2019-01: Revise High School Completion Date Format
| Request No. | 2019-01 |
|---|---|
| Date of Request | January 7, 2019 |
| Requester | Julia Arreguy, Sierra College |
| Application(s) | Standard / International |
| Section / Page | Education Page |
| Steering Hearing Date | TBD |
| Proposed Change to Download File | TBD |
| Proposed Change to Residency Logic | TBD |
Problem / Issue
Please revise the format of the high school graduation date, so that if an applicant has already graduated from high school, they are not asked the date, just the year (or maybe the year, and then the date if it was within the past year). However if they have not yet graduated at the time of application, they are asked to enter the expected future graduation date.
We need this change because...
Proposed Solution
Dependencies, Risks and/or Reporting Requirements?
Question | Yes | No | Which data field(s)? | What/How? |
|---|---|---|---|---|
| Would this change affect an existing question or data field on the Standard Application? | ||||
| Would this change affect an existing question or data field on the International Application? | ||||
| Would this change affect an existing question or data field on the Promise Grant Application? | ||||
| Would Account (OpenCCC) data be affected by this change? | ||||
| Does the question or data field align to an MIS reporting requirement now? | High School Completion Date = | |||
Does this change affect any other state or federal regulations or requirements? | ||||
| Would this change affect existing residency logic? | ||||
| Would any other data fields be affected by this change? | Possibly: HS Comp Date <hs_comp_date> Graduated from HS in CA = <cahs_graduated> Attended California HS for 3 Years = <cahs_3year> Grade Point Average = <gpa> | Also - may affect the AB540 eligibility logic Also possibly the Higher Education Level field & Higher Ed Completion Date | ||
| Would students users be affected by this change? | ||||
| Would colleges be affected by this change? | ||||
| Would the Download Client be affected by this change? | ||||
| What other tech center web services will be affected by this change? | High School Transcript Information display logic | This is the conditional logic that displays the self-reported Multiple Measures questions | ||
| Other dependencies? | ||||
| Other implementation considerations? |
Required Data Element Changes
(NOTE: I've included the HS Ed level and the HS Completion Date data tables here for reference and consideration. In addition to these fields, the other fields that may be affected by a date format change are:
Graduated from HS in California
Attended HS in California for 3 Years
High School Education Level
| CURRENT DATA ELEMENT TABLE | PROPOSED CHANGES TO DATA FIELD SPECIFICATION | |
|---|---|---|
Data Element: | hs_edu_level | |
Description: | Applicant’s response to High School Education Level question | |
Format, Length: | bpchar, 1 | |
Values: | 3 = Received high school diploma from U.S. school | |
Allows Null: | No | |
Default: | None | |
Usage: | ||
Notes: | SB11, SB15 | |
Xap Field: | highSchoolEdLevel | |
Revision Log: | ~~ | |
Question Text: | High School Education Level as of <RDD, or ‘July 1, RDDyear’ if RDDmonth is May or June> [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: |
| |
Field Error Check: | None | |
Page Error Check: | Required selection; else error message, “You must select your High School Education Level.” If (RDD minus <birthdate>) => 22 years, then do not display the option “1 = Will be enrolled in high school (or lower grade) and college at the same time”. If High School Education Level is ‘Will be enrolled in high school (or lower grade) and college at the same time’, then College Enrollment Status must be ‘Enrolling in high school (or lower grade) and college at the same time’; else error message, “Your responses to the Enrollment Status and High School Education Level questions are contradictory. Please fix one or the other.” If High School Education Level is “Enrolled in high school (or lower grades) and college at the same time”, then Higher Education Level cannot be “Received an associate degree” or “Received a bachelor’s degree or higher”; else error message, “Your responses to the High School Education Level and College Education Level questions are contradictory. Please fix one or the other.” | |
Notes: | Relates to SB11. Note: 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, “Will be enrolled in high school (or lower grade) and college at the same time” from the drop down menu to minimize errors in classification. education table | |
Data Element: | education: hs_edu_level |
High School Completion Date
| CURRENT DATA ELEMENT TABLE | PROPOSED CHANGES TO DATA FIELD SPECIFICATIONS | |
|---|---|---|
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 |
CCCApply Data Dictionary
Here's a link to the online version of the CCCApply Data Dictionary (v.2017.1). This version was added for convenience but hasn't been updated with the new Race & Ethnicity fields yet. I will do that this week.
Appendix C: AB540 Waiver Algorithm
After the Preliminary Residency Determination is set, the AB540 Eligibility Flag is set according to the following logic:
- 1. The response to both of the following questions on the Education Page is “Yes”:
- “I have graduated from a California high school or have attained the equivalent thereof, such as a High School Equivalency Certificate, issued by the California State GED Office or a Certificate of Proficiency, resulting from the California High School Proficiency Examination.”
- “I have attended high school in California for three or more years.”
- 2. AND the Preliminary Residency Determination is NOT “1 (Resident)”
- 3. AND the “Visa Type is null” OR “Visa Type is T1, T2, T3, T4, T5, U1, U2, U3, U4, U5”.
- 4. THEN the AB540 Eligibility flag is “Yes”; otherwise it is “No”.
All data items referred to above, as well as the eligibility flag, are available in the standard download file for all colleges.
Supporting Documentation
| Description | File Type | URL | Notes |
|---|---|---|---|