Virtual Assistant Office Set-up Form Guide

Virtual Assistant Office Set-up Form Guide

The Ocelot Virtual Assistant Office Set-up Form should only take 5 - 10 minutes to complete. 

The following questions will be asked for all offices:

• Institution Name
  
  
• Primary Contact Information:

• First Name
• Last Name
• Title
• Email
• Phone Number
• Does this user need access to any additional questions (Two-Way Messaging, Live Assistant, Video Portal)
• Office Type 
  
  
• Select the associated office from the dropdown. If the office is not listed in the dropdown, select Other/Not Listed.
  
  

• General Office Profile

• Office Name
• Office Phone Number
• Office Fax Number (if doesn't apply, enter N/A)
• Office Email Address
• Office Street Address
• Office City
• Office State
• Office Zip Code
• Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]

Additional office-specific questions:

• Admissions
• Athletics
• CalWorks/EOPS/Foster Youth
• Financial Aid Office
• International Programs
• Student Life

Admissions

• Select any of the following video modules to be added to your video library (in addition to the core content):
  • ACT
  • Admissions Essay
  • CLEP Test
  • Coalition App
  • Common App
  • GMAT Test
  • GRE Test
  • Letter of Recommendation (Admissions)
  • SAT
  • Selective Admissions
  • Study Abroad
  • Superscoring

Athletics

• Do you have a Recruiting office that has separate contact information from the main Athletics office?
  • If Yes, you will provide the office contact info for the Recruiting office:
    • Office Name
    • Office Phone Number
    • Office Fax Number (if doesn't apply, enter N/A)
    • Office Email Address
    • Office Street Address
    • Office City
    • Office State
    • Office Zip Code
    • Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]
• Do you have an Athletic Training and/or Sports Medicine office that has separate contact information from the main Athletics office?
  • If Yes, you will provide the office contact info for the Athletic Training and/or Sports Medicine office:
  • Office Name
  • Office Phone Number
  • Office Fax Number (if doesn't apply, enter N/A)
  • Office Email Address
  • Office Street Address
  • Office City
  • Office State
  • Office Zip Code
  • Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]

CalWorks/EOPS/Foster Youth

• CalWorks Office Profile
  • Office Name
  • Office Phone Number
  • Office Fax Number (if doesn't apply, enter N/A)
  • Office Email Address
  • Office Street Address
  • Office City
  • Office State
  • Office Zip Code
  • Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]
• EOPS/CARE Office
  • Office Name
  • Office Phone Number
  • Office Fax Number (if doesn't apply, enter N/A)
  • Office Email Address
  • Office Street Address
  • Office City
  • Office State
  • Office Zip Code
  • Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]
• Foster Youth Office
  • Office Name
  • Office Phone Number
  • Office Fax Number (if doesn't apply, enter N/A)
  • Office Email Address
  • Office Street Address
  • Office City
  • Office State
  • Office Zip Code
  • Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]

