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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 begin the 30-Day Pilot Preview on September 25, 2017 for preview. |
Zoom URL & Meeting ID
Date | June 27, 2017 |
Time | 10:00AM - 12:00PM |
Location | ONLINE - Zoom |
Zoom URL | Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/249603996 |
Meeting ID | 249 603 996 |
Dial In | By iPhone one-tap (US Toll): +16465588656,6770513851# or +14086380968,249603996# 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 Minutes approved | Murguia / Pena |
10:05AM | Steering Committee - Carry-Over Business from April
| Murguia |
10:15AM | Announcements
| Donohue |
10:20AM | Issues Noncredit Application (again! Again, again!) Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed | |
10:30AM | Update on Research Projects
| Donohue / Calhoon |
11:00AM | New Change Requests
| Donohue |
TBD | Next Meeting Dates | Murgia |
12:00PM | Close Meeting | Murgia |
Roll Call & Current Roster Review
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First order of business in this meeting was to review the current 2016-2017 roster and note the committee members who are retiring or are no longer planning to continue serving on this committee. All names highlighted in yellow are leaving the committee for the 2017-2018 FY. |
2016-2017 ROSTER
Click Expand to see current roster.
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Note |
Currently 15 unique California Community College Districts serve on the CCCApply Steering Committee. Three representative members make up the district team, one from each of the following areas: Admissions & Records, IT, and Research. The combination of these three areas of expertise provide a comprehensive, well-rounded, representation of student services served by CCCApply. The Constitution & Bylaws of the CCCApply Steering Committee constitute the rules & regulations under which this body complies. |
2016-2017 ROSTER
2016 - 2017 | ||||||||
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✓ | Name | District | ✓ | Name | District | ✓ | Name | District |
Arleen Elseroad | South Orange CCD | X | Joyce Semanik | South Orange CCD | X | Paulette Lino | Chabot-Las Positas CCD | |
X | Michael Day | Los Rios CCD | X | Karen Sea | San Joaquin-Delta | X | Richette Bell | El Camino CCD |
X | Ben Guzman | South Orange CCD | X | Olivia Alvarado | Los Angeles CCD | Robin Armour | Contra Costa CCD | |
X | Betty Glyer-Culver | Los Rios CCD | X | Leigh Ann Unger | Rio Hondo CCD | X | Rozen Bondoc | Chabot-Las Positas |
Bill Mulrooney | El Camino CCD | X | Mary Lou Leyba | San Francisco CCD | X | Satish Warrier | Contra Costa CCD | |
X | Chris Truong | Rancho Santiago CCD | Michael Ward | Rancho Santiago | Stacey Followill | Chabot-Las Positas | ||
X | Clark Ray | Santa Rosa CCD | X | Michelle Pena | Kern CCD | X | Stephanie Murguia | Cerritos CCED |
X | Craig Hayward | Bakersfield College (Kern) | X | Mitchell Leahy | Santa Rosa CCD | X | Tina Mani | San Joaquin Delta College |
David Barnett | Kern CCD | Mojdeh Mehdizadeh | Contra Costa CCD | X | Tuyen Nguyen | Rancho Santiago CCD | ||
Garret Wong | San Francisco CCD | Nate Finney | Riverside CCD | Vince Orton | Cerritos CCD | |||
X | Henry Villareal | San Mateo CCD | Noell Adams (Admin) | Chabot Las Positas | William Diehl | Riverside CCD | ||
X | Hieu Hoang | El Camino CCD | X | Pam Mery | San Francisco CCD | Angela Embry | El Camino CCD | |
CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER | ||||||||
X | Gary Bird | CCCCO | X | Mike Quiaoit | CCCCO |
Mike Quiaoit
CCCCO
Keith Franco
Tim Calhoon
CCCTC
Patty Donohue
CCCTC
David Shippen
X | Keith Franco | CCCTC | ||||||
Tim Calhoon | CCCTC | X | Patty Donohue | CCCTC | X | David Shippen | CCCTC |
1) Review the current Committee roster (2016-2017) and identify all committee members who are retiring or leaving this committee due to various reasons. All names highlighted in yellow are leaving the committee beginning July 1, 2017. Replacements have/will be submitted by Friday, June 30, 2017 for the 2017-2018 FY.
