Update Military Section to Comply with VACA Bill AB13
- Patricia Donohue
Problem Statement
In summer 2015, the CCCCO required colleges to comply with AB13, the VACA Bill, which extends eligibility to honorably discharged military members and their dependents from one year to three (3) years of discharge and currently living in California. CCCApply standard application needs to be updated to comply with this requirement. In addition, the existing military status field values did not align to the MIS reporting values, and as an oversight, did not provide a response value for dependents of discharged military, and also combined "Currently Active Reserves and National Guard", while MIS (SG01 and SG02) listed these response values separately.
Proposed Solution
Update the Military Status field in the standard application to align the values to the MIS reporting values/requirements. Then based on the new revised values (new, revised, and removed), ensure the other military data fields trigger based on the response values. and the VACA AB13 legislature. In addition, the Area C (Military) residency logic has been updated to extend the period of eligibility for honorably discharged military members and their dependents from one year of discharge to three (3) years of discharge, based on the RDD (residency determination date).
Requirements Summary
| # | Description | Notes |
|---|---|---|
| 1 | Military Status field response values have been revised to comply with VACA Bill AB13 | Response values have been totally revised. IMPORTANT. Change to downloads. |
| 2 | Military Status field response values have been revised to comply with MIS | Old values did not align to MIS |
| 3 | Residency eligibility has been extended from one to three years of discharge | In compliance with VACA AB13 |
| 4 | Dependents of discharged mlitary are also eligible to one to three years of discharge | Eligibility for dependents extended to 3 years of discharge |
| 5 | Language in Flag 71 was updated to comply with VACA AB13 | Language in integrity flag 71 was updated |
| 6 | Area C (Militay) residency logic was updated to extend eligibility period for honorably discharged vets from one year to three years of RDD | New Step 1 of the Area C Logic military_status = 2 OR If Yes (to the logic above), THEN set Class C2 and trigger flag 71 |
Change Specifications
1) Updates to: Military Status Field <military_status>
a. Response Options: Revise the Military Status field responses from the current/existing values to the new response values.
NOTE: These are the Current Military Status responses <military_status>
1 = None apply to me
2 = Currently active military
3 = Dependent spouse or child of currently active military
4 = Served in the U.S. military (active or reserve) discharged within the last year
5 = Served in the U.S. military (active or reserve) discharged over a year ago
6 = Currently in Reserves or National Guard (non-active)
Breakdown of the changes to the Military Status field response values
Current Values | Action | New Military Status Responses / Values |
1 = None apply to me | No change | 1 = None apply to me |
2 = Currently active military | Change language | 2 = I am currently serving on active duty |
3 = Dependent spouse or child of currently active military | Change language | 3 = My parent/guardian/spouse is currently serving on active duty |
4 = Served in the U.S. military (active or reserve) discharged within the last year | Change language | 4 = I served in the U.S. military (veteran) |
5 = Served in the U.S. military (active or reserve) discharged over a year ago | Remove value | 5 = **This value will not be used** |
6 = Currently in Reserves or National Guard (non-active) | Remove value | 6 = **This value will not be used** |
Add New Value | 7 = My parent/guardian/spouse served in the U.S. military (veteran) | |
Add New Value | 8 = I am a member of the Active Reserve | |
| Add New Value | 9 = My parent/guardian/spouse is a member of the Active Reserve | |
| Add New Value | A = I am a member of the National Guard | |
Add New Value | B = My parent/guardian/spouse is a member of the National Guard |
Implementation Note: Two of 11 are "no longer in use" (#5 and #6). They will remain in the documentation for reference, designated as "no longer in use". NOTE: New values #8 and #9 pertain to Active Reserve; A and B pertain to National Guard.
Screen Shot: Onscreen Question & Menu
Below is a screen shot of how these new values wil appear in the drop box for U.S. military status as of <RDD>
b. Hover Help: Removed English hover help from the Military Status question/field.
c. Page Error Check: Updated Page Error Check validation using new Military Status response values, shown below:
- If the Military Status is "2 = I am currently active military" OR "3 = My parent/guardian/spouse is currently serving on active duty", THEN:
1. Display the State of Legal Residence question and require a response,
2. Display the Home of Record question and require a response,
3. Display the Stationed in California question and require a response.
- If the Military Status is "4 = I served in the U.S. military (veteran)" OR "7 = My parent/guardian/spouse served in the U.S. military (veteran)", THEN:
1. Display the State of Legal Residence question and require a response,
2. Display the Home of Record question and require a response,
3. Display the Stationed in California question but do not require a response.
- If the Military Status is “8 - I am a member of the Active Reserve” OR “A - I am a member of the National Guard”:
1. Display the Stationed in California question and require a response.
2) Updates to: Military Discharge Date Field <military_ discharge_date>
a. Question Text: military_discharge_date : Using the new military status response values, revised the condition for which this field appears to the user:
- Conditions: Appears only if Military Status is one of the following:
4 - I served in the U.S. military (veteran)
7 - My parent/guardian/spouse served in the U.S. military (veteran)
b. Hover Help - Removed the following English Hover Help - Enter the date you were discharged from the military
c. Field Error Check: The following have been implemented for client side and server side validations. They also trigger immediate validations at the field level:
Year is before 1900 : "<fieldname> You must enter a 4-digit year after 1900."
