Data Element:

enroll_status

Description:

Applicant’s response to College Enrollment Status question

Format, Length:

bpchar, 1

Values:

1  = First-time student in college (after leaving high school)

2  = Transfer student from another college

3  = Returning student to this college after absent for a main term

Y = Enrolling in high school (or lower grade) and college at the same time

Allows Null:

No

Default:

None

Usage:

Correlates to MIS SB15

Notes:

education table

Xap Field:

enrollmentStatusOneChar

Revision Log:

~~

Question Text:

As of <RDD>, I will have the following college enrollment status:  [menu]

Conditions:

Always

Additional Text: If a student is applying for a term that starts in May or June, then the College Enrollment Status and the High School Education labels have "as of 7/1/<RDD year>" listed.

Response Options:

1 = First-time student in college (after leaving high school)

2 = First time at this college; have attended another college

3 = Returning student to this college after absent for a main term

Y = Enrolling in high school (or lower grade) and college at the same time

Pop-Up Help:

None

Field Error Check:

None

Page Error Check:

Required selection; else error message, “You must select your College Enrollment Status.”

If (RDD minus <birthdate>) => 22 years, then do not display the response option “Y = Enrolling in high school (or lower grade) and college at the same time”.

Cannot be “First-time student in college” if college degree is indicated in “Higher education level” field; else error message, “You cannot have a College Enrollment Status of ‘First-time student in college’ if you have received an associate or bachelor’s degree.”

If College Enrollment Status is “Enrolling in high school (or lower grades) and college at the same time”, then High School Education Level must be “Enrolled in college and high school (or lower grades) at the same time”; else error message, “Answers to College Enrollment Status and High School Education Level do not agree: please fix one or the other.”

If College Enrollment Status is “Enrolling in high school (or lower grades) and college at the same time” or “First-time student in college (after leaving high school)”, and data is present in Colleges Attended section, applicant is prompted to confirm or correct the responses: “Your College

Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.”

“I confirm that I previously attended college while in high school or lower grades.”

Notes:

Correlates to MIS SB15.

Note: Per SB11, If student is 22 years or older at <RDD> they are prohibited from enrolling in high school or lower grade in California. Steering Committee approved request to remove the response option, “Enrolling in high school (or lower grade) and college at the same time” from the drop down menu to minimize errors in classification.

Data Element:

education: enroll_status

Data Element:

hs_comp_date

Description:

Applicant’s response to High School Completion Date question

Format, Length:

date, 10 (download format is yyyy-mm-dd)

Values:

Valid date

Allows Null:

Yes

Default:

None

Usage:

Notes:

education table

Xap Field:

highSchoolCompletionDate

Revision Log:

~~

Question Text:

High School Completion Date Month        Day        Year

[menu]        [menu]        [textbox] yyyy

Conditions:

Appears only if High School Education Level is one of the following: 3 = Received high school diploma from U.S. school

4 = Passed the GED, or received a High School Certificate of Equivalency 5 = Received a Certificate of California High School Proficiency

6 = Received a diploma/certificate of graduation from a Foreign secondary school

Additional Text:

“If unsure of the exact day, please estimate.”

Response Options:

Valid date

Pop-Up Help:

None

Field Error Check:

Date must be before "July 1, RDDYear” if RDDmonth is May or June; else error message "Your High School Completion Date cannot be after 06/30/<year of RDD>. Please correct the completion date and/or your High School Education Level.”

Year must be after 1900; else error message, “You must enter a 4-digit year after 1900.”

Day must be valid for month; else error message, “The day you selected is not valid for the month you selected.”

If mm/dd is February 29, year must be a leap year; else error message, “The day you selected is not valid for the year you entered.”

Page Error Check:

Required selection; else error message, “You must specify your High School Completion Date. If unsure of the exact day, please estimate.”

Date must be after Date of Birth; else error message, “Your High School Completion Date cannot be before your date of birth; please correct.”

Date must be on or before RDD; else error message, “Your High School Completion Date cannot be after <RDD >. Please correct the date and/or your High School Education Level.”

If term applied for starts in either May or June in the same year as the applicant’s

hs_comp_date, then the hs_comp_date must be before RDD or before July 1, ‘RDDYear'; else error message: "Your High School Completion Date cannot be after <RDD >. Please correct the completion date and/or your High School Education Level.”

Notes:

The HS Completion date can be after the <current date>, but should be before the Residency Determination Date <RDD>, which is the day before the Term start date <term:start_date>.

Each term has a unique <RDD>. The <RDD> is based on the term:start_date which is configured by the college in the Terms tab in the Administrator. The <RDD> appears in the question prompt text for all fields that are used in the Residency algorithm. High School students

Applying to a term that begins after they graduate (or equivalent) should be advised to read and understand the <RDD> carefully and answer questions according to that date and not the current date, which is a common oversight.

Data Element:

education: hs_comp_date

Data Element:

higher_edu_level

Description:

Applicant’s response to Higher Education Level question

Format, Length:

bpchar, 1

Values:

X = No degree

7 = Received an associate degree

8 = Received a bachelor’s degree or higher

Null = No response

Allows Null:

Yes

Default:

None

Usage:

Notes:

Xap Field:

higherEdLevel

Question Text:

College Education Level as of <RDD> [menu]

Conditions:

Displayed unless Enrollment Status is ‘Enrolling in high school (or lower grade) and college at the same time’.

Additional Text:

None

Response Options:

X = No degree

7 = Received an associate degree

8 = Received a bachelor’s degree or higher

<null> No response

Pop-Up Help:

None

Field Error Check:

None

Page Error Check:

Optional response.

May not specify a lower education level than any Degree Type indicated in the ‘Colleges Attended’ section; else error message, “The Higher Education Level you selected is not consistent with the Degree(s) you specified for Colleges Attended; please fix one or the other.”

Notes:

Higher Ed Level can specify a higher degree than the highest “Degree” type at a College Attended because the degree might be from a college not listed.

education table

Data Element:

education:  higher_edu_level

Data Element:

higher_comp_date

Description:

Applicant’s response to Higher Ed Degree Date question

Format, Length:

date, 10 (yyyy-mm-dd format in download)

Values:

Valid date

Allows Null:

Yes

Default:

None

Usage:

Notes:

education table

Xap Field:

higherEdCompletionDate

Revision Log:

~~

Question Text:

College Degree Date

Month        Day        Year

[menu]  [menu]  [textbox] yyyy

Conditions:

Appears only if Higher Education Level is one of the following: Received an associate degree

Received a bachelor’s degree or higher

Additional Text:

“If unsure of the exact day, please estimate.”

Response Options:

Valid date

Pop-Up Help:

None

Field Error Check:

Year must be after 1900; else error message, “You must enter a 4-digit year after 1900.”

Day must be valid for month; else error message, “The day you selected is not valid for the month you selected.”

If mm/dd is February 29, year must be a leap year; else error message, “The day you selected is not valid for the year you entered.”

Page Error Check:

Required selection; else error message, “You must specify your College Degree Date. If unsure of the exact day, please estimate.”

Date must be after Date of Birth; else error message, “Your College Degree Date cannot be before your date of birth; please correct.”

Date must be before RDD; else error message, “Your College Degree Date cannot be after <RDD >. Please correct the date and/or your Higher Education Level.”

Cannot be before High School Completion Date; else error message, “Your High School Completion Date cannot be after your College Degree Date.

Please fix the incorrect date.”

Notes:

None

Data Element:

education:  higher_comp_date

Data Element:

highest_edu_level

Description:

Applicant highest education level, system-generated from Higher Education or High School Education responses.

Format, Length:

bpchar, 5

Values:

If higher_edu_level = 7 or = 8, then first character = higher_edu_level; else first character = hs_edu_level.

If higher_edu_level = 7 or = 8, then final four characters = yyyy from higher_comp_date; else final four characters = yyyy from hs_comp_date (0000 if null)

Allows Null:

No

Default:

None

Usage:

Correlates to MIS SB11

Notes:

education table
System-generated field (derived) between the High School Education Level and Higher Education Level (College) – whichever is highest.

Xap Field:

highestEdLevel

highestEducationLevelYear

Revision Log:

~~

Data Element:

cahs_graduated

Description:

Applicant’s response to Graduated from California High School question

Format, Length:

boolean, 1

Values:

1 = True/Yes

0 = False/No

Allows Null:

No

Default:

None

Usage:

A factor in AB540 Waiver eligibility

Notes:

education table

Xap Field:

graduatedCAHS

Revision Log:

~~

Question Text:

Did you receive your diploma, GED, or certificate in California?

Yes [radio button]        No [radio button]

Conditions:

Appears only if High School Education Level is one of the following: Received high school diploma from U.S. school

Passed the GED, or received a High School Certificate of Equivalency

Additional Text:

None

Response Options:

As shown in Question Text.

Pop-Up Help:

None

Field Error Check:

None

Page Error Check:

Required user response; else error message, “You must select Yes or No to specify whether or not you have received a diploma or certificate of completion from a California high school, or a California High School Certificate of Equivalency (GED).”

Notes:

Defaults to ‘No’ when question is not asked.

Automatically set this to ‘Yes’ when High School Ed level = 5.

Data Element:

education: cahs_graduated

Data Element:

cahs_3year

Description:

Applicant’s response to Attended California High School for Three Years question

Format, Length:

boolean, 1

Values:

1 = True/Yes

0 = False/No

Allows Null:

No

Default:

None

Usage:

A factor in AB540 Waiver eligibility

Notes:

education table

Xap Field:

attendedCAHS3Years

Revision Log:

~~

Question Text:

Have you attended high school in California for three or more years?

Yes [radio button]        No [radio button]

Conditions:

Always

Additional Text:

None

Response Options:

As shown in Question Text.

Pop-Up Help:

None

Field Error Check:

None

Page Error Check:

Required user response; else error message, “You must select Yes or No to specify whether or not you attended high school in California for three or more years.”

Notes:

Used in AB540 Waiver algorithm.

Home schooled students are not eligible for the AB540 exemption if instruction was provided by a tutor or other person (including the student’s parents) who did not have a valid California teaching credential, or was not affiliated with a state approved home-schooling program.

From CCCCO Legal Advisory 07-01: “Home schooling is instruction by a tutor or other person (including the student’s parent) who does not have a valid California teaching credential.

Local high schools are charged with determining whether to accept home schooling as valid attendance. Therefore, community college districts that are asked to consider home schooling as high school attendance for purposes of granting the exemption should confer with the public high school the student would have attended if not home schooled. If that high school accepts or would accept home schooling as valid high school attendance, the community college should also accept it for purposes of assessing whether the student can demonstrate three years of high school attendance.”

Data Element:

education: cahs_3year

Data Element:

hs_country

Description:

Applicant’s response to question for Last High School Attended: Country

Format, Length:

bpchar, 2

Values:

ISO country code

Allows Null:

No

Default:

None

Usage:

Disables High School Finder if not US

Notes:

Defaults to US on application

education table

Xap Field:

High sch 1 enrolled - country

Revision Log:

~~

Question Text:

Country [menu]

Conditions:

Appears if radio button for “I attended high school or a homeschool organization” is selected.

Additional Text:

None

Response Options:

Menu of countries per ISO, United States at top. Defaults to United States.

Pop-Up Help:

None

Field Error Check:

None

Page Error Check:

If High School Education Level is “3 - Received high school diploma from U.S. school”, then Country must be U.S.; else error message, “The country of your Last High School Attended does not match your response to High School education level. Please fix one or the other.”

[Spanish: “El país de la última escuela secundaria a la que asististe no coincide con la respuesta que diste en relación con tu nivel de estudios secundarios. Favor de corregir una o la otra respuesta.”]

