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Problem Statement or Business Need
The CCC Chancellor's Office has released the 2017-2018 Approved BOG Fee Waiver Application (paper version) and there are required text and data field changes. These must be prioritized and developed for release early in 2017.
**NOTE: Federal legislation passed, 2015 Income Tax returns would be used for 2017-2018.
Proposed Solution
- Identify change requirements
- Prioritize development work
- Implement changes
- Plan release
Note: 2015 Income Tax returns would be used for 2017-2018.
Requirements Summary
# | Title | Notes |
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1 | Update BASIC BOG Application database information | |
2 | Add new Downloadable data field and question to the Residency section on the Application year page for Homeless Youth AB 801. Data Element Name: determined_homeless Add new field to all downloadable systems: Download Client, Report Center. | |
3 | Update Method B Income Table for 2017-2018 Maximum Income Levels and baseline_income increment | |
4 | Make all text changes and variable date field updates throughout application. | |
Make text changes to the Certification Page | ||
5 | Add new question and text changes to the Review Application PDF and Submitted Application PDF | |
6 | Add new data field (determined_homeless) to the BOG in the Report Center (see REPORT Jira) | |
7 | Revise BOG Eligibility Algorithm for new "Determined Homeless" response | |
7 | Update Specs (Revise 2016-2017 BOG Specification document with new 2017-2018 changes and release PILOT version for testing) |
Technical Change Specifications
- Update BASIC BOG Application database information for 2017-2018:
- year_code (generated with insert)
- year_start = 2017
- year_description_1 = Fall 2017 through Summer 2018
- year_description_2 = Summer 2017 through Spring 2018
- method_b_largest_household_size = 8
- method_b_income_increment = $6,240 No change from last year
- method_b_income_baseline = $17,820.00** NOTE, use other logic
- begin_date = 2017-01-01
- end_date = 2018-06-30
- term_code = 2018
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# | Description | Specification |
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Data Field Name | determined_homeless | |
Data Name | Pre-Determined to be Homeless by Financial Aid Office | |
Description | Whether applicant has been determined homeless by the college Financial Aid Office. | |
Type | Yes / No Radial - with Clear Selection | |
Format / Length | VarChar 1 | |
Conditions | Always display | |
Error Validation | Required user response; else error message, "You must select Yes or No to specify whether or not the Financial Aid Office has verified that you have been without a residence in the last 24 months. If you have been homeless, check “Yes” and contact the Financial Aid Office to present verification. | |
Notes | New question added to the 2017-2018 BOG paper application to identify if applicant has been verified as homeless within the past 24 months by the Financial Aid office. | |
Onscreen Text | "Has the Financial Aid Office verified that you have been without a residence in the last 24 months (homeless)? f you have been homeless but not verified, check “Yes” and contact the college Financial Aid Office." | |
Placement | Add to the Residency Section on the Application Year page; should sit below the two conditional questions (last position, fourth question, in the residency section). | |
Add to Download Client | YES, BOG download |
New Homeless Question added to the Residency section on Application Year page
3. Update Method B Income Table Anchor method_b_table method_b_table
- Use the following 2017-2018 Maximum Income Levels
- Use older logic for no consistent baseline_income increment (ask Tyler)
- Ensure this table is used for the 2017-2018 Application only.
Method B Income Table
2017-2018 Family Size | Base Year Income |
1 | $17,820.00 |
2 | $24,030.00 |
3 | $30,240.00 |
4 | $36,450.00 |
5 | $42,660.00 |
6 | $48,870.00 |
7 | $55,095.00 |
8 | $61,335.00 |
Each Additional Family Member | $6,240 |
4. Make all text changes and variable date field updates, throughout the application (specified in tables below) Anchor text_changes text_changes
- Table A itemizes most of the text changes, validation, and logic changes -page by page or section.
- Table B outlines the changes to the Certification page (change all text)
**NOTE: Many 2015 dates DO NOT change this year. Federal ruling that 2015 Income Tax returns would be used for 2017-2018.
- Patty to create separate stories for each and an Epic 2017-2018 BOG to track burndown:
- Check all dates throughout as specified in Table A.
- Make all text changes as specified in Table A.
- Make text changes to the Certification page (Table B)
- Update the Method B Income Table logic
- Update the Basic BOG App information
- Add new Determined Homeless data question
- Add to Review App page
- Update BOG Data Dictionary
- Add to Administrator Rules & Report Center (Admin Team)
NOTE: Patty to check logic for references of the <begin_date> because it MAY change to October. Need to confirm this with Tim Bonnel, CCCCO.
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Section | Data Element | Type | Change to Online Text | Change to Date Variable | Error Validation | Logic Change |
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Residency Section | New Data Field: Question displays at bottom of Residency Status section on the Application Year page. Should be fourth in line of yes / no radial button questions. | NEW | Add new question "Has the Financial Aid Office verified that you have been without a residence in the last 24 months (homeless)? If you have been homeless, check “Yes” and contact the Financial Aid Office to present verification." Yes / No / Clear Selection radial | Condition: Always displays Input Rules: Required user response; else error message, "You must select Yes or No to specify whether or not the Financial Aid Office has verified that you have been without a residence in the last 24 months. If you have been homeless, check “Yes” and contact the Financial Aid Office to present verification. | ||
Dependency Status | born_before_23_year | Ensure logic is updated for: born_before_23_year This question does not appear on the application but the data is derived and downloaded via "born_before_23_year> Were you born before January 1, 1994? | Ensure logic is up-to-dated to look at birthdate | |||
Dependency Status | dependents | EDIT | Update Date Fields Do you have children who will receive more than half of their support from you between July 1, 2017 - June 30, 2018, or other dependents who live with you (other than your children or spouse/RDP) who receive more than half of their support from you, now and through June 30, 2018? | Yes | NOTE - TYLER - Please confirm this client side validation is correct and doesn't need to be changed: "Required user response; else error message, "You must select Yes or No to specify whether or not you have dependents living with you." | dates are between July 1, <yyyy> and <end_date> |
Dependency Status | homeless_youth_school | EDIT | Update dates At any time on or after July 1, 2016, did your high school or school district homeless liaison determine that you were an unaccompanied youth who was homeless? | Yes | Required user response; else error message, "You must select Yes or No to specify whether or not, at any time on or after July 1, 2016, your high school or school district homeless liaison determined that you were an unaccompanied youth who was homeless." | Logic should be <July 1 of begin_date> through <end_date> |
Dependency Status | homeless_youth_hud | EDIT | Update dates At any time on or after July 1, 2016, did the director of an emergency shelter or transitional housing program funded by the U.S. Department of Housing and Urban Development determine that you were an unaccompanied youth who was homeless? | Yes | Required user response; else error message, "You must select Yes or No to specify whether or not, at any time on or after July 1, 2016, the director of an emergency shelter program funded by the U.S. Department of Housing and Urban Development determined that you were an unaccompanied youth who was homeless." | |
