Financial Aid MIS Reporting

2 Financial Aid Data Uses Financial Aid Allocations Financial Aid Augmentation $34.2 million Legislative Reporting Federal IPEDS Reporting VTEA Allocations/Core Indicators System Office Data Mart

3 Financial Aid Data Uses Research Questions Legislative Analyst Office Department of Finance California Postsecondary Education Commission California Student Aid Commission UC/CSU Legislature – Committees and individual members

4 Timeline Term Calendar Program Award. Financial Aid... Assessment... Employee Data. 30 days after end of term 30 days after end of spring term Due September 1 st Due October 1 st Opens November 1 st Due by January 15th Resubmissions as needed

5 Data Flow Chancellor’s Office Data Base (Data Mart and Reports) MIS Dept At Districts Data Re-Submit External Entities DOF, Newspapers, Legislature, etc. Data Review Data Pull Data Source 12 3 User Reviews Data Good Data at the Source = Accurate View of Your College Good Decisions Quality Services to Students Data Entered Into System

6 Database Relationships Enrollments (SX) Student Demographics (SB) Sections Courses Fin. Aid Assess. PBS VTEA Matric. Pgm. Awds. Emp. Demo. Sessions Calendar Assignments EOPS DSPS Emp. Assign. Cal WORKs

7 Data Element Dictionary Describes the Data for an Area Contains the Domain Statement Lists Valid entries into the Data Element Should be used by the Area Owner and MIS No Password Required

8 Financial Aid Reporting Domain SB SF SX ?

9 Financial Aid Data Has two components: –Financial Aid Applicant Data (SF) SF01 – Applicant Status –Financial Award Data (FA) GI03 – Term award was received SF21 – Award type SF22 – Amount received

Common Errors Cause/Solution

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

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

13 SB00 Student Identifier SSN updates are vital but timing is the key SB00 reported in the SB file with the term data SB00 reported in the annual student files Many Financial Aid errors are related to problems with the Student Identifier

14 Using the Test Site After term data are loaded to the production database submit a financial aid data file to the test site Address potential errors term by term The annual submission in October will have fewer errors

Financial Aid MIS Changes Implementation Annual Optional

16 Financial Aid MIS Changes Add as a valid value for SF08 and SF09 –Not Applicable value for Student/Parent AGI (income) Changes in Acceptable Values for SF21 (Student Aid Award Type) –Removed B4 from Values

17 Financial Aid MIS Changes Added Following Values for Fee Waivers to SF21 –F1 = Dependent (children) of Deceased Law Enforcement/Fire Suppression –F2 = Dependent (surviving spouse and children) of deceased or disabled member of CA National Guard –F3 = Dependent of (children) deceased or disabled Veteran –F4 = Dependents (children) of Congressional Medal of Honor recipient (CMH) or CMH recipient –F5 = Dependents (surviving spouse and children) of deceased victims of September 11, 2001 terrorist attack. –GA = Academic Competitiveness Grant

18 Data Submission Resources Syntactical/Referential Report Analysis Reports by Term CCC Data Mart

19 TypeAccessUser Group General AccessAnalysis Reports Annual Headcount Business/Data Owner ResearchAnalysis Reports Annual Headcount Research Teams Referential Data Files MIS, Research: control distribution contains SSN SRTKSecured SRTK Datasets Research, MIS: control distribution contains SSN Data Submission Detail / Summary Report Annual Headcount Referential Data Files MIS: control distribution contains SSN Security Access - Provided to the CISO of each College

20 …… About a quality MIS Data Submission DARE to CARE!

21 Questions?