Board Members Present: Steve Van Ess, Ann Neviaser, Mary Jo Green, Debra McKinney, Kevin Ingram, and Mary Cuene via phone.

HEAB Staff Present: Connie Hutchison, Sherrie Nelson, John Whitt, Mary Lou Kuzdas, Nancy Wilkison.

Others Present: Paul Nelson, WAICU; Sandra Dercole; DPI-WEOP; Kristen Hendrickson, UW System Administration; Sharon Wilhelm, UW System Administration; Margaret Zitzer, Marquette University; David Glisch-Sanchez, United Council.

Chairman Steve Van Ess called the meeting to order at 9 a.m.
Mary Cuene joined via phone at 9:05

APPROVAL OF MINUTES:
The motion was made by Mary Cuene to approve the minutes of the August 27, 2004 Special Board Meeting Minutes and was seconded by Kevin Ingram. The minutes were approved.

REPORT OF THE EXECUTIVE SECRETARY:
Undocumented Immigrants: Connie distributed the current statutes regarding eligibility for financial aid. For students who are not U.S. citizens, statutes state that "if the student is not a U.S. citizen, possession of a visa that permits indefinite residence in the United States" is required. Per these statutes, undocumented immigrants would not currently be eligible for financial aid.

Sector Meetings: Connie reported that she and several HEAB staff members will be attending the WASFAA Conference in November. During this conference, all three sectors, UW Systems, Wisconsin Technical Colleges, and the Private/Independent Colleges and Universities, will be holding meetings. HEAB staff will be attending these meetings.

High School Counselor Workshops: The Wisconsin Association of Financial Aid Administrators (WASFAA), of which HEAB is a member, is again sponsoring workshops for high school guidance counselors. During October, there are 12 workshops being held throughout the state, and HEAB staff members Mary Lou Kuzdas, Alice Winters, Sandy Thomas, John Whitt and Connie Hutchison, will represent HEAB at these meetings. These are excellent workshops that are well-attended.

Academic Excellence Scholarship Workgroup: HEAB is putting together a workgroup to discuss the statutes and rules governing the Academic Excellence Scholarship. There has been some controversy regarding the selection of alternates in high schools. Board member, Dr. Betty Womack, has volunteered to serve on the group. David Glisch-Sanchez of United Council also volunteered to serve. Connie will contact WASFAA to ask for involvement of the State Issues Committee, ensuring input from financial aid officers. Concerned parents, high school counselors and HEAB staff will also be included. Work should be concluded by January with a report and possible recommendations coming to the board at the February, 2005 meeting.

Minnesota-Wisconsin Reciprocity Application: Connie reported that HEAB is in the process of putting the reciprocity application on-line. Currently, students must down-load the application, fill it out and mail it to HEAB.

BOARD REPORT #05-06 STUDENT AID EXPENDITURES FOR 2003-2004
Connie asked for questions related to the materials in this report. The first question asked for clarification regarding refunds. Dollars appropriated seem to be less than d0llars spent making it appear that HEAB had overspent. In actuality, the school had vouchered for students who did not end up using the funds, and these funds were returned to HEAB. Connie mentioned that there is an appropriation for the Academic Excellence Scholarship, but if more funds are required, it is made available in this program only. With other programs, money can be carried over in the middle of a biennium. As directed by the Board, it has been asked that monies could be carried over from year to year. Other features of this report were highlighted page by page. After looking at the numbers for the Wisconsin Tuition Grant, there was a short discussion on the chance that proprietary schools/schools for profit would be able to qualify for these dollars in the future. Though inquiries have been made in this direction and lobbying for these dollars is being done, HEAB has not taken a position at this point in time. It was suggested we gather more information for future discussion.

10 Minute break

BOARD REPORT #05-07 2003-2004 ANNUAL ACADEMIC EXCELLENCE SCHOLARSHIP PROGRAM REPORT
Every year HEAB is required to report on the status of the Academic Excellence Scholarship to the Joint Finance Committee by August 1st. It was pointed out that not much changes year to year regarding this program. Ninety one percent of the freshmen awarded the Academic Excellence Scholarship in 2003 accepted the scholarship and used it to attend a Wisconsin post secondary institution. In 2003-04, 791 freshmen enrolled in a Wisconsin post secondary institution. Total AES funds going to these students were $867,951 with an average award of $1,097. In 2003-04, the HEAB staff eliminated the mailing of enrollment survey forms to each Wisconsin high school. Instead, enrollment figures were obtained from the report prepared by the Department of Public Instruction.

BOARD REPORT #05-08 2003-2004 ANNUAL MINORITY UNDERGRADUATE RETENTION GRANT PROGRAM REPORT AND SURVEY RESULTS
In the 1999-01 Budget Bill, we were required to begin reporting yearly on the effectiveness of the Minority Undergraduate Retention Grant. In the latest annual report given, it was noted that among student recipients surveyed, 83.58 percent indicated that the grant positively affected their decision to return to or stay in school. One hundred percent of the respondents either have earned a degree/certificate or continue to work towards obtaining a degree/certificate. In addition, over 90 percent of the recipients plan on living and working in Wisconsin for their working career. As those numbers are approximately what they were the year before, we continue to believe that this program is very effective.

BOARD REPORT #05-09 STATUS OF 2004-05 APPLICANTS AND PROGRAMS
In 2004-05, WHEG-UW has committed 118.21% ($39,941,359) of its appropriation with 28,379 awards. This is 3,261 more awards and 5.49% less committed than at this time last year. The final commitment for 2003-04 was 135.32%. WHEG-WTC has committed 157.20% ($23,503,452) of its appropriation with 31,349 awards. This is 2,441 more awards and 11.20% less committed than at this time last year. The final commitment for 2003-04 was 167.69%. WTG has committed 110.18% ($24,755,368) of its appropriation with 10,625 awards. This is 1,237 less awards and 3.47% less committed than at this time last year. The final commitment for 2003-04 was 95.16%. The number of applicants through September 28, 2004, for the 2004-05 academic year was 204,563. That number last year at this time was 196,297. Applicants in 2003-04 totaled 225,513.

BOARD REPORT #05-10 2005-2007 BIENNIAL BUDGET REPORT
The Board was given the Biennial Report which is compiled every two years. It includes a brief overview of the agency's history, structure, and functions. It describes the agency's performance and operations during 2004-2005 and provides major program goals and objectives for the 2005-07 biennium.

BOARD REPORT #05-11 REVISION OF HEAB MISSION STATEMENT
It was recommended that the Mission Statement for the Higher Educational Aides Board be revised for clarity. Mary Cuene moved that the new statement be accepted. It was seconded by Kevin Ingram and passed unanimously. The new Mission Statement is as follows: The Wisconsin Higher Educational Aids Board will work to ensure that all Wisconsin residents are provided equal access to a higher education, to promote diversity on Wisconsin college and university campuses, and to distribute all funds in HEAB administered programs using fair, equitable and timely procedures.

OTHER ISSUES:
Chair Van Ess began a discussion regarding Board participation at meetings via telephone. HEAB staff did speak to the Appointments Secretary at the Governor's office about their expectations regarding participation on appointed boards. The preference is that members participate in person unless circumstances prevent them from doing so. Members were informed that if you need to participate by phone, one week's notice would need to be given to set up the phone line for one or a WisLine for multiple callers. Steve asked that members do participate in person unless circumstances warrant participation by phone.

Kevin Ingram moved that the meeting be adjourned, second by Debra McKinney, and Chairman Steve Van Ess adjourned the meeting at 11:10.