STUDENT SERVICES MOSAIC

Audrey Yamagata-Noji, Vice President,

Student Services, Mt. San Antonio CCD(power point prepared by Dr. Jeanie Nishime

Vice President Student & Community Advancement

El Camino College)

A quick overview (a sprint rather than a marathon!)

Financial Aid

EOPS/CARE

Matriculation

DSPS

Types of Financial Aid

Grants

Jobs

Loans

Fee Waivers

Sources of Financial Aid

Federal Government

State

Institution

The Federal Government is Largest

Source of Financial Aid

The major Federal Financial Aid Programs are:

Federal Pell Grant (average award $5,350 with $0

contribution from student)

Federal Work Study

Federal SEOG (Supplemental Educational

Opportunity Grant)

FFELP and Direct Loan Programs

Federal Perkins Loan Program

Academic Competitive Grant (ACG) – 2006-07

TEACH -- new for 2008-09

California Financial Aid

Cal Grant Programs

Cal Grant A

Cal Grant B

Cal Grant C

Board of Governor’s Enrollment Fee

BOG A

BOG B

BOG C

BFAP-SFAA Augmentation

BFAP-SFAA certified on 8/26/03

Provided categorical funding to financial aid

offices of CCC for financial aid administration

Not slated for budget cuts

Authorized Uses of BFAP Funds

Staffing

Training

Technology for the processing of financial aid

Outreach materials

EOPS - Extended Opportunity Program and

Services

CARE - Cooperative Agencies Resources for

Education

EOPS/CARE Spelling it out

EOPS Mandate

SB 164 - September, 1969

Educational Code Article 8. Section 69640

Legislature intent and purpose -encourage local community colleges to establish and implement programs.

Identify students who are disadvantaged by language, social, and economic status.

EOPS - Goals

Assist low income and educationally

disadvantaged students achieve their

educational goals.

Encourage the enrollment, retention, and

transfer of students who are challenged by

language, social, economic and educational

disadvantages.

EOPS Funding Allocation and Criteria

Base Allocation-$50,000

Allocation based on unduplicated students

documented from previous year.

Will receive no less than 95% of prior year’s

allocation.

Penalty for excess of 5% returned at end of year.

Proper documentation in student files.

District Match – predetermined by the state

yearly.

Employ full time district supported EOPS director.

EOPS Qualifications

Must Be a California Resident

Must Be Eligible for a Board of Governors Fee

Waiver (BOG A or BOG B)

Must Enroll in 12 Units or More (some

exceptions may be made)

Have Not Completed More Than 70 Degree

Applicable Units nor earned a GED

High School Graduate with GPA Below 2.5

Previous Enrollment in Remedial Courses

EOPS Qualifications (cont.)

Must Have an Educational Need in One of the

Following Areas:

Placement Scores Below required limit –

English and Math

Non-High School Graduate

Have Not Passed the California

Proficiency Exam

CARE Mandate

AB3103

State Approved: September 1982

Established as a “unique educational program

geared toward the welfare recipient who desires

job-relevant education to brake the dependency

cycle”.

CARE Goals

Supplementing EOPS, CARE offers educational

support services targeted at the low income,

academically under prepared, single parent.

Allowances and grants are awarded to support

retention, persistence, graduation and transfer

rates.

CARE Funding Allocation

and Criteria

Base Allocation - $ 10,000

Allocation based on total number of students

served statewide (rate per student)

Must be EOPS – eligible.

Proper documentation in student file.

Will receive no less than 95% of previous

years allocation.

Penalty for excess of 5% returned end of

year.

Must Be Eligible for EOPS

Parent and/or Child Must Be

a Recipient of TANF (CalWORKs)

Must Be Over 18 Years of Age

Must Be Single Head of Household

Must Have One Child Under the Age of 14

Must Apply for Financial Aid

Must Enroll in 12 Units (some exceptions

may be made by EOPS)

CARE Qualifications

Textbook Vouchers

Priority Registration

Walk-in Counseling

Individual Tutoring

Helpful Peer Advisors

University Application Fee Waivers

EOPS Services (examples)

Supplemental Grants

Parenting Workshops

Auto Repair Vouchers

Gas Cards

Bus Tokens

Meal Program

Tutorial Program

Child Care and Community Referrals

T.L.C. Day care for Sick Children

CARE SERVICES (Examples)

What is matriculation?

A specific set of services dedicated to

providing the student with access to

higher education and the professional

assistance to help them assure

success in their courses and programs.

It is not an event--it is a process that

involves the entire college.

Why matriculation?

