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More Information: Pilot Project Plan: CCCApply Noncredit Application |
This checklist will provide IT staff - and other key stakeholders - with a step-by-step setup & configuration guide that includes specific activities, tasks, requirements, action items, deadlines, and notes to support a successful CCCApply Noncredit App Pilot (and Production) implementation. A real-time version of this document (Google Doc) will be provided to your project team during the Project Overview meeting.
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Overview of IT & Business Operations Tasks
The tables below include tasks related to the IT setup of your project and suggested business operations tasks, which play a key part in your successful implementation. Admissions staff, as well as the IT project team, should review this document to understand the different requirements involved in preparing this application for student use. The tables are organized in the order they should be completed:
Table of Contents | ||||
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Noncredit Path in the Standard Application
One Application, Two Workflow Paths
Anchor development development
Setting Up the Noncredit Pilot Environment
development | |
development |
Before using the Noncredit application path with students, colleges should setup and test the full Non-Credit workflow process in the Pilot environment first
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# | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? |
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The download files used in for the Noncredit Application are the same files used in your Standard application. | Use your existing Standard Application Format Definition XML file and run the latest version of the Jar file (see below). | Use your existing Standard Application Format Definition XML file and run the latest version of the Jar file (see below). | Use your existing Standard Application Format Definition XML file and run the latest version of the Jar file (see below). | |
Add the new Noncredit Application fields to your existing Standard application download files (Format Definition XML) and use the same Job XML file to run the job. (See New & Changed Data Fields below) | Everything is backwards compatible. You need to add the new fields to your existing CCCApply Standard Format Definition XML file to begin downloading the new data fields and changed values. | Everything is backwards compatible. You need to add the new fields to your existing CCCApply Standard Format Definition XML file to begin downloading the new data fields and changed values. | Everything is backwards compatible. You need to add the new fields to your existing CCCApply Standard Format Definition XML file to begin downloading the new data fields and changed values. | |
Run the new 6.4.0 Download Jar file to begin downloading the new and changed data fields for the Noncredit application. | Update your existing Download Client Jar file < transfer-client.V6.4.jar > | Update your existing Download Client Jar file < transfer-client.V6.4.jar > | The SAME JAR FILE IS UPDATED FOR PRODUCTION Update your existing Download Client Jar file < transfer-client.V6.4.jar > |
The following data fields have been added or changed in the CCCApply applications. For updated data specification documents, please see the CCCApply Data Dictionaries and User Guides space.
Update Your Download XML Files: In order to download new or revised data fields, they must first be added or updated in the CCCApply Format Definitions XML file(s) and the download client jar file must also be updated with the latest version = < transfer-client.V6.4.jar > For more information, please see the CCCApply Download Client User Guide > User Guides
New & Changed Data Fields
The table below provides an overview of the new or changed data fields in CCCApply Standard, and "Glue for Apply".
See these data specification changes in the CCCApply Standard Application Data Dictionary V.2019.1 in the Data Dictionaries space.
