CCCApply CCCTran User Workshops 2009 CCCApply Smart Algorithms

CCCApply & CCCTran User Workshops 2009 CCCApply Smart Algorithms Residency, Integrity, and Other Calculated Outcomes Rev. 1 a April 2009

Smart Processing in CCCApply ® Five kinds of “smarts” in CCCApply apps: Smart algorithms calculate outcomes like residency status and BOG Waiver eligibility ® Smart formatting presents application questions depending on given answers ® Smart editing prevents clearly wrong answers and impossible combinations and maps related fields ® Smart linking offers additional services depending on answers and outcomes ® Smart processing supports custom email and downloads based on answers and outcomes ®

Quick Looks ® Smart algorithms are the focus of this presentation ® But first a quick look at the other four smarts …

Smart Processing ® Can set up business rules in the Control Center to customize processing ® Example: ® Use rules to send customized email ® Example: ® Use first-time students under 18 welcome students from Nevada rules to filter application downloads ® Example: ® Attend all AB 540 -eligible applicants Control Center training to learn more about smart processing

Smart Linking ® Displays links to other services based on answers and outcomes ® Example: Link to AB 540 form displayed only to those found eligible

Smart Editing ® Checks for disallowed and impossible combinations of answers Examples: Transfer student with no colleges ® Address not found in USPS database ® ® Maps closely related fields behind the scenes ® Example: User-friendly field for enrollment status mapped to MIS-compliant field of the same purpose ® Can download both or just MIS compliant field ® See the CCCApply Data Dictionary (“data spec”) for detailed information http: //cccnext. net/cccapply/ ® http: //cccapply. org/Expert/college_support. asp ®

Smart Formatting ® Shows, omits, or states questions and prompts based on other answers ® Answers affect later screens; for ADA compliance, no changing of current screen

Smart Algorithms ® CCCApply Application for Admission Eligibility ® Residency Status ® Integrity Checks ® Residency Status Change ® AB 540 Eligibility ® Financial Aid Referral ® ® BOG Fee Waiver Application BOG Waiver Dependency Status ® BOG Waiver Eligibility Status ®

General Principles ® All ® calculations are deemed “preliminary” Colleges still bear ultimate responsibility for actual determinations and verifications ® Calculations possible are as complete and reliable as Constructed by multi-college committee ® Referenced directly to Ed. Code and manuals ® ® ® SAAM, Title 5, etc. Reviewed/approved by authorized experts ® Elias Regalado, Ralph Black, etc. ® Calculations not revealed to applicant ® Available for download along with source data

Admission Eligibility ® “Ineligibility flag” indicates ® ® ® Eligible to enroll (code = 0) Ineligible to enroll (code = 1) Eligible to enroll with documentation (code = 2) Used by colleges in SIS upload process ® Defaults to 0 (Eligible) ® Set to 1 (Ineligible) if applicant is either: ® ® Set to 2 (Eligible with documentation) if applicant is: ® ® Under 18 and not a high school graduate or equivalent B Visa holder Under 18 and a high school graduate or equivalent Integrity flags indicate reason for code 1 or 2

Admission Eligibility

Residency Status ® Data field called “Residency Status” Code 1 = Resident ® Code 2 = Predetermined to be resident, but further proof is required ® Code 3 = Non-resident ® ® Used by colleges in SIS upload process May need to convert to local SIS residency codes ® Can use to provide lists for A&R intervention ® ® Complete computation for each applicant is viewable in Control Center

Residency Status Algorithm ® Based on four main areas of ® Area A: Citizenship ® Area B: Stay and Intent ® Area C: Military Exemptions ® Area D: Special Exemptions evaluation ® Two layers of evaluation ® Each area evaluated for status independently ® Area results evaluated together for residency code ® Areas minor ® B and D reference parent/guardian for Minor is under 19 years per SAAM, superseding general law

Residency Area A: Citizenship ® Indicates whether a U. S. Citizen or an eligible non-U. S. Citizen ® Meets as A 1 if: ® ® U. S. Citizen, or Permanent Resident, Refugee/Asylee, or Temporary Resident/Amnesty having unexpired alien registration number with issue date more than 1 year before start of term ® Meets ® ® as A 2 if: Has unexpired visa of type that is eligible for residency, or Permanent Resident, Refugee/Asylee, or Temporary Resident/Amnesty having unexpired visa/alien registration but not qualifying as A 1 ® Otherwise, area A not met (XX)

Residency Area B: Stay/Intent ® Meets ® ® ® Intends to maintain residence in California Duration of stay in California is at least 2 years No contra-indicators ® Meets ® ® with no special circumstances (B 1): with special circumstances (B 2): Intends to maintain residence in California Duration of stay in California is over 1 year No contra-indicators At least one of the following special circumstances: ® ® Duration of stay in California is not at least 2 years Applicant completed HS outside CA within last 2 years Applicant is in military with non-CA home of record Applicant is under 19, unmarried, and not emancipated ® Otherwise, area B not met (XX)

Residency Area B Questions

Residency Area B Questions ® Duration of stay based on “yes” to 2 years in CA or on date if less than 2 years ® “Lived in CA” question now includes auto-calculated date (term start minus 2 yrs) ® Intent determined by “yes” to intent to stay ® Contra-indication if “yes” to any: Declared residency in another state for taxes ® Registered to vote in another state ® Declared residency at out-of-state college/university ® Lawsuit or a divorce as a resident in another state ®

