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Online Meeting Information

This meeting will be held online via Zoom.

Date    Thursday, March 28, 2019

Time   1:00 pm - 3:00 pm

Location  ONLINE

Zoom Information

NOTE:  Please note that the numbers above are not toll-free. If possible, please try to call in using your computer speakers and microphone (VoiP).

This meeting requires online and/or telephone access for up to 2 hours. Please navigate to the Zoom URL link above and use your computer speakers and microphone for a toll-free meeting session.

Agenda

1:00 pm

Roll Call 

Quick Review: November 2018 Meeting 

CCCApply Project News

CCCApply Workshop Update

Update on CCCApply Redesign Project

Legal Requirements Review

Change Requests Review

3:00 pm

2019
CCCApply USER GROUP MEMBERS

Name

District

Name

District

Name

District

Quyen Lu/Wanda Wong

Joshua Rosales

El Camino CCD

Richette Bell

Compton CCD

Angela Embry 

El Camino CCD

Karen Sea
Samantha Powell

San Joaquin-Delta CCD

Rozen Bondoc

Chabot-Las Positas

Ben Guzman

South Orange CCD

Leigh Ann Unger

Rio Hondo District

Satish Warrier

Betty Glyer-Culver

Los Rios CCD

Mark DeAsis

Riverside CCD

Stephanie Murguia

Cerritos CCD

Cindy Gonzales

Los Rios CCD

Tuyen Nguyen

Rancho Santiago CCD

Clark Ray

Santa Rosa CCD

Vince Orton

Cerritos CCD

Craig Hayward

Jasmine Robinson

Janice Love (research)

Rancho Santiago CCD

Gary Bird

CCCCO

Elena Alcala - NEW!

CCCCO

Tim Calhoon

CCCTC

Patty Donohue

CCCTC

Michael Q's 2019 New role - Dean of Integration & Guided Pathways at the CCCCO

Replacement - Elena Alcala - CCCCO

Review: November 2018 Meeting

Q&A - Chat from Meeting

Below are questions and answers from the Zoom meeting's Chat window. Personal conversations and the roll call were removed.

13:13:58 From Olivia (Alvarado - LACCD) : what is the eta for the multiple measures MOU?

13:15:08 From Jennifer Coleman : The MOU is now out for signatures. We are hoping that is complete in the next week or so.
13:16:43 From Jennifer Coleman : Once the MOU is finalized, MMPS is ready to use. Pilot colleges have been testing data delivery, and other colleges are getting set-up with SuperGlue in order to begin using the tool as soon as it is available.

13:15:40 From Josh Rosales : What is required of the local ITS staff to implement SuperGlue?

Patty:  Josh, I have asked Jane Linder to contact you with information for your ITS team.  Alternately, please feel free to contact her at jlinder@ccctechcenter.org

13:17:37 From Olivia : Where can we find a list of the SuperGlue pilot colleges?

Please see the full list of SuperGlue pilot colleges, pasted in the section below.

13:38:21 From Ali Salinas (Riverside City College) : Patty, do these figures exclude the time needed to create an OpenCCC account?

This question is in reference to a slide that was presented - showing the latest "Time to Completion" report and the numbers (average, mean, median) 

An analysis was done in 2016 by a data analyst contracted by the CCC Technology Center to do a series of analyses on our LTD OpenCCCApply data. Time to Completion was one of the analyses done. 

13:44:48 From Jane Linder : Colleges live on SuperGlue report:

Answer goes here

14:02:44 From Michael Ward : When viewing the Majors, will there be a way to filter the view to only show credit, or only show non-credit, or all majors?

Response:  This question was asked during a discussion about one of the new feature enhancements currently underway to support the new Noncredit Application in CCCApply. The feature enhancement is this: "Implement the ability to display different "Intended majors/Programs of study" in the Noncredit Application vs. the Standard Application".  This feature will add a toggle in the "Add/Edit Majors" modal in the Administrator, allowing colleges to identify which application each major/program of study should appear in: Standard, Noncredit, or Both.  

