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Financial Aid MIS Reporting

Financial Aid MIS Reporting. 2006 CONFERENCE. October 23 & 24. Financial Aid Data Uses. Financial Aid Allocations Financial Aid Augmentation $34.2 million Legislative Reporting Federal IPEDS Reporting VTEA Allocations/Core Indicators System Office Data Mart.

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Financial Aid MIS Reporting

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  1. Financial Aid MIS Reporting 2006 CONFERENCE October 23 & 24

  2. Financial Aid Data Uses • Financial Aid Allocations • Financial Aid Augmentation $34.2 million • Legislative Reporting • Federal IPEDS Reporting • VTEA Allocations/Core Indicators • System Office Data Mart 3CBG Conference - October 23rd and 24th

  3. Financial Aid Data Uses Research Questions • Legislative Analyst Office • Department of Finance • California Postsecondary Education Commission • California Student Aid Commission • UC/CSU • Legislature – Committees and individual members 3CBG Conference - October 23rd and 24th

  4. Timeline • 30 days after end of term • 30 days after end of spring term • Due September 1st • Due October 1st • Due October 1st • Opens November 1st • Due by January 15th • Term . . . . . . . . . • Calendar . . . . . . • Program Award . • Financial Aid . . . • Assessment . . . • Employee Data . Resubmissions as needed 3CBG Conference - October 23rd and 24th

  5. Data Flow 1 2 MIS Dept At Districts Data Entered Into System 5 Data Re-Submit Data Source 3 Data Review 4 Chancellor’s Office Data Base (Data Mart and Reports) User Reviews Data 4 External Entities DOF, Newspapers, Legislature, etc. Good Data at the Source = Accurate View of Your College Good Decisions Quality Services to Students Data Pull

  6. Database Relationships Emp. Assign. EOPS DSPS Emp. Demo. Matric. Student Demographics (SB) VTEA Calendar Assignments Enrollments (SX) Sessions PBS Sections Pgm. Awds. Courses Fin. Aid Cal WORKs Assess. 3CBG Conference - October 23rd and 24th

  7. Data Element Dictionary • Describes the Data for an Area • Contains the Domain Statement • Lists Valid entries into the Data Element • Should be used by the Area Owner and MIS • No Password Required 3CBG Conference - October 23rd and 24th

  8. Financial Aid Reporting Domain SF SX ? SB 3CBG Conference - October 23rd and 24th

  9. Financial Aid Data Has two components: • Financial Aid Applicant Data (SF) • SF01 – Applicant Status • Financial Award Data (FA) • GI03 – Term award was received • SF21 – Award type • SF22 – Amount received 3CBG Conference - October 23rd and 24th

  10. Common Errors Cause/Solution 2006 CONFERENCE October 23 & 24

  11. “Not enrolled during term award was received” • Cause: Student Id (SB) was not submitted for the term that the award was received • Solution: • Determine the term(s) that the student received aid and generate a SB record for that term. • Resubmit the term-end data. • Resubmit the financial aid data. 3CBG Conference - October 23rd and 24th

  12. “Student Id has never been reported to MIS” • Cause: Student Id is not in CCC MIS Database • Solution: • Generate a SB record for the student. • Resubmit the term-end data. • Resubmit the financial aid data. 3CBG Conference - October 23rd and 24th

  13. SB00 Student Identifier • SSN updates are vital but timing is the key • SB00 reported in the SB file with the term data • SB00 reported in the annual student files • Many Financial Aid errors are related to problems with the Student Identifier 3CBG Conference - October 23rd and 24th

  14. Using the Test Site After term data are loaded to the production database submit a financial aid data file to the test site Address potential errors term by term The annual submission in October will have fewer errors 3CBG Conference - October 23rd and 24th

  15. Financial Aid MIS ChangesImplementation Annual 2006-2007Optional 2005-2006 2006 CONFERENCE October 23 & 24

  16. Financial Aid MIS Changes • Add 888888 as a valid value for SF08 and SF09 • Not Applicable value for Student/Parent AGI (income) • Changes in Acceptable Values for SF21 (Student Aid Award Type) • Removed B4 from Values 3CBG Conference - October 23rd and 24th

  17. Financial Aid MIS Changes • Added Following Values for Fee Waivers to SF21 • F1 = Dependent (children) of Deceased Law Enforcement/Fire Suppression • F2 = Dependent (surviving spouse and children) of deceased or disabled member of CA National Guard • F3 = Dependent of (children) deceased or disabled Veteran • F4 = Dependents (children) of Congressional Medal of Honor recipient (CMH) or CMH recipient • F5 = Dependents (surviving spouse and children) of deceased victims of September 11, 2001 terrorist attack. • GA = Academic Competitiveness Grant 3CBG Conference - October 23rd and 24th

  18. Data Submission Resources • Syntactical/Referential Report • Analysis Reports by Term • CCC Data Mart 3CBG Conference - October 23rd and 24th

  19. Security Access - Provided to the CISO of each College

  20. DARE to CARE! …… About a quality MIS Data Submission 3CBG Conference - October 23rd and 24th

  21. Questions? 3CBG Conference - October 23rd and 24th

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