Versions Compared

Old Version 6

changes.mady.by.user Patricia Donohue

Saved on

compared with

New Version 7

changes.mady.by.user Patricia Donohue

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.


Page Properties


Request No.2018-20
Target release6.2.1
Application(s)Standard Application
Environment(s)Production
Steering Approval NEW
DocumentationCCCApply Data Dictionary
Change to Download FileN/A - (See Notes below).
Change to Residency LogicN/A 




Table of Contents


Anchor
Top
Top


Problem Statement or Business Need

MIS has updated their reporting requirements and colleges are scrambling to get the data.   Colleges are required to access and report on the LGBTQ data (AB620) beginning August 2018.  Currently, for security reasons, these two fields are restricted to colleges (See 2013 have been restricted to colleges and are currently not included in the CCCApply download file.   As part of this request, the onscreen text that accompanies the AB620 questions will need to change to accurately disclose that the data would be collected by the colleges to comply with federal and state reporting requirements (and would also be used for student equity outcomes data).  

AB620 Fields:

<sexual_orientation>
<transgender>


The CCCApply Steering Committee now wants is requesting that these two fields , as well as several other fields to be made available via (see below) be added to the CCCApply Download Client, as well as the Report Center, immediately so they can begin downloading and reporting as soon as possible. 


Additional Information

The CCCApply Steering Committee called a meeting on April 3 to discuss this new requirement.  During the meeting, the committee requested that these fields be added to the DLC asap - even requesting a special hot fix to ensure they have the data needed as soon as possible.  In addition, colleges request minor text changes to update the onscreen language in the AB620 section, to disclose that the data would be collected and stored to comply with federal and state reporting requirements (and would also be used for student equity outcomes data).  

Development & Release Estimate: Patty explained the situation with the current release; however she will review the request with the development team to get an estimate on effort in order to propose a hot fix release immediately after the June 29 product launch.
UPDATE:  Per security reasons, the CCCCO has refused transfer of

  • Development & Release Estimate: Patty explained that it would be very challenging to rush these requirements through and schedule a hot fix release in the middle of a major CCCApply release planned for the end of June 2018. However, she would begin drafting up the request and get a technical development estimate together - to be reported back during the May 2 meeting.
  • Alternate Options: 
    • In the event the DLC would not be approved, CCCApply could work with Project Glue to implement a process for secure transfer of the data through the Glue College Adapter;
    • The data could be accessed through the Data Warehouse for college researchers, which should be launched and made accessible by June 2018.

UPDATE:  4/26/18: For security reasons, the CCCCO has denied the request to transfer these fields to colleges via the download client

. Expediting Project Glue for CCCApply (multi-phase project) and roll out ASAP (JUNE Release).
  • Alternate Options: 
    • Implement Project Glue for CCCApply and secure the transfer of the data through the College Adapter;
    • Get the data into the Data Warehouse for college researchers to access the data in the interim until the data could be added to the DLC.  

    • Proposed Solution

    UPDATE:  or the Report Center.  As an alternate solution, CCCApply would work immediately with the CCCTC Project Glue team to expedite a two-phase data export via secure staging table, available to any college that chooses to implement this process. The roll-out of this first phase would happen in conjunction with the Apply 6.2.0 release (June 2018).  Furthermore, the Tech Center would work with the Data Warehouse team to expedite access to this data for researchers via that secure system.

      

    Proposed Solution

    For security reasons, the AB620 data fields (sexual orientation> and <transgender>) can will NOT be added to the CCCApply Download Client or the CCC Report Center. As an approved alternative, CCCApply will work with the Project Glue team to implement a two-phase data exchange whereby colleges can implement the Glue College Adapter to interface with the CCCApply data for real time SIS integration.

    • The Chancellor's Office has requested/required that the data be made available to colleges by way of Project Glue (Phase 1).  Details of this process are being finalized and will be communicated to colleges.  
      • Project charter was written and approved last week (April 23). The charter summary reads: 

        The Phase 1 goal of the Glue Support for CCCApply/OpenCCC project is to deliver unencrypted LGBTQ data fields to the participating colleges via the Glue College Adaptor. This data will be delivered directly to the College SIS as part of a full set of CCCApply data.

      • Scope of the project includes: 
        • Apply data set including LGBT (AB620) fields (un-encrypted) and college supplemental questions
        • Partial glue implementation - data will be downloaded to a secure staging table where colleges can grab it via secure method.
        • Phase 1 is Not a replacement for the download client (yet)
      • Two development teams are collaborating on the work:  Apply and Glue teams.
    • Pending: Access to the Data Warehouse for interim access of AB620 data 

    Requirements Summary

    #TitleUser StoryImportanceNotes
    1Revise onscreen text/language in Gender section associated with the two AB620 questions in Apply to accurately disclose how the data is used after collection.As a student applicant, I need accurate disclosure of how my personal data responses to the Sexual Orientation and Transgender questions will be collected and used after submission of my CCCApply application.HIGH


    Change Specifications

    DescCURRENT PROPOSED CHANGES
    Revise the onscreen text that appears in the bulleted list below the main statement.

    By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.

    • This information is only used for summary demographic reporting.
    • Your responses are kept private and secure.
    • Providing this information is optional.
    • It is not available to admissions personnel and will not be used for a discriminatory purpose.

    By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.

    • This information is used for summary demographic reporting.
    • Your responses are kept private and secure and will not be used for a discriminatory purpose.
    • Providing this information is optional.


    Top

    Changes to Data Download File

    No changes to the download files will be made in this implementation.  This is purely for this "onscreen text" changes only.

    Changes to Logic

    N/A

    Top

    Supporting Documentation 

    Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request. 

    DescriptionFile or Link
    2018 SpecificationAB620 CCCApply Implementation (2013)


    Notes from April 3 2018 Steering Meeting:

    << 

    MIS Changes Coming that Affect CCCApply

    Fields that MIS expect to download:

    MIS Amended to include new reporting elements (SB amended)

    • Sexual Orientation (Want added to downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
    • Transgender (Want added to the downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
    • CCCID - Colleges are already getting this now.
    • SSID -  currently this data is restricted per agreement with the CDE. Action has been taken to solicit changes to the data agreement with the CDE.
    • Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23 - look at this via DED

    Other fields that follow Adult Ed (data elements) - intrusive list of questions that will add a great deal of questions to the application

    Not yet updated on the CO MIS website (should be updated by August 2018)

    Consult with Todd Hoig - new elements are required for AEBG, Perkins, and other areas.  So far, CCCApply (via the Tech Center) hasn't received any direction on these changes.

    There is a lot of push back from colleges if these are required to be added to CCCApply. 

    Comments from Michael Q:
    "StrongWorkforce did meet with Tim and provided a heads up that these may be coming. I informed the group that the committee were not necessarily going to put new questions on the application. I was not aware that there were new MIS elements added and the expectation was that the data came from CCCApply. Who said that it needed to come from CCCApply?
    Yes"

    Questions to the Apply development team (via Tim/Patty)

    • How quickly could we get the AB620 fields into the downloads?
    • How quickly could we get the AB620 fields into the Report Center?
    • If we added these fields into the RC, would colleges be able to run a report going back to November 2017?

    Need a way for researchers and admissions to get that data from Report Center (user accounts). 
    Need it for the Summer 2018 (so each college needs this data based on their Summer term dates). 

    NEED to prepare change requirements
    Onscreen language that needs to be reviewed:

    • This information is only used for summary demographic reporting.
    • Your responses are kept private and secure.
    • Providing this information is optional.
    • It is not available to admissions personnel and will not be used for a discriminatory purpose.