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STUDENT SERVICES MOSAIC
Audrey Yamagata-Noji, Vice President,
Student Services, Mt. San Antonio CCD(power point prepared by Dr. Jeanie Nishime
Vice President Student & Community Advancement
El Camino College)
The Federal Government is Largest
Source of Financial Aid
The major Federal Financial Aid Programs are:
Federal Pell Grant (average award $5,350 with $0
contribution from student)
Federal Work Study
Federal SEOG (Supplemental Educational
Opportunity Grant)
FFELP and Direct Loan Programs
Federal Perkins Loan Program
Academic Competitive Grant (ACG) – 2006-07
TEACH -- new for 2008-09
California Financial Aid
Cal Grant Programs
Cal Grant A
Cal Grant B
Cal Grant C
Board of Governor’s Enrollment Fee
BOG A
BOG B
BOG C
BFAP-SFAA Augmentation
BFAP-SFAA certified on 8/26/03
Provided categorical funding to financial aid
offices of CCC for financial aid administration
Not slated for budget cuts
Authorized Uses of BFAP Funds
Staffing
Training
Technology for the processing of financial aid
Outreach materials
EOPS - Extended Opportunity Program and
Services
CARE - Cooperative Agencies Resources for
Education
EOPS/CARE Spelling it out
EOPS Mandate
SB 164 - September, 1969
Educational Code Article 8. Section 69640
Legislature intent and purpose -encourage local community colleges to establish and implement programs.
Identify students who are disadvantaged by language, social, and economic status.
EOPS - Goals
Assist low income and educationally
disadvantaged students achieve their
educational goals.
Encourage the enrollment, retention, and
transfer of students who are challenged by
language, social, economic and educational
disadvantages.
EOPS Funding Allocation and Criteria
Base Allocation-$50,000
Allocation based on unduplicated students
documented from previous year.
Will receive no less than 95% of prior year’s
allocation.
Penalty for excess of 5% returned at end of year.
Proper documentation in student files.
District Match – predetermined by the state
yearly.
Employ full time district supported EOPS director.
EOPS Qualifications
Must Be a California Resident
Must Be Eligible for a Board of Governors Fee
Waiver (BOG A or BOG B)
Must Enroll in 12 Units or More (some
exceptions may be made)
Have Not Completed More Than 70 Degree
Applicable Units nor earned a GED
High School Graduate with GPA Below 2.5
Previous Enrollment in Remedial Courses
EOPS Qualifications (cont.)
Must Have an Educational Need in One of the
Following Areas:
Placement Scores Below required limit –
English and Math
Non-High School Graduate
Have Not Passed the California
Proficiency Exam
CARE Mandate
AB3103
State Approved: September 1982
Established as a “unique educational program
geared toward the welfare recipient who desires
job-relevant education to brake the dependency
cycle”.
CARE Goals
Supplementing EOPS, CARE offers educational
support services targeted at the low income,
academically under prepared, single parent.
Allowances and grants are awarded to support
retention, persistence, graduation and transfer
rates.
CARE Funding Allocation
and Criteria
Base Allocation - $ 10,000
Allocation based on total number of students
served statewide (rate per student)
Must be EOPS – eligible.
Proper documentation in student file.
Will receive no less than 95% of previous
years allocation.
Penalty for excess of 5% returned end of
year.
Must Be Eligible for EOPS
Parent and/or Child Must Be
a Recipient of TANF (CalWORKs)
Must Be Over 18 Years of Age
Must Be Single Head of Household
Must Have One Child Under the Age of 14
Must Apply for Financial Aid
Must Enroll in 12 Units (some exceptions
may be made by EOPS)
CARE Qualifications
Textbook Vouchers
Priority Registration
Walk-in Counseling
Individual Tutoring
Helpful Peer Advisors
University Application Fee Waivers
EOPS Services (examples)
Supplemental Grants
Parenting Workshops
Auto Repair Vouchers
Gas Cards
Bus Tokens
Meal Program
Tutorial Program
Child Care and Community Referrals
T.L.C. Day care for Sick Children
CARE SERVICES (Examples)
What is matriculation?
A specific set of services dedicated to
providing the student with access to
higher education and the professional
assistance to help them assure
success in their courses and programs.
It is not an event--it is a process that
involves the entire college.
Why matriculation?
