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

Today’s Agenda  Statewide COMIS~FA Update for 2015  Gainful Employment  Finding and Accessing reports  MIS Functions:  Net Price Calculator (NPC)  Student Services Automated Reporting (SSARCC)  Data Mart Version 2.0  Reminders and Updates COMIS  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

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

Gainful Employment  Congrats on getting your to 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)  CIP Codes, Program Titles, Award Type (cer tificate or degree)  GE files due October 1, 2015  Failure to comply with reporting deadlines may result in adverse action: up to HCM2  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 Request the General Access Password from your CISO Reports for will be available at: No user logon/password required Data available from to present Categorical historical reports may still be accessed from the MIS Area

Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) enhancements CSAC SB70 Reporting Data Mart Version 2.0 MIS Functions

Net Price Calculator Site: XXX = 3 numeric character MIS college code Updated in the late Spring: Current year Data Data Integrity is a college responsibility Net Price Calculator

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

CSAC SB70 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 is current - Financial Aid Query  Site:

MIS Updates for  Deadline for COMIS~FA Oct 1, 2015  Clean up by December 1, 2015  New for : Full Time Student Success Grant (FTSSG) SF21=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) SF21= GN Group C edits

 CCCSE/Osher Scholarship Annual report for  Due October 30 th COB  R2T4 Annual Reimbursement request report for  Due October 30 th COB no exceptions  SSARCC Online Annual Financial Aid Form 3 Report (and annual supplemental information)  Due November 6 th COB no exceptions Reporting Update 2015

Webinars  September 14 MIS  September 16 Annual Reporting  September 18 Annual Reporting  September 21 FTSSG Implementation  September 23 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 31 –November 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

COMIS 101

Financial Aid – September 14, 2015 Data Uses and Timelines

Data Uses  Financial Aid Allocations  Legislative Reporting  Federal IPEDS Reporting  Perkins Allocations/Core Indicators  CSAC SB70 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 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 IPEDS Winter Collection Early February

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 Federal IPEDS* Reporting

Financial Aid & IPEDS 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 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 (cer tificate or degree)

Gainful Employment Reporting Effective date: o Reporting for to due July 31, 2015, o Reporting for due October 1, 2015 Failure to comply may result in adverse action: HCM2

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

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

District Database (Local Data Mart and Reports) MIS Dept College/District User Reviews Data Data Source (local) 1 2 Local Reconciliation Process is Critical to Data Quality Data Entered Into System CCCCO MIS Database 4 3

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

Financial Aid Reporting Domain Student Applied for Financial Aid SB Student Basic Record Met SB Criteria at least 1 term in academic year SF Financial Applicant Record 1 Record per applicant 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 MIS Data 2015 Student Demographics (SB) FI Aid

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 – Reported October 2014 – MIS Annual Code – 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 Term Received Leading Summer 2014 Term Received Fall 2014 Term Received Winter 2015 Term Received Spring 2015 Term Received Trailing Summer 2015 Reporting for Academic Year 2014 – 2015, Due Oct 1, 2015

Financial Aid Data Elements FINANCIAL AID APPLICANT (SF) GI03 TERM_INDENTIFIER (academic year) SB00 STUDENT_INDENTIFIER SF01 STUDENT-AID-APPLICANT-STATUS SF03 STUDENT-AID-BUDGET-CATEGORY SF04 STUDENT-AID-TOTAL-BUDGET-AMT SF05 STUDENT-AID-DEPENDENCY-STATUS SF06 STUDENT-AID-HOUSEHOLD-SIZE SF07 STUDENT-AID-FAMILY-STATUS SF08 STUDENT-AID-INCOME-AGI-PARENT SF09 STUDENT-AID-INCOME-AGI-STUDENT SF10 STUDENT-AID-UNTAX-INC-PARENT SF11 STUDENT-AID-UNTAX-INC-STUDENT SF17 STUDENT-AID-EXPECTED-FAMILY-CONTRIB FINANCIAL AID AWARD (FA) GI03 TERM_IDENTIFIER (academic year) GI03 TERM_IDENTIFIER (term received) SB00 STUDENT_INDENTIFIER SF21 STUDENT-AID-AWARD-TYPE SF23 STUDENT-AID-AMOUNT-RECEIVED

Financial Aid Reporting Financial Aid MIS Data 2015 SF01 STUDENT-AID-APPLICANT-STATUS X(01) 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. CODING MEANING 1 = Received financial aid 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 Student Demographics (SB) FI Aid

Student Demographics (SB) The Chancellor’s Office MIS Database Fin. Aid FA Award Data SF Applicant Data If SF01 = 1 FA Award Data FA Award Data FA Award Data

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

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

Financial Aid Reporting Financial Aid MIS Data 2015 Attendance VS. Enrollment Local Enrollment Record Generated when a student enrolls in a class Attendance Student attends the class(es) for which they 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. Student Demographics (SB) FI Enrollments (SX) Sections Courses

Financial Aid Reporting Financial Aid MIS Data 2015  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 Student Demographics (SB) FI Aid

Financial Aid Edit Checks  Three (3) levels of edit checks are required for financial aid data.  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 Student Demographics (SB) Financial Aid MIS Data 2015 Student Demographics (SB) FI Aid

Financial Aid Award Types GN – CNG EAAP GD – FTSSG

Financial Aid – September 14, 2015 Common Errors

 Student Id has never been reported to MIS  Not enrolled during term award was received  Awards received but SF01 not = 1  SF01 = 1 but no awards found  Award received but no applicant record  BOGW reported as a trailing summer term award Common Errors

“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 2015 Student Demographics (SB) FI Aid Many Financial Aid errors are related to problems with the Student Identifier (SB00) SB00 reported in the SB file with the term data SB00 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 Enrolls in Noncredit Enrolls in Credit Applies for FI Aid

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. “Not enrolled during term award was received”

“Awards received but SF01 not equal 1” Cause: SF01 = 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 SF01 to equal 1 or delete the FA data. 3. Resubmit the financial aid data.

“SF01 = 1 But No Awards Found” Cause: SF01 = 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 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.

Financial Aid – September 14, 2015 Reviewing Financial Aid Data

Finding and Accessing Reports Analysis Report For reports prior to Request the General Access Password from your CISO Reports for will be available at: No user logon/password required Data available from to present Categorical historical reports may still be accessed from the MIS Area

Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) Data Mart Version 2.0 MIS Features

Net Price Calculator Site: XXX = 3 character MIS college code Update in the late Spring: Current year Data Data Integrity is a college responsibility Net Price Calculator

Data Mart Version 2.0  Is available – link on the CCCCO homepage  Data is current - Financial Aid Query  Site:

Updates for  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

 CCCSE/Osher Scholarship Annual report for  Due October 31 COB  R2T4 Annual Reimbursement request report for  Due October 10 COB  SSARCC Online Annual Financial Aid Form 3 Report (and annual supplemental information)  Due October 17 COB Report Update 2015

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