Type of Appointment: Full-Time, Probationary 

Job Classification: Evaluator I 

Anticipated Hiring Range: $4,262 - $4,476 per month 

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

Recruitment Closing Date: June 16, 2025

 

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 addition to a student-centered philosophy, these values are: integrity, interconnectedness, passion, quality, and richness of diversity. 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 international and out-of-state prospective undergraduate and graduate students as well as the admission activities for all 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 recruitment, admission and enrollment processes. The Office is responsible for compliance with federal, state, CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community. Application processing, eligibility determination, counseling, reporting and enrollment planning are primary functions of this office. The Office of Admissions is housed within the Division of Academic Affairs and reports to the Associate Vice President of Enrollment Management & Services. The Office plays a leadership role in enrollment management and planning, in conjunction with other campus constituents.

 

DUTIES AND RESPONSIBILITIES: 

 

Transfer Credit

• Including but not limited to: 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 calculations, GPA calculation, and grade averaging. Posting transfer credit for articulated coursework for which there is no rule built in PeopleSoft.
• Maintain strong knowledge of ASSIST.org and Transfer Evaluation System (TES) to determine current articulation rules and posting appropriate credits. 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 discrepancies that is within the scope of Admissions.
• Maintains general working knowledge of military credit and works with the Veterans Resource Center for the posting of appropriate military credit.
• Assist the International Admission Specialist to ensure the appropriate posting of foreign credit, including, but not limited to study abroad credit, foreign institution, and International Baccalaureate (IB) college credit.

 

Transfer Admission 

• Including but not limited to: Verifies and determines eligibility based on self-reported and official documentation.
• Determine if transfer units completed are equivalent to CSU requirements and convert quarter units to semester units.
• Determine upper division transfer eligibility based on GPA, academic standing at last institution, completion of 30 semester/45 quarter units of general education with grades of “C-“ or better which includes English Composition, Critical Thinking, Oral Communication and Mathematical concepts and quantitative reasoning.
• Determine lower division transfer eligibility based on freshmen eligibility requirements and completion of college English Composition and college Mathematical concepts and quantitative reasoning (with grade of “C-“ or better).
• Possesses knowledge of AP, IB, CLEP, and other standardized test scores as they relate to admissions requirements and validations; accurately interprets and applies scores to fulfill subject area and unit requirements.
• Posses a strong understanding of the CPP multi-factor admission (MFA) model and recalculate MFA index as needed.
• Maintain strong knowledge of ASSIST.org and Transfer Evaluation System (TES) to determine course equivalencies.
• Responsible for performing research of educational systems around the world to determine equivalencies to California State University (CSU) requirements and to convert international grades or percentages to U.S. letter grades.
• Possess working knowledge of 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.
• Process special population applications such as Young Scholars, employees, and transitory students.
• Determine California residency for tuition purposes. Request additional documentation to make residency determination, as necessary.
• Enter and update applicable information and exemptions into student information system (PeopleSoft).

 

Degree Progress and Compliance

• Including but not limited to: Analyzes and reviews the Degree Progress Report (DPR) for incoming transfer students to ensure General Education are met.
• Provides updates on issues related to the DPR, missing rules/articulation, and incoming transfer credits.
• Ensures that all Associate Degree for Transfers (ADT) are accurately reported for incoming transfer students.
• Conducts audits and quality checks of transfer credit evaluations and Degree Progress Report for quality assurance purposes, ensuring accuracy and compliance with university/CSU policies and procedures.
• Collaborates with the Associate Director of Transfer Credit and Evaluations on maintaining the Transfer Credit Tracker Log and providing timely feedback to the advisors of each college department.
• Reviews and updates students records to confirm the completion of GE, unit, ADT (if applicable), supplemental courses (if applicable) have been appropriately assigned and reflected on the students’ record.

 

Freshmen Admission

• Including but not limited to: Verifies and determines eligibility for CSU freshman admission.
• Review high school coursework from self-reported and/or official documents with a thorough understanding of A-G Subject Area requirements, including exceptions and validations, to accurately calculate subject area counts.
• Updates and corrects A-G subject counts in PeopleSoft as necessary. References the A-G UCOP website to verify course equivalencies and disciplines.
• 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.
• Responsible for performing research of educational systems around the world to determine equivalencies to California State University (CSU) requirements and to convert international grades or percentages to U.S. letter grades.
• Calculates both overall high school GPA and math/quantitative reasoning GPA.
• Possesses knowledge of AP, IB, CLEP, and other standardized test scores as they relate to admissions requirements and validations; accurately interprets and applies scores to fulfill A-G subject area requirements.
• Possesses a strong understanding of the CPP multi-factor admission (MFA) model and recalculate MFA index as needed.
• Reviews English and Math coursework, as well as senior-year advanced coursework, to determine academic placement.
• Assists the Associate Director of Admissions and Operations with PeopleSoft data maintenance and cleanup as needed.
• Determine California residency for tuition purposes. Request additional documentation to make residency determination, as necessary.
• Enter and update applicable information and exemptions into student information system (PeopleSoft).

 

 

Office of Admissions Support

• Participates in all Office of Admissions, Enrollment Management & Services, and divisional staff development and staff meetings, and attends major department events that promote the University (e.g. Fall Preview Day and Spring Open House).
• Conducts testing of admission systems and modifications (e.g. Cal State Apply application, Bronco Applicant Portal (Slate), Peoplesoft processes, etc.).
• Adheres to laws and policies established in regard 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. Adheres to and properly advises prospective and admitted students regarding CSU residency policies. Performs administrative and programmatic duties as assigned.
• Including but not limited to providing generalist support at the department service desk, on telephones and via other virtual platforms.
• Respond to inquiries regarding the application process, admission status, CSU eligibility, required documents, admission appeal process, etc.
• Incumbent will perform customer service duties and support the front-facing counter of Admissions on a rotation/as needed basis as determined by the department management and leads and is based on operational needs.
• Able to solve visitor inquiries such as interpretation of student portal checklists, service indicators, admissions statuses, enrollment appointments, etc.
• Maintains a broad understanding of the admission, matriculation, mandatory orientation, and various enrollment policies. To ensure compliance and maintain the integrity of applicant and student records, staff members are strictly prohibited from making unauthorized changes without explicit HEERA permission.

 

QUALIFICATIONS:

• High School Diploma/GED or equivalent
• Equivalent to completion of a formal training program in academic records evaluation OR one year of academic records evaluation experience
• any 12-month combination of training and experience related to academic records evaluation.
• Knowledge of general office procedures, methods and practices; knowledge of techniques used in processing information.
• Ability to review and check transcripts, records and documents for compliance with criteria using specific guides; ability to interpret information from a variety of institutions, including foreign institutions with differing records systems.
• Ability to interpret and apply criteria related to unusual cases; ability to organize and manage workloads; ability to explain and interpret the application of complex regulations, requirements and criteria to individual students and faculty members; ability to safeguard the confidentiality and security of student records; ability to be responsible for all aspects of a functional assignment; ability to instruct and lead the work of others in making evaluations.

 

PREFERRED EXPERIENCE: 

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

 

 

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 CSU 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 CSU Background Check Policy.

 

CSU Classification Salary Range

This position is part of the Academic Professionals of California (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 $4,262 and maximum $5,998 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 to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Child Abuse/Neglect Reporting Act (CANRA) 

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at the Child Abuse/Neglect Reporting policy.

 

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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

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

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

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