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Online Meeting Information

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titleMeeting Information

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

Upcoming Meetings: 2019-2020 CCCApply Sub-Committee Meeting Schedule

Project Overview

In an effort to improve ambiguous and unwelcoming language in CCCApply in support of undocumented, DACA and nonresident aliens, Immigrants Rising has suggested a series of changes 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 RisingChange Request:  2019-37: Proposed Changes to Support Undocumented Students from Immigrants Rising: 
  • Citizenship language revisions
    • Softening language
    • Social Security Number
    • Citizenship language revisions
    • Softening language around Parent/Guardian Information (Dependency Status)
  • Related Language Changes:  Date of Birth question 
  • Set priorities and f/u action items 

New Change Requests: Language & Text Changes

Gather feedback

  • CCCApply question language and other onscreen text

  • Softening language in support of undocumented students

  • Revising the “Legal Name” label and Help text

  • Parent/Guardian Information (Dependency Status)

Social Security Number Question

Social Security Number: 
  • Overall - too much language on screen within the prompt text.
    • Acknowledge Financial Aid Checkbox -


    Social Security Number Question

    1. Social Security Number: 
      1. Overall - too much language on screen within the prompt text.
      2. Acknowledge Financial Aid Checkbox - is misleading
      3. Language in the “SSN Exceptions” checkbox question could be misleading to “Non-resident Aliens” and “undocumented” students fit this category

      4.  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 ”

      5. Use a conditional formula to program does ask me again if I don’t have a social security number.
    2. Update Privacy Policy:  Privacy Policy is lacking certain federal requirements
      1. Add FERPA and SB 54 language to the privacy policy
    3. 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.
      1. Revise the language in the Parent/Guardian Info question text (see below)
    4. Citizenship Status Question:  
      1. Add "Immigration" to the section and question labels: "Citizenship & Immigration"  and "Citizenship & Immigration Status"
      2. 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 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."
      3. 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/AB68.  Ensure the font size is normal size and not extra small.
    5. 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.

    Revise the language and increase the font size for "No Documents" checkbox to read, "No Documents, including undocumented, DACA, and AB540 / SB68."

    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)

    Change DescriptionChange SuggestionOur ResponseRequirement Notes

    Revise the Citizenship section label to:  "Citizenship & Immigration"

    1. Add "Immigration" to the Citizenship section label to: "Citizenship & Immigration"
    2. 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.


    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 language & move the checkbox up under Visa Type link

    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 theIncrease the font size of this checkbox question text. 


    Concern : The language and placement in of the "No Documents" checkbox question, that appears only if the user has a citizenship status other than US citizen   Currently, citizen, would be more clear and visible if additional info was added and the placement on the screen was more prominent.    Currently, If the user chooses "Other" for citizenship status, 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:

    1. Revise the language in the No Documents checkbox question to:  "No documents, including undocumentedincluding undocumented, DACA, and AB540 / AB68."
    2. Increase font size to normal text
    3. Move the no documents box checkbox question (with new proposed language) up , below under 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: 

    1. Overall, are we approved to make this language change?
    2. 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, 

    12.10.19:  During the Dec 10 meeting, the group discussed some concern about whether to add "DACA" to the "No Documents" checkbox language or add DACA as a status under the Citizenship & Immigration Status values and collect number and dates (similar to Visas, Permanent Resident info, etc.). 

    Discussion Notes:

    Nancy from Immigrants Rising: Suggestion is limited to Clarifying or expanding the language on the existing "No Documents" checkbox to "include undocumented, DACA, and AB540/SB68)

    Folks on the call had mixed feelings - some wanted to incorporate DACA as a Citizenship status value and some definitely did NOT want ask students to identify their DACA status


    Mitch from Santa Rosa suggested we: Implemented DACA as a Citizenship status - and collect the DACA number and issue/exp dates, - already implemented for Visa, Alien Reg, etc?

    Cons from the group: 

    • "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"


    for Dec 17:

    Nancy talked to experts in the field to get feedback - and there is still concern from students and practitioners against asking students to identify as DACA and feel the checkbox language change is more appropriate. 

    NEED:  Chancellor's Office needs to weigh in on this issue: 

    1. Overall, are we approved to make this language change?
    2. What is the CO decision on whether we should ask students to self-identify and collect information as a Citizenship status, or add DACA to the "No Docs" label only. 

    Bring to CO with Pro and Con  feedback from the sub-committee group


    Revise "California Residence" label to "California Residence for Tuition Purposes"

    Concern: In reading the date below the label, many students assume they will 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 (question) Help language that appears when user clicks on the Help (question mark) icon: TBD

    3) Create a page or pop-up Help that lists the requirements for CA residency for tuition purposes, with info regarding non-resident tuition exemptions (including AB 540/SB 68) and link to this from the onscreen question text or the Help text.


