MIS Financial Aid Webinar - California Community Colleges

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					California Community College
      Chancellor’s Office




   FINANCIAL AID WEBINAR
                FALL 2009
MIS Data = $$$$
Welcome

Meeting
                  We have a very large group, please
Ground Rules        Mute  your phone by pressing *6
and Details
                    Don’t put your phone on hold(muzak, etc)

                    Presentation will be in Lecture Mode (you
                     will hear the Chancellor’s Office but we
                     will not be able to hear you)
                    This presentation will be archived 90 days
                     and includes both visual and audio items
                    The PowerPoint will be saved on the MIS
                     site under “Presentations”
  Webinar Agenda

Presenters:

MIS – Bonnie
Edwards & Myrna    10:00 – 11:15 … MIS Presentation, reports,
Huffman
                     data / Q & A
Financial Aid
Program – Tim
Bonnel & Richard   11:15 – 12:00 … Program Updates / Q & A
Quintana
Webinar Goals

Financial      Attendees walk away with …
Aid              Understanding  of the MIS data flow
MIS Data         Understanding of Data Elements

2009             Understanding of State Reports

                 How to find Data Reporting Resources

                 How to resolve reporting issues

                 Program Updates
Let’s Get Started
The presentation will now be set to Lecture Mode

The Chancellor’s Office will not be able to hear you, please type
questions into the Chat Box.
         MIS Questions will be answered at the conclusion of the
         Power Point presentation and prior to Program Updates.


Another Q & A session will follow the Program Updates (which may
also include MIS questions).
                Data Entered Into System




                                     Data Submitted
Data Source




                                                      MIS Reviews Data
     Users Review Data




                    Data Available
   The Chancellor’s Office Database


                                                                            Emp.
                                                                           Assign.
                   EOPS                                                              Emp.
       DSPS                  Matric.                                                 Demo.

                Student                                  Calendar              Assignments
                                       Enrollments
              Demographics                                          Sessions
VTEA                                      (SX)
                  (SB)
                             Pgm.                        Sections
       Fin.                  Awds.
                    Cal-
       Aid                                     Courses
                   WORKs


              Assess.
Beyond the Community College System

                              NSC

                              UC
                              CSU
Districts
                              EDD


                              DSS
Data Uses
      Financial Aid Allocations
      Financial Aid Augmentation $34.2 million
      Legislative Reporting
      Federal IPEDS Reporting
      Perkins Allocations/Core Indicators
      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
  Timelines
October 1               Financial Aid CCCCO MIS data are due to the
                        Chancellor’s Office


Mid-November            Preliminary review of Financial Aid Department of Finance
                        Report (BOGs/Pells)


Early December          Perkins Career Technical Allocation


January                 Resubmission deadline for Perkins allocation and Financial
                        Aid report to the Legislature


February                Final Perkins Allocation


December to Mid-April   IPEDS Spring Collection, includes Student Financial Aid
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 fringe
benefits of full-time instructional faculty and Finance
data (revenues and expenditures).

If a survey is not completed the institution is subject to a
fine.


              *Integrated Postsecondary Education Data System
   Financial Aid & IPEDS
            IPEDS Data Collection Federally mandated in order to receive
                           federal financial aid funding.


Sept 2, 2009 to Oct 14, 2009                Fall Collection
                                            *Institutional Characteristics,
                                            *Completions, *12 Month Enrollments


Dec 12, 2009 to Jan 20, 2010                Winter Collection
                                            Human Resources Benefits(Districts Submit)


Dec 2, 2009 to April 14, 2010               Spring Collection
                                            *Fall Enrollment, *Student Financial Aid,
                                            *Graduation Rates & Finance(Districts Submit)
* Submitted by CO
 Financial Aid Data Elements
FINANCIAL AID APPLICANT (SF)                 FINANCIAL AID AWARD (FA)
GI03 TERM_INDENTIFIER (term of submission)   GI03 TERM_IDENTIFIER (term of submission)
SB00 STUDENT_INDENTIFIER                     GI03 TERM_IDENTIFIER (term received)
SF01 STUDENT-AID-APPLICANT-STATUS            SB00 STUDENT_INDENTIFIER
SF03 STUDENT-AID-BUDGET-CATEGORY             SF21 STUDENT-AID-AWARD-TYPE
SF04 STUDENT-AID-TOTAL-BUDGET-AMT            SF22 STUDENT-AID-AMOUNT-RECEIVED
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
Term of Submission vs. Term Received
 Reporting for Academic Year 2008 – 2009, Due Oct 1, 2009


