Scholarships. Income-Based Memberships and Financial Assistance

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1 Scholarships Income-Based Memberships and Financial Assistance

2 Scholarships The YMCA of Metropolitan Dallas is dedicated to serving the community. We believe in providing programs and membership to anyone who desires to participate. Through income-based membership and financial assistance we ensure YMCA programs and membership are accessible and affordable to all who desire to participate in programs that build a healthy spirit, mind and body. Financial Assistance Subject to available YMCA resources, no person shall be denied participation in YMCA programs solely by reason of inability to pay the prescribed program fees. Assistance will be granted on the basis of financial need resulting from low income, medical expenses or other reasons approved by branch personnel designated to authorize financial assistance. Application Process: It is our intent to offer assistance in order to make all YMCA membership and programs affordable to everyone. We receive donations through our annual Partners Campaign to aid individuals and families in their participation in YMCA programs. To apply for assistance, complete the following steps: Complete the financial assistance application Include copies of last 2 pay stubs from all current employers for the household Include a copy of the most recent W2 and the most recent income tax return for the household Include proof of any public assistance if applicable Any special documentation required by the YMCA branch 2 Incomplete applications will not be processed.

3 Guidelines: Financial assistance is initially evaluated using a sliding scale based on family income guidelines published annually by the federal government. Extenuating circumstances are considered on a case-by-case basis and should be approved by both the Membership/Program Director and Executive Director. The YMCA believes a strong sense of ownership and pride is developed if financial assistance recipients contribute to the cost of YMCA involvement. Therefore, applicants will be asked to pay a portion of the fees. Financial assistance can be granted for one session of a program or for up to one year s membership. Assistance should be applied for on a program-to-program basis. Applicants must re-apply annually for membership. Applicants must re-apply for each program. Applicants will be contacted within 10 working days of completing the application process. All application records are confidential. Gross Annual Income Financial Assistance Guideline Number in Household $9,000 60% $12,000 55% 60% $15,000 50% 55% 60% $19,000 45% 50% 55% 60% $22,000 40% 45% 50% 55% 60% $25,000 35% 40% 45% 50% 55% 60% $28, % 40% 45% 50% 55% 60% $30, % 40% 45% 50% 55% 60% $33, % 40% 45% 50% 55% $36, % 40% 45% 50% $40, % 40% 45% $43, % 40% $46, % $50, Only authorized personnel can make exceptions. Best Practices: Determine amount of assistance funds available for each program session. Designate persons who have the authority to approve financial assistance. Require standard application be completed for each request and reviewed for each program and at a minimum of annually for membership. Proof of income must be included. Ensure a letter of authorization detailing the reduced rate is sent to the application prior to registering participants. Maintain a central, confidential file of processed financial assistance applications. Accounting records should reflect full program fees in the revenue account, and the reduced amount of the financial assistance as a contra-revenue account. Ensure memberships are set up accurately in system and journal award information in into the AS400/Protivity system. Utilize AS400 reporting tools to manage processes. Keep applications and related records on file for 6 months after scholarship expiration. 3

4 Tools to Help Welcome Center Scholarship Checklist Create a checklist so staff will know what information must be included when turning in financial assistance checklists. This will ensure you don t have to contact scholarship candidates because documentation wasn t attached to the application. Also, make sure staff members know what the W2 looks like. This is the first job many staff members have had, so prepare them to know what to look for. Membership Sports After School /Camp Aquatics REQUIRED REQUIRED REQUIRED REQUIRED FA Application FA Application FA Application FA Application 2 Most Recent Paycheck stub 2 Most Recent Paycheck stub 2 Most Recent Paycheck stub 2 Most Recent Paycheck stub Most Recent W2 Most Recent W2 Most Recent W2 Most Recent W2 Statement of circumstances if different from above documentation Statement of circumstances if different from above documentation Statement of circumstances if different from above documentation Statement of circumstances if different from above documentation Current water bill showing residence in Grand Prairie Shot Records All forms in registration packet Sample W2 4

