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Pilot Meeting Information

This meeting will be held online via Zoom.

Panel
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titleMeeting Information

Date:   Monday, March 4, 2019

Time:  3:00PM - 4:30PM

Topic: CCCApply Non-Credit Application Pilot Project - March 4 Meeting

Location: ONLINE

Zoom Meeting URL:  https://cccconfer.zoom.us/j/6770513851

Phone:  Dial: +1 669 900 6833 (US Toll) +1 646 876 9923 (US Toll)

Meeting ID: 677 051 3851


Agenda

TIMEDESCRIPTIONSPEAKER
3:00 PM

Welcome

Pena / Leahy / Donohue
3:05 PM

Roll Call.  Confirm Participants Information


3:10 PM

Review Pilot Project Plan

  • Pilot Overview 
  • Project Timeline & Schedule
  • Pilot Objectives
  • Success Criteria
  • Iterative Releases 
3:25

Plan 

See more information below
3:20 PMDEMO:  CCCApply Non-Credit App WorkflowSee more information below
3:35 30 PMDEMO:  Setting Up Administrator, Downloads, ReportsSee more information below
3:45 40 PM

Review Non-Credit UAT Implementation Checklist 

4:15 PMSee more information below
3:55 PM

Discussion:  Issues & Concerns with AB 3101 Residency Exemption for Non-Credit

See more information below
4:30 10 PM

Non-Credit App Review Proposed Feature Enhancements: Identify List of "Must Have" Changes 

  1. Major / Major Category:  MVP (Credit vs. Non-Credit)
  2. Supplemental Questions:  MVP  (Credit vs Non-Credit)
  3. Needs & Interests Page

POLL:  What does your college's Non-Credit Program look like? 
(Need: We need to better understand Use Cases 

(Discuss Scope, Schedule + Budget available for Q4)

4:45 		See more information below
4:30 PMSchedule Recurring (bi-weekly) Meetings
4:35 PM

Close Meeting

Pena



Anchor
roll-call
roll-call
Roll Call

2018 Steering Committee Member Roster

Expand
2018 - 2019
CCCApply STEERING COMMITTEE MEMBERS


Non-Credit Application Pilot Participants
Admissions Contact
✓

Name

College / District

✓

Name

District

IT Contact
✓
Name

Monika Liu

District

XAli Salinas (IT)Riverside City College - RCCDLos Rios District - ARC

Francine Luong


City College of San Francisco

Quyen Lu
/Wanda WongSan Francsico CCDX



Coastline College

Kyle Mack


Anna Salazar
Los Angeles CCD - ELAC

Joshua Rosales

El Camino CCD

Richette Bell

Compton CCD

Angela Embry 

El Camino CCD

X

Karen Sea

San Joaquin-Delta CCD

X

Rozen Bondoc

Chabot-Las Positas

X

Ben Guzman

South Orange CCD

X

Leigh Ann Unger

Rio Hondo District

X

Satish Warrier

Contra Costa CCD

X

Betty Glyer-Culver

Los Rios CCD

Mark DeAsis

Riverside CCD

Stephanie Murguia

Cerritos CCD

XChris TruongRancho Santiago CCDXMaryLou LeybaSan Francisco CCDStacey FollowillChabot-Las PositasChristian AlvaradoSouth Orange CCD -SaddlebackXMaury PearlLos Angeles CCDXTina Mani San Joaquin Delta CCDX

Cindy Gonzales

Los Rios CCD

XMichael WardRancho Santiago CCD

Tuyen Nguyen

Rancho Santiago CCD

X

Clark Ray

Santa Rosa CCD

XMichelle PenaKern CCD

Vince Orton

Cerritos CCD

Craig Hayward

Kern CCDXMitchell LeahySanta Rosa CCDXWill Minnich/Susan LorenzoSan Mateo CCDXGreg Aycock (research)Riverside CCD (Norco)XOlivia Alvarado -ITLos Angeles CCDXCatherine FrostContra Costa CCDXHieu HoangEl Camino CCDXPam MerySan Francisco CCD

