CCCApply 2011 Annual Updates March 2011 CCCApply User Workshops 2011 Rev. 1a

Overview of 2011 Updates  40 change requests submitted  Number and complexity a bit less than last year  Over half of submitted requests approved by Steering Committee  A few approved requests were subsequently deferred or declined for cost or technical reasons  Specification submitted to Xap in November  Specification modified after reviews and development  Latest version on CCCApply Project Center website, cccapplyproject.org/  Updates go live on or around April 7

Focus of 2011 Updates  Meet new requirements of Federal Higher Education Opportunity Act  Adjust Residency algorithm and flags  Generally improve consistency, accuracy, and ease of use  Mostly text and layout  Some minor operational changes  Update BOGFW Application

New Federal Requirement  CCCCO Legal Opinion O10-05  Distributed to colleges in August 2010  Addressed changes in federal law (reauthorization of Higher Education Opportunity Act) related to in-state tuition rates for members of the armed forces, their spouses, and dependent children.

New Federal Requirement  Changes to Military Status questions  Deleted question, “In CA for educational purposes only?” — no longer a factor  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

New Federal Requirement  Changes to Area C of Residency Algorithm  Military member or dependent spouse/ child qualifies as resident (status 2: documentation required) if:  ‘State of Legal Residence’ is California or  ‘Home of Record’ is California or  Currently stationed in California

Residency Adjustments  New and Revised Integrity Flags  Added 63: U.S. military member with California as military state of legal residence  Revised 54: U.S. military member currently stationed in California (deleted ‘not for educational purposes’)  Fixed Residency Determination Date  Previously, prompts and calculations based on Term Start Date  Now, per statute, prompts and calculations based on day before Term Start Date

Residency Adjustments  Allow contra-indicators when applicant has lived in CA for at least 2 years  Previously, it was an error if applicant claimed to have lived in CA for at least 2 years but answered Yes to an out-of-state activity (contra-indicator) question  This error check was inappropriate; for example, military person stationed in CA for over 2 years might still vote in State of Legal Residence

Residency Adjustments  Residency Status calculation now done at submission of application  Previously done when Residency 2 page saved  Sometimes resulted in incorrect Residency Status and/or flags if user changed some answers on other pages after saving Residency 2

Middle Name Now Required  Applicant must enter middle name or check new ‘No middle name’ checkbox  Helps to correctly identify accounts for account recovery  Helps in other account matching situations

New Test Function  Added button to send test  Sent to address for Control Center account  College staff can now verify format of automated s before activating

General Enhancements  Made language toggle more prominent  Larger font  Orange rather than blue

General Enhancements  Made all ‘raceGroup’ values 2 characters  ’02’ through ’09’ rather than ‘2’ through ‘9’  Facilitates writing rules using ‘raceGroup’  For example, the rule below would have been very complicated if the value were ‘8’ rather than ‘08’

General Enhancements  Added ‘Help’ for name fields

General Enhancements  Updated CCCApply.org website  On home page, increased number of colleges to 112, number of students to ‘nearly 3 million’  Updated FAQ section for costs of college  Updated FAQ section for housing information  Removed ‘Intent’ field from Residency 2 page of Account Profile in Control Center  ‘Intent’ question removed from application last year

Text Improvements  Clarified question about out-of-state voting  Changed “have you registered to vote” to “have you voted or registered to vote?”  Clarified instructions for Colleges Attended  Changed “colleges/universities you have attended” to “colleges/universities you have attended or are attending”

Text Improvements  Clarified HS Ed Level menu  Some applicants with non-U.S. high school were choosing “Received high school diploma” instead of “Received a diploma/certificate of graduation from a Foreign secondary school”  Changed “Received high school diploma” to “Received high school diploma from U.S. school”  Various clarifications of help text and error messages  For example, some error messages still referred to mm/dd/yyyy format for dates (we now use menus)

Changes to BOGFW App  BOG Fee Waiver application is same as except for dates  No changes to income tables  No changes to download projects

Changes to International App  Updated Visa Types  Matching updates made in Standard App last year  Changed required fields in addresses  Previously, City was optional; State/Province and Postal Code were required  Now, City is required; State/Province and Postal Code are optional  This matches requirements for international addresses in PESC XML standards

Deferred or Declined  Athletic survey for Title IX  Continuing to investigate requirements, options  ‘Other’ option for Gender  Too costly; wait for MIS to implement  PINs on Supplemental page  Too costly to add fixed-length numeric format  Residency Status Change fields  Not working since 2008  Review and redefine requirements before fixing

Deferred or Declined  For Colleges Attended, add checkbox for ‘Online Courses Only’  Similar issue of out-of-state colleges with in- state campuses (e.g., Univ. of Phoenix)  Goal is to prevent these situations from affecting residency status  Investigating issues and options  For other deferred and declined requests, see Annual Update Spec

Ethnicity and Race Questions  Colleges often ask about improving response rate to Race/Ethnicity questions  How we ask Race/Ethnicity questions is precisely defined by IPEDS and CCC Chancellor’s Office  We cannot change how we ask questions  We cannot require responses

New MIS Data Elements  CCCApply provides Names (SB31, SB32) and Parent/Guardian Ed Levels (SG09)  Revising Ed Levels format to match SG09  Foster Care Status (SG03) will probably come from CCCApply  MIS still clarifying definition of SG03  Other new MIS data must be provided each term by college staff (not self-reported)  Therefore not appropriate for application

For More Information  Complete specification of 2011 Updates on CCCApply Project Center website  Explanation of each change request  Complete specification for each approved and implemented request  Reason for each deferred or declined request  Project Center: cccapplyproject.org

Thank you for attending!