5 Membership for All The YMCA Fits Every Budget! We believe everyone should have access to high quality child care, recreation facilities and skill development programs, regardless of where they live or how much money they make. We feel the YMCA has always been a great fit for every family and we are making it more affordable for everyone s budget. Because we believe a healthier lifestyle should be available for all we are offering Membership-for-All, an income-based membership fee scale. IBM Application Procedures 1. During the interview process, staff introduces EVERY prospective member to ALL types of membership (Platinum, Gold and Branch Specific). IBM is introduced as a pricing strategy designed to fit every budget because it is based on annual household income. Income verification is MANDATORY at either the time of enrollment or within two weeks of enrollment. The following are approved documents to use when verifying annual household income: o 1040 Line 37 o 1040EZ Line 4 o Notarized letter from employer for undocumented workers If a member doesn t have a copy of their tax return, they may obtain one by calling the Internal Revenue Service at If a member has documentation to verify income at the time of enrollment, two signatures are required before processing. Staff members should sign in the designated area on the Member Information Form noting that the income was verified. 3. If a member does not have documentation to verify income at the time of enrollment, a Membership For All Grace Period form MUST be completed and signed by both staff and the member Staff MUST explain that verification of stated annual household income is required within two weeks of the date of enrollment or monthly rate will increase to the appropriate amount. The yellow copy of the form is given to the member and the white copy is placed in a follow up file. The follow up process should include: o Immediately adding a flagged journal to the account noting the date verification is due. o Phone calls, letters, s. (see sample letters) When the member returns with verification, two signatures are required before processing. One signature of staff receiving documentation and one signature as in internal audit of qualifying income. NEVER keep the 1040 once verification has been completed. The only time a copy of the verification document is allowed is when the second staff member is not available for signature. If this happens, the copy should be locked in a secure location and shredded once verified by another staff member as required by YMCA of Metropolitan Dallas safety and auditing standards. 4. If a member indicates that they can t pay the income-based rate, they may qualify for the Financial Assistance program. 5

6 Best Practices: Utilize IBM Grace period forms and sell memberships immediately. Journal accounts to note when verification is due. Two (2) staff signatures of verification are required. They must both sign the bottom the Member Information form or they must both sign the Membership for All form. Verification documentation is not kept on file. Verification should be returned to member or shredded once two staff members have verified. Members MUST reapply for income-based membership annually. Utilize AS400 reporting tools to manage reapplication. Tools to Help AS400 documentation for selling Income-Based Memberships is available in the Level 1 training manual. Selling and terminating memberships with a scholarship discount is available in the Level 2 training manual Sample IBM Guide Gross Annual Income Level % Adult Senior Sr. Family Family Branch Specific 0 0 $46.00 $42.00 $60.00 $64.00 $46,000 49,999 IB1 5 $43.70 $39.90 $57.00 $60.80 $43,000 45,999 IB2 10 $41.40 $37.80 $54.00 $57.60 $40,000 42,999 IB3 15 $39.10 $35.70 $51.00 $54.40 $36,000 39,999 IB4 20 $36.80 $33.60 $48.00 $51.20 $33,000 35,999 IB5 25 $34.50 $31.50 $45.00 $48.00 $30,000 32,999 IB6 30 $32.20 $39.40 $42.00 $44.80 See sample Membership for All Grace Period form. This form is used to allow members 2 weeks to provide income verification. Two staff signatures are required for verification of income. 6

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12 Income Based Membership Interview Script It is best practice is to build the value of a YMCA membership before sharing membership rates with prospective members. Additionally always tell potential members about ALL membership levels. Tell them about Platinum, Gold, Branch-Specific AND Income-Based Membership. Key Words: Income-based, membership-for-all, annual household income, affordable, accessible. Staff: The YMCA is an inclusive organization and our mission is to be accessible and affordable for all. In addition to platinum, gold and branch specific memberships, we have a unique program called "Membership-for-All" where your membership dues are based on the type of membership that best meets your needs and your total yearly household income. Member: I like the sound of that. Please tell me more. Staff: (Use Rate Sheet Insert here). Ok, let's figure out what your rate would be (pointing at rate card). If you can please review this rate card and let me know which membership category best fits your needs, and which income best reflects your most recent total household income, I can tell you what your monthly rate will be. Member: I think the Family membership would fit our family best, and our total income last year was $51,000. Staff: Based on your total household income, your monthly rate will be $XX/month. If you'd like to join today, we can go ahead and get you started. Your one-time joining fee will only be $95. Are you ready to join? Member: Yes, I am. Staff: Great, just to review, your monthly rate will be $XX/month, and your joining fee is only $95. The only thing you'll need to do to keep this rate is to provide us with proof of your most recent total household income within 2 weeks from today's date. That date will be. We ask that you provide us with a 1040 tax form so we can verify your income. If you do not have a 1040, we have the tool free number to call for a copy. Here is our Two-week Grace Period form that I have completed to help you remember what we ve talked about Member: Ok, I'm ready to join. 12

