Residency And Other Smart Algorithms CCCApply User Workshops 2010 CCCApply Residency And Other Smart Algorithms Rev. 1a April 2010

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: first-time students under 18 Use rules to send customized email Example: welcome students from Nevada Use rules to filter application downloads Example: all AB540-eligible applicants Attend Control Center training to learn more about smart processing

Smart Linking Displays links to other services based on answers and outcomes Example: Link to AB540 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 DoB and dependency responses

Smart Algorithms CCCApply Application for Admission Admission Eligibility Residency Status Integrity Checks Residency Status Change AB540 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 final determinations and verifications Calculations are as complete and reliable as possible 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: Under 18 and not a high school graduate or equivalent B Visa holder Set to 2 (Eligible with documentation) if applicant is: 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 ‘residencyStatus’ 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 evaluation Area A: Citizenship Area B: Stay and Intent Area C: Military Exemptions Area D: Special Exemptions Two layers of evaluation Each area evaluated for status independently Area results evaluated together for residency code Areas B and D reference parent/guardian for minor 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 A1 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 A2 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 (A0)

Residency Area B: Stay & Intent Meets with no special circumstances (B1): Duration of stay in California is at least 2 years No contra-indicators or responses not consistent with duration of stay Meets with special circumstances (B2): 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 New for 2010: Foster Youth 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 (B0)

Residency Area B: Stay & Intent New for 2010: ‘Intent’ question removed “Do you intend to maintain California as your state of legal residence?” Students found the wording vague and confusing 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 evidence

Residency Area B: Stay & Intent New for 2010: B1 now means there are no responses inconsistent with Resident status ‘Suspicious’ responses that were previously allowed for B1 status now result in B2 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 New for 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 C1 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 C2 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 (C0)

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 is A1 or A2

Overall Residency Evaluation Code 1: Resident A1 and B1 Code 2: Resident; requires further proof A1 and B2 A2 and either B1 or B2 C2 and either B1 or B2 C1 or D Code 3: Non-resident All 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 series of up to 25 two-digit flags Flags 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 02 Permanent address state is not 03 State of last high school attended is not and student is under 19 04 State of most recent college attended is not and ‘To Date’ is within one year of term start date 11 Claiming high school completion but last high school not in 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 as home of record 54 US military member currently stationed in not for education purposes 55 State college/university employee 56 California public school employee 57 Qualified seasonal agriculture worker

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

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 between March 2008 and April 2010

Viewing Residency Logic Display the Application Submissions Report Select the ‘Residency Results’ View Click icon in ‘Residency Determination’ column Pop-up window shows complete residency calculation Includes details of each residency area (A to D)

Viewing Residency Logic Pop-up for Integrity Flag definitions →

AB540 Eligibility Data field ‘eligibleForWaiver’ Status is Yes (1) or No (0) Defaults to No – Set to Yes if: Not Residency Status 1 AND Not a non-immigrant AND Yes to both AB540 questions: Attended California high school for 3 years Completed high school or equivalent Used to generate link to AB540 form

AB540 Eligibility: Links

Financial Aid Referral Data field is ‘financialAidReferral’ 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 CalWorks EOPS Scholarship information Veterans services

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

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