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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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Introduction
The CCCApply Administrator is the admin configuration tool for the CCCApply 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 can be accessed by authorized staff and faculty users from the Applicationsmenu in the CCC Administrator.
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General Information
The CCCApply Administrator User Guide provides authorized college users with implementation and admin configuration instructions for setting up and maintaining individual CCCApply applications. This document is updated regularly to reflect changes and new functionality implemented with CCCApply application version releases and as needed.
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This Guide does not address application “front-end” specifications such as application questions and responses, format definitions, display conditions, algorithms, or data element specifications. These specs are addressed in the CCCApply data dictionaries, crosswalks, user guides, and other end-user documents located throughout the CCCApply Public Documentationsite.
Glossary of Terms
Term | Description |
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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. |
CEM | The College Experience Manager (CEM) 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 for the International application only that allows colleges to configure form fields 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 | CCCApply spam filter utility allows colleges to view/manage submitted applications that have been flagged as 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. |
Development Environments: Use and Support
CCCTC maintains two parallel development environments for systemwide Student Success Suite (SSS) applications, including OpenCCC, CCCApply, CCCMyPath, and other integrated products and services. The CCCTC Production environment delivers the “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 CCCApply Pilot environment is designed to be a carbon copy of the Production environment, giving colleges a sandbox to stage configuration changes and test planned and unplanned updates prior to production roll-outs. |
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CCCApply Data Dictionaries
Working with Supplemental Questions User Guide
CCCApply Report Center User Guide
SuperGlue for Apply
SuperGlue Public Documentation Site
CCCMyPath Administrator User Guide
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Core Application Administrators
The CCC Administrator is the central admin configuration and user management tool for the CCCApply Applications, the CC Promise Grant Online Application, and other integrated systemwide applications. Providing a single point-of-entry, college staff and faculty the ability to configure application settings and customize rules and messages, this scalable service provides a launch pad to integrated admin tools from a single point-of-entry.
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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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The CCCApply Standard application and the CCCApply International application will be referred to as CCCApply and International, respectively, throughout this user guide. |
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OpenCCC Administrator
The OpenCCC Administrator is available to authorized college and district staff in the Pilot and Production environments. Staff will only be able to access OpenCCC administration tasks for your college or district colleges, depending on your authorized staff user account.
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For detailed user information, please the OpenCCC Account Creation Tooldocument.
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CCCApply Administrator
The CCCApply Administrator is available to authorized staff in the Pilot and Production environments. You will only be able to access administration tasks for your college or district colleges.
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Application Links & Menus | Function |
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CCCApply link International link CC Promise Grant link | Displays the application you’ve selected from the Applications drop-down list and returns focus to the application’s home page. |
Terms link | Displays all of the configured terms for the selected college and application. You can import, export, add, edit, and archive terms. Note: It is strongly advised you take caution when editing terms in production that may have been used in submitted applications. Available for: CCCApply and International applications |
Majors link | Displays all of the configured majors for the selected college and application. You can import, export, add, edit, and archive majors. Note: It is strongly advised you take caution when editing majors in production that may have been used in submitted applications. Available for: CCCApply and International applications |
English Proficiency | Displays the configurable English Proficiency options for your International application. Available for: International applications only |
Rules link | Displays all of the configured rules for the selected college and application. You can add, edit, and delete rules. Available for: CCCApply, International, and CC Promise Grant applications |
Messages link | Displays all of the configured messages for the selected college and application. You can add and edit messages. Available for: CCCApply, International, and CC Promise Grant applications |
Supplemental Questions link | Displays all of the configured supplemental questions for the selected college and application. You can import, edit, and download supplemental question XML content. Available for: CCCApply and International applications |
Utilities drop-down list | Displays the following configurable options:
Available for: CCCApply, International, and CC Promise Grant applications
Available for: CCCApply applications only |
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Date Fields & Best Practices
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College Information Data Table
Field Label | Required | Meaning / Usage |
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College Name | Yes | Not editable. Name of the college. |
College MIS | Yes | Not editable. Name of the college |
Street Address 1 | No | Recommended. College main street address. Editable field. |
Street Address 2 | No | Recommended. College alternate street address. Editable field. |
City | Yes | Not editable. City in which the main campus resides. |
Postal Code | Yes | Not editable. Postal code of the college main campus. |
College URLs | No | Recommended. College main website or admissions office URL. |
Admissions Office Contact | No | Recommended. Optional text input field. If populated, this field is merged/used in several ways in the post-submission application process, including:
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Admissions Office Email | No | Recommended. Optional text input field. If populated, this email address is used in multiple ways in the post-submission application process, including:
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Admissions Office Phone | No | Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen. |
Admissions Out-Of-State Phone | No | Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen. |
Admissions Office Fax | No | Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen. |
Academic (BOG) Year | Yes | Required. Toggle used to indicate the college's academic year setting for financial aid. |
District Information Data Table
Field Label | Required? | Meaning / Usage |
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District Name | Yes | Not editable. Name of the district. |
District MIS Code | Yes | Not editable. MIS code of the district. |
District Street Address 1 | No | Recommended. District main street address. Editable field. |
District Street Address 2 | No | Recommended. District alternate street address. Editable field. |
District City | Yes | Not editable. City in which the district office resides. |
District Postal Code | Yes | Not editable. Postal code of the district office. |
District Applications | No | Not applicable. |
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IMPORTANT: The |
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College information displays on the CCCApply, International, and CC Promise Grant (BOG) applications when the student completes the application. |
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Configuring Terms
The Terms module is where you can add, edit, archive (functions as a delete in the CCCApply Administrator), import, and export your custom college terms. The Terms module is only available in the CCCApply (Standard & Noncredit) and International applications. Terms have a required start and end date that determines which terms display in the Term Applying For drop-down list the CCCApply and International applications.
