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CCCApply Version 6.9.0 - Last Update: December 15, 2021

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The CCCApply Administrator is the admin configuration tool for the CCCApply Standard & suite of online applications, including the Standard, Noncredit and International admission applications, the California College Promise Grant Online application, and other integrated systemwide technology applications developed by the California Community Colleges Technology Center (CCCTC). The CCCApply Administrator is launched can be accessed by authorized staff and faculty users from the Applicationsmenu in the CCC Administrator, accessible only by authorized California Community Colleges faculty and staff.

Contents

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  • accessing the common CCC Administrator system and navigating between integrated admin tools

  • setting up authorized users in the User Manager tool for individual CCCApply applications and the CCCApply Report Center

  • custom back-end setup and admin configuration for required - and optional - CCCApply application settings using the “administrator user interface” - accessible only by authorized college and district staff.

  • importing and exporting custom Supplemental Questions (optional)

  • using the application-specific Utilities including the Reset Downloads tool and the Spam Filter user interface

  • navigating within and between administrator modules for individual CCCApply applications

Out-of-Scope

This Guide does not cover the specifications for configuring and managing custom (optional) supplemental questions. Those details are covered in the Working with Supplemental Questions User Guide.

This Guide does not address application “front-end” specifications such as application questions and responses, format definitions, display conditions, algorithms, or data elements; all of which element specifications. These specs are addressed in separate specifications the CCCApply data dictionaries, crosswalks, user guides, and other end-user documents located throughout the CCCApply Public Documentationsite.

Glossary of Terms

Term

Description

CCC Administrator

The central administrator tool providing SSO-based authentication, system and user management, and a single point-of-entry for the CCCApply Administrator.

CCCApply Administrator

The back-end admin configuration tool for setting up and maintaining individual CCCApply applications for CCC colleges.

CCCApply Standard Application

The official domestic (US) online application for admission for the California Community Colleges.

CCCApply Noncredit Application

The streamlined workflow within the CCCApply Standard application exclusively for students enrolling in noncredit courses.

CCCApply International Application

The official international (non-US) online application for admission for the California Community Colleges.

CC Promise Grant Application

The official online California Colleges Promise Grant application for the California Community Colleges Chancellor’s Office.

CCCApply Report Center

The real-time, integrated BI reporting tool for all CCCApply submitted applications.

CCC Data Warehouse Report Server

The business intelligence and reporting tool for the CCC Data Warehouse data restricted to college and district IRPE researchers.

CCCMyPath

The customized student onboarding portal for California Community Colleges.

CRM

The College Relationship Manager (CRM) serves as the sales and service representative between the CCCTC Enabling Services and individual colleges.

Download Client

A software tool that facilitates the download of applications submitted to individual colleges from the CCCApply download server.

Enabling Services

The Enabling Services division of the CCC Technology Center provides direct sales, implementation, and support of systemwide technology applications.

English Proficiency Test

An optional, customizable module in for the International application within the CCCApply Administrator only that allows colleges to configure form fields regarding the applicant’s to gather information on English proficiency tests taken.

Majors / Programs of Study

Applicants are required to select a Major or Program of Study from a list configured and uploaded by the individual college being applied to.

Major Categories

Major Categories - also known as meta majors - are custom groupings of majors/programs of study defined by the individual college.

Messages

Messages are custom content configured by the college to display as email messages or onscreen error messages based on a configured Rule in CCCApply.

OpenCCC

OpenCCC is the federated identity initiative and student account system for the California Community Colleges. OpenCCC is integrated with CCCApply.

Pilot Environment

The Pilot Environment is a sandbox system providing a copy of the production environment for application implementation, staging, and admin testing.

Reset Downloads

The Reset Downloads function is a utility in the CCCApply Administrator that allows colleges to re-download one or more submitted applications.

Rules

Rules can be created and enabled to send email messages or prevent the submission of an application based on custom logic configured by the college.

Supplemental Questions

Supplemental Questions is a feature that allows a college to ask additional questions and collect response data as part of the CCCApply application.

Spam Filter

The CCCApply spam filter utility allows colleges to view and /manage submitted applications that have been flagged as possibly fraudulent possible fraud before they reach the college SIS or downloads.

SuperGlue for Apply

SuperGlue for Apply is the data delivery pipeline between CCCApply databases and the college’s student information system (SIS) or downloads.

System Administrator

The System Administrator is an application within the CCC Administrator system houses the User Manager application.

Terms

Applicants are required to select the Term to which they are applying from a list configured and uploaded by the individual college.

User Manager

The User Manager is an application in the CCC Administrator that enables authorized users to manage user accounts for their college or district.

Utilities

The Utilities module enables colleges to manage resetting downloaded applications and processing applications suspended as potentially fraudulent.

