This month WCET is focusing on a complex component of student participation in higher education: financial aid. We are very appreciative of our friends at the National Association for Student Financial Aid Administrators (NASFAA) for providing two blog posts giving us a great background on the topic. Later this month we turn our attention to financial aid fraud in distance education. Join us for our webcast on June 22. Thank you to Joan Berkes, Allie Bidwell (for today’s post), and our NASFAA friends for their support. WCET staff think it is a good idea to get to know your financial aid officer, before any problems arise…or, better yet, to alleviate problems before they occur. Thank you,

— Russ Poulin, WCET

Each year, billions of dollars in financial aid are distributed to millions of college students. Financial aid administrators at colleges and universities across the country play a critical role in ensuring those funds make it into the hands of studentpink piggie bank with coinss who need the money to pay for a postsecondary education.

But administering financial aid is much more than simply checking names off a list and sending emails to students. The typical financial aid administrator wears many hats, and provides resources not just to students and families, but also to the larger community, the institution as a whole, other campus administrators, and even to lawmakers and their staff.

Here are some important things you should keep in mind when it comes to understanding financial aid, and what aid administrators do each day.

Financial Aid Comes in Many Shapes and Forms

Paying for college can be confusing, but it’s important to understand where the money comes from, and that financial aid awards aren’t just a lump sum. Both the sources and types of aid can vary for each student.

Each year, for example, the federal government doles out about $150 billion in student financial aid, which can come in the form of a grant, a loan, or a work-study allocation. Grants are essentially “free money” that does not need to be repaid, unlike a loan, which will be repaid with interest over time. A work-study award is just like what it sounds: students work, often on campus, to help offset their costs.

Financial aid administrators know what aid is available, who is eligible, how the aid is distributed, and if there are any requirements for students to keep that aid in the future. In addition to the federal government, states, institutions, and other organizations can also be sources of student financial aid.

Communication Is Key

Making sure students understand the details of their aid is critical to their success.

student aid info graphic (click for larger version)

Keeping in constant contact with students – even before they start classes – can help them make responsible decisions.

“We try to use as many communication channels as possible,” says Tim Layman, vice president of student financial services for the College of Online and Continuing Education at Southern New Hampshire University (SNHU). Whether it’s through a phone call, email, a text, a live chat, or even social media, the financial aid office tries to determine which point of contact is best to reach each student, particularly for those who attend part-time or online.

The aid office often also plays a role in teaching students about financial literacy – making sure they understand their award letters, that they make responsible financial choices, and that they make informed decisions when it comes to borrowing.

It’s Personal

Each student is unique and has a different experience when it comes to attending college. Because it’s their own individual journey, bringing money into the equation makes it even more important that financial aid administrators keep in mind the particular needs of different types of students.

“There’s always going to be the human interaction because it’s personal to them,” says Bob Collins, vice president of financial aid at Western Governors University (WGU). “It’s about their money. It’s very personal. You have to provide that personal touch.”

At any given institution, the students come from all walks of life. While some students have never attempted attending college before, others might have already begun their academic journey and taken a break somewhere along the way.

“When we serve those students, there are sometimes preconceived notions or experiences,” says Will Pena, associate vice president for student financial services, finance and administration at SNHU. “There is a certain measure of communications overhead that has to take place. There’s almost a reorienting period when that student comes to us for the first time.”

Technology Counts

Regardless of whether a student is attending college on campus or online, there’s a benefit to automating as many transactions as possible, according to WGU’s Collins, and providing a self-service functionality wherever possible.

“Students should be able to find whatever it is they need to know and what actions they need to take,” Collins says. “You have to provide the live support.”

It also helps to deliver a clear and personalized message to students. One of the most common questions financial aid administrators receive is about a student’s award status – “really low-hanging fruit,” according to Collins. Having a personalized landing page for each students, and a self-serving functionality can help get those questions answered in a more timely manner, and in some cases the students can find the answers themselves.

We Work Outside the Numbers, Too

Many people don’t realize the financial aid office is also responsible for keeping the institution in check with many federal regulations, including issues that WCET has followed, such as: last day of attendance reporting, student notifications, regular and substantive interaction, and state authorization. The aid office monitors all the different checkpoints to ensure financial aid programs are being administered in a compliant manner. When other departments streamline their processes and make them as efficient as possible, it can help reduce call volume all around. Working cooperatively can help ensure resources are used wisely, and that students remain the focus.