Janice Love (research)

Rancho Santiago CCD

XPaulette LinoChabot-Las Positas CCDCHANCELLORS OFFICE & CCC TECHNOLOGY CENTERX

Gary Bird

CCCCO

X

Mike Quiaoit

CCCCO

Deb Barker-GarciaCCCCOX

Tim Calhoon

CCCTC

X

Patty Donohue

CCCTC

Info

This Meeting's Recording:   <  Zoom meeting recording goes here  >


East LA College

Anthony Cervantes
Elias Regalado
Kristy Lisle
Laureen Balducci

Foothill College

Chien Shih

Jerrick Woo


Tina King, Ed.D.

North Orange CCD

School of Continuing Education


Esau Tovar, Ph.D.


Santa Monica College



Paulette Lino
Chabot College



Sierra College

Julia Arreguy
Stephanie Murguia
Cerritos College

Mitch Leahy
Santa Rosa Jr. College

Michael Quiaoit


CCC Chancellor's Office

Patty Donohue
CCC Technology CenterMerrie Wales




Info

This Meeting's Recording:   <  Zoom meeting recording goes here  >


Review Pilot Project Plan 

  • Pilot Overview 
  • Project Timeline & Schedule
  • Pilot Objectives
  • Success Criteria
  • Iterative Releases

Review Non-Credit UAT Implementation Checklist 

Issues & Concerns with AB 3101 Residency Exemption for Non-Credit

    1. What is their official residency status?
    2. Are colleges supposed to automatically classify them as a non-resident?
    3. What tuition fees should they be charged?
    4. Non-resident or resident fees if taking credit courses at the same time or transitioning to credit courses?
    5. If we are not determining residency classification, how does this impact apportionment?
    6. Are non-credit, non-residents not included in apportionment?

Non-Credit App Feature Enhancements: Identify List of "Must Have" Changes

  1. Major / Major Category:  MVP (Credit vs. Non-Credit)
  2. Supplemental Questions:  MVP  (Credit vs Non-Credit)
  3. Needs & Interests Page

DISCUSSION POLL:  What does your college's Non-Credit Program look like? 
(Need: We need to better understand Use Cases to enhance implementation materials)

(Discuss Scope, Schedule + Budget available for Q4)


Non-Credit Application Feature Enhancements

Discussion: What are the MVP "must have" changes required for June 2019, and Beyond

Identify List of "Must Have" Changes

  1. Major / Major Category:  MVP (Credit vs. Non-Credit)
  2. Supplemental Questions:  MVP  (Credit vs Non-Credit)
  3. Needs & Interests Page

DISCUSSION POLL:  What does your college's Non-Credit Program look like? 
(Need: We need to better understand Use Cases to enhance implementation materials)

(Discuss Scope, Schedule + Budget available for Q4)

Majors & Major Categories in the Non-Credit Application

FieldCurrent ImplementationCurrent LimitationsProposed Change*Notes / Action Items
Intended Major / Program of Study
  • Required field 
  • Colleges configure custom Majors/Programs in the Administrator
  • College Majors/Programs are the same across Standard & Non-Credit
  • Currently there is no way to implement separate Majors menu/fields in the Standard & the Non-Credit;
  • All Majors/Programs will appear in both apps
  • Implement a tag/toggle in the "Add/Edit Major" modal to identify if a Major/Program should ALSO appear in the Non-Credit App
  • Implement logic that will only display the Majors that have the Non-Credit tag in the NC App. (NOTE: This means that these Majors/Programs would also appear in the Standard, but would ONLY appear in the Non-Credit app)
Confirm with dev team on estimate for June
Major Category Filter
  • Optional field / filter
  • Colleges add custom categories in the Administrator and tag Majors with them
  • Category filter menu Only appears in the Applications if one or more Categories exist
  • Currently there is no way to implement separate Category feature in the Standard & the Non-Credit;
  • All Categories will appear in both apps
  • Disable the Major Category filter in the Non-Credit App
  • Basically, the "Non-Credit tag" toggle would serve as the filter in the Administrator.  
  • Only the Majors/Programs with the NC tag will display in the "Majors/Programs" menu in the Non-Credit app.
Confirm with dev team on estimate for June