                                    Term
                                  Received
                                  Summer
                                   2008

                  Term                               Term
                Received
                Summer
                              Term of              Received
                 2009        Submission            Fall 2008

                               Annual
                               2009
                         Term                  Term
                       Received              Received
                        Spring                Winter
                        2009                  2009             Term Received =
                                                               Term Award Received
   Financial Aid Reporting Domain
Financial Aid        • Student Applied for Financial Aid
MIS Data

2009                 • Student Basic Record
                SB   • Met SB Criteria at least 1 term in academic year


                     • Financial Applicant Record
                SF   • 1 Record per applicant in the annual term submission
  FI Aid

  Student            • Financial Award
Demographics         • 1 Record for each award per term / SB in same term
    (SB)        FA   • 0 to Many Awards in a term
    Student Basic(SB) Data Elements
   GI01 DISTRICT-COLLEGE-IDENTIFIER
   GI03 TERM-IDENTIFIER (must match “term award received” in the Award(FA) File)
   SB02 STUDENT-NAME-PARTIAL
   SB00 STUDENT-IDENTIFIER (must match the SB00 in the Financial Aid Files)
   SB01 STUDENT-IDENTIFIER-STATUS
   SB03 STUDENT-BIRTH-DATE
   SB04 STUDENT-GENDER
   SB05 STUDENT-ETHNICITY
   SB06 STUDENT-CITIZENSHIP
   SB08 STUDENT-ZIP-CODE
   SB09 STUDENT-RESIDENCE-CODE
   SB11 STUDENT-EDUCATION-STATUS
   SB12 STUDENT-HIGH-SCHOOL-LAST
   Etc….
   Financial Aid Reporting Domain
Financial Aid        • Student Applied for Financial Aid
MIS Data

2009                 • Student Basic Record
                SB   • Met SB Criteria at least 1 term in academic year


                     • Financial Applicant Record
                SF   • 1 Record per applicant in the annual term submission
  FI Aid

  Student            • Financial Award
Demographics         • 1 Record for each award per term / SB in same term
    (SB)        FA   • 0 to Many Awards in a term
   Financial Aid Reporting
                SF01 STUDENT-AID-APPLICANT-STATUS X(01)

Financial Aid   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
MIS Data        for all financial aid applicants.
2009
                     CODING MEANING
                     1 = Received financial aid

                     Did not receive financial aid because:
                     2 = Never enrolled/attended
 FI Aid              3 = Did not complete File
                     4 = Determined Ineligible with no need
  Student
Demographics
                     5 = Eligible with complete file after enrollment but no funds available
    (SB)             6 = Disqualified due to lack of satisfactory academic progress
                     7 = Other
                     X = Unknown/Uncollected
                                                     SF01 codes 2 thru X needed for CCCSO
                                                      to be responsive to legislative questions
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

2009
                • Determined Eligible for a BOG Fee Waiver



                • For Whom Fees were Assessed
 FI Aid

  Student
Demographics    • Attended at least one meeting a course for
    (SB)          which fees were waived
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.”

                          Local Enrollment Record
                                   Generated when a student enrolls in a class
FI
  Student
Demographics              Attendance
    (SB)
                                  Student attends the class(es) for which they enrolled
      Enrollments
         (SX)

               Sections   State Enrollment Record
          Courses                  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.
BOGs Leading & Trailing Summers
Reporting for Academic Year 2007 – 2008, Due Oct 1, 2008


  Summer 07        Fall 07          Winter 08       Spring 08    Summer 08

                                                                   • BOG
                                                                     Awarded




Reporting for Academic Year 2008 – 2009, Due Oct 1, 2009


   Summer 08        Fall 08         Winter 09        Spring 09   Summer 09

     • BOG
       Reported
Financial Aid Reporting

Financial Aid      Summer BOG fee waivers are always
MIS Data            reported as "leaders" not “trailers”
2009
                       BOG fee waiver may be awarded as a
                        trailer (trailing summer) but reported as a
                        leader (leading summer)
 FI Aid

  Student          Any award other than BOG fee waivers
Demographics
    (SB)            can be a “leader” for one student and a
                    “trailer” for another student
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
 FI Aid
    Student         student.
 Demographics
   Student
     (SB)
Demographics
   (SB)            Group A awards have the most strenuous checks
                    and Group C awards the least strenuous checks
Financial Aid Award Types
Common Errors
Financial Aid
 “Student Id has never been reported to MIS”