And don’t forget – if you have questions, don’t be afraid to ask! Financial aid administrators are here to help.

author headshot allie


Allie Bidwell
NASFAA Reporter




Registration is open now for WCET’s June webcast “Combating Financial Aid Fraud.” Join us June 22!

CC Logo

1 reply on “Finding Your Way Through Financial Aid”

I’m glad that this article mentioned how every student has a unique situation, and that it’s important for financial aid administrators to understand these needs. To be honest, I think considering the needs of these students is beneficial for not only you, but also the student. For you, it can serve as a good opportunity for creative problem solving as you are trying to help them. The student, in turn, could possible observe your tactics and learn their options, which could be a useful parallel for them in the future in regards to financial planning and services.

Comments are closed.


Enter your email address to subscribe to this blog and receive notifications of new posts by email.

Join 2,421 other subscribers

Archive By Month

Blog Tags

Distance Education (320)Student Success (299)Online Learning (231)Managing Digital Learning (223)State Authorization (219)WCET (214)U.S. Department of Education (209)Regulation (201)Technology (169)Digital Learning (151)Innovation (125)Teaching (121)Collaboration/Community (114)WCET Annual Meeting (105)Course Design (103)Access (98)Professional Development (98)SAN (92)Faculty (88)Cost of Instruction (88)Financial Aid (84)Legislation (83)Completion (74)Assessment (69)Instructional Design (68)Open Educational Resources (66)Accreditation (65)COVID-19 (64)SARA (64)Accessibility (63)Professional Licensure (63)Credentials (62)Competency-based Education (61)Quality (61)Data and Analytics (60)Diversity/Equity/Inclusion (58)Research (58)Reciprocity (57)WOW Award (51)Outcomes (47)Workforce/Employment (46)Regular and Substantive Interaction (43)Negotiated Rulemaking (42)Policy (42)Higher Education Act (41)Virtual/Augmented Reality (37)Title IV (36)Practice (35)Academic Integrity (34)Disaster Planning/Recovery (34)Leadership (34)Artificial Intelligence (32)WCET Awards (30)Every Learner Everywhere (29)State Authorization Network (29)IPEDS (28)Adaptive/Personalized Learning (28)Reauthorization (28)Military and Veterans (27)Survey (27)Credits (26)Disabilities (25)MOOC (23)WCET Summit (23)Evaluation (22)Complaint Process (21)Retention (21)Enrollment (21)Correspondence Course (18)Physical Presence (17)WICHE (17)Cybersecurity (16)Products and Services (16)Forprofit Universities (15)Member-Only (15)WCET Webcast (15)Blended/Hybrid Learning (14)System/Consortia (14)Digital Divide (14)NCOER (14)Textbooks (14)Mobile Learning (13)Consortia (13)Personalized Learning (12)Futures (11)Marketing (11)Privacy (11)STEM (11)Prior Learning Assessment (10)Courseware (10)Teacher Prep (10)Social Media (9)LMS (9)Rankings (9)Standards (8)Student Authentication (8)Partnership (8)Tuition and Fees (7)Readiness and Developmental Courses (7)What's Next (7)International Students (6)K-12 (6)Lab Courses (6)Nursing (6)Remote Learning (6)Testing (6)Graduation (6)Proctoring (5)Closer Conversation (5)ROI (5)DETA (5)Game-based/Gamification (5)Dual Enrollment (4)Outsourcing (4)Coding (4)Security (4)Higher Education Trends (4)Mental Health (4)Fall and Beyond Series (3)In a Time of Crisis (3)Net Neutrality (3)Universal Design for Learning (3)Cheating Syndicates Series (3)ChatGPT (3)Enrollment Shift (3)Nontraditional Learners (2)Student Identity Verification (2)Cross Skilling/Reskilling (2)Virtual Summit (2)Higher Education (2)Title IX (1)Business of Higher Education (1)OPMs (1)Department of Education (1)Third-Party Servicers (1)microcredentials (1)Minority Serving Institution (1)Community College (1)