13 Listen First To make connections and build relationships, Dallas YMCA staff uses the Listen First technique. Train staff to pick up on cues from prospective members to ensure we are offering Membership-For-All. Ask Open-Ended Questions - Open-ended questions invite discussion and promote listening and collaboration. They can not be answered with yes, no or one word Reflect - Reflections are statements of understanding. It sounds like you ve So you re saying. Summarize - Summaries are a series of reflections that end with an open-ended question. Let me be sure I understand Affirm - Affirmations are genuine positive statements that consider the members intentions and efforts. It s great that you took the time to come in today Ask Permission - Before sharing information, ask permission to reinforce partnership. Would it be okay if I shared some ideas with you? Offer Options - When sharing information, give several options instead of one recommendation to support the partnership. Mission and Membership It is VITAL that the mission and membership-for-all is discussed with EVERY potential member. These are the ideas that separate us from every group offering health and wellness services to the community. Do you mind if I tell you a little about the YMCA. You may know that our community supports the YMCA through our annual Partners Campaign to ensure EVERYONE is able to be a part of the Y. In addition to Platinum, Gold, and Branch-Specific membership options, membership is also offered on scale based on annual household income and we have scholarships available for membership and program participation. Reapplication Processes Both income-based memberships and memberships with financial assistance require annual reapplication. Utilize AS400 reporting tools to manage lists of memberships receiving either type of scholarship. Contact members of the Membership YPOD for assistance managing the reapplication processes at your branch. 13

14 Pulling Active Income Based Memberships This query will allow you to pull all active Income Based Memberships ( ). The report from this query lists member number, type, name, address, address, phone number and membership end date. 21 Query Locator Press {Enter} 1 Membership Queries Press {Enter} 9 Active Memberships Press {Enter} 14

15 The ACTBRN (activity branch) and the MSHTYP(membership types) will need to be updated to pull the correct information. For ACTBRN, change the test from RANGE to EQ and change the value to your branch number For MSHTYP, change the value to Press {Enter} Once the query has completed running, you will return to this screen. You will be able to print the report (Press {Esc} to get the printing options) or you can use the downloader to save the report in Microsoft Excel. 15

16 Pulling Memberships with a Scholarship Discount This query will allow you to memberships that have financial assistance and income-based subsidy codes attached to them. The report from this query lists member number, type, name, address, address, phone number and membership end date. 21 Query Locator Press {Enter} 1 Cheryl Boswell Press {Enter} 9 Membership Units Detail Sch Report Press {Enter} 16

17 The MTRDAT (activity branch) will need to be updated to pull memberships that included a scholarship discount code for the designated range. Press {Page Down} to see all of the subsidy codes that will be pulled Press {Enter} Once the query has completed running, you will return to this screen. You will be able to print the report (Press {Esc} to get the printing options) or you can use the downloader to save the report in Microsoft Excel. 17

18 Back Office Queries To track daily membership and program sales, Back Office Queries should be run on a regular basis to ensure the accuracy of sales transactions, adjustments and subsidies. From the Main Menu, select 6 - Branch System Management Press {Enter} 6 Query Locator System Press {Enter} 1 Select Back Office Queries Press {Enter} 18

19 9 Adjustment & Subsidy Audit Press {Enter} This query details membership and program transactions with adjustment (ADJ), subsidy (DSC) and write off (WOF) transaction codes attached for a specified date range. Update the branch number (a.mtrabr) and the date range (mtrdat) values Press {Enter} Once the query has completes you will return to the Back Office Queries Locator. Run 9 Membership Adjustment & Subsidy Audit Press {Enter} This query details membership sales transactions with adjustment (ADJ), subsidy (DSC) and write off (WOF) transaction codes attached for a specified date range. 19

20 Update the branch number (a.mtrabr) and the date range (mtrdat) values. Press Enter and the query will run. Once the query has completes you will return to the Back Office Queries Locator. Run 9 Membership Audit Press {Enter} This query details all membership sales transactions for a given date range. Update the branch number (mtrabr) and the date range (mtrdat) values. Press Enter and the query will run. 20

21 Once the query has completes you will return to the Back Office Queries Locator. Run 9 Program Scholarship Audit. Press {Enter} This query details program sales transactions with the scholarship (SCH) transaction code attached for a specified date range. Update the branch number (mtrabr) and the date range (mtrdat) values. Press Enter and the query will run. Once the query has completes you will return to the Back Office Queries Locator. Press ESC to go to the Print Options Menu to print the audit reports. 21