Description | Data Element | Type | Value / Response Options | Format / Length | Allows Null | Required | Notes |
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Non-Credit Status | <non_credit> | New Field | 1 = True 0 = False | Boolean, 1 | Yes | No | Optional; Value set to "True" if applicant applies using the new Non-Credit Application URL; otherwise it is "False" |
Confirmation Number | <confirmation> | Changed Value | IF non_credit=True then | String | No | System | IF an application is submitted using the Non-Credit URL then the value for <confirmation> = "NC-" |
Integrity Flag 81 | <integrity_fg_81> | New Field | 1 = True Null | Boolean, 1 | Yes | No | Flag triggered if applicant applies with the new Non-Credit Application URL; otherwise it is blank. NOTE - this is consistent with how we have all the other integrity flags structured. |
Residency Status | <res_status> | New Value | New NC default value = N 1 = resident | bpchar, 1 | No | Residency status is calculated at submission for Standard Application only. For the new Non-Credit Application path (in the Standard Application) if applicant applies using the new Non-Credit URL then: <non_credit> status is set =True and <res_status> status is set ="N" | |
Residency Area A | <res_area_a> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Residency Area B | <res_area_b> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Residency Area C | <res_area_c> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Residency Area D | <res_area_d> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Declared Residency Outside California for Taxes | <ca_outside_tax> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | IF the question is displayed:
IF question is hidden:
NOTE: IF hidden, such as in the Non-Credit application, then default to NULL For a standard application, it will default to False, unless the user checks the checkbox. |
Declared Residency at a College Outside California | <ca_outside_college> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
Registered to Vote Outside California | <ca_outside_voted> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
Lawsuit Filed Outside California | <ca_outside_lawsuit> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
Public School Employee | <ca_school_employee> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
State College Employee | <ca_college_employee> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
Seasonal Agricultural Worker | <ca_seasonal_ag> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
Citizenship Status | <citizenship> | New Value | Default to value = X when (non_credit = True) | character(1) | No | Required to have non-null value in DB. | In the new Non-Credit Application workflow, the Citizenship status question is hidden; value stored = "X" |
Military Status | <military_status> | New Value | New NC default value = X Default to value = X when (non_credit = True) | character(1) | No | Required to have non-null value in DB. | In the new Non-Credit Application workflow, the Military status question is hidden; value stored = "X" |
Comfortable with English | comfortable_english | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Non-Credit Application workflow this question is hidden; value stored = Null |
Financial Assistance | financial_assistance | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Non-Credit Application workflow this question is hidden; value stored = Null |
TANF-SSI-GA | tanf_ssi_ga | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Non-Credit Application workflow this question is hidden; value stored = Null |
Athletic Interest: Intramural | athletic_intramural | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Non-Credit Application workflow this question is hidden; value stored = Null |
Athletic Interest: Intercollegiate | athletic_intercollegiate | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Non-Credit Application workflow this question is hidden; value stored = Null |
Athletic Interest: No | athletic_not_interested | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Non-Credit Application workflow this question is hidden; value stored = Null |
Looking Up Noncredit Applications & Running Reports in the Report Center
Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? |
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Noncredit Applications will immediately download to the CCCApply Report Center - just like Standard applications. | |||
Noncredit |
See Changes to the User Interface
Understanding the Noncredit Application User Experience
# | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? | ||
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| All users must have a Pilot OpenCCC Account and must sign in | All users must have an OpenCCC Account and must sign in | Everything is the same for the Production version. | |||
| The Account Recovery is a process in the OpenCCC system. https://pilot.openccc.net/cccacct-proxy/recoverAccount? https://www.openccc.net/cccacct-proxy/recoverAccount? NOTE: There are separate recovery processes for Pilot and Production. See the "pilot" environment denoted in the URL above. | The OpenCCC Account Recovery process is the same for all CCCApply applications, including the Non-Credit application path in the Standard Application. | The Production OpenCCC Account Recovery process is the same for all CCCApply applications, too. | |||
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| See Account Recovery above. | The Pilot Password Reset process is in the Account Recovery process | The Production Password Reset process is in the Account Recovery process. | |||
| Edit Account is the name of a module within the CCCApply | |||||
| Each student has a "My Applications" page for each of the three different CCCApply applications (if applicable to them) that stores all of their current (in-progress) and previously submitted CCCApply applications history. Most students are familiar with their "My Applications" page for their Standard Applications (and possibly their BOG/Promise Grant Applications) - which they see each time they start a new (second) Application to CCCApply. | Note: Although the Non-Credit Application path technically has a different URL than the Standard Application - nearly every other aspect of the Non-Credit application processes will be the same as the Standard application processes. This is very important. This includes all pre- and post-application processes, such as:
| See NOTE in the adjacent cell. All production Non-Credit applications are bundled in with your production Standard Applications. Non-Credit will share the same production "My Application" page with Standard Application "My Applications" for Pilot and Production. | |||
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| Submitted Standard Applications appear in a table on the "My Applications" page - below the "In-Progress Applications" table on the same page. These tables appear when a student submits a Standard Application to one or more CCC colleges. | Submitted Non-Credit Applications are bundled in with, and stored in, your Submitted Applications in your Standard My Applications page. Reminder - Pilot environment vs. Production. | Same description, but in the Production environment. | |||
| See above row referring to "My Applications". In-Progress Standard Applications appear in a table on the "My Applications" page - above the "Submitted Applications" table on the same page. These tables appear when a student signs in to CCCApply to manage their applications. | In-progress Non-Credit Applications are bundled in with, and stored in, your In-Progress Standard Applications in your Standard My Applications page. Reminder - Pilot environment vs. Production. | Same process, but in the Production environment. | |||
| Confirmation numbers for all CCCApply applications, including the Standard Application, are assigned to each application that is "Saved" or when the application is submitted. Confirmation numbers will appear in the In-Progress or Submitted Application tables in your "My Applications" page. Confirmation number is a CCCApply data field =<confirmation> and can be downloaded by colleges and used in reports in the Report Center. Colleges can find more information about this data field in the Standard Application Data Dictionary | Confirmation numbers for Non-Credit Applications will have a prefix "NC-" added to the beginning of the number. Example: NC-123456 | Same. | |||
| A PDF copy of each Standard Application submitted is available to download by the applicant from their Standard Application "My Applications" page. This feature is available for all CCCApply applications (BOG/Promise Grant and International Apps) in the pilot and production environments. | A PDF copy of each Non-Credit Application submitted in the pilot environment is available to download by the applicant from their Standard Application "My Applications" page. This feature is available for all CCCApply applications in the pilot and production environments. | A PDF copy of each Non-Credit Application submitted in the production environment is available to download by the applicant from their Standard Application "My Applications" page. | |||
| First-time applicants - regardless of the application or the environment - must first create an OpenCCC Account before applying to a California Community College. To simplify the student's first-time experience, immediately following Account creation the applicant is auto-directed to the first page of the Application. | Auto-direct works the same way for first-time Non-Credit applicants in Pilot. | Auto-direct works the same way for first-time Non-Credit applicants in Production. | |||
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| Existing law requires each student to be classified as a resident or nonresident at a California community college. The CCCApply Standard Application includes a comprehensive algorithm that calculates a preliminary residency determination status upon submission. The residency status <res_status> only exists in the Standard Application. | Per the new changes to existing residency regulations outlined in AB 3101, students enrolling exclusively in non-credit courses are exempt from mandatory residency classification. However, if the applicant ends up taking one or more credit courses, they must adhere to the residency determination process. CCCApply recommends that the college direct the student to submit a Standard Application in order to comply with the law. | ||||
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Application Workflow | The current Standard Application workflow | The Pilot Non-Credit Application workflow | The Production Non-Credit App workflow | |||
| The enrollment page includes the following questions and validation logic:
| The enrollment page includes the following questions and validation logic:
| The enrollment page includes the following questions and validation logic:
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| Questions on the Account Information / Mailing page:
| Questions on the Account Information / Mailing page:
| Questions on the Account Information / Mailing page:
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| Questions that appear on the Education page:
High School Transcript Info (Multiple Measures)
Colleges/Universities Attended
| Questions that appear on the Education page:
Colleges/Universities Attended
| Questions that appear on the Education page:
Colleges/Universities Attended
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| Questions that appear on the Citizenship & Military Page
Military Status
| None | None | |||
| Questions on the Residency Page
| None | None | |||
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| Questions on the Needs & Interests Page
| Questions on the Needs & Interests Page
| Questions on the Needs & Interests Page
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| Questions on the Demographic Information Page:
| Questions on the Demographic Information Page:
| Questions on the Demographic Information Page:
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| Optional - Determined by the College | Optional - Determined by the College | Optional - Determined by the College | |||
| Sections on the Submission Page:
| Sections on the Submission Page:
| Sections on the Submission Page:
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Documentation: Data Dictionaries | CCCApply Standard Application Data Dictionary V.2019.1 | CCCApply Standard Application Data Dictionary V.2019.1 | ||||
Post-Submission Processes | ||||||
| Upon submission, the CCCApply Submission Calculation Service runs through an algorithm of checks to determine four "Areas of Residency". Each Area is calculated separately, based on a list of steps of logic. Once all four areas have been calculated, a final calculation is made based on logic to determine a final "residency status". Residency Status: 1 = Resident 2 = Possible Resident 3 = Non-resident N = NEW! Non-Credit Exempt | N/A | N/A | |||
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| In the Standard Application, there are several additional algorithms that are run at the time of application submission, including:
| Important For the Non-Credit application, none of the post-submission algorithms are calculated at the time of submission. | Important For the Non-Credit application, none of the post-submission algorithms are calculated at the time of submission. | |||
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| Upon submission of a Standard Application, the user is taken to a confirmation screen which includes the following information:
| Upon submission of a Non-Credit application, the user is taken to a confirmation screen which includes the following information:
| Same for Production | |||
| After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. | After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. | Same for Production. | |||
| The "Special Links & Opportunities" section provides custom information for the applicant based on specific information identified through their responses. This section appears to the user below the Student Satisfaction Survey. | The same "Special Links & Opportunities" section, which provides custom information for the applicant based on specific information identified through their responses, appears for Non-Credit applicants as well. This section appears to the user below the Student Satisfaction Survey. | Same for Production. | |||
| Colleges that have adopted the MyPath student services portal - have a special re-direct path that appears at the end of | |||||
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Downloads | ||||||
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| CCCApply Download Client User Guide | CCCApply Download Client User Guide | ||||
SuperGlue Data Set to Staging Table | ||||||
Review expected differences between Standard app-export data and the Non-Credit export (many more blanks and/orNulla | ||||||
Report Center | ||||||
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Pre-Application Implementation
Development Task | Who's Responsible | Comments | |||
MOU | ProcessProcess (N/A) | CCCTC & College | Completed when college implemented Standard application | ||
Portal Branding | Shibboleth IDP Installation & Authentication | CCCTC | Completed when college implemented Standard application | ||
Shibboleth IDP Installation & Authentication | |||||
Setup Shibboleth instance for college or district to access Administrator & Report Center | College | DIY or Vendor contractCompleted when college implemented Standard application | |||
User Accounts | College | Provide both sets of URLs to key stakeholders and users of College staff must have a user account to access the Administrator & Report Center. | |||
Configure the PILOT Administrator | |||||
Add Primary User account with "Add User" authority. | Apply Support Team | Complete for each college. District users are assigned to district MIS code | |||
Add district and college-authorized User accounts with "Add User" authority | College | Complete. District users are assigned to district MIS code | |||
Load terms and majors into the Administrator | College | Same terms are used for Standard & Noncredit Applications. See the User Guides for instructions | Update contact information in the College and District tables | Ensure the check box to ||
Load Noncredit majors/programs of study into the Administrator | College | TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19) | |||
Update contact information in the College and District tables | College | Same contact information is used for Standard & Noncredit applications. | |||
Ensure the check box to "Allow applications from multiple colleges for the same | College | This setting can be found at the bottom of the "District" tab in the Administrator. This check box must be set correctly for each college in district in both the PILOT & Production sites. | |||
