The annual release of the FAFSA (Free Application for Federal Student Aid) can be a period of heightened stress for both students and families, as well as for the financial aid professionals who support them. This year, with the delay, changes, and updates to the FAFSA, the anxiety in financial aid offices may be even more pronounced. As managers, it’s important to ensure that your team feels supported during this critical time. By prioritizing mental health and addressing the concerns of your staff, you can help them stay focused, productive, and ready to offer the best care to the families they serve. To that end, here are several strategies to help ease staff anxiety as they prepare for the upcoming FAFSA release cycle:
1. Open Channels of Communication
Encourage regular, open conversations about the stress that staff members may be feeling. Acknowledging the challenges of the upcoming FAFSA cycle and offering an environment where employees feel safe to share their concerns can alleviate some of the pressure. Regular check-ins, whether in one-on-one meetings or team huddles, give managers a chance to gauge the emotional climate and address concerns early. To that end, it is important to hold some space during weekly team meetings and check-ins to discuss any emerging challenges related to the FAFSA process. Let staff express concerns and offer suggestions for streamlining the workload as well as discuss ways where staff members can feel supported and cared for by the team at large.
2. Provide Timely and Clear Updates
Anxiety often stems from the unknown. Given that changes to the FAFSA could bring new processes and requirements, ensuring that your team is well-prepared and informed is key. Keep staff updated on any new guidelines or potential roadblocks with proactive training and information-sharing sessions. Clear communication about what is expected and when it is expected can significantly reduce stress levels. As such, a great action step to take would be to organize a series of pre-FAFSA workshops to break down updates, clarify expectations, and answer questions. Share helpful resources and create a knowledge base that can be easily referenced throughout the cycle in order to reduce and minimize the fear of being caught without the appropriate preparation or resources related to the upcoming release challenges.
3. Encourage Self-Care Practices
Managing stress is not just about reducing workloads; it’s also about encouraging practices that help employees cope better with stress. As a manager, it’s important to advocate for self-care within your team and model it yourself. This could mean setting boundaries around work hours, offering flexibility in schedules, or encouraging breaks when needed. Here, managers can initiate “mental health moments” during the workday, including short breaks to practice deep breathing, take a walk, or simply step away from the computer. Creating a culture where short, mindful breaks are normalized and exercised across the department can do wonders for reducing stress, while also ensuring that appropriate coverage remains in place.
4. Prioritize Mental Health Resources
Ensure that your team has access to mental health resources, whether it’s an Employee Assistance Program (EAP), mental health days, or workshops on managing stress and anxiety. Reminding employees of the support available to them can help reduce the stigma around seeking help and encourage a more balanced work-life dynamic. As a manager, you can coordinate with your University’s Wellness office to host a virtual or in-person session with a mental health professional to discuss ways to handle stress specific to the high-pressure financial aid environment. Additionally, remind your team of any mental health resources available through your organization that they might be able to utilize. That way, staff members feel prioritized, recognizing that the same resources that might be helpful to students might be equally helpful for staff as well.
5. Delegate and Distribute Workloads
To avoid burnout, make sure workloads are distributed evenly across the team. If certain staff members are feeling overwhelmed, reassess task distribution and adjust accordingly. Offering additional support or temporary reassignments can make a big difference. If this is not possible, consider onboarding temporary staff, such as consultants, to assist in alleviating the workflow during peak seasons. You can also leverage project management tools to track tasks and redistribute work if you notice some staff members are overloaded. Encourage cross-training so that team members can step in for each other if someone needs a break, and model this behavior as you are able to with your own team.
6. Celebrate Small Wins
During stressful times, it’s easy to focus solely on the challenges and setbacks at hand. However, celebrating small successes can boost morale and keep the team motivated. Whether it’s completing a high-volume day of file reviews or helping a family through a difficult Special Circumstance Appeal, take time to acknowledge the hard work of your staff. Implement a weekly “shout-out” system where team members can recognize each other’s efforts. This simple act of acknowledgment can foster a sense of community and appreciation within the team.
7. Foster a Culture of Empathy and Care
Lastly, remember that empathy goes a long way. As your team navigates this challenging cycle, they will be interacting with families and students who are also under stress. By creating a work environment that prioritizes care and understanding, you set the tone for how your staff interacts with others. This is something that requires managers to lead by example. Show empathy in your own interactions, and encourage your staff to extend that same understanding to both their colleagues and the students they serve.
Supporting the mental health of your staff during the FAFSA release cycle is about more than just reducing workloads—it’s about creating a culture that values communication, self-care, support, and flexibility. By offering proactive support and fostering an environment of empathy and care, you ensure that your team can face the challenges ahead with resilience and confidence. When staff feel supported, they can better focus on providing the compassionate, high-quality service that students and families need during the financial aid process.
For more insights and resources on supporting staff and students through the financial aid process, reach out to our experts at info@heag.us so we can help you and your teams weather the upcoming storm.