EOPS/CARE SPRING 2010 TECHNICAL ASSISTANCE TRAINING April 20, 2010

Budget EOPS$64,273,000 CARE$ 9,332,000 This reflects a 39.81% reduction from

Budget This is what was proposed in the Governors January 2010 budget EOPS$54,023,000 –(reduction of $10M plus negative COLA of 0.39% = 15.95% total reduction) CARE$ 9,296,000 –(negative COLA of 0.39%) Proposed flexibility

No Flexibility with EOPS and CARE Funds EOPS funds must be used for “over and above” EOPS activities and services CARE funds must be used for “over and above” CARE activities and services EOPS and CARE funds may not be used for non-EOPS and non-CARE expenditures

EOPS Budget Requirements 1.Minimum EOPS Part C Obligation: Required by Title 5, Section Each year, colleges shall spend for EOPS grants and/or EOPS work-study the same amount spent the previous year Obligation is calculated to include reduction to allocation

Waivers only for: EOPS book service program or to meet the requirements of Title 5, Article 3 Article 3 covers the core category B services: outreach, recruitment, orientation, registration, assessments, counseling, advisement, basic skills instruction, tutoring, transfer and career employment services.

EOPS Budget Requirements 2. Minimum District Contribution Requirement: Required by Title 5, Section Calculated by: taking previous three year average or 15% of average EOP allocation for same three years, whichever is greater Waivers reviewed on a case-by-case basis

requirement: proportionately reduced by same % reduction to EOPS appropriation (39.66%) Requirement to remain at level through or be adjusted proportionately by any decrease or increase in statewide EOPS appropriation District backfill and categorical “flexible” funds exempted from future district contribution calculations

Examples of Allowable District Contribution: Salaries and benefits for “over and above” positions “Over and above” discretionary expenses Other “over and above” services Note: Temporary or one-time backfill funds are not counted as district contribution and should be identified as “backfill” on EOPS budgets and program plan.

District Fiscal Responsibility and Contribution (56293) Colleges must provide to EOPS students who need them the same programs and services the college offers to all of its credit enrolled students. Districts must pay 100% of the salary and benefits of the EOPS Director.

EOPS Budget Requirements 3.EOPS Discretionary Cost Limit: Required by Title 5, Section 56295(a) Limit on EOPS object code A/B expenditures is 10% of EOPS allocation or $50,000, whichever is less No waivers are allowed

Computer Hardware/Software Title 5, Section 56296(b): “…requests to use EOPS funds for computer hardware/software must be submitted to Chancellor’s Office for approval.” Blanket waiver is provided through , per September 16, 2009 Administrative Relief Memo No written request is required

Expenditures Not Allowed (56296) (d) Costs of furniture (e) Cost of construction, remodeling, renovation, or vehicles (f) Travel costs for non EOPS staff and students for EOPS activities Title 5 states that waivers may be approved for (d), (e), (f) above, on a case-by-case basis (except for vehicles). Blanket waivers for (d) and (f) above through , per September 16, 2009 Administrative Relief memo.

4.EOPS Book Expenditures: Required by State Budget Act language requirement = same requirement as minus 39.66% No waivers are allowed Amount in future years will be maintained at level or adjusted proportionately to any decrease or increase in statewide EOPS allocation EOPS Budget Requirements

5.Supplanting: Education Code Section Strictly prohibited EOPS and CARE funds may not be used for services previously paid for by the district No waivers are allowed Note: Supplanting is still prohibited, even though minimum district contribution requirement is reduced for EOPS Budget Requirements

In prior year, district paid 100% of salary/benefits but in current year, EOPS pays a percentage. In prior year, district & EOPS each paid 50% but in current year EOPS and CARE each pay 50%. In prior year, EOPS paid 100% of salary/benefits but in current year, EOPS pays 50% and CARE pays 50%. In prior year, district paid 15% of FT counselor. Hours have been reduced to PT level with district still paying 15% of reduced time; however, district wants EOPS to pay for additional hours. Examples of Supplanting

Not Considered Supplanting: District general funds temporarily redirected to EOPS and/or CARE to specifically cover shortfalls in the EOPS and/or CARE budgets Identify these district funds as “backfill” in EOPS/CARE budgets and in EOPS program plan Reference September 16, 2009 Administrative Relief Memo

6.Double-Dipping: Education Code Section 84752(a) Not allowed Districts may not receive FTES for activities fully funded through another source No waivers are allowed EOPS Budget Requirements

Key Title 5 Regulations

Student Eligibility (56220) 1.California Resident 2.Enrolled full-time (exceptions for DSPS and 10%) Exceptions to Full-time DSPS Students Special Majors 10% allowed enrolled in units (director’s discretion)

Student Eligibility (cont.) 3. Less than 70 units completed (degree applicable) 4.Qualify for Board of Governor’s fee waiver (BOGW) 5.Educational disadvantaged: a. Below minimum level English or math course applicable to associate degree b. Non high school graduate or GED c. High school GPA below 2.5

Student Eligibility (cont.) 5.Educational disadvantaged (cont.) : d. Previous remedial education e. Other factors * (approved by the Chancellor’s Office) 1.First generation college student 2.Member of underrepresented group 3.Student and/or parents non-native English speakers 4.Emancipated foster youth * If used, all students must be treated equitably.

