Financial Aid Workshop Planning Guide 2014
WELCOME Everything you need to know for a successful Financial Aid Saturday Thank You Event Goals Stations Overview Logistics Event Set Up Day-Of Checklist Volunteer Management Sponsorship/Fundraising Marketing 3 4 5 6 7 9 11 13 15 2
Thank You Thank you for volunteering to assist with the logistical planning and day-of facilitation of a Dallas County Financial Aid workshop. Dear Site Lead, The need to support students and families in the financial aid process is more important now than ever. Students who complete a financial aid application (such as the FAF- SA or TASFA) are significantly more likely to continue on to a postsecondary education. However, many students and parents are not familiar with the process and need the guidance of a financial aid advisor. To address this issue, Financial Aid workshops in Dallas County will provide the opportunity for students and families to receive one-on-one, expert help filling out their FAFSA or TASFA, guidance on next steps after submitting their financial aid application, and information to begin the scholarship search and application process. Our long-term goal is to increase the percentage of Dallas County seniors who complete the FAFSA to 50 percent by June 30, 2018 and ultimately, increase the number of students enrolling in college by five percent to a level of 66 percent across nine partner districts by September 1, 2018. With the help of our Financial Aid workshops, we are hoping to reach our first benchmark goal increasing the percentage of Dallas County seniors who complete the FAFSA to 44 percent by June 30, 2015. To accomplish this, each of the host sites and surrounding schools must increase their FAFSA completion rate by four percent in 2015. The goals we are aiming to reach are more than just numbers. They are the hundreds of students who will be able to attain the resources they need to pursue their postsecondary ambitions. Thank you again for your commitment and support! Please feel free to contact Sarah Jensen at sarah.jensen@commit2dallas. org if you have any questions. Sincerely, The Commit! Partnership Texas College Access Network North Texas 3
Event Goals 1. Provide students with expert, one-on-one FAFSA/TASFA application assistance, information on the required next steps in the financial aid process, and scholarship search and application resources 2. Measure outcomes to evaluate the efficacy of the workshop Metric How to measure? 250 students or parents attend per site Registration Check-In Form 80% of students submit a FAFSA/TASFA application at the event 100% of students have their specific questions answered 100% of students report a better understanding of financial aid process and next steps 100% of students report improved confidence for secondary education options Submitted FAFSA: Ask students to print off confirmation pages if completed or indicate on the Completed TASFA: Make copies of completed TASFA application Incomplete FAFSA/TASFA: record where student is In the process on the volunteer reporting sheet Student Exit Survey Student Exit Survey Student Exit Survey 4
Stations Overview Track # of attendees Hand out student packets Guide students to presentation room Collect permission forms Hands on FAFSA/TASFA assistance Discuss next steps Conduct exit surveys Sign-out Check-In Station: Student/Family Registration 3 FAFSA/TASFA FAFSA/TASFA Computer Computer Lab Lab Station Station (Check-Out) (Check-Out) Student/Families Event Flow Financial Aid/ Scholarship Presentation Station 4 FAFSA/TASFA Computer Scholarship Lab Station Station (Check-Out) FAFSA/TASFA and Scholarship overview large-group presentation Provide paper scholarship applications Track volunteer participation Orient volunteers with their roles Grab snacks, drinks and any extra supplies Check-In Station: Volunteer Registration/ Orientation 3 Hospitality Room Report to station Volunteer Event Flow 4 Check-Out Check to make sure station is easily identifiable, equipment is ready for use and all materials (handouts, packets) are prepped Sign-out/sign-up to volunteer at another workshop Fill out feedback survey 5
Logistics Planning Checklist (See Master Planning Checklist in toolkit for more detail) Facilities Reserve all facilities and IT equipment starting the day before the event in the afternoon/evening through 3:00 pm on the day of the workshop to account for adequate set-up/cleanup time. Reserve computer labs (4 for FAFSA, 2 for TASFA) with sufficient number of computers and Wi-Fi capabilities Reserve additional facilities/rooms for the Presentation Station, Volunteer Hospitality Station and Scholarship Station Presentation Station will need sufficient seating for students and families, and projector equipment Hospitality Station will need sufficient seating for volunteer breakfast/lunch and breaks and storage for extra workshop materials handouts, packets, etc. Scholarship Station should have tables to place paper scholarship applications and computer access if workshop is desired Ensure venue has adequate parking for volunteers and families IT Reserve about 65 computers for students to fill out their FAFSA or TASFA Reserve tablets and/or netbooks to use for check-ins and volunteer exit surveys (preferably 25-30) (Students will do exit survey in their FAFSA/TASFA room) Reserve a projector for Financial Aid Presentation Station Check with IT department to confirm adequate bandwidth Request guest logins if necessary Request IT staff to be available on the day of the event Bookmark important sites in advance on all computers (financial aid applications, student survey, sign-in form in case registration is bypassed) Do a trial run days before the actual event (have a student submit a FAFSA) Have a working printer in every computer lab designated for filling out the FAFSA/TASFA Ensure printers are stocked with ink and paper Signage Post signage in the parking lot and throughout the building to lead students and families to the registration area Clearly label stations/rooms in English and Spanish (and any other language you deem necessary) Designate and label area for bus drop off (optional) 6
