Memorandum
TO: Warren Averette
FROM: Paul G. Barnes, EdS, Director TRIO Upward Bound Programs
SUBJECT: Corrective Action Plan
DATE: 13 December 2024
ANTICIPATED COMPLETION DATE: December2024
CONTACT: Paul G. Barnes
In order to prevent the loss or misplacement of student applications to the Universi...
Memorandum
TO: Warren Averette
FROM: Paul G. Barnes, EdS, Director TRIO Upward Bound Programs
SUBJECT: Corrective Action Plan
DATE: 13 December 2024
ANTICIPATED COMPLETION DATE: December2024
CONTACT: Paul G. Barnes
In order to prevent the loss or misplacement of student applications to the University of Montevallo TRIO Upward Bound Programs, the following policy has been implemented:
Applications to the UM TRIO Upward Bound Programs (UMUB) are submitted in two ways: electronically or on paper. Paper applications are scanned by the Academic Coordinator and stored as described below. Electronic applications are generally scans of paper applications made by the target school counselors and emailed to us. Those files are stored in the same place as scans of paper applications.
The digital copies of all applications are stored on the UMUB SharePoint site, TRIO Upward Bound Programs Staff, access to which is limited to members of the TRIO Upward Bound Program Staff and which is administered by the Director and the Technology Coordinator. Applications are stored in UB Staff > Documents > Academic component > AY XXX-XXX > Recruiting > New Student Applications > PX, where AY XXXX-XXXX is the year designation for the Academic year (e.g. AY 2024-2025) and PX is the designation for the grant that served the school that the student is applying from (e.g. P1 for UB1, and P2 for UB2). There is no P3 (UBMS), as students do not apply directly for the Upward Bound Math Science Program but are placed in there based on their application and interview.
Electronically submitted applications are printed out in their entirety, and they and the applications submitted on paper go to the Academic Coordinator who evaluates them for academic need and At High Risk of Academic Failure eligibility. They are then sent to the Director who evaluates them for Low Income and First-Generation eligibility. All Eligibility criteria are marked on page 2 of the application, and pertinent information is recorded on the Applicant Information Sheet by the Technology Coordinator. The paper copies are then given to the Administrative Assistant who will store them until the student has completed the application process and a determination is made to accept the student or not. If the student is accepted, they are added to the Student Information Database (currently Empower) and the hard copy of the application is stored in a binder by anticipated graduation cohort until the sixth year after that cohort graduated (i.e. when they no longer need to be tracked.