To ensure equal educational opportunity
To maximize the receipt of educational
services
To provide the means for students to set
realistic goals, to fully understand the
pathways to their success and to ensure
that students are not excluded from
appropriate services
The Beginning
AB3 the Seymour-Campbell Matriculation Act of 1986
Student Matriculation: A Plan For Implementation 1987
Title 5, Chapter 2 §51024 Defines matriculation
Chapter 6, Subchapter 1, Curriculum and Instruction – course outline of record, prerequisites, corequisites and recommended preparation
Chapter 6, Subchapter 6, Matriculation Programs – required services, plans, evaluation and data collection, students rights and responsibilities
Student Matriculation : A Plan For
Implementation
TWO PRIMARY GOALS
STUDENT SUCCESS
INSTITUTIONAL EFFECTIVENESS
8 COMPONENTS OF MATRICULATION
Institutional Effectiveness
Partnership of student services and
instruction
Systemwide accountability
Efficient use of district resources
Institutional research
Increased participation of
underrepresented students
Admission
A procedure for processing the
application
Determination of exempt and
non-exempt students
Admissions services must be modified
for ethnic and language minority
students when necessary
Orientation
Inform students of their rights and
responsibilities, college programs and
services, complaint procedures,
exemption policies, challenges to
prerequisites and other limitations on
enrollment
Modes: class, video, dvd, one-on-one,
written
Assessment
Includes all non-exempt students
Holistic (not just placement test)
Advisory (unless validated and multiple
measures are used for placement)
Only approved instruments
Multiple measures
Companion measures that make sense
Placement into the curriculum, not
admissions
Counseling and Advisement
Meet students’ needs for advisement
Explain use of student educational plan
Student educational plan
Course selection
Goals for completion
Referral to services
Regular review and revision
Student Follow-up
Post enrollment evaluation of
non-exempt students
Early intervention
Appropriate referrals
Positive and non-positive feedback
Coordination and Training
Faculty and staff training in
matriculation
Dissemination of research that
demonstrates student outcomes
Local matriculation advisory committee
All components are covered
Research and Evaluation
Validation of assessment instruments
Analysis of student outcomes,
placement rules, district resources in
relation to student needs, exemption
categories
Documentation of services received by
students via matriculation process
Prerequisites, Corequisites and
Advisories
Pre and corequisites must be enforced
Matriculation governs procedures for
establishing prerequisites – it does not
govern instructional practices
Prerequisites, Corequisites and
Advisories cont.
Board adopted policies are consistent with
Title 5 regulations and the Model District
Policy
Pre and corequisites are checked, prior to
enrollment whenever possible, but always
checked
Informal prerequisites cannot be enforced
Funding
Match
3:1 Matriculation to District match
Other categoricals cannot be used to
meet match
Weighted formula
Based on headcounts for new,
continuing, & basic skills
95% of prior year’s allocation guaranteed
How Can Funds Be Used?
Colleges can only expend their Matriculation
allocation funds to support and meet the
costs of the matriculation services described
in Title 5 Sections 51024 and 55520 and in
accordance with the objectives and activities
identified in the college’s approved
matriculation plan per Title 5, Section 55510.
Staff, certificated or administrative positions that
do not support the matriculation services
described in college’s approved plan.
Indirect costs (i.e., heat, lights, power or janitorial
services).
Political or professional association dues or
contributions.
Costs of construction, remodeling, renovation, or
the purchase of vehicles.
Costs for travel unrelated to matriculation
activities or functions.
Expenditures Not Allowed
Site Reviews And Technical
Assistance
Colleges are scheduled every six years
based upon the accreditation cycle
Led by peer consultants
Formal report and recommendations
Site evaluations are based upon the
colleges’ approved plans
DSPS Mandates
Education Code, Section 84850 and Title 5, California
Code of Regulations (5 CCR) Sections 56000-56076)
were enacted in 1976 through the passage of Assembly
Bill 77
Sections 504 and 508 of the federal Rehabilitation Act,
the Americans with Disabilities Act (ADA), and State
Government Code Sections 11135-11139.5.
To Fund or Not to Fund?
Technically, operating DSPS is voluntary on the part
of each college. Title 5 regulations apply only if DSPS
funds are allocated.
Even without funding, the college is obligated under
state and federal law regarding the civil rights of
people with disabilities and the need to provide
services and accommodations to ensure that the
college’s programs and services are accessible to,
and usable by, students with disabilities.
What Accommodations are
Required?
As a result of the interactive process, disability
related accommodations are provided to students
in order to provide equal access to the
educational process and to eliminate
discrimination.
No direct legal or regulatory requirement to
provide a specific service, there may be an
institutional standard and general programmatic
expectation that has developed regarding such
services
Why Accommodate:
Federal and state non-discrimination laws are designed
to ensure that qualified students with disabilities are not
denied an equal opportunity to participate in and benefit
from an educational program.
Community College has the responsibility to provide
appropriate academic accommodations to all qualified
students enrolled in college classes and taking part in
college activities.
