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Financial Aid Data Submission Training Overview & Updates August 24, 2017 Tim Bonnel, SFA Financial Aid Data Submission Training Overview & Updates August 24, 2017 Tim Bonnel, SFA Specialist Todd Hoig, MIS Administrator

Today’s Agenda q q Statewide COMIS~FA Update for 2017 Gainful Employment reminder – Finding Today’s Agenda q q Statewide COMIS~FA Update for 2017 Gainful Employment reminder – Finding and Accessing reports MIS Functions: Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) Data Mart Version 2. 0 Training Q&A COMIS 101 Data Uses and Timelines Student Financial Aid Data Submission Overview Common Errors Reviewing Financial Aid Data New MIS Features: Q&A

Statewide COMIS~FA Update Financial Aid – August 24, 2017 Statewide COMIS~FA Update Financial Aid – August 24, 2017

Gainful Employment q Colleges should reconcile approved programs with IPEDS, PPA, and College as Gainful Employment q Colleges should reconcile approved programs with IPEDS, PPA, and College as well as NSLDS submissions for program lengths (Pell origination and Loan Program) q q GE 2016 -17 files due October 1, 2017 q q CIP Codes, Program Titles, Award Type (certificate or degree) Gainful Employment Electronic Announcement #107 - Information for GE Reporting by the October 1, 2017 Deadline Disclosure templates were still required by July 1, 2017. If your web links aren’t live with required diclosures in the required template, you are non–compliant.

Finding and Accessing Reports Analysis Reports for 2016 -2017 will be available at: https: Finding and Accessing Reports Analysis Reports for 2016 -2017 will be available at: https: //misweb. cccco. edu/ssarcc/Reports. aspx No user logon/password required Data available from 2002 -03 to present

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: //misweb. cccco. edu/npc/XXX/npcalc. htm XXX = 3 numeric character Net Price Calculator Site: https: //misweb. cccco. edu/npc/XXX/npcalc. htm XXX = 3 numeric character MIS college code Updated in the late Spring: Current year 2015 -16 Data Integrity is a college responsibility

SSARCC~Update FTSSG Report File validation/submission protocol CCSG Report file validation/submission protocol NEW Recently added SSARCC~Update FTSSG Report File validation/submission protocol CCSG Report file validation/submission protocol NEW Recently added 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) Styill working on Comment Field to identify issues or concerns related to questionable entries

CCCSG Report File Data Elements Student SSN - Student's 9 digit SSN with no CCCSG Report File Data Elements Student SSN - Student's 9 digit SSN with no dashes (#####) or optionally blank for students without SSN Student local ID - Student's local ID Award Term - Code specifying term CCCG was awarded (F - fall, W - winter, S – spring, U – Summer, I - Intersession) Award Year - 4 digit year FTSSG was awarded (2016 or 2017 for fall, 2017 for winter or spring) Award Amount - Dollar amount of CCCG award Units attempted at time of payment

CSAC SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 6 CSAC SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 6 due Dec 2017 Direct submission by CCCCO to CSAC on behalf of the CCCs Placement and Wage Data regulations approved at CSAC Sept 2014 meeting. Information provided to CSAC annually, in the spring 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 2016 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 real time current - Financial Aid Query Site: http: //datamart. cccco. edu/

MIS Updates for 2016 - 17 Deadline for 2016 -17 COMIS~FA Oct 1, 2017 MIS Updates for 2016 - 17 Deadline for 2016 -17 COMIS~FA Oct 1, 2017 Clean up by December 1, 2017 New for 2016 -17 SF 21 Student Aid Award Types: GK = Cal. WORKS grant GY =, CAFYES grant LY =, CAFYES loan WK = Cal. WORKS WS, WY = CAFYES WS GU = SSSP/Equity/DSPS direct assistance as institutional aid New for 2017 -18 SF 21 Student Aid Award Types: GH = Community College Completion Grant CCCG

