(revised: January 2003)

PURPOSE:

The purpose of the PD Fund Policy is to encourage MASFAA regular members to participate in professional development activities by providing financial support to the extent that an institution may not, in full or in part, be able.

This unique scholarship program financially assists MASFAA members so they may in turn share what they have learned. Funding provides a vehicle that promote a higher standard of professional preparation, aids with knowledge continuity during difficult fiscal budget years, provides an opportunity for members to compare notes and procedures, seeks to optimize the quality of working life and achieve excellence in the field of financial aid, and ultimately improves effectiveness in the delivery of financial aid programs in the State of Maine.  

POLICIES:

Yearly Appropriation:

On a yearly basis, the Executive Board will appropriate an allocation for Professional Development scholarships. The Executive Board will provide an approved yearly PD Fund allocation prior to the beginning of the new fiscal year. This will assist financial aid practitioners in making timely scholarship requests to the Executive Board, as well as plan and budget for other available resources within their own respective institutional budgets.

The PD budget will, to the fullest extent practicable, align with membership professional development needs to provide adequate opportunities for financial aid practitioners throughout the state.

Eligibility:

Scholarship eligibility is extended to current regular (active) members of MASFAA. Any regular paying members not having paid their membership will be excluded for consideration until such time that their membership status is deemed current by the Membership Committee. (A regular member is defined as an individual engaged in the actual administration of student financial aid at institutions of post-secondary education in the State of Maine)

In an effort to promote structure, continuity, and encourage growth opportunities amongst the MASFAA membership, funding may be provided to new and seasoned financial aid support staff and professionals.

The Executive Board also encourages applicants to also seek alternative funding sources whenever reasonably practical in order to provide funding for those regular members whose institutions lack financial resources.

The Executive Board currently reserves annual financial support for the following MASFAA positions and events/activities:

a. President Elect - Leadership Conference

b. President & Pres. Elect - NASFAA

c. President, EASFAA Rep., and Pres. Elect - EASFAA

Deadlines:

Scholarship Applications deadlines include:

December 15 - for events/activities occurring during ensuing January - August,

August 15 - for events/activities occurring during ensuing September - December.

Scholarship Applications will be reviewed and awarded by the President and Executive Board. Any Executive Board member applying for a scholarship will remove him/herself from the discussion and decision making process.

In an effort to foster timely application submittals, the Executive Board will post a list of major and ongoing events/activities and dates on its web site, and from time-to-time, e-mail its membership through the MASFAA list-serve.

Other Considerations:

In order to further promote equity and scholarship distribution amongst institutions and individuals, the Executive Board, in awarding future scholarships, will consider past and current year awards, applicant's previous attendance at major activities, as well as other relevant information. 

In consideration for receiving a scholarship, recipients may be asked to serve on MASFAA committees and/or asked to share what they have learned with the financial aid community. Recipients may share that information through the MASFAA list-serve, or MASFAA sponsored conferences/workshops. 

The Executive Board, may from time-to-time, seek additional resources from Associate members and/or other groups, such as lenders, guarantee agency or foundations, to assist MASFAA in defraying costs for major events/activities. (guidance referenced in Article III - Prohibitive Activities of the MASFAA By-Laws).

PROCEDURES:

 The PD Fund Policy & Procedures document, Scholarship Application, and Reimbursement Form are available on the MASFAA web site at: www.me-masfaa.org

Multiple scholarship applications from anyone institution must be prioritized by the respective campus Financial Aid Director prior to being submitted to MASFAA for consideration.

Initial Scholarship Application:

1. Fill out the Scholarship Application and submit it to the President for review along with supporting documentation by the application deadline.
2. Scholarship Applications will be rated/awarded based on the following considerations:
   
   1. MASFAA's availability of funds;
   2. Relevance to applicant's professional development;
   3. Institution's frequency of awards based on current/historical data;
   4. Financial Aid Director's priority of funding for multiple applications;
   5. Institution's match and/or inability to pay;

   The Executive Board will determine the appropriate level of awards with the above mentioned considerations in mind.

3. You should receive a response from the President within a reasonable length of time. (within 30 days).

Travel & Expense Reimbursement Form:

1. If your award is approved, the applicant must then follow reimbursement procedures identified on the Travel & Expense Reimbursement Form. In the event that the applicant is unable to prepay expenses for an event/activity, advance payments should be requested in the Scholarship Application.  
2. The following are considered allowable and reimbursable expenses:
1. mileage reimbursement: provide original receipts (Suggestion: when traveling out-of-state, consider air travel if more advantageous. Car pooling/taking buses and group taxi's are also encouraged. Utilize www.mapquest.com when feasible for mapping mileage) Mileage rates will be reimbursed at the rate designated by the Executive Board.
2. lodging: travelers are expected to select reasonably priced lodging accommodations and to take advantage of discount rates and share rooms whenever feasible. If lodging is shared, provide separate charges per individual. (currently MASFAA requests original or authentic copies of original receipts with all itemized charges)
3. meals and reasonable tips: travelers are expected to make reasonable selections when ordering meals. Reasonable tips may range from 10-20% of meal value. (with receipts, excluding alcohol charges)
4. registrations fees for event/activity (with proof of registration)
5. vehicle rentals: provide the most economical means of rental.
6. air travel: common carrier ticket stubs or coupons that show the amount the traveler paid are required as receipts for commercial air travel.
7. parking and tolls (with proof of charges)
8. other reasonable charges may be considered.
3. Funds may not be reimbursed for phone bills, spousal expenses, private clubs, parking fines, valet service, laundry expenses, traffic infractions, alcoholic beverages, video movie rentals, personal telephone calls and telegrams, personal acquisitions, and expenditures paid for by other sources.
4. While financial aid professional development events/activities may take on different meanings the following list of activities/events are considered allowable for reimbursement. Although in-state events/activities are considered the most cost effective, MASFAA also recognizes the benefit for prudent out-of -state sponsored activities/events for financial aid professionals and support staff. Activities/events include but may not be limited to:

1. MASFAA/EASFAA/NASFAA sponsored activities/events/ workshops.
2. Conferences/workshops that assist in the administration of financial aid.
3. Attending interdisciplinary seminars and meetings such as personnel management, decision making, time management, customer service, administration and management, leadership training,  and strategic planning.
4. Attending professional development workshops, seminars, lectures, technical training, and meetings.
5. Making presentations at professional meetings.
6. Attending certain governmental/legislative functions on behalf of MASFAA.
7. Financial Aid Institute.
8. Participation in special projects as deemed allowable by MASFAA Executive Board.
9. Various financial aid retreats.
10. Other functions authorized by the Executive Board or authorized representative.

Appeals Process:

In the event that actual expenses exceed the amount detailed on the Scholarship Application,  the applicant may submit a written appeal along with supporting documentation to the President explaining the circumstances. Although not all appeals may be  granted, all appeals will be reconsidered.