CHANCELLOR’S OFFICE EOPS/CARE PROGRAM UPDATE - PART 2EOPS and CARE Statewide Technical Assistance Training

Holiday Inn Capitol Plaza - Sacramento

Tuesday, March 4, 2014

Topics

1. Status of EOPS and CARE allocations funding formulas

2. EOPS and CARE reallocated funds

3. EOPS counseling contacts

4. Limitations on EOPS student eligibility

5. EOPS high unit majors

6. Priority registration for EOPS students

7. UC and CSU admissions application fee waivers

8. Assisting AB 540/Dream Act students

Allocations Funding Formulas Status of EOPS and CARE allocations funding

formulas – no change yet Administrative relief memorandum (September

19, 2009) did not sunset thereby leaving most relief measures in place

Allocations funding formulas for EOPS and CARE will not be run until such time when state appropriations for programs are fully restored to 2008-2009 funding levels

EOPS

In 2013-2014, EOPS funding partially restored, so each college received additional 23.1 percent additional funds toward restoration.

As per 2009 Administrative Relief memo, 23.1 percent increased funding means proportionate increase toward restoration of EOPS district contribution levels

Districts were given one year advance notice regarding increased district contribution for EOPS in FY 2014-2015

CARE

CARE currently at same funding level as FY 2009-2010, when 40 percent cuts imposed onto categorical programs

Anticipate continued efforts to fully restore funding for EOPS and CARE to FY 2008-2009 levels!

The Chancellor’s Office and EOPS Association Board mutually agreed that the allocations funding formulas for EOPS and CARE will not be run until such time when state funding for the two programs is fully restored to FY 2008-2009 levels.

When run, the formulas guarantee that each program will be funded at 95 percent of previous year’s allocation.

Although some EOPS and CARE programs have grown despite being cut 40 percent, running the formulas will result in additional 5 percent cuts at many colleges.

With additional cuts, a few colleges will have to close down EOPS and CARE. That is not acceptable!

EOPS should serve as many students as it has funding and resources. There is no cap on students served.

Many EOPS and CARE students are assisted by other resources. Students who receive CalWORKs cash aid should request that the county CalWORKs program provide WTW ancillary services for textbooks, dependent care, transportation, school supplies and uniforms so college financial aid and EOPS/CARE grants/services are used as a last resource, not first.

If funds are unavailable, EOPS/CARE is not required to award grants. Many students receive only non-cash supportive services from the program.

EOPS and CARE Reallocated Funds

EOPS $4,088 available for reallocation in 2013-2014 46 colleges submitted requests for priority #1 EOPS reallocated

funds – total $708,500 If shared equally, each requesting EOPS program would be

awarded between $88 or $89 in reallocated funds

CARE $4,843 available for reallocation in 2013-2014 37 colleges submitted requests for CARE reallocated funds

– total $379,150 If shared equally, each requesting CARE program would be

awarded $130 or $131 in reallocated funds

Proposal as per 2010-2011: Chancellor’s Office, EOPS Regional Coordinators, EOPS Association, and requesting colleges will decide by consensus vote

Options for awards:1. Equal award per colleges requesting EOPS and CARE

reallocated funds EOPS: 46 colleges each awarded $88 or $89 CARE: 37 colleges each awarded $130 or $131 or

2. Random lottery “winner(s) take all” as per EOPS: 2 randomly selected colleges each awarded $2,044 CARE: 2 randomly selected colleges awarded $2,421 and $2,422

Notification of EOPS and CARE reallocated funds awards to districts anticipated by March 31, 2014

EOPS Counseling Contacts• Title 5, section 56236 defines and prescribes the content

of the three mandated EOPS counseling contacts• Effectively immediately:

• first mandatory EOPS counseling contact may occur earlier than two weeks prior to the first day of the academic term

• third mandatory contact may be provided soon after the last day of the term, when necessary

• No change as to when the second mandatory contact takes place; second contact shall occur at an appropriate interval during the term

• Counting a student as served: EOPS/CARE must ensure that accurate data is submitted to the district/college MIS each term for all eligible students assisted by programs.