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The “term start date” is used to determine the residency determination date (RDD) in the CCCApply Standard Application (only), which is the day before the first day of the term (Start Date), for each term configured by the college. The RDD is used extensively across the CCCApply application to identify data fields/questions that are used in the residency algorithm to determine the “preliminary residency status” for the student upon submission of their application. See the CCCApply Standard & Noncredit Application Specification and Data Dictionary, “Appendix A: Submission Calculation Logic & Residency Algorithm" for details. |
Adding a Term
Log into the CCC Administrator -> CCCApply Administrator.
If you are a multi-college district, select the college for which you want to configure terms from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.
Select either CCCApply or International from the Applications drop-down list.
Click the Terms link to display the Terms Summary table.
Click Add Term to display the Add Term for <Your College> dialog box where you can define the term.
Enter or select values in the fields provided to define the term. Use the Terms Table below as a guide to configuring your values.
Click Save to save the term, close the Add Term dialog box, and return focus to the Terms Summary table with your new term displayed.
Terms Table: Fields & Usage
Field Label | Required? | Meaning/Usage | ||
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Term Code | Yes | The 15-character code that identifies your college’s unique term.
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Term Start Date | Yes | The date on which the college-defined term starts (i.e., first day of classes). Used to determine the RDD (Residency Determination Date) in the CCCApply Standard Application, which by state law is one day before the term start date. The term Start Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Term End Date | Yes | The date on which the college-defined term ends. The term End Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Open Date | Yes | The date when the Term Description appears in the Term Applying For drop-down menu in on the Enrollment Information page in the CCCApply applications. This is the date a student can begin an application for this term. The current date and time must be between the Open Date and the Close Date (inclusive). The term Open Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Close Date | Yes | The last date a student can begin or submit an application for this term. When the current date is past the Close Date value, the college-defined term no longer appears in the Term Applying For drop-down list on the Enrollment Information tab in the CCCApply application. This is the last date that the Term Description appears in the Term Applying For drop-down menu in the CCCApply applications. The term Close Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file. | ||
Description | Yes | The Description is an alphanumeric value that identifies the Term being applied to and is what displays in the Term Applied For drop-down list on the Enrollment Information tab in the CCCApply application for active terms (those in which the current date is between their open and close date).
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Application Type | Yes | The Application Type field specifies which application(s) the Term applies to and will display. The three options are: Standard, Noncredit, or Both.
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NEW The Application Type field allows colleges to configure different terms for the Noncredit Application, or for use in both the Standard and Noncredit applications at the same time. |
Editing a Term
Use the following steps to edit a term.
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2. Make your edits and click Save to close the Edit Term dialog box and return focus to the Terms Summary table with the edited term displayed.
Archiving a Term
Archiving terms in CCCApply Administrator renders them inaccessible and should be thought of as the same as deleting them. Archive functionality will be extended to be fully functional in a future release.
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Archiving a Term = Deleting a Term: Remember that archiving terms in CCCApply Administrator renders them inaccessible and should be thought of as the same as deleting them. |
Exporting Terms
Use the following steps to export all terms to a .csv file.
Choose either CCCApply or International from the Applications drop-down list and then click Terms to display the Terms module.
Click Export Terms to display the Export Terms dialog box:
Click Confirm to immediately download an export of all of your terms to a .csv file on your computer’s default download location (i.e. the Downloads folder on a Mac).
