Entering Residency
Purpose: Use this document as a reference for entering residency data in ctcLink.
Audience: College staff responsible for maintaining student information
You must have at least one of these local college-managed security roles:
- ZC CC Residency Processing
- ZZ CC Residency Processing
You must also set these SACR Security permissions:
If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access
Additional Information:
Add another row to enter a new Effective Term for a student's Official Residency Data. For example, if an Out of State (OS) student's residency questionnaire was approved, add a row with the new effective term. Change the residency determination to In-State (IS).
Tuition must be recalculated if a student's residency changed in a previous term. If you do not have the security needed to calculate tuition, contact Student Financials. NOTE: The consequences of changing residency, particularly with correct history, can adversely affect students' tuition.
Additional Resources:
Queries:
Monitoring Residency Changes
In January 2022, ctcLink started tracking manual updates to student residency information. Several audit queries have been developed to help you identify training opportunities and review changes. Residency auditing means the system is now tracking changes made to the Residency Data page and who made those changes.
Residency Data and OAAP: OAAP does not log changes in the audit table. If there is no row for the admit term, it adds one. It does nothing if there is already a residency row for that Admit Term.
- QCS_AD_OAAP_RESIDENCY. Identifies automatic residency determinations made when students submit their OAAP application. This query lists the questions the student was asked, their answers, and the auto-determination resulting from their submission.
- QCS_CS_RESIDENCY_W_AUDIT_ALL (Residency w Audit - All Rows ) and QCS_CS_RESIDENCY_W_AUDIT (Residency w Audit Outer Joined). Identifies who performed changes to your student’s residency data. These will help you restore a record to its previous state when it was changed in error, and identify what users have been working with a student’s residency.
- QCS_AD_RES_CHG_NO_JOB (Res Chg by OPR w/o job@inst). Identifies rows made by a user who doesn’t have a job at your institution when the change was made. This can help find cases where an inattentive user accidentally changes residency for the wrong college.
- QCS_AD_RES_FOR_OPR_NO_SACR (All Residency by OPR no SACR). Identifies changes made by a user who doesn’t currently have security at your institution.
- QCS_AD_ALL_RES_FOR_OPR (All Residency Rows by Operator). Identifies all changes made by a particular user. If you determine a staff member didn’t understand residency regulations and made changes they shouldn’t have, this query can help you backtrack to figure out which student records need to be researched. Alternatively, if you realize a user has inadvertently made changes to another institution’s residency, you can use this query to figure out which institutions you need to communicate with. It can also be used to ensure new staff members are making the proper changes.
- OAAP Application Report. The OAAP Application Report includes a preliminary residency determination.
- QCS_AD_ADM_APPL_RES_DET_SUM - Summary of residency determinations from admissions applications.
- QCS_CC_CURRENROL_RES_CITZ - This will be used to contact students verifying residency status.
To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu. Discover the best methods for finding queries and reports by visiting Recommended Methods for Searching Queries and Reports.
Entering Residency
Navigation: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data
Navigation: ctcLink CS Staff Homepage > Admissions Processing > Residency Data
- The Residency Data search page displays.
- The default option is Find an Existing Value.
- Enter a student ID or look up a student by name.
- Select Search.
- The Residency Official 1 tab displays.
- The Student Name and Student ID will display above the Residency Data component.
- Locate the Academic Career. If there is more than one Academic Career be sure to update the one that the student is pursuing.
- Enter Institution.
- Enter Effective Term.
- Select Residency. Each term, tuition and fees are calculated based on the residency status entered here.
- Enter Residency Date.
- Adjust Additional Residency Data section as needed.
The Additional Residency Data section populates based on the Residency field selection. There are specific procedures to follow in an exception. For example, the student is a non-resident.
Tuition Residency Exceptions: Residency rules have several exceptions. They include but are not limited to Active Duty Military and Dependents, Border County, etc. Use the drop-down menu to change the Tuition field to In-State and the appropriate exception reason from the Tuition Residency Exception.