Dependency Status | homeless_youth_other | EDIT | Update dates At any time on or after July 1, 2016, did the director of a runaway or homeless youth basic center or transitional living program determine that you were an unaccompanied youth who was homeless or were self-supporting and at risk of being homeless? | Yes | Required user response; else error message, "You must select Yes or No to specify whether or not, at any time on or after July 1, 2016, the director of a runaway or homeless youth basic center or transitional living program determined that you were an unaccompanied youth who was homeless or were self-supporting and at risk of being homeless." | |
Dependency Status | dependent_on_parent_taxes | EDIT | Update dates If your parent(s) or his/her RDP filed a 2015 U.S. Income Tax Return, were you claimed on their 2015 tax return as an exemption by either or both of your parents? | NO | Required user response when included on application; else error message, "You must select Yes, No, or Did Not File to specify whether or not you were claimed as an exemption." | Change response options to: Blank/null [internal default] 2 - Parent(s) did not file 1 - Yes 0 - No |
Dependency Status | living_with_parents | EDIT | Update text Do you live with one or both of your parent(s) and/or his/her RDP? {drop-down menu} | Required user response when included on application; else error message, "You must select Yes or No to specify whether or not you live with one or both of your parents, and/or his/her RDP." | ||
Method B Eligibility | dep_number_household | EDIT | Update dates How many persons are in your parent(s)' household? (Include yourself, your parent(s), and anyone who lives with your parent(s) and receives more than 50% of their support from your parents, now and through June 30, 2018. {textbox} | Continue to use <end date> | ||
ind_number_household | EDIT | Update dates How many persons are in your household? (Include yourself, your spouse, and anyone who lives with you and receives more than 50% of their support from you, now and through June 30, 2018 {textbox} | Continue to use <end date> | |||
dep_gross_income | Tax year and text/date = 2015 a. Adjusted Gross Income (If 2015 U.S. Income Tax Return was filed, enter the amount from Form 1040, Line 37; Form 1040A, Line 21; or Form 1040EZ, Line 4.) $ {textbox}.00 | <tax year> 2015 | ||||
ind_gross_income | EDIT | Tax year and text/date = 2015 a. Adjusted Gross Income (If 2015 U.S. Income Tax Return was filed, enter the amount from Form 1040, Line 37; 1040A, Line 21; 1040EZ, Line 4). $ {textbox}.00 | Change <tax year> and use 2015 | |||
Method B Enrollment Fee | LABELS | Tax year and text/date = 2015 All labels in the "Method B Enrollment Fee | Keep all labels referring to "2015" | |||
dep_other_income | Tax year and text/date = 2015 b. All Other Income (Include ALL money received in 2015 that is not included in line (a) above (such as Disability, child support, military living allowance, Workman’s Compensation, untaxed pensions.) | Keep onscreen label reference "2015" | ||||
ind_other_income | Tax year and text/date = 2015 b. All Other Income (Include ALL money received in 2015 that is not included in line (a) above (such as Disability, child support, military living allowance, Workman’s Compensation, untaxed pensions.) | Keep onscreen label reference "2015" | ||||
dep_total_income | Total income for 2015 (Sum of a. + b.): $ {textbox}.00 | Keep onscreen label reference "2015" | ||||
ind_total_income | Total income for 2015 (Sum of a. + b.): $ {textbox}.00 | Keep onscreen label reference "2015" | ||||
Method B (Enrollment Fee Waiver text box below the Total Income field) | Enrollment Fee Waiver message Text box under Method B Calculation Table Make changes to existing text block with the new sentence and edit the hyperlink indicated in blue in the message text | Update text & replace hyperlink The Financial Aid Office will review your income and let you know if you qualify for an ENROLLMENT FEE WAIVER under Method B. Submit application and documentation to the financial aid office.
