Process Number: 156	Revision Date: 5/24/2001 9:36:19 AM
Revision #: 1	Back | Access Password:

Counseling/Advisement Process

Office Responsible:

CCOU - Crafton - Counseling VCOU - Valley - Counseling

Process Type:

internal

Position Title:			Author:
Cross Trained Staff:		Manager:	LNeal	Vice Pres.:	AContreras

Timeline (Deadlines or Time-Constraints) :

What must be done before this process is started:

Academic Program & TOP Codes, Building a Course, Building a Section, Application, Assessment, Orientation

Which processes are waiting for this process:

Registration, Student Matriculation MIS File Submission

Source documents or communication with information needed for this process:

Counseling Center Services form Matriculation Exemption form (there are 2 versions, one issued by Admissions and the long form from the Counseling Department)

What is the end-result of this process, or the hand-off

What steps must be taken independent of the computer system (Manual Process)

Student to fill out Counseling Center Services form that identifies the purpose of the contact or session prior to meeting with counselor.

Which steps must be taken on a computer (Electronic Process):

MATI (Matriculation Information screen): The Acad Prog field is automatically populated by the SACP screen where the students Academic Program is updated and maintained, but initially declared in the SHAP screen at the time of application. Educational Goal is initially entered form the SHAP screen also declared at the time of application. Other goals can be added by using the scroll bar to the right to search for a blank section, press F1 to view and select the appropriate codes for educational goals. If a student declines to receive any Counseling, Orientation or Assessment services the student must have a signed form declaring their refusal for the services. Enter `Yes` in the appropriate field, Advise Refused, Orient Refused or Assess Refused. To exempt a student from Counseling, Orientation and Assessment press F1 in the Advise, Orient or Assess Status Override fields to view and select the appropriate codes. To document Special Services needs go to Special Services field and use scroll bar to the right to find blank field, press F1 to view and select appropriate code. Any services already documented were usually entered when the student initally applied. If the Needs Codes field is blank next to the special service already identified this means that need was identified by the student also at the time of application. To enter a Needs Codes press F1 to view and select the appropriate code. Change the Date to the appropriate date the need was identified. If there is no date next to an identified need, for reporting purposes, the date used in the application date. CASM-Contact & Appointment Summary: Enter `A` in a blank entry field and press enter. This will take you to another screen `CON-Contact History` CON-Contact History (Required Fields): Start/End Time: You are only required to enter a Start Time. Time entered is in Military terms, e.g., 1300 for 1:00 pm Location: Enter `SBVC` for Valley or `CHC` for Crafton Type: Press F1 to view and select appropriate code. Staff Involved: Enter appropriate Staff Data Record (2 letter initial of counselor) Role: Type F1 to view and select the appropriate code, e.g. CNSL for counselor. Contact Summary: Type a brief description of contact session Press F10 to save the record.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Notes (Cautions, suggestions for improvement, etc.)