Residency Area C: Military ® Indicates eligible active or discharged U. S. military person or dependent of such ® Meets as C 1 if: ® Applicant is active military member or dependent of active military member, and military member is not currently stationed in CA for educational purposes only ® Meets as C 2 if: ® Applicant is a military member discharged within 1 year of term start date (does not include dependents of discharged military members) ® Otherwise, area C not met (XX)

Residency Area D: Special ® Indicates qualification for one of several special residency exemptions ® Meets as D if: ® Applicant or parent/guardian is a state college or university employee, or spouse or dependent of such ® Applicant is a California public school employee ® Applicant or parent/guardian is a qualified agricultural worker, and citizenship area status of A 1 or A 2

Overall Residency Evaluation ® Code ® A 1 1: “Resident” and B 1 ® Code 2: “Resident; requires further proof” ® A 1 and B 2 ® A 2 and either B 1 or B 2 ® C 1 or D ® Code ® All 3: “Non-resident” other conditions

Special Cases Not Evaluated ® Certain areas of residency are currently beyond the scope or capacity of the online application Adults deriving residency from returning and staying with qualified residents ® Adults deriving residency from two years’ care and control by a qualified resident ® Employees of state agencies, including working out of the state in the service of the state – A 2 and either B 1 or B 2 ® ® These may be considered at a future date ® As of 2008, emancipated minors are covered by the residency algorithm

Integrity Check Statuses ® Data field called “Integrity Flags” ® A series of up to 25 two-digit flags ® Flags serve two functions ® Identify inconsistencies in answers that are not technically errors (codes 1 -49) ® Identify type of proof needed for residency status 2 (codes 50 -99) ® Codes sorted in ascending order ® Example: 01, 22, 49, 57

Integrity Codes 01 -49 01 Status is Resident and current address state is not California 02 Status is Resident and permanent address state is not California 03 Status is Resident, student is under age 19, “Attend High School” flag = Y, and state of last high school attended is not California 04 Status is Resident, state of most recent college attended is not California, and the enrolled “To Date” is within the last year from the current date 11 Claiming CA high school completion but last high school not in CA 48 Ineligible to enroll; B-visa holder 49 Ineligible to enroll; minor in high school

Integrity Codes 50 -99 50 Missing valid Alien Registration Number 51 Has visa that can establish residency 52 Recently discharged U. S. military member 53 U. S. military member with California as home of record 54 U. S. military member currently stationed in CA not for education purposes 55 State college/university employee 56 California public school employee 57 Qualified seasonal agriculture worker 58 Two year care and control proof for guardian required 59 Applicant has been in California for over one year but less than two years

Integrity Codes 50 -99, cont’d 59 Applicant has been in California for over one year but less than two years 60 Date of Alien Registration not more than one year before term start date 61 Status is Resident but state of last high school attended is not California and high school completion date is within last 2 years 62 Status is Resident but applicant is currently in military with home of record other than CA 80 Applicant is an unmarried, independent minor.

Residency Status Change Flag ® Data ® field called “Y/N Residency Status” (aka “the liars flag”) ® Indicates whether a change in status occurred since last application (to any college, any term) ® Date of last application also provided ® Flag value is Yes (code=1) or No (code=0) ® Defaults to No – Set to Yes if there is a change in calculated residency status since last submitted application to any college (any term)

Residency Updates for 2008 ® Code 2 (instead of previous possible code 1) if: ® ® Resident in CA for last 2 years, and Last high school not in California, and High school completion date within last 2 years New field for Military Discharge Date ® ® Supports SB 272 (enrollment priority for recent veterans) Error-checked with Military Status response Recognition of emancipated minors ® Questions referenced to start-of-term date where applicable ® Some rewording of questions for greater clarity ®

AB 540 Eligibility ® Data field is “Eligible for AB 540 Waiver” ® Used to generate link to AB 540 form ® Status is Yes (code=1) or No (code=0) ® Defaults to No – Set to Yes if: ® Not a resident and not a non-immigrant, and ® Yes to both AB 540 questions: Attended California high school 3 years ® Completed high school or equivalent ®

AB 540 Eligibility

AB 540 Eligibility

Financial Aid Referral ® Data field is “Financial Aid Referral” ® Meaning is “indicated need or interest in financial aid” ® Designed for proactive financial aid contact Identifies potential students at first institution contact ® Can be used to generate financial aid downloads or email communications ® Triggered by financial aid topics on Needs & Interests page ® Formulated by CCCSFAA (2000) ® ® Not used to link to FAFSA or BOG Waiver ® All students get FAFSA and BOGW links

Financial Aid Referral ® Status is Yes (code=1) or No (code=0) ® Defaults to No – Set to Yes if applicant specifies any of these Needs & Interests: Financial help to attend college ® Receiving TANF, SSI, or General Assistance ® Cal. Works ® EOPS ® Scholarship information ® Veterans services ®

Resources ® CCCApply Project Site cccnext. net/cccapply/ ® Chancellor’s Office Web Site: www. cccco. edu ® Community College League Site: www. ccleague. org/ ® CACCRAO: www. caccrao. org

Thank you for attending!