We have created a from for student to request funds from the Rector’s Bursary.
Previously, there had been no formal process and students needing support with emergency unexpected costs would send an email to the Rector Office.
Rector Boytchuk-Hale identified this issue early on in her term and I was able to take on this initiative as one my first projects. This streamlined process will help us achieve three important things:
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Giving students a clear picture of the needed information from the start which will increase transparency and lesson the back-and-forth over email to speed up the time from a request to funds being dispersed.
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Formalized communication between the Office of the Rector and Financial Aid & Awards Office, where students consent to their information being disclosed between offices.
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The ability for the Office of the Rector to keep anonymous records of student demographics to have a better understanding of who is in most need, and to maintain confidential records of recipients to monitor students who are repeatedly seeking help and work to address sustainable solutions.
Here is some information about our process from research to implementation:
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We consulted Queen’s departments with similar bursaries, such as the Faith and Spiritual Life Center, to understand best practices in financial aid distribution.
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We worked closely with the Financial Aid & Awards Office, the department responsible for distributing the Rector’s Bursary funds, to ensure that our process aligns with pre-existing university financial aid structures.
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We analyzed various financial aid applications and designed a survey that collects all necessary information into a single, accessible form. This ensures that students do not experience any delays and that the Office of the Rector can receive all necessary information through a complete application.
As we roll out this new process, we are eager to hear from students about their experiences. Your feedback is crucial to improving the Rector’s Bursary application system. If you have any questions or suggestions, please reach out to the Office of the Rector through email.