How to Process a New CalWORKs Student

This job aid will walk you through the process of adding a CalWORKs student record for MIS (New and Continuing)

Introduction Info

Students will be invited to apply to CalWORKs through the system once they submit a financial aid application and/or have an active college application on file.

Step	Instructions
1	Upon receipt of a CalWORKs application/referral from County. Navigate to: MIS/320 Reporting → MIS Data Collection → Student CalWORKs Data
2	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. Enter in Academic Institution: SDCCD Enter in your career (UGRD or CE) Leave Campus Blank Important Enter in the reporting term and then click on "Search"
3	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"
4	When you're ready to add a new value, click the "Add a New Value" tab:
5	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.
6	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
7	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 /wiki/spaces/MYS/pages/164069377 for the next step to work.
8	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
9	Click on "Save"
10	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)