Going green the almost paperless trip from csu mentor to eop selection
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Cal Poly, San Luis Obispo. Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection. Kathleen Castillo José Millán Susan Stewart. Student Academic Services A Division of Student Affairs. Goals. Technical Application Review Record Tracking Selection/Notification.

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Going green the almost paperless trip from csu mentor to eop selection

Cal Poly, San Luis Obispo

Going Green: The Almost Paperless Trip from CSU Mentor to EOP Selection

Kathleen Castillo

José Millán

Susan Stewart

Student Academic Services

A Division of Student Affairs


  • Technical

  • Application Review

  • Record Tracking

  • Selection/Notification

Getting ready
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

Csu mentor application
CSU Mentor Application

  • Xap Communicator


    • EOP Applications

    • Essays

    • Recommendations 1/2

Upload to filemaker
Upload to FileMaker

  • FileMaker Upload:

    • Xap information

    • PS information

      • ODBC Connection to Warehouse tables

      • Driver: Microsoft ODBC for Oracle

Print cover sheets
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


    • Lack of parent educational status

Hand off to eop admissions technician
Hand Off to EOP Admissions Technician

  • Advisors Sign-in/out for Packets

  • 3 Day Turnaround

Advisor review
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

Update ps
Update PS

  • Enter on PS EOP Admission Tracking Screen – APPL or DENY

  • File Cover Sheets

Flash e mail
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)

Non first generation
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”

Final review of all eligible applicants
Final Review of AllEligible Applicants

  • Print Cover Sheets for all Remaining Applications that meet:

    • First generation

    • SAT qualifications

    • Lack a recommendation letter

      (approximately 200)

Admission selections
Admission Selections

  • Receive PDF Files of All General Campus Admission Applicants

  • Print Report of All EOP Applicants with Admission Accommodation Status

Eop selection
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

Eop program acceptance notification
EOP Program Acceptance Notification

  • Congratulations E-mail! Admitted to Cal Poly and EOP… Way to go!!

  • Check Cal Poly Portal for Communication from EOP

Send snail mail
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!

Ps updates
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

Ps updates csu student groups
PS UpdatesCSU Student Groups


Contact Information: