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Residency And Other Smart Algorithms
CCCApply User Workshops 2011 CCCApply Residency And Other Smart Algorithms Rev. 1a March 2011
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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 and downloads based on responses and outcomes
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Quick Looks Residency and other smart algorithms are the focus of this presentation But first a quick look at the other four smarts …
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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 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
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Smart Linking Displays links to other services based on answers and outcomes Example: Link to AB540 form displayed only to those found eligible
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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)
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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
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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
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General Principles All calculations are 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
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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
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Admission Eligibility
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Residency Status Data field called ‘residencyStatus’
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
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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 B and D reference parent/guardian for minor Minor is under 19 years per SAAM, superseding general law
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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)
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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 inconsistent 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 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 (B0)
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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
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Residency Area B: Stay & Intent
Since 2010, B1 means there are no responses inconsistent with Resident status ‘Suspicious’ responses 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 In 2010, ‘Year’ field added for Out-of-State Activities (‘contra-indicator questions’) “If Yes, what year?”
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Residency Area B Questions
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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 souse/child, and military member is currently stationed in CA or has CA as State of Legal Residence or Home of Record Meets as C2 if: Applicant is a military member discharged within 1 year (does not include dependents) Otherwise, area C not met (C0)
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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 ….
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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
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Area C Changes for 2011 Modifications to Area C Algorithm
Current military member or dependent spouse/ child qualifies as C1 if: ‘State of Legal Residence’ is California or ‘Home of Record’ is California or Currently stationed in California
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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 A1 or A2
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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
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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
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Residency Integrity Flags
A string of up to 25 two-digit flags Delimited by commas 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
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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
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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
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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
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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 your comments and requests regarding this feature
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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)
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Residency Details Example
Pop-up for Integrity Flag definitions →
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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 visa type 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
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AB540 Eligibility: Links
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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 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
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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
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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
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Resources CCCApply Project Center cccapplyproject.org
Chancellor’s Office Website Community College League CACCRAO
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Thank you for attending!
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