Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: Academic Professionals of California– APC (Unit 4)

Job Classification: Evaluator I

Anticipated Hiring Range: $4,059 per month

Work Hours: Monday – Friday, 8am – 5pm, unless notified otherwise 

THE DEPARTMENT

The Office of Admissions is an organizational unit of the Division of Academic Affairs, which strives for excellence through a student-centered philosophy. The division has adopted a set of values that every Academic Affairs staff member is responsible for promoting. In performing the duties assigned to this position, all staff members are expected to consistently demonstrate attitudes and behaviors that are in keeping with these divisional values.

The Office of Admissions is responsible for the admission activities for all domestic and non-resident undergraduate and graduate students, in addition to transfer credit for new entering transfer students. The office is meeting the goals of the university by promoting the image of the university, its programs and uniqueness both domestically and internationally. The office is also charged with assisting with the setting and meeting of the enrollment goals of the university via strategically reviewing trends, needs and capacity issues; planning with deans and senior management; developing relationships with the campus and external communities; providing timely, accurate and comprehensive services to students and the campus throughout the admission and enrollment processes.

DUTIES AND RESPONSIBILITIES

Admission Eligibility

• First-time Freshmen:
  • Determine admission eligibility based on self-reported and verified official documentation.
  • Review official records to determine if the international and/or domestic work is equivalent to the 15 unit CSU college preparatory (CP) courses with a grade of "C" or better.
  • Calculate eligibility index based on grades, grade point average (GPA) and test scores.
  • Determine eligibility of applicants who attend non-traditional schools (home schooling, etc.).
  • Determine if applicant is eligible based on General Education Development (GED) certificate or California Certificate of Proficiency certificates.
  • Determine if applicant does not meet regular admission requirement and may be eligible in other CSU recognized "special/alternative" categories. Refer these files to appropriate manager/supervisor.
  • Determine if applicant is exempt from English and Mathematics Placement examinations.
• Lower Division Transfer Students (less than 56 semester/84 quarter units completed):
  • Determine admission eligibility based on self-reported and official documentation.
  • Determine if transfer work is equivalent to CSU requirements.
  • Convert quarter units to semester units.
  • Determine if applicant meets general education requirements (including English and Mathematics).
  • Determine if high school work is needed to meet eligibility requirements.
  • Use First-time freshmen requirements to determine eligibility.
• Upper Division Transfer Students (60 semester/90 quarter units completed):
  • Determine admission eligibility based on verified official documentation.
  • Determine if transfer units completed are equivalent to CSU requirements and convert quarter units to semester units.
  • Determine eligibility based on grade average, academic standing at last institution, completion of 30 semester/45 quarter units of general education with grades of "C" or better which includes Area A (English composition, critical thinking, oral communication), and Area 84 (mathematical concepts and quantitative reasoning).
• Graduate Students:
  • Determine eligibility based on successful completion of a recognized bachelor's degree and grade point average.
  • Files are referred to major graduate coordinator for admission decision, although certain departments (Master's in Public Administration, MA Education, and Credentials) have delegated the authority to admit some applicants "in-house" to Office of Admissions without referral.
  • For all levels of international students, the evaluator is responsible to perform research of educational systems around the world to determine equivalencies to California State University (CSU) requirements and degrees and to convert international grades or percentages to U.S. letter grades.
  • In addition to the categories listed, applications are received and processed for Young Scholars, Early Admits, employees, cross-enrollment, redirects, exchange, external and transitory students.
  • Determine California residency.
  • Request additional documentation to make residency determination, as necessary.
  • Notify students within stated timeline, if non-resident.
  • Determine if additional documentation is required to make a decision.
  • Enter and update applicable information and exemptions into the student information system (PeopleSoft).
  • Respond to telephone calls about admission status, reason for denial decision, how to become eligible and what documents are required.
  • Determine disposition of supplemental documents. Place and remove service indicators as necessary.

Transfer Credit Evaluation

• Assists with fetching and posting transfer credit work in PeopleSoft and making unit, grade or credit adjustments when necessary.
• Ensuring accuracy of quarter/semester unit calculation, GPA calculation, and grade averaging.
• Posting transfer credit for articulated coursework for which there is no Peoplesoft rule built (especially out of state coursework for non-resident students).
• Maintain strong knowledge of Assist.org and Transfer Evalulation System (TES) to determine current articulation rules and posting appropriate credit.
• Assists with evaluating transfer credit and determining equivalency and transferability based on national guidelines, formal articulation agreements,Title V and university policies.
• Reviews and applies as appropriate, approved adjustments to academic requirements and student records ensuring compliance with Title V and university requirements.
• Resolve transfer credit errors and corrections that is within the scope of Admissions (not articulation).
• Possess working knowledge of admissions eligibility to provide context to department mission and core functions.
• Possess working knowledge on Associate Degree for Transfer (ADT) program, including but not limited to degrees CPP accepts, relevant coding in Peoplesoft and impact on student success and graduation.

Administrative Support

• Provide administrative assistance to the department in completing evaluation-related tasks that include:
  • Tracking students' completion of Math and English remediation and Early Start requirements.
  • Processing courses taken through CourseMatch.
  • Tracking completion of CPP degree requirements of students with the Associate Degree for Transfer.

Office of Admissions

•  Participates in all Office of Admissions, Enrollment Cluster and divisional staff development and staff meetings.
• Serves as a part of the Office of Admissions coordination team in areas of marketing and communication; advises managers on marketing and public information issues.
• Adheres to laws and policies established in regards to computer data, records, accounting and personnel by the California State University, Cal Poly Pomona, and the Office of Admissions to show sensitivity and appropriate conduct as a University employee. Performs administrative and programmatic duties as assigned.

QUALIFICATIONS:

• Combination - Equivalent to completion of a formal training program in academic records evaluation OR one (1) year of academic records evaluation experience OR any 12-month combination of training and experience related to academic records evaluation.
• Equivalent to completion of a formal training program in academic records evaluation OR one (1) year of academic records evaluation experience OR any 12-month combination of training and experience related to academic records evaluation.
• Knowledge of:
•  The format and interpretation of course records and transcripts of institutions of higher education.
• Authenticating course credits and comparing records of differing formats, such as foreign records.
• Campus curriculum requirements for majors, minors, terminal degrees, and special program designations, and knowledge of application of campus resource guidelines for making determinations using various criteria.
• Ability to:
• Be thorough, consistent and accurate in the interpretation of records against criteria.
• Comprehend and interpret complex regulations or requirements and to apply them in the evaluation process.
• Maintain resources which document and update criteria.
• Explain criteria and evaluations to others.
• Make accurate records.
• Organize work to meet deadlines.
• Safeguard the confidentiality and security of records.

PREFERRED QUALIFICATIONS

• Bachelor's degree preferred.
• Familiarity with California community college courses.
• Strong oral communication and interpersonal skills.
• Strong background in using Microsoft Word and Excel.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the APC bargaining unit 4. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,059 and maximum $5,712 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.