• To count eligible students served, each EOPS/CARE student file must contain the required documents: 1) EOPS/CARE application, 2) MRC and 3) SEP

• Regardless of when the first and third mandated EOPS counseling contacts are provided, EOPS/CARE must verify that the student attended at least one class session during the term for which they are being reported

• Data should be derived by data element SE04 - EOPS Units Registered, not first census

Limitations on EOPS Student Eligibility

70 Units or 6 Terms Limitation Title 5, section 56226 states:

“A student who has met eligibility requirements and who participates without term-to-term interruption, shall continue to be eligible until the student: (a) has completed 70 degree applicable credit units…or has completed six semester terms or nine quarter terms of enrollment. Time spent by the student enrolled in remedial courses, including remedial level ESL courses, shall not be included when computing the requirements of this sub-section. The EOPS director may waive this limitation only in cases where students are enrolled in programs which require more than 70 units, or which require prerequisites that would exceed the limitations.” The EOPS director may also exit a student from EOPS, because the student: (b) “has failed to meet the terms, conditions, and follow-up provisions of the student Education Plan and/or the EOPS mutual responsibility contract.”

Title 5 section 56226(a) does not say completed 70 degree-applicable units or six semester terms “whichever comes first.”

Therefore, each college EOPS program may determine either 70

degree-applicable units or six consecutive primary semester terms

as the limitation for EOPS student eligibility. The policy must be:

o approved by the EOPS advisory committeeo written and posted as official campus EOPS policy and o applied in a consistent manner to all EOPS students

In accordance with section 56226, each college EOPS mutual

responsibility contract should clearly cite the reasons (e.g., Title 5

section 56226(a) or (b) or other reason) for dismissing or exiting

students from EOPS.

EOPS High Unit Majors

Students who are enrolled in approved high unit academic and vocational majors and in good academic standing may continue to be EOPS-eligible until they complete the major requirements.

Continuing EOPS eligibility for students enrolled in high unit majors is allowable, but not required if campus EOPS program chooses to comply with the 70 degree-applicable limitation.

Currently, there are 57 academic and vocational majors that exceed the EOPS 70 degree-applicable unit limitation and are approved as high unit majors by the Chancellor’s Office.

TOP codes of approved high unit academic and vocational majors can be found on the EOPS webpage http://extranet.cccco.edu/Divisions/StudentServices/EOPS/MISDataReporting.aspx

• Attachment:

EOPS High Unit Majors by TOP Code

(Alphabetical Order)

• Attachment:

EOPS High Unit Majors by TOP Code

(TOP Code Order)

Check the TOP codes list for approved majors. Most approved high unit majors fall within these broad categories:

mathematics, science and engineering information technology and computer sciences business administration / business management allied health occupations nursing liberal arts (teaching) cosmetology and barbering nutrition, foods and culinary arts.

If a program TOP code does not appear on the approved list, contact the Chancellor’s Office to review whether the program qualifies as a high unit major.

Last month, the Chancellor’s Office approved an addition to the list of approved high unit majors for EOPS: 1303.10 Fashion Design.

If you believe that the an academic or vocational major offered at your campus requires over 70 degree-applicable units to complete and may qualify as an approved high unit major, please contact the Chancellor’s Office so the major can be evaluated. Major/TOP code must be offered by your college, not sister college

or university where student will be transferring Pre-med is not a major!

Priority Registration Commencing January 1, 2014, five student populations

are mandated as having first-tier priority registration:o EOPS (AB 595, Statutes of 2013)o DSPS (AB 595, Statutes of 2013)o CalWORKs (AB 86, Statutes of 2013)o Veterans/military (SB 813, Statutes of 2011)o Foster youth (AB 194, Statutes of 2011)

Vice Chancellor Michalowski indicated that current regulations for Student Success will be updated soon to include the addition of EOPS, DSPS and CalWORKs students in first-tier enrollment priority.

