An Interactive Session for Best Practices in Using Automation Technology in Your Emergency Aid Program
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1 An Interactive Session for Best Practices in Using Automation Technology in Your Emergency Aid Program
2 Automation Technology Subcommittee Name Title School Contact Dede Gonzales Associate Director - Financial Aid & Scholarships Texas State University dedegonzales@txstate.edu Brandon Hoye Success Coach McLennan Community College bhoye@mclennan.edu Kathy Weiser Assistant Dean of Students Texas State University kw10@txstate.edu Heather Smith Associate V.P. - Academic Affairs The University of Texas at El Paso hsmith@utep.edu Bob Austin Vice President - Student Affairs Amarillo College rcaustin@actx.edu
3 Benefits of Automation Technology Help make emergency aid programs more efficient and effective Help aid administrators focus on students CAS Standards (Part 10) Two areas that could benefit from automation Application and disbursement process for emergency funds Data analysis to determine program effectiveness
4 Landscape Analysis of Emergency Aid Programs (NASPA) Most institutions do not effectively use automation technology for Administration of emergency aid programs Necessary data analysis to measure the effectiveness of programs Important findings from survey 56% of institutions maintained emergency aid recipient information in various spreadsheets or separate files 75% of the institutions did not use tools or resources to automate the distribution of emergency aid 68% of institutions do not use tools to analyze data about students who receive emergency aid
5 Need for Speed Delivery of emergency aid should be as fast as possible Helps students with their immediate financial need Allows them to focus on school Many institutions are using mostly manual processes for the application and delivery of emergency aid funds Automating processes would help the emergency aid staff have more time to focus on helping the students Personal touch will always be needed for students in crisis
6 Making the Case for Program Sustainability Critical for institutions to perform analysis on the effectiveness of their programs Good data could help solicit additional resources for the program Helps to tell the story of how emergency aid is making a difference for students Helps ensure good stewardship of funds
7 Recommendations for the Use of Automation Technology for Emergency Aid Programs Online warning system that faculty/staff can use to notify emergency aid staff about students in need Online emergency aid application that interacts with the information s student information system (SIS) Collect biographic/demographic information about the student from the SIS and store these data in the emergency aid database Collect financial need information from the FASFA (if applicable) Collect enrollment information, etc. Automate award notification to student Make process less burdensome for students and emergency aid staff
8 Recommendations for the Use of Automation Technology for Emergency Aid Programs cont. Online application could push information to students as needed based on responses to question on the application Food insecurity provide resources for food pantry, community resources, etc. Housing insecurity provide list of housing resources Counseling needs provide counseling resources, etc. Automate feed of award information to the student information system
9 Recommendations for the Use of Automation Technology for Emergency Aid Programs cont. Database of applicant/recipient information (from online application) Track student retention, graduation and other success measures over time for emergency aid recipients Track similar information for students who qualified but funds were not available Use statistical analysis tools to assist with data analysis Tableau SPSS Alteryx
10 Recommendations for the Use of Automation Technology for Emergency Aid Programs cont. Consider the development of mobile apps Provide resources and information to students Link to online emergency aid application via smart phone Collect information from students about needs Chat bot technology
11 Summary As more and more students require emergency assistance, it will be difficult for institutions to sustain current manual processes Important for institutions to consider using automation technology to help make emergency aid programs more efficient and effective Help facilitate programs that are more accessible and helpful to students facing emergencies
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