CCCApplySmart Algorithms

Residency, Integrity, and

Other Calculated Outcomes

March/April 2008

CCCApply & CCCTranUser Workshops 2008

Rev. 1d

Smart Processing in CCCApply Five kinds of “smarts” in CCCApply apps:

Smart algorithms calculate outcomes like residency status and BOG Waiver eligibility

Smart formatting presents application questions depending on given answers

Smart editing prevents clearly wrong answers and impossible combinations and maps related fields

Smart linking offers additional services depending on answers and outcomes

Smart processing supports custom email and downloads based on answers and outcomes

Quick LooksSmart algorithms are the focus of this

presentationBut first a quick look at the other four

smarts …

Smart ProcessingCan 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 LinkingDisplays 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 and impossible

combinations of answers Examples: Transfer student with no colleges Address not found in USPS database

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

See the CCCApply Data Dictionary (“data spec”) for detailed information http://cccnext.net/cccapply/ http://cccapply.org/Expert/college_support.asp

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

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 actual 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 “Residency Status”

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 but not qualifying as A1

Otherwise, area A not met (XX)

Residency Area B: Stay/Intent Meets with no special circumstances (B1):

Intends to maintain residence in California Duration of stay in California is at least 2 years No contra-indicators

Meets with special circumstances (B2): Intends to maintain residence in California Duration of stay in California is over 1 year No contra-indicators At least one of the following special circumstances:

Duration of stay in California is not at least 2 years Applicant completed HS outside CA within last 2 years Applicant is in military with non-CA home of record Applicant is under 19, unmarried, and not emancipated

Otherwise, area B not met (XX)

Residency Area B Questions

Residency Area B Questions Duration of stay based on “yes” to 2 years in

CA or on date if less than 2 years “Lived in CA” question now includes auto-calculated

date (term start minus 2 yrs)

Intent determined by “yes” to intent to stay Contra-indication if “yes” to any:

Declared residency in another state for taxes Registered to vote in another state Declared residency at out-of-state college/university Lawsuit or a divorce as a resident in another state

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 (XX)

Residency Area D: Special Indicates qualification for one of several

special residency exemptionsMeets 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 of A1 or A2

Overall Residency EvaluationCode 1: “Resident”

A1 and B1Code 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 conditions

Special Cases Not Evaluated Certain areas of residency are currently beyond

the scope or capacity of the online application 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 working out

of the state in the service of the state – A2 and either B1 or B2

These may be considered at a future date As of 2008, emancipated minors are covered

by the residency algorithm

Integrity Check StatusesData field called “Integrity Flags”A series of up to 25 two-digit flags Flags serve two functions

Identify inconsistencies in answers that are not technically errors (codes 1-49)

Identify type of proof needed for residency status 2 (codes 50-99)

Codes sorted in ascending order Example: 01,22,49,57

Integrity Codes 01-4901 Status is Resident and current address state is not California

02 Status is Resident and permanent address state is not California

03 Status is Resident, student is under age 19, “Attend High School” flag = Y, and state of last high school attended is not California

04 Status is Resident, state of most recent college attended is not California, and the enrolled “To Date” is within the last year from the current date

11 Claiming CA high school completion but last high school not in CA

48 Ineligible to enroll; B-visa holder

49 Ineligible to enroll; minor in high school

Integrity Codes 50-99

50 Missing valid Alien Registration Number

51 Has visa that can establish residency

52 Recently discharged U.S. military member

53 U.S. military member with California as home of record

54 U.S. military member currently stationed in CA not for education purposes

55 State college/university employee

56 California public school employee

57 Qualified seasonal agriculture worker

58 Two year care and control proof for guardian required

59 Date of arrival greater than one year but less than two years

Integrity Codes 50-99, cont’d

60 Date of Alien Registration not more than one year before term start date

61 Status is Resident but state of last high school attended is not California and high school completion date is within last 2 years

62 Status is Resident but applicant is currently in military with home of record other than CA

63 Applicant has been in California for over one year but less than two years

Residency Status Change Flag Data field called “Y/N Residency Status”

(aka “the liars 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 (code=1) or No (code=0)

Defaults to No – Set to Yes if there is a change in calculated residency status since last submitted application to any college (any term)

Residency Updates for 2008 Code 2 (instead of previous possible code 1) if:

Resident in CA for last 2 years, and Last high school not in California, and High school completion date within last 2 years

New field for Military Discharge Date Supports SB272 (enrollment priority for recent veterans) Error-checked with Military Status response

Recognition of emancipated minors Questions referenced to start-of-term date where

applicable Some rewording of questions for greater clarity

AB540 EligibilityData field is “Eligible for AB540 Waiver”Used to generate link to AB540 formStatus is Yes (code=1) or No (code=0)Defaults to No – Set to Yes if:

Not a resident and not a non-immigrant, and Yes to both AB540 questions:

Attended California high school 3 years Completed high school or equivalent

AB540 Eligibility

AB540 Eligibility

Financial Aid Referral Data field is “Financial Aid Referral” Meaning is “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 (code=1) or No (code=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

ResourcesCCCApply Project Site

cccnext.net/cccapply/

Chancellor’s Office Web Site: www.cccco.edu

Community College League Site: www.ccleague.org/

CACCRAO: www.caccrao.org

Thank youfor attending!