THURSDAY, SEPTEMBER 30, 2003
ECC SOUTH
Submitted by Leigh M. Fiorenzo, Region 1 Secretary
Attendance:
AFC Lisa
Kendi
Citibank Debi
Mansour
ECC South Robin
Filippone, Sarah Izzo
Edfund Dan
Dreves
First
Third Fifth Bank Marc Woolf
SUNY Fredonia Amy Beers,
Jean Branicky, Tracy Kelly, Daniel Tramuta
Houghton
HSBC Sherrie
Hoadley-Sheppard
Keybank Kathleen
O’Connell
Leon Studio One Jeannie Russo
M & T Bank Leigh M. Fiorenzo, Brian Levy
NCCC Kim
Buerger, Kathleen Michalski, Robin Ray, Jim Trimboli
NYSHESC Ed
Gilbert
St. Bonaventure Mary Jo Brockel
UB Joseph
Alongi, Carrie Newman, Kevin Ryan
Welcome
and Introductions (Carrie Newman)
*Welcome back! We are all looking forward
to a very productive year
Treasurer’s
Report (
*Previous balance: $1670.40
*Debits:
$77.50 Hallmark Refreshments – May Meeting at Hilbert
$382.50 Aramark Refreshments – Tax Workshop
at GCC
$1619.63 Bison’s summer outing
$8.00 Check Image Return Fee
*Credits:
$2010 checks for summer outing and revenue check
$1285 Final checks for summer outing
*New Balance: $2877.77
Membership
Report (Carrie Newman for Katrina Delgrosso)
*Be sure to check on NYSFAAA web site www.nysfaaa.org to sign up for e-mails
*Membership by year was 1037 for
2003-2004 presently for 2004-2005 is 387 as of September 22, 2004 (doesn’t
include those who are registering through the conference for yearly membership)
*We are now using
*If you don’t sign up as member prior to
the conference your member benefits will be cut off until you renew
*It was suggested that exec council
review this new policy. (Especially certain people won’t have access to
important information.)
*Regional dues are technically due by
July 1
*It is often much easier on the school to
request one check instead of two
*The option to pay dues w/ conference
registration will not be changed at this point but it will be re-visited at the
next exec council meeting
*Suggestion to Grandfather through those
three months and then if you don’t renew you would then be cut-off.
*Also, suggested to have one invoice for
entire school option (one person can go on-line to register everyone at once
instead of individually entering info)
Awards
Presentation (Warren Hoffman for Mary Koenecke)
*Congrats to regional service award:
*Congrats to second region service award:
Mary Koenecke from
Exec
Council (Carrie
Newman sat in for Kevin Ryan in
*See attached minutes for
NYSFAAA EXEC COUNCIL MEETING MINUTES (Unofficial)
JUNE 16-18, 2004
Present: Sue Aldrich, Maria
Barlaam, Anne Barton, Kerrie Cooper, Carolyn Corcoran, Gail Drapala, Claire
Jacobi, Mike McGraw, Judi Miladin, Mike Pede, John Smith, Earl Tretheway,
Samantha Veeder, Mike Williams
Absent: Kevin Ryan
Guests: Bill Cheetham,
Laura Dominy, Johanna Kelly, Brian Levy, MaryEllen Nugent, Nancy Pawluk, Karen
Price-Scott, Lisa Simpson, Beth Turner
Motion: Approval of
February 2004 meeting minutes
Cooper/Barlaam
Unanimous
Treasurer’s Report
Mike McGraw reported that we’re in good shape and he passed out
the Audit for year ending June 2003.
This is the first audit in which there were no findings and Mike
expressed his gratitude to regional treasurers for this. The mileage reimbursement change is effective
for July 1, 2004 from .30/mile to .375/mile (voted at 2/2004 meeting). Mike passed out new version of Expense
Report.
Membership Report
Kerrie Cooper reported that we’re at 1031 members which is down 105 from last year.
Region 5 has largest drop; all but Region 4 are down. Discussion took place on Region 7’s
membership concerns and how the timing of the new website will affect
membership reapplications.
Motion: Approval to destroy 2002-2003 paper membership
applications.
Miladin/Smith
Unanimous
Additional discussion on new wesite’s timing related to membership
application issues.
