EOPS/CARE Process

Owned by mySDCCD Help
Last updated: Aug 02, 2018
4 min read

This page will document the process for processing EOPS/CARE students in the new system.  

Test Environment Link: http://test-web2.sdccd.edu:24140/CSTST92/signon.html

(warning) You will only be able to access the test link from your work computer, or any computer that has access to the SDCCD intranet.

Process

#ProcessScreenshots
1

The process begins by inviting students who are eligible for EOPS to apply.  These are students who are CCPG (BOGW) A/B eligible or received a CCPG-C with a 0 EFC.

IT Process: Run 3C Engine X_FA_EOPS_X06

  • This process will assign the X06 communication (Invite Email)
  • Will also assign XEOPSN - New Application Checklist to the student (this will show on the portal)

IT Process: Run CommGen for X_FA_EOPS_X06 Emails

  • This is the second part of the process, this will send the email to the student.

2

EOPS Front Counter Staff:

Once students have been invited, and as applications come to the EOPS office:

Will login to Campus Solutions and navigate to the Student EOPS Data page → 

Navigation: MIS/320 Reporting → MIS Data Collection → Student EOPS Data

  • Staff will first search for the student in the "Find an Existing Value" section.  If there is no value then they will go ahead and create the Fall 2018 and Spring 2019 records.
    • (warning) If it is a continuing student, staff will need to carry over the EOPS student's Term of Acceptance and Eligibility Factor from the previous semester.

New Students (No previous records or a break in between semesters)

  • Staff will create a 2018 Fall (2187) and Spring 2019 (2193) entry page on the EOPS page under "Reporting Term"
  • Once both semesters are built, the staff will be able to process their application.
  • Click on Save, then navigate to the 3C Status tab  
  • Staff will click on the XEOPSN checklist and mark the XAPPN (EOPS Application) checklist as "received"
  • Click on Save

Staff should create term pages for both Fall and Spring semesters.  By doing so, we will be able to create unduplicated headcount for Fall and Spring EOPS students.

Continuing Students

  • Continuing students are notified manually to either submit a continuing EOPS student application or to attend orientation. 
  • Once the student notifies EOPS they wish to attend, EOPS staff should mark their EOPS application as "completed" and assign them the XECONT checklist.


3

EOPS Technicians:

As applications come in and marked as received, they will appear in the EOPS Application review page.

EOPS techs will review applications for entry into EOPS:

  • Use the X_FA_EOPS_APP_REVIEW query
  • EOPS Techs will review the students who submitted an application (XAPPN = R 'Received'). 
  • Three possible scenarios:
  1. Approve:
    1. These students meet the requirements and will be invited to attend orientation:
      1. Go to first page in EOPS and enter Term of Acceptance and Eligibility Status
      2. Complete XEOPSN Checklist

  2. Documentation Required
    1. Add XEODOCS checklist
      1. Click on the checklist icon
    2. Add checklist items (See List)
    3. Add comment
    4. Repeat until documents are received

  3. Ineligible
    1. Mark XEOPSN checklist as "cancelled" (Only for new students)
    2. Add XDENY Checklist
    3. Add checklist items indicating reason why the application was denied

To Add Checklists:

  1. Administrative Function is Gen
  2. Add one of these checklist codes:
         XEDENY    EOPS: Ineligible Checklist
         XEODOC   EOPS Documentation Request
  3. Click on "Checklist Management 2"

Add your checklist items you want the student to know about by clicking on the magnifying glass and picking the right item:

4

IT Processes:

  • Approve - 
    • Add XEOPAC (XECONT for Continuing) checklist which includes:
      • MRC (New Students Only)
      • Orientation
  • Documentation Needed -
    • Send X_FA_EOPS_X01 email
    • Reminder is sent every other week
  • Ineligible - 
    • Send X_FA_EOPS_X03 email

5

EOPS Front Office:

At this point students may either:

A) Complete orientation and MRC (Black)

or

B) Turn in required documents to complete the application review process. (Red)

For both, staff will need to mark the checklist as "Complete" in order for the student to be eligible for the book service and admitted to the program.

6

IT Processes:

As students complete the XEOPAC and XECONT checklist, they will be admitted to the EOPS program and assigned EOPS program requirement checklist:

  • Run 3C Process X_FA_EOPS_ACCEPT
    • Assigns XEOPFA Checklist which includes 3 contacts, ed plan and progess report (Miramar has the Fall/Spring Projects)
    • Be picked up in the Bookstore Process
      • Also checks for 9 units
      • Item Types are separated by Fall and Spring Book Services

Components


TypeNameDescription/Comments
Queries

X_FA_EOPS_BKSTORE

X_FA_EOPS_REPORT

X_FA_EOPS_APP_REVIEW

This query will list all students that are eligible for the EOPS Book Service (New and Continuing)

This query lists all active EOPS students.  

This query lists all students who submitted an EOPS application for review

Emails

X01

X02

X03

X05

X06

X13

EOPS Documentation Request

EOPS Continuing Application

EOPS Ineligible Application

EOPS Provisionally Accepted

EOPS Invitation to Apply

EOPS Reminder to attend orientation

Checklists