1. Residency And Other Smart Algorithms
CCCApply User Workshops 2011
CCCApply
Residency
And Other Smart Algorithms
Rev. 1a
March 2011

2. 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

3. Quick Looks
Residency and other smart algorithms are the focus of this presentation
But first a quick look at the other four smarts …

4. 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

5. Smart Linking
Displays links to other services based on answers and outcomes
Example: Link to AB540 form displayed only to those found eligible

6. 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)

7. 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

8. 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

9. 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

10. 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

11. Admission Eligibility

12. 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

13. 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

14. 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)

15. 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)

16. 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

17. 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?”

18. Residency Area B Questions

19. 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)

20. 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 ….

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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)

32. Residency Details Example
Pop-up for
Integrity Flag
definitions →

33. 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

34. AB540 Eligibility: Links

35. 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

36. 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

37. 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

38. Resources CCCApply Project Center cccapplyproject.org
Chancellor’s Office Website
Community College League
CACCRAO

39. Thank you for attending!