Playbooks

A playbook carries a student through a process that spans weeks and offices. Each is a declared file in the control plane, is admitted by the factory when every check passes, reads only the grants it declares, and pauses in an explicit unresolved state instead of guessing. Shapes: rectangle, a step to do; diamond, a question; stadium, waiting on someone else; parallelogram, a message the student approves; double box, documents to gather.

Your letters each term

Get approved accommodation letters to every instructor at the start of each term, without the student having to repeat the conversation.

flowchart TD
  start((Start)) --> request_letters
  request_letters["request-letters: Ask your college's disability office for this term's letters…"]
  request_letters --> list_courses
  list_courses["list-courses: I made a list of your classes for this term, so none get mis…"]
  list_courses --> note_to_office
  note_to_office[/"note-to-office: Hello, this is {chosenName}. Please send my accommodation le…"/]
  note_to_office --> confirm_received
  confirm_received(["confirm-received: I'll check back in a week to make sure each teacher got your…"])
  confirm_received --> done((Done))
  confirm_received -. after 10 days .-> confirm_received_late[/"One or more letters may not have gone out. I can draft a sho"/]

Sources: https://www2.ed.gov/about/offices/list/ocr/transition.html. Grants: sealed disability_accommodations; profile chosenName, college. Journeys: persona-8c-accommodation-letters.

Housing over breaks

Make sure a student has somewhere to stay over every break, arranged weeks ahead.

flowchart TD
  start((Start)) --> dates
  dates["dates: Your next break starts soon. I'll make sure you have a place…"]
  dates --> ask_housing_office
  ask_housing_office[/"ask-housing-office: Hello, this is {chosenName}. I need a place to stay over the…"/]
  ask_housing_office --> backup
  backup["backup: If campus housing is not available, I lined up shelter and h…"]
  backup --> confirm
  confirm(["confirm: Tell me when your break housing is confirmed."])
  confirm --> done((Done))
  confirm -. after 14 days .-> confirm_late[/"Break is getting close. Let's call 2-1-1 together for backup"/]

Sources: https://sinclair.edu/student-life/wellness/resources/food-assistance/. Grants: profile chosenName, college. Journeys: persona-2a-break-housing.

Proof of enrollment packet

Assemble a dated proof-of-enrollment packet a student can hand to a parole officer, employer, landlord or caseworker.

flowchart TD
  start((Start)) --> request_certificate
  request_certificate["request-certificate: Ask the registrar for a letter that shows you are enrolled. …"]
  request_certificate --> schedule
  schedule["schedule: I added your class schedule for the term, so the packet show…"]
  schedule --> share
  share[/"share: Hello, this is {chosenName}. Attached is my enrollment certi…"/]
  share --> done((Done))

Sources: https://www.studentclearinghouse.org/. Grants: profile chosenName, college. Journeys: persona-3a-parole-schedule-proof.

FAFSA for 2027-28

File the 2027-28 FAFSA, including the path for students who cannot provide parent information, and carry it to an aid offer.

flowchart TD
  start((Start)) --> account
  account["account: Make your StudentAid.gov account if you don't have one. You'…"]
  account --> parents_question
  parents_question{"parents-question: Can your parents give you their facts and sign the FAFSA wit…"}
  parents_question -- yes --> standard_file
  parents_question -- no --> unusual_circumstances
  standard_file["standard-file: Fill out the 2027-28 FAFSA at studentaid.gov. The form is op…"]
  standard_file --> submission_summary
  unusual_circumstances["unusual-circumstances: When the FAFSA asks, say you have unusual circumstances. You…"]
  unusual_circumstances --> gather_letter
  gather_letter[["gather-letter: Your aid office will ask for a letter from someone who knows…"]]
  gather_letter --> tell_aid_office
  tell_aid_office[/"tell-aid-office: Hello, my name is {chosenName}. I filed my 2027-28 FAFSA wit…"/]
  tell_aid_office --> submission_summary
  submission_summary(["submission-summary: Watch for your FAFSA Submission Summary by email."])
  submission_summary --> verification
  submission_summary -. after 14 days .-> submission_summary_late[/"Check the status at studentaid.gov, or ask me to draft a not"/]
  verification(["verification: If your college asks you to prove what your FAFSA says, I'll…"])
  verification --> carryover_note
  verification -. after 30 days .-> verification_late[/"check in"/]
  carryover_note["carryover-note: If your college approves your unusual circumstances, it carr…"]
  carryover_note --> done((Done))

Sources: https://abcnews4.com/news/nation-world/education-department-opens-2027-28-fafsa-early-marking-programs-earliest-launch, https://cdhe.colorado.gov/sites/highered/files/documents/Support_Guide_for_Unusual_Circumstances_F.pdf. Grants: sealed family_circumstances; profile chosenName, college. Journeys: persona-11a-fafsa-without-parents.

