Financial Aid Data Submission Training

Overview & Updates

September 14, 2015Tim 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 101Data Uses and TimelinesStudent Financial Aid Data Submission OverviewCommon ErrorsReviewing Financial Aid DataNew MIS Features:Q&A

Financial Aid – September 14, 2015

Statewide COMIS~FA Update

Gainful Employment

Congrats on getting your 2008-09 to 2013-14 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 (certificate or degree)

GE 2014-15 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 2002-03 Request the General Access Password from your CISO

Reports for 2014-2015 will be available at: https://misweb.cccco.edu/ssarcc/Reports.aspx

No user logon/password required

Data available from 2002-03 to present

Categorical historical reports may still be accessed from the MIS Area

Net Price Calculator (NPC)Student Services Automated

Reporting (SSARCC) enhancementsCSAC SB70 ReportingData Mart Version 2.0

MIS Functions

Net Price Calculator Site:https://

webprod.cccco.edu/npc/XXX/npcalc.htm

XXX = 3 numeric character MIS college code

Updated in the late Spring: Current year 2013-14 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, email, title) regarding report questions

New fields to reflect CCCCO reviewer contact info (name, phone, email, title)

Comment Field to identify issues or concerns related to questionable entries  

System generated emails from SSARCC~FA email 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: http://datamart.cccco.edu/

MIS Updates for 2014-15

Deadline for 2014-15 COMIS~FA Oct 1, 2015 Clean up by December 1, 2015

New for 2015-16: 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 2013-14 Due October 30th COB

R2T4 Annual  Reimbursement request report for 2013-14 Due October 30th COB no exceptions

SSARCC Online 2013-14 Annual Financial Aid Form 3 Report (and annual supplemental information) Due November 6th 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 3. 2025 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 CollectionFall 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 (certificate or degree)

Gainful Employment Reporting

• Effective date: o Reporting for 2008-09 to 2013-14 due

July 31, 2015, o Reporting for 2014-15 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 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

SSSPEmp.

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

2015

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

• 2013-2014 – Reported October 2014 – MIS Annual Code 140• 2014-2015 – 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 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 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

2015

StudentDemographics

(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.

StudentDemographics

(SB)

FI

Enrollments(SX)

Sections

Courses

Financial Aid Reporting

Financial Aid

MIS Data

2015

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

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

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

2015

StudentDemographics

(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

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 – September 14, 2015

Reviewing Financial Aid Data

Finding and Accessing Reports

Analysis Report

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

Reports for 2014-2015 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 codeUpdate in the late Spring: Current year 2013-14

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: http://datamart.cccco.edu/

Updates for 2014-15

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 2013-14 Due October 31 COB

R2T4 Annual  Reimbursement request report for 2013-14 Due October 10 COB

SSARCC Online 2013-14 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