Online Meeting Information
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Date & Time: Tuesday, December 10, 2019 3:30 pm - 4:30 pm Location ZOOM: https://cccconfer.zoom.us/j/6770513851 MEETING ID: 677-051-3851 Use VoiP or Call TOLL Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll) |
Upcoming Meetings: 2019-2020 CCCApply Sub-Committee Meeting Schedule
Project Overview
In an effort to improve confusing ambiguous and /or ambiguous unwelcoming language in CCCApply in support of undocumented, DACA and nonresident aliens, CCCApply has been working various student advocacy groups, including Immigrants Rising , to review has suggested a series of change suggestions related to softening on screen question text and implementing more welcoming language (especially the legal language that can often times be scary to undocumented and DACA students (among other special population studentschanges that include text changes in the Citizenship section, and several other related questions/areas.such as the Social Security Number and Parent/Guardian Information (dependency).
Sub-committee Objectives:
- Meet with sub-committee to review information collected so far
- Overview of the CCCApply Redesign project and the progress made so far (implemented and planned work)
- Contributors & stakeholder contributions: (Ideas42.org - 5 Key Barriers; Immigrants Rising - student advocacy group; etc.)
- Gather and document requirements by stakeholder, application, downstream impacts
- Review Language Changes Proposed by Immigrants Rising
- Change Request: 2019-37: Proposed Changes to Support Undocumented Students from Immigrants Rising:
- Citizenship language revisions
- Softening language around Parent/Guardian Information (Dependency Status)
- Change Request: 2019-37: Proposed Changes to Support Undocumented Students from Immigrants Rising:
- Related Language Changes: Date of Birth question
- Set priorities and f/u action items
New Change Requests: Language & Text Changes Gather feedback
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Changes Proposed - Discussion & Outcomes
The following changes were proposed by Immigrants Rising related to Language and question text to support undocumented students across the state.Revise the language and increase the font size for "No Documents" checkbox to read, "No Documents, including undocumented, DACA, and AB540 / SB68."
Revise the Citizenship section label to: "Citizenship & Immigration"
- Add "Immigration" to the Citizenship section label to: "Citizenship & Immigration"
- Add "Immigration" to the Citizenship Status question label, to: "Citizenship & Immigration Status"
This change was positively received by the CCCApply Steering/Advisory Committee in July 2019, and the sub-committee that attended this meeting on 12/10/19.
See mock-up below.
Social Security Number Question
- Social Security Number:
- Overall - too much language on screen within the prompt text.
- Acknowledge Financial Aid Checkbox - is misleading
- Language in the “SSN Exceptions” checkbox question could be misleading to “Non-resident Aliens” and “undocumented” students fit this category
ADD undocumented students to: International Students, nonresident aliens, and other exceptions...this box”. So it would read: International Students, undocumented students, nonresident aliens, and other exceptions, ...this box ”
- Use a conditional formula to program does ask me again if I don’t have a social security number.
- Update Privacy Policy: Privacy Policy is lacking certain federal requirements
- Add FERPA and SB 54 language to the privacy policy
- Parent/Guardian Information: Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68.
- Revise the language in the Parent/Guardian Info question text (see below)
- Citizenship Status Question:
- Add "Immigration" to the section and question labels: "Citizenship & Immigration" and "Citizenship & Immigration Status"
- Add "additional question text" under the Citizenship & Immigration menu for students who are concerned that it is unsafe to state this information and don’t know how it will be
Suggestion :
- shared. Add this language under the citizenship box: (derived from gender and sexual orientation questions)
- : "This information will be used for admissions and state reporting purposes.
- Your responses will be kept private and
- will not be used for discriminatory purposes.
There are two options: the same language with, and without, bullets separating each sentence.
- "
- Revise the language
- in the "No Documents" checkbox
- that appears if
- "Other" is selected in the Citizenship Status question to include undocumented, DACA, and AB540/
Also, move the checkbox and new language up on the page, directly under the
Increase the font size of this checkbox question text.
Concern : The language and placement in the- AB68. Ensure the font size is normal size and not extra small.
- Residency Page Title
Changes Proposed - Discussion & Outcomes
The following changes were proposed by Immigrants Rising related to Language and question text to support undocumented students across the state.
Then you have to scroll ALL the way down this visa list to choose other again.
Suggestion:
- Revise the language in the No Documents checkbox question to: "No documents, including undocumented, DACA, and AB540 / AB68."
- Move the no documents box (with new proposed language) up, below the Visa Type hyper link, but above the Visa Status menu to be more visible and clear.
Nancy talked to experts in the field - to get feedback - still have concern from students and practitioners
NEED: Chancellor's Office needs to weigh in on this issue:
- Overall, are we approved to make this language change?