A) Below is the list of members leaving the committee, and their proposed replacements for 2017-2018 FY:
Committee Member | District | Reason for Leaving | Replacement | Title | College/District | |
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Arleen Elseroad | South Orange CCD | Retirement | Ben Guzman | Registrar | Irvine Valley College/ South Orange CCD | |
Michael Day | Los Rios CCD | Moving to New Position in District | TBD | |||
Bill Mulrooney | El Camino CCD | Retirement | TBD | |||
David Barnett | Kern CCD | Unknown | Craig Hayward | Registrar | Bakersfield College | Kern CCCD | |
Garret Wong | San Francisco CCD | Deceased | Quyen Lu | IT | City of San Francisco / San Francisco CCD | |
Henry Villareal | San Mateo CCD | Retirement | Will Mennich | Dean of Enrollment Services | Skyline College | San Mateo CCD | |
Joyce Semanik | South Orange CCD | Retirement | Christian Alvarado | Dean of Enrollment Services | Saddleback College | South Orange CCD | |
Mojdeh Mehdizadeh | Contra Costa CCD | Retirement | TBD | |||
Noell Adams | Chabot-Las Positas CCD | Leaving College | TBD | |||
Los Angeles CCD | Anna Salazar | Registrar | East LA College - representing all 9 colleges |
Joyce Semanik - Christian Alvarado (replacement) - Dean of Enrollment Services, Saddleback College
Garret Wong - Quyen Lu - IT from San Francisco City College (replacement)
Ben Guzman - Registrar - Irvine Valley College - replacing Arlene Elseroad
Dave Barnett is leaving; Craig Hayward is in from Kern CCD
Will Mennich - Skyline College Dean of Enrollment Services (replacing Henry Villareal)
Mike Day, Los Rios is leaving - looking for someone to replace him - (Ben Baird - left from Los Rios/American River) - they will get back to us
Review the ByLaws: Leadership will review and propose updates (should three people serve from the District)
Anna Salazar - Registrar from East LA College representing all 9 colleges (wants to be added). Stephanie wants to stick with one rep through the 2017 year; will be revisited first meeting in 2018.
Action items:
- Confirm approval by majority vote from remaining committee members.
- Remove outgoing member from the CCCApply Steering Listserv;
- Add approved replacements to listserv
- Current officers to review Constitution Bylaws for policies on the following:
- Policy & process for filling open seats on the Committee.
- What is the current policy for replacing an outgoing committee member? Below are some of the questions raised during the meeting that need to be answered by the current officers.
- Does the outgoing member nominate a replacement from the same District?
- Does the committee vote to approve the nomination?
- What if two or more members are leaving from the same District?
- Does the district get to nominate two or more replacements?
- Does the Steering Committee announce to the field that we are accepting nominations for a replacement District?
- How long does a District get to serve on the Steering Committee?
- What are the requirements for each District serving on the Committee? Must there always be a Admissions - IT - Researcher from each District?
- What if there are less than three members remaining from a District?
- What is the current policy for replacing an outgoing committee member? Below are some of the questions raised during the meeting that need to be answered by the current officers.
- Policy & process for filling open seats on the Committee.
VOTE FOR RE-ELECTION OF OFFICERS
Chair
Vice Chair
Secretary
Past Chair - Richette Bell
Must be done by JUNE 30 (Terms end on June 30)
BY DISTRICT (majority of District must vote YES)
Yes or No - July 1, 2017 - June 30, 2018
Roadmap & Development
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(See Other Priority Projects table below)
Tech Projects - Ongoing
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Communication Plan - For any OUTAGE - need way to communicate to user if/when services go down - need better way to communicate to STUDENTS
Issues
AEBG - Changes to CCCApply
We 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.
ONE OPTION for colleges that want to use something other than CCCApply for noncredit or AEBG or any other special population set.
Mitch says, "Supplemental Questions App" would include:
OpenCCC would be self-contained (no change)
Big Issue: Don't want to ask residency questions - strip it out and just give them the Supplemental Questions XML piece PLUS the consent (penalty of perjury you are telling the truth), Submission, and that's it.
Give these colleges that tools to build what they want.
Steering does not sign off on a noncredit app; MOU would have to be included Full aware of the risks; board approved - college must be aware of all risk; must absolve? TC, CCCCO, Board, and be aware of Audit implications.
Mike Q gets pressure from CCCCO - length of app, streamline app, - hasn't promised a solution that's another application.
NEW Survey:
Go back to colleges with a new survey:
They say what they need
Mike can bring it back to Elias and CCCCO / Legal -
Questions would include:
- Which fields would you require on a noncredit application? SPECIFICALLY
- What are the issues they have with current application (lots of colleges are using CCCApply that don't have same issues) balance out users with non-users (non-users are may not be compliant)
- With your noncredit app, how are you collecting data for fulfilling SSSP requirements?
- How do you plan to meet SSSP requirements?
Note Saddleback is doing a good job of using CCCApply noncredit - when selecting ed goal - we find out they are noncredit - Are they required to matriculate? SSSP? Formula for noncredit = similar to credit (counts/amounts for services are going to be part of allocation formula. The more you do to make that accurate and correct is beneficial. Mitch says he is surprised, he thought every student has to matriculate.
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 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 - 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.
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
Future Meeting Schedule
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Steering District Roster: Approval Poll Table
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