For more information about the Noncredit Application currently being piloted by 10 districts through June 2019, see:  Noncredit Application - Project Dashboard for all product information links, pilot project meeting minutes, and implementation information checklists.

14:06:55 From Paulette Lino : Yes - i would like Andy Newman's contact info please

14:04:43 From Jane Linder : Email for Enabling Services if your college wants to install SuperGlue or “turn on” specific datasets for delivery (like Glue for Apply or Multiple Measures data)
14:04:45 From Jane Linder : Andy Newman, anewman@ccctechcenter.org.  Andy is the head of Enabling Services and will get your request to the Customer Relationship Manager for your college 

14:11:38 From Michael Ward : Our credit versus non-credit have completely different terms with different start and end dates.

This sounds like a new change request that may need to be added to the Noncredit Application. Patty will add this to the agenda for the next Noncredit Pilot meeting on April 12.

Enhance Parent/Guardian Information Question in CCCApply?
The chat posts below pertain to a discussion about whether the Parent/Guardian Information question - which appears only to minors in CCCApply to determine their dependency status for the purpose of determining their residency status - should be further enhanced to reduce the number of students who are confused by the question now and selecting the response, "One of the statements below is true about me:" because they don't understand the question, or the current layout is creating confusion.  

14:39:46 From Mitch Leahy : Idea for the parent guardian question- reverse the order. Present the parent info by default and have the student select that they don’t have their parent information.
14:12:23 From Paulette Lino : I like Michelle's vision. It makes sense.

Response:  This suggestion will be added to the Parking Lot to be discussed during the next CCCApply User Group meeting. The request will be researched and groomed for review.

Thanks!
14:40:01 From Pamela Mery to Patty Donohue (Privately) : Thank you for everything you've been doing, Patty. Lots going on. Absorbing all the info.

Add DACA to Citizenship Status Question in CCCApply?
The chat posts below pertain to a discussion about whether DACA should be added to the Citizenship Status options in CCCApply. 

14:56:27 From Ali Salinas (Riverside City College) : Just to play devil's advocate - there has been concern within our district about students not wanting to identify as DACA given the current political climate, so we opt to not use anything in our SIS to identify a student as DACA.
14:59:07 From Paulette Lino : good point Ali. Would colleges have the option to not use this function for DACA?
15:00:11 From Paulette Lino : Chabot is a sanctuary school and it may be an issue if this gets implemented. I agree with Ali that we have students not wanting to identify as DACA
15:02:15 From Betty Glyer Culver : I would like to support Ali's concern/questions and suggest we consider further followup regarding DACA. Do we need further review on this from a legal perspective related to identifying a student as DACA in our SIS. maybe the option to not use as suggested.

Response:  Thank you Ali, Betty and Paulette.  This is a perfect example of why this committee is so valuable to the system overall, and why we need experts like you to ensure all sides of issues are considered before adding or removing questions to the application. 

Can I would like to suggest that you three take the lead on this issue and determine the best way to move forward with this issue.
Could you please review this change from a needs perspective and bring back to this group your findings?

15:02:20 From Mitch Leahy : Here it is: https://cccnext.jira.com/wiki/spaces/PD/pages/855999167/CCCApply+Advisory+Committee+-+Meeting+Agenda+-+March+28+2019?preview=/855999167/855967601/2018_Residency_Overview_Document_FINAL.pdf

Patty will follow-up with Anna, Chris, and Betty to follow up on their offers to connect with specialists in the area of Dual Enrollment and invite them to participate in discussing this issue further.

If anyone else has any suggestions regarding how we can enhance CCCApply to better support dual enrollment students, please contact Patty Donohue, pdonohue@ccctechcenter.org.

Next User Group Meeting

15:12:32 From Michael Ward : This time works fine for me!