| Create a sub-task for this text and hyperlink change | |||
Certification Page | Replace all text on the Certification Page with the changes outlined in Table B below. | Replace all text on the Certification Page with the changes outlined in Table B below. | Separate sub-task | |||
Review Application & Submitted App PDFs | Add new question and response to the Review Application / Submitted Application PDF | Add new "determined_homeless" question and response to Review Application page & Submitted App PDF | Separate sub-task |
Anchortable_b_certification_page_changes table_b_certification_page_changes
Table B: Text Changes to Certification Page
table_b_certification_page_changes | |
table_b_certification_page_changes |
Existing 2016-2017 Online BOG Text | Changes Shown in Blue below: |
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Parent/Guardian Certification Statement Applications for dependent students must be signed by the parent or legal guardian as well as the applicant. Please have your parent or guardian sign below: I, , am the parent or legal guardian of <firstname+lastname>. I hereby swear or affirm, under penalty of perjury, that all information on this form is true and complete to the best of my knowledge. If asked by an authorized official, I agree to provide proof of this information, which may include a copy of my and my spouse's 2015 U.S. Income Tax Return. I also realize that any false statement or failure to give proof when asked may be cause for the denial, reduction, withdrawal, and/or repayment of a fee waiver. I authorize release of information regarding this application between the college, the college district, and the Chancellor's Office of the California Community Colleges. Your information is protected by secure transmission and by the provisions of our privacy policy. Applicant Certification Statement I hereby swear or affirm, under penalty of perjury, that all information on this form is true and complete to the best of my knowledge. If asked by an authorized official, I agree to provide proof of this information, which may include a copy of my, my spouse's, and/or my parents' 2015 U.S. Income Tax Return. I also realize that any false statement or failure to give proof when asked may be cause for the denial, reduction, withdrawal, and/or repayment of my waiver. I authorize release of information regarding this application between the college, the college district, and the Chancellor's Office of the California Community Colleges.
Your information is protected by secure transmission and by the provisions of our privacy policy. | Parent/Guardian Certification Statement Applications for dependent students must be signed by the parent or legal guardian as well as the applicant. Please have your parent or guardian sign below: I, , am the parent or legal guardian of <firstname+lastname>. I hereby swear or affirm, under penalty of perjury, that all information on this form is true and complete to the best of my knowledge. If asked by an authorized official, I agree to provide proof of this information, which may include a copy of my and my spouse's 2015 U.S. Income Tax Return. I also realize that any false statement or failure to give proof when asked may be cause for the denial, reduction, withdrawal, and/or repayment of a fee waiver. I authorize release of information regarding this application between the college, the college district, and the Chancellor's Office of the California Community Colleges. Your information is protected by secure transmission and by the provisions of our privacy policy. Applicant Certification Statement I hereby swear or affirm, under penalty of perjury, that all information on this form is true and complete to the best of my knowledge. If asked by an authorized official, I agree to provide proof of this information, which may include a copy of my and my spouse/registered domestic partner and/or my parent's/registered domestic partner’s 2015 U.S. Income Tax Return(s). I also realize that any false statement or failure to give proof when asked may be cause for the denial, reduction, withdrawal, and/or repayment of my waiver. I authorize release of information regarding this application between the college, the college district, and the Chancellor's Office of the California Community Colleges.
Your information is protected by secure transmission and by the provisions of our privacy policy. |
5. Add new question and response to the Review Application page and Submitted Application PDF. Anchor bog_reviewapp_changes bog_reviewapp_changes
- Add the new question, and the response, to the Review Application page, below "Pre-determined to be Non-resident Tuition" , the fourth question in the Residency Status section from the Application Year page.
"Has the Financial Aid Office verified that you have been without a residence in the last 24 months (homeless)? - See screenshot below:
- Add the new question, and the response, to the Review Application page, below "Pre-determined to be Non-resident Tuition" , the fourth question in the Residency Status section from the Application Year page.
New Homeless Question added to the Review Application page & Submitted Application PDF
6. Add new data field to the Download Client
7. BOG Eligibility Flag Changes Anchor bog_elig_algorithmlogic_changes bog_elig_algorithmlogic_changes
TBD - Patty will confirm with Chancellor's office how the new "Determined Homeless" eligibility affects the overall BOG Eligibility algorithm. ASAP.
7. Update BOG Specification Data Dictionary and all BOG data field tables (User Guides). -Patty
Changes to Data Download File
There is one new data field added to the BOG application for 2017-2018:
- determined_homeless
Changes to Logic
See new Method B Income Table for logic changes.
Outline changes to the BOG Eligibility Flag here (TBD).
Supporting Documentation
Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request.