| Additional Residency Data | |
|---|---|
| Admissions - Specify the type of residency that qualifies the individual for admission to your institution. |
Admission Residency Exception - Specify the exception from your institution's residency rule for admissions that applies to the individual. |
|
Fin Aid Federal Residency - Specify the type of residency that qualifies the individual to receive financial aid from the federal government. This field can be used to build FA budgets for a student--work with your Financial Aid office when updating the selection. |
Fin Aid Fed Residency Exception - Specify the exception from the federal residency rule for financial aid that applies to the individual. This field can be used to build FA budgets for a student--work with your Financial Aid office when updating the selection. |
|
Fin Aid State Residency - Specify the type of residency that qualifies the individual to receive financial aid from the state. This field can be used to build FA budgets for an individual--work with your Financial Aid office when updating the selection. |
Fin Aid St Residency Exception - Specify the exception from the state residency rule for financial aid that applies to the individual. This field can be used to build FA budgets for an individual--work with your Financial Aid office when updating the selection. |
|
Tuition - Specify the type of residency that qualifies the individual for tuition assistance. |
Tuition Residency Exception - Specify the exception from your institution's residency rule for tuition that applies to the individual. Visit the SBCTC website for a comprehensive list of Residency Classifications. |
| Residency Status | Tuition | Residency Field | Tuition Field | Residency Tuition Exception Field | Other Information |
|---|---|---|---|---|---|
| Resident | Eligible for Resident Tuition | In-State | In-State |
Nothing different if eligible under residency affidavit | |
| Non-Resident |
Eligible for Resident for Tuition Purposes (Active Duty Military Related) |
Out-of-State |
In-State |
Active Duty Military & Dependent | |
| Non-Resident |
Eligible for Resident for Tuition Purposes |
Out-of-State | In-State | American Indian | |
| Non-Resident |
Eligible for Resident for Tuition Purposes |
Out-of-State |
In-State |
Border County (Oregon) | |
| Non-Resident |
Eligible for Resident for Tuition Purposes |
Out-of-State |
In-State |
E-3, H-1 or L Visa & Family | |
| Non-Resident |
Eligible for Resident for Tuition Purposes |
Out-of-State |
In-State |
In-State High School Grad | |
| Non-Resident |
Eligible for Resident for Tuition Purposes (Veteran Related) |
Out-of-State |
In-State |
Veteran-Covered Individuals | |
| Non-Resident |
Non-Resident |
Out-of-State |
Out-of-State | ||
| Non-Resident |
Eligible for Non-Resident Operating Fee Waiver | Out-of-State |
Out-of-State |
Apply SW29 Student Group | |
| Non-Resident |
Eligible for all or a portion of the non-resident tuition differential |
Out-of-State |
Out-of-State |
Apply W23 Waiver | |
| Undetermined | Undetermined | Undetermined | Undetermined |
- The Residency Official 2 tab displays.
- When applicable, enter the official residence address of the student if it is available.
- The Residency Appeal tab displays.
- Enter data related to a change of status, such as Out of State vs. In State tuition.
- The Residency Self-Report tab displays.
- Enter unverified, self-reported residency information for the student. For example, use the Residency Self-Report page to record residency documents submitted for validation.
- Select Save.
| Citizenship |
PeopleSoft Values | Financial Aid Match if FAFSA response is: |
|---|---|---|
| US Citizen | US Citizen | US Citizen |
| US Permanent Resident Refugee, Asylee |
Permanent Resident | Eligible Non-Citizen |
| DACA Status Holder Eligible under Residency Affidavit |
Alien Permanent | Eligible Non-Citizen |
Visit the SBCTC website for information regarding SBCTC Tuition Waivers and Residency Classifications. Fee Pay Status coding listed within the sections below is a reference for colleges not yet live in ctcLink. For ctcLink colleges, please refer to the ctcLink Reference Center QRGs for waivers and applicable student group information.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial Via Panopto
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Margaret Harrison
What does the notify button do? I am in the admissions department at SCC, and was wondering if there was an easy way to notify students that they are coded as out of state, or undetermined. Can I do this by clicking that notify button?
Tanjagay Martin
Hello Margaret, The "Notify" feature is available. In light of this, you cannot track notifications, and due to the nature of residency, you will want to ensure that the student reads the notification. Message Center is a secure way to send information regarding residency, and you can verify if the student viewed the message. Here is a link to the 9.2 Message Overview Video https://ctclinkreferencecenter.ctclink.us/m/79552/l/1554380-9-2-message-center-overview-video. Thank you for the great question! ~Tanjagay Martin | CS Core Trainer
Emily Terry
QCS_CC_CURRENROL_RES_CITZ --- Is this query pulling term activated students or students who are registered in classes?
Tanjagay Martin
Hello Emily,
Your question is greatly appreciated; thank you. The query includes the STDNT_ENRL table. Student enrollment information is contained in this core table. Students are term-activated and have an enrollment record for that term. I appreciate your time, Emily! ~Tanjagay Martin | CS Core Functional Trainer
Sirena Phillips
Does a student's residency need to be updated each term, even if it hasn't changed?
Example: Student enrolls summer continues to fall. Student's residency is "Undetermined:" for both terms, doesn't change. Do I need to put in "Undetermined" again for fall or is it ok because it was entered for summer?
Tanjagay Martin
Hello Sirena,
Thank you so much for your question. You only need to update a student's residency when their status changes. UD students who are not in TRNST, etc., their tuition will be incorrectly calculated. Once your office receives documentation verifying a status (OS or IS), staff can change the student's residency. Usually, if it's for the same term, you update that row. Two rows with the same term will not be allowed by the system. In the case of an OS student, if the residency questionnaire is approved (for IS), you would add a row with the effective term. Have a great day! ~Tanjagay Martin | CS Core Functional Trainer.