9.2 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

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Entering Residency

Navigation:  NavBar > Navigator > Campus Community > Personal Information (Student) > Identification (Student) > Residency Data

It is necessary to add a new row to enter a new Effective Term for a student's Official Residency Data. For example, if an OS student's residency questionnaire was approved, add a new row with the new effective term, and change the residency determination to In-State. 

The student's tuition will need to be recalculated if a residency change was made to a previous term. You can contact Student Financials if you do not have the security required to calculate tuition.  

NOTE: Ramifications to changing residency, particularly with correct history, can adversely affect the students' calculated tuition.

  1. The Residency Data search page displays.
  2. Enter Selection Criteria to identify your student.
  3. Select Search.
Residency Data search page

Residency Official 1 Tab

  1. The Residency Official 1 tab displays.
  2. Enter Institution.
  3. Enter Effective Term.
  4. Select Residency.
  5. Enter Residency Date.
  6. Adjust Additional Residency Data section as needed.
Enter residency coding for a student

Additional Residency Data

There are specific procedures to follow in the event of an exception.  For example, the student is a non-resident. However, they meet requirements for a residency classification; therefore, we want to charge resident tuition rates as an exception (e.g., Active Duty Military and Dependent, Border County).

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 Tuition (Active Duty Military Related)
 Out-of-State
 In-State
 Active Duty Military & Dependent
Non-Resident Eligible for Resident Tuition
 Out-of-State In-State American Indian
Non-Resident
 Eligible for Resident Tuition
 Out-of-State
 In-State
 Border County (Oregon)
Non-Resident
 Resident  Out-of-State
 In-State
 E-3, H-1 or L Visa & Family
Non-Resident
 Resident Out-of-State
 In-State
 In-State High School Grad
Non-Resident
 Resident
 Out-of-State
 In-State
 Pacific Island Nations (CFA)
Non-Resident
 Resident (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 Non-Resident  Out-of-State
 Out-of-State
Apply W23 Waiver
Undetermined Undetermined Undetermined Undetermined

  1. Tuition Residency Exceptions can be selected by changing the Tuition Residency. Use the drop menu to change the Tuition field to In-State and the appropriate exception reason from the Tuition Residency Exception.
  2. Select the Residency Official 2 tab.
Update tuition exception if student meets eligibility requirements for a particular residency exception

Legacy Field/Value - PS Residency Exception Description table below.

Legacy Field/Value PS Residency Exception Description
Stu-YRQ-M. Fee-Pay-Stat = 09 Active Duty Military and Dependent
Stu-YRQ-M. Fee-Pay-Stat = 25 American Indian
Stu-YRQ-M. Fee-Pay-Stat = 30 Border County
Stu-YRQ-M. Fee-Pay-Stat = 36 In State High School Grad
Not being mapped or converted Pacific Island Nations (CFA)
Not being mapped or converted Veteran-Covered Individuals
Not being mapped or converted E-3, H-1 or L Visa & Family

Residency Official 2 Tab

  1. The Residency Official 2 tab displays.
  2. Enter relevant data.
  3. Select the Residency Appeal tab.
Residency Official 2 tab

Each college has access to the information on the Residency Appeal and Residency Self-Report Tab when a student has multiple records at different institutions.

Residency Appeal Tab

  1. The Residency Appeal tab displays.
  2. Enter data related to a change of status, such as out of state vs in state tuition.
  3. Select Residency Self-Report.
Residency Appeal tab

Residency Self-Report Tab

  1. The Residency Self-Report tab displays.
  2. Enter unverified, self-reported residency information for the student.
  3. Select Save.
Residency Self-Report tab

Citizenship Coding

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

SBCTC Tuition Waivers and Residency Classifications

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.

Tuition Waivers & Residency Classifications
  1. Process complete.

Monitoring Residency Changes
 In January, 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. 

  • 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 [email protected]). 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.
  • 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.

2 Comments

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

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