Upward Bound Process

Issue/Question

Upward Bound process flow

Environment

• Upward Bound (UB)

Resolution

UB Applicant

1. Apply to UB program complete Upward Bound Application 
   1. All Students 
      1. Fill in all the red outlined sections
      2. Sign in all 3 locations
      3. Click Finish
         Note: MUST Include personal email address in banner so the claim code to pickup their USD account is sent.
   2. Bridge Students 
      1. On Page 2 Next Steps Register Now 
      2. This opens page 3 Course Registration to be completed with
         • Course No
         • Sec No
         • Course Title
2. Sends in W9 for stipend
3. USD account Activation
   1. You will need the following to complete these steps
      1. Your USD email address that was provided to you with the claim code
      2. Claim code sent to your personal email address from noreply@rapididentity.com
      3. Mobile Device to setup Duo multifactor authentication 
      4. Used for Configuring Duo MFA step of Account Pickup
4.  Coyote Card
   1. Photos will be taken during the IT session for account setup
      To prepair for the photots please know the following
      1. Taken in full-face view directly facing the camera
      2. No hats
      3. Neutral or happy facial expression with both eyes open

UB Staff

1. Fall
   1. Request courses built as externally funded
2. Oct/Nov
   1. Start meeting with UB students once a week
3. April
   1. Get information to them about UB
   2. Entered into Student Access
   3. Schedule meals with Aramark
   4. Schedule rooms with scheduling
   5. Schedule classrooms with Registrar's
   6. Schedule study rooms with Library
   7. Work with Housing to assign rooms 
   8. Work with Wellness Center to setup access
      • Provide list of students, counselors and faculty, include names and ID 
   9. Order books with Akademos
   10. Hire Counselors and Faculty
       1. Process EPAF for counselors and faculty
   11. Enter ITS ticket for Card Access 
   12. Know who is coming to UB
   13. Create list in Sharepoint
       1. Share list with Paula Cottrell in ITS
   14. Send UB Applicants URL for W9
   15. Still in HS
       1. Yes = Pre-Bridge students =HS credit only
       2. No = Bridge Students = College Credit Only
4. Mid May
   1. Charter bus to pick up students
   2. Hire bus driver

Human Resources

1. Process EPAF for counselors and faculty
2. Perform background checks

Registrar's

1. Register students

Continuing and Distance Education

1. Setup courses in Banner

Faculty

1. Setup courses in D2L
2. Teach courses
3. Grade courses

Enrollment Processing Center

1. When Applications are received
   1. Create/Update person 
      Note: MUST Include personal email address in banner so the claim code to pickup their USD account is sent.
   2. create spec application 
   3. accept students
   4. If registration listed send to CDE/Linda

ITS

1. Verifies USD accounts are created
2. Setup Laptops 
   Note: Detailed steps in ITS box below
3. Sets up ITS session to work with students and staff on the following 
   1. Setup USD account
   2. Creates ID cards
      Note: setup Photo booth in seperate room, In office staff print cards as pictures are uploaded to bring back at the end of the session for Staff to handout
   3. Assign laptops in Cheqroom
4. Reimage Laptops after students leave
   • Laptops are checked out in Cheqroom

Housing

1. Room Assignments

Aramark

1. Meals

UPD

1. Talk to students during orientation

Wellness Center

1. Setup Student access
2. Setup Counselors and Faculty

Registrar's Office

1. Reserves classrooms for nonbridge

Scheduling 

1. schedules rooms for events, meetings, and banquet

Library

1. Reserve space for study hall

Business Office

1. Send a bill for class to the school district??