Editing the
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Terms Export CSV File
The export function produces a .csv file describing the terms, and the import function requires a .csv file in exactly the same format. Unless you have experience with text editors and CSV files, the best way to edit your .csv file may be with a spreadsheet application such as Microsoft Excel or OpenOffice Calc. However, these applications may have default date settings that may apply to dates you enter, so you may have to apply the correct date format (i.e. mm/dd/yyyy hh:mm a) to any new dates and/or times. Remember to save the file in CSV format when you are finished editing it.
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Once you are done adding/editing terms, save the .csv file using your software’s Save As option.
Edit the file name to be unique and confirm that the file extension displays as .csv.
Your terms .csv file is now ready to be imported.
Importing Terms
You use a .csv file to import terms into the CCCApply Administrator. The easiest way to do this is usually to export the current terms and then edit the file since a header row and some configuration details are required.
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Have ready an edited .csv file of terms for importing. See Editing the Exported Terms CSV File for details.
From the Terms Summary table, click Import Terms to display…
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Click Choose File to display your computer’s file navigator.
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.
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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Majors are stored and managed in the Majors table in the CCCApply Administrator. All active majors will appear to end-users (students) in the appropriate CCCApply application as long as the current date is between the major’s configured Major Start Date and Major End Date. |
Major Data Table
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UI Field
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Best Practice
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Major Description
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Enter a description for a particular major, in 100 characters or less.
Note: The text you enter in the Major Description field is essentially the name of the major that the applicant will see in the Intended Major or Program of Study drop-down menu that appears on the Enrollment page of the CCCApply Standard/Noncredit or International application(s).
The major descriptions will display in alphabetical order regardless of the order you add or import them in the CCCApply Administrator.
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Using the Ed Goal/Majors Filter? If the Enable Transfer Majors Filter is ON, the major descriptions will display differently. See Configuring the Ed Goal / Majors Filter for details. |
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Major Code
Enter your college’s code for the major, up to 30 characters.
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The Major Code cannot be edited once it is added or imported to the major table and saved as a record. |
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Major Start Date
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Enter the date when this major will start being available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list.
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Major End Date
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Enter the date in which this major will no longer be available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list. For a major to appear in the application’s drop-down list, the current date must be between ‘major:date_start’ and ‘major: date_end’ (inclusive).
If you do not want to end-date your major, you must select the Major has no end date check box.
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Major has no end date check box
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Select this check box if the major will have no end date. When this check box is selected, the Major End Date field becomes hidden.
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TOP Code
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Using this field is OPTIONAL: Enter the major’s six-character Taxonomy of Programs (TOP) code from the CCCCO (Chancellor’s Office).
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The TOP Code is NOT a required field and is not a downloadable data field. |
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Program Control #
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Using this field is OPTIONAL: Enter the unique code for every major or program of study from the Chancellor’s office. May be used to identify CCCCO Program Control Number.
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The Program Control # is NOT a required field and is not a downloadable data field. |
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Application Type
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You can select an option from the Application Type drop-down list so that the major you are configuring will display in only the Standard application, Noncredit application, or both.
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Categories
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Using this field is OPTIONAL: Major categories can be added, edited or removed by the college to filter or group their list of majors that appear in the CCCApply applications. Major categories are customized by each college.
The new, optional Major Categories field allows you to align as many custom categories to a single major so that students are guided systematically to their educational goals. The values you enter in the Categories field for a major display in the Major Category drop-down list in the CCCApply and/or International applications, and affect which majors display in the Intended Major or Program of Study drop-down list.
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When you configure the Categories field for a major, students will be required to select a Major Category in the application. |
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Important: If you choose to implement major categories you must configure every major with at least one category. |
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The Major Category field only displays in the CCCApply and/or International application when you have configured one major with a Categories field value(s). |
When you enter a value in the optional Categories field for a major you must press the Enter key in order for your entries to be accepted (and then displayed beneath the Categories field).
You can enter multiple category values (pressing Enter after each entry) for the major. There is no limit to the number of categories you can add here..
Each Categories value has a limit of 100 characters.
Click the “x” icon for any added category to remove it.
See Configuring the Major Category Filter for further details.
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CIP Code
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Using this field is OPTIONAL field. If you choose to populate the CIP Code field, enter the Classification of Instructional Programs (CIP) code.
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Award Type drop-down list
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Editing a Major
Use the following steps to edit a major:
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Field / Attribute | CSV Column Heading | Required | Important Configuration Notes | ||||
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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. | |||||
Application | application | YES |
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Major Code | code | YES |
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Major Description | description | YES |
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Category | category | NO |
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TOP Code | topCode | NO |
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Program Control Number | programControlNumber | NO |
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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:
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Application Type | applicationType | YES |
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CIP Code | cipCode | NO |
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Education Goals | 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.
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Start Date | start | YES |
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End Date | end | YES |
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Create Date | NO |
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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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