Process Number: 161	Revision Date: 6/4/2001 8:19:51 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:	EOPS/CARE Program Assistant		Author:	LRecord
Cross Trained Staff:		Manager:	ARios	Vice Pres.:	AContreras

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/CARE Application - EOPS Student Mutual Responsibility Contract Agreement - Assessment Score/Placement - BOG Certification - Ed Plan - Transcript - Contact Log Sheet - Student Progress Report - Printed copy of student registration form - TANF/CalWORKS Certification (from Dept. of Social Services) - Certification from Dept. of Social Services for other childcare services received - Financial Aide form

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/CARE Program - Audit application to ensure everything has been properly filled out and the data student provided is consistent. - Send out cover letter to eligible EOPS students. Cover letter also invite student to attend EOPS orientation. - Follow for all required documentation/certification forms to qualify students into program have been received (refer to all source documents) - Review transcripts for transfer students. - Records all semester student has attended Crafton on student`s file to track 6 consecutive semester requirement. - Document all contact with student in contact log in student file. - Distribute Progress Reports to students to submit to their instructors during 5th week of semester. Create log sheet to track students who have not submitted progress report. Send out voicemails to faculty as reminder to return progress reports to EOPS students. - Notifiy Bookstore of Purchase Order for EOPS students. Purchase Order kept open for 2-3 weeks at beginning of each semester. - Stamp students registration printout to identify them as EOPS students at the Bookstore. - Print list of all EOPS students to send to DSPS office to identify EOPS students who are also in DSPS program. - Update ledger of EOPS/CARE grants awarded and expenses incurred. - Notify District Office to print and issue checks.

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

EOPS (Student EOPS Information screen): 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*** TRAN (Tanscript Print screen): 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. AIDE (Award Detail screen): Mnemonic for Award Detail Entry screen where the financial award money is granted to the student for the Academic Year. From the Datatel menu click File, Run and at the mnemonic prompt enter `AIDE`. Another prompt will appear requesting the Academic Year you wish to lookup and assign award monies to, e.g., 2000 is for Fall 2000 to Summer 2001 academic year. The next prompt will request for the student`s ID or SSN. After the student lookup another prompt will appear requesting the eligible award period, e.g., 01/SP1 where `01` is the year and `SP` is for Spring and the `1` is the dispursement period. The following are required fields to assign award monies: Award - Type `…` to pull up the resolution screen to view and choose the appropriate code or type `CEOP` for Crafton`s EOP program or `CCARE` for Crafton`s CARE program. Amount - There are 2 amount fields in this screen. The Amount field located in the middle section of the screen is where the total amount is granted to the student. Type the appropriate amount you are granting to the student. When you enter the amount the system will evenly distribute the money towards all the dispursement periods for the academic year located at the bottom portion of the screen. You can make changes to the amounts the system evenly assigned for each dispursement period, but as you make changes the total you assigned for the program will also change. Make sure the total sum for all the dispursement periods is the total you are granting to the student, unless you are increasing the award money initially awarded to the student. Date - the date will automatically default to current date. Press `F10` to save the record. FCAR (Award Analysis): Mnemonic to pull a report for EOPS and/or CARE describing the amount award to a student with breakdowns of the different disbursement periods. From the Datatel menu click on File, Run, and enter `FCAR` at the prompt. The system will prompt you to enter an Academic Year. Award Periods - Enter all the disbursement periods you wish to see on the report, e.g., `01/SP1` 1st disbursement for Spring 2001. You can also type `…` to pull up a resolution screen to view and choose the appropriate periods. Awards - Enter all the different awards you wish to see on the report. `CEOP` is for Crafton`s EOPS program and `CCARE` is for the CARE program. You can also type `…` to pull up the resolution screen to view all the programs and choose. ***All Other Fields are Not Required*** Press `F10` to continue. This will take you to the Sort Definition Screen. You do not need to do anything to this screen. Press F10` to continue. The next screen is the Peripheral screen where you disignate where you want the report sent. At the Peripheral Device field if you enter `P` to print you must enter the printer address in the Location field. You can e-mail the report to yourself by entering `E` in Peripheral Device and press . This will take you to another screen where you can enter your e-mail address. Press `F10` to take you back to the Peripheral screen. Press `F10` again to continue. The system will take you to Phantom mode screen. Press `F10` again to continue. A text screen will appear showing you the number of records being processed. Follow the prompt, press to continue. This will take you out back to the Datatel menu. FTAR (Batch FA Transmittal Register): Mnemonic to run transmittal listing of all EOPS students. Transmittal is used by District to issue checks to EOPS students. Datatel will save the list of students from the last time FTAR was run. You can add and delete names from FTAR when you review the list of students to receive chaecks. Transmittal will list students units, if below 9 units, student name will be removed from the list and that student will not receive any EOPS money. MCRG (Misc Charges/Credits Invoices): Use this screen if the student is requesting meal tickets. The amount issued in this screen is taken off the total EOPS money awarded to the student. XXEO (EOPS Verification Report): Mnemonic to run an EOPS report. From the Datatel menu click File, Run, and enter `XXEO` at the prompt. A text screen will appear requesting for the Location, Term, Printer or E-mail Address. Lastly, type `R` to run the report. The system will confirm when the report is complete. You can type `R` again to run another report or `Q` to quit. XBKC (Bookstore Credits): Mnemonic to view or print expenses student incurred at the bookstore and any meal tickets that may have been issued. From the Datatel menu click File, Run, and enter `XBKC` at the prompt. A text screen will appear. Follow the prompts at the bottom of the text screen.

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.)