2. The McNeese State University Financial Aid Office is a fast paced, ever-
changing, diverse industry that strives to meet the needs of all students, in
accordance with federal and state regulations, as well as university policies.
Because of this, our office relies heavily on the use of technology.
Technology enables our office to carry out the university’s mission of
“Excellence with a Personal Touch”. We depend on technology to aid in the
process of providing accurate, up to date, and timely information to
prospective and current students, comply with federal and state regulations, as
well as enforce university policies.
The use of technology within the Financial Aid Office has streamlined the
overall process tremendously. Technology enables our office to be more
productive, efficient and better than ever. By automating a large part of the
financial aid process, we are able to focus our attention to other aspects that
further benefit students.
3. Vision statement
The primary function of the Office of Financial Aid is to administer
programs which provide financial assistance to students of McNeese
State University.
It is our vision to streamline the aid process through technology, in order
to provide students and parents with exceptional service, timely
assistance and necessary communication, while keeping all data secure.
We will rely on technology in order to meet the growing demands from
prospective students, current students and parents.
4. Goals
Explore new ways to offer students accurate, up to Enhance the financial aid portion of the McNeese
date and timely information pertaining to their website and offer a variety of multimedia and Web 2.0
financial aid tools (post tutorials, slideshows and electronic flyers
Maintain equipment and upgrade when necessary to
prevent any downtime or lost data Implement the Banner Document Management
System in order to move toward a paperless office
Maintain software by installing necessary updates
Implement electronic submission of documents
Maintain a high level of security to protect student
information Implement electronic acceptance of student loans
Use social media more to connect with students Ensure all employees have access and receive the
and the general public training necessary to maintain and advance technology
skills
Create a variety of multimedia and Web 2.0 tools in order to
communicate important policy and procedure information to Create computer based training sessions for
students (tutorials, slideshows, electronic flyers) student employees
5. Impact of technology on the
workplace
Technology has substantially impacted the McNeese State University Financial Aid Office for
many years.
Technology implementation has enabled the overall financial aid processing time to be
significantly reduced, from 6-8 weeks to 2-4 weeks.
Technology also allows students to access their financial aid information 24/7 via the Banner
Self-Service system.
The Banner system enables the Financial Aid Office to send emails to students when
additional documentation is needed or when a change is made to the students account.
The switch from regular mail to email saved the Financial Aid Office a great deal of money by
eliminating paper, printing and postage cost.
The Banner system enables the Financial Aid Office to quickly implement new procedures in
order to comply with new federal regulations.
The disbursing and accounting of financial aid funds has become much more efficient and
less time consuming.
6. Current Status of technology use and
availability
Currently the Office of Financial Aid uses a variety of technology in order to carry
out the financial aid process in accordance with federal and state regulations, as
well as university policies.
Every employee uses a desktop computer everyday and most of the full time
employees have dual monitors.
Laptop computers and LCD projectors are available for meetings, training sessions,
conducting financial aid workshops and working various events around campus.
Three employees have scanners at their desk and an additional eight scanners have
recently been purchased and installed throughout the office.
one heavy duty document imaging machine in order to archive documents.
Several copy machines, printers and fax machines daily.
A TV monitor and scrolling marquee resides in the front lobby.
Wireless internet access is available in and around the building.
All computers are hooked up the Local Area Network (LAN).
7. Planning Focus Areas
Technology will be integrated strategically by creating committees to oversee the
project to ensure everyone stays on task and the deadlines of the plan are being
met.
Committees will be lead by visionary leaders that will motivate and facilitate
change.
Equipment and software will be evaluated annually and upgraded when
necessary.
Access to the system will be reviewed annually to maintain a high level of
security for the data in the system.
8. Professional Development
Financial aid administrators will be required to undergo training to learn new technology
skills as well as enhance existing skills. Administrators are expected to learn the new
technology so that they can train the rest of the staff. Because of this, the responsibility
of working through major technology errors and participation in the initial setup process
of new technologies falls on the administration staff.