Cause:
  Student Id is not in CCC 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      Many Financial Aid errors are related to problems with the
Aid            Student Identifier (SB00)

MIS Data
               SB00 reported in the SB file with the term data
2009
               SB00 reported in the annual student files
 FI Aid

  Student
Demographics   SSN updates are vital but timing is the key
    (SB)
Student Identifier Updates

SI Updates
must be
applied
before
submitting                        222222222
Financial Aid   • Enrolls in                  • Applies
Data              Noncredit    • Enrolls in     for FI Aid
                                 Credit
                  111111111                      333333333
Student Identifier Updates

Financial Aid   The update process updates the SB00 in
MIS Data          term data and says, “make…”
2009

                   111111111 = 333333333
                   222222222 = 3333333333
 FI Aid

  Student
Demographics
                   Then IT submits the FI Aid File with SB00 = 33333333
    (SB)
“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.
    ** Submit an SB for all students in all terms, even if Student not enrolled
 Financial Aid Data Elements
FINANCIAL AID APPLICANT (SF)                 FINANCIAL AID AWARD (FA)
GI01 DISTRICT_COLLEGE_ID                     GI03 TERM_IDENTIFIER (term of submission)
GI03 TERM_INDENTIFIER (term of submission)   GI03 TERM_IDENTIFIER (term received)
SB00 STUDENT_IDENTIFIER                      SB00 STUDENT_IDENTIFIER
SF01 STUDENT-AID-APPLICANT-STATUS            SF21 STUDENT-AID-AWARD-TYPE
SF03 STUDENT-AID-BUDGET-CATEGORY             SF22 STUDENT-AID-AMOUNT-RECEIVED
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
“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.
Make October   1 st   Easy…(well less painful)
Reviewing Financial Aid Data

Analysis Report
Data Mart
Analysis Report
Steps: www.cccco.edu / Chancellor’s Office / Divisions
  / Management Information Systems


          Select the “Data Submission Tab”
Analysis Report
   Under the “Submission Reports” Section


       Select “Analysis Reports”
Analysis Report



     Any District
     Analysis Report

   Select a year
   Data is not due until Oct
          1st of selected year.
  Ex. Data for 2008- 2009 will
          be available until
          approx. Oct 1, 2009.




Select “Financial Aid Report”
Analysis Report
Password protected report
Request the General Access password from your CISO
     Analysis Report
               ABC, College: 123




 BOG Fee Waivers must be reported in the leading summer
 Other awards may be reported in the leading or trailing summer
Submission History
Steps: www.cccco.edu / Chancellor’s Office / Divisions
  / Management Information Systems


          Select the “Data Submission Tab”
Analysis Report
   Under the “Data Submission” Section
     Select “Submission History”
     Submission History

Any District




                                                                                                 Any District
                                                                                                 Any District

                                                                                                 Any District

                                                                                                 Any District
                                                                                                 Any District



               *If a date does not appear next to “Last Load to Production” then the data has not been loaded.
Financial Aid: Data Mart
www.CCCCO.edu
Financial Aid: Data Mart
Financial Aid: Data Mart
Financial Aid: Data Mart
            Any College
Finding and Accessing Reports

Password        www.cccco.edu / Chancellor’s Office / Divisions / MIS /
Protected:        >>Data Submission…
                   Are my reports available?
Analysis
•
                       Select Submission History
Report
                   Where is my annual Analysis Report?
                       Select Analysis Reports

Request the
•                  Were there any errors during the data submission process?
General                View Detail and Summary Reports
Access                     Local MIS has access to these reports
Password from
                   What is the headcount and award information by
your CISO
                    demographics?
                       Select the Data Mart
    Resources
   Data Element Dictionary
     http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/DED/tabid/266/Default.aspx
   MIS Presentations
    http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/Presentations/tabid/437/Defa
    ult.aspx
   CCCSO MIS Data Sites
       Analysis Reports          http://edit2.cccco.edu/CFM/research/summarylogon.cfm
   CCC Data Mart
    http://www.cccco.edu/SystemOffice/Divisions/TechResearchInfo/MIS/DataMartandReports/tabid/2
    82/Default.aspx
   Submission History
       https://webdata.cccco.edu/history.cfm
Program Update
Tim Bonnel
Richard Quintana
Bonnie Edwards, MIS
bedwards@cccco.edu

				
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