Date is before DOB : "<fieldname> You cannot enter a date before your date of birth."
Leap year validation: "<fieldname> The day you selected is not valid for the year you entered."
Day is not valid for month: "<fieldname> The day you selected is not valid for the month you selected."
d. Page Error Check: Required Response; else error message, "You must provide your Military Discharge Date."
Must not be after <RDD>; else error message, "The Military Discharge Date cannot be after <RDD>. Please correct either the Discharge Date of the U.S. Military Status as of <RDD>."
Note: Revised the Page Error Check validations for Military Discharge Date question:
i. Removed the second and third Page Error Check validations completely and do not replace:
- REMOVED: If Military Status is ‘Served in the US military (active or reserve) discharged within the last year’, date must not be before <RDD> minus 1 year; else error message, “Your U.S. Military Status as of <RDD> and your Discharge Date do not agree. Please fix one or the other.”
- REMOVED: If Military Status is ‘Served in the US military (active or reserve) discharged over a year ago’, date must be before <RDD> minus 1 year; else error message, “Your U.S. Military Status as of <RDD> and your Discharge Date do not agree. Please fix one or the other.”
- REMOVED: If Military Status is ‘Served in the US military (active or reserve) discharged within the last year’, date must not be before <RDD> minus 1 year; else error message, “Your U.S. Military Status as of <RDD> and your Discharge Date do not agree. Please fix one or the other.”
Implementation Notes on removing second and third Page Error Check logic: There are currently three Page Error Check validations for this field (Military Discharge Date), pertaining to users that are veterans: current status #4 or #5. The current response values #4 and #5 pertained to veterans within a specific time frame (i.e., “discharged within the past year (1 year)” and “discharged over 1 year ago”). However, with the new military status response/value changes, the response values no longer specify a time-frame as part of the status description, thus allowing for more flexibility relative to date changes in the future. Therefore, the second and third page error validations for this field are no longer valid and were removed. We do not need to replace these validations.
3) Updates to: Military Discharge Type Field <discharge_type>
a. Condition: Using the new military status response values, revised the condition for which this field appears to the user.
Appears only if Military Status is one of the following:
4 - I served in the U.S. military (veteran)
7 - My parent/guardian/spouse served in the U.S. military (veteran)
b. Hover Help: Removed English Hover Help from Military Discharge Type question. (No developer action required here. This is a language change only for the specs to be updated).
c. Field Error Check: None
d. Page Error Check: Using the new military status response values, revised the Page Error Check validation:
Required response when Military Status is one of the following:
4 - I served in the US military (veteran)
7 - My parent/guardian/spouse served in the U.S. military (veteran)
Error message if not selected: “You must select the discharge type”.
4) Updates to: Military State of Legal Residence Field <military_legal_residence>
a. Using the new military status response values, revised the condition for which this field appears to the user:
Conditions: Appears only if Military Status is one of the following:
2 - I am currently serving on active duty
3 - My parent/guardian/spouse is currently serving on active duty
4 - I served in the U.S. military (veteran)
7 - My parent/guardian/spouse served in the U.S. military (veteran)
8 - I am a member of the Active Reserve
A - I am a member of the National Guard
b. Hover Help: Remove the English Hover Help from State of Legal Residence field. (No developer action required here. This is a language change only for the specs to be updated).
c. Page Error Check: Required Selection; else error message, "You must select your State of Legal Residence (Military)."
NOTE: The labels for the questions change based on the response value chosen by the user. Since we have brand new values being added for 8 and A, we kept the labels as follows if 8 or A are chosen:
- State of Legal Residence (Military)
- Home of Record
- Country of Record
The following radio button question text will also stay the same if values 8 or A are chosen:
- Are you currently stationed in California?
- Is your assignment in California for educational purposes for 30 days or more?
5) Updates to: Military Home State Field <military_home_state>
a. Conditions: Using the new military status response values, revise the conditions for which this field appears to the user:
Appears only if Military Status is one of the following:
2 - I am currently serving on active duty
3 - My parent/guardian/spouse is currently serving on active duty
4 - I served in the U.S. military (veteran)
7 - My parent/guardian/spouse served in the U.S. military (veteran)
8 - I am a member of the Active Reserve
A - I am a member of the National Guard
b. Hover Help: Removed the English Hover Help from Military Home State field.
c. Page Error Check - Required Selection; else error message, "You must select the Home of Record."
