Business Need

Implement a workflow path in CCCApply for "non-credit" students, exempt from residency determination.

Until mid-2018, existing law required all students to be classified as a resident or nonresident at a California community college. However, the recently passed Assembly Bill 3101 (AB3101) allows an exemption for students seeking to enroll exclusively in career development, college preparation courses, and other courses for which no credit is given, from community college residency classification requirements.

Therefore, the CCCApply application process needs to be updated to:

• collect information/data on all students
• provide colleges with an electronic admission application for non-credit students
• exempt non-credit students from the residency determination
• only collect data that is required by the federal gov, state law, or that is otherwise necessary at the time of application

By implementing the new Non-Credit workflow via separate URL process, we will not be adding a self-identifying question to the application - there will be, in effect, two front doors (URLs) to the same application. The colleges will be responsible for managing/distributing the different URLs to students.

Use Cases

• Credit Application to Non-Credit Application - The standard application will cover everything so there is no need for the student to fill out a non-credit application in this scenario.

• Non-Credit Application To Credit Application - In this scenario, the student will need to fill out a credit application

Proposed Solution

The goal of the CCCApply Redesign Workgroup is to implement a solution by March 1, 2019 - possibly a short-term solution until the next version of CCCApply is developed (tentative TBD 2020 release)  in order to support students applying for Fall 2019 classes. The Workgroup put together a sub-committee to review which questions were no longer required now that residency determination is no longer required for non-credit students. One such meeting was held on October 11, 2018, which reviewed the language in the assembly bill and the objectives of the Workgroup.  The change requirements that resulted from one or more meetings are outlined (detailed) in the Change Requirements section below.

Additional Information

Stakeholder Feedback

• CCCApply Non-Credit Application Sub-Committee
• CCCApply User Group (Steering Committee)
• Colleges via CCCAdmissions Listserv

Concerns about AB3101 - Policy & Procedures 

Change Requirements

Non-Credit

ISSUE:  In order to comply with the new AB3101 - we’d need legislation to address the following questions: 

IF non-credit students are not subject to residency classification requirements:

1. What is their official residency status?
1. Are we allowed to automatically classify them as a non-resident, according to the law?
   
   
2. What fees should they be charged?
1. Non-resident or resident fees if taking credit courses at the same time or transitioning to credit courses?
   
   
3. Are they allowed to transition to credit courses while they are taking non-credit courses?
1. If not, would they have to re-submit an application before transitioning to credit.
   
   
4. If we are not collecting residency for non-credit, how does this impact apportionment?
1. Are Non-credit non-residents included in apportionment?

ISSUE: AB3101 does not address, or provide guidance, on how colleges are supposed to track and manage residency for a "non-credit" student who decides to cross over and take "credit" courses.

• Can they do that without completing the full standard application? 
  (Feedback:  The approved solution in-progress will require that the student must submit a Standard Application to determine residency. However, the previously submitted answers on the Noncredit Application will auto-fill into the new Standard Application. Only the residency-related questions will remain to be answered and submitted.)
  
  
• Do students need to agree to "terms" that they understand the non-credit status? 
• Does CCCApply need to incorporate a disclaimer that non-credit students are completing the non-credit application?
  (Feedback: Currently, this requirement is not included in the first iteration for March 2019.)

*This would mean they would be restricted to non-credit only and could not transition without reapplying and being classified for residency.

1. The CCCApply Standard Application should be used for all students: Credit and Non-Credit
   
   
2. Revise the CCCApply Standard application to include two workflow paths, one that determines residency (existing Standard CreditApplication path) and one that is exempt from residency determination (new Non-Credit path).
   The two workflow paths should be:
   
   
1. Standard Credit Path (includes residency determination) - This is for students seeking college credits for courses taken at a California community college. 
   For all intents and purposes, this This is the current Standard application - including all existing logic, services, field and error validation, pre- and post-submission services and processes (no change to the residency algorithm submission calculation service). 
   
   
2. Non-Credit Path: (does not include residency determination) - This is for students seeking to enroll exclusively in career development and college preparation courses, and other courses for which NONO credit is given. This "path" will be a variation of the Standard Application and will be accessed from a separate, unique URL that uses "skip logic" to hide certain pages and questions, and collects only the data required by the federal government, state law, or that is otherwise necessary to uniquely identify the student during the application process. 
   
   To comply with AB3101, this path will bypass/exempt the student from residency determination, including the residency submission calculation service, and only display a set of questions that are required by the federal government, state law, or that are otherwise necessary to uniquely identify the student, during the application process.
   
   
3. The Standard "Credit" path will function exactly like the current, existing Standard application; no significant changes have been identified for the existing, residency path.
   1. If the applicant intends to enroll in one or more college credit course(s), they will use the existing college-branded application URL (or the generic, unauthenticated version via MyPath) and complete all questions required to determine California residency; and questions required by the federal government, state law, and other necessary requirements; 
   2. The Standard "Credit" workflow path will not change how it calculates the residency status implemented today;
   3. The Standard "Credit" workflow path will not change any post-submissions processes, web services, calculations (residency, AB540, financial aid) etc. 
      NOTE: All proposed changes to the Standard "Credit" path will be detailed in (2018-38: Questions to be revised or removed to comply with AB3101)
      
       
4. The Non-Credit path SHOULD include the following questions required by state, local & federal mandates, as well as questions required to identify the student
   1. All questions in the OpenCCC Account would be required to identify the student at the college, for OpenCCC account creation (CCCID) and account recovery, for federal IRS requirement
   2. All questions on the Enrollment page (Term, Ed Goal, and Major) would be required 
   3. All questions on the Account Info/Mailing page would be required - including the "Dependency Status" (Minors) question
   4. All questions on the Education page would be required*
   5. All questions on the Demographic Information page would be required
   6. All questions on the Review, Consent & Submit page would be required
      
