BOG Fee Waiver Project Meeting Minutes

July 8, 2015 3:00-4:00 p.m.

Participants :  Kevin Harral, Lisa Mandy, Bradley Creamer, and Julie Ceballos remotely, Larry Ching, Jerrick Woo,  Linda Koyama

1. Changes to the BOG Fee Waiver Application process:  We hope to transition from the paper application to the State Chancellor's Open CCCApply BOG Fee Waiver on-line application.  We have references on the colleges' webpages as well as printed materials explaining how to apply for a BOG Fee Waiver which needs to be updated to reflect this new process.
   
   
2. Help needed from the marketing and web teams:  
   1. Identify all references on the webpages to the BOG application and update them with the financial aid department's help.
   2. Track all printed materials that go out that reference the BOG fee waiver and make updates.
   3. Eliminate all references to the paper application, remove any links to the paper application on our webpages and reroute them to the new application process.
3. Tentative go live date is July 22nd at noon.  We will confirm on July 14th.
4. Larry from De Anza can use a global search and replace feature for the De Anza webpages to identify all effected pages and send the text to De Anza's financial aid department for revision.
   
   
5. Bradley and Julie will also search Foothill's webpages.  Kevin would like the course catalog and the Heights reviewed for references to the links to the pdf or how to complete the paper BOG Fee Waiver.  Bradley plans to change any references to the pdf directly will be changed to refer to the financial aid office so that there is one link to one place.
   
   
6. We are working with the OpenCCCApply team.  They require a one week notice prior to our go Slive date to notify their help desk.  There is nothing further that needs to be done on the application webpage itself.
    
7. Foothill has a 15 minute sync.  They will start the process at 11:45 a.m.  to go live at noon.  Linda will notify the state chancellor's office.
   
   
8. Both respective web teams will work with their financial aid departments regarding updated language on the webpages.    They will also keep the marketing department informed regarding the implementation of the new application and also printed materials.  Julie also suggested to notify student services about the change and also possibly making an announcement to the broader community.
   
   
9. Even after we go live, the paper applications can still be processed.  Larry suggested that after we launch, that we could update the content of the pdf to point to the new link, in case students have bookmarked the pdf link.