Description | File or Link | ||||||||||||||
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2017-2018 Approved BOG (CCCCO) |
| 20107-2018 Method B Income Table |
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| 2017-2018_Online_BOG_Specification_CI.docx | CI Version | |||||||||||||
Annotated Version (Changes) |
Text from 2016-2017 Online Application
Application Year Page
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Application Year |
Dependency Page (Marital Status & Dependency Status)
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Marital Status The California Domestic Partner Rights and Responsibilities Act extends new rights, benefits, responsibilities and obligations to individuals in domestic partnerships registered with the California Secretary of State under Section 297 of the Family Code. If you are in a Registered Domestic Partnership (RDP), or legal same sex marriage, you will be treated as an Independent married student to determine eligibility for this Fee Waiver and will need to provide income and household information for your domestic partner. If you are a dependent student and your parent is in a Registered Domestic Partnership, or legal same sex marriage, you will be treated the same as a student with married parents and income and household information will be required for the parent's domestic partner. (These new provisions apply to state student financial aid only, not to federal student financial aid.) Dependency Status
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Special Eligibilities
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Special Classifications In answering the following questions, treat a Registered Domestic Partner of your parent also as your parent. clear selection Do you have certification from the California Department of Veterans Affairs that you are eligible for a dependent's fee waiver? Yes No clear selection Do you have certification from the National Guard Adjutant General that you are eligible for a dependent's fee waiver? Yes No clear selection Are you eligible as a recipient of the Congressional Medal of Honor or as a child of a recipient? Yes No clear selection Are you eligible as a dependent of a victim of the September 11, 2001 terrorist attack? Yes No clear selection Are you eligible as a dependent of a deceased law enforcement/fire suppression personnel killed in the line of duty? |
Eligibility Methods (Method A & B)
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Method A Enrollment Fee Are you (the student only) currently receiving monthly cash assistance for yourself or any dependents from: Temporary Assistance for Needy Families (TANF) / CalWorks? Supplemental Security Income (SSI) / State Supplementary Payment (SSP)? General assistance? Method B Enrollment Fee This information is used to comply with state law pertaining to the award of financial aid. It will not be used to determine who will be admitted to the college.
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Certification Page
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Parent/Guardian Certification Statement Applications for dependent students must be signed by the parent or legal guardian as well as the applicant. Please have your parent or guardian sign below: I, , am the parent or legal guardian of Paddy Donohue. I hereby swear or affirm, under penalty of perjury, that all information on this form is true and complete to the best of my knowledge. If asked by an authorized official, I agree to provide proof of this information, which may include a copy of my and my spouse's 2015 U.S. Income Tax Return. I also realize that any false statement or failure to give proof when asked may be cause for the denial, reduction, withdrawal, and/or repayment of a fee waiver. I authorize release of information regarding this application between the college, the college district, and the Chancellor's Office of the California Community Colleges. Your information is protected by secure transmission and by the provisions of our privacy policy. Applicant Certification Statement I hereby swear or affirm, under penalty of perjury, that all information on this form is true and complete to the best of my knowledge. If asked by an authorized official, I agree to provide proof of this information, which may include a copy of my, my spouse's, and/or my parents' 2015 U.S. Income Tax Return. I also realize that any false statement or failure to give proof when asked may be cause for the denial, reduction, withdrawal, and/or repayment of my waiver. I authorize release of information regarding this application between the college, the college district, and the Chancellor's Office of the California Community Colleges.