To ensure equal educational opportunity

To maximize the receipt of educational

services

To provide the means for students to set

realistic goals, to fully understand the

pathways to their success and to ensure

that students are not excluded from

appropriate services

The Beginning

AB3 the Seymour-Campbell Matriculation Act of 1986

Student Matriculation: A Plan For Implementation 1987

Title 5, Chapter 2 §51024 Defines matriculation

Chapter 6, Subchapter 1, Curriculum and Instruction – course outline of record, prerequisites, corequisites and recommended preparation

Chapter 6, Subchapter 6, Matriculation Programs – required services, plans, evaluation and data collection, students rights and responsibilities

Student Matriculation : A Plan For

Implementation

TWO PRIMARY GOALS

STUDENT SUCCESS

INSTITUTIONAL EFFECTIVENESS

8 COMPONENTS OF MATRICULATION

Institutional Effectiveness

Partnership of student services and

instruction

Systemwide accountability

Efficient use of district resources

Institutional research

Increased participation of

underrepresented students

Admission

A procedure for processing the

application

Determination of exempt and

non-exempt students

Admissions services must be modified

for ethnic and language minority

students when necessary

Orientation

Inform students of their rights and

responsibilities, college programs and

services, complaint procedures,

exemption policies, challenges to

prerequisites and other limitations on

enrollment

Modes: class, video, dvd, one-on-one,

written

Assessment

Includes all non-exempt students

Holistic (not just placement test)

Advisory (unless validated and multiple

measures are used for placement)

Only approved instruments

Multiple measures

Companion measures that make sense

Placement into the curriculum, not

admissions

Counseling and Advisement

Meet students’ needs for advisement

Explain use of student educational plan

Student educational plan

Course selection

Goals for completion

Referral to services

Regular review and revision

Student Follow-up

Post enrollment evaluation of

non-exempt students

Early intervention

Appropriate referrals

Positive and non-positive feedback

Coordination and Training

Faculty and staff training in

matriculation

Dissemination of research that

demonstrates student outcomes

Local matriculation advisory committee

All components are covered

Research and Evaluation

Validation of assessment instruments

Analysis of student outcomes,

placement rules, district resources in

relation to student needs, exemption

categories

Documentation of services received by

students via matriculation process

Prerequisites, Corequisites and

Advisories

Pre and corequisites must be enforced

Matriculation governs procedures for

establishing prerequisites – it does not

govern instructional practices

Prerequisites, Corequisites and

Advisories cont.

Board adopted policies are consistent with

Title 5 regulations and the Model District

Policy

Pre and corequisites are checked, prior to

enrollment whenever possible, but always

checked

Informal prerequisites cannot be enforced

Funding

Match

3:1 Matriculation to District match

Other categoricals cannot be used to

meet match

Weighted formula

Based on headcounts for new,

continuing, & basic skills

95% of prior year’s allocation guaranteed

How Can Funds Be Used?

Colleges can only expend their Matriculation

allocation funds to support and meet the

costs of the matriculation services described

in Title 5 Sections 51024 and 55520 and in

accordance with the objectives and activities

identified in the college’s approved

matriculation plan per Title 5, Section 55510.

Staff, certificated or administrative positions that

do not support the matriculation services

described in college’s approved plan.

Indirect costs (i.e., heat, lights, power or janitorial

services).

Political or professional association dues or

contributions.

Costs of construction, remodeling, renovation, or

the purchase of vehicles.

Costs for travel unrelated to matriculation

activities or functions.

Expenditures Not Allowed

Site Reviews And Technical

Assistance

Colleges are scheduled every six years

based upon the accreditation cycle

Led by peer consultants

Formal report and recommendations

Site evaluations are based upon the

colleges’ approved plans

DSPS Mandates

Education Code, Section 84850 and Title 5, California

Code of Regulations (5 CCR) Sections 56000-56076)

were enacted in 1976 through the passage of Assembly

Bill 77

Sections 504 and 508 of the federal Rehabilitation Act,

the Americans with Disabilities Act (ADA), and State

Government Code Sections 11135-11139.5.

To Fund or Not to Fund?

Technically, operating DSPS is voluntary on the part

of each college. Title 5 regulations apply only if DSPS

funds are allocated.

Even without funding, the college is obligated under

state and federal law regarding the civil rights of

people with disabilities and the need to provide

services and accommodations to ensure that the

college’s programs and services are accessible to,

and usable by, students with disabilities.

What Accommodations are

Required?

As a result of the interactive process, disability

related accommodations are provided to students

in order to provide equal access to the

educational process and to eliminate

discrimination.

No direct legal or regulatory requirement to

provide a specific service, there may be an

institutional standard and general programmatic

expectation that has developed regarding such

services

Why Accommodate:

Federal and state non-discrimination laws are designed

to ensure that qualified students with disabilities are not

denied an equal opportunity to participate in and benefit

from an educational program.

Community College has the responsibility to provide

appropriate academic accommodations to all qualified

students enrolled in college classes and taking part in

college activities.

Colleges can establish service policies that outline

student rights and responsibilities - policies must be

reasonable and fair, be applied to all students, and be

provided in advance to DSPS students in an accessible

format.

A College’s Obligation

If DSPS funds are insufficient to pay for an accommodation

or it is an accommodation which cannot be funded by

DSPS, the district will need to fund it from another source.

