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The CCCApply Administrator User Guide can be exported to PDF or Word by selecting the “Export” option in the More Actions menu in the upper right of this page.

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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.

Back to Top

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Configuring Majors

The Majors module is where you can add, edit, archive (currently “archive” functions as a delete in CCCApply Administrator), import, and export majors. The Majors module is available only for the CCCApply Standard, Noncredit, and International applications.

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Field / Attribute

CSV Column Heading
Note: case sensitive!

Required

Important Configuration Notes

Header Row

YES

IMPORTANT: The header row is required for your .csv file to import correctly and the values to be stored properly by the CCCApply Administrator.
The column heading labels MUST NOT BE CHANGED. If the heading changes case, the file will be rejected.

Application

application

YES

  • The Application column identifies the CCCApply application that the majors pertain to. The value must be in ALL CAPS and either be:

    • APPLY (for CCCApply application majors), OR,

    • INTERNATIONAL (for International application majors)

  • 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.

Major Code

code

YES

  • The “code” column displays theMajor Code identifier as defined 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

description

YES

  • The “description” column field is required.

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

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

  • Must be formatted based on layout in the Data Dictionary

  • *This is the text that appears to the student in the "Intended Major or Program of Study" question dropdown in the appropriate CCCApply application.

Category

category

NO

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

TOP Code

topCode

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

programControlNumber

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 field must be populated in the system. If you are adding or editing an individual major using the Add/Edit Major screen, you can bypass selecting a value in the dropdown menu; however, if you do this a value of “None” will be system-generated and stored as the Award Type for that major.

The Award Type field/column is:

  • REQUIRED when implementing the Ed Goal/Major Transfer Filter (new spring 2024).

  • REQUIRED when importing majors using the CSV file.

  • The <awardType> column values must not contain any spaces and MUST be one of the following allowed values:

    • AA_T

    • AS_T

    • AA_degree

    • AS_degree

    • BA_degree

    • BS_degree

    • Certificate

    • Other

    • None

Note

If you do not have an award type aligned for a major, please enter “None". 

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

Application Type

applicationType

YES

  • Required.

  • Setting the Application Type is

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

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

  • INTERNATIONAL APP: You can leave this value/column blank in 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

cipCode

NO

  • Optional field. May be added by the college, if desired.

  • Does not appear to the end user

Education Goals
NOT APPLICABLE
in this version

eduGoals

NO

Leave this column in place and LEAVE IT EMPTY.

Do not enter ANY data or values in the EduGoals column. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Warning

VERY IMPORTANT:  Update April 2024: The “EduGoal” field/column is not applicable to the Education Goal/Majors Filter in this release! The "eduGoal" column MUST NOT BE REMOVED and the entire column MUST BE LEFT BLANK in your Majors CSV file.

Start Date

start

YES

  • The “start” date is required.

  • The start date data in this column identifies the date when the Major should begin to display to students 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 MM/DD/YYYY. This is important or the file will not import correctly.)

End Date

end

YES

  • The “end” column identifies the major’s End Date which is the date the major stops displaying 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 (in the CSV file, leave this column blank)

    • Major has an end date

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

  • The End Date can be configured manually 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 field that MUST REMAIN BLANK when completing your CSV import file.

Warning

VERY IMPORTANT:  The “EduGoal” and the "Created" columns are not currently used, but MUST remain in your majors CSV file and should be BLANK to import properly.

Award Type Field Values

Char (1)

Value

Description

1

= AA_degree

Associate of Arts degree

2

= AS_degree

Associate of Science degree

3

= Certificate

Certificate of Study

4

= Other

None / Other Award Type

5

= AA-T_degree

Associate of Arts degree for Transfer

6

= AS-T_degree

Associate of Science degree for Transfer

Y

= BA_degree

Baccalaureate of Arts (BA) degree

Z

= BS_degree

Baccalaureate of Science (BS) degree

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The new default sort order for all majors and programs of study that appear in the Intended Major or Program of Study dropdown menu in the CCCApply Standard, Noncredit, and International applications is alphabetical order of the Major Description field. Colleges can edit the Major Description of each major in the Majors module in the Administrator.

Configuring the Major Category Filter

The optional Categories field in the CCCApply Administrator’s Majors module allows colleges to group majors and programs of study into custom categories, such as meta majors. When implemented, these categories display on the CCCApply and/or International applications’ Enrollment Information tab. Students will be required to select a Major Category when completing the application. There is no limit on Major Category options you can define.

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Note

Display of Major Categories: When adding a new category to a new or existing major, you must hit "Enter" after entering the category name in the Categories text input field. Categories will display in the Summary table in the order they were created. However, in CCCApply application user interface, categories display in alphabetical order.

Implementing the Major Category Filter

You can implement the major categories manually or, more efficiently, by importing them. Colleges must define their list of major categories and then align those categories to each major or program of study for their college.

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.

Disabling the Major Category Filter

The Major Category filter in CCCApply and/or International can be turned off by removing all custom categories created in the CCCApply Administrator’s Major module Categories field for every major. Once all Categories values for all majors are removed the Major Category drop-down list will not display in the CCCApply and/or International application. The Intended Major or Program of Study drop-down list will revert back to displaying the full list of majors and programs in alphabetical order (by Major Description).

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  • If there are syntax errors, they will display just below the Rule field in red-colored text allowing you to take corrective action and repeat the validation check again.

  • If there are no syntax errors, the Preview displays the results of your rule. For each field your rule checks, the preview will allow you to enter test values. For each test value you enter, the preview will show the result of the rule.

  • Detailed descriptions and examples of the rule syntax can be found on the Reference tab next to the Preview tab in the Add Rule dialog box and Edit Rule dialog box.

Creating an Email

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Rule Examples

Use the steps below to create a rule to send a welcome email to applicants who are active in the military.

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  • the field for military status is called "military_status"

  • the value that indicates active status in the military is "2"

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Tip: Use Refer to the CCCApply Standard Application Data Dictionary or the CCCApply International Application Data Dictionary to review the valid value field values for various application data fields. Find them CCCApply Data Dictionaries here: CCCApply Standard and CCCApply International Data Dictionaries.

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The military_status field displays like this in the CCCApply application:

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In this example we’ll write our rule to check the "military_status" field for a submitted application, and send the email when the field contains the value "2". For the purposes of this example, the message ID for the email is "Welcome Military" (see Prerequisite, above).

  1. Enter (or copy/paste) the following rule text in the Rule field:

    if(military_status == "2")
    {
    mail("Welcome Military", "admissions@yourCollege.edu", "Welcome to College!")
    }

    Note that the keyword “mail” is followed by a parenthetical, comma-separated statement consisting of the Message ID in quotes, the “from” email value (for your college), and the email subject text.

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