EOPS = Student Success EOPS is an essential partner in campus-wide efforts to fully implement Student Success core services.

As it did with matriculation services for nearly 30 years, EOPS must clearly define its role and comply with Title 5 over-and-above requirements to ensure that low income, educationally disadvantaged students continue to have access to college and receive the necessary supportive services to help them achieve their educational, career and personal goals.

Simply stated:

EOPS is

over, above and in addition to

Student Success!

Therefore: EOPS orientation services must be over, above and in addition to the orientation offered by the college to all students.

EOPS counseling contacts must be over, above and in addition to the counseling offered by the college to all students.

EOPS education plans must be over, above and in addition to the plans developed by the college for all students.

UC and CSU Fee Waivers California Education Code, Article 8, section 69656,

requires the University of California and California State University to give admission application fee waivers to community college EOPS students.

Three years ago, UC and CSU discontinued the use of the yellow fee waiver form, because they both implemented online, paperless application processes that automatically give application fee waivers to low income students, including EOPS, who meet specific income guidelines.

The fee waiver process for EOPS students differs slightly between UC and CSU, but regardless of the process, EOPS students must receive the fee waivers.

UC and CSU admission application fee waivers allow EOPS and low income students to submit applications to up to four campuses in each segment at no cost.

Applications for Fall 2015 admissions will be accepted by UC and CSU likely from October 1 through November 30, 2014.

When UC and CSU release Fall 2015 undergraduate application and schedule information, Chancellor’s Office will post this information, including EOPS fee waivers, to the EOPS-ALL listserv and CCC Transfer Counselor website.

UC Last year, less than 5 students out of over 30,000 who

applied to UC were denied fee waivers through the online application process.

An EOPS student who does not automatically receive a fee waiver through the UC online application process must submit the UC “Authorization for Waiver of 2014-15 Admission Application Fees” and the EOPS certification letter signed by the college EOPS director.

UC distributed the “Authorization for Waiver of 2014-15 Admission Application Fees” form exclusively to community college EOPS offices this year.

UC application center staff have been directed to approve application fee waivers from EOPS students regardless of their income, if they submit the UC fee waiver form and EOPS certification letter.

Students who have general questions about the UC application process should call the UC application center at (800) 207-1710 during normal business hours or e-mail ucinfo@applyucsupport.net.

CSU CSU Mentor, the CSU online application, includes a

question that asks applicants to identify whether they are a CSU EOP or community college EOPS student. Students who respond “yes” to this question are then asked to

select from the drop down menu which CSU or community college campus they are enrolled.

EOP and EOPS students will automatically have their application fees waived by CSU, regardless of their income.

The CSU online application is available at www.csumentor.edu.

QuestionsHow can EOPS assist students who submit online admission applications to UC and CSU, but are denied automatic application fee waivers? Step 1: Review the online application with the student to

determine whether it has been completed correctly and, if necessary, make corrections to resubmit online application.

Step 2: If needed, help students submit UC and CSU printed forms requesting application fee waivers. UC Authorization for Waiver of 2014-2015 Admission Application Fees:

Complete this UC fee waiver form. To UC fee waiver form, attach EOPS certification letter from college

EOPS director to certify that the student is eligible for UC admission application fee waiver, because s/he is an EOPS student at the community college. This certification letter should be printed on college EOPS letterhead.

Every year, one or two EOPS students who submit applications to UC are denied application fee waivers and consequently pay the fees themselves. Will UC refund their application fees? Yes. If a student pays the application fees and later sends

in a fee waiver request, UC will refund the payment if a student requests a refund and supplies their UC Application ID number. The refund request should be sent to the UC Application Center, the same place where the fee waiver is submitted.

E-mail ucinfo@applyucsupport.net or mail to:

UC Application Center

P.O. Box 1432, Bakersfield, CA 93302

What else can EOPS do to help students applying to UC and CSU?• Prior to the start of the UC and CSU admissions

application cycle (opens October 1, 2014), EOPS should schedule workshops for transfer students so they are aware of the application fee waivers and application requirements.

