Financial Aid Data Submission Training Overview & Updates August 23, 2012 Tim Bonnel, SFA Coordinator Rhonda Mohr, SFA, Specialist Mike Dear, SFA Specialist Myrna Huffman, MIS Administrator

Today’s Agenda  Data Uses and Timelines  Student Financial Aid Data Submission Overview  Common Errors  Reviewing Financial Aid Data  New MIS Features:  Data Element Dictionary Changes  Net Price Calculator (NPC)  Student Services Automated Reporting (SSARCC)  Data Mart Version 2.0  Updates  Q&A

Financial Aid – August 23, 2012 Data Uses and Timelines

Data Uses  Financial Aid Allocations  Legislative Reporting  Federal IPEDS Reporting  Perkins Allocations/Core Indicators  Gainful Employment  Net Price Calculator  System Office Data Mart  Research Questions  Legislative Analyst Office  Department of Finance  California Postsecondary Education Commission  California Student Aid Commission  UC/CSU  Legislature – Committees and individual members

October 1 Financial Aid CCCCO MIS data are due to the Chancellor’s Office Mid-November Preliminary review by Financial Aid Unit Finance Report (BOGs/Pells) Early December Financial Aid report to the Legislature Perkins Career Technical Allocation (Initial) January Resubmission deadline for Perkins allocation February Final Perkins Allocation December to IPEDS Winter Collection Early February

Data are submitted to IPEDS for California Community Colleges by both the Chancellor’s Office and by college/district. CCCCO submits all IPEDS surveys except for Finance data (revenues and expenditures). If a survey is not completed the institution is subject to a fine. * Integrated Postsecondary Education Data System Federal IPEDS* Reporting

Financial Aid & IPEDS IPEDS Data Collection is federally mandated to receive federal financial aid funding. Fall Collection Institutional Characteristics, Completions, 12 Month Enrollments Winter Collection Student Financial Aid Spring Collection Fall Enrollment, Graduation Rates, Human Resources and Finance* * Finance (Districts Submit Not Submitted by CCCCO MIS)

Gainful Employment Reporting (SUSPENDED)  CCCCO MIS will identify a “potential” cohort and create the detail records.  CCCCO MIS will post the records on the Data on Demand Site. The college may then use, modify, or ignore the data files.  CCCCO MIS will not submit the files for the college.

Gainful Employment Recommendations  Chancellor’s Office will generate the submission file this fall (2012)  Colleges may download / review / modify  Colleges should reconcile approved programs with IPEDS, PPA, and College records  CIP Codes  Program Titles  Award Type (certificate or degree)

Financial Aid – August 23, 2012 Student Financial Aid Data Submission Overview

District Database (Local Data Mart and Reports) MIS Dept College/District User Reviews Data Data Source (local) 1 2 Local Reconciliation Process is Critical to Data Quality Data Entered Into System CCCCO MIS Database 4 3

Enrollments (SX) Student Demographics (SB) Sections Courses Matric. Emp. Demo. Sessions Calendar Assignments EOPS DSPS Emp. Assign. Cal- WORKs The Chancellor’s Office MIS Database Assess. Perkins Pgm. Awds. Fin. Aid Special Population

Financial Aid Reporting Domain Student Applied for Financial Aid SB Student Basic Record Met SB Criteria at least 1 term in academic year SF Financial Applicant Record 1 Record per applicant FA Financial Award 1 Record for each award per term Must have a SB record in that term 0 to Many Awards in a term Financial Aid MIS Data 2012 Student Demographics (SB) FI Aid

Financial Aid Data Elements For CCCCO MIS Reporting An academic year is Summer, Fall, Winter, Spring Financial Aid has a leading summer and may have a trailing summer Financial Aid is reported annually after the conclusion of the trailing summer – Reported October 2011 – MIS Annual Code – Reported October 2012 – MIS Annual Code 120 Financial Aid is reported in two records Applicant record – SF Award record – FA The Award Record (FA) has two reporting terms MIS Annual Code – the academic year MIS Term Code – the term(s) in the academic year that the student received the award (summer, fall, winter, spring, summer)

Reporting Term Received Leading Summer 2011 Term Received Fall 2011 Term Received Winter 2012 Term Received Spring 2012 Term Received Trailing Summer 2012 Reporting for Academic Year 2011 – 2012, Due Oct 1, 2012