Employees will need to undergo training to enhance existing technology skills as well as
learn new skills. In addition, employees will participate in discussions and contribute
ideas for the creation of tutorials and other multimedia presentations
Select employees will attend conferences throughout the year and report back to all
employees within the Office of Financial Aid.
9. Community
Engagement
The Office of Financial Aid will seek support from the community and work
together to ensure the goals and objectives of the technology plan are being
bet.
McNeese community
Banner software support
Banner Document Management System
LASFAA
SWASFAA
NASFAA
10. Personnel roles and
responsibilities
Director
Associate Director
Responsible for seeking out new technology, maintaining
contracts and requesting funds from the Chief Information Oversees and monitors social networks
Technology Officer as well as the University Computing Services Provides updates to be displayed on the portal
Office.
Oversees and troubleshoot email correspondence
Maintains employees’ access to the system every year and Provides information for scrolling marquees around
approves or declines security requests campus and TV monitors
Serves on implementation team
Informs the staff of any upcoming upgrade to the system and
ensures all employees have adequate information pertaining to
the upgrade
Promotes training events to all employees and ensures adequate
training opportunities are available
Assistant Director
Creates implementation team for installation of new technology
Provides access to various industry related listserv
Acts as the destination point administrator for
various Department of Education systems
Serves on implementation team
11. Personnel roles and
responsibilities
Stafford Loan Manager
Office Manager
Maintains all Direct Loan technology
Keeps inventory of all equipment
Creates flyers, documents and tutorials
Ensures equipment never becomes outdated
Create student worker training
Request funds from accounting
Serves on implementation team
Works with third party contractors to keep equipment
working properly
Assistant Director
Provides access to various industry related listserv
Acts as the destination point administrator for
various Department of Education systems
Serves on implementation team
12. Budget and
Funding
After interviewing the technology coordinator within the Office of Financial it has
been determined that this office already has the appropriate equipment, software
and access to carry out the goals and objectives of the technology plan.
The resources to replace outdated equipment would come from the Office of
Financial Aid’s annual allotment as well as the TASC office.
The tutorials and Web 2.0 tools are free to use so financial resources are not
required to implement this part of the plan.
McNeese State University has already purchased the equipment and the software
for the Banner Data Management System which will allow our office to become
paperless.
Funding for training and professional development will be requested as needed
from the purchasing department.
13. Evaluation
In order to measure the effectiveness of the technology integration outlined in
this plan, a questionnaire will be sent to the students of McNeese State
University, as well as the staff within the Financial Aid Office. A pre-assessment
questionnaire will be sent out prior to implementing any new technology as well
as after the technological implementation
Indicators of success
Positive feedback from students indicating the Financial Aid Office is utilizing
technology efficiently to communicate information.
Positive feedback from employees that their needs are being met with technology, that they
have access to adequate equipment, software and training.
14. 5 Year Plan
Create various tutorials and documents Begin training on the Banner Document
and post to the website Management System.
Begin process for electronic acceptance of
Create and use Twitter for financial aid student loans via Banner Self Service.
information
Review each computer to ensure it does
not become outdated. If so request an Develop training team. This team will create
upgrade from network services computer based training for student employees.
Review security each year to ensure all
employees have the appropriate access The director will ensure all employees receive
and revoke access for any employee technology training by actively searching for
that is no longer working in financial training opportunities and make those available to
aid all employees.
16. Create various tutorials and documents and post to the website
Create and use Twitter for financial aid information
Review each computer to ensure it does not become outdated. If so request an upgrade
from network services
Review security each year to ensure all employees have the appropriate access and
revoke access for any employee that is no longer working in financial aid
Begin training on the Banner Document Management System. The equipment and
software have been purchased already. Employees will first learn the interface and
function of the system. Once training is complete the BDMS will be used to archive
documents then procedures will need to be developed in order to become paperless.
Policy and procedures for scanning the documents on the front end will need to be
written and the capability of accepting documents electronically will need to be thought
out. An implementation team will be created and the office will become paperless within
five years.
Begin process for electronic acceptance of student loans via Banner Self Service.
Develop training team. This team will create computer based training for student
employees.
The director will ensure all employees receive technology training by actively searching
for training opportunities and make those available to all employees.