22 AS400 Downloader The downloader can be used to convert an AS400 report into another format (ie text, excel) Double Click on the iseries Report Downloader icon. Ensure your printer is listed in the Outq or *All Field Click Open Click the dropdown arrow in the Download to. Select the type of file you want to download to (most select Microsoft Excel) 22

23 Select Wizard Parsing Click Open Depending on the size of the file it may take a few moments to download. During this time, DO NOT work with any other activities on your computer. Interrupting the download with cause errors in your report. This box will appear when the download is complete. Select Fixed Width Click Next Breaks determine where columns will line up in your Microsoft Excel document. The lines will appear to make the break between fields. You can create, delete and move lines as directed in the instruction box. Click to create a break, double click to delete a break, click and drag to move a break. Click Finish 23

24 After clicking finish, the document will download to Microsoft Excel (or whatever format you chose). Notes on utilizing this report: Use the downloader to put the information from this report into Microsoft Excel to make the data manageable. The date range entered on this report will pull each membership during that time period that included the discount code. (ie If you pulled January March, a continuous membership will be duplicated on the report 3 times because they received the discount based on when they account is drafted while a membership that is on quarterly statements would only show up once because they were given a discount once during that same time period.) Remove duplicates (duplicates are based on the date range; continuous members receive discount monthly) from the report and check each membership for accuracy before creating labels or mailing any information. Contact the Information Technology (IT) department for assistance using the Downloader. 24

25 Sample Income Verification Ltr October 16, 2008 NAME ADDRESS CITY, STATE ZIP Dear NAME, We are pleased that we have been able to provide your family with membership at the XXXX Family YMCA through our Membership for All (MFA) program. In our efforts to ensure everyone is able to be a part of the YMCA Family, all MFA members must verify their annual household income within two weeks of enrollment. Your income verification is due on DATE. If it is not received by that date, your membership rate will be adjusted accordingly. The following are approved documents to use when verifying annual household income: o 1040 Line 37 o 1040EZ Line 4 o Notarized letter from employer for undocumented workers If you don t have a copy of your tax return, you may obtain one by calling the Internal Revenue Service at If you have any questions at all, please feel free to contact me. It is a pleasure to be able to work with you on an affordable membership and we hope that you have enjoyed your participation with the YMCA. Sincerely, YOUR NAME HERE Membership Director name@ymcadallas.org PH: YMCA FX: YMCA 25

26 Sample IBM Renewal Letter October 16, 2008 NAME ADDRESS CITY, STATE ZIP Dear NAME, We are pleased that we have been able to provide your family with membership at the XXXX Family YMCA through out Membership for All (MFA) program. In our efforts to ensure everyone is able to be a part of the YMCA Family, all MFA members must resubmit documentation verifying annual household income by Wednesday, April 30, The following are approved documents to use when verifying annual household income: o 1040 Line 37 o 1040EZ Line 4 o Notarized letter from employer for undocumented workers If you don t have a copy of your tax return, you may obtain one by calling the Internal Revenue Service at If you have any questions at all, please feel free to contact me. It is a pleasure to be able to work with you on an affordable membership and we hope that you have enjoyed your participation with the YMCA. Sincerely, YOUR NAME HERE Membership Director name@ymcadallas.org PH: YMCA FX: YMCA 26

27 Sample Financial Assistance Letter October 16, 2008 Dear: Congratulations! You have been awarded financial assistance from the XXXX Family YMCA. Name of Participant Program Name Program Fee Scholarship Amount Net Amount Expires This award must be accepted or declined on or before DATE. After this date this award expires and reapplication will be required. Your payment is due upon registration. Please see member services for the appropriate registration paper work applicable to the program in which you will be participating. All applicable paper work must be completed and fees paid at the time of registration. Program registration limits are applicable and late fees will not be assisted. This letter serves as your acceptance or rejection of this award and must be returned signed by you prior to or at the time of registration. Failure to accept or reject this award in writing may result in the withdrawal and reallocation of this funding. Please make it a priority to let us know your intentions. Scholarships are renewed based on the program or membership in which you are involved. For example, scholarships for a facility membership are renewed annually. Scholarships for seasonal programs are renewed with each season. Please feel free to contact me should you have any question or concerns. Sincerely, YOUR NAME HERE Membership Director name@ymcadallas.org PH: YMCA FX: YMCA I accept, understand and agree to the guidelines outlined. I am declining this assistance at this time. Signature Date Application Expires 27

