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Problem / Issue

As part of the effort to streamline and enhance CCCApply for colleges, including getting data to colleges faster with more automation, the ability for colleges to access student's in-progress application data is critical to providing support for the application and on-boarding process.  Purpose

An ongoing concern raised by colleges using CCCApply is the inability to view/access in-progress applications in order to support students during the admissions process.

Target:  Students who start applications and do not finish them in one sitting.  The hit a point in the application where they stop, save and leave the application.

Need:  Colleges need an immediate, user-friendly, way to view the in-progress application information, so that A&R can reach out - right away - to support the student get through the application process.

NEED: Colleges need student's consent before they can view/see/collect the student's information.  

HOW:  Add a checkbox (data field) to the Enrollment page - right before or as they hit Continue or Save  (how this should look is being determined, meaning should this checkbox question appear on the page all the time or pop-up when the student clicks Continue or Save?)

The language in the Consent checkbox would include one of the statements below (drafts):

I authorize the California Community Colleges to release my contact information to one or more CCC colleges and/or affiliates that may wish to contact me before and/or after I have submitted my application to the College.

OR

I authorize CCCAPPLY to release my contact information to XXX COLLEGE and/or affiliates that may wish to contact me before, during, and/or after I have submitted my Application for Admission to this college.

Workflow:  An application becomes an official application AFTER the user either Saves or Continues from the Enrollment page.  Is this the point where the In-Progress DB stores the data?

We need to implement new - or additional - consent to release information language and mechanism for students, and implement automated way to deliver the data to colleges through both data delivery methods (Download Client and Glue). Also colleges may need a user interface to view in-progress apps.

Next steps:

Query colleges on what they need out of this project?
What are the goals for doing this?
What do you need in terms of data to accomplish these goals? 

A full account of all fields 
Subset of data fields

Ever since OpenCCCApply was developed under the CCCTC, colleges have requested the ability to see when a student starts an application to their college but doesn't complete / submit that application. The ability to see in-progress applications was previously delivered in the Xap CCCApply system in their administrator tool.  At the time OpenCCCApply was designed, this capability was removed based on the understanding that providing that data to the college prior to their consent to release information permission was obtained and submitted via electronic signature, that this process was an infringement on the student's privacy (per FERPA and ? what other legal organization or mandate?).

However, many other state and national admission application products are allowing colleges to see in-progress data (example CSU, and the Common Application) and therefore a call to implement similar functionality in CCCApply is being requested.

• Deliver CCCApply web app as a  stepping stone to on-boarding process
• Get colleges the data they need for Admissions (college operations)
• Get colleges the data they need for on-boarding
• Get colleges the data they need for residency
• Flexibility - move questions around - add defaults - tweak question and response option language - conditional questions/logic  (Survey Gizmo)
• Access to student information prior to submission -

Requirements

• Adjust the current CCCApply Privacy Policy to include language that will disclose what we want to give college(s) and students, as well as "how".

• Implement an additional, legal, consent mechanism (pop-up box or question) where students are informed and provide consent to share data with college (directory information, in-progress application data, and full submitted application data) with the college they intend to apply to.

(Jane Linder - 9.6.19 meeting - is working on a high-level flow chart of the data flowing from Account > Apply > chunks of data > to college)

Proposed Solution

In order to pass in-progress application data to the colleges using the current CCCApply applications, several changes would have to be implemented, including language disclosure, placement of language and mechanism to obtain consent, and new development to integrate real-time data with colleges via Super Glue or other automation method.

• Revise onscreen Consent page for current and mobile versions of Apply
• Add Consent language to Terms or Privacy Policy*
• Add mechanism to obtain Consent (with language) on the Enrollment page or the My Applications page
• Explore different levels of consent at different points in the process (OpenCCC account creation, enrollment page, submission)
• Implement ability for data delivery using SuperGlue to allow colleges automated access to student data earlier in the application process
• Implement user interface or other mechanism for college Admissions staff to see in-progress application data 

See "Revise Consent to Release Information Language in CCCApply" for second part of this project.

Screenshots

Dependencies, Risks and/or Reporting Requirements?

Supporting Documentation