- The question of whether we should not include DACA here, but rather implement DACA as a Citizenship status to guide us on final approval. Mainly we need them to weigh in on the DACA issue.
Bring to CO with Pro and Con feedback from the sub-committee group
DACA as a Citizenship status where we would collect number, issues dates,
But DACA is not a citizenship status, it's an immigration status and it's not required for Admissions. This is still a risk. But could
Concerns: Students worried about self-reporting and that we would have their information.
Also a risk that financial aid would not be disbursed due to a mis-match in residency and FA application.
Vs.
Clarifying or expanding the language on the existing "No Documents" checkbox to "include undocumented, DACA, and AB540/SB68)
Revise "California Residency" label to "California Residency for Tuition Purposes"
Concern: In reading the date below, many students could assume they meet the residency if they have been in CA since this date (as if it’s physical presence alone that decides it)
Suggestions: 13) ADD to “California Residence” for Tuition Purposes 14) Add a link to what requirements are for CA residency for tuition purposes, with info regarding non-resident tuition exemptions (including AB 540/SB 68)This information will be used for state and federal reporting purposes. It is optional and voluntary and will not be used for a discriminatory purpose. "Gender" in this context, means a person's sex, or a person's gender identity and gender expression . Decline to state
Sexual Orientation
By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.
- This information is used for summary demographic reporting and will not be used for a discriminatory purpose.
- Your responses are kept private and secure.
- Providing this information is optional. 1. Please indicate your sexual orientation
This information will be used for state and federal reporting purposes. It is optional and voluntary and will not be used for a discriminatory purpose. "Gender" in this context, means a person's sex, or a person's gender identity and gender expression . Decline to state
Sexual Orientation
By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.
Change Description | Change Suggestion | Our Response | Requirement Notes | |||
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Revise the Citizenship section label to: "Citizenship & Immigration" |
| This change was positively received by the CCCApply Steering/Advisory Committee in July 2019, and the sub-committee that attended this meeting on 12/10/19. See mock-up below. | ||||
Add "additional text" to the "Citizenship & Immigration" question, below the drop down menu. | Concern : Students are concerned that it is unsafe to state this information and don’t know how it will be shared Suggestion : Add this language under the citizenship box: (derived from gender and sexual orientation questions) This information will be used for admissions and state reporting purposes. Your responses will be kept private and secure, and will not be used for discriminatory purposes. There are two options: the same language with, and without, bullets separating each sentence. | This can be shared back with the group for approval. We don't believe there are any open legal issues around this proposed change. | ||||
Revise the language and increase the font size for the "No Documents" checkbox question that appears if the user has a Citizenship status other than U.S. Citizen to read, "No Documents, including undocumented, DACA, and AB540 / SB68." Also, move the checkbox and new language up on the page, directly under the Increase the font size of this checkbox question text. | Concern : The language and placement in the "No Documents" checkbox question, that appears only if the user has a citizenship status other than US citizen Currently, If the user chooses "Other" for citizenship, and you don’t see the box, this visa information comes up right away. Then you have to scroll ALL the way down this visa list to choose other again. Suggestion:
| Nancy talked to experts in the field - to get feedback - still have concern from students and practitioners NEED: Chancellor's Office needs to weigh in on this issue:
Bring to CO with Pro and Con feedback from the sub-committee group DACA as a Citizenship status where we would collect number, issues dates, But DACA is not a citizenship status, it's an immigration status and it's not required for Admissions. This is still a risk. But could Concerns: Students worried about self-reporting and that we would have their information. Also a risk that financial aid would not be disbursed due to a mis-match in residency and FA application. Vs. Clarifying or expanding the language on the existing "No Documents" checkbox to "include undocumented, DACA, and AB540/SB68) | ||||
Revise "California Residence" label to "California Residence for Tuition Purposes" | Concern: In reading the date below, many students could assume they meet the residency if they have been in CA since this date (as if it’s physical presence alone that decides it) Suggestions: 1) Revise the question label from California Residence to "California Residence for Tuition Purposes" 2) Revise the hover help language that appears when user clicks on the Help (question mark) icon: TBD 3) Add a link to display the requirements for CA residency for tuition purposes, with info regarding non-resident tuition exemptions (including AB 540/SB 68) Link to California Residency for Tuition Purposes Requirements | Residence in California When determining the length of time lived continuously in California, disregard absences from California for education, business, or vacation that did not affect your intent to maintain residency in California and did not involve activities as a resident of another state. Residency Requirements https://docs.google.com/document/d/1aG2ar5_c0NxhIy3hZo0roMtaZcTVc-d_UrDeY2sI7VQ/edit?usp=sharing | ||||
Add Support for Undocumented, DACA Students in Programs & Services on Needs & Interests Page | Concern : No listing of support for undocumented students Suggestion : 15) Add Undocumented Student Support”in programs and services | Privacy Policy & Terms of Use | Consent to Release Information Page | Submit Your Application page
Open Questions
- What language is "required" for the DOB question? Who approves changes?