NOTE: The labels for the questions change based on the response value chosen by the user. Since we have brand new values being added for 8 and A, we kept the labels as follows if 8 or A are chosen:
- State of Legal Residence (Military)
- Home of Record
- Country of Record
The following radio button question text will also stay the same if values 8 or A are chosen:
- Are you currently stationed in California?
- Is your assignment in California for educational purposes for 30 days or more?
6) Updates to: Military Home Country Field <military_home_country>
a) Hover Help: Remove the English Hover Help from Military Home Country < residency: military_home_country>.
b) Conditions: Appears only if <residency: military_home_record> is "Foreign Country".
c) Page Error Check: Required selection; else error message, "You must select your Country of Record if your Home of Record is 'Foreign Country'."
7) Updates to: Military Stationed in California Field <military_ca_stationed>
a. Conditions: Using the new military status response values, revised the condition for which this field appears to the user:
Appears only if Military Status is one of the following:
2 - I am currently serving on active duty
3 - My parent/guardian/spouse is currently serving on active duty
4 - I served in the U.S. military (veteran)
7 - My parent/guardian/spouse served in the U.S. military (veteran)
8 - I am a member of the Active Reserve
A - I am a member of the National Guard
b. Hover Help: Removed the English Hover Help from Military Stationed in California field
c. Page Error Check: Updated the language in the Page Error Check validations for this field;
Required response; else error message, “You must indicate whether you or your parent/guardian/spouse is currently stationed in California.”
NOTE: The labels for the questions change based on the response value chosen by the user. Since we have brand new values being added for 8 and A, we kept the labels as follows if 8 or A are chosen:
- State of Legal Residence (Military)
- Home of Record
- Country of Record
The following radio button question text will also stay the same if values 8 or A are chosen:
- Are you currently stationed in California?
- Is your assignment in California for educational purposes for 30 days or more?
8) Updates to: Military Stationed in California for Ed Purposes Field < residency: military_stationed_ca_ed>
a. Conditions: Update the onscreen additional text that appears if this question/field appears to the user:
Alt Question Text: Parent/Guardian/Spouse: “Is the military member's assignment in California for educational purposes for 30 days or more?”
Appears only if Military Status is one of the following:
2 - I am currently serving on active duty
3 - My parent/guardian/spouse is currently serving on active duty
AND
Military Stationed in California is "yes"
(No change for when this field shows )
b. Hover Help: Removed English Hover Help.
c. Page Error Check: Updated the language in the page error check validation to this:
9) Update Language in the Integrity Flag #52
NOTE: This is a language change only. The logic in Area C of the residency algorithm triggers this flag and there is no new flag.
a. Change the language in Integrity Flag #52 to what is shown below:
Flag 52:
Recently discharged U.S. military member, or dependent (child or spouse) of U.S. military member, discharged within the last 3 years. Potential VACA eligibility (AB13).
10) Update Residency Logic: Area C
Update step 1 of Area C residency logic with new military status field responses and expand the net of discharge dates from one year to three years, per AB13 VACA legislation. If the military status is =2 or =3, OR =4 or =7 AND their discharge date is on or after 3 years prior to the RDD, THEN "Go to Step 2". If NO, then set Class C0 and end the Area C logic there.
a. Update the Evaluation Statement and the Data Elements & Logic in Step 1 of the Area C residency table from the existing language and logic to the new, as follows:
FROM: Old Evaluation Statement:
Is the student (or the student’s parent/guardian) currently an active military member, a dependent of a currently active military member, or a member discharged from the military in the past year?
TO: New Evaluation Statement: .
Is the student, or the student’s parent/guardian/spouse, currently serving on active duty or discharged from US military within the last 3 years?
FROM: Old Data Elements & Logic
military_status = 2 OR military_status =3 OR military_status =4
TO: New Data Elements & Logic:
military_status = 2 OR military_status =3 OR (military_status =4 AND discharge_date is on or after RDD minus 3 years) OR (military_status =7 AND discharge_date is on or after RDD minus 3 years)
b. Ensure the "If Yes" and "If No" logic actions are still as follows (these did not change):
If Yes: Go to Step 2
If No: Set Class C0 (end logic).
(General Note About What is Being Changed: Per the new VACA AB13 regulations, residency eligibility for veterans and their dependents is being extended from 1 year of discharge to 3 years of discharge prior to the RDD. The changes pertain only to Step 1 of the logic. There are no other changes to the subsequent steps.
