The purpose of this tech fee proposal is request financial assistance for the renewal of a web-based solution called Dynamic Forms. Dynamic Forms (a NextGen product) is a product that assists in the collection and processing of various financial aid documents and related information. Document collection and processing is an essential part of ensuring that the Financial Aid Office remains in compliance with various Federal and State regulations as it relates to awarding of Financial Aid. The Financial Aid Office assists in the certification of approximately $115 Million in annual awards from various forms of Student Financial Assistance programs. This increases access to economically disadvantaged students. The need for a secure online form submission software has proven to be essential to the campus especially when remote administration is required.
The Dynamic Forms product:
• Provides a reduced reliance on the collection of paper documents that are needed in conjunction with awarding students Financial Aid funds.
• Allows students to securely submit sensitive information from virtually anywhere they may have internet connection.
• Enables the Financial Aid and Jay Express staff to remotely access the submitted Financial Aid files.
• Has potential room for increased capabilities for implementation and use by other college wide departments.
Beginning with the 2019-2020 academic year the Financial Aid Office implemented the use of the Dynamic Forms solution and have seen great success in student submissions. During the COVID-19 pandemic, we were able to retain business continuity with this product and our students always had a secure venue to submit their documents for consideration. We hope for continued support in offering this option to our students. For more information please visit: https://www.ngwebsolutions.com/dynamic-forms/
• Students (and prospective students) and Parents (submit and sign documents)
• Financial Aid staff (review and process)
• Jay Express staff (review and assist students)
Web-based. Form links are incorporated into certain CUNYfirst Task Items, the college website and communications.
• Students and parents are able to securely submit their financial aid documents entirely online with a fully compliant e-signature.
• Submission on a 24/7 basis.
• Fully paperless and allows 100% business continuity and streamline processing.
Web-based. Vendor provides maintenance and support. There is some minimal impact on our DoIT regarding file loads and SSO certificates.
Financial Aid Office Management
Relating to Goal 1 Objective C, this product allows for simplified streamlined submission of financial aid documents which allows for students to have better access to their financial aid in a more timely manor. This helps students to be better prepared for courses and continue their education each semester. This product also allows students to submit can certainly foster overall student engagement and success on campus. Financial Aid helps students alleviate the financial burden that is associated with higher education. This helps to increase undergraduate and graduate graduation rates. For Goal 1 Objective A, using products like Dynamic Forms also prepares students familiarizes them with electronic submission tools which they will use long after they attend John Jay. Goal 4 Objectives C and D, this platform allows for access to real-time statistics and figures. This is essential for daily accounting purposes, auditing, and self-assessment of the Financial Aid Office. A streamlined remote method of financial aid form collection fosters more timely and efficient aid processing. This creates efficiency for planning and processing through technology. Following a University mandate, an online Financial Aid form submission process exemplifies a “green campus” environment. Records retention is improved and the need for hardcopies of documents becomes obsolete. This also allows our campus to be much more green and sustainable. This has dramatically reduced paper processes.