If High School Education Level is “6 - Received a diploma/certificate of graduation from a Foreign secondary school”, then Country must not be U.S.; else error message, “The Country of your Last High School Attended does not match your response to High School education level. Please fix one or the other.”

[Spanish: “El país de la última escuela secundaria a la que asististe no coincide con la respuesta que diste en relación con tu nivel de estudios secundarios. Favor de corregir una o la otra respuesta.”]

Notes:

This is a rare menu field that has a default selection.

Data Element:

education:  hs_country

Data Element:

college_count

Description:

Applicant’s response to Number of Colleges Attended question

Format, Length:

smallint

Values:

0  = None

1  = 1

2  = 2

3  = 3

4  = 4

5  = 5 or more

Allows Null:

No

Default:

None

Usage:

Notes:

education table

Xap Field:

moreThanFourColleges

Revision Log:

~~

Question Text:

Specify the number of colleges you have attended including those you are currently attending.

[radio button] None        [radio button] 1        [radio button] 2        [radio button] 3        [radio button] 4        [radio button] 5 or more

Conditions:

Always

Additional Text:

If ‘5 or more’ is selected: Instructions TBD

Response Options:

As shown in Question Text.

Pop-Up Help:

None

Field Error Check:

None

Page Error Check:

Required response; else error message, “You must select the number of colleges/universities you have attended.”

Must not be ‘None’ if Enrollment Status is ‘Transfer student from another college’ or

‘Returning student to this college after absent for a main term’; else error message, “Your Enrollment Status and number of colleges attended do not agree. Please correct one or the other.”

Must not be ‘None’ if Higher Education Level is ‘Received an associate degree’ or ‘Received a bachelor’s degree or higher’; else error message, “Your Higher Education Level cannot indicate a college degree if the number of colleges/universities you have attended is None.

Please correct one or the other.”

Must be ‘None’ if Enrollment Status is ‘First-time student in college (after leaving high school)’ or ‘Enrolling in high school (or lower grade) and college at the same time’; else error message, “Your Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.

[checkbox] I confirm that I previously attended college while in high school or lower grades.” This edit will never get activated because the same edit related to college data present will get triggered first. It is the same confirmation/error message.

Notes:

This question replaces the “more than 4 colleges” checkbox in Xap CCCApply. It allows CCCApply to display the exact number of Colleges Attended question blocks needed and to require that all are filled in.

Information about colleges attended is sorted as follows:

The number of College/University question sets that will appear depends on the response to Number of Colleges Attended.

If the Number of Colleges Attended is ‘5ormore’, we probably want to insert instructional text after the Number of Colleges Attended question. This text would tell the user which colleges to list: most recent; most significant; anything as long as the highest degree is included. To minimize redundancy, this document provides tables for the College/University 1 question set only. For College/University 2, College/University 3, and College/University 4,everything is the same as for College/University1 except:

•     Wherever it occurs in the tables, “College/University 1” will be replaced by “College/ University 2”, “College/University 3”, or “College/University 4” as appropriate.

• The question set for College/University 2 will appear when Number of Colleges Attended is ‘2’, ‘3’, ‘4’, or ‘5 or more’.
• The question set for College/University 3 will appear when Number of Colleges Attended is ‘3’, ‘4’, or ‘5 or more’.
• The question set for College/University 4 will appear when Number of Colleges Attended is ‘4’ or ‘5 or more’.

Sorting Colleges Attended:

When there are two or more colleges, they can be listed in any order by the applicant. However, in the database they will be sorted and saved in order of attendance, with College/University 1 the most recently attended. The primary sorting date will be Attendance Ended; the secondary sorting date will be Attendance Began. If two or more colleges have the same Attendance Ended date and the same Attendance Began date, it doesn’t matter which comes before the other in the sorting.

Note:  In the Xap system, once the Education page has been completed, the schools are resorted on the Education page to match the database sorting. It does not matter whether CCCApply does this. However, if CCCApply does resort the Colleges Attended list, to prevent confusing situations for the user, the sorting should not occur until the page is completed (i.e., sorting should not occur when the page is saved but not completed).

Data Element:

college_count