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New York Combines FAFSA on the Web and TAP Application

This article discusses the combination of FAFSA and TAP applications in New York, reducing the need for paper applications. It explores the evolution of the process, benefits to students and HESC, and future improvements.

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New York Combines FAFSA on the Web and TAP Application

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  1. New York Combines FAFSA on the Web and TAP Application NASSGAP Fall Conference October 12, 2005 Bob Butler, Chas Treadwell, and Jennifer Williams

  2. Success - TAP on the WebReduces Paper

  3. Overview of HESC

  4. Size and complexity of TAP

  5. The past - 1.6 million paper applications

  6. 1998 – The beginning of simplification

  7. 2002 - ED approves the New York/E-FAFSA link

  8. More needed to increase student use

  9. Getting help from our friends

  10. More flexibility needed

  11. Obstacle – use of the Federal PIN

  12. How it all works

  13. Process: Paper Method • Student completes FAFSA • ISIR generated • Create printed ETA and mail to student • Student completes paper form • Data from paper form key entered and scanned • Data transmitted to HESC

  14. Process: Electronic Method (effective 2002) • Student completes FOTW • Student links to TOTW • Federal data pre-populated; student answers state questions for TAP • Student submits app (FAFSA signature); receives app submitted e-mail • ISIR match

  15. Process: Electronic Method (cont.) • If no ISIR match after 20 days, send e-mail to student reminding them to resolve ISIR issues (often signatures) • If ISIR data updated within 14 days, TOTW data transmitted to HESC. • If ISIR data is not updated, delete TOTW app. Student will receive a paper ETA upon resolution.

  16. Process: Improved Electronic Method (effective for 2005-2006) • Student completes FAFSA • Student receives e-mail or postcard notifying them to apply on-line • If no response to e-mail, send 2nd reminder e-mail. • If no response to postcard or 2nd e-mail, send paper ETA. Rest of process is then same as before

  17. Evolution of the Process • 1992 – 1998: Key ETAs and save to microfiche • 1998: Replace microfiche with CD-ROMs • 1999: Begin printing and mailing ETAs and keying and scanning CFs/RFIs • 2000: Implement multi-year app processing • 2002: Implement TOTW with Federal link

  18. Evolution of the Process • 2004: Implement Spanish TOTW • 2005: 1) Implement ATOTW processing, including e-mail and postcard notification and PIN processing 2) Implement on-line CF/RFI processing 3) Decrease time to receive ETA

  19. TOTW Statistics 2005-06 Electronic apps breakdown: 186,426 multi-year (returning students) 193,764 TOTW* 380,190 Total electronic apps processed through 10/11/05 * 457 Spanish * 53% FOTW, 47% ATOTW (via URL)

  20. On-line CF/RFI Statistics 2005-06 Electronic apps breakdown: 1,823 Change Forms (CFs) 361 Request for Information (RFI) forms 2,184 Total on-line CFs/RFIs From 7/31/05 – 10/10/05 Missed peak: HESC mailed 200,000 forms in June

  21. E-mail Statistics 2005-06 cycle: 324,500 1st reminder e-mails 286,000 2nd reminder e-mails 610,500 total reminder e-mails sent 112,076 status e-mails sent 722,576 total e-mails sent through 10/10/05 232,636 total e-mails sent for all of 2004-05

  22. ETA Printing Statistics Through Sept. 30, 2005 ETA apps printed: 333,221 for 2004-05 240,748 for 2005-06 92,473 less this year, a 72% decrease This also means less postage 85,732 postcards mailed – no keying or scanning needed

  23. ETA Keying Statistics Through Sept. 30 2005 ETA apps keyed: 195,383 for 2004-05 95,664 for 2005-06 99,719 less this year, a 48% decrease

  24. Benefits • Saves time for student • Federal data is pre-populated into the state app • One stop shopping • More accurate data due to edits (better clean rates) • Quicker time to award for student • Positive feedback from high schools, FAOs, and students • Helps HESC moves towards goal of using technology to improve financial aid delivery

  25. Benefits • Less processing costs for HESC internally (less paperwork) • Less costs for original application (ETA) processing – no printing/mailing, postage, keying, scanning costs • Less costs for following up with a CF/RFI – no keying and scanning costs

  26. TOTW in the News • April 2005: NCHELP article about electronic financial aid apps saving time and money • October 2005: Workforce champion award

  27. Next Steps: TAP • Military waiver for residency • CUNY processing • Better web statistics on weekly reports • Improvements to on-line CF/RFI web site • Implement Spanish version of on-line CF/RFI app • E-mail notice replacing paper award certificate

  28. Next Steps • Manage defaults by contacting borrowers electronically – excellent results so far for pilot • Rethinking everything, not just a matter of changing paper for the Web • Re-engineering all systems for integrated, comprehensive information and delivery • Constituent training • Goal: paper is an exception!

  29. Questions

  30. Contact Information Robert Butler Sr. Advisor for Business Operations, HESC 518-474-7626 or rbutler@hesc.org Charles Treadwell Sr. Policy Advisor, HESC 518-474-3471 or ctreadwell@hesc.org Jennifer Williams Sr. Project Director, Pearson Government Solutions 319-665-7841 or jennifer.a.williams@pearson.com

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