Motion: If new website is
not up by 7/1/04, then we mail paper applications to members. There was no second of this motion so the
motion was rescinded by Miladin.
Motion: That an email be
sent to all members clarifying how the 0405 membership registration/application
will work in conjunction with new website going live.
Barlaam/Drapala
Approved
Motion: To pay June
revenue sharing checks
Smith/Miladin
Approved
Training Report
Mide Pede reported that fall EASFAA Training will be held the
first morning of the conference at the connecting hotel in
Easfaa Report
Anne Barton announced the new officers are Tom Dalton, President,
Susan Howard, Pres.-Elect, Neville Brown, VP, Ken Fierra, Secretary and Cathy
Bellomo, Treasurer.
EASFAA annually requests 15 copies of our annual conference
programs. That needs to get put in the
conference planning manual on the ‘to do’ list.
Discussion took place on changing the selection process for EASFAA
Conference Scholarship winner. Plans are
to make it less of a ‘luck’ result and to see if we can get members to earn the
scholarship and become truly more active in EASFAA.
EASFAA Conference 2005 is at Bally’s in
Discussion took place on possibility of increasing our five $1000
Scholarships as smaller states are giving out ten $2000 scholarships.
EASFAA and NYSFAAA will jointly host a reception for George Chin
at NASFAA.
President Elect Report
Judi Miladin reported that 1017 ballots were sent out for recent
election; 313 were returned and 22 of those were ineligible. 291 ballots were valid. Results are:
Joan Warren 1st VP
Karen Price-Scott
2nd VP
Sam Veeder Treasurer
Carolyn Corcoran Secretary
Motion: To destroy the
ballots of recent election
Drapala/Pede
Approved
Note is made that
Conference 2004
John Smith passed out the preliminary program
Conference 2005
Gail Drapala reported that chairs/co-chairs are working on the
program but are waiting until Conference 2004 is over before finetuning the
program
HESC Update
A copy of the HESC Update is attached. Anne Barton did request an updated HESC
organizational chart. Mike Williams
explained that more reorganization will be happening in September so a new
chart won’t be available until after that.
Mike will take the help desk ticket number issue to HESC hierarchy again.
Regional Reports/Concerns
Region 3 asked for a decision on allowing each region’s Regional
Chair to go to the annual conference free of charge. Discussion took place. Anne clarified that each region has one
conference fee waiver in place already.
Region 3’s proposal was aimed at trying to reward a person who’s very
active in the region. It was concluded
that the region could choose to cover transportation expenses for a
member. Mike Pede will write up a policy and develop a
form that can be used statewide for the regional conference fee waiver.
Governance Report
Bill Cheetham gave a history of the strategic long-range
plan. There have been three revisions
over the years and the most recent is on the website. Bill went through the Governance Committee’s
written recommendations concerning the plan and presented a written report.
By-Laws Revisions
We went through these and made some proposed changes. Anne will write up the all revision proposals
and email Council members over the summer for comment. Secretary will need to do a mailing to
members no later than September 1st, with the proposed changes.
President’s Report
Anne touched on Reauthorization issues and specifically HR42-83,
the College Access and Opporturnity Grant bill.
She talked about endorsing some vs. all of it and that SallieMae is
urging school support.
NY State Senate bill 299, sponsored by Senator LaValle, involves
schools’ disclosure policies regarding adjustments made to a student’s
financial aid.
NYSFAAA’s historian is Adrienne King, who works at NY Poli Tech.
VESID was confused and emailed Anne with updated VESID forms. Seems they got NYSFAAA confused with SUNYFAP…
We now have a small supply of NYSFAAA thank you cards and Anne
will distribute to regional rep’s.
Discussion took place on re-creation of a speakers’ bureau. Anne asked for a volunteer to contact regions
about this and Claire Jacobi volunteered.
Anne will contact Paula Gordon at ATAC on Monday to clarify when
the website will be up.
0405 Budget
Mike McGraw handed out and went over the proposed budget.
