Advocacy & Legislative Issues Tool Kit

Submitted by the Advocacy and Legislative Initiatives Committee

When we hear legislative issues or advocacy, many of us think “no, thank you.” But what you may not realize is that by virtue of working in financial aid, you’re likely advocating for your students every single day.

No matter your role within a financial aid office, the primary goal is to assist students in securing funds to enable them to enroll and complete their educational endeavors.  For most students, this entails helping them to understand the financial aid process — from completing the FASFA, navigating verification, understanding their award letter, completing a master promissory note and entrance counseling if borrowing, paying their university charges, and managing any refunds.  It may also involve helping them to apply for scholarships and secure a work-study position.  Lastly, when they complete their education, it involves making sure those who have borrowed have the information necessary to repay any loans.

Aside from helping students and their parents understand the sometimes changing landscape of financial aid, another important piece in assisting students is advocating for financial aid programs that assist them while enrolled.  Sometimes advocacy involves internal conversations within the office to determine the most efficient way to award available funds.  Sometimes it involves educating those in other offices on the requirements needed to maintain compliance.  Other times, meetings with an institution’s administration to advocate for student-friendly policies or additional funds are required.  But as everyone who works within the sphere of financial aid is aware, most of the daily work is a result of laws and regulations enacted at the state and federal levels.

No matter which realm your job description fits into, YOU are an advocate for the students you serve at your institution.  But how do you do this?  Where do you start?  What if you don’t consider yourself a political expert?  Can you still make a difference?  The answer is YES.

Feel like you might be ready to take your work to the next level? The Tool Kit is to assist you in getting started.  You know the challenges you face in doing your job and you hear the challenges your students express when navigating the financial aid journey.  Advocacy is nothing more than sharing the story of how to make things better.

Coming later this year, our committee will offer a “toolkit” to help you navigate the advocacy process. Depending on what institution you serve and your role in that institution, advocacy might look different for each one of us. Watch for our session at the MASFAA conference this year to talk through our toolkit and hear tips from some of our experiences.

Assessment as a Tool for Advocacy

Submitted by Daniel Matamoros, Assistant Director of Financial Aid at Loyola University Chicago

Data is important. In fact, collecting and analyzing data are the hallmarks of some of the most influential businesses in existence today, and yet—as with most innovations—it feels as though our offices within higher education are lagging behind in appropriating and implementing these techniques for our own good. In effect, most student affair offices view data as something to be collected secondarily, as an afterthought, existing as a chore for the sake of demonstrating compliance or reviewing attitudes from existing programs. When leveraged correctly, however, we can harness the power of data through purposeful assessment to create new pathways and find ways to tackle, and effectively advocate for assistance, investment, and continued support for our programs and initiatives.

In effect, a common concern shared by members in our community is how to engage and manage current problems in the midst of crisis. With consumer confidence waning and with the added pressures of state and federal legislators pushing for divestment, it seems overwhelming (if not futile) to add the collection and analysis of data to our never-ending checklists. To some, this might even feel like an added investment they simply cannot afford. When looked through a critical lens, however, I argue that we cannot afford to continue to fly blind when putting our efforts and dwindling resources into programs we have not tested. In essence, this is where assessment becomes an invaluable tool for success.

It is worth clarifying here that what I mean by assessment is not the same as conducting research. Rather, it is the general art of gathering and reviewing data and information from students and others, for the sake of developing conclusions in connection with the expectations and goals in the programs we are investing in. This does not require a lengthy test and collection of questionnaires, but rather a simple, targeted, and focused evaluation of information that gets to the heart of what we are doing.

Moreover, with a new economics of value deeply embedded in the minds of everyone we encounter, we must learn to accept assessment as a means by which to produce means-tested and effective solutions- via programming- that effectively and efficiently tackle some of the problems faced by our institutions today. By doing so, we are then empowered to reach out to students, families, legislators, and university administrators with pertinent data and information that validates our efforts and encourages investment. In effect, we must look at assessment as a means by which to arm ourselves for the difficult conversations we must have to encourage the continued support we require to be successful; and if our assessments do not go exactly where we expect, we must use the information gathered to adapt and change fluidly in response to the demands that are present. In the end, all we can expect to lose when we invest in assessment is the ignorance we have in our efforts today.

The Importance of Advocacy

Submitted by Val Meyers, Michigan State University, and Michelle Curtis, University of Minnesota

The role of the MASFAA Advocacy and Legislative Issues Committee (ALIC) is to assemble talking points that our members can use to influencing legislative or regulatory efforts.  We do this to educate legislators and their staff about the needs of students and families, the work that we do as aid administrators, and how a change in law or regulation can help us with our common mission – to promote access for students into an institution of higher education.