Supplemental Questions in the Non-Credit Application

Field / PageCurrent ImplementationCurrent LimitationsProposed Change
Supplemental Questions XML Page
  • Optional; Supplemental Questions are not required to be used
  • Colleges configure supplemental questions in an XML file and upload in the Administrator
  • Colleges must configure the questions using XML code 
  • Only one page of Supplemental Questions can be active and displayed at any one time
  • There's no way to schedule when Supp Questions display; the display specs are set in the Administrator and it's either Active or Inactive
  • Currently there's no way to separate or differentiate Supp Questions page for the Standard vs. Non-Credit applications; If one page is uploaded and enabled, it will appear for both applications by default;

Proposed options:

  1. Disable Supp Questions completely in the Non-Credit Application for now (for June) and build in custom feature logic in the next version of CCCApply (2020)
  2. Add logic to the Supplemental Questions XML code that would also show a question in the Non-Credit application IF tagged or flagged for Non-Credit (in the XML question code). . In other words:  All Supplemental Questions will display in the Standard Application, but only the questions that have coded tag for the Non-Credit will appear in the NC application.  The Supp Questions page must have one or more "tagged" questions for Non-Credit for the page to appear in the Non-Credit.
  3. Show an (active/enabled) Supplemental Questions page in the Non-Credit Application ONLY if one or more of the questions have the NC tag. Otherwise the entire page is hidden. 

Other Must Have Requirements


(Note: Scope, Schedule, Budget for FY18/19 Q4)

Notes:

Ensure our Standard Application paper version is ADA compliant.  Per Catherine Frost, Contra Costa College, they are saying it's not ADA compliant. Get in front of Sean Keegan for verification and if we need to update it. 

Change Requests Proposed during the CCCApply Redesign Workgroup update discussion:

  • Implement logic that will auto-direct applicants to MyPath after they submit a CCCApply application. This change is for colleges using MyPath ONLY . Ensure that the Back button cannot return the user to CCCApply or Account and that their session has ended (timed out) to ensure privacy of the applicant. (shared computer terminals, etc.)
  • Remove the Step Forward link (displaying as "Keep Moving > " from the Links & Opps page for ALL users
  • Continue working moving the Consent to Release mechanism to the beginning of the application.
  • Add a survey to the Abandonment email or somewhere - asking for feedback on why they abandoned the application. Great suggestion.
    • For research purposes, review *Google analytics data to determine if colleges are lingering on this page (Review Application

    )

    OR if we know if students are going back to fix or change anything? Look into it.
    • Another suggestion is to zip up the Review App page and give students the option to view the Review the page.
  • Expand the request to remove the Review Application page and combine that with the other change request to combine the Consent & Submission pages. “Language should include “it’s recommended that you review your application” (See CR# 2018-28: Combine Review App, Consent & Submission pages in CCCApply )

    • Residency Review Sub-Committee

    1. Review goals & objectives for this discussion
      1. Review the current CCCApply residency algorithm, questions, and integrity flags to ensure compliance with state & federal legislation
        1. SAAM
        2. Ed Code & Title V
        3. CCC Residency Questionnaire
        4. http://www.caccrao.org/wp-content/uploads/2016/01/AR_New-Directors_Manual_2016_Final.pdf
      2. Review language pertaining to CCCApply in new AB3101 to identify ways to support that effort. 