Motion: To approve the
proposed budget
Cooper/Smith
Approved
Old Business
Mike Williams explained there’s an RFP pending involving a
contract to produce the CUNT ETA. He was
asked if we’ll (aid officers) get access to the CUNY portal and Mike indicated
that it’s in discussion. Mike will put
any updated information regarding this in updated HESC notes and send out
later. He also brought most recent HESC
directory that’ s available.
Mike McGraw indicated that if any college wants to participate in
the State Fair Education Day in August, they need to contact Sharon Karkowski
at Tompkins-Cortland.
New Business
The 0405 Exec Council
meeting dates are on the website:
Sept 23-24 in
Dec 9-10
Feb 6,7,8
June 15,1,17
Conference 2005 Proposals
Region 8’s proposal was presented by Beth Turne and Brian Levy,
with Laura Dominy, Sue Aldrich, and Kerrie Cooper all of the Facilities
Committee present. Proposed dates are
Nov 5-8 and site Lake Placid Resort Hotel (site of 1999 Conference).
Region 6’s proposal was made by Claire Jacobi and Karen
Price-Scott. Dates were Oct 7-12 at the
Sheraton in NYC.
Questions and discussion followed the presentations.
Motion: To accept the
proposal from Region 6, pending approval of the contract by our attorneys.
Drapla/Barlaam
3 in
favor, 9 opposed
Motion
denied
Motion: To accept Region
8’s proposal, pending review and approval of the contract by our attorneys.
Cooper/Smith
8 in
favor, 3 abstentions, none opposed
Motion
approved
Region 8 is tentative site for Conference 2006
Motion: To adjourn at
11:10 am
Drapla/Cooper
Approved
School Counselor Workshop
(Kathy Michalski and Kim Buerger)
*Date is set for Region 1:
Nov 18, 2004 at St. Bonaventure University and, Nov 19, 2004 at Classics
V
*Same format as last year (half-day schedule)
*Committee is meeting this afternoon to set-up topics and agenda
*Please let the committee know if you have suggestions or ideas for
the workshop
Panel Discussion: Professional Judgment (Warren Hoffman, Mary
Jo Brockel, Kathy Michalski, Jeannie Russo, and Kevin Ryan)
*Professional judgment is dealing w/ people that don’t meet the
rules – we adjust COA, change income, assets, dependency and divorce/separation
(may do so with appropriate documentation) *Written policies should be included
in your manual
*Reconciliation: everything
in file correlates to what is in your file
*Case by case basis, reason for the action must be documented and
school must not discriminate
*Issues to consider: desired outcome, change in EFC (already 0?),
budget component adjustment
*Schools have authority to request supplemental information
*Types of documentations: letters, bills, receipts, pay stubs,
other third party documentation
*Unique to each student, violation of law to assume generalizations
*Room and Board: increase or
decrease, students w/ special needs
*Rental or purchase of computer:
School decided under what conditions it will include computer costs; any
deviation from policy constitutes PJ
*Dependent Care Allowance:
Adjusting standard dependent care allowance for an individual student in
PJ
*Transportation: Copy of
mechanic bill, statement of repairs, airfare receipts
*Denial or Reduction of FFEL or Direct Loan: borrower’s unwillingness to repay, high debt
burden (the law gives faa the authority or PJ to
decide this)
*Appeal Decision Making:
Committee vs. individuals, who will ultimately make the decisions
*Schools options to consider, may be standard or individualized
*PJ is only exercised when a decision is made that is contrary to
policy – case-by-case basis
*Documentation of income: loss of job, change in job,
divorce/separation
*Each college does everything differently: It is always done on a case-by-case basis
Committee Updates
CAAN (Sherrie Hoadley)
*Looking for replacement (Chairperson for 10 years so she wants to
pass on the duties)
*Please contact Sherrie if you are interested in taking over the
Committee
Training Committee (
*Committee is meeting after lunch today
*Several training opportunities are coming up:
*EASFAAA “ Borrower eligibility
requirements”, October 26 at the Clarion Hotel in
*NYSFAAA Conference, October 26-29 in
*EAC:
*SUNY Albany return of Title IV, October
14, 2004
*NYSHESC Workshops, December 7 in
HESC Report (Ed Gilbert
for
See notes attached:
HESC Update for
Region Meeting
September 2004
Coming Soon – Anytime TAP
on the Web – This new product will be premiered at the TAP Processing from A to
Z session at the upcoming NYSFAAA Conference.