Financial Aid Office

• Financial Aid Content
  • Which programs apply to your school, if any?
    • CA: California Community College
    • CA: California College Promise Grant
    • Federal Work-Study
    • GetSAP
    • Graduate Programs
    • Law Degree/Programs
    • Loans: Federal Direct
    • Loans: Grad PLUS
    • Loans: Parent PLUS
    • Loans: Private/Alternative
    • TEACH Grant
    • Veterans Programs
    • None
  • Do you offer a warning period as a part of your SAP policy?
    • Yes/No
  • What are the different types of appeal options you offer to students?
    • Academic Standing
    • Adjustment to EFC
    • Books & Supplies
    • Borrowing Limit
    • Budget Adjustment Request
    • California College Promise Grant (CCPG)
    • Cost of Attendance
    • Dependency Override
    • Excess Units
    • Financial Aid
    • Financial Reconsideration
    • Financial Aid Suspension
    • Grades
    • Graduate Budget
    • Independent Status
    • Merit Scholarship
    • Overpayment
    • Professional Judgment
    • Review of Income
    • Satisfactory Academic Progress (SAP)
    • Selective Service
    • Special Circumstance
    • State Aid
  • Do you partner with BankMobile for refunds?
    • Yes. We integrate BankMobile with our student ID.
    • Yes. We integrate BankMobile with SSO.
    • Yes. We use BankMobile (non-integrated)
    • No, we do not partner with BankMobile for refunds.
  • Select any of the following video modules to be added to your video library (in addition to the core content):
    • CSS Profile
    • Federal Work-Study
    • Loans: Federal Direct
    • Loans: Parent PLUS
    • Loans: Grad PLUS
    • Loans: Private/Alternative
    • Loans: Perkins Repayment
    • TEACH Grant
    • Parent Information
    • Languages: Spanish
    • None
  • Please list the URLs of the main domains where you plan on embedding Ocelot videos.
    • As part of your service, you may embed videos directly into your school website and student portal(s). Embedding videos on your website will enable your students and parents to easily find Ocelot videos where they are already searching for answers, as well as watch videos without having to leave your website.  Please include test domains and third-party vendor domains, each separated by a comma (e.g., centennial.edu, finaid.centennial.edu, test.centennial.edu). We will authenticate these sites to ensure they are ready for embedding as soon as we are ready to launch.
  • Please provide a copy of your Institution’s logo to be placed on the video portal.
    • Acceptable formats include PNG, GIF, JPG, and JPEG. "Stacked" or square images will fit the best. For compressed images please provide a minimum width of 500px for horizontal logos, or a height of 600px for vertical logos. If your logo is accessible online (school website, Dropbox, etc.), please provide a link to the image in the "other" field below.
  • Do you want to have a custom image appear on your portal's welcome video?
    • If yes, Please provide a 1024x576 image with a minimum resolution of 300
      • Acceptable formats include PNG, GIF, JPG, and JPEG. If your image is available for us to access online (including Google Docs, Dropbox, etc.) please provide a sharable link in the "Other" field below. Otherwise please email the image to [email protected]
  • Video Embedding Contact
    • First Name
    • Last Name
    • Title
    • Office
    • Email Address
    • Phone Number

International Programs

• Does your institution have a Study Abroad Office that is separate from your International Programs Office?
  • If Yes, Study Abroad Office Profile
    • Office Name
    • Office Phone Number
    • Office Fax Number (if doesn't apply, enter N/A)
    • Office Email Address
    • Office Street Address
    • Office City
    • Office State
    • Office Zip Code
    • Office Days and Hours of Operation [Please indicate if days/hours change during certain seasons (i.e. summer hours differ from fall/spring hours]

Student Life

• Do you have programs related to Greek Life?
  • If yes, What is the URL of your web page that contains information that students need to know about Greek Life? Type "N/A" if not applicable.
• What office do students contact when they have Greek Life questions and what is the contact information for that office? 

Either paste a URL of a web page that contains the information listed below or provide the information listed. 
We need the following to ensure students are directed to properly contact the office if the virtual assistant does not have the answer to the question:

• Office Title
• Physical Address
• Office Email Address
• Office Phone Number
• Office Fax Number (if applicable) 
• Office Days and Hours of Operation - Please indicate if days/hours change during certain seasons (i.e., summer hours differ from fall/spring hours)

• Do you have a student government:

  • If yes, What is the URL of your web page that contains information that students need to know about Student Government? Type "N/A" if not applicable.

• What office do students contact when they have student government questions and what is the contact information for that office? 
  Either paste a URL of a web page that contains the information listed below or provide the information listed. 
  We need the following to ensure students are directed to properly contact the office if the virtual assistant does not have the answer to the question:

• Office Title
• Physical Address
• Office Email Address
• Office Phone Number
• Office Fax Number (if applicable)
• Office Days and Hours of Operation - Please indicate if days/hours change during certain seasons (i.e., summer hours differ from fall/spring hours)