Note

The CCCApply Standard application and the CCCApply International application are regularly referred to as CCCApply and International, respectively, throughout this user guide.

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Development Environments: Use and Support

CCCTC maintains two parallel development environments for all systemwide Student Success Suite (SSS) of applications, including OpenCCC, CCCApply, CCCMyPath, and other integrated applications products and services. The CCCTC Production environment delivers the live “live” system to end-users, while the Pilot environment provides colleges and districts with a sandbox environment for initial implementations of SSS applications and services, and to stage and test changes to their configurations prior to planned and unplanned product updates and new service roll-outs.

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The CCCTC Pilot environment is meant designed to be a carbon copy of the CCCTC Production environment, providing giving colleges with a sandbox for initial implementation of SSS applications and services, and to stage configuration changes and test changes to their configurations prior to planned and unplanned product updates and new service updates prior to production roll-outs.


CCCApply Pilot Applications & Administrator

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Enabling Services Team Member

Supporting Role

College Relationship Management (CRM)

Serve as your first point-of-contact for all things related to CCCTC products and services, including scheduling a demo.

Product Implementation Readiness (IPM)

Works with the CRMs and the implementation engineers (ICE) to ensure your implementation project says on track.

Implementation & Configuration Engineers (ICE)

Provides hands-on implementation setup and configuration support to prepare your college to go live with CCCTC products and services.

College Support Services Representatives (SUP)

Provides post-implementation support for CCCTC products and services.

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Get Started with Implementation: Contact yourCollege Relationship Manager (CRM) to discuss new products and upgrades at crms@ccctechcenter.org.

Note

Technical Support: Visit the online support community for college staff and faculty: ccctechnology.info

Related Documents & Supporting Resources

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Note

Getting to the new CCCApply Administrator requires staff users to sign in to the CCC Administrator using their college-specific URL. Click here to find Administrator URLs or contact College Support Services at staffsupportccctc@openccc.zendesk.com

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System Administrator

(Applications->System Administrator)

The System Administrator module provides:  

  • SSO-based authentication to all CCC colleges through custom college-specific URLs configured to their college or district IdP

  • User management for all authorized CCC college staff and faculty users 

  • Access management to all integrated CCCTC administrator applications and services through a single point-of-entry

User Manager

(Applications->System Administrator->User Manager)

The User Manager module allows authorized users to view, add, edit, and delete* users within the scope of their own authorized user permissions. The User Manager section provides the ability for users with authorized role(s) to create new users and permissions for your college or district. 

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Launching the CCCApply Administrator

(Applications->CCCApply Administrator)

If your credentials include permission to configure the CCCApply Standard application, CCCApply International application, and/or CC Promise Grant (BOG Application) for your college or district, you can access those via the CCCApply Administrator.

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  1. Have ready an edited .csv file of terms for importing. See Editing the Exported Terms CSV File for details.

  2. From the Terms Summary table, click Import Terms to display…



    ...the Import Terms dialog box:



  3. Click Choose File to display your computer’s file navigator.



  4. Navigate and select the terms .csv file you want to import. The file name for the file you selected displays next to the Choose File button.

  5. Click Import to import the terms .csv file, close the Import Terms dialog box, and display the Terms Summary table where all rows are replaced/updated and the terms list refreshes to match your imported values.

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CSV Column Heading

Required

Important Configuration Notes

Header Row

YES

IMPORTANT: The header row is required in order for your .csv file to import correctly and the values to be stored properly by the CCCApply Administrator.

Application

YES

  • The Application column identifies the CCCApply application that these majors pertain to;

  • The Application data is system-generated and should not be changed. 

  • When adding new Majors to your file, ensure the application is correct and in all caps.

  • Do not mix APPLY and INTERNATIONAL application majors in one .csv file at this time.

  • Do not remove or change this column.

Note

The Application column value must be in ALL CAPS and be either:

  • APPLY (for CCCApply application majors), OR,

  • INTERNATIONAL (for International application majors)

You cannot mix APPLY and INTERNATIONAL application majors in one .csv file at this time.

Major Code

YES

  • The “Code” column displays the required Major Code identifier that you have listed in your existing list of majors.

  • Adds a row to the Majors database table identifying a unique Major

  • Must be formatted based on layout in the Data Dictionary

Major Description

YES

  • The “Description” is required

  • Can be edited/modified by an authorized college/district user

  • Must be formatted based on layout in the Data Dictionary

  • Provides a text description of the active major to the end-user

  • *This is the text that appears to the end user in the "Intended Major or Program of Study" menu in CCCApply Standard and International applications

Category

NO

  • The “Category” column is optional.  See detailed notes about adding your custom categories to this column in the section above.

TOP Code

NO

  • The “Top Code” is an Optional field, but can be added by the college if desired.