Recent events have proven that advocacy can also be vital during a sudden change in conditions, such as a government shutdown.  In this case, the closing of the Internal Revenue Service left families unable to obtain documents vital to receiving financial aid.  As schools began trying to work through the start of the new term in January, with bills due and parents unable to pay, we had to develop scenarios that both adhered to regulations and helped our families.  In the background, we knew that Federal Student Aid (FSA) was working to publish new guidance on alternative tax documents.  NASFAA and all of our legislative affairs staff in DC were sharing impact statements as more schools began reporting the frustration of unverified applicants who had no financial aid to pay their bills.

Before the Dear Colleague Letter was released on January 9th to allow alternative documents for verification, schools were doing what they could (extending the due dates of registration bills, cancelling late fees and interest, or even advancing institutional aid to cover the minimum payments).

But it’s important to note that this change didn’t start with the shutdown – the shutdown just made a crisis out of an existing annoyance.  We all knew, for example, that the requirement for the Verification of Non-Filer documents put a burden on our neediest students and families.   The same could be said of those tax filers who, without a credit history, couldn’t use the online tool to get a copy of the tax transcripts and were thus limited to the request by mail option, which cost them more in time and effort.

FSA was already on the way to revising the requirements, as they announced at their annual training at the end of November.  This is likely to have been in response to advocacy from financial aid administrators, both individually and through their associations at the state, regional, and national levels.

With this is mind, we welcome thoughts on items should we advocate for in the future.  What are your major pain points?  What one law or regulation would you change if you could?  And how can MASFAA ALIC help you in that effort?  We welcome your feedback.

How to Advocate for the HEA

 By Amy Glynn, VP of Financial Aid and Community Initiatives

Tensions in higher education are running high. For the first time ever, society is beginning to question its value. College enrollment is down. And, with the anticipated reduction in high school graduates, schools will continue to have to fight harder for each new student. Disruption of the education and funding models is no longer a question of if, but instead when, it will occur. With the reauthorization of the Higher Education Act (HEA) on the table, now is an ideal time to make sure your voice is being heard.

A Topic Too Important for Our Insecurities

Earlier this year, I had the opportunity to go to Washington, D.C., and speak with staff members on Capitol Hill about the future of financial aid. This was a completely new experience for me—and one that I never thought I would take part in. You can ask my husband: Politics and the legislative process have always been his thing; not mine. If you are more like me, the idea of advocating in Washington may be overwhelming, nerve-racking, and even cause you to have self-doubt. A bit of a perfectionist—as I think most financial aid professionals are—it’s hard to go into new situations where there are so many unknowns.

However, it is my hope that you will overcome those feelings—as I did—to help advocate for students and to continue to shape the future. Here are five things I learned during my visit that I think (hope) will help you find the courage to speak up in D.C.

1.      This Is Just the First Step in Building a Relationship   

No relationship of value has only one interaction. This was probably the single-best piece of advice I received (Thank you, NASFAA President, Justin Draeger!). You are not looking to sway opinion in a single meeting. Instead, you are working to build relationships—and future opportunities—with staff members and elected officials. The purpose is to introduce yourself as a relevant and credible leader in your area.

Your goal for that first meeting is to have this interaction be the first of many; to be someone who comes to mind in the future as a subject matter expert and resource. In doing this, know your audience and its agenda. Try to use your alignment with them in your favor and frame your talking points around things that are important to both of you.

2.      You Know More Than They Do

Part of relationship-building is about credibility-building. Remember that you are the expert. You know a thousand times more than the person you are talking to about financial aid, college affordability, and the student experience.

Yes, I know that many people who sit on education committees have previously worked in higher education. But I would challenge you to find a single one who has experience in the Financial Aid Office. They need professionals like you to share insights on what is going on in your world—so they know what is, and is not, working.

You have a responsibility to your students and your institution to share your knowledge with the individuals who are developing policy that shapes our industry. As the expert, it is your responsibility to frame your opinions in a nice, neat gift box—topped with a bow. Remember to keep things at a relatively high level. Otherwise, you will lose people—and that doesn’t help you build those all-important relationships.

No matter how excited you get about calculating R2T4 or the intricacies of a credit hour, your excitement will be lost on those you are meeting with. Talk to them in a way that makes your insights easy to digest.

3.      They Work for You

Those people you’re meeting with? They’re elected officials—and they have an obligation to listen to their bosses. You are one of those bosses. At work, we have an obligation meet with our employees to ensure that they are staying on track. Your meetings in Washington should be no different.

Elected officials need to be reminded of, and educated on, the expectations of their constituents. Even under the best circumstances, elected officials can get it wrong. Though well-intentioned, poor interactions with representatives of the industries they are regulating can lead to unintended consequences that are long-lasting.

