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ANNOUNCEMENTS CCCApply Release 6.1.0 is scheduled for October 27, 2017 - 6:00PM NEW! CCC Administrator 2.0 will launch on October 27, 2017 Both releases will be in Pilot on September 25, 2017 for preview. |
Zoom URL & Meeting ID
Date | June XX27, 2017 |
Time | 10:00AM - 12:00PM |
Location | ONLINE - Zoom |
Zoom URL | Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/6770513851 |
Meeting ID | 677 051 3851 |
Dial In | By iPhone one-tap (US Toll): +16465588656,6770513851# or +14086380968,6770513851# Or Telephone: Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll) All numbers are Toll charge numbers. |
Agenda
TIME | DESCRIPTION | SPEAKER |
10:00AM | Roll Call – Approval of Minutes from April 26 2017 Meeting | Murguia / Pena |
10:05AM | Steering Committee - Carry-Over Business from April
| MurguiaTBD |
10:15AM | Announcements
| DonohueTBD |
Issues Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed | ||
10:20AM | Update on Research Projects
Valid email verification? Tim says people are complaining about barriers! Discussed removing the "free email address providers" from the openCCC Account Welcome page. (majority want to keep these in place for now) Need to collect information and specifics from colleges that have received fraudulent applications since June 2016. Gathering data for Infiniti Analytics team and development of SPAM filter after move to AWS. | Donohue / Calhoon |
11:15AM | New Change Requests Move & rename Personal Information page (based on research findings) Please complete the New Change Requests SURVEY prior to the meeting: | Donohue |
TBD | Next Donohue / Calhoon | |
10:45AM | New Change Requests
| Donohue |
TBD | Next Meeting Dates | Murgia |
12:00PM | Close Meeting | Murgia |
ROSTER: Click Expand to see current roster.
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7 + districts are present - quorum is met.
Research Projects
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NOTE: No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers. |
Issues
AEBG - Changes to CCCApply
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See the new "/wiki/spaces/PD/pages/173725262" page, published on the CCCApply Public Documentation space, which includes monthly statistics of submitted applications, incoming calls to the Help Desk, and charts/graphs showing adoption and implementation. |
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Major kudos are in order! The California Community Colleges Technology Center has been awarded the CENIC 2017 Innovations in Networking Award for Educational Applications, in recognition of its groundbreaking work to develop a system-wide federated identity initiative - OpenCCC - for students across the CCC's 113 colleges. Cheers! to everyone at Unicon who contributed to this effort. |
Marketing Update
2017 Marketing Calendar
Roadmap & Development
(See Other Priority Projects table below)
Click on Links below for Roadmaps
Jan - March 31, 2017
AWS
Move
April - August 2017
September 2017
Spring 2018
Staff & Resources Needed
OpenCCC Account (Legacy)
2017 Annual Update - Release Notes
AccountWe received the following request from Kathy Booth, WestEd.
Expand << I'm helping to lead a series of practitioners advisory committees for the Adult Education Block Grant (AEBG) that are recommending ways to structure data and accountability reporting. It looks like the group is headed toward recommendations that CCCApply be modified to allow information to be captured on adult ed participants--but these changes may be needed for all CTE for Perkins reporting in the near future, so the impact may be broader.
Here's a brief write up on the topic that I'm working on--could you correct any factual inaccuracies and let me know if there's information you'd want me to share with the committee based on the likely response from the CCCApply Steering Committee, and your take on these requests?
* * *
The common application form for community colleges—CCCApply—is managed by the CCC Technology Center, which is a project of the Chancellor’s Office. A steering committee is used to consider requests regarding changes to the form, in concert with the project sponsors.
One of the primary recommendations in the three AEBG data and accountability meetings held to date would be that CCCApply offer a different set of questions for adult education applicants, using a branching question structure or a different version of the application. This would allow sensitive topics like citizenship to be avoided and for the form to be streamlined so that it only includes information that is relevant in the adult education context. CCCApply has already been working on branching solutions to address requests from other Chancellor’s Office funded projects, which could be built upon for AEBG.
However, some committee members have noted that the changes outlined below may become important for Perkins reporting for both noncredit and credit programs, once that funding source is reauthorized and aligned with WIOA. Therefore, the following additions may be needed across all versions of the form:
1) Amend the Personal Information section to include:
- if participants were employed/unemployed/unemployed 27 consecutive weeks of more at time of entrance
- ex-offender status
- seasonal farm worker status
- homeless status
- exhausting TANF within two years status
2) Amend the Higher Education Level question to include: College certificate >>
MORE to be shared during meeting.