28 Sample Financial Assistance Renewal Letter October 16, 2008 «FirstName» «LastName» «Address1» «City», «State» «PostalCode» Dear «FirstName», We hope that you have enjoyed your membership at the XXXX Family YMCA. It is policy that all financial assistance recipients must reapply after the gifted amount of time so that the YMCA may again access financial need. Your scholarship expires on October 15, If you would like to extend your membership financial assistance, please call me at YMCA, x123 or me at by October 1, 2008 to access your situation. If you has started new employment, we will need you to fill out the enclosed financial assistance form and return it. I look forward to hearing from you soon. Sincerely, YOUR NAME HERE Membership Director name@ymcadallas.org PH: YMCA FX: YMCA 28

29 Sample Financial Assistance Letter October 16, 2008 «FirstName» «LastName» «Address1» «City», «State» «PostalCode» Dear «FirstName», Thank you for your recent scholarship application. I regret to inform you that based on the information you have provided us, you do not qualify for scholarship funding at this time. We appreciate your application and welcome your reapplication should your financial information change in the future. Should you believe we have reached this decision in error, without a complete picture of your financial needs, please contact me at YMCA x 111. I will be happy to review any additional documentation you may have to demonstrate your need. Thank you for your interest in the XXXX Family YMCA. Sincerely, YOUR NAME HERE Membership Director name@ymcadallas.org PH: YMCA FX: YMCA 29

30 Sample Financial Assistance Letter DATEOctober 16, 2008 «FirstName» «LastName» «Address1» «City», «State» «PostalCode» Dear «FirstName», We have processed your request for financial assistance. I am please to let you know that we will be able to assist you at this time. Your monthly income, expenses and the availability of space in the program you are requesting are determining factors for the amount of assistance you are eligible to receive. Please review the parameters in which your financial assistance provides. If you have any questions regarding this information, please feel free to contact me at YMCA. If you are able to afford the assigned amount, you must return this form to our office and complete the payment method you choose to the front office. We can draft the monthly amount from a checking account or a credit card company. «Amt» - your contribution toward a membership «YMCA» - YMCA s contribution toward your membership «Total» - Total Program Value Special Instructions: It is your responsibility to bring this form with payment to the XXXX Family YMCA. You may choose to set up a billing plan at this time. Any and all late fees must be paid in full if any payments are late. Sincerely, YOUR NAME HERE Membership Director name@ymcadallas.org PH: YMCA FX: YMCA 30

31 3 Point Scholarships Audit Process This process will be utilized to streamline scholarship (financial assistance and income based membership) processes and ensure appropriate procedures are in place to manage scholarships Branch: Evaluation Conducted By: Date: YPod Leader: Point 1: Each branch will complete the Internal Evaluation and submit to association office through membership YPOD with action steps (if necessary) by March 1. Action steps will include detailed objectives and guides on how plans will be implemented. Point 2: Association will review evaluations and follow up with branches to implement plans to ensure scholarship procedures are accurate and consistent. Point 3: Association staff will conduct membership audit of operating promises in June. Internal Evaluation Star Membership Operating Promises Yes No Each branch will use the standard association financial assistance materials, sliding scale and procedures All prospective members will be provided information on the financial assistance/income-based membership/membership-for-all programs All new members will receive information on the financial assistance program as part of the new member owner's manual Each branch will maintain a secure location for paperwork and documentation related to the financial assistance program All branches will use approved association-wide membership forms and materials. Are memberships set up in a manner that staff reminds members to reapply annually? Is appropriate documentation used to note memberships receiving financial assistance? Are financial assistance applicants contacted within 10 business days of completing their applications? Is frontline staff prepared to discuss income-based membership and the application process with prospective members? Is appropriate documentation used to verify annual household income (ie - 2 signatures on grace period forms)? In income verification documentation appropriately destroyed and not kept on file? Is there a process in place to ensure membership rates are increased if verification is not received within 2 week grace period? 31

32 Please detail the process used to follow up with financial assistance applicants. Please include who is responsible for which specific processes, what reports are used to manage the processes and how applications are organized for your branch. Please detail the process used to verify income for income based memberships. Please include who is responsible for which specific processes, what reports are used to manage the processes and how applications are organized for your branch. Also, note what steps are used to follow up with those using grace period form. Additional Notes: 32

33 3 Point Internal Evaluation Branch Action Steps Statement of Objectives/Goals: Ex. To ensure income verification is followed up on, to ensure applicants receive follow up within 10 days, ect. Implementation: What needs to be done? Who/When? How? Evaluation: What evidence indicates progress? Notes: 33