    Image Added

    Dec 17 Meeting F/U Items:

    1. Review and get feedback on the changes proposed in the mock-up based on suggestions from Immigrants Rising;
    2. Discuss suggestions for Help text (see below) and the Residency document.
      NOTE: A (question) help icon will be added to this question and the language should be defined to support undocumented and other groups. A hyperlink can be implemented within the onscreen text or in the Help language to the Residency Requirements - suggested below.


    3. Review suggestion for having CACCRAO either write the "Residency Requirements" document Link to California Residency for Tuition Purposes Requirements
      PROPOSED: CONTACT CACCRAO to see if they would author this document.

    Image Removed

    Suggestion: Residence in California

    When determining the length of time you, or your parent or guardian, 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.

    (Review the SAAM, CACCRAO, and other references for best language).



    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 :

    Add Undocumented Student Support”in programs and services




    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)

    Expand
    titleAccording to the CCCCO website, Special Populations include (READ MORE)

    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.

    • If you’re a veteran, you’re eligible to apply for the GI Bill, which will help cover the cost of your education. We also have invested heavily in building veterans service centers on campus, staffed with other veterans and specialized counselors and resources to get you to your goals.

    • Homeless students and students who are at risk of becoming homeless, also can access a variety of services, ranging from food pantries and free farmers markets to financial aid and vouchers.

    • Undocumented students, too, are welcome at our community colleges and can access a bevy of supportive services. In addition, the California Dream Act allows eligible undocumented students to pay in-state tuition.

    User Stories

    User / StakeholderStory

    Undocumented Students

    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 / DescriptionChange SuggestionOur ResponseRequirement Notes
    1Date 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: 
    We changed the functionality last year when we removed the restriction for users under 13 to create an OpenCCC account.

    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
    2Permanent AddressChange 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:

    • After “By CA law...circumstances.” Add “ This information is protected by federal and state laws.”
    • Put “The following... residency.” into separate paragraph.
    • After “Your response..college”, add “ Non-residents who meet eligibility requirements can apply for AB540/SB68.” 

    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: 


















    Expand
    titleClick here to expand to see CCCApply Redesign Project Objectives...

    Fall 2019 Release Recap

    (See all Release Notes from past CCCApply releases)

    CCCApply Redesign Project

    1. Objectives for FY19/20 are focused on some key goals and themes:

      1. Finish up the CCCApply Redesign Project work -in compliance with AB 3101
        1. Work completed in FY18/19
        2. Work completed in Fall 2019
        3. Work planned for Spring 2020 (see below)
    2. Implement industry-standard design principles and lessons learned from Student Journey Project, Ideas42 study and collaboration with partners (CCC Foundation, CCGI, Immigrants Rising, etc.)
      1. CCC Design Principles  AND  CCC Diagnosis Deck
        1. Student-centric design decisions
        2. Removing Barriers
        3. Student-User testing & feedback
    3. Compliance with state and federal statutory requirements
    4. Continuous maintenance & support

    Milestones: Progress Made Addressing Key Concerns

    1. Streamline & shorten admission application
    2. Support noncredit students with residency free application
    3. Delivery mobile-friendly application
    4. Support ESL/Spanish-speaking Students
    5. Deliver data to colleges quicker (including in-progress application data)
    6. Improve OpenCCC Account system (remove barriers)
    7. Continuous improvement - more frequent updates



    Spring 2020 Release

    2020 Development Roadmap (Tentative Projects for FY19/20)

    Expand
    titleClick here to see Spring 2020 Planned Release...

    Upcoming Release:  Spring 2020  (Tentative March or April 2020)

    Planned Development:

    1. Implement 2020-2021 Promise Grant Application
    2. Internationalize CCCApply to Spanish - Spanish Translation for all CCCApply Applications
    3. Implement new “Highest Grade Completed” question to  Self-reported MMI questions in CCCApply
    4. Enhance CCCApply to share "in-progress application data" with colleges
    5. Integrate with new OpenCCC Account system
      1. Revise SSN question layout & language; move from OpenCCC to CCCApply apps
      2. Move Previous Name field
    6. Update CCCApply.org to mobile-friendly, student-centric design
    7. Support California Homeless: Remove residency barrier for California Homeless in Address sections 
    8. Support Dual Enrolled Students: Implement skip logic in Colleges Attended section
    9. Support Undocumented / Nonresident Aliens: Remove language barriers across CCCApply
    10. Update Privacy Policy & Terms of Use for full compliance
    11. Streamline language and layout on the Consent & Submission page for mobile view

    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