Thursdays 1:00 pm - 3:00 pm

UPCOMING MEETINGS

CCC Core Applications Update

Student Success Product Group - Jennifer Coleman, Director

Jennifer Coleman provided an update on the CCCTC  Programs Director, provided an update on the "Core Applications" suite of on-boarding tools that make up the Student Success division of the CCC Technology Center.  The Student Success applications include:

• CCCApply
• OpenCCC
• MyPath
• Multiple Measures Initiative
• eTranscripts 
• SuperGlue

Unifying Student Success Products

At the start of the 2018-19 fiscal year, the funding structure for the three primary technology grants (OEI, EPI, and CAI) that were awarded to the Tech Center in 2013-14, changed, which allowed us the opportunity to re-focus the vision for our student-centric, on-boarding services more globally, from the student and faculty/staff perspectives. We've been working on breaking down many of the silos that existed across our product offerings because of the previous structures and separate funding.

Opportunities to streamline across the product set.  Re-exploring the ways our tools are developed and structured. Working together to meet needs as a group. Working more closely across these  products. 

Already looking at FY19/20 - integrating tools, services, objectives.  Including this important group as we move forward.

Over the course of this year, the Student Success products group has been working together to ensure that our core product offerings are much more integrated moving forward. 

• For the student user perspective, our focus is on looking for opportunities to streamline and enhance the user experience through improvements to user interfaces.  
• From the college faculty/staff perspective we are focused on ways to assist colleges meet their vision for success goals, such as Guided Pathways and assisting wherever we can to support your efforts around the student centered funding formula and all of the the integrated reporting that you're required to do.
• From systemwide perspective, we are committed to continuous improvement and integrating feedback into our development and implementation projects.
• Good design and good decision making as it relates to enhancing our products going forward.

• CCCApply - Patty Donohue - pdonohue@ccctechcenter.org
• OpenCCC - John Sills - jsills@ccctechcenter.org
• MyPath - Mike Caruso mcaruso@ccctechcenter.org
• Multiple Measures Placement Service - John Hadad- jhadad@ccctechcenter.org
• SuperGlue - Jane Linder - jlinder@ccctechcenter.org

Multiple Measures Placement Service (MMPS) - AB 705 (Ed Results, CCGI, and other partners) - validating software and integration types of delivery data in various ways.

SuperGlue for CCCApply

Jane Linder, Product Manager, presented some information about system integration for the Core Applications (student success products) and provided some general information about what SuperGlue is and how it is being integrated into our vision of continuous improvement. 

• SuperGlue is a real-time data delivery mechanism for tools and services offered by the Tech Center.  It is an alternative to the Download Client.  it delivers 
• Currently SuperGlue is delivering CCCApply data directly to the college's SIS, as well as the CC Promise Grant and the International App data set. 
• Colleges like it because they get the full set directly into the SIS. 

Contact Enabling Services:  Andy Newman, Manager = anewman@ccctechcenter.org

List of colleges working with MMPS/Glue:

CCCApply News

The following items were discussed during the meeting.  Links to additional information are also provided below.

Description

CCCApply Workshop 2019

IMPORTANT

The annual CCCApply Workshop has been postponed for 2019. 

Unfortunately - the facility and host college that was originally confirmed for this year's workshop fell through (CCCApply Steering member retired unexpectedly) and on December 31, 2018, we found ourselves without a sponsor college.  This, as well as the changes happening at the CO relative to restructuring the Steering Committee, contributed to the delay in ascertaining an alternate host and facility.

Discussions about alternatives are currently underway, including:  

• Seek volunteers to host a Fall 2019 workshop 
• Work with the Tech Center, Chancellor's Office, and User Groups to plan a "virtual" workshop/conference 
• Worst case:  Take a year off and start planning the 2020 event.

CCCApply product manager is working with the Core Applications director and other product teams to look for ways to collaborate on a combined event for Fall 2019 or Spring 2020. 

Updates will be shared with this committee as they evolve.

CCCApply Redesign Project

Find more information about the CCCApply Redesign Project here:

CCCApply Redesign Project Dashboard

The CCCApply Redesign project is ongoing.  The Redesign Workgroup continues to meet monthly - at a minimum - to discuss the overarching goals for ensuring CCCApply can meet the requirements laid out in AB 3101 by July 31, 2019. 

By the end of Q3 (FY18/19) CCCApply has made the following changes and enhancements to the Standard Application:  
CCCApply Redesign Changes in FY18/19

More information on the Redesign project is provided in the section below, including additional links to documentation.