Aid for students who were in foster care

Make sure a student who was in foster care files the FAFSA as independent and applies for the education and training voucher meant for them.

flowchart TD
  start((Start)) --> fafsa_independent
  fafsa_independent["fafsa-independent: If you were in foster care at age 13 or older, the FAFSA cou…"]
  fafsa_independent --> etv_check
  etv_check{"etv-check: Were you in foster care at 16 or older, or did you leave car…"}
  etv_check -- yes --> gather
  etv_check -- no --> aid_office
  gather[["gather: The voucher helps pay for tuition, books and supplies. Get t…"]]
  gather --> ask_agency
  ask_agency[/"ask-agency: Hello, this is {chosenName}. I am a student at {college} and…"/]
  ask_agency --> wait_answer
  aid_office[/"aid-office: Hello, this is {chosenName}. I was in foster care. Can you h…"/]
  aid_office --> wait_answer
  wait_answer(["wait-answer: Tell me when you hear back, and I will help with the next st…"])
  wait_answer --> done((Done))
  wait_answer -. after 10 days .-> wait_answer_late[/"It has been ten days. Want me to draft a short follow-up?"/]

Sources: https://studentaid.gov/apply-for-aid/fafsa/filling-out/dependency, https://www.fosterclub.com/resources/ohio-education-training-voucher-etv, https://ohiocasa.org/wp-content/uploads/2026/03/DCY-00050-ETV-Rack-Card.pdf. Grants: sealed foster_care_history; profile chosenName, college. Journeys: p2-foster-youth-aid.

GI Bill each term

Keep a student's GI Bill tuition and housing allowance paid each term, catching problems before a payment is late.

flowchart TD
  start((Start)) --> request_certification
  request_certification["request-certification: Ask your school certifying official to certify your classes …"]
  request_certification --> tell_certifying_official
  tell_certifying_official[/"tell-certifying-official: Hello, this is {chosenName}. I registered for next term and …"/]
  tell_certifying_official --> monthly_verification
  monthly_verification["monthly-verification: Post-9/11 GI Bill students verify enrollment with VA each mo…"]
  monthly_verification --> watch_payment
  watch_payment(["watch-payment: Once your school sends your classes to the VA, I'll watch fo…"])
  watch_payment --> done((Done))
  watch_payment -. after 35 days .-> watch_payment_late[/"The payment looks late. I can draft a note to your certifyin"/]

Sources: https://www.colorado.edu/veterans/2021/10/20/monthly-enrollment-verification. Grants: sealed veteran_status; profile chosenName, college. Journeys: persona-4a-gi-bill-tracked.

Paying for training after a layoff

Help an adult who lost a job or needs a new career find out whether workforce training funds can pay for their program.

flowchart TD
  start((Start)) --> what
  what["what: Training money can pay for classes in jobs that are hiring, …"]
  what --> laid_off
  laid_off{"laid-off: Did you lose a job, or are you looking to change careers?"}
  laid_off -- yes --> gather
  laid_off -- no --> ask_center
  gather[["gather: Bring these to your first visit."]]
  gather --> ask_center
  ask_center[/"ask-center: Hello, this is {chosenName}. I live in {county} County and I…"/]
  ask_center --> wait_meeting
  wait_meeting(["wait-meeting: Tell me when your meeting is set, and I will put it on your …"])
  wait_meeting --> done((Done))
  wait_meeting -. after 7 days .-> wait_meeting_late[/"No answer yet. Want me to find the center's phone number so "/]

Sources: https://emanuals.jfs.ohio.gov/Workforce/WIOA/WIOAPL/WIOAPL-15-08-1.stm, https://ohiomeansjobs.ohio.gov. Grants: profile chosenName, county, college. Journeys: p2-retraining.

SNAP application in Ohio

Carry a student from a likely SNAP match to a decision, including the student exemption, the interview and verification.

flowchart TD
  start((Start)) --> exemption
  exemption["exemption: Most students in school half-time or more need an exemption …"]
  exemption --> documents
  documents[["documents: Get these ready. Anything already in your vault is checked o…"]]
  documents --> apply
  apply["apply: Apply at benefits.ohio.gov. I filled in what I could; you re…"]
  apply --> interview
  interview(["interview: The county will call to schedule an interview. Tell me the d…"])
  interview --> verification
  interview -. after 10 days .-> interview_late[/"Call your county Job and Family Services office to ask about"/]
  verification(["verification: If they ask for more documents, tell me what the letter says…"])
  verification --> recertify
  verification -. after 30 days .-> verification_late[/"check in"/]
  recertify["recertify: When you're approved, I'll remind you before you need to ren…"]
  recertify --> done((Done))

Sources: https://www.fna.usda.gov/snap/students, https://www.greenecountyohio.gov/279/Job-Family-Services. Grants: profile chosenName, phone, zip, householdSize, monthlyGrossIncome, weeklyWorkHours. Journeys: persona-1b-bill-gap.

Keeping SNAP: recertification

Carry a student through SNAP recertification so benefits do not stop.

flowchart TD
  start((Start)) --> notice
  notice["notice: Your SNAP recertification notice came in. Finishing it on ti…"]
  notice --> documents
  documents[["documents: Get these ready. Anything in your vault is checked off."]]
  documents --> submit
  submit["submit: Submit the renewal at benefits.ohio.gov before the date on y…"]
  submit --> interview
  interview(["interview: If they schedule an interview, tell me the time and I will r…"])
  interview --> done((Done))
  interview -. after 14 days .-> interview_late[/"Call your county Job and Family Services office to check on "/]

Sources: https://www.fna.usda.gov/snap/students. Grants: profile chosenName, phone, householdSize, monthlyGrossIncome, weeklyWorkHours. Journeys: playbook-snap-recertification.

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