CCCApply Smart Algorithms

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CCCApplySmart Algorithms
CCCApply CCCTranUser Workshops 2008

• Residency, Integrity, and
• Other Calculated Outcomes

March/April 2008
Rev. 1b
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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
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Integrity Codes 50-99
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Integrity Codes 50-99, contd
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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!