    Minutes / Notes from the Residency Review Discussion

    Welcome & Introductions

    • Steering Committee = Michelle Pena, Stephanie Murguia, Mitch Leahy
    • CCC Tech Center = Patty Donohue, Tim Calhoon
    • Ideas42 = Harrison Neuert

    Update on Ideas42 Project - Harrison Neuert

    Overview of Objectives/Agenda:  

    1. Review current residency algorithm logic and look at each question to determine if we are still in compliance with state, local & federal regulations.
      1. Patty directed everyone to the CCCApply Standard Application Data Dictionary - Residency Areas A, B, C, D
    2. RDD - Thinking outside the box - Could we petition the state or BOG to standardize the RDD (annual RDD?  twice annually RDD?
      1. Concern:  Students who are within days of residency determination and this would penalize them. Feedback from Contra Costa is that this would not work for them.
        1. Mitch Leahy, Santa Rosa:  Pick a date (say, July 1st) we'd have one set date that would give us flexibility to implement ONE system-wide application, benefiting the student greatly by simplifying the application process across colleges. Mitch also said that Omid has expressed interest in this, as it would streamline application process.  There is definitely
        2. What about TWO dates per year?  Or one application for the Academic Year, which is shared across colleges.  
      2. Feedback:  We need to see data on this before moving forward.   There was concern that a broader discussion is required.  But how? 
        1. One common application, it would affect our ability to collect Supplemental Questions

    Feedback: From Elias Regalado, if this was to go forward, we'd need to petition for statutory change: Ed Code 68023 and Title V (it would be a Statutory Change 66023)  Title V: 54002 - The RDD is the day immediately preceding the opening date of instruction. 

    Note

    How do we do a broader discussion on this?  Create a SURVEY with a good problem statement.

    One universal date or set of dates that would standardize the residency determination date to benefit all students / all colleges.  

    Review of Residency Area A:  Citizenship 

    #

    Area of Discussion

    Are there questions or logic that could be revised or removed?What needs to change?Related Issues

    A

    Area A: Citizenship

    Citizenship Status section label

    1. Revise the "Citizenship" section label to "Citizenship/Immigration Status" 

    Minor:  Update the labels of data fields to include "visa/alien reg" because both of these statuses share the same data fields

    We code a lot of students as non-residents - or "possible residents" 
    Change the wording of your emails - you've been classified as a "possible California resident" 

    PROBLEM: Students Coded as Non-residents in Error

    In the scenario where a student is in the country but out of status or in the process of applying for residency:

    Problem: Students are getting coded as non-resident, when they are not. 

    Get the wording to the emails from Larry at Crafton College - that explains process and coding. 

    Using the language "you're a "possible resident" - here's what you need to do and/or submit to get through the process."

    Crafton Hills College mentioned that by changing some of the language in their email messages (triggered by rules) they have resolved and/or avoided many of non-resident status determinations

    DACA Work Permits  - a lot of students have work permits

    Add DACA value under the citizenship status to the list
    DACA students are allowed to establish residency with work permits.

    A work permit itself does not denote residency

    We don't have an option for C-33 which is a DACA. They have to come in and show us their Employment Authorization Card

    Talk to the CO about adding DACA to the citizenship question; it is a legal status and we have to identify them somehow. 

    Add DACA to Citizenship status 
    Given a "Work Permit"

    Most colleges are finding this out in the supplemental residency questionnaire.

    If DACA is selected - C-33 Issue Date, Expiration Date, and whether it's a C-33 or not.

    Text change - pretty easy to do this

    *Note: someone noted that DACA students might feel targeted and won't want to feel l

    Anna Salazar from East LA College should lead the charge on the DACA inclusionB

    Area B: Stay & Intent

    Move the Out-of-State Indicators

    Move these questions up - directly under the "Have you lived in California for 2 years or more?"

