CCCApply Smart Algorithms

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CCCApplySmart Algorithms
CCCApply CCCTranUser Workshops 2008

• Residency, Integrity, and
• Other Calculated Outcomes

March/April 2008
Rev. 1d
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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

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Quick Looks

• 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 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

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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 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

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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

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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 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

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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 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 AR intervention
• Complete computation 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 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

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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 but not qualifying as A1
• Otherwise, area A not met (XX)

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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)

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Residency Area B Questions
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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

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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
  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)

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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
• Applicant or parent/guardian is a qualified
  agricultural worker, and citizenship area status
  of 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 conditions

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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

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Integrity Check Statuses

• Data 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

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Integrity Codes 01-49
01 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
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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
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Integrity Codes 50-99, contd
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
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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 (code1) or No (code0)
• Defaults to No Set to Yes if there is a change
  in calculated residency status since last
  submitted application to any college (any term)

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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

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AB540 Eligibility

• Data field is Eligible for AB540 Waiver
• Used to generate link to AB540 form
• Status is Yes (code1) or No (code0)
• 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

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AB540 Eligibility
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AB540 Eligibility
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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

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Financial Aid Referral

• Status is Yes (code1) or No (code0)
• 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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Resources

• CCCApply Project Site
  cccnext.net/cccapply/
• Chancellors Office Web Site
  www.cccco.edu
• Community College League Site
  www.ccleague.org/
• CACCRAO www.caccrao.org

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Thank youfor attending!