Financial Aid Data Submission Training

Overview & Updates

August 23, 2012Tim Bonnel, SFA CoordinatorRhonda Mohr, SFA, Specialist

Mike Dear, SFA SpecialistMyrna Huffman, MIS Administrator

Today’s Agenda Data Uses and Timelines Student Financial Aid Data Submission Overview Common Errors Reviewing Financial Aid Data New MIS Features:

Data Element Dictionary Changes Net Price Calculator (NPC) Student Services Automated Reporting (SSARCC) Data Mart Version 2.0

Updates Q&A

Financial Aid – August 23, 2012

Data Uses and Timelines

Data Uses Financial Aid Allocations Legislative Reporting Federal IPEDS Reporting Perkins Allocations/Core Indicators Gainful Employment 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).

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

Spring CollectionFall Enrollment, Graduation Rates, Human Resources and Finance*

* Finance (Districts Submit Not Submitted by CCCCO MIS)

Gainful Employment Reporting

(SUSPENDED) CCCCO MIS will identify a “potential” cohort and create the detail records.

CCCCO MIS will post the records on the Data on Demand Site. The college may then use, modify, or ignore the data files.

CCCCO MIS will not submit the files for the college.

Gainful Employment Recommendations

Chancellor’s Office will generate the submission file this fall (2012) Colleges may download / review / modify

Colleges should reconcile approved programs with IPEDS, PPA, and College records CIP Codes Program Titles Award Type (certificate or degree)

Financial Aid – August 23, 2012

Student Financial Aid Data Submission Overview

District Database(Local Data Mart

and Reports)

MIS Dept College/District

User R

eviews D

ata

Data Source(local)

1

2

Local Reconciliation Process is Critical to Data Quality

Data Entered Into System

CCCCO MIS Database

43

Enrollments(SX)

StudentDemographics

(SB)Sections

Courses

Matric.Emp.

Demo.

Sessions

Calendar Assignments

EOPSDSPS

Emp.Assign.

Cal-WORKs

The Chancellor’s Office MIS Database

Assess.

Perkins

Pgm.Awds.

Fin.Aid

SpecialPopulation

Financial Aid Reporting Domain

Financial Aid

MIS Data

2012

StudentDemographics

(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

• 2010-2011 – Reported October 2011 – MIS Annual Code 110• 2011-2012 – Reported October 2012 – MIS Annual Code 120

•Financial Aid is reported in two records• Applicant record – SF• Award record – FA

•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 2011 – 2012, Due Oct 1, 2012

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

2012

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 MEANING1 = Received financial aid

Did not receive financial aid because:2 = Never enrolled/attended3 = Did not complete File4 = Determined Ineligible with no need5 = Eligible with complete file after enrollment but no funds

available6 = Disqualified due to lack of satisfactory academic progress7 = OtherX = Unknown/Uncollected

 

StudentDemographics

(SB)

FI Aid

StudentDemographics

(SB)

The Chancellor’s Office MIS Database

Fin.Aid

FAAwardData

SFApplicant

Data

If SF01 = 1

FAAwardData

FAAwardData

FAAwardData

Financial Aid Reporting Domain: BOG Fee Waivers

Financial Aid

MIS Data

2012

StudentDemographics

(SB)

FI Aid

Financial Aid Reporting

Financial Aid

MIS Data

2012

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.

StudentDemographics

(SB)

FI

Enrollments(SX)

Sections

Courses

Financial Aid Reporting

Financial Aid

MIS Data

2012

Attendance VS. Enrollment

Local Enrollment RecordGenerated when a student enrolls in a

class

AttendanceStudent attends the class(es) for which

they enrolled

State Enrollment RecordGenerated only if the student attends the

class(es) past first census date or received 1 hour positive attendance or resulted in mark on transcript.

StudentDemographics

(SB)

FI

Enrollments(SX)

Sections

Courses

Financial Aid Reporting

Financial Aid

MIS Data

2012

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

StudentDemographics

(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

StudentDemographics

(SB)

Financial Aid

MIS Data

2012

StudentDemographics

(SB)

FI Aid

Financial Aid Award Types

GN – CNG EAAP

Financial Aid – August 23, 2012

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

2012

StudentDemographics

(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

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 – August 23, 2012

Reviewing Financial Aid Data

Edit Report and Analysis Report

Let’s Look at an Example

Finding and Accessing Reports

Analysis Report

For reports prior to 2006-07 Request the General Access Password from your CISO

Reports for 2011-2012 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

Net Price Calculator (NPC)Student Services Automated Reporting

(SSARCC)Data Mart Version 2.0

MIS Features

Net Price Calculator Site:https://webprod.cccco.edu/npc/XXX/npcalc.htm

XXX = 3 character MIS College CodeIn Production Now: 2010-11 Data

Data Integrity is a college responsibility

Net Price Calculator

CCCConfer Online Annual Financial Aid Report training:  These trainings will cover each annual report process and form. CCCSE/Osher Scholarship Annual report for 2011-12R2T4 Annual  Reimbursement request report for 2011-12SSARCC Online 2011-12 Annual Financial Aid Form 3 Report (and annual supplemental information)

 

We will start with the CCCSE/Osher report first so that interested parties outside of financial aid do not need to sit through the other parts of the training concerning financial aid. 

 

Registered participants will receive a confirming email with Links to the presentation materials the day before the training for which they are registered.

 

Trainings are scheduled as follows: August 27, 2012 -  Monday from 1:30p to 3:30p (CCCSE/Osher from 1:30 to 2:00)August 28, 2012 -  Tuesday from 9:30a to 11:30a (CCCSE/Osher from 9:30 to 10:00)August 28, 20112-  Tuesday from 1:30p to 3:30p (CCCSE/Osher from 1:30 to 2:00)

SSARCC Update

Data Mart Version 2.0

Is available now – link on the CCCCO homepage

Data is current - New look for the Financial Aid Query

Site: http://datamart.cccco.edu/

Still tweaking . . . . .

Updates for 2011-12

Zero Dollar BOG FW re-submissions 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

Under consideration AGI / Total Income limitations Elimination of $0 BOG FWs

Zero Dollar BOG FW Resubmission

Call Scheduled for Aug. 30th at 3:00pm for colleges affected (open to fin aid and MIS staff)

ALL Colleges must review financial aid 2010-11 data submissions and if $0 BOG FWs are misreported, must resubmit data by Oct. 26th

2011-12 data must comply with DED definitions (see SF21)

Colleges only need to resubmit SF and FA records If a student identifier issue is found, work with

college MIS staff for the correction

The California National Guard Education Assistance Award Program (CNG EAAP)

A new value has been added for 2011-12 reporting to cover the CSAC CNG EAAP

New value = GN (SF21) This will be a Group C category edit

New MIS Edits

Rejection of new records for LG, LH (FFELP Loans) SF21 awards FFELP Loans are no longer authorized as of

2010-11! Zero Dollar BOG Threshold

If more than 7% of total BOG FWs are $0, then ALL $0 BOG FWs will be rejected.

Remaining awards that have passed edits will be accepted

Required EFC for federal aid / Cal Grants Thousands of awards have been entered without

valid EFCs, skewing analysis and creating challenges in public policy decision making

QUESTIONS