Online Meeting Information
This meeting will be held online via Zoom.
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Date Tuesday, February 11, 2020
Time 1:00 pm - 3:30 pm
Location ONLINE
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Zoom Information
Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/6770513851NOTE: 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.
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NOV 12 MEETING RECORDINGZoom Meeting Recording: https://cccconfer.zoom.us/recording/share/9Xd76UZg3xVOESB0BxySjKTvlzLdvMcJ3lO0olUR6RCwIumekTziMw |
Agenda
Roll Call & Minutes Review - August 13 Meeting Minutes
News
- Adoption Stats (New Colleges Calbright & NOCE)
- Webinar Series
Release Recap
- October 2019 Release 6.6 - Mobile Design
- Planned HOTFIX - Friday Nov 15 (Fix Dual Enrollment BUG)
Student-Centric Design Principles
Milestones: Progress Made Addressing Key Concerns
Planned Work & Highlights
CCCApply Internationalization (Spanish Translation)
New OpenCCC Account - Launch Status
- Apply Integration with New Account Dependencies
- Changes to some questions (SSN, Previous Name, etc.)
Share Access to In-Progress Application Data Project
Approved Changes
Change Requests Pending: Need Requirements
Call for Follow-Up Steering Meeting
- Schedule 2020 quarterly online meeting schedule
- Schedule Sub-Committee Meetings
3:30 pm
Close Meeting - Next meeting reminder
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| title | Roll Call |
2020
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
Kevin Kawa
SAC
Los Rios CCD
Tuyen Nguyen
Rancho Santiago CCD
Clark Ray
Santa Rosa CCD
Vince Orton
Cerritos CCD
Craig Hayward
Martha Rios (sub)
Jasmine Robinson
Janice Love (research)
Rancho Santiago CCD
Gary Bird
CCCCO
Patty Donohue
CCCTC - CCCApply
Tim Calhoon
CCCTC
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All User Group members above are members of the CCCAPPLYSTEERING listserv. Email: cccapplysteering@listserv.cccnext.net |
Submitted Application Cycle
See /wiki/spaces/PD/pages/173725262
July 2017 - June 2018 Weekly Application Cycle
- Late February / Early March
- Mid September / Early October
Time to Completion Data
CCCApply Adoption
All 115 CC Colleges are live on the Standard Application
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Two new colleges went live in September 2019:
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Spam Filter Project Update
Speakers: Machine-Learning Data Analysts: Harsha Gopianandan, Ananth Gopalakrishnan
- Update on Spam Filter Service
- Review Performance
- Model Enhancements
.
Notes from PPT:
Harsha Gopianandan from the Spam Filter Machine Learning team explained about false positives and false negatives and why we are seeing both across the system. He explained how the model works and encouraged colleges to keep tagging diligently so that model can learn from all new signatures.
Getting ready to update the model again with the Retraining Model with PII (December 2019).
We talked about sending false negatives to the Tech Center and we will bulk tag them and upload to the model, so the model can benefit from the identified false negatives
Roadmap
August 24 - Last Model UpdateNovember 15 - Data Testing EnhancementsDecember 10 - Retraining Model Update
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Spam SurveyCCCApply Spam Survey - Please complete the Spam Survey |
Send Us False Positives
If your college identifies a quantity (20 or more) of fraud applications that were NOT caught and suspended by the spam filter, please send them to us using the instructions below.
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SPAM Drop File Information Please provide bulk fraudulent applications in the format specified below:
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We ask that all colleges follow the file format below. If you would like to include any information other than confirmation #, please provide that information in a separate file. For ease of input in the model
Development Roadmap FY19/20
Spring 2020 Release Recap
Product Development: Goals & ObjectivesObjectives for FY19/20 are focused on some key goals and themes:
- CCC Design Principles AND CCC Diagnosis Deck
- Student-centric design decisions
- Removing Barriers
- Student-User testing & feedback
Milestones: Progress Made Addressing Key Concerns
- Streamline & shorten admission application
- Support noncredit students with residency free application
- Delivery mobile-friendly application
- Support ESL/Spanish-speaking Students
- Deliver data to colleges quicker (including in-progress application data)
- Improve OpenCCC Account system (remove barriers)
- Continuous improvement - more frequent updates
Spring 2020 Release
2020 Development Roadmap (Tentative Projects for FY19/20)
Upcoming Release: Spring 2020 (Tentative March or April 2020)
Planned Development:
- Implement 2020-2021 Promise Grant Application
- Internationalize CCCApply to Spanish - Spanish Translation for all CCCApply Applications
- Revised Social Security Number Question - Layout & Language
- Implement new “Highest Grade Completed” question to Self-reported MMI questions in CCCApply
- Integrate with new OpenCCC Account system
- Revise SSN question layout & language; move from OpenCCC to CCCApply apps
- Move Previous Name field
Update CCCApply.org to mