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Financial Aid Data Submission Training Overview & Updates September 14, 2015 Tim Bonnel, SFA Financial Aid Data Submission Training Overview & Updates September 14, 2015 Tim Bonnel, SFA Specialist Todd Hoig, MIS Administrator

Today’s Agenda q q q Statewide COMIS~FA Update for 2015 COMIS 101 Gainful Employment Today’s Agenda q q q Statewide COMIS~FA Update for 2015 COMIS 101 Gainful Employment Data Uses and Timelines Finding and Accessing reports Student Financial Aid Data MIS Functions: Submission Overview Net Price Calculator (NPC) Student Services Automated Common Errors Reporting (SSARCC) Reviewing Financial Aid Data Mart Version 2. 0 Reminders and Updates COMIS New MIS Features: Training Q&A

Statewide COMIS~FA Update Financial Aid – September 14, 2015 Statewide COMIS~FA Update Financial Aid – September 14, 2015

Gainful Employment q q Congrats on getting your 2008 -09 to 2013 -14 GE Gainful Employment q q Congrats on getting your 2008 -09 to 2013 -14 GE Files into the department by the July 30 deadline Colleges should reconcile approved programs with IPEDS, PPA, and College as well as NSLDS submissions for program lengths (Loan Program) q q GE 2014 -15 files due October 1, 2015 q q CIP Codes, Program Titles, Award Type (certificate or degree) Failure to comply with reporting deadlines may result in adverse action: up to HCM 2 Now that the Department has data they are working on new disclosure templates that will prepopulate some of the data submitted, Look for new templates by January 2017

Finding and Accessing Reports Analysis Report For reports prior to 200203 Request the General Finding and Accessing Reports Analysis Report For reports prior to 200203 Request the General Access Password from your CISO Reports for 2014 -2015 will be available at: https: //misweb. cccco. edu/ssarcc/Reports. aspx No user logon/password required Data available from 2002 -03 to present Categorical historical reports may still be accessed from the MIS Area

MIS Functions Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) enhancements CSAC SB MIS Functions Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) enhancements CSAC SB 70 Reporting Data Mart Version 2. 0

Net Price Calculator Site: https: //webprod. cccco. edu/npc/XXX/npcalc. htm XXX = 3 numeric character Net Price Calculator Site: https: //webprod. cccco. edu/npc/XXX/npcalc. htm XXX = 3 numeric character MIS college code Updated in the late Spring: Current year 2013 -14 Data Integrity is a college responsibility

SSARCC~Update FTSSG Report File Transfer Protocol New fields to reflect college contact info (name, SSARCC~Update FTSSG Report File Transfer Protocol New fields to reflect college contact info (name, phone, email, title) regarding report questions New fields to reflect CCCCO reviewer contact info (name, phone, email, title) Comment Field to identify issues or concerns related to questionable entries System generated emails from SSARCC~FA email box for report disposition to college contact.

CSAC SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 4 CSAC SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 4 due Dec 2015 Direct submission by CCCCO to CSAC on behalf of the CCCs Placement and Wage Data regulations approved at CSAC Sept 2014 meeting. First information provided to CSAC, March 2015 Regulations permit CCCs to use the Salary Surfer site to reflect data for compliant reporting to CSAC on Graduation Placement and Wage (GPW) data file. • • Updated annually in the Summer Aug 2015 Direct submission by CCCCO to CSAC on behalf of the colleges

Data Mart Version 2. 0 Is available – link on the CCCCO homepage Data Data Mart Version 2. 0 Is available – link on the CCCCO homepage Data is current - Financial Aid Query Site: http: //datamart. cccco. edu/

MIS Updates for 2014 -15 Deadline for 2014 -15 COMIS~FA Oct 1, 2015 Clean MIS Updates for 2014 -15 Deadline for 2014 -15 COMIS~FA Oct 1, 2015 Clean up by December 1, 2015 New for 2015 -16: Full Time Student Success Grant (FTSSG) SF 21=GD Group A edits Reminders: New IPEDS Survey ~ Academic Libraries college responsibility Elimination of LG, LH (FFELP Loans) Required EFC for federal aid / Cal Grants The California National Guard Education Assistance Award Program (CNG EAAP) SF 21= GN Group C edits

Reporting Update 2015 CCCSE/Osher Scholarship Annual report for 2013 -14 Due R 2 T Reporting Update 2015 CCCSE/Osher Scholarship Annual report for 2013 -14 Due R 2 T 4 Annual Reimbursement request report for 2013 -14 Due October 30 th COB no exceptions SSARCC Online 2013 -14 Annual Financial Aid Form 3 Report (and annual supplemental information) Due October 30 th COB November 6 th COB no exceptions

Webinars September 14 MIS September 16 Annual Reporting September 18 Annual Reporting September 21 Webinars September 14 MIS September 16 Annual Reporting September 18 Annual Reporting September 21 FTSSG Implementation September 23 COTOP September 28 BOGFW Substantive Changes October 1 BOGFW Substantive Changes

In-Person Trainings New FA Director Training – November 15 -18, 2015 Sacramento CASFAA October In-Person Trainings New FA Director Training – November 15 -18, 2015 Sacramento CASFAA October 31 –November 3. 2025 Sacramento FSA Conference December 1 -4, 2015 Las Vegas All FA Director Training – April 4 -5, 2016 San Diego CCCSFAAA April 5 -7, 2016 San Diego

QUESTIONS QUESTIONS

COMIS 101 COMIS 101

Data Uses and Timelines Financial Aid – September 14, 2015 Data Uses and Timelines Financial Aid – September 14, 2015

Data Uses Financial Aid Allocations Legislative Reporting Federal IPEDS Reporting Perkins Allocations/Core Indicators CSAC Data Uses Financial Aid Allocations Legislative Reporting Federal IPEDS Reporting Perkins Allocations/Core Indicators CSAC SB 70 Reporting Net Price Calculator System Office Data Mart Research Questions § Legislative Analyst Office § Department of Finance § California Postsecondary Education Commission § California Student Aid Commission § UC/CSU § Legislature – Committees and individual members

October 1 Financial Aid CCCCO MIS data are due to the Chancellor’s Office Mid-November October 1 Financial Aid CCCCO MIS data are due to the Chancellor’s Office Mid-November Preliminary review by Financial Aid Unit Finance Report (BOGs/Pells) Early December Financial Aid report to the Legislature Perkins Career Technical Allocation (Initial) January Resubmission deadline for Perkins allocation February Final Perkins Allocation December to Early February IPEDS Winter Collection

Federal IPEDS* Reporting Data are submitted to IPEDS for California Community Colleges by both Federal IPEDS* Reporting Data are submitted to IPEDS for California Community Colleges by both the Chancellor’s Office and by college/district. CCCCO submits all IPEDS surveys except for Finance data (revenues and expenditures) and Academic Library. If a survey is not completed the institution is subject to a fine. *Integrated Postsecondary Education Data System

Financial Aid & IPEDS Data Collection is federally mandated to receive federal financial aid Financial Aid & IPEDS Data Collection is federally mandated to receive federal financial aid funding. Fall Collection Institutional Characteristics, Completions, 12 Month Enrollments Winter Collection Student Financial Aid, Graduation Rates Spring Collection Fall Enrollment, Human Resources, Finance* and Academic Library* * Finance and Academic Library (Districts Submit, Not Submitted by CCCCO MIS)

Gainful Employment Reporting (Reinstated) § § § CCCCO MIS does not create or submit Gainful Employment Reporting (Reinstated) § § § CCCCO MIS does not create or submit the files for the college. College Responsibility Colleges should reconcile approved programs with IPEDS, PPA, and College as well as NSLDS submissions for program lengths (Loan Program) § CIP Codes § Program Titles § Award Type (certificate or degree)

Gainful Employment Reporting • Effective date: o Reporting for 2008 -09 to 2013 -14 Gainful Employment Reporting • Effective date: o Reporting for 2008 -09 to 2013 -14 due July 31, 2015, o Reporting for 2014 -15 due October 1, 2015 • Failure to comply may result in adverse action: HCM 2

SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 4 due SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 4 due Dec 2015 Direct submission by CCCCO to CSAC on behalf of the CCCs Placement and Wage Data regulations approved at CSAC Sept 2014 meeting. First information provided to CSAC, March 2015 Regulations permit CCCs to use the Salary Surfer site to reflect data for compliant reporting to CSAC on Graduation Placement and Wage (GPW) data file. Updated annually in the Summer Aug 2015 Direct submission by CCCCO to CSAC on behalf of the colleges

Student Financial Aid Data Submission Overview Financial Aid – September 14, 2015 Student Financial Aid Data Submission Overview Financial Aid – September 14, 2015

1 Data Entered Into System U MIS Dept College/District se r. R ev w 1 Data Entered Into System U MIS Dept College/District se r. R ev w 3 ie Data Source (local) s. D 2 4 at a District Database (Local Data Mart and Reports) CCCCO MIS Database Local Reconciliation Process is Critical to Data Quality

The Chancellor’s Office MIS Database DSPS Perkins Fin. Aid Emp. Assign. EOPS SSSP Student The Chancellor’s Office MIS Database DSPS Perkins Fin. Aid Emp. Assign. EOPS SSSP Student Demographics (SB) Special Population Emp. Demo. Cal. WORKs Assess. Enrollments (SX) Calendar Sessions Sections Pgm. Awds. Courses Assignments

Financial Aid Reporting Domain Financial Aid • Student Applied for Financial Aid MIS Data Financial Aid Reporting Domain Financial Aid • Student Applied for Financial Aid MIS Data SB • Student Basic Record • Met SB Criteria at least 1 term in academic year SF 2015 • Financial Applicant Record • 1 Record per applicant FI Aid Student Demographics (SB) FA • • Financial Award 1 Record for each award per term Must have a SB record in that term 0 to Many Awards in a term

Financial Aid Data Elements For CCCCO MIS Reporting • An academic year is Summer, Financial Aid Data Elements For CCCCO MIS Reporting • An academic year is Summer, Fall, Winter, Spring • Financial Aid has a leading summer and may have a trailing summer • Financial Aid is reported annually after the conclusion of the trailing summer • 2013 -2014 – Reported October 2014 – MIS Annual Code 140 • 2014 -2015 – Reported October 2015 – MIS Annual Code 150 • Financial Aid is reported in two records • Applicant record – SF (one per student) • Award record – FA (many award term payments per student) • The Award Record (FA) has two reporting terms • MIS Annual Code – the academic year • MIS Term Code – the term(s) in the academic year that the student received the award (summer, fall , winter, spring, summer)

Reporting for Academic Year 2014 – 2015, Due Oct 1, 2015 Term Received Leading Reporting for Academic Year 2014 – 2015, Due Oct 1, 2015 Term Received Leading Summer 2014 Term Received Trailing Summer 2015 Reporting Term Received Fall 2014 -2015 Term Received Spring 2015 Term Received Winter 2015

Financial Aid Data Elements FINANCIAL AID APPLICANT (SF) FINANCIAL AID AWARD (FA) GI 03 Financial Aid Data Elements FINANCIAL AID APPLICANT (SF) FINANCIAL AID AWARD (FA) GI 03 TERM_INDENTIFIER (academic year) GI 03 TERM_IDENTIFIER (academic year) SB 00 STUDENT_INDENTIFIER GI 03 TERM_IDENTIFIER (term received) SF 01 STUDENT-AID-APPLICANT-STATUS SB 00 STUDENT_INDENTIFIER SF 03 STUDENT-AID-BUDGET-CATEGORY SF 21 STUDENT-AID-AWARD-TYPE SF 04 STUDENT-AID-TOTAL-BUDGET-AMT SF 23 STUDENT-AID-AMOUNT-RECEIVED SF 05 STUDENT-AID-DEPENDENCY-STATUS SF 06 STUDENT-AID-HOUSEHOLD-SIZE SF 07 STUDENT-AID-FAMILY-STATUS SF 08 STUDENT-AID-INCOME-AGI-PARENT SF 09 STUDENT-AID-INCOME-AGI-STUDENT SF 10 STUDENT-AID-UNTAX-INC-PARENT SF 11 STUDENT-AID-UNTAX-INC-STUDENT SF 17 STUDENT-AID-EXPECTED-FAMILY-CONTRIB

Financial Aid Reporting SF 01 STUDENT-AID-APPLICANT-STATUS X(01) Financial Aid MIS Data This element indicates Financial Aid Reporting SF 01 STUDENT-AID-APPLICANT-STATUS X(01) Financial Aid MIS Data This element indicates whether a financial aid applicant received financial aid or not and the reason if they did not. This element should be reported for all financial aid applicants. 2015 CODING MEANING 1 = Received financial aid FI Aid Student Demographics (SB) Did not receive financial aid because: 2 = Never enrolled/attended 3 = Did not complete File 4 = Determined Ineligible with no need 5 = Eligible with complete file after enrollment but no funds available 6 = Disqualified due to lack of satisfactory academic progress 7 = Other X = Unknown/Uncollected

The Chancellor’s Office MIS Database Student Demographics (SB) SF Applicant Data Fin. Aid If The Chancellor’s Office MIS Database Student Demographics (SB) SF Applicant Data Fin. Aid If SF 01 = 1 FA Award Data FA FA Award Data

Financial Aid Reporting Domain: BOG Fee Waivers Financial Aid • Report a BOG Fee Financial Aid Reporting Domain: BOG Fee Waivers Financial Aid • Report a BOG Fee Waiver for every student…(BOG’s are the only award that can be $0) MIS Data 2015 • Determined Eligible for a BOG Fee Waiver • For Whom Fees were Assessed FI Aid Student Demographics (SB) • Attended at least one meeting a course for which fees were waived

Financial Aid Reporting Financial Aid Attendance VS. Enrollment The student must attend at least Financial Aid Reporting Financial Aid Attendance VS. Enrollment The student must attend at least one meeting of a class during the term. MIS Data 2015 Enrollment does not necessarily equate to actual attendance. FI Student Demographics (SB) Enrollments (SX) Sections Courses

Financial Aid Reporting Financial Aid Attendance VS. Enrollment Local Enrollment Record Generated when a Financial Aid Reporting Financial Aid Attendance VS. Enrollment Local Enrollment Record Generated when a student enrolls in a class MIS Data 2015 Attendance Student attends the class(es) for which they FI Student Demographics (SB) Enrollments (SX) Sections Courses enrolled State Enrollment Record Generated only if the student attends the class(es) past first census date or received 1 hour positive attendance or resulted in mark on transcript.

Financial Aid Reporting Financial Aid MIS Data 2015 FI Aid Student Demographics (SB) Summer Financial Aid Reporting Financial Aid MIS Data 2015 FI Aid Student Demographics (SB) Summer BOG fee waivers are always reported as "leaders" not “trailers” BOG fee waiver may be awarded as a trailer (trailing summer) but reported as a leader (leading summer) Any award other than BOG fee waivers can be a “leader” for one student and a “trailer” for another student

Financial Aid Edit Checks Financial Aid Three (3) levels of edit checks are required Financial Aid Edit Checks Financial Aid Three (3) levels of edit checks are required for financial aid data. MIS Data 2015 FI Aid Student Demographics (SB) The level of edit checks to be used is determined by the type of award(s) that a student receives. The multi-level edit approach is required because the type of award determines how much information a college’s financial aid office must collect from a student. Group A awards have the most strenuous checks and Group C awards the least strenuous checks

Financial Aid Award Types GD – FTSSG GN – CNG EAAP Financial Aid Award Types GD – FTSSG GN – CNG EAAP

Common Errors Financial Aid – September 14, 2015 Common Errors Financial Aid – September 14, 2015

Common Errors Student Id has never been reported to MIS Not enrolled during term Common Errors Student Id has never been reported to MIS Not enrolled during term award was received Awards received but SF 01 not = 1 SF 01 = 1 but no awards found Award received but no applicant record BOGW reported as a trailing summer term award

“Student Id has never been reported to MIS” Cause: Student Id is not in “Student Id has never been reported to MIS” Cause: Student Id is not in CCCCO MIS Database Solution: 1. Generate a SB record for the student. 2. Resubmit the term-end data. 3. Resubmit the financial aid data

Financial Aid & the Student ID Financial Aid MIS Data Many Financial Aid errors Financial Aid & the Student ID Financial Aid MIS Data Many Financial Aid errors are related to problems with the Student Identifier (SB 00) SB 00 reported in the SB file with the term data 2015 FI Aid Student Demographics (SB) SB 00 reported in the annual student files SSN updates are vital but timing is the key

Student Identifier Updates SI Updates must be applied before submitting Financial Aid Data • Student Identifier Updates SI Updates must be applied before submitting Financial Aid Data • Enrolls in Noncredit 11111 23232 • Enrolls in Credit • Applies for FI Aid 33333

“Not enrolled during term award was received” Cause: Student Id (SB) was not submitted “Not enrolled during term award was received” Cause: Student Id (SB) was not submitted for the term that the award was received Solution: 1. Determine the term(s) that the student received aid and generate a SB record for that term. 2. Resubmit the term-end data. 3. Resubmit the financial aid data.

“Awards received but SF 01 not equal 1” Cause: SF 01 = 2 thru “Awards received but SF 01 not equal 1” Cause: SF 01 = 2 thru X which indicates that an award was not received, but award records have been submitted. Solution: 1. Determine if the student did indeed receive an award. 2. Modify the SF 01 to equal 1 or delete the FA data. 3. Resubmit the financial aid data.

“SF 01 = 1 But No Awards Found” Cause: SF 01 = 1 but “SF 01 = 1 But No Awards Found” Cause: SF 01 = 1 but no award records have been submitted. Solution: 1. Determine if the student did indeed receive an award. 2. Determine if the award record was deleted because of a syntactical or referential error. 3. Resubmit the financial aid data.

“BOGW Reported as a trailing summer term award” Cause: Student award received term is “BOGW Reported as a trailing summer term award” Cause: Student award received term is trailing summer and award type is a BOGW Solution: 1. Summer BOG fee waivers are always reported as "leaders" not “trailers” 2. Resubmit the financial aid data.

Reviewing Financial Aid Data Financial Aid – September 14, 2015 Reviewing Financial Aid Data Financial Aid – September 14, 2015

Finding and Accessing Reports Analysis Report For reports prior to 200607 Request the General Finding and Accessing Reports Analysis Report For reports prior to 200607 Request the General Access Password from your CISO Reports for 2014 -2015 will be available at: https: //misweb. cccco. edu/ssarcc/Reports. aspx No user logon/password required Data available from 2006 -07 to present Categorical historical reports may still be accessed from the MIS Area

MIS Features Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) Data Mart Version MIS Features Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) Data Mart Version 2. 0

Net Price Calculator Site: https: //webprod. cccco. edu/npc/XXX/npcalc. htm XXX = 3 character MIS Net Price Calculator Site: https: //webprod. cccco. edu/npc/XXX/npcalc. htm XXX = 3 character MIS college code Update in the late Spring: Current year 2013 -14 Data Integrity is a college responsibility

Data Mart Version 2. 0 Is available – link on the CCCCO homepage Data Data Mart Version 2. 0 Is available – link on the CCCCO homepage Data is current - Financial Aid Query Site: http: //datamart. cccco. edu/

Updates for 2014 -15 The California National Guard Education Assistance Award Program (CNG EAAP) Updates for 2014 -15 The California National Guard Education Assistance Award Program (CNG EAAP) New Edits Elimination of LG, LH (FFELP Loans) Zero Dollar BOG Threshold Required EFC for federal aid / Cal Grants Still under consideration AGI / Total Income limitations Elimination of $0 BOG FWs

Report Update 2015 CCCSE/Osher Scholarship Annual report for 2013 -14 Due R 2 T Report Update 2015 CCCSE/Osher Scholarship Annual report for 2013 -14 Due R 2 T 4 Annual Reimbursement request report for 2013 -14 Due October 10 COB SSARCC Online 2013 -14 Annual Financial Aid Form 3 Report (and annual supplemental information) Due October 31 COB October 17 COB

Additional Trainings New FA Director Training – November 16 -19, 2015 Sacramento CCCSFAAA Feb Additional Trainings New FA Director Training – November 16 -19, 2015 Sacramento CCCSFAAA Feb 18 -19, 2015 Monterey All FA Director Training – Feb 19 -20, 2015 Monterey CCCSFAA Summer Trainings – July 2015

QUESTIONS QUESTIONS