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Slate Instance

TUV

Requestor/Reporter

Charlotte Hydrick

Date

Status

IN PROGRESS

Bug Description

student residency in SIS/PF not matching residency in VMCAS/Slate

Issue Description

From Elaine Collins, Re: New Question Samantha Fox “We are researching a student (1511570) who had two applications in Slate (they are in a joint DVM/MD-MPH program).  They should have been a PA resident but when I look at self reported residency data in SIS, I only see MA as the state of residency…..I only ever see MA being the value we sent from SIS to PF for this student. 

image-20240717-123939.png
image-20240717-174433.png

Permanent address was updated by student in SIS 7/3 to Pennsylvania, which updated the address in PF, but not the residency (which is acting like it should). [Tested by Elaine 7/2024--residency data, once sent, does not get overwritten in PF].

Troubleshooting/Research

As shown above, Pennsylvania is state of Legal Residence in VMCAS, and both Mailing and Permanent Addresses are in Massachusetts.

In VMCAS there are also the program questions used to confirm residency:

image-20240717-141337.png

All three of these fields are matched to individual Slate fields, but there is no built-in logic or double-checking, so we end up with data like this, where the three relevant fields do not match or are missing information.

image-20240717-170450.png

In PF the data looks like this, just for reference:

image-20240717-141231.png

2 aid years are sent at a time, 2023 and 2024 sent evening 9:30 and 10:30pm-ish into PF staging tables, which load into PF the following morning. It is possible to run the job ad hoc for a particular student to the staging table in PF, which is what we were doing for testing.

  • the VT feed to SIS from Slate is currently using permanent address to populate the residency field

  •  students cannot adjust the residency field

  • Self-reported State Residency flows to VT State of Origin in PF

  • changes made to the state of residency in SIS do not affect the State of Origin field in PF if the student is no longer in Admissions

 Logic for SIS load to PowerFaids

Logic related to TFS_PF_STR_VAL11 (ID is 2816 in PF; field name is VT State of Origin) says that this field is only updated if the student is in admissions, specifically, the code says that the field term_src = “A”. “A” normally switches to “R” at Matriculation, but there is some nuance. If the term roll job for the newly matriculated students is running, then they change from A (Admissions) to R (Records), meaning that the student’s data comes from the term data and program/plan stack vs. the Admissions stack. If the term job isn’t running, then the student’s program/plan stack is created and this field is populated with a P for program/plan. In either case, the A is changed, so for the most part, the answer is matriculation.

Resolution Steps

Work with Dmitri to adjust what data he is pulling from the VMCAS application to be the application-scoped legal state of residence (legal_state).

Vet should review legal state of residency in comparison to the programmatic questions, and adjust the VMCAS legal state field as necessary. If any changes are made, Financial Aid must be informed in order to update PowerFaids. [Set this up as a deliver message, if I can…]

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