Step 1. Using the new miltary statuses, If any of these 4 status types are identified (=2, =3, = 4, =7) – they should continue to Step 2 (but =4, or =7 must have discharge dates within 3 years prior to the RDD)
Step 2; All other military statuses (=1, = 8, = 9 = A, = B) will NOT continue to Step 2 and the logic will end there for them with a Area C residency status of “C0”. )
NEW Step 1 of Area C
Step | NEW Evaluation Statement | NEW Data Elements & Logic | if Yes | if No |
NEW STEP 1 | Is the student, or the student’s parent/guardian/spouse,
| military_status = 2 OR | Set Go to step 2 | Class C0 |
Notes
- Area C logic looks at the military status <military_status> response from the submitted application to determine if the applicant is a currently active US military member or a former US military member (discharged US military member). It also determines whether the applicant is a dependent (parent/child/spouse) of a currently active or discharged U.S. Military member.
- Based on the applicant's military status response, if applicable, it also looks at the date of discharge - to determine if the discharge date is within three (3) years of the RDD (residency determination date).
- If the discharge date provided is within 3 years prior to the RDD, the logic will move the user forward to Step 2 of the Area C logic. If the discharge date falls outside the three year period (see User Stories below), or if the military status indicates the applicant was not a current or former US military member, then the logic will classify the applicant as "C0" and the logic will end there.
- The responses provided by the applicant - in the military section as well as the other areas of residency logic - contribute to the overall residency status, which is a preliminary residency determination. It is the responsibility of the college to verify all responses and collect proof through documentation provided by the applicant.
Residency Logic Use Case Stories
Click on the Use Case Stories link below to see several use case examples used for testing the new logic changes to Area C.
Changes to Data Values in Download File
- Military Status field <military_status> has NEW RESPONSE VALUES.
- The data field name <military_status> DID NOT CHANGE. It still appears in your download file, exactly as it has been.
- The existing Integrity Flag 52 is still a field in your download file. It simply has a new definition in the data dictionary to better reflect the VACA AB13 eligibility requirement.
- There are NO new data fields as a result of this change request.
What does your college need to do or change due to this change?
- Review your business processes, procedures, and forms to identify if any changes need to be made due to the new Military Status field response / values.
- Review your Student Information System (SIS) fields and reports to identify if any changes need to be made due to these new Military Status field responses / values.
PLEASE UPDATE YOUR REPORTS AND MAPPED VALUES in your Student Information System. - Inform your college Admissions & Records staff about the new and revised Military Status responses / values.
Update Your Download Client Jar Files
Step 1: To implement the 2016 Annual Update changes in your downloads, you must first update to the latest version of the Download Client jar file. Information and instructions can be found in the CCCApply Download Client User Guide.
Step 2: Modify your existing Download Format XML file to include new data fields being released in the 2016 Annual Update.
NOTE: We recommend you test these changes in the PILOT environment before the Production release. Reference the Download Client User Guide for details.
**If you have been experiencing any issues with your downloads since the March 31 release, please see Download Client Solutions for March 2016 for troubleshooting information.
Change to Field Logic
Due to the changes made to the Military Status field response options/data values <military_status>, corresponding changes had to be made to the field logic within the Discharge Date, Discharge Type, Military State of Legal Residence, Home of Record, and Stationed in California data fields. The logic within these fields lead to the same results, however the military status data values used to reach these results have changed.
Click here to view the changes to the Area C Logic.
Change to Residency Logic
- A change was made to Step 1 of the Area C residency logic using the new Military Status field responses / values and extending the "net" of dates in which the user was discharged from the US military from one year to three years prior to the RDD. This is a residency algorithm change and there is NO ACTION REQUIRED BY THE COLLEGE.
See the Changes to Area C Residency Logic. - Prior to this change request, the military status responses / values included two responses for discharged US military members within a specific timeframe (i.e., "4 = ...discharged within 1 year" and "5 = discharged over a year ago"). By removing the timeframe from these responses / values we have made them less specific and more generic, which makes the data field more flexible if similar changes are required in the future.
- No other changes were made to the Area C logic.
NOTE: In general, no changes or updates are required by the College relative to this residency logic change. The user is still classified as "C2" and Integrity Flag 52 will still trigger if the applicant is a currently active US military member, or a dependent of a currently active military member, OR if the former US military member (veteran) - or a dependent of a former US military member (veteran) - was discharged within the new timeframe of the 2015 regulations of AB13 (VACA) which is now within three years of the RDD.
Supporting Documentation
Below is reference documentation relative to this change request or business need (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.).
| Description | File or Link | Notes |
|---|---|---|
| CCCCO Guidance Letter | VACA Guidance Letter AB13 - May 13, 2015 | Click on the hyperlink to download PDF |
| Data Dictionary | CCCApply Standard Application Data Dictionary v.2016.1 | Click on the hyperlink to download PDF |
| User Guide | Download Client User Guide v.2016.1 | Click on the hyperlink to go to User Guides Page |