Event Set-Up Set up the afternoon/evening before the event to ensure that all materials/it equipment and facilities are accounted for Check-In Station: Volunteer Registration/Orientation Designate registration area (will need to use for morning volunteer shift and afternoon shift) Set up tables/signage Materials to print/prep Volunteer Packet (See Volunteer Packet Example in toolkit) School Map Student FAFSA Process Student TASFA Process FAFSA FAQ TASFA FAQ Volunteer Roles (highlight volunteer s specific role) Download a Tax Transcript Any orientation documents (discuss with Volunteer Coordinator) Check-In Station: Student/Family Registration Designate registration area Set up tables/signage Materials to print/prep Student Packet (See Student Packet Example in toolkit) School Map Station Checklist Student FAFSA/TASFA Process Next Steps Checklist TASFA/FAFSA Next Steps Information Scholarship Information Qualifications for TASFA v. FAFSA information sheet to put on the registration table (See FAFSA/TASFA Qualifications Example in toolkit) Signage Backup paper sign in sheets if online registration goes down Volunteer Hospitality Station Set up snack/drink station Store extra materials/supplies student packets, volunteer packets, paper scholarships etc. Materials to print/prep Signage (including volunteer coodinator s cell number) Extra handouts (packets, information sheets, scholarships etc.) 7
Event Set-Up Financial Aid and Scholarship Presentation Station Set up projector Set up chairs for students/families Post signage FAFSA/TASFA Computer Lab Station Confirm guest logins Bookmark FAFSA site, registration link, and student exit survey Confirm adequate ink, paper, and printers Gather clipboards for volunteers to carry around sign-out sheets Materials to print/prep Scholarship Station Set up tables Lay out paper scholarship applications and any other materials Materials to print/prep Other Don t Forget... Signage including the URL for the exit survey Sign-Out sheets (See FAFSA/TASFA Sign-Out sheet EXAMPLE in toolkit) Backup paper exit surveys in case online survey goes down Recommend separating FAFSA computer labs from TASFA computer labs to ensure adequate number of TASFA trained volunteers are readily available. Paper scholarship applications with requirements labeled clearly on a table tent for students to easily pick up applications they qualify for Post directional signage in building and directions from parking lot to student/volunteer entrance Sharpies Pens/Pencils Nametags Envelopes Stamps Clipboards Whiteboard markers ipads/netbooks Computers Printers (ink) 8
Day-Of Checklist Day-Of Volunteer Management Check-in all volunteers at the designated check-in site to keep track of volunteer participation (Volunteer Check-In Form link will be provided) Distribute name tags and volunteer packet Document each volunteer s assigned role (if volunteer did not sign-up for a role through the sign-up form or are a general volunteer, assign role at check-in) Ensure that all volunteers go through an orientation/training before their shift Provide volunteers with breakfast/snacks/drinks in the Hospitality Station Rearrange volunteers as needed throughout the day Have volunteers fill-out a feedback form directly after their shift (link will be provided) Day-Of Event Flow 1. Check-in all students and families at the designated check-in site a. Provide students with a workshop packet and guide them to the presentation room (See Student Packet Example in the toolkit) b. Direct students to the Financial Aid and Scholarship Presentation Station i. Presentations should run at least once every 30 minutes ii. Tip: If students/families arrive when a presentation is not running, direct them to the scholarship application room until the next presentation starts or direct them straight to the FAFSA/TASFA computer labs 2. Financial Aid Presentation room: Present an overview of the financial aid process and scholarship information a. Answer any initial questions on the financial aid process/scholarships b. Direct students to the FAFSA/TASFA Computer Lab Station 3. FAFSA/TASFA Computer Lab: Assist students with their financial aid applications 4. Scholarship Room: Provide students with scholarship applications a. Have paper scholarships available, with easily identifiable requirements, for students to pick up and fill-out. Volunteer should be relatively familiar with scholarships presented and be able to direct families to additional resources. 9
Day-Of Checklist If students do NOT complete their financial aid Have student fill-out the sign-out sheet to receive a follow-up (See FAFSA_TASFA Sign- Out sheet EXAMPLE in toolkit) If students complete their financial aid application Have student fill-out the sign-out sheet to track completions (See FAFSA_TASFA Sign-Out sheet EXAMPLE in toolkit) Mark on student s Financial Aid Application Checklist what they have left to complete (See Financial Aid Application Checklist Example in the toolkit) Mark on student s Financial Aid Application Checklist that they have completed the FAFSA or TASFA (See Financial Aid Application Checklist Example in the toolkit) Provide students with information about future opportunities to receive assistance) Review the list of next steps after submitting the FAFSA or TASFA (See FAFSA Next Steps Information Example and TASFA Next Steps Information Example in the toolkit) Review the list of next steps after submitting the FAFSA or TASFA (See FAFSA Next Steps Information Example and TASFA Next Steps Information Example in the toolkit) Have students fill out an exit survey (link will be provided) Have students fill out an exit survey (link will be provided) 10
