9.2 Entering Residency (Fluid)

Purpose: Use this document as a reference for entering residency in Fluid, using the Admissions Processing section of the CS Staff Homepage.

Audience: Student Services staff.

Entering Residency

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.

Navigation: ctcLink CS Staff Homepage > Admissions Processing Tile

ctcLink CS Staff Homepage
  1. The Admissions Processing page displays.
  2. Select the Processing Applications menu from left-side navigation.
  3. The Processing Applications menu expands.
  4. Select the Residency Data sub-menu.
  5. The Residency Data page displays to the right.
  6. Enter the student’s ID.
  7. Select the Search button.
Residency Data search page
  1. The Residency Official 1 tab displays.
  2. Enter the Institution value.
  3. Enter the Effective Term.
  4. Select the Residency value from the drop-down list.
  5. Input the Residency Date as the first date of the Effective Term.
  6. Select the Save button.
Residency Official 1 tab

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.
  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.
Enter the appropriate residency exception that qualifies a student for In State tuition.

Residency Official 2 Tab

  1. The Residency Official 2 page displays.
  2. Update as needed.
  3. Select the Save button.
  4. Select the Residency Appeal tab.
Residency Official 2 tab

Residency Appeal Tab

  1. The Residency Appeal page displays.
  2. Update as needed.
  3. Select the Save button.
  4. Select the Residency Self-Report tab.
Residency Appeal tab

Residency Self-Report Tab

  1. Select the Residency Self-Report page displays.
  2. Update as needed.
  3. Select Save.
Residency Self Report tab
  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_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.
  • 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.
  • 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.

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