The Redesign Workgroup continues to meet regularly to discuss immediate, short-term changes to CCCApply to ensure we are meeting the objectives of AB 3101. 

If you are interested in joining this Workgroup, we are looking for additional expertise in Admissions & Records and would welcome additional participation for the remainder of the Workgroup.  

If you are interested in joining the Workgroup, please contact Patty Donohue, pdonohue@ccctechcenter.org  and I will add you to the recurring invite. 

Noncredit Application Update

More information about the status of the Noncredit Application development, as well as the activities of the Noncredit App Pilot Project are here: 

Noncredit Application - Project Dashboard

Noncredit Pilot Project - March 4 Meeting

Noncredit Pilot Project - March 22 Meeting

The first version of the CCCApply Noncredit Application was released to the pilot environment on February 19, 2019 as part of the CCCApply Release 6.4.0 Pilot release. The current version is now in pilot for all colleges.

On March 1, the "CCCApply Noncredit Pilot Project" commenced and 10 districts are now actively reviewing the first version, as well as performing user acceptance testing to ensure the application is viable from a technical perspective and ready for IT implementation by all colleges. 

Three New Features Identified

The Noncredit pilot colleges have met twice since the application was released to pilot in February.  During the first meeting, the pilot colleges identified three critical feature enhancements that would be considered "deal breakers" if not implemented.  These include:

Currently, requirements for these three feature enhancements have been documented, groomed, and development has begun to ensure functionality is included in the production launch (tentatively scheduled for June 28, 2019).

CCCApply Quarterly Milestones FY18/19

CCCApply has outlined objectives and priorities for the development project for FY18/19.   One change this year - driven largely by the CCCApply Redesign Workgroup under the direction of the CCC Chancellor's Office - has committed to quarterly release plan.  

See the section below outlining the high-level summaries from each release scheduled for this fiscal year.

Topics we didn't get to during the meeting:

These items were originally on the agenda but were not discussed due to time constraints.

1. 2018-2019 CCCApply Roadmap 
2. Why abandon CCCApply? 

The Chancellor’s Office, the CCC Technology Center, and the Foundation for California Community Colleges, in collaboration with the community colleges and in partnership with ideas42, are redesigning the CCCApply experience with a student-centered approach in mind. 

The CCCApply Redesign Workgroup is being led by CCCCO Vice Chancellor, Omid Pourzanjani.  More information about the redesign effort can be found on the CCC Digital Futures website:  https://digitalfutures.cccco.edu/

Project Summary: CCCApply Redesign Project Dashboard  

Objectives:

1. Shorten the application by removing all questions that are not mandated to be included on the application
2. Implement a residency-exempt application process for noncredit students

Redesign Changes

Low-handing Fruit and other User Interface Changes

Upcoming changes:  Removal of the Needs & Interests page

CCCApply Noncredit Application Dashboard

Wanna see how the user interface and data fields are modified in the Noncredit Application? 

Pilot Project Plan: CCCApply Noncredit Application

Discussion

NEED: Current Status / Update on the Ideas42 Study on CCCApply

We hoped the behavioral study would provide feedback from students - like:

• What other areas could benefit from skip logic?
• What areas could benefit from new question text? 
• What areas in particular are students needing support?
• What areas in particular were creating barriers for students?
• Where are the results from student focus groups? What were the questions asked?
• Where are the results from staff & admin focus groups?  What questions were asked?
• Was a comparative analysis done on other admissions, financial aid, on-boarding technology programs?  What questions were asked?  Where is the RFI / matrix breakdown comparison?