Colleges can establish service policies that outline
student rights and responsibilities - policies must be
reasonable and fair, be applied to all students, and be
provided in advance to DSPS students in an accessible
format.
A College’s Obligation
If DSPS funds are insufficient to pay for an accommodation
or it is an accommodation which cannot be funded by
DSPS, the district will need to fund it from another source.
If a non-discrimination complaint or lawsuit was filed by a
student, the budget of the entire institution compared to the
cost of the accommodation would be taken into account.
Whether or not the college had planned and budgeted for
such expenditure would be irrelevant because of the legal
requirement to provide the necessary and appropriate
disability related accommodation is determined through the
interactive process between the student and the college.
Funding formula
Weighted Student Count
% of College Effort (Expenditure – Revenue)
Base for each college ($72,592 in 08-09)
COLA
Growth
If sum of above is less than 95% of previous
year’s allocation, 95% is guaranteed.
Funding Formula
Disability
Categories
Hearing ABI LD Vision Mobility
Primary
Weighted at
4.87 3.34 3.15 2.25 1.32
Secondary
Weighted at
2.44 1.67 1.58 1.13 0.66
Disability
Categories
Other DDL Speech Psych
Primary
Weighted at
1.32 1.29 1.00 0.38
Secondary
Weighted at
0.66 0.65 0.50 0.19
Required Staffing
DSPS Coordinator is the only required position BUT qualified staff
needed to conduct work related to the provision of accommodations
and services to qualified students with disabilities.
• interviewing students with disabilities;
• reviewing disability documentation and determining disability related
functional limitations in the educational setting;
• working with the student to receive needed accommodations;
• coordinating and ensuring such accommodations are provided in a
timely and effective manner;
• working with students with disabilities when they face various barriers to
success or disability related issues related to college; and
• working with faculty and other college staff to answer their questions
about accommodations and other issues related to students with
disabilities, while staying within legal confidentiality requirements.
Resources
Chancellor’s office website
www.cccco.edu
Click on Student Support
Click on Student Services
Click on the program of interest
Subscribe to listserv for the program
http://www.ed.gov/programs/fpg/index.html
MIS “Report”
Let’s start with a common misconception
There is no “Report” it is just a collection of files, each file has “data”
TERM End Submission Deadline 30 days after term End
Student Basic (SB)
Student Enrollment (SX)
Course (CB)
Section (XB)
Session (XF)
Faculty Assignment (XE)
Student Matriculation (SM)
Student Disability
Student EOPS
Precollegiate Basic Skills
VATEA
Employee Demographic (EB)
Annual Submission
Campus Calendar – due Sept 1st every year
Student Financial Aid – due October 1st every year
Student Assessment – due October 1st every year
Overview of MIS data files
Enrollments(SX)
StudentDemographics
(SB)Sections
Courses
Fin.Aid
Assess.
VTEA
Matric.
Pgm.Awds.
Emp.Demo.
Sessions
Calendar Assignments
EOPSDSPS
Emp.Assign.
Cal-WORKs
Relationship example
section
123-45-6789
section 4562
Section 4562
session
Section 4562
Employee
assignment
Student Basic
ssn: 123-45-6789
Enrollment
Faculty
information
Some Causes of Delays
Data input categorical program
Error correction
Incomplete Section information (ex: faculty
assignments)
Course Control Numbers
Grades in on time
Impact of Late submissions
Categorical programs at State level
Extract MIS data at various times
Reports generated and sent to campus Offices
Late submission means the report may not be accurate
IPEDS Reporting fine of $25,000
Many others
Course Control Numbers
Unique Control Number for each course
Control Numbers are based on 9 data elements
If any of these changes, Course file is rejected and a new control number needs to be acquired
Re-Submits of Data
“YES” CO recommends Re-submission of data
ALL MIS files have to be re-submitted.
Enrollments(SX)
StudentDemographics
(SB)Sections
Courses
Fin.Aid
Assess.
VTEA
Matric.
Pgm.Awds.
Emp.Demo.
Sessions
Calendar Assignments
EOPSDSPS
Emp.Assign.
Cal-WORKs
Graphic courtesy of CO’s MIS
Re-Submit Concerns
Backdates impact on program numbers
SB14-Educational goal may have changed from what was originally reported
SB15 Enrollment status may have changed
What was “new student” now is “continuing”
What was k-12 (special admit) is no longer K12
Consider…
• Change(s) may OR may not be a problem
• Think of all the back-dates that happen at your campus
Consider…
Resubmission is not a Technical issue
Your IT departments can resubmit BUT
Categorical programs must realize the impact on them as well as other programs
IT may not be able explain Why numbers changed, they can make educated guesses.
Make every effort to meet your IT dept’s deadlines
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