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Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection

Cal Poly, San Luis Obispo. Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection. Kathleen Castillo José Millán Susan Stewart. Student Academic Services A Division of Student Affairs. Goals. Technical Application Review Record Tracking Selection/Notification.

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Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection

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  1. Cal Poly, San Luis Obispo Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection Kathleen Castillo José Millán Susan Stewart Student Academic Services A Division of Student Affairs

  2. Goals • Technical • Application Review • Record Tracking • Selection/Notification

  3. Getting Ready • Web Update: • EOP Application Booklet • EOP Income Guidelines • Open Fall Term on Xap • Review Download Projects • Prepare Database • Clone Database • Modify: • Cover sheet for income guidelines • Alpha breakdown

  4. CSU Mentor Application • Xap Communicator Download: • EOP Applications • Essays • Recommendations 1/2

  5. Upload to FileMaker • FileMaker Upload: • Xap information • PS information • ODBC Connection to Warehouse tables • Driver: Microsoft ODBC for Oracle

  6. Print Cover Sheets • Input Paper Recommendations • Print Cover Sheets: • First gen or undetermined • At least one rec • CP admissions appl • SAT above 400 • Undetermined First Generation Status Means: • EOP and admissions applications differ or • Lack of parent educational status

  7. Hand Off to EOP Admissions Technician • Advisors Sign-in/out for Packets • 3 Day Turnaround

  8. Advisor Review • Access FileMaker Database • View Applications Only for your Records • Begin Review: • Follow the process of the cover sheet • Questions arise: • lack of information • income • questionable degree • conflicting information • family owned business • out of country degrees • Complete review and determine eligibility • Note important comments • Assign point value • Sign and date the cover sheet Open FileMaker

  9. Update PS • Enter on PS EOP Admission Tracking Screen – APPL or DENY • File Cover Sheets

  10. Repeat Process

  11. Flash E-mail • 2 Weeks Prior to Deadline • Send Email (Flash Message) to all Cal Poly Applicants Who: • Said “YES” to EOP interest question • Are first generation • Have NOT submitted their EOP application (approximately 5000)

  12. Flash Message

  13. Non- First Generation • In FileMaker: • Run report • No advisor review • No cover sheet • In PeopleSoft: • Code as DENY in the Program Action field on the EOP Admissions Tracking page • In Notes Field: • Write “Not first generation” • Assign Checklist in PS: • Set AEOPAP (EOP Application) to “Complete” • Set AEOPRC (EOP Recommendation) to “Complete” or “Waive” • Add checklist item AEOPDN (EOP Denied) and assign as “Initiated”

  14. PS Checklist

  15. PS Checklist

  16. Final Review of AllEligible Applicants • Print Cover Sheets for all Remaining Applications that meet: • First generation • SAT qualifications • Lack a recommendation letter (approximately 200)

  17. Admission Selections • Receive PDF Files of All General Campus Admission Applicants • Print Report of All EOP Applicants with Admission Accommodation Status

  18. EOP Selection • EOP Regular Selection: • Admitted to Cal Poly • EOP eligible • EOP Special Selection: • EOP eligible • Students not admitted to Cal Poly • Meet minimum score requirements by college • Approximately 30 spaces • Applicants Being Considered are Reviewed by EOP Director • Criteria Considered: • SAT scores • Recommendations • Special circumstances • EOP advisor comments • Submit EOP Special Admission Recommendations to Admissions Director for Approval • Admissions Notifies the Student of Acceptance

  19. EOP Program Acceptance Notification • Congratulations E-mail! Admitted to Cal Poly and EOP… Way to go!! • Check Cal Poly Portal for Communication from EOP

  20. Send Snail Mail • Congratulations Letter of Acceptance to EOP • EOP Contract • EOP Advisor Assignment • SAS Brochure • Upcoming Campus Programs: Summer Institute, Open House, summer advising, Week of Welcome Keep Up The Good Work!

  21. PS Updates • Checklists (Student To Do List): • Initiate EOP Contract • EOP Recommendation • EOP Acceptance • EOP Tracking Screen • APPL to ADMT • APPL to DENY • EOP Student Groups • Financial Aid uses the Student Groups flag to award SEOP grants • Continue to Clear Checklist Items as Received

  22. PS UpdatesCSU Student Groups

  23. Q&A Contact Information: • Kathleen Castillo kcastill@calpoly.eduEOP Admissions Associate • José Millán jmillan@calpoly.eduEOP Advisor • Susan Stewart sstewart@calpoly.eduIT Manager, SAS Student Academic Services: (805) 756-2301

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