Managed Services
Unlocking the Power of Jenzabar Financial Aid
Financial aid professionals are always looking for ways to work more efficiently while improving the student experience. During a recent CampusWorks Community Roundtable, financial aid leaders from colleges and universities across the country came together to share ideas, ask questions, and explore how institutions are using Jenzabar Financial Aid or PowerFAIDS to streamline processes and increase automation.
Led by CampusWorks’ Jon Hazelgren and Ed Colestock, the conversation highlighted several practical strategies schools can implement today. Hazelgren emphasized the session’s collaborative goal: creating a forum where financial aid professionals could learn from one another, share best practices, and get answers to real-world challenges.
Editor’s Note: This is the first in a two-part CampusWorks Jenzabar Community Roundtable Series. In Part 2, we’ll explore key takeaways from a peer discussion focused on Jenzabar Student Accounts, including billing automation, hold management, and reporting best practices.
Group Processing: JFA’s Most Powerful Feature
The topic that generated the most discussion was Group Processing, which many participants described as one of JFA’s most valuable but underutilized tools.
A common question involved understanding the difference between filters and exclusions:
- Filters identify students who meet specific criteria
- Exclusions prevent students who have already been processed from being selected again
This becomes especially important when automating communications, document requests, and student workflows.
As Colestock noted, mastering group processing can dramatically reduce manual work and create scalable, repeatable processes.
A Fully Automated Work-Study Workflow
One of the session’s highlights was a walkthrough of an automated Federal Work-Study process built within JFA.
The workflow:
- Identifies eligible students
- Sends portal notifications through touchpoints
- Allows students to express interest using the Contact Financial Aid feature
- Automatically assigns required document packets
- Tracks document completion
- Creates awards once requirements are met
The workflow uses a combination of group processing, touchpoints, document groups, and awards management to create a nearly hands-free workflow.
Don’t Overlook Touchpoints
Several participants discovered new ways to use Touchpoints beyond basic communication.
Touchpoints can help institutions:
- Track communications
- Trigger automated processes
- Document student interactions
- Create more personalized portal experiences
Because communications are stored within the student record, schools gain better visibility into outreach and follow-up efforts.
Revisiting “Contact Financial Aid”
Another feature that sparked interest was the Contact Financial Aid button in the student portal.
Some schools admitted they had never enabled it or were unsure how to use it effectively. During the discussion, attendees learned that the feature can:
- Route requests to designated staff members
- Collect student information
- Trigger additional workflows
- Improve engagement through self-service options
For many participants, it was a reminder that features configured early in implementing may deserve a second look.
Finding New Uses for Announcements
Attendees also explored JFA’s Announcements feature, which schools are beginning to use for:
- Registration reminders
- Financial aid deadlines
- Academic calendar updates
- Campus-wide messages
Several institutions shared plans to create recurring announcements that can be updated and reused each year, helping keep students informed without additional email traffic.
A Simpler Approach Than Legacy Systems
One attendee who recently helped lead a transition from PowerFAIDS to JFA, shared that one of JFA’s biggest strengths is it simplicity.
Rather than relying heavily on IT support or technical configurations, many processes can be built directly by financial aid staff. Features like group processing make it easier to identify student populations, test workflows, and automate routine tasks without extensive technical expertise.
Expanding Access Across Campus
The group discussed using JFA beyond the financial aid office. With customizable security roles, schools can provide limited access to:
- Academic advisors
- Admissions staff
- Registrars office
- Student accounts team
- Campus leadership
Role-based access allows departments to collaborate more effectively while maintaining appropriate security and compliance controls.
The Biggest Takeaway
More than anything, the session reinforced the value of sharing ideas with peers. Whether discussing automation, communications, student engagement, or system configuration, participants left with new strategies and practical examples they could take back to their campuses.
As Colestock summarized, sometimes the best innovations come from simply seeing how another school solved a problem.
