Entering Residency (Fluid)

Purpose: Use this document as a reference for Entering Residency in Fluid, using the Admissions Processing tile of the CS Staff Homepage.

Audience: Student Services Staff.

Entering Residency

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, 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 determine 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 changed another institution's residency, you can use this query to determine which institutions you must 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: ctcLink CS Staff Homepage > Admissions Processing Tile

  1. The Admissions Processing page displays.
  2. Select the Processing Applications menu from the 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 Official 1 Tab
  1. The Residency Official 1 tab displays.
  2. The Student Name and Student ID will display above the Residency Data component.
  3. Locate the Academic Career. If there is more than one Academic Career be sure to update the one that the student is pursuing.
  4. Enter Institution.
  5. Enter Effective Term.
  6. Select Residency. Each term, tuition and fees are calculated based on the residency status entered here.
  7. Enter Residency Date.
  8. Adjust Additional Residency Data section as needed.
Additional Residency Data

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 the 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

Eligible for Resident Tuition
 Out-of-State
 In-State
 Border County (Oregon)

Resident Out-of-State
 In-State
 E-3, H-1 or L Visa & Family

Resident
 Out-of-State
 In-State
 In-State High School Grad

Resident (Veteran Related)
 Out-of-State
 In-State
 Veteran-Covered Individuals

Non-Resident Out-of-State
 Out-of-State


Eligible for Non-Resident Operating Fee Waiver Out-of-State
 Out-of-State
Apply SW29 Student Group

Eligible for Non-Resident Out-of-State
 Out-of-State
Apply W23 Waiver

Undetermined Undetermined Undetermined

Residency Official 2 Tab
  1. The Residency Official 2 tab displays.
  2. When applicable, enter the official residence address of the student if it is available    
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.
Residency Self-Report Tab
  1. The Residency Self-Report tab displays.
  2. Enter unverified, self-reported residency information for the  student. For example, use the Residency Self-Report page to record  residency documents submitted for validation.
  3. Select Save.        
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.

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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