Electronic Funds Transfer
Enhancements
Effective August 2, 2004, New York State
HESC implemented several key improvements to its Loans Electronic Funds
Transfer and Refund (EFT/EFR) process.
Enhancements include:
Reduce lead time for changes to loans – Elimination of the “10 -
day rule ”
Schools can now make edits to a loan up until the time the transaction
has been processed by HESC’s EFT system.
Adjustments and cancellations should be sent to HESC, making HESC the
primary record holder. If a disbursement
sent by a lender is in conflict with the information that is on our system, it
will be errored back to the lender.
Multiple Rosters and Bank Accounts for Schools
HESC will now be
able to provide multiple rosters and deposits to school bank accounts based on
loan type for schools. Schools can have
their disbursement rosters separated by any combination of loan types:
Subsidized Stafford Loans, Unsubsidized Stafford Loans, PLUS Loans, College
Savings Disbursements, and Alternative Loans.
Each roster will result in one corresponding Automated Clearinghouse
(ACH) transaction.
Edit for Hold and Release
When
a disbursement is on “Hold”
and a lender sends a disbursement via EFT, the Hold indicator is automatically
updated to a “Release” status and the funds are sent to the school. Now, as an additional
options, schools will choose whether they want disbursements in a Hold
status errored back to the lender, or receive the funds directly. If you are interested in switching to this
new option, you must call HESC’s EFT unit at (518) 473-4222 or toll free at 1-888-NYS-HESC,
option 2-2-3-3.
PLUS Electronic MPN
Effective June 28, HESC started offering parents of college
students the option of filing electronically for a PLUS loan. The electronic master promissory note for
PLUS loans replaces the traditional signature on paper and will save parents and
schools time, paper, and postage.
Details on PLUS credit checks will be discussed at the upcoming NYSFAAA
Conference and the HESC SFA Administrative Workshops.
E-MPN’S
Early reports for 2004-05 have indicated that more than 68% of new
MPN’s filed were processed electronically, which is an increase of 28% from
2003-04. In order to save time and money
for your institution and your students, as well as decreasing the occurrence of
errors, HESC asks that you continue to encourage your students to utilize
online processing for TAP and loans.
Exit Interview forms
HESC's continuing effort to reduce paperwork and mailings to
schools has resulted in a revision to the processing of Exit Interview packets.
Effective June 2, 2004, HESC will retain an electronic copy of all
Exit Interview information packets generated by our system. Authorized school
officials will be able to view and print these forms through the “College and
Administrators” link on HESC.org.
SFA Administrative Workshops
HESC Administrative Workshops, the annual statewide training
program for college aid administrators, bursars, and others with HESC program
responsibilities will be offered according to the following schedule. Save the
date for the workshop in your area.
Long Island - November 29
A workshop agenda will be available on HESC.org shortly.
Upromise Keeps Rewarding
Saving for college is one of the biggest challenges today’s
families face. Upromise, program manager for New York’s 529 College Savings
Program, is helping New Yorker’s save for college each time they buy everyday
items like gasoline and groceries. Under Upromise’s Rewards Program, a portion
of an account owners retail purchases from participating merchants are returned
to their NY529 account.
As of June 30, 2004, almost $1.9 million in Rewards have been
deposited into NY 529 accounts. Enrolling for the Rewards program is fast,
easy, and can be done on-line for your convenience. Visit the Program’s web
site at for more information about this
in novative way to save for college.
NYSFAAA Conference
The NYSFAAA Conference will be held from
October 26-29, 2004 at the Rochester Hyatt Hotel in downtown
HESC’s participation will include a vendor booth and several
sessions as outlined below.
Sessions
Session Name: HESC - Your
State Agency Update
Presenter(s): Thomas
Dalton, Patricia, Ronan, Teresa Gehrer, Michael Williams
Date/Time: Wednesday,
October 27, 2004, 9:00 – 10:15 a.m.
Description: HESC has
established a leadership position in the electronic communication, reporting,
and processing of education loans and grants and scholarships. In this session, senior managers will discuss
how HESC is serving customers in an electronic environment with
industry-leading services such as:
real-time e-MPNs; secure, easy-to-use Internet file transfer; customized
reports and spreadsheets; real-time printing of reports through the Web; and
EFT. Many of these products and services
were suggested by NYSFAAA members.
