FAFSA Outreach - Host Site Information

Objective

Provide a Host site for selected education professionals to provide one-on-one FAFSA counseling to NC students and parents from 6/16/25 through 7/31/25.

Measure of Success

An increased rate in FAFSA completion across the state (as viewable in the FAFSA Tracker).

Host Site Responsibilities

• Attend Host Training on 4/28/25 at 1 PM EST.  The session will cover roles and responsibilities, outreach tracking procedures and timesheets: Link to Register for Host Training.  A recording will be available after 4/28 in case you were not able to attend.
• Provide counselors with contact information for a Host supervisor.
• Provide access to campus and space for counselors to assist students/families with their FAFSA.
• Provide a phone for counselors to call those that have completed a college application but not a FAFSA and a phone number so students can call them back.
• Provide necessary set up (computer/internet access, key card access as needed).
• Work with counselor to agree on a schedule (e.g. Monday-Thursday, 30 hours/week).
• Optional: Provide a campus-specific list of students for the counselor to reach out to.  (Counselor will also work off of a list provided by CFNC of students who have completed a college application, but not a FAFSA).
• Provide supervision and oversight of the counselor, including signing off on hours worked and outreach efforts to earn stipend.  Notify NCSEAA if host site supervisor determines a counselor isn’t meeting expectations and wishes to terminate the engagement.
• Ensure counselors submit their timesheets to CFI by the required due dates:  7/2/25 for June hours worked and 8/4/25 for July hours worked. 
• Provide the counselor with whom to escalate an issue to, in the event they have a problem with a student/parent that they cannot handle.
• Host site is responsible for the security of any Host systems or PII data that counselors are given access to at their site.
• Ensure the Counselors assigned to your Site are clear on their work schedule and are provided with all the logistical information that they will need to start on 6/16/25 (e.g., campus location, parking, building access, phone and equipment information, etc.)

Host site acknowledges that FAFSA completion help is for all students, not just those planning to attend their institution.  Help can also include assisting existing college students who need to complete their FAFSA for the upcoming school year.  The purpose of the funding is to help students complete the application they need to qualify for Next NC – the FAFSA.  Their role is not college recruitment per se.

Notice of Counselor Assignments

The contact person you provided to NCSEAA will be notified of the counselor matched with your site, as well as their available days/dates to work.  NCSEAA will seek your approval prior to forwarding a FAFSA Summer Help Consulting Agreement for them to sign. Note:  it may be the same person you had last year, if you requested their return and they are available. 

Counselor Training

NCSEAA will provide training to the counselors on 5/5/25 at 1 PM EST on roles and responsibilities, tracking outreach activity and submitting timesheets. A recording will be made available for those who are unable to attend at the scheduled time. Counselors are required to attend the training or listen to the recording prior to their first day on the job.

Student Outreach Tracking Sheet

Counselors will use the Student Outreach Tracking sheet (Smartsheet form, coming soon) to track how they assisted each student and/or parent.  This information will be compiled by NCSEAA/CFI to provide metrics on the success of this outreach initiative to partners and funders. We ask that no bulk emails are sent out. Through CFNC we will have already done bulk emails to students.  The purpose of funding this outreach effort is to reach out to students at the individual level.

Pay Periods & Timesheets

• Counselors are approved to work up to 40 hours/week for a total of 280 hours over the 7 week period. 
• Wages will be paid monthly by College Foundation, Inc. via direct deposit.
• Host supervisors are responsible for verifying hours worked, signing off on timesheets, and ensuring Counselors submit them to CFI by the requested due dates below.
• Timesheet due dates and direct deposit dates:

• Timesheets received after the above submission due dates will be paid in the next monthly pay period.

Contact Information

Neftali Cabrales-Vick, NCSEAA FAFSA Outreach Coordinator: [email protected] | Office: 919-248-4616

Kathy Hastings, NCSEAA Director for Outreach and Communications: [email protected] l Office: 919-246-1805