Financial Aid Data Elements FINANCIAL AID APPLICANT (SF) GI03 TERM_INDENTIFIER (academic year) SB00 STUDENT_INDENTIFIER SF01 STUDENT-AID-APPLICANT-STATUS SF03 STUDENT-AID-BUDGET-CATEGORY SF04 STUDENT-AID-TOTAL-BUDGET-AMT SF05 STUDENT-AID-DEPENDENCY-STATUS SF06 STUDENT-AID-HOUSEHOLD-SIZE SF07 STUDENT-AID-FAMILY-STATUS SF08 STUDENT-AID-INCOME-AGI-PARENT SF09 STUDENT-AID-INCOME-AGI-STUDENT SF10 STUDENT-AID-UNTAX-INC-PARENT SF11 STUDENT-AID-UNTAX-INC-STUDENT SF17 STUDENT-AID-EXPECTED-FAMILY-CONTRIB FINANCIAL AID AWARD (FA) GI03 TERM_IDENTIFIER (academic year) GI03 TERM_IDENTIFIER (term received) SB00 STUDENT_INDENTIFIER SF21 STUDENT-AID-AWARD-TYPE SF23 STUDENT-AID-AMOUNT-RECEIVED

Financial Aid Reporting Financial Aid MIS Data 2012 SF01 STUDENT-AID-APPLICANT-STATUS X(01) This element indicates whether a financial aid applicant received financial aid or not and the reason if they did not. This element should be reported for all financial aid applicants. CODING MEANING 1 = Received financial aid Did not receive financial aid because: 2 = Never enrolled/attended 3 = Did not complete File 4 = Determined Ineligible with no need 5 = Eligible with complete file after enrollment but no funds available 6 = Disqualified due to lack of satisfactory academic progress 7 = Other X = Unknown/Uncollected Student Demographics (SB) FI Aid

Student Demographics (SB) The Chancellor’s Office MIS Database Fin. Aid FA Award Data SF Applicant Data If SF01 = 1 FA Award Data FA Award Data FA Award Data

Financial Aid Reporting Domain: BOG Fee Waivers Financial Aid MIS Data 2012 Report a BOG Fee Waiver for every student… (BOG’s are the only award that can be $0) Determined Eligible for a BOG Fee WaiverFor Whom Fees were Assessed Attended at least one meeting a course for which fees were waived Student Demographics (SB) FI Aid

Financial Aid Reporting Financial Aid MIS Data 2012 Attendance VS. Enrollment The student must attend at least one meeting of a class during the term. Enrollment does not necessarily equate to actual attendance. Student Demographics (SB) FI Enrollments (SX) Sections Courses

Financial Aid Reporting Financial Aid MIS Data 2012 Attendance VS. Enrollment Local Enrollment Record Generated when a student enrolls in a class Attendance Student attends the class(es) for which they enrolled State Enrollment Record Generated only if the student attends the class(es) past first census date or received 1 hour positive attendance or resulted in mark on transcript. Student Demographics (SB) FI Enrollments (SX) Sections Courses

Financial Aid Reporting Financial Aid MIS Data 2012  Summer BOG fee waivers are always reported as "leaders" not “trailers”  BOG fee waiver may be awarded as a trailer (trailing summer) but reported as a leader (leading summer)  Any award other than BOG fee waivers can be a “leader” for one student and a “trailer” for another student Student Demographics (SB) FI Aid

Financial Aid Edit Checks  Three (3) levels of edit checks are required for financial aid data.  The level of edit checks to be used is determined by the type of award(s) that a student receives.  The multi-level edit approach is required because the type of award determines how much information a college’s financial aid office must collect from a student.  Group A awards have the most strenuous checks and Group C awards the least strenuous checks Student Demographics (SB) Financial Aid MIS Data 2012 Student Demographics (SB) FI Aid

Financial Aid Award Types GN – CNG EAAP

Financial Aid – August 23, 2012 Common Errors

 Student Id has never been reported to MIS  Not enrolled during term award was received  Awards received but SF01 not = 1  SF01 = 1 but no awards found  Award received but no applicant record  BOGW reported as a trailing summer term award Common Errors

“Student Id has never been reported to MIS” Cause: Student Id is not in CCCCO MIS Database Solution: 1.Generate a SB record for the student. 2.Resubmit the term-end data. 3.Resubmit the financial aid data