Volunteer Management Volunteer Roles (for detailed descriptions refer to the Volunteer Roles document in the toolkit) Volunteer Coordinator General Volunteers Assignments Set-Up Registration Table (English/Spanish) Greeter/Guide Floater Hospitality Room FAFSA Assistant TASFA Assistant Expert Volunteers Assignments FAFSA Expert TASFA Expert Financial Aid and Scholarships Presenter Volunteer Recruitment (Make sure to identify what languages your volunteers should speak to adequately assist attendees) Volunteer Coordinators Site Leads will either recruit or act as the Volunteer Coordinator to assist with day-of volunteer management General Volunteers Sites will assist with recruiting all general volunteers Begin recruitment through distribution of contacts (e.g. Chamber of Commerce, PTA, Community Partners, College Access Providers) Send recruitment e-mails (See Volunteer Recruitment Email in the Toolkit for sample) Include standard link to volunteer registration form Include roles and responsibilities (See Volunteer Roles document in the toolkit Expert Volunteers Commit! will be in charge of recruiting FAFSA/TASFA Experts and Scholarship Presenters Volunteer Training Site Lead/Volunteer Coordinators Commit! will host a training for Site Leads and Volunteer Coordinators prior to the workshops including regular progress meetings General Volunteers General volunteers will receive a training from the Volunteer Coordinator or by Expert Volunteers the morning of the event Set-Up volunteers will be directed and given their tasks by the Volunteer Coordinator before their shift (the day before the event) 11
Volunteer Management Expert Volunteers FAFSA/TASFA Expert and Scholarship Presenters will receive a webinar training prior to the event date to go through the run of show for the event and norm on FAQ. FAFSA/TASFA Room Assistants Will receive training prior to the event and have a refresher from the experts the day-of Volunteer Role Commit! Site Experts Recruit Train Recruit Train Train Site Lead X X Volunteer Coordinator X X FAFSA/TASFA Expert X X FAFSA/TASFA Assistants X X X X Scholarship Presenter X X X X X Registration Table, Greeter/Guide, Floater, Hospitality Room, Set-Up X= Training will take place prior to the workshop date X= Training will take place morning of the workshop date Volunteer Follow up If volunteers did not fill out feedback form after their shift, follow-up with an e-mail including a link to the feedback form Send thank you notes to volunteers (See Volunteer Thank You in the toolkit) 12
Sponsorship/Fundraising Commit! Responsibility BUDGET Estimated Cost Host Site Responsibility Estimated Cost Marketing 1 poster per target high school 800 flyers per target high school Advertising/ Website Costs Training Materials and Travel Costs for Trainers prior to event Program Supplies Participant packets (map, FAQ, checklist) Volunteer packets Postage for TASFA Survey Software $7,220 Printing additional flyers above the 800 provided (optional) $3,000 $2,784 Directional Signage for the day of the event Paper & Ink for printers for confirmation pages $0.10/flyer $45/site Hospitality Fill gap of what is needed Incentives Large incentive items Participant snacks and water Volunteer breakfast & lunch $3,600 Small incentive/ raffle items $1,410/site $120/site Building Management IT staff, janitorial, $3,000/site security, cost of having building open Other Transportation for participants (optional) Thank you token for volunteers (optional) Total to fundraise/ $16,604 $5,000 receive in-kind Prospective Donors Outreach Commit! and site leads will compile a list together in their first few meetings Hospitality and small incentives can likely be secured through in-kind donations rather than through paying directly. Commit! will also actively fundraise for these items, but will look for support from the site leads for assistance. 13
Sponsorship/Fundraising Follow-up Commit! will provide sample donor solicitation letter templates for sites to use. In the event Commit! can fundraise the amount needed for hospitality and small incentives, site leads will be contacted. Where possible, site leads should use the monthly check-ins to coordinate large community-wide asks for donations. (See Donation Ask Letter Example in Toolkit). Small Incentive for participants could be donated coupons from local establishments, prom tickets, dress down days, homework passes, etc. Commit! will provide sample donor thank you letter templates for sites to use if they desire Please share donor names with Commit! so we can recognize them as participants 14
Marketing Distribute customizable promotional materials flyers, PSAs, press release, social media messages, etc. provided by Commit!, targeting high school seniors in your community (See Marketing folder in Toolkit) Identify outlets Morning announcements PTA/school/community newsletters Parent letters School website District website Counselor s office School event programs Sporting events announcements Social media There s A Way to Pay messages Each campus will receive a series of college affordability messages for school morning announcements, marquee signs, sporting event announcements, and social media to deploy throughout the year. The deployment dates for the messages are included in the Master Planning Checklist. Phase 1: College is affordable for EVERYONE! Phase 2: Scholarship Myths and More Phase 3: File your taxes early! Phase 4: Financial Aid February Phase 5: Verification Phase 6: I know what I owe! Distribute materials/media relations Follow the marketing dates in the Master Planning Checklist to deploy college affordability and workshop messages throughout the year Reach out to surrounding schools in the area to distribute information about the workshops Incentivize student participation with school-specific rewards (homework pass, dress down day, pep rally, free tickets to prom etc.) 15