1. Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection Kathleen Castillo José Millán Susan Stewart Cal Poly, San Luis Obispo Student Academic Services A Division of Student Affairs

2. Goals  Technical  Application Review  Record Tracking  Selection/Notification

3. Getting 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

5. CSU Mentor Application  Xap Communicator Download:  EOP Applications  Essays  Recommendations 1/2

6. Upload to FileMaker  FileMaker Upload:  Xap information  PS information  ODBC Connection to Warehouse tables  Driver: Microsoft ODBC for Oracle

9. Print 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

10. Hand Off to EOP Admissions Technician  Advisors Sign-in/out for Packets  3 Day Turnaround

11. Advisor 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

12. Update PS  Enter on PS EOP Admission Tracking Screen – APPL or DENY  File Cover Sheets

14. Repeat Process Import Applications Print Cover Sheets Advisor Review Update PS

15. Flash 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)

16. Flash Message

17. Non- 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”

18. PS Checklist

20. Final Review of All Eligible Applicants  Print Cover Sheets for all Remaining Applications that meet:  First generation  SAT qualifications  Lack a recommendation letter (approximately 200)

21. Admission Selections  Receive PDF Files of All General Campus Admission Applicants  Print Report of All EOP Applicants with Admission Accommodation Status

22. EOP 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

23. EOP Program Acceptance Notification  Congratulations E-mail! Admitted to Cal Poly and EOP… Way to go!!  Check Cal Poly Portal for Communication from EOP

24. Send 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 Good Work!

25. PS 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

26. PS Updates CSU Student Groups

27. Q&A Contact Information:  Kathleen Castillo kcastill@calpoly.edu EOP Admissions Associatekcastill@calpoly.edu  José Millán jmillan@calpoly.edu EOP Advisorjmillan@calpoly.edu  Susan Stewart sstewart@calpoly.edu IT Manager, SASsstewart@calpoly.edu Student Academic Services: (805) 756-2301