Q1 - Annual Update Release - September 2018

• CCCApply Redesign - Phase 1 - Release 1
• Spam Filter Web Service
• New CCC Administrator - Core Services - SSO Authentication
• CCCApply Administrator 2.0 Upgrade
• Meta Majors / Category Filter

Q2 - Redesign Release - December 2018

• CCCApply Redesign - Phase 1 - Release 2
• Race & Ethnicity Expansion Project
  • Change Specifications: 2018-18R: New Race & Ethnicity Implementation
• UI Styles & Branding Update - Part 1: Align with MyPath Styles
• 2019-2020 Promise Grant (BOG) Application 

Q3 - Redesign Release - March 2019

• CCCApply Redesign - Phase 1 - Release 3
• Noncredit Application - Pilot Phase
• Maintenance & Support (Bug Fixes)

Q4 - Planned - Redesign Release - June 2019

• CCCApply Redesign - Phase 1 - Release 4
  • Account Info/Mailing page update
  • Remove the Needs & Interests page; allow colleges to "opt-in" to keep/display questions upon request*
• Noncredit Application Production Release
  • Pending:  Implement ability for different Majors/Programs of Study to display in the Noncredit App (vs. Standard App)
  • Pending:  Implement ability for different Supplemental Questions to display in the Noncredit App (vs. Standard App)
  • Pending:  Implement a unique Welcome/landing page for the Noncredit application
• Legal Mandates - Change Requests
  • Update the California Foster Youth language and logic per SB 906
  • Remove barriers for minors in foster care by revising the language in the Parent/Guardian Information section
  • Add a response option/value to the Gender field for "Non-binary" population per state/federal requirement
  • Update the Visa Types eligible for residency (Table F) in the Citizenship section
• Deliver International Application data set to SuperGlue
• Technical Updates - Java Upgrade (discuss Comm plan)

Projects for FY19/20

This is a tentative roadmap. The budget and the scope has not yet been finalized.

• CCCApply Redesign - Phase II
• Mobile-friendly application
• Spanish translation
• OpenCCC Account Redesign 
  • Edit Account redesign
  • Account fields review
  • SSN question redesign
• Universal Form Engine
• International Application Enhancements - Document Upload feature

Legal Requirements Review

• 2018 Residency Overview:  2018_Residency_Overview_Document_FINAL.pdf

  • What do we need to know?

  • What MUST we do?

• AB 3255 - Omnibus Bill  

  • What do we need to know?

  • What MUST we do?

• SB 85 & the Updated VACA Act (SEE CCCTC-Email-Education Code 68075 Effective Jan 2019.pdf)

Time Permitting

• Dissecting AB 3101

  • Interpreting this bill

  • How the CCCApply Redesign project is addressing the bill

  • How the Noncredit Application is addressing the bill

2019 New Change Requests

• Remove the Needs & Interests page (all questions/sections) per Chancellor's Office request to address AB 3101
• Update Foster Youth Status question text and priority registration logic per SB 906
• Update Parent/Guardian Information (Dependency Status) language (to remove Care & Control bug for foster youth minors)
• Add new value to the Gender field responses: Non-binary
• Add new/missing Visa types to the Citizenship Status question, Table F, and the residency logic (triggers display of the Residency page)

Pending Issues that Need Review

• Concurrent enrollment issues: 

• Can a high school student have a college degree while still in high school?

• How often is a concurrent student a returning college student?

Discuss issues with the Report Center 

2018 Parking Lot Carry-Over

Change Request Parking Lot 

• 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.

Residency Review Sub-Committee - July 25, 2018 - Meeting Recording

Note: This recording is over 2.5 hours.

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. 

2019 Meeting Schedule

NEW Schedule.  Reminders and invitations with call-in zoom info will be sent out in advance of each meeting.  Mark your calendars now!

Date

Time

Description

Location

Tuesday, February 5

1:30pm - 3:30pm

CCCApply User Group Meeting - Q1 

Online

Wednesday, May 1

12:00pm - 2:00pm

CCCApply User Group Meeting - Q2

2019 CACCRAO Conference - (Last Day Luncheon) - Room TBD

Tuesday, August 13

1:30pm - 3:30pm

CCCApply User Group Meeting - Q3

Online

Tuesday, November 12

1:30pm - 3:30pm

CCCApply User Group Meeting - Q4

Online

Post CACCRAO Conference - April 29 - May 2, 2018

Sacramento, CA - Holiday Inn Oldtown

November 29

CCCApply Steering Committee Meeting

2:00 ppm - 4:00pm

ONLINE