Your information is protected by secure transmission and by the provisions of our privacy policy. |
CALIFORNIA INFORMATION PRIVACY ACT
From 2017-2018 Paper App Text
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State and federal laws protect an individual’s right to privacy regarding information pertaining to oneself. The California Information Practices Act of 1977 requires the following information be provided to financial aid applicants who are asked to supply information about themselves. The principal purpose for requesting information on this form is to determine your eligibility for financial aid. The Chancellor’s Office policy and the policy of the community college to which you are applying for aid authorize maintenance of this information. Failure to provide such information will delay and may even prevent your receipt of financial assistance. This form’s information may be transmitted to other state agencies and the federal government if required by law. Individuals have the right of access to records established from information furnished on this form as it pertains to them. The officials responsible for maintaining the information contained on this form are the financial aid administrators at the institutions to which you are applying for financial aid. The SSN may be used to verify your identity under record keeping systems established prior to January 1, 1975. If your college requires you to provide an SSN and you have questions, you should ask the financial aid officer at your college for further information. The Chancellor’s Office and the California community colleges, in compliance with federal and state laws, do not discriminate on the basis of race, religion, color, national origin, gender, age, disability, medical condition, sexual orientation, domestic partnership or any other legally protected basis. Inquiries regarding these policies may be directed to the financial aid office of the college to which you are applying. |
Notes & Background Information
Emails from Bryan Dickerson and Tim Bonnel (CCCCO)
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<Bryan D. September 28, 2016 >> Patricia, I cannot have the Fee waiver application completed today. Last week, AB 801 was signed into law and will require some input from the field before a fee waiver application can be finalized. I am sorry I did could not provide you with this information earlier as analysis on the final AB 801 wording had not taken place. We did decide on another issue that involved how to resolve the conflict that would have occurred between using the 2015 year income data that will be collected on the 2017-18 FAFSA with the 2016 income data that would be collected on the 2017-18 BOG Fee Waiver application. Since we cannot change the FAFSA, the BOGFW application will also use 2015 income data. The chaptering of AB 801 on September 21 added a new fee waiver eligibility category for homeless youth. This new category presents difficulties because the wording of the BOGFW application must be vetted with college Financial Aid Offices as well as Admission and Records offices. Specifically, we need to know how will a student would indicate on the application that they are homeless and then, to which college office should they be referred to present documentation of their homeless status? Getting this wrong would create turmoil at the colleges. We are consulting with financial aid offices on AB 801, but sufficient consultation may take a few weeks. Have you received any input from Admissions offices? To appropriately advise homeless students, we need instructions on which college office the students should work with. This affects how the application wording will read. We should have a call with you on this. Can I set up a call with you and also include people on this end to get their input? The change that has to get on to the BOG Fee Waiver application is one that inquires on a student’s homeless status. Homeless students under age 25 will be eligible to receive a BOG Fee Waiver. We did decide on another issue that involved how to resolve the conflict that would have occurred between using the 2015 year income data that will be collected on the 2017-18 FAFSA with the 2016 income data that would be collected on the 2017-18 BOG Fee Waiver application. Since we cannot change the FAFSA, the BOGFW application will also use 2015 income data. The chaptering of AB 801 on September 21 added a new fee waiver eligibility category for homeless youth. This new category presents difficulties because the wording of the BOGFW application must be vetted with college Financial Aid Offices as well as Admission and Records offices. Specifically, we need to know how will a student would indicate on the application that they are homeless and then, to which college office should they be referred to present documentation of their homeless status? Getting this wrong would create turmoil at the colleges. We are consulting with financial aid offices on AB 801, but sufficient consultation may take a few weeks. Have you received any input from Admissions offices? To appropriately advise homeless students, we need instructions on which college office the students should work with. This affects how the application wording will read. << October 31 - Bryan D. >> Patty, Attached is the 2017-18 Board of Governors Fee Waiver Application. We consider this as final. A few more things: 1. Tim Bonnel is available to join your meeting if you can provide him with a timeframe of +/- 20 to 30 minutes of when he would need to participate. 2. A student’s homeless status must by verified to receive the fee waiver. The campus financial aid office is one of the parties that can collect homeless status verification documents from the student. Verification criteria for homeless students is consistent with the standards used in the McKinney-Vento Act. This standard is also used for federal financial aid. 3. Another difference on the BOG Fee waiver application is that for 2017-18 eligibility determinations the student and parent’s 2015 year income will be required. This is a change implemented to bring the application in line with the change in income base year to be used from now on for federal financial aid. |