CCCApply User Workshops 2011 CCCApply Residency And Other

CCCApply User Workshops 2011 CCCApply Residency And Other Smart Algorithms Rev. 1 a March 2011

Smart Processing in CCCApply ® Five kinds of ‘smarts’ in CCCApply apps: Smart algorithms calculate outcomes like Residency Status and BOG Fee Waiver eligibility ® Smart forms format application pages and questions depending on previous responses ® Smart editing prevents improper or conflicting responses ® Smart linking offers additional services depending on responses and outcomes ® Smart processing supports custom email and downloads based on responses and outcomes ®

Quick Looks ® Residency and other 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, impossible, or unlikely combinations of answers Transfer student with no colleges – not allowed ® Address not found in USPS database – must confirm ® ® 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 ® ® CCCApply Data Dictionary describes smart edits for each data element ® On CCCApply Project Center (cccapplyproject. org)

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 ® Example: Parent/Guardian questions depend on previous Do. B and dependency responses ®

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 preliminary Colleges still bear ultimate responsibility for final 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’ 1 = Resident ® 2 = Predetermined to be resident, but further proof is required ® 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 Residency Determination Detail for each applicant is viewable in Control Center

Residency Status Algorithm ® Based on four main areas of evaluation ® Area A: Citizenship ® Area B: Stay and Intent ® Area C: Military Qualifications ® Area D: Special Qualifications ® Two layers of evaluation ® Each area evaluated for status independently ® Areas evaluated together for residency status ® 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 with issue date 1 year or less before start-of-term ® Otherwise, area A not met (A 0)

Residency Area B: Stay & Intent ® Meets with no special circumstances (B 1): ® Duration of stay in California is at least 2 years ® No contra-indicators or responses inconsistent with duration of stay ® Meets with special circumstances (B 2): ® Duration of stay in California is over 1 year but less than 2 years; no ‘contra-indicators’ ® Duration of stay is at least 2 years but at least one response is inconsistent with duration of stay ® Foster Youth under Age 20 (per AB 669) ® “A student who currently resides in California and is 19 years of age or under at the time of enrollment, who is currently a dependent or ward of the state through California’s child welfare system, or was served by California’s child welfare system and is no longer being served either due to emancipation or aging out of the system…” ® Otherwise, area B not met (B 0)

Residency Area B: Stay & Intent ® ‘Intent’ question removed in 2010: Do you intend to maintain California as your state of legal residence? ® Students found the question vague and confusing ® Question not consistent with SAAM ® ® ® Intent is presumed after 2 -year stay in California SAAM provides many examples of evidence of intent; all are based on actions taken by the resident Nothing in SAAM indicates that a declaration of intent is acceptable as evidence of intent

Residency Area B: Stay & Intent ® Since 2010, B 1 means there are no responses inconsistent with Resident status ® ‘Suspicious’ responses result in B 2 status ® Current address or mailing address is out-of-state ® Under 19 and last high school was out-of-state ® Enrolled in out-of-state college within the last year ® In 2010, ‘Year’ field added for Out-of-State Activities (‘contra-indicator questions’) ® “If Yes, what year? ”

Residency Area B Questions

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 souse/child, and military member is currently stationed in CA or has CA as State of Legal Residence or Home of Record ® Meets as C 2 if: ® Applicant is a military member discharged within 1 year (does not include dependents) ® Otherwise, area C not met (C 0)

Area C Changes for 2011 ® Federal Higher Education Opportunity Act grants in-state tuition rates for members of the armed forces, their spouses, and dependent children if their legal residence (i. e. , domicile) or permanent duty station is in California ® Being stationed in California for educational purposes only does not alter the right to in-state tuition rates ® Therefore ….

Area C Changes for 2011 ® Deleted question, “Stationed in California for educational purposes only? ” ® New question for State of Legal Residence We now ask for both ‘State of Legal Residence’ and ‘Home of Record’ ® ‘Home of Record" is where a person enlisted ® ‘State of Legal Residence’ (aka ‘domicile’) is person’s true, fixed, and permanent abode ® New ‘Help’ text explains these terms ®

Area C Changes for 2011 ® Modifications ® to Area C Algorithm Current military member or dependent spouse/ child qualifies as C 1 if: ‘State of Legal Residence’ is California or ‘Home of Record’ is California or Currently stationed in California

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 fulfilling credential-related requirements ® Applicant or parent/guardian is a qualified agricultural worker, and Citizenship area status is 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 combinations

Special Cases Not Evaluated ® Certain areas of residency are currently beyond the scope or capacity of CCCApply 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 those working out of the state in the service of the state ® ® These may be considered at a future date ® As of 2008, emancipated minors are covered by the residency algorithm

Residency Integrity Flags ®A string of up to 25 two-digit flags ® Delimited ® Flags by commas serve two main functions ® Identify inconsistencies in answers that are not technically errors ® Identify type of proof needed when residency status is 2 ® Codes sorted in ascending order ® Example: 01, 22, 49, 57

Integrity Codes 01 Current address state is not CA 02 Permanent address state is not CA 03 State of last high school attended is not CA and student is under 19 04 State of most recent college attended is not CA and ‘To Date’ is within one year of term start date 11 Claiming CA high school completion but last high school not in CA 47 Eligible with documentation: high school graduate or equivalent but under 18 48 Ineligible to enroll; B-visa holder 49 Ineligible to enroll; minor in high school

Integrity Codes 50 Missing valid Alien Registration Number 51 Has visa type that can establish residency 52 Recently discharged military member 53 US military member with CA as home of record 54 US military member currently stationed in CA 55 State college/university employee 56 California public school employee 57 Qualified seasonal agriculture worker

Integrity Codes 58 Two years care and control proof for guardian required 59 Applicant has resided in CA for over 1 year but less than 2 years 60 Date of Alien Registration not more than 1 year before term date 61 State of last high school attended is not CA and high school completion date is within last 2 years 62 Currently in military with home of record other than CA 63 State of Legal Residence (military) is CA 70 Applicant is a current or former Foster Youth in CA and under 20 years of age 80 Applicant is an unmarried, independent minor

Residency Status Change 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 (1) or No (0) ® Not working since March 2008 ® Steering Committee is reviewing and possibly redefining ® Email your comments and requests regarding this feature

Viewing Residency Details ® Display the Application Submissions Report ® Select the ‘Residency Results’ View ® Click icon in ‘Residency Determination’ column ® Residency Determination Detail pop-up shows complete residency calculation ® Includes details for each Area (A to D)

Residency Details Example Pop-up for Integrity Flag definitions →

AB 540 Eligibility ® Data field ‘eligible. For. Waiver’ ® Status is Yes (1) or No (0) ® Defaults to No – Set to Yes if: ® Not Residency Status 1 AND ® Not a non-immigrant visa type ® Yes to both AB 540 questions: AND Attended California high school for 3 years ® Completed high school or equivalent ® ® Used to generate link to AB 540 form

AB 540 Eligibility: Links

Financial Aid Referral ® Data field is ‘financial. Aid. Referral’ ® Applicant 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 (1) or No (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

Documentation ® All smart features are documented in the Data Dictionaries ® CCCApply Data Dictionary ® BOG Fee Waiver Data Dictionary ® Appendix A of CCCApply Data Dictionary fully describes the Residency Algorithm ® Logic tables and flow charts for each Area and overall Residency Status ® Logic for each Integrity Flag

Resources ® CCCApply Project Center cccapplyproject. org ® Chancellor’s Office Website www. cccco. edu ® Community College League www. ccleague. org ® CACCRAO www. caccrao. org

Thank you for attending!