- Can the Parent/Guardian Information (Dependency Status) question be shortened? Could text be implemented as Help text?
- Who can be our ongoing project support /approves changes to the Consent / Submit language
Legal Considerations
- Office of Civil Rights is cited in the DED for the Date of Birth question - what do we need to know?
- Parent / Guardian Info
Stakeholders
Who are the stakeholders?
At-risk Students Identified by Immigrants Rising:
Undocumented, Nonresident Alien Students
- Students eligible for AB540 / SB68
More Special Populations (see CCCCO info below)
International F1, M1, J1 Visa Holders
ESL Spanish-speaking Students
Homeless students (John Burton Foundation)
Foster Youth students (John Burton Foundation)
Noncredit (Academic Senate)
Adult Education
Dual Enrollment
Gainful Employment
First Time in College
DSPS
EOPS
Support Services
Marketing / Communications (Outreach & Recruitment)
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Special Populations If you’re living with a disability, are a current or former foster youth, are homeless, an undocumented resident, or if you’re facing other challenges along your path to reaching your higher educational and career goals, the California Community Colleges is here to help you. The first step is learning about all the resources available to you and then accessing them. And there are plenty of available resources. For example, under the Americans with Disabilities Act, any discrimination on the basis of a person’s disability is prohibited. Not only can you not be denied access to the community college of your choice because of your disability, but we will provide any reasonable accommodations to meet your needs.
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User Stories
User / Stakeholder | Story |
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At a time when members of our undocumented communities are grappling with fear and uncertainty, the California Community Colleges has launched a number of initiatives to reassure everyone that our campuses will remain safe, welcoming places for people from all backgrounds to learn. Serving the largest number of undocumented students in the state, California Community Colleges are committed to serving all students, regardless of immigration status. Undocumented Student Action Week, October 14-18, 2019, is a systemwide campaign to advocate and provide support resources for our undocumented student population. During the week, California’s community colleges are encouraged to engage in advocacy and support efforts in solidarity with undocumented students throughout the state. | |
Minors / Under Care of PG |
# | Title / Description | Change Suggestion | Our Response | Requirement Notes |
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1 | Date of Birth | New OpenCCC design wants to remove the language for Birthdate question but the DED requires specific language and approval for changes by CO and the Office of Civil Rights. Additional information: When we moved to the mobile layout, we became aware of excessive text in mobile devices. Change language in the question for mobile and internationalization | See legal concerns in DED. Current Language "This information is used for protection of minors in online transaction environments, as well as to differentiate between persons having the same name. It is also used to comply with state and federal law pertaining to residency, guardianship, and admission of minors to college. This information will not be used in making admission decisions except as permitted by law." | LEGAL Language See DED |
2 | Permanent Address | Change to "Permanent Home Address" | Get feedback | |
3 | Revise language in the Parent/Guardian Information section | Fear of Disclosing Personal Information in Parent/Guardian Information Section Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68 Suggestions:
| Our Response: Update the text in the Parent/Guardian Information section (additional information) as suggested to support student identity and reduce ambiguity. By California law, determining your residency for tuition purposes is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. This information is protected by federal and state laws. The following questions will be used to determine whether or not you need to provide your information or your parent or guardian's information for the purpose of determining residency for tuition purposes. This information is protected by federal and state laws and will not affect your admission to college. Nonresidents who meet eligibility requirements may apply for AB540/SB68 | REQUIREMENT: |
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Fall 2019 Release Recap
(See all Release Notes from past CCCApply releases) CCCApply Redesign Project
Milestones: Progress Made Addressing Key Concerns
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Spring 2020 Release
2020 Development Roadmap (Tentative Projects for FY19/20)
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Upcoming Release: Spring 2020 (Tentative March or April 2020) Planned Development:
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California Community Colleges (CCC) is the largest system of public higher education in the United States. Our 115 colleges across 73 districts serve 2.2 million students, which includes two-thirds of the undergraduate students in the state of California. One in four community college students in the nation is enrolled at our colleges, and our tuition is the lowest in the country.
CCC institutions also serve the diverse needs of mid-career professionals looking to boost their skills as they move up the career ladder, immigrants striving to improve their English language skills, entrepreneurs looking to start a small business, and retirees looking to take up a new interest to maintain their cognitive skills