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

Kathleen CastilloKathleen Castillo

José MillánJosé Millán

Susan StewartSusan Stewart

Cal Poly, San Luis ObispoCal Poly, San Luis Obispo

Student Academic ServicesA Division of Student Affairs

GoalsGoals

Technical Application Review Record Tracking Selection/Notification

Getting ReadyGetting 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

CSU Mentor ApplicationCSU Mentor Application

Xap Communicator Download: EOP Applications Essays Recommendations 1/2

Upload to FileMakerUpload to FileMaker

FileMaker Upload: Xap information PS information

ODBC Connection to Warehouse tables

Driver: Microsoft ODBC for Oracle

Print Cover SheetsPrint 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

Hand Off to EOP Hand Off to EOP Admissions TechnicianAdmissions Technician

Advisors Sign-in/out for Packets

3 Day Turnaround

Advisor ReviewAdvisor 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

Update PSUpdate PS

Enter on PS EOP Admission Tracking Screen – APPL or DENY

File Cover Sheets

Repeat ProcessRepeat Process

Flash E-mailFlash 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)

Flash Message

Non- First GenerationNon- 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”

PS ChecklistPS Checklist

PS ChecklistPS Checklist

Final Review of AllFinal Review of AllEligible ApplicantsEligible Applicants

Print Cover Sheets for all Remaining Applications that meet: First generation SAT qualifications Lack a recommendation

letter (approximately 200)

Admission SelectionsAdmission Selections

Receive PDF Files of All General Campus Admission Applicants

Print Report of All EOP Applicants with Admission Accommodation Status

EOP SelectionEOP 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

EOP Program EOP Program Acceptance NotificationAcceptance Notification

Congratulations E-mail! Admitted to Cal Poly and EOP… Way to go!!

Check Cal Poly Portal for Communication from EOP

Send Snail MailSend 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

Keep Up The Good Work!

Good Work!

PS UpdatesPS 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

PS UpdatesPS UpdatesCSU Student GroupsCSU Student Groups

Q&A

Contact Information: Kathleen Castillo kcastill@calpoly.edu

EOP Admissions Associate

José Millán jmillan@calpoly.eduEOP Advisor

Susan Stewart sstewart@calpoly.eduIT Manager, SAS

Student Academic Services: (805) 756-2301