Blog from July, 2018

Earlier this year the Chancellor’s Office announced a series of changes to the MIS data reporting requirements and the CCCApply Steering Committee met with them to discuss which of them, if any, directly affect CCCApply.

Below is the detail from the memo dated March 02, 2018 issued from Todd Hoig, Director of Information Systems - with highlights in Purple showing the data fields that affect CCCApply.

SB Student Basic Data Reporting 

An existing element has been amended and four new elements have been added.  The record length has been increased to 230 characters. 

SB23 STUDENT-APPRENTICESHIP-STATUS has been amended

• This data will not be collected through CCCApply.

SB34 STUDENT-CCC-ID has been added

• The CCCID field <ccc_id> already exists in the CCCApply data. Please refer to the CCCApply Standard Application Data Dictionary for details.

SB35 STUDENT-SS-ID has been added

• The SSID field <ssid> is not collected in the CCCApply application; however a data sharing agreement exists between the CDE and CCCApply in a post-submission matching process. This means that after a student submits their application, the post-submission service interacts with the CDE system and attempts to make a match. If a match is made, the CCCID is exchanged with the SSID; however, currently the CCC Technology Center is working with the CDE to amend the agreement to allow colleges to have access to that information which is not currently included in that agreement. We will keep the colleges updated on the status of this amendment.

SB36 STUDENT-TRANSGENDER has been added

• The Transgender field <transgender> is one of two fields added to CCCApply in 2013 as part of the AB620 federal legislation. The field was encrypted as a security precaution, but now is being made available to colleges for reporting purposes in two specific ways:
  1) Colleges can download the data field by way of the new phased-approach process of integrating Project Glue for CCCApply, which uses the College Adaptor (Project Glue) 2.5 to facilitate integration of application data with your college’s student information system (SIS). Implementing this special
  

SB37 STUDENT-SEXUAL-ORIENTATION has been added

 
The intent of the Project Glue Support for CCCApply project is to securely deliver in real time CCCApply records into a staging table in the College SIS via the Glue College Adaptor. Records will include the entire CCCApply dataset, including the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.

Accessing Your CCCApply AB620 Data for MIS Reporting

Colleges can obtain their students’ unencrypted AB620 data for MIS reporting in real-time through the CCC Technology Platform’s (Project Glue) College Adaptor. The College Adaptor Release 2.5 supports the Glue for Apply project to securely deliver in real time CCCApply records into a staging table in the College SIS via the Glue College Adaptor. Records will include the entire CCCApply dataset, including the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.

SC Student CalWORKs Data Reporting 

A new element has been added.

SC18 ELIGIBILITY-TIME-LIMIT-STATUS has been added

• This data element is not collected through CCCApply.

SG Special Populations Data Reporting

An existing element has been amended and eight new elements have been added.  The record length has been increased to 60 characters.

SG10 STUDENT-CAA-STATUS has been amended

SG14 STUDENT-ECONOMICALLY-DISADV-STATUS has been added

SG15 STUDENT-EX-OFFENDER-STATUS has been added

SG16 STUDENT-HOMELESS-STATUS has been added

SG17 STUDENT-LONGTERM-UNEMPLOY-STATUS has been added

SG18 STUDENT-CULTURAL-BARRIER-STATUS has been added

SG19 STUDENT-SEASONAL-FARM-WORK-STATUS has been added

SG20 STUDENT-LITERACY-STATUS has been added

SG21 STUDENT-WORK-BASED-LEARNING-STATUS has been added

• This data element is not collected through CCCApply.

SF and FA Student Financial Aid Reporting 

An existing element has been amended.

SF21 STUDENT-AID-AWARD-TYPE has been amended to allow for reporting of new award types

·       New Award Type:  GH = Completion Grant (CCCG)

·       New Award Type:  GI = Cal Grant A

·       New Award Type:  GJ = Dreamer Grant

·       New Award Type:  GQ = Equity Grant

·       New Award Type:  GR = SSSP Grant

•  These data fields are not collected or calculated by the CC Promise Grant (BOG) application.

SA Student Assessment Data Reporting 

A new element has been added.

SA07 STUDENT-EDUCATIONAL-FUNCTION-LEVEL has been added

If you have questions or concerns, please send them to cccmisedit@cccco.edu

New! Accessible from the CCC Administrator

Another new staff and faculty admin configuration tool - now available for colleges who have adopted the College Adaptor (Project Glue) - is also being deployed in this release and is accessible from the new CCC Administrator system. Colleges that have adopted the Canvas LMS and the College Adapter (v.2.5) are encouraged to pilot the new admin tool for automating the synchronization of student enrollments, terms, and courses.

Using the Canvas Administrator tool, college Canvas administrators can automate course shell creation for the Canvas LMS using the College ERP/SIS term and section data. The Canvas Administrator also allows Canvas admins to schedule and automate student section enrollments so that they are synchronized between the ERP/SIS and Canvas. 

Automatic synchronization of student enrollments allows students to access their content in Canvas without delay, helping them stay on path to their educational goals. Automatically creating Canvas course shells and synchronizing section and enrollment data between the ERP/SIS and Canvas also eliminates the need for faculty to manually update their student rosters, or Canvas course details, giving them more time to focus on instruction. For more information on the Canvas-SIS Integration, see the Project Glue Public Documentation page.

In March 2018, the California Community Colleges Chancellor’s Office MIS office released a memo to colleges outlining the changes to the SB Student Basic Data Record reporting requirements, beginning Summer 2018.

New MIS Student Basic Data Elements & Reporting Changes

Two of the reporting changes include the AB620 data fields, SB36 & SB37.

SB Student Basic Data Reporting

An existing element has been amended and four new elements have been added. The record length has been increased to 230 characters.

1. SB23 STUDENT-APPRENTICESHIP-STATUS has been amended

2. SB34 STUDENT-CCC-ID has been added

3. SB35 STUDENT-SS-ID has been added

4. SB36 STUDENT-TRANSGENDER has been added

5. SB37 STUDENT-SEXUAL-ORIENTATION has been added

The new data element definitions are here:

AB620 Data: Sexual Orientation & Transgender

Colleges can obtain their students’ unencrypted AB620 data for MIS reporting in real-time through the CCC Technology Platform’s (Project Glue) College Adaptor. The College Adaptor Release 2.5 supports the Glue for Apply project to securely deliver in real time CCCApply records into a staging table in the College SIS via the Glue College Adaptor. Records will include the entire CCCApply dataset, including the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.

What is Project Glue?

The CCC Technology Platform (Project Glue) is the integrations framework for the products of the California Community Colleges Technology Center (CCCTC). Project Glue integrations facilitate data exchange between the system-wide products built by or purchased by the CCCTC for the California Community Colleges system. This includes the following applications:

• Canvas Webapp

• My Path Enterprise Student Portal

• Career Planning Systems

• Multiple Measures Student Placement Platform

• CCCApply

• California Promise Grant Application (BOG)

Colleges interested in upgrading or installing the College Adaptor 2.5 version in order to receive the unencrypted AB620 data can contact Keith Franco of the CCCTC Enabling Services team: kfranco@ccctechcenter.org 

Background Information on the AB620 data fields in CCCApply

SUMMARY: In September 2013, the CCCApply Standard application was updated to comply with AB620. Two new data fields, 'Transgender' and 'Sexual Orientation', were added to the Gender section of the Personal Information page. Disclosure language was added and specifications around how the data would be collected and sent to the Chancellor's Office were stipulated.

Review the 2013 change requisition here: 2013-24: AB620 - Inclusion Sexual orientation, Gender identity, and Gender expression questions FINAL-Approved