Process Number: 160	Revision Date: 5/31/2001 8:20:25 AM
Revision #: 1	Back | Access Password:

EOPS/CARE Record Creation/Update

Office Responsible:

CEOP - Crafton - EOP&S VEOP - Valley - EOP&S

Process Type:

internal

Position Title:	Clerical Assistant II		Author:	JRoller
Cross Trained Staff:	RDiaz	Manager:	RRodarte	Vice Pres.:	KRagan

Timeline (Deadlines or Time-Constraints) :

What must be done before this process is started:

Academic Program & TOPS Code, Building a Course, Building a Section, Assessment, Orientation, Counseling

Which processes are waiting for this process:

Registration, Grading, EOPS/CARE MIS Submission

Source documents or communication with information needed for this process:

- EOPS Application - EOPS Eligibility Checklist - EOPS Student Responsibility Contract - Assessment Score/Placement - BOG Certification - Schedule Planning Worsheet (Ed Plan) - Transcript - SBVC Course Evaluation form (for transer students) - Special Admittance (if applicable) - Contact Log Sheet - Student Progress Report - EOPS Contract for Academic Support (for students on academic probation) - Printed copy of student registration form The following forms are required for eligible CARE students: - CARE Application - CARE Student Responsibility Contract - JESD/GAIN Certification (from Dept. of Social Services) - TANF/CalWORKS Certification (from Dept. of Social Services)

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 apply to EOPS program EOPS Staff Responsibilities: - Audit EOPS application to ensure everything has been properly filled out and data student provided is consistent. - Create temporary file for all new EOPS applicants with all required documents for final approval. Official file created after final approval. - EOPS Coordinator to review and final approve eligible students in EOPS program. - Provide EOPS Orientation to all new students. - Schedule 3 counseling sessions with student each term. Schedule additional 2 counseling session for students on academic probation. - Follow for all required documentation/certification forms to qualify students into program have been received (refer to all source documents). - Submit and follow-up with Admissions and Records transcripts for evaluation. - Record all semesters student has attended Valley on students file to track 6 consecutive semester requirement. - Document all contact with student in contact log sheet in student file. - Update Excel spreadsheet (EOPS file) to identify all EOPS students, all DSPS students, students approved to fall below 12 units, students on academic probation, and any transfer courses applicable towards 70-unit requirement. - Update Excel spreadsheet (CARE file) to identify all CARE students and all documentations/certifcations required to be updated every year have been received (refer to all source documents). - Print transcripts during midterm to follow-up on all students who may have fallen below 12 units. - Distribute Progress Reports to students to submit to their instructors during 6th week of semester. Use Excel spreadsheet to track students who have not returned report.

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

EOPS: Mnemonic to create new record or update existing EOPS student record. From Datatel menu click File, Run, enter `EOPS` at the prompt. Another prompt will request for the student`s name, ID or SSN. If the student is new to the program the system will tell you the student does not have a record. You can add an EOPS record for the new student at this time, click on `Y`. If the student is a continuing EOPS student, a resolution screen will come up and you can choose the appropriate term you want to update or type `A` to create a new record for the new term. The following is a list of required fields to create and update the the student`s EOPS record: Eligibility - Press F1 to view a list of codes. The 2nd letter of each codes indicates the college the student is attending, `C` for Crafton or `V` for Valley. Refer to the student`s application for the appropriate eligibility code to apply in this field. If the student is eligible under multiple factors, choose the one with the highest priority. The codes are listed according to their priority from the top down (the top being the highest). Acceptance Term - Enter the year and semester the student 1st qualified for the program, I.e., `2001SP` for Spring 2001. If the student was dropped or voluntarily withdrew from the program and later returns, that student must re-qualify for the program. Enter the new year and term the student re-qualified into the program. End of Term Status - This is entered and updated at the end or near the end of each semester. Press `F1` to list and choose from the available codes. Planned Credits - Refer to the students Ed Plan to enter and update this field. This is done before the beginning of each semester. CARE Status - This is only used for students who also qualify for the CARE program. Refer to the CARE application to determine eligibility. Press `F1` to view and choose from the list of available codes. Choose `O` Not Served by CARE if not a CARE student. CARE Acceptance Term - Enter the year and semester the student 1st qualified for the CARE program. This field remains the same even if there was a break in service for the student. Enter `Not Applicable` if not a CARE student. Marital Status - This is only used to document CARE students. Leave blank for non-CARE students or enter `Y` N/A - Not a Care Student. Number of Dependants - This is only used to document CARE students with dependant children. AFDC Duration - This is only used to document the length of time a CARE student has been in the TANF program at the time of enrollment for the current term. Withdrawal Reason - This field indicates the primary reason the student withdrew from the EOPS and/or CARE program for the following term as of the end of the current term. If a students has more than one withdrawal reason, report the code with the highest priority. The codes are listed according to their priority from the top down (the top being the highest). Use caution in this field, there may be codes that are no longer used. Refer to Brett Noble in Computing Services to update the list. ***All OTHER FIELDS IN EOPS SCREEN ARE NOT USED*** XEFA: Mnenomic to run financial aide report for EOPS students. Used to verify BOG program requirement. From Datatel menu click File, Run, enter `XEFA` at the prompt. Follow Datatel prompts requesting term, location (C or V), student ID or SSN or type `A` to get list of all EOPS students, and address to send the report (type printer address or your e-mail address at the prompt). Type `R` to run the report. Datatel will give you confirmation when the report has been printed. Type `R` to run another report or `Q` to quit. TRAN: Mnemonic to run students transcripts. From the Datatel menu click on File, Run. Enter TRAN at the prompt. Enter the following information in the fields listed below: Trans Grouping - Type `VU` for Valley Unofficial, `CU` for Crafton Unofficial, `C` Counselor Copy. Use Grouping Ptr - Set to `No` Verify Prt Rstrs - Set to `No` Recipient - Leave blank Sort Order - Leave as `By Student` Add Hierarchy - Leave as `Preferred` Saved List Name - Leave blank Students - Type in the student`s SSN or ID No. Datatel will keep the students you requested the last time you requested transcripts from this screen. To delete the students you do not want click on the number to the left of the student`s name and click on `Delete`. To enter a student`s ID or SSN scroll until you find a blank field on the list. Addnl Select Criteria - Leave as `No` ***LEAVE ALL OTHER FIELDS BLANK*** Press `F10` to continue. Another screen will come up. You do not need to do anything on this screen. Press `F10 again to go to the printing option screen. In the Peripheral Device field, type `A` to print to you auxiliary printer, `P` to print to the system printer, or `H` to hold to the screen. If you type `P`, you must type your system printer in the Location field. Press `F10`. The system will take to the Phantom mode screen. You do not need to do anything on this screen. Press `F10` again. You will see the Datatel text screen. Press `F10` to continue. If you selected `H` to hold to the screen, follow the directions at the bottom of the screen to maneuver around the screen. `F9` to exit.

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

Datatel EOPS Documentation Rev. 02/02/00 Refer to State guidelines for program policies and requirements.

Notes (Cautions, suggestions for improvement, etc.)

There are two reports for EOPS and CARE that can be requested from Charles Green in Computing Services at any time during the semester.