• Alert the students before they fill out the applications to UC and CSU!

EOPS/CARE and Dream Act Students

Assembly Bill 130 (Cedillo) As of January 1, 2012, the California Dream Act of 2011 was

enacted as a state law that allows educational support to be extended to students who are exempt from paying nonresident tuition (i.e., AB 540 students) and have: Attended a California high school for at least three years Graduated from a California high school, got a GED or passed the

California High School Proficiency Exam prior to the residency determination date at the college

Currently registered or enrolled at an accredited institution of higher education in California, including a community college, UC or CSU

If undocumented, have filed an affidavit with the college of university certifying intent to file an application to legalize their immigration status when eligible

In the community colleges, the affidavit will be filed with the admissions and records office on campus.

California Dream Act or AB 540 students are eligible to apply for, and if selected, receive scholarships derived from non-state funds and administered by UC, CSU and CCC including: Scholarships awarded by private donors, alumni contributions, individual

department efforts, professional associations, foundations, community organizations, charitable groups or donations from other entities.

$1,000 scholarships from the California Community Colleges Scholarship Endowment – Bernard Osher Foundation, which awards students with the most financial need and have demonstrated academic success

Students should contact the college financial aid office for scholarship information and applications.

Assembly Bill 131 (Cedillo) As of January 1, 2013, California Dream Act students are eligible

for state-funded financial aid at community colleges, such as: Board of Governors Fee Waivers Cal Grants Chafee Grants State student aid programs, such as:

EOPS CARE College CalWORKs

Privately-funded scholarships (as of January 1, 2012), including the California Community Colleges Scholarship Endowment – Bernard Osher Foundation scholarships and locally-administered scholarships

If undocumented, students should submit California Dream Act Application (or Dream App) instead of the FAFSA to determine their eligibility for state-funded financial aid California Student Aid Commission developed Dream App that is

available online at www.csac.ca.gov Students with SSN will be directed to file a FAFSA, because they may

apply for federal, state and other financial aid. Students are not required, but should be strongly encouraged to

file the Dream App, because state grants and financial aid are available to help pay for their cost of education, if they meet income eligibility criteria.

Chancellor’s Office issued advisory regarding California Dream Act on September 7, 2012.

Financial aid information and applications for students and families is available in English and Spanish at www.csac.ca.gov and www.icanaffordcollege.com websites.

Students with questions about how the California Dream Act may affect their immigration status are advised to consult with an immigration attorney.

Board of Governors Fee Waivers: All students submit the same BOG fee waiver application form

Campus admissions and records office must verify that students meet AB 131 / AB 540 eligibility for BOG fee waiver

If undocumented, students must file an affidavit with the college certifying their intent to file an application to legalize their immigration status when eligible, In the community colleges, the affidavit will be filed with admissions and records office on campus.

Dream Act / AB 540 students are eligible to apply for and, if they meet the income criteria, receive the BOG fee waiver.

EOPS: Dream Act students must submit AB 540 affidavit to college

admissions and records office Students must apply for Board of Governors fee waiver and are

strongly encouraged to submit Dream App to CSAC Students must meet EOPS income eligibility requirements Students must meet EOPS educational disadvantage requirements Student’s date of acceptance into EOPS must be no earlier than

January 1, 2013 and noted on EOPS application EOPS services can commence no earlier than January 1, 2013 Students are eligible for grants, services and work/study offered by

EOPS, if they meet program requirements and EOPS funding/resources are available.

CARE: Students must meet EOPS income eligibility and educational

disadvantage requirements (see EOPS eligibility information) Students must meet CARE eligibility requirements Students must currently receive CalWORKs cash aid for

themselves and/or dependent children to be eligible for CARE Student’s date of acceptance into CARE must be no earlier than

January 1, 2013 and noted on EOPS/CARE application CARE services can commence no earlier than January 1, 2013 Students eligible for grants, services and work/study offered by

CARE, if they meet program requirements and CARE funding/resources are available.