  • Top Codes should be aligned to each individual Major

  • Does not appear to the end user

Program Control Number

NO

  • The “Program Control Number” is an optional field, but can be added by the college if desired.

  • Program Control Numbers should be aligned to each individual major

  • Does not appear to the end user

Award Type (AwardType)

YES

The Award Type (AwardType) field values are slightly different in the new Admin 2.0 system.  The following notes pertain to implementing this field in the new system:

  • When importing majors using the CSV file, you MUST include a value in the awardType column on your import file. If you do not have an aligned award type for one or more majors, please enter “None". 

  • The award type values must not contain any spaces and MUST be one of the following allowed values:

    • AA_degree

    • AS_degree

    • AA_T

    • AS_T

    • Certificate

    • Other

    • None

  • The “Award Type” is an optional field, but can be added by the college, if desired.

  • Each major must have a value assigned to Award Type

  • The award type DOES NOT DISPLAY to the end user

  • Having a value in the Award Type field is required in the new system. This is a bug that we will fix in a future version.

Warning

Though the Award Type value does not display to the end-user in the CCCApply applications, and has been an optional field in the legacy Admin 1.0 system, having a value in this field/column is REQUIRED in the Admin 2.0 system. All imported majors, and majors migrated from the legacy Admin 1.0 system, must include a value in this field. If you do not have award types aligned to your majors in Admin 1.0, please ensure "None" is populated in the field in Admin 2.0. 

Note

If you are working with your Admin 1.0 Export Majors file, you'll notice that the Award Types export a single character numerical value. This format also works as an accepted  The award type values must not contain any spaces and MUST be one of the following allowed values:

1 = AA_degree

2 = AS_degree

5 = AA_T

6 = AS_T

3 = Certificate

4 = Other

X = BA_degree

Y = BS_degree

0 = None

When importing majors using the CSV file, please include a value in the awardType column on your import file. If you do not have an aligned award type for one or more majors, please enter “None”

Application Type

NO

  • Enter "Standard" in your CSV file for the Standard application.

  • Enter "Noncredit" in your CSV file for the Noncredit application.

  • If you don't specify the awardType value then it will default to "Standard" for the CCCApply Standard application only.

  • You can leave this value blank when working in the Administrator 2.0 for the International application, when configuring majors for the International application only. REMINDER: You cannot combine the CCCStandard or Noncredit major codes in the same CSV with the International application major codes. 

CIP Code

NO

  • The “CIP Code” is an optional field, but can be added by the college, if desired.

  • Aligned to each individual major

  • Does not appear to the end user

Education Goals (eduGoals)  NOT APPLICABLE in this version

NO

Leave this column in place and leave it empty.

Warning

VERY IMPORTANT:  Though the “EduGoal” field and filter is not applicable in this release, the "eduGoal" column MUST NOT BE REMOVED from your Majors CSV file, and the entire column must be left BLANK in your CSV file.

NOTE: Until further notice, do not enter ANY data or values in the EduGoals column in your Majors CSV file. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Start Date

YES

  • The “Start” date is required.

  • The Start Date data in this column identifies the date when the Major starts appearing in the "Intended Major or Program of Study" menu in CCCApply applications.

  • The Start Date must be configured in the following format:  mm/dd/yyyy

  • Cannot be after the major’s End Date or the associated Term's Term End date, else error message will display;

  • Must be a valid calendar date (cannot be February 30, etc.)

Note

When importing majors using the CSV file, the date must be formatted as follows:  mm/dd/yyyy. This is important or the file will not import correctly.)

End Date

YES

  • The “End” column identifies the major’s End Date which is the date that the major stops appearing in the "Intended Major or Program of Study" menu in CCCApply applications;

  • The End Date is required, else error message.

  • The major must be setup with one of the following settings:  

    • Major has no end date, OR

    • Major has end date

  • The End Date must be configured in the following format:  mm/dd/yyyy

  • Can be added individually by clicking on "Add Major" or "Edit Major" by an authorized user

  • Must be a valid calendar date, i.e., cannot be February 30, etc. (else error message appears)

  • Cannot be before the Major Start Date, else error message else error message will display

  • Can be added by the Import Majors process via a properly formatted .csv file with all required Majors data fields

  • If user selects "Major has no end date" THEN  the Major will ALWAYS display in the "Intended Major or Program of Study" menu in CCCApply

  • If user selects, "Major has end date" - THEN a valid end date must be provided in the CSV file , else error message should display

Create Date

NO

Warning

VERY IMPORTANT: The “Create” column is a system-generated date field that MUST remain blank when completing your CSV import file.

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To get started colleges should complete the The Major Category Implementation Worksheet, which provides a comprehensive step-by-step guide for setting up the Major Category field in CCCApply.

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