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Request No.2018-20
Target release6.2.1
Application(s)Standard Application
Environment(s)Production
Steering Approval NEW
DocumentationCCCApply Data Dictionary
Change to Download FileN/A
Change to Residency LogicN/A 




Table of Contents


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Problem Statement or Business Need

Colleges are required to access and report on the LGBTQ data (AB620) beginning August 2018.  Currently, these two fields are not available to colleges via the CCCApply Download Client for security reasons. 

MIS has changed reporting requirements and colleges are scrambling to get the data. 

The CCCApply Steering Committee called a meeting on April 3 to discuss this new requirement.  During the meeting, the committee requested that these fields be added to the DLC asap - even requesting a special hot fix to ensure they have the data needed as soon as possible.  In addition, colleges request minor text changes to update the onscreen language in the AB620 section, to disclose that the data would be collected and stored to comply with federal and state reporting requirements (and would also be used for student equity outcomes data).  

  • Development & Release Estimate: Patty explained the situation with the current release (stretched to the minute and on the verge of pushing back the release date to finish development and testing) however took the action item to review the request with the development team to get an estimate on effort in order to propose a hot fix release immediately after the June 29 product launch.
  • Alternate Options:  Get the data into the Data Warehouse for college researchers to access the data in the interim until the data could be added to the DLC.  

Proposed Solution

  • UPDATE:  For security reasons, the AB620 data fields (sexual orientation> and <transgender>) can NOT be added to the Download Client. 
  • The Chancellor's Office has requested/required that the data be integrated with Project Glue for real time data transfer to the colleges student information systems.  
    • Project charter was written and approved last week (April 23). The charter summary reads: 
      The Phase 1 goal of the Glue Support for CCCApply/OpenCCC project is to deliver unencrypted LGBTQ data fields to the participating colleges via the Glue College Adaptor. This data will be delivered directly to the College SIS as part of a full set of CCCApply data.
    • Scope of the project includes: 
      • Apply data set including LGBT (AB620) fields (un-encrypted)
      • Partial glue implementation - 
      • Not a replacement for the download client (yet)
    • Two development teams are collaborating on the work:  Apply and Glue teams.
    • Note: The Apply team is impacted in completing development on the new Administrator and the CCCApply 6.2.0 release
  • Pending: Access to the Data Warehouse for interim access of AB620 data 

Requirements Summary

#TitleUser StoryImportanceNotes
1Revise onscreen text/language in Gender section associated with the two AB620 questions in Apply to accurately disclose how the data is used after collection.As a student applicant, I need accurate disclosure of how my personal data responses to the Sexual Orientation and Transgender questions will be collected and used after submission of my CCCApply application.HIGH
  • Need specific requirements for September 2018 release
2




Change Specifications

DescCURRENT PROPOSED CHANGES
Revise the onscreen text that appears in the bulleted list below the main statement.

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 only used for summary demographic reporting.
  • Your responses are kept private and secure.
  • Providing this information is optional.
  • It is not available to admissions personnel and will not be used for a discriminatory purpose.
TBD

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Changes to Data Download File

No changes to the download files will be made for this "onscreen text" update only.

Changes to Logic

N/A


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Supporting Documentation 

Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request. 

DescriptionFile or Link
2018 SpecificationAB620 CCCApply Implementation (2013)