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Financial Aid Webinar Fall 2009

Welcome. Meeting Ground Rules and Details. We have a very large group, pleaseMute your phone by pressing *6Don'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 itemsThe PowerPoint will be saved on the MIS site under

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Financial Aid Webinar Fall 2009

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    1. Financial Aid Webinar Fall 2009 MIS Data = $$$$

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

    5. Webinar Goals Financial Aid MIS Data 2009 Attendees walk away with … Understanding of the MIS data flow Understanding of Data Elements Understanding of State Reports How to find Data Reporting Resources How to resolve reporting issues Program Updates

    6. 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). Let’s Get Started

    8. The Chancellor’s Office Database

    9. Beyond the Community College System

    10. 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

    11. 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

    12. Federal IPEDS* Reporting

    13. 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)

    14. Financial Aid Data Elements

    15. Term of Submission vs. Term Received

    17. 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….

    19. Financial Aid Reporting Financial Aid MIS Data 2009 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  

    20. Financial Aid Reporting Domain: BOG Fee Waivers Financial Aid MIS Data 2009

    21. Financial Aid Reporting

    22. BOGs Leading & Trailing Summers

    23. Financial Aid Reporting Financial Aid MIS Data 2009 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 Title: Financial Aid Caveats Description: Edit Checks Location: eboard Title: Financial Aid Caveats Description: Edit Checks Location: eboard

    24. 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

    25. Financial Aid Award Types

    26. Financial Aid Common Errors

    28. “Student Id has never been reported to MIS” Cause: Student Id is not in CCC 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 Title: Error 1 Description: Cause Location: eboard

    29. Financial Aid & the Student ID Financial Aid MIS Data 2009

    30. Student Identifier Updates SI Updates must be applied before submitting Financial Aid Data

    31. Student Identifier Updates Financial Aid MIS Data 2009 The update process updates the SB00 in term data and says, “make…” 111111111 = 333333333 222222222 = 3333333333 Then IT submits the FI Aid File with SB00 = 33333333

    32. 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. ** Submit an SB for all students in all terms, even if Student not enrolled “Not enrolled during term award was received” Title: Error 1 Description: Cause Location: eboard Title: Error 1 Description: Cause Location: eboard

    33. Financial Aid Data Elements

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

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

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

    37. Make October 1st Easy…(well less painful)

    38. Analysis Report Data Mart Reviewing Financial Aid Data

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

    40. Analysis Report Under the “Submission Reports” Section

    41. Analysis Report

    42. Analysis Report

    43. Analysis Report

    44. Analysis Report

    45. Submission History Steps: www.cccco.edu / Chancellor’s Office / Divisions / Management Information Systems

    46. Analysis Report Under the “Data Submission” Section

    47. Submission History

    48. Financial Aid: Data Mart www.CCCCO.edu

    49. Financial Aid: Data Mart

    50. Financial Aid: Data Mart

    51. Financial Aid: Data Mart

    52. Finding and Accessing Reports Password Protected: Analysis Report Request the General Access Password from your CISO www.cccco.edu / Chancellor’s Office / Divisions / MIS / >>Data Submission… Are my reports available? Select Submission History Where is my annual Analysis Report? Select Analysis Reports Were there any errors during the data submission process? View Detail and Summary Reports Local MIS has access to these reports What is the headcount and award information by demographics? Select the Data Mart

    53. 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/Default.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/282/Default.aspx Submission History https://webdata.cccco.edu/history.cfm

    54. Tim Bonnel Richard Quintana Program Update

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