Chancellor’s Office-CCCEOPSA EOPS/CARE Statewide Technical Assistance Training March 4, 2014

1. Chancellor’s Office-CCCEOPSA EOPS/CARE Statewide Technical Assistance TrainingMarch 4, 2014 Chancellor’s Office EOPS-CARE Update Presented by Kelly Gornik

2. Topics • Changes in 2014-15: District Required Match & Waiver Criteria for full-time director • EOPS-Paid Computer Equipment, Furniture, & Travel Costs for non-EOPS staff to EOPS activities • Purchase of Nooks, Kindles, laptops to give to students – allowed or not allowed? • Title 5 Limit on EOPS Grants & EOPS Work-study

3. 1. District Required Match • Will increase for each college by 23% in 2014-15 • Example: college with a $100,000 district required match in 2013-14 will have a $123,000 district required match in 2014-15 • Why is this happening?

4. Background • Title 5, section 56210 “Comparable Level of services”: requires that there be a district match for EOPS & stipulates that match is determined by two figures from two formulas: • Average district contribution reported in the final expenditures in the previous three fiscal years • 15% of the average EOPS allocation in the previous three fiscal years Larger figure = district required match

5. Background • Section 56210: requires CCCCO to use formulas every fiscal year • In 2009-10, CCCCO temporarily suspended using section 56210 when EOPS and CARE were cut nearly 40%

6. September 2009 CCCCO Administrative Relief Memo • Provided certain student services categorical programs with administrative relief measures to assist colleges in administering these programs in response to the significant budget cuts • CCCCO cut district required match by 40% in 2009-10 • “Remain at this (reduced) level through 2012-13 or be adjusted proportionately by any decrease or increase in EOPS funds.”

7. 2013-14 • EOPS funds were augmented by a partial restoration of $15 million in the 2013-14 State Budget Act! • Each EOPS program received an increase of 23.371% over the prior fiscal year! • District required match to increase by 23% to mirror increase to EOPS

8. 46 Colleges • SSARCC allows us to precisely track actual district contribution for each college • For 46 colleges, the 2013-14 planned district contribution does not meet the updated 2014-15 district required match figure (see attached list) • These colleges have the current 2013-14 year to identify appropriate ways to increase the district contribution by at least 23% for 2014-15

9. Allowable District Match • Director’s EOPS/CARE time (MUST be paid by district funds) • Other “over and above” EOPS expenses in object codes 1000-7000: In general, if EOPS funds are permitted to be used, then district funds can be used for those same type of expenses and counted as district match

10. Allowable District Match • Student Success and Support Programs (SSSP) Funds given to EOPS for “over and above” EOPS services (i.e. assessment, orientation, counseling/advisement, student educational plan, or follow-up services ) Supplanting is strictly prohibited even if college exceeds its district required match

11. “CCCCO Instructions for Completing EOPS Reports 2013-14”(See hand-out) Page 4: indicates that district required match to increase proportionately in 2014-15 to match increase to EOPS in 2013-14 Contact me for technical assistance.

12. 1. EOPS Director Position • Title 5, section 56230: Each college shall employ a full-time director

13. Title 5, Section 56230 Allows for part-time directors only if college meets at least one of four allowed waiver criteria in 2013-14 Two of the four allowed waiver criteria will be eliminated after 2013-14

14. Full-Time Director Waiver Criteria in 2013-14(see hand-out) 1.“Small EOPS Program”: served less than 500 EOPS students and received less than $500,000 EOPS allocation in prior fiscal year 2.Assistant EOPS Director/Coordinator 100% in EOPS/CARE: if director is assigned less than 50% time to EOPS/CARE, then assistant director must be certificated; must administer program in absence of director

15. Full-Time Director Waiver Criteria in 2013-14(see hand-out) Two More Added in 2009-10 through “Administrative Relief” Memo: 3. District is in fiscal distress 4. Full-time director waiver was approved between 2009-10 and 2012-13

16. Two Waiver Criteria to be Eliminated in 2014-15 • District is in fiscal distress • Full-time director waiver was approved between 2009-10 and 2012-13 Why? These criteria were added only because EOPS was cut by 40% in 2009-10 and EOPS is now on a path towards restoration (Page 1 of 2013-14 Program Plan clearly states that these two waiver criteria will be eliminated)

17. 30 EOPS Programs • In 2013-14 program plan, 30 EOPS programs used waiver criteria on the chopping block for 2014-15: Alameda, Antelope Valley, Bakersfield, Butte, Cerro Coso, Citrus, Cuyamaca, Diablo Valley, Evergreen Valley, Fresno City, Fullerton, Grossmont, Hartnell, Lake Tahoe, Los Medanos, Merritt, Mission, Palo Verde, Reedley, Rio Hondo, San Diego City, San Joaquin Delta, Santa Ana, Sequoias, Sierra, Skyline, Victor Valley, West Hills Coalinga, West Los Angeles, Yuba

18. 30 EOPS Programs For 2014-15, options for these 30 programs: • Implement full-time EOPS director b. Qualify for waiver based on being a “small” program (served less than 500 EOPS students & received less than $500,000 EOPS allocation in prior fiscal year)

19. 30 EOPS Programs For 2014-15, options for these 30 programs (continued): c. Qualify for waiver based on having an assistant director/coordinator assigned 100% to EOPS/CARE who clearly manages the program in director’s absence; if director is less than 50%, then assistant director must be certificated.

20. 2. EOPS-Paid Computer Equipment/Furniture/Non-EOPS Staff Travel to EOPS Activities • Title 5, section 56295(b) requires written pre-approval for computer hardware and software • Title 5, section 56296(d) requires written pre-approval for furniture • Title 5, section 56296(f) requires written pre-approval for travel costs of non-EOPS staff to EOPS activities/functions

21. 2. EOPS-Paid Computer Equipment/Furniture/Non-EOPS Staff Travel to EOPS Activities (continued) • Currently, no written pre-approval needed because blanket waiver provided in September 2009 “Administrative Relief” memo is still in effect through 2013-14 at least • Blanket waiver does not apply to CARE

22. 2. EOPS-Paid Computer Equipment/Furniture (continued) • Stay below EOPS discretionary cost limit for EOPS-paid expenses in object codes 4000-6000 combined • EOPS discretionary cost limit: either 10% of total EOPS allocation or $50,000, whichever is less, per Title 5, section 56295(a)

23. 3. Purchase of Nooks, Kindles, Laptops & Similar Items to Give to Students • Not Allowed with EOPS or CARE funds • Considered “Gift of Public Funds” • When in doubt, ask CCCCO EOPS-CARE

24. Allowable Options • EOPS Equipment Loan Program (Object Code 4000B) • Written Contract (see College of the Desert contract) • Note that this is a EOPS discretionary cost • Grant (Object Code 7000C) • Based on documented unmet financial need

25. 4. Title 5 Limit on EOPS Grants & EOPS Work-Study Per Student • Title 5, section 56254 • Awarded based on unmet need • EOPS Grants: $900 per academic year • EOPS Work-study: $1,800 per academic year • Combo of grants & work-study: $1,800 per academic year • Does not include textbook assistance in category B

26. Questions?Thank you!