4.      Take Comfort in Numbers

Maybe it’s just me, but the idea of attending meetings like this by myself was daunting. I worried that I was not going to connect quickly—or that I would forget what I wanted to say and there would be awkward silence. Finding someone willing to attend meetings with you can alleviate some of this stress.

Ensure that you pick your partner wisely. Knowing that there is a second person to lean on for ideas, examples, and support can significantly reduce your anxiety level. Identify someone whom you mesh well with and who holds similar opinions and ideas. Doing this will give you a partner and a source of feedback for improving your interactions in the future.

Besides the emotional support and backup, it’s nice to have someone to talk to while waiting on security and traveling between appointments. Navigating Capitol Hill can be a little overwhelming.

5.      You Are in the Driver’s Seat

You asked for a meeting because you have something to say. There is a concern, point of view, or opinion you want to make sure is expressed. You are the one who is in control of the agenda of this meeting and others are there to listen and ask questions.

Just remember that your meeting will be relatively short, normally 15–30 minutes, so your agenda does not need to be long or overly formal. Go into it with two or three key things you want to articulate. If this is an initial relationship-building meeting, make sure you are discussing the things that are important to you—and are most likely to be supported by the individuals you are talking to.

And, when all else fails, make sure you keep it simple. Politicians do not care about the minutia of aid administration. You need to instead speak to them in terms they will understand and appreciate. Get out of the forest so you can see the trees (and the cherry blossoms!) and you will be fine.

A proven leader in higher education, Amy Glynn spent more than a decade in financial aid, ensuring products and services were in compliance with Federal Title IV regulations while meeting the highest service levels possible. Today she is the Vice President of Financial Aid & Community Initiatives at CampusLogic.  She earned her Master of Science in Higher Education from Walden University

No Sleep ‘Till (DUM DUM DUM DUMMMMM) IRS Data Retrieval!*

*Read to the tune of the Beastie Boys “No Sleep Till Brooklyn”

          The field of financial aid is filled with selfless people. We work hard to provide access and affordability in higher education, and while we all know what we signed up for (or maybe you didn’t, but you sure know now!), we forget that sometimes students can be grumpy, stressed, or just plain mean. Thank yous are rare from students, but we love what we do, and have a passion to make the financial aid process better (even if we complain endlessly to our significant others and/or mom). This has never been as prevalent as the last six or so months when this crazy, amazing financial aid horde banded together in the name of advocacy. The advocacy efforts made by financial aid administrators have been amazing to behold. Until this advocacy mob swept across the nation, I thought financial aid was static. Changes were made at the federal level, and then immediately embraced by our field without any fight. And then, there was a change. The IRS Data Retrieval Tool went down with no warning or information, but verification requirements stayed the same. We struggled to help students complete verification, and sent so many 4506-Ts that we could fill the form out in our sleep (get that line 5 filled in, baby!). I had phone calls with parents sobbing because they just didn’t know how they would be able to get us their tax return transcript, but their student had a 399 code with a deadline before aid would be cancelled. As these stories came up across the country, it was like a jet engine revving up. Calls to action were sent out across the country. #IRSDRT was tweeted out. I had students writing letters to their congressmen and women. I was writing letters, everybody was writing letters! Calls were made and we stood up as a profession and refused to let these burdens weigh on our students. 

            And let me tell you, before I realized that I could participate in this advocacy mob, I had NO interest in politics, and honestly, I was a little sketchy on how the government worked… Fifth grade was so long ago! But I jumped in, got the basics from listening to other people talk, said a few stupid things in big groups (once I asked how many Senators there are…SO embarrassing), but I have learned a ton in just the last few months about how not only legislation is proposed and passed, but also the best ways to advocate for my students. It starts with those stories! All of those people we have met, all of those students and families we have helped, and all of those ridiculous issues we have encountered really open legislators eyes to what we deal with on a daily basis. It also gives our positions and ideas clout: this needs to be changed because it is negatively impacting my students in this way, etc. And look what we accomplished! Getting to the bottom of the IRS DRT shutdown. Verification relief. Year-round Pell. I give credit to my mob friends with a shout out to our NASFAA godfather! Advocacy on the behalf of our students and their families has made a huge difference, and I am excited to see this horde of financial aid administrators continue to improve the federal aid process.

            Come join the advocacy mob! Reach out to your Legislative Committee. Google “how the government works” (or at least watch this quick video even if it’s a little outdated:).

 Read NASFAA’s daily newsletter. Ask questions. Write letters. Make calls. And definitely don’t sleep until the DRT is back online.


Post written by Keri Gilbert, Financial Aid Advisor at University of Missouri-Columbia
Keri was the recipient of the NASFAA regional scholarship - and as you can see, she's still "Weirdly Passionate." -jj