    Remove College Education Level StatusBUT move the response options into the High School Education Level Status options
    Rename the HS Edu Level questions to Highest Education Level Homeless Youth - Address IssueThere continues to be issue around homeless youth - 

    Homeless question on the Residency page only appears if you are 25 years old or younger in CA

    Homeless question in the Permanent Addres

    Michael Q talked to Legal about self-certification in CCCApply for homeless youth - but they asked if we could solve it easier in new version of CCCApply. 

    Colleges Attended
    College Attendance From
    College Attendance ToColleges Attended - remove the "day" from Attendance From and Attendance To fields for each college attended Dual EnrollmentProblem: Dual enrollment students are getting coded as non-residents and they are walking away. 

    Add an option for Middle Schoolers to Last School Attended section to make it clear 

    Add a new value for middle school (or lower grade than high school)

    Add a response option to the HS Edu Level - for "I attended a grade lower than high school"

    Change the label to "Last School Attended"

    Add a new option to "Last School Attended" checkbox/button for "Lower grade than high school"

    Ensure logic > do not display the School Finder 
    Ensure logic > do not display Multiple Measure questions

    NOTE:  If a middle school student declares "I attended a lower grade than High School"

    New AB540 Eligibility includes middle school, Adult Ed, and more.  Very complicated and tricky.

    Ed Code specifies that AB540 has to be a form, but Natalie said she would look into it - 

    If CCCApply can specified in the law and will the CCCCO legal 

    The current questions do not reflect the current statutory changes - these are not 100% complete
    There is some Adult Ed, coursework, non-credit, etc. - so instead of complicating CCCApply further - but CCCApply could make students aware of AB540 and/or gets them to contact the Admissions Office

    AB2365 - can't charge fees to dual enrollment

    If part-time special admit and excludes non-immigrant would not apply (mandatory exemption)

    Can we use CCCApply for AB540 self-certification?  It's a digitally signed (electronic signature) - 

    The current AB540 law includes more than what we've been flagging students in Apply, 

    If we move AB540 out of CCCApply, we could remove the two AB540 questions below the HS Comp Date - this would affect the AB540 logic 

    But there is push back - many colleges use those two questions 

    DON'T REMOVE THOSE QUESTIONS

    Logic should be triggering better information on the Special Links & Opportunities (and Rules/Messaging) should be made more robust and comprehensive

    High School Completion Date

    Need to clarify this question text - we are currently asking for a specific day.  Do we need to do this? 

    We ask for the day to identify students for residency - Do we need to ask for the DAY?  Just the Month & Year? 

    First we ask for YEAR
    If the year is within 365 days within the RDD, then branch to the Month 

    default to June 1, and they could add the Year in?

    If they are under 18 - ask them for the 

    C

    Area C: Military & Dependents 

    D

    Area D: Special Residency

    Special Residency Questions

    (Season Agricultural worker - statute & Title 5)

    Remove the three special residency questions from the application and then if the student is identified as a non-resident or an R2 

    Keep the Foster Youth 
    Keep the Homeless Youth 

    These are special eligibility for non-residents. Only show these if they will be given 

    Action Items:

    Anna Salazar will lead a follow up discussion on adding the DACA to the Citizenship status question.  Change label to "Citizenship/Immigration Status".

    Natalie Wagner - CO - SAAM statutory 

    Steering District Roster: Approval Poll Table

    Expand

    #

    District

    Vote1

    Cerritos CCD

    Southern2

    Chabot-Las Positas District

    Southern3

    Contra Costa CCD

    Bay Area4

    El Camino CCD 

    Southern5Kern CCDCentral6Los Angeles CCDSouthern7Los Rios CCDNorthern8Rancho Santiago CCDSouthern9Rio Hondo CCDSouthern10Riverside CCDSouthern11San Francisco CCDBay Area12San Joaquin-Delta CCDCentral13San Mateo CCDBay Area14Santa Rosa CCDNorthern15South Orange CCDSouthern16CCCTC17CCCCO

    2017 Steering Committee

    3 = Bay Area Region

    2 = Northern Region

    2 = Central Region

    8 = Southern Region