Student Served (56204) An EOPS student served is a person who has documentation in the student’s file, at minimum:  EOPS application  Educational Plan  Mutual Responsibility Contract In addition, the student must attend at least one class session and receive at least one EOPS service, i.e., counseling)

Limitations on Eligibility (56226) Participates without term-to-term interruption continues to be eligible until: Completed 70 degree applicable units or six consecutive semester terms Remedial courses not included in computation Director may waive limitation only for programs requiring more than 70 units including prerequisites) Has failed to follow education plan and/or EOPS mutual responsibility contract

Program Standards Full-time Director To directly manage and/or coordinate the daily operations of the program To supervise and/or coordinate the staff assigned to perform EOPS activities Waivers allowed. Reference September 16, 2009 Administrative Relief memo.

Program Standards (cont) Outreach, Orientation and Registration Services. (a) outreach and recruitment; (b) orientation; (c) registration assistance Assessment –Instruments and methods which are reliable, valid, and appropriate. –All assessment results shall be explained and interpreted to EOPS students by counselors trained in the use and meaning of such assessments.

Program Standards (cont) Basic Skills Instruction and Tutoring –Basic Skills Instruction –Tutoring Transfer and Career Employment Services -Transfer to four-year colleges -Career employment in their field of training.

EOPS Financial Aid Standards EOPS grants and work study shall be awarded to reduce student loan indebtedness or unmet need, after Pell and other financial aid Grants not to exceed $900 per year or unmet need, whichever is less Work study not to exceed $1,800 per year or unmet need, whichever is less Combination of grants and work study not to exceed $1,800 or unmet need Disbursed equally among terms

Staffing Standards Staff Certificated director, instructors and counselors and other support staff. All staff funded by EOPS who are not supervised by the EOPS Director shall be accountable to the EOPS Director for the services rendered to EOPS students.

Staffing Standards (cont.) Director Qualifications  Minimum qualifications for a student services administrator or possess a Community College Supervisor Credential.  Two years of experience, within past four years, in programs for disadvantaged students.  Completed a minimum of 6 units of college- level coursework relating to special populations.

Staffing Standards (cont.) Counselor Qualifications  Possess a Community College Counselor Credential or possess a master’s degree in counseling or equivalent  Completed a minimum of 9 units of college- level coursework relating to special populations, or 6 units or equivalent of college-level counseling practicum/field work.  Two years of occupational experience relating to disadvantaged students.

Advisory Committee (56208) Must have an EOPS Advisory Committee. Purpose - to assist the college in developing and maintaining an effective EOPS Program. Must meet at least once during each academic year. Committee membership - no fewer members than the members of the local Board of Trustees; two years terms (may serve more than one term.)

Advisory Committee representation should include: College Personnel EOPS/CARE Students Local and feeder high schools Community and business sector Four Year Colleges (where possible) *Department Of Social Services (CalWORKs), as appropriate)

EOPS Supplemental Costs (56294) Colleges shall expend EOPS funds only for programs and services which are over, above, and in addition to the cost which are the district's responsibility as defined in Section

September 16, 2009 Administrative Relief Memo To assist colleges in planning for and administering programs in this unprecedented budget environment. Book Requirement - reduced by 39.66% from Student Cap - reduced by 39.66% from Full-time Director - extend existing approvals; add fiscal distress as criteria; streamline process; approve through

Admin Relief (cont.) District Contribution - reduced by 39.66% from ; exempt redirected/ARRA funds from calculations in Supplanting/Restriction on Use of Funds – exempt redirected/ARRA funds in Allowable Uses of Funds – blanket waivers for computer hardware/ software; furniture; travel costs for EOPS functions

Admin Relief (cont.) Minimum Standards – streamline waiver process for Outreach, Orientation and Registration; Assessments; Basic Skills/ Tutoring; Transfer/Career Services Minimum Standards – Counseling/ Advisement – 3 sessions as described in Title 5 still required; alternate methods may be used

Admin Relief (cont.) Reallocation of Funds – eliminated separate reporting form Transfer of Funds Request – eliminated separate reporting form, unless requesting to transfer funds from “Part C – Direct Aid”

Carry-Over of EOPS and CARE Funds 90 additional days Funds must be spent by September 30, 2010 No encumbrances allowed past Sept 30th All existing policies, regulations, rules, mandates are in place Carry-over funds used in are expenses and are reported on final expenditure reports Carry-over funds spent on books and grants/work study in are counted towards the book requirement and Part C obligation

For Technical Assistance Chancellor’s Office EOPS/CARE staff Barbara McIsaac Kwoka, EOPS Program Coordinator Cheryl Fong, CARE Coordinator Delores Daniels, EOPS Specialist Kelly Gornik, EOPS/CARE Program Assistant