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

2. Today’s Agenda COMIS 101 Statewide COMIS~FA Update for 2017
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 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

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

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

5. Finding and Accessing Reports
Analysis Report
Reports for will be available at: No user logon/password required Data available from to present

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

7. Data Integrity is a college responsibility
Net Price Calculator
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

8. 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, , title) regarding report questions
New fields to reflect CCCCO reviewer contact info (name, phone, , title)
Styill working on Comment Field to identify issues or concerns related to questionable entries  

9. 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

10. CSAC SB70 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

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

12. MIS Updates for 2016 - 17 Deadline for 2016-17 COMIS~FA Oct 1, 2017
Clean up by December 1, 2017
New for SF21 Student Aid Award Types:
GK = CalWORKS grant
GY =, CAFYES grant
LY =, CAFYES loan
WK = CalWORKS WS,
WY = CAFYES WS
GU = SSSP/Equity/DSPS direct assistance as institutional aid
New for SF21 Student Aid Award Types:
GH = Community College Completion Grant CCCG

13. Reporting Update 2017
CCCSE/Osher Scholarship Annual report for
Due October 2nd COB
R2T4 Annual  Reimbursement request report for
Due November 3rd COB
SSARCC Online Annual Financial Aid Form 3 Report (and annual supplemental information)
Due October 27th COB

14. Webinars
Annual Reporting (SSARCC, Osher, R2T4, FTSSG and adjustments to prior year from returned, recovered, uncashed or stale dated checks (Registration Required)
August 31 from 10-11:30a
September 5 from 3-4:30p
MIS Data Submission (Registration Required)
August 24 from 2-3:30p
FTSSG Update & Completion Grant Implementation (Registration Required)
August 29 from 10:30a-12n
September 7 from 2:30-4p

15. 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

16. In-Person Trainings
New FA Director Training – November tbd, 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)

17. QUESTIONS

18. COMIS 101

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

20. 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

21. 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

22. 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

23. 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)

24. 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)

25. Gainful Employment Reporting
Effective date:
Reporting for due October 1, 2017
Failure to comply may result in adverse action: HCM2

26. 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

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

28. Data Entered Into System1
MIS Dept
College/District
Data Entered Into System
User Reviews Data
Data Source
(local) 3 2 4
District Database
(Local Data Mart
and
Reports)
CCCCO MIS Database
Local Reconciliation Process is Critical to Data Quality

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

30. 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
2017
FI Aid
Student
Demographics
(SB)

31. 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 2016 – MIS Annual Code 160
– 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)

32. Reporting for Academic Year 2016 – 2017, Due Oct 1, 2017
Term Received
Leading Summer 2016
Fall 2016
Winter 2017
Spring 2017
Trailing Summer 2017

33. 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

34. Financial Aid Reporting
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
Financial Aid
MIS Data
2017
FI Aid
Student
Demographics
(SB)

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

36. Financial Aid Reporting Domain: BOG Fee Waivers
MIS Data
2017
Report a BOG Fee Waiver for every student…(BOG’s are the only award that can be $0)
Determined Eligible for a BOG Fee Waiver
For Whom Fees were Assessed
Attended at least one meeting a course for which fees were waived
FI Aid
Student
Demographics
(SB)

37. Financial Aid Reporting
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.
Financial Aid
MIS Data
2017 FI
Student
Demographics
(SB)
Enrollments
(SX)
Sections
Courses

38. Financial Aid Reporting
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.
Financial Aid
MIS Data
2017 FI
Student
Demographics
(SB)
Enrollments
(SX)
Sections
Courses

39. Financial Aid Reporting
MIS Data
2017
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
FI Aid
Student
Demographics
(SB)
Title: Financial Aid Caveats
Description: Edit Checks
Location: eboard

40. Financial Aid Edit Checks
MIS Data
2017
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
FI Aid
Student
Demographics
(SB)
Student
Demographics
(SB)

41. Financial Aid Award Types
GD – FTSSG
GH – CCCG
GN – CNG EAAP

42. Common Errors
Financial Aid – August 24, 2017

43. 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
Title: Error 1
Description: Cause
Location: eboard

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

45. Financial Aid & the Student ID
MIS Data
2017
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
FI Aid
Student
Demographics
(SB)

46. Student Identifier Updates
SI Updates must be applied before submitting Financial Aid Data
Enrolls in Noncredit
Enrolls in Credit
Applies for FI Aid

47. “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.
Title: Error 1
Description: Cause
Location: eboard

48. “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.
Title: Error 3
Description: Cause
Location: eboard

49. “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.
Title: Error 3
Description: Cause
Location: eboard

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

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

52. Finding and Accessing Reports
Analysis Report
Reports for will be available at:
No user logon/password required
Data available from to present

53. QUESTIONS