Roadmap & Development
NEW: CCCApply Required QuestionsRevisiting Noncredit Application issue)
CCCApply
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(See Other Priority Projects table below)
Tech Projects - Ongoing
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Update on Research Projects
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Update on Research Projects
- NEW: CCCApply Required Questions
Revisiting Noncredit Application issue) - CCCApply Research Projects 2017
- Student Satisfaction Survey Negative Comments (Cluster Analysis)
Results provide insights on improving application process
- Student Satisfaction Survey Negative Comments (Cluster Analysis)
- SPAM SPAM Fraudulent Apps (Machine learning)
Gathering data for Infiniti Analytics team and development of SPAM filter after move to AWS.
Two surveys have been completed (Pre- and post-WAF Blockers).
Data collected from colleges (bad application examples). All data and survey results passed over to internal data analyst. Setting up secure environment to analyze data (student pii).
Work required to support effort: Unblock IP Addresses; created problem when WAF installed (January).
Other Research Issues:
- Abandoned Applications Data - Breakdown by College
- Time to Completion Data
- Colleges are asking to have data drilled down for their colleges (Abandoned Applications). Resources are not available at this time. What can be shared?
- CCCApply Whitepaper - Still pending
Non-Credit Application Issues
Noncredit Sub-Committee
- Look at the new application for a better way to support noncredit students.
- What do we need to put right up front in the application to college?
- What do colleges want for noncredit students?
Name
Address
Phone
Email
That's it!
- What does the CCCCO require from noncredit students?
SCE's non-credit app:
https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm
https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx
UPDATE 5.03.17: Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.
Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.
New Change Requests
All rows highlighted in yellow are NEW changes. Some of these are on the change request survey (please review prior to meeting) and some will be discussed at the meeting.
Changes in Progress
- The mention of the "paper application" has been removed from the new System-Generated Email Reminders (24h and 7d) that was recently implemented. I had already removed the link to the paper application, but due to public outcry at the workshop, I have also added a ticket to remove all mention of the paper application from the emails.
- We will discuss feedback and capture change requests for the "Homeless Youth" implementations during the meeting on April 26. There are several change requests already - so we will discuss these individually at the meeting.
- A ticket has been created to add a "Confirm your Date of Birth" data field in the OpenCCC Account to help further minimize duplicate CCCID accounts. We will discuss this at the meeting.
- A ticket has been created to review and update the SSN validation in the OpenCCC Account. The federal government requirements have been enhanced so we are looking carefully at our validation to ensure it is up-to-date.
Future Meeting Schedule
- Project Site updated with revised Meeting Information
- Steering has been notified by email(s) announcing schedule
12:00PM - 2:00PM
Double Tree Hotel, San Diego, CA
- Patricia Donohue Contact CACCRAO Conference organizers (Rita?) and/or the San Diego DoubleTree Hotel (Arden Mall?) to reserve a room and lunch (contact the hotel?) for the last day of the conference - around noon. Determine if we need to bring in lunch, or will lunch have already been served to the attendees who attended the CACCRAO conference?
- Patricia Donohue Work with Cindy or Kathleen on arranging these types of events - how do you determine headcount?
July 19, 2017
10:00AM - 3:30PM
- Talk to Stephanie about organizing the July meeting.
- Patricia Donohue Survey the steering committee for attendee head count. Is July a good time for a meeting? Maybe not. Get ahead of this and figure it out.
- Add to March 7 Agenda
Steering District Roster: Approval Poll Table
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District
El Camino CCD
Bill is retiring
Richette Bell! replacing everyone who is retiring from this committee! haha
Hieu IT
Angela
Chabot-Las Positas District
Cerritos CCD
Stephanie
Vince Orton (IT)
Contra Costa CCD
Mojdeh is stepping down from Steering too.
Robin Armour
General Notes & Feedback (Change these to Action Items)
- Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting.
- Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings.
- Remind committee members to submit agenda items to the Chair to be added to the meeting agenda. How do we do this in an efficient way? Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earler (as suggested above).
- Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
- Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't ahve to be a recurring agenda item, but anyone can visit those stats whenever they want.
- Look for other ways to streamline the meeting moving forward.
Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.
- *Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.A ticket has been created to add a "Confirm your Date of Birth" data field in the OpenCCC Account to help further minimize duplicate CCCID accounts. We will discuss this at the meeting.
Future Meeting Schedule
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Steering District Roster: Approval Poll Table
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