Identify all if new Rules are needed for Noncredit App and add to the Administrator | College | Create Email Rules Messages. | HTML friendly. Store internal server | Create supplemental questions XML file | Note: Security risk. Ensure no private information is collectedRules for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions |
Create Email & Error Messages for Noncredit App in the Administrator | College | Messages for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions | |||
Create different supplemental questions for the Noncredit App in the Administrator | College | TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19) | |||
Define error validation messages for supplemental questions | College | Important. Ensure error messages are clear and instructive. | |||
Load supplemental questions XML into the Administrator | |||||
Setting Up Downloads | |||||
Request download client from CCCTC | College | Create Download client for each college in district | DevelopmentComplete. College/District uses the same Download Client for the Noncredit Application. | ||
Update Download Client Transfer Jar File (if necessary) | Direct link: OpenCCCApply Download Client Latest VersionCollege | Update existing Download Client Jar file with v.6.4.0 or higher to include Noncredit App | |||
Identify new fields to downloadNote: There are two athletic questions for Title IX in the Needs & Interests page. | College | See the New & Changed Data Fields above | |||
Create download format file using Format Definitions XML (template) | College | Use your existing Standard Application Format Definition XML file to download Noncredit Applications | |||
Create download Job XML file (template) | College | Use your existing Standard Application Job XML file to download Noncredit Applications | |||
Set-up download job and point to PILOT server | College | Use your existing Standard Application Job to download Noncredit Applications | |||
Test downloads process through to SIS. Verify all data. | College | REMINDER: Downloads should be setup in both the Pilot & Production environments | |||
Acceptance Testing | |||||
Test full process through to SIS import process | College | ||||
Schedule Report Center Training from Tech Center | College | Contact Merrie Wales mwales@ccctechcenter.org |
Anchor bus-ops bus-ops
Business Operations Tasks
bus-ops | |
bus-ops |
Tasks | Who's Responsible? | Notes & Links |
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Schedule demo of Non-Credit workflow feature for staff with Apply Support Team | College | It's helpful for staff to see the new application process - including OpenCCC student account Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. |
Plan updates to website (instructions, links, Help Desk/Call Center) | Optional | Review how your current website is messaging and directing students to the Xap or other application and noncredit students now and build a checklist to ensure you have managed all aspects of messaging required. Plan to message students clearly that you have moved to a new Application system which requires them to create an OpenCCC account (even if they applied recently in Xap)that the Noncredit Application URL should ONLY be used if the student is enrolling exclusively in noncredit courses or programs. |
Plan revisions to marketing / recruiting materials with new | Optional | Identify marketing and recruitment campaigns to determine changes required for communication planning. Notify local high schools and other educational entities that send students to your college. |
Identify apply buttons/links on college website that need the new URL | Optional | Discuss the programming behind all current buttons and links pointing to your current |
Notify key stakeholders of migration (local high schools, counseling) | During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues). | |
Schedule Administrator & Report Center training for staff | Contact the Apply Support Team (Patty Donohue, Project Manager, pdonohue@ccctechcenter.org) CCCTC Enabling Services division to schedule training for staff users. & support. |
Anchor deployment deployment
Deployment Tasks - Production Environment
deployment | |
deployment |
Tasks | Who's Responsible? | Notes & Supporting Documents |
Confirm MOU contract has been signed and executed | Apply Support Team |
Confirm college/district users have User |
Accounts to the Production Administrator & Report Center | College | |
Downloads |
Ensure your Production Job XML is pointing to the Production Download Server URL | College | |
The Noncredit Application uses the same Download Client and Download files as the Standard Application. |
College | ||
Review changes to the Standard Format Definition XML file for the Non-Credit path (Hidden questions/fields will store "Null" values or blanks | College | |
Production Administrator | ||
Add Primary District-Level "Add User" account for Administrator & Report Center |
CCCTC | This should be done already | |
Add college and district User accounts for Administrator & Report Center | College |
Ensure Terms are setup in the Production Administrator | College |
This should be done already for your Standard Application. | |
Ensure Majors are setup in the Production Administrator | College |
Ensure College |
Information and District Information table are populated in Production Administrator | College |
Ensure all Noncredit Rules and Email Messages |
are setup in the Production Administrator |
College |
Ensure your Supplemental Questions XML |
is setup in the Production Administrator | College | |
Ensure District & College folders are created in Production Report Center |
CCCTC |