Attendees will also learn about exciting new initiatives.
Session Name: Default
Prevention Strategies – Do They Really Work?
Presenter(s): John
Austin, Anita Phillips
Date/Time: Wednesday,
October 27, 2004, 10:45 a.m. – 12:00 p.m.
Description: This panel
presentation will identify and evaluate known strategies and tools for reducing
a school's cohort default rate. Learn
how to use these and other new default prevention tools successfully and find
out how your students can benefit too!
Session Name: APTS Goes
Online!
Presenter(s): Erika
Terwillliger, John DeFazio
Date/Time: Wednesday, October 27, 2004, 10:45 a.m. –
12:00 p.m.
Description: This session will cover step-by-step instructions for APTS Web
pages, deadlines for submission of APTS documents, reports, and payments
(including prepayments and reconciliation).
We’ll also talk about other new APTS initiatives, and answer any
questions you might have about the program.
Session Name: TAP
Processing from A to Z
Presenter(s): Brian Matthews,
Norene Grose
Date/Time: Wednesday, October 27, 2004, 2:00 – 3:15
p.m.
Description: HESC has
developed and delivered many streamlined, Web-based Grants and Scholarships
processing improvements. Are you aware
of everything you can do online, such as Multiple Certifications on the
Web? Do you have suggestions for more
enhancements? Senior staff will offer an
overview of TAP's online process and what's on the horizon for next year –
including “Anytime TAP on the Web.”
Session Name: FAO Best
Practices – Worst Mistakes
Presenter(s): John
Austin, Jeremy Weis (NYSED)
Date/Time: Wednesday,
October 27, 2004, 3:15 – 4:30 p.m.
Description: Financial
aid "Do's and Don'ts" - including tips for
avoiding Title IV and NYS TAP findings and liabilities. What are the practices
that work best for financial aid offices and what administrators should look
out for? Find out here.
Session Name: HESC Loan
Processing Enhancements
Presenter(s): Thomas
Dalton, Matthew Downey, Teresa Gehrer
Date/Time: Wednesday,
October 27, 2004, 3:15 – 4:30 p.m.
Description: Join HESC
for the latest in loans processing.
Thomas Dalton will address common questions on loans processing
issues. Along with the new Customized
Reports available on HESCWeb, Matthew Downey will provide an update on
Electronic Funds Transfer (EFT) and the EFT enhancement project. Teresa Gehrer will give you the answers to
the most Frequently Asked Questions (FAQ’s) in the
Session Name: Developing
Effective Early Intervention Programs – by NYGEAR UP
Presenter(s): Joseph
Tine, Delilah Reyes
Date/Time: Thursday,
October 28, 2004, 3:15 – 4:30 p.m.
Description: Next year,
as many as 5,000 NYGEAR UP high school seniors may be applying to go to college
in
HESC will sponsor a booth in the vendor
area highlighting HESC’s initiatives and latest technology. We cordially invite you to stop by and meet
with HESC staff
School News & Issues
*SUNY Fredonia has a new Financial Aid Counselor, Amy Beers
*SUNY Fredonia is looking for an Admissions Counselor - application
deadline is the first week in November (Contact Dan Tramuta)
*Jamestown Business College has a new financial aid counselor, Sara
Zink
*NCCC hired a new Director of Financial Aid, Jim Trimboli
Lender News & Issues
*Kristen Carey is taking over our Region 1 for Lisa Kendi for AFC
(Lisa will be focusing on PA)
*Brian Levy will now have Regions 1, 2, 3 and 8 for M & T.
Also, Jim Vallee is the new sales representative for Regions 4, 5, 6, and 7.
Andy Leardini has taken a new position as Director of Marketing at M & T.
*Marc Woolf is the new sales representative for First Third
*Dan Dreves is the new sales representative for Edfund
*Darcy Stevens from Bank of America injured her back and she is
unable to travel. Darcy wanted to make sure that we new as of August 16 the
signs were changed from Fleet to Bank
Next Meeting: November 4, 2004 at Keybank (Downtown)