      
5. The Non-Credit path SHOULD NOT include the following questions required exclusively to determine residency, or that are not required at the time of application
   
   1. The Citizenship & Military page should be removed completely - (all questions in the Citizenship section)
   2. The Residency page should be removed completely - (all questions in the Military Status section)
   3. The following questions should be removed from the Needs & Interests page:
      1. Main Language section: Are you comfortable reading and writing English?
      2. Financial Assistance section:
         1. Are you interested in receiving information about money for college?
         2. Are you receiving TANF/CalWORKs, SSI, or General Assistance?
      3. Athletic Interest set of fields:
         1. Are you interested in participating in a sport while attending college?
            1. Yes, I am interested in participating in one or more sports, including the possibility of participating of playing on an intra-collegiate team.
            2. Yes, I am interested in intramural or club sports, but not in playing on an intercollegiate team.
            3. No, I am not interested in participating in a sport (beyond taking a P.E. classes).
               
               
               

6. Residency Status Field Requirements
   To comply with the new residency exemption for Non-credit students in AB3101, we need to revise the Residency Status field to include a value for "exempt" status. We need to do the following:

   • Add a new value of "N" to the Residency Status field <res_status> for "non-credit / exempt".
   • Ensure all applicants via the "Non-Credit Application" default to the exempt status.
   
   Add a New Integrity Flag (81) for "Non-Credit / Residency Exempt"
   • Upon check if non-credit flag is set, then set the residency status to N and add trigger an int flag of 81.
   • Hard code res_area A,B,C,D to "9". "9" means a student is not eligible in that area so using 9 would be an appropriate value in this use case.
   • Add integrity_fg_81 to the Download Client, Admin Rules, and Report Center.
   • Add to Apply submit-ws and integration testing with college adaptor.

Allow Students To Apply For Same Term - Exclusively For Non Credit Students

We need to Implement logic to allow a non-credit status student to re-apply to the same term, same college using the "credit" version of CCCApply, if they plan to transition from NC to Credit status.

NOTE: Currently - CCCApply does not allow an applicant to submit more than one application to the same Term at the same college. For this proposal to work, we'd need to allow this process (be able to submit another application).

1. We need to implement logic in CCCApply to allow anon-credit student ONLY to re-apply (submit another application) to the same college for the same Term in order to transition from "Non-Credit" status to "Credit" status (in order to change their intention from enrolling exclusively in non-credit courses to enroll in one or more college credit courses). Note - this applies to transitioning from non-credit to credit at any college/any terms - not just the same college/same term. 
2. Logic should be in place to prevent a duplicate status from being submitted.  Example, if first application was for Non-Credit, they should only be able to re-apply as a Credit status.
3. We should not allow a duplicate Credit application to be submitted to the same term/same college.
4. To re-apply as a credit status (to transition from non-credit status to credit status) the student would have to use the college's Standard application URL.

Additional Requirements & Considerations

Workflow Considerations

The bullets below include additional requirements and considerations that need to be included in the overall implementation.  Can you think of any other ones?

ENSURE THAT....

• The "Non-Credit Application" has a college-branded, tiny-URL redirect and an official name 
• Each college must have a unique URL
• Colleges need to be able to easily identify that the student completed the NC path in their downloads/reports
• We need to figure out any/all download client issues
• The Non-Credit path should still function and adhere to all existing CCCApply standard application pre- and post-submission functionality, logic, and processes; such as:
  • All applications should still start the same way as they do today - from the My Applications page (started or resumed) or auto-direct from Account Creation (new Account applicants)
  • All applications must be able to be Saved and Resumed at any time
  • Resumed from the My Applications page 
  • Must still be auto-populated when a returning applicant starts a new application in CCCApply within 2 years of last application submitted
  • Adhere to all post-submission pages, processes, web services, and activities
  • Auto-populated from previously submitted application data 

Considerations for students on the NC workflow path...

• Must still see and respond to the Review App / "Consent to Release Information" / Submit page
• Must still go through the Electronic Signature process (VERY important)
• Must still Submit their application
• Must still see the Confirmation page with all existing confirmation data (CCCID, confirmation number, etc.)
• Must still see the Student Satisfaction Survey 
• Must still see the Special Links & Opportunities page (TBD)
• Must still be redirected into MyPath if college has adopted MyPath
• Must still be routed through the Spam Filter web service and all other integrated post-submission web services (CCGI, CDE, student profile, etc.)
• Must be included in the Download Client, Super Glue Jar files and all data must appear in the Report Center
• Must still integrate with the CCCApply Administrator for the configuration of custom Terms, Majors, Major Categories, Spam Filter, Reset Downloads
• Must still appear in the Submitted Applications and/or Resume Your Application tables in the My Applications page 

Implementation & Communication Requirements

The bullets below represent requirements that should be considered for communicating this change to colleges and the system overall.  Can you think of any other ones?

• Communication with SIS vendors is CRITICAL - We must have a plan in place by end of November to get their buy-in.
• Communication with colleges is CRITICAL - We must have a plan in place by end of November to get their buy-in.
• Colleges MUST be informed about this impending change ASAP - We must have a plan in place by end of November to get their buy-in.

Supporting Documentation

Assembly Bill 3101

Read the full Assembly Bill language.

Archive: Sub-Committee & Workgroup Meeting Notes

This design proposal for this project has gone through multiple revisions. To avoid confusion, sub-committee discussions and meeting notes have been moved to a separate page for reference purposes.  See Non-Credit Sub-Committee Meeting Discussions

2018 CCCApply Redesign Project - Non-Credit Application

PREVIOUS YEARS:  2016 - 2018 Non-Credit Sub-Committees and Discussions