Reporting Update 2017 CCCSE/Osher Scholarship Annual report for 2016 -17 Due R 2 T Reporting Update 2017 CCCSE/Osher Scholarship Annual report for 2016 -17 Due R 2 T 4 Annual Reimbursement request report for 2016 -17 Due November 3 rd COB SSARCC Online 2016 -17 Annual Financial Aid Form 3 Report (and annual supplemental information) Due October 2 nd COB October 27 th COB

Webinars Annual Reporting (SSARCC, Osher, R 2 T 4, FTSSG and adjustments to prior Webinars Annual Reporting (SSARCC, Osher, R 2 T 4, FTSSG and adjustments to prior year from returned, recovered, uncashed or stale dated checks (Registration Required) MIS Data Submission (Registration Required) August 31 from 10 -11: 30 a September 5 from 3 -4: 30 p August 24 from 2 -3: 30 p FTSSG Update & Completion Grant Implementation (Registration Required) August 29 from 10: 30 a-12 n September 7 from 2: 30 -4 p

Webinars cont’d BOGFW / California College Promise Grants - No Registration Required - CALL Webinars cont’d BOGFW / California College Promise Grants - No Registration Required - CALL FOR INFO August 10 – 3: 00 pm August 15 – 1: 30 pm August 18 – 10: 00 am August 29 – 9: 00 am August 31 – 3: 00 pm

In-Person Trainings New FA Director Training – November tbd, 2017 Sacramento CASFAA – October In-Person Trainings New FA Director Training – November tbd, 2017 Sacramento CASFAA – October 29 -31, 2017 Monterey FSA Conference Nov 28 -Dec 1, 2017 Orlando All FA Director Training – March 19 -20, 2018 Palm Springs (tentative) CCCSFAAA March 20 -22, 2018 Palm Springs (tentative)

QUESTIONS QUESTIONS

COMIS 101 COMIS 101

Data Uses and Timelines Financial Aid – August 24, 2017 Data Uses and Timelines Financial Aid – August 24, 2017

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 § § § CCCCO MIS does not create or submit the Gainful Employment Reporting § § § 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 2016 -17 due October 1, Gainful Employment Reporting • Effective date: o Reporting for 2016 -17 due October 1, 2017 • Failure to comply may result in adverse action: HCM 2

SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 6 due SB 70 Reporting Enrollment Persistence and Graduation (EPG) Data File for year 6 due Dec 2017 Direct submission by CCCCO to CSAC on behalf of the CCCs Placement and Wage Data regulations approved at CSAC Sept 2014 meeting. Information provided to CSAC annually, in the spring 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 2016 Direct submission by CCCCO to CSAC on behalf of the colleges

Student Financial Aid Data Submission Overview Financial Aid – August 24, 2017 Student Financial Aid Data Submission Overview Financial Aid – August 24, 2017

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 2017 • 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 • 2015 -2016 – Reported October 2016 – MIS Annual Code 160 • 2016 -2017 – Reported October 2017 – MIS Annual Code 170 • 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 2016 – 2017, Due Oct 1, 2017 Term Received Leading Reporting for Academic Year 2016 – 2017, Due Oct 1, 2017 Term Received Leading Summer 2016 Term Received Trailing Summer 2017 Reporting Term Received Fall 2016 -2017 Term Received Spring 2017 Term Received Winter 2017

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. 2017 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 2017 • 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 2017 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 2017 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 2017 FI Aid Student Demographics (SB) Summer Financial Aid Reporting Financial Aid MIS Data 2017 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 2017 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 GH – CCCG GN – CNG EAAP Financial Aid Award Types GD – FTSSG GH – CCCG GN – CNG EAAP

Common Errors Financial Aid – August 24, 2017 Common Errors Financial Aid – August 24, 2017

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 2017 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 – August 24, 2017 Reviewing Financial Aid Data Financial Aid – August 24, 2017

Finding and Accessing Reports Analysis Reports for 2016 - 2017 will be available at: Finding and Accessing Reports Analysis Reports for 2016 - 2017 will be available at: https: //misweb. cccco. edu/ssarcc/Reports. aspx No user logon/password required Data available from 2002 -03 to present

QUESTIONS QUESTIONS