How to Process a New CalWORKs Student

Upon receipt of a CalWORKs application/referral from County.

Navigate to: MIS/320 Reporting → MIS Data Collection → Student CalWORKs Data

Open

Open

You will be prompted to search for a student.  To ensure that the student is a new CalWORKs student, please search for a student in the "Find an Existing Value" tab.

1. Enter in Academic Institution: SDCCD

2. Enter in your career (UGRD or CE)

3. Leave Campus Blank  Important

4. Enter in the reporting term

and then click on "Search"

If you see a list of values, the student is a continuing, or returning student.  If you need to refer to a previous semester's data entry, click on the appropriate term.  If you need to update an existing term's record, click on that semester.  Otherwise click on "Add a New Value"

When you're ready to add a new value, click the "Add a New Value" tab:

Type in the CSID (EMPLID) of the student and enter SDCCD as the Academic Institution.

Next enter in the appropriate career, campus and reporting term.

Terms Are:

• 2195 - Summer 2019

• 2197 - Fall 2019

• 2203 - Spring 2020

• 2205 - Summer 2020

Click on Add.

You should see the CalWORKs page for the semester you just created as shown below.

In order to save an entry, the following information is mandatory:

CalWORKs Information tab:

• Student CalWORKs Status

• Case Management Status

• Student Counseling

• Referral for Other Services

CalWORKs Family Data tab:

• Student Family Status

To process the application, click on the 3C Status tab and look for the YCALWA checklist item.  The status should be "initiated" which indicates the application has not yet been received.

If you do not see it, then they were not invited to CalWORKs based on their financial aid application or college application.  You will need to manually enter the checklist item to "Received" if you want to place them in your application review queue, or to "Completed" if you already verified their status with the county. 

To manually enter them, click on the checklist icon in the top and manually post the application.

 Be sure you enabled pop-ups in your browser for the next step to work.

Make sure you're looking at the YCALWA checklist.  Admin function is GEN:

Next, click on "Checklist Management 2" where you will update the application status. 

• Choose "Received" to indicate the student submitted a CalWORKs application

• Choose "Completed" if the student is admitted to CalWORKs

Click on "Save"

To verify, click on "Return to Search" and bring up the student record again to see the updated information.

Click on the CalWORKs Information tab to enter in appropriate comments if needed.

The student should now appear on the CalWORKs Application Review report for reviewing applications. See How to Review CalWORKs Applications (Accept/Reject)