal with the intent of throwing it at someone Holding onto anger is like grasping a hot coal with the intent of throwing it at someone else; you are the one who gets burned. –Buddhaelse; you are the one who gets burned. –Buddha

Remember to Protect Remember to Protect Yourself…Yourself…

Document important thingsDocument important things

Keep a copy in your e-mail “sent” folderKeep a copy in your e-mail “sent” folder

Keep a hard copy for yourselfKeep a hard copy for yourself

Copy your supervisor when appropriateCopy your supervisor when appropriate

Time ManagementTime Management

Understand how much being Understand how much being organized in a way that you are organized in a way that you are comfortable with can mean to your comfortable with can mean to your successsuccess

There are no magic solutionsThere are no magic solutions

Time ManagementTime Management Top five time robbers:Top five time robbers:

1.1. InterruptionsInterruptions2.2. MeetingsMeetings3.3. ProcrastinationProcrastination4.4. Socializing/Waiting for AnswersSocializing/Waiting for Answers5.5. Poor PlanningPoor Planning

Learn to control time robbers: Learn to control time robbers:  1.1. Be honest, tactfulBe honest, tactful2.2. Use control phasesUse control phases3.3. Use body languageUse body language

7 Habits of Highly 7 Habits of Highly Effective PeopleEffective People

HABIT 1: Be Proactive HABIT 1: Be Proactive

HABIT 2: Begin with the End in MindHABIT 2: Begin with the End in Mind

HABIT 3: Put First Things FirstHABIT 3: Put First Things First

HABIT 4: Think Win/WinHABIT 4: Think Win/Win

HABIT 5: Seek First to UnderstandHABIT 5: Seek First to Understand

HABIT 6: SynergizeHABIT 6: Synergize

HABIT 7: Sharpen the SawHABIT 7: Sharpen the Saw

Trust us…Stuff HappensTrust us…Stuff Happens

You will indeed make mistakes You will indeed make mistakes and things will go wrong but and things will go wrong but

the true test of your the true test of your character is how you handle it character is how you handle it

personally, professionally, personally, professionally, and perceptually. and perceptually.

Words of WisdomWords of Wisdom

1. Find a mentor1. Find a mentor

2. Collaborate2. Collaborate

3. Do not isolate yourself from the IT 3. Do not isolate yourself from the IT departmentdepartment

4. Let the college administration know 4. Let the college administration know

how important your office ishow important your office is

5. Take charge of your area5. Take charge of your area

Words of WisdomWords of Wisdom

6. Manage time effectively6. Manage time effectively

7. Develop a Policies and Procedures 7. Develop a Policies and Procedures Manual and keep it updatedManual and keep it updated

8. Keep communication flowing within 8. Keep communication flowing within and outside of the officeand outside of the office

9. Be flexible9. Be flexible

10. Learn how to supervise difficult 10. Learn how to supervise difficult staffstaff

Words of WisdomWords of Wisdom

11.11. Remember that the student always Remember that the student always has a point of viewhas a point of view

12.12. Have a support network that you can Have a support network that you can call on for advice, help, and call on for advice, help, and sympathysympathy

13.13. Find ways to relieve stressFind ways to relieve stress14.14. Attend training workshops and Attend training workshops and

conferencesconferences15.15. Always keep the student at the Always keep the student at the

center of your decision makingcenter of your decision making

Words of WisdomWords of Wisdom

16.16. Be patientBe patient

17.17. Be yourselfBe yourself

18.18. Understand that most families are Understand that most families are honest and are not trying to beat honest and are not trying to beat the systemthe system

19.19. Be firm but compassionateBe firm but compassionate20.20. Be careful who you hireBe careful who you hire

Words of WisdomWords of Wisdom

21.21. Agree to disagree and pick your Agree to disagree and pick your battlesbattles

22.22. Don’t make it personalDon’t make it personal

23.23. Remember that no matter what Remember that no matter what happens today, tomorrow is a new happens today, tomorrow is a new dayday

24.24. Believe in yourself - You can do thisBelieve in yourself - You can do this

25.25. Have Fun and remember why you are Have Fun and remember why you are doing itdoing it

Questions/CommentsQuestions/Comments