If a non-discrimination complaint or lawsuit was filed by a

student, the budget of the entire institution compared to the

cost of the accommodation would be taken into account.

Whether or not the college had planned and budgeted for

such expenditure would be irrelevant because of the legal

requirement to provide the necessary and appropriate

disability related accommodation is determined through the

interactive process between the student and the college.

Funding formula

Weighted Student Count

% of College Effort (Expenditure – Revenue)

Base for each college ($72,592 in 08-09)

COLA

Growth

If sum of above is less than 95% of previous

year’s allocation, 95% is guaranteed.

Funding Formula

Disability

Categories

Hearing ABI LD Vision Mobility

Primary

Weighted at

4.87 3.34 3.15 2.25 1.32

Secondary

Weighted at

2.44 1.67 1.58 1.13 0.66

Disability

Categories

Other DDL Speech Psych

Primary

Weighted at

1.32 1.29 1.00 0.38

Secondary

Weighted at

0.66 0.65 0.50 0.19

Required Staffing

DSPS Coordinator is the only required position BUT qualified staff

needed to conduct work related to the provision of accommodations

and services to qualified students with disabilities.

• interviewing students with disabilities;

• reviewing disability documentation and determining disability related

functional limitations in the educational setting;

• working with the student to receive needed accommodations;

• coordinating and ensuring such accommodations are provided in a

timely and effective manner;

• working with students with disabilities when they face various barriers to

success or disability related issues related to college; and

• working with faculty and other college staff to answer their questions

about accommodations and other issues related to students with

disabilities, while staying within legal confidentiality requirements.

Resources

Chancellor’s office website

www.cccco.edu

Click on Student Support

Click on Student Services

Click on the program of interest

Subscribe to listserv for the program

http://www.ed.gov/programs/fpg/index.html

MIS “Report”

Satish Warrier

Assistant Director, Information Technology Services

El Camino College

MIS “Report”

Let’s start with a common misconception

There is no “Report” it is just a collection of files, each file has “data”

TERM End Submission Deadline 30 days after term End

Student Basic (SB)

Student Enrollment (SX)

Course (CB)

Section (XB)

Session (XF)

Faculty Assignment (XE)

Student Matriculation (SM)

Student Disability

Student EOPS

Precollegiate Basic Skills

VATEA

Employee Demographic (EB)

Annual Submission

Campus Calendar – due Sept 1st every year

Student Financial Aid – due October 1st every year

Student Assessment – due October 1st every year

Overview of MIS data files

Enrollments(SX)

StudentDemographics

(SB)Sections

Courses

Fin.Aid

Assess.

VTEA

Matric.

Pgm.Awds.

Emp.Demo.

Sessions

Calendar Assignments

EOPSDSPS

Emp.Assign.

Cal-WORKs

Relationship example

section

123-45-6789

section 4562

Section 4562

session

Section 4562

Employee

assignment

Student Basic

ssn: 123-45-6789

Enrollment

Faculty

information

Actual File

Example Student Basic (SB)

Student Disability (SD)

Some Causes of Delays

Data input categorical program

Error correction

Incomplete Section information (ex: faculty

assignments)

Course Control Numbers

Grades in on time

Impact of Late submissions

Categorical programs at State level

Extract MIS data at various times

Reports generated and sent to campus Offices

Late submission means the report may not be accurate

IPEDS Reporting fine of $25,000

Many others

Course Control Numbers

Unique Control Number for each course

Control Numbers are based on 9 data elements

If any of these changes, Course file is rejected and a new control number needs to be acquired

Re-Submits of Data

“YES” CO recommends Re-submission of data

ALL MIS files have to be re-submitted.

Enrollments(SX)

StudentDemographics

(SB)Sections

Courses

Fin.Aid

Assess.

VTEA

Matric.

Pgm.Awds.

Emp.Demo.

Sessions

Calendar Assignments

EOPSDSPS

Emp.Assign.

Cal-WORKs

Graphic courtesy of CO’s MIS

Re-Submit Concerns

Backdates impact on program numbers

SB14-Educational goal may have changed from what was originally reported

SB15 Enrollment status may have changed

What was “new student” now is “continuing”

What was k-12 (special admit) is no longer K12

Consider…

• Change(s) may OR may not be a problem

• Think of all the back-dates that happen at your campus

Consider…

Resubmission is not a Technical issue

Your IT departments can resubmit BUT

Categorical programs must realize the impact on them as well as other programs

IT may not be able explain Why numbers changed, they can make educated guesses.

Make every effort to meet your IT dept’s deadlines

Questions ?

Teamwork between IT and you!!

Enrollments(SX)

StudentDemographics

(SB)Sections

Courses

Fin.Aid

Assess.

VTEA

Matric.

Pgm.Awds.

Emp.Demo.

Sessions

Calendar Assignments

EOPSDSPS

Emp.Assign.

Cal-WORKs

Graphic courtesy of CO’s MIS