Financial Aid & the Student ID Financial Aid MIS Data 2012 Student Demographics (SB) FI Aid Many Financial Aid errors are related to problems with the Student Identifier (SB00) SB00 reported in the SB file with the term data SB00 reported in the annual student files SSN updates are vital but timing is the key

Student Identifier Updates SI Updates must be applied before submitting Financial Aid Data Enrolls in Noncredit Enrolls in Credit Applies for FI Aid

Cause: Student Id (SB) was not submitted for the term that the award was received Solution: 1.Determine the term(s) that the student received aid and generate a SB record for that term. 2.Resubmit the term-end data. 3.Resubmit the financial aid data. “Not enrolled during term award was received”

“Awards received but SF01 not equal 1” Cause: SF01 = 2 thru X which indicates that an award was not received, but award records have been submitted. Solution: 1. Determine if the student did indeed receive an award. 2. Modify the SF01 to equal 1 or delete the FA data. 3. Resubmit the financial aid data.

“SF01 = 1 But No Awards Found” Cause: SF01 = 1 but no award records have been submitted. Solution: 1. Determine if the student did indeed receive an award. 2. Determine if the award record was deleted because of a syntactical or referential error. 3. Resubmit the financial aid data.

“BOGW Reported as a trailing summer term award” Cause: Student award received term is trailing summer and award type is a BOGW Solution: 1.Summer BOG fee waivers are always reported as "leaders" not “trailers” 2.Resubmit the financial aid data.

Financial Aid – August 23, 2012 Reviewing Financial Aid Data

Edit Report and Analysis Report Let’s Look at an Example

Finding and Accessing Reports Analysis Report For reports prior to Request the General Access Password from your CISO Reports for will be available at: No user logon/password required Data available from to present Categorical historical reports may still be accessed from the MIS Area

Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) Data Mart Version 2.0 MIS Features

Net Price Calculator Site: XXX = 3 character MIS College Code In Production Now: Data Data Integrity is a college responsibility Net Price Calculator

CCCConfer Online Annual Financial Aid Report training:  These trainings will cover each annual report process and form.  CCCSE/Osher Scholarship Annual report for  R2T4 Annual Reimbursement request report for  SSARCC Online Annual Financial Aid Form 3 Report (and annual supplemental information) We will start with the CCCSE/Osher report first so that interested parties outside of financial aid do not need to sit through the other parts of the training concerning financial aid. Registered participants will receive a confirming with Links to the presentation materials the day before the training for which they are registered. Trainings are scheduled as follows:  August 27, Monday from 1:30p to 3:30p (CCCSE/Osher from 1:30 to 2:00)  August 28, Tuesday from 9:30a to 11:30a (CCCSE/Osher from 9:30 to 10:00)  August 28, Tuesday from 1:30p to 3:30p (CCCSE/Osher from 1:30 to 2:00) SSARCC Update

Data Mart Version 2.0  Is available now – link on the CCCCO homepage  Data is current - New look for the Financial Aid Query  Site:  Still tweaking.....

Updates for  Zero Dollar BOG FW re-submissions  The California National Guard Education Assistance Award Program (CNG EAAP)  New Edits  Elimination of LG, LH (FFELP Loans)  Zero Dollar BOG Threshold  Required EFC for federal aid / Cal Grants  Under consideration  AGI / Total Income limitations  Elimination of $0 BOG FWs

Zero Dollar BOG FW Resubmission  Call Scheduled for Aug. 30 th at 3:00pm for colleges affected (open to fin aid and MIS staff)  ALL Colleges must review financial aid data submissions and if $0 BOG FWs are misreported, must resubmit data by Oct. 26 th  data must comply with DED definitions (see SF21)  Colleges only need to resubmit SF and FA records  If a student identifier issue is found, work with college MIS staff for the correction

The California National Guard Education Assistance Award Program (CNG EAAP)  A new value has been added for reporting to cover the CSAC CNG EAAP  New value = GN (SF21)  This will be a Group C category edit

New MIS Edits  Rejection of new records for LG, LH (FFELP Loans) SF21 awards  FFELP Loans are no longer authorized as of !  Zero Dollar BOG Threshold  If more than 7% of total BOG FWs are $0, then ALL $0 BOG FWs will be rejected.  Remaining awards that have passed edits will be accepted  Required EFC for federal aid / Cal Grants  Thousands of awards have been entered without valid EFCs, skewing analysis and creating challenges in public policy decision making

QUESTIONS