CCCApply Smart Algorithms

1. CCCApply & CCCTranUser Workshops 2008 CCCApplySmart Algorithms Residency, Integrity, and Other Calculated Outcomes Rev. 1d March/April 2008

2. 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 Smart Processing in CCCApply

3. Quick Looks • 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 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

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 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

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

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 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

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 “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

13. 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

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

15. 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)

16. Residency Area B Questions

17. 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

18. 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)

19. 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

20. 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

21. 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

22. 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

23. Integrity Codes 01-49

24. Integrity Codes 50-99

25. Integrity Codes 50-99, cont’d

26. 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)

27. 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

28. AB540 Eligibility • Data field is “Eligible for AB540 Waiver” • Used to generate link to AB540 form • Status 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

29. AB540 Eligibility

30. AB540 Eligibility

31. 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

32. 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

33. Resources • CCCApply Project Sitecccnext.net/cccapply/ • Chancellor’s Office Web Site:www.cccco.edu • Community College League Site:www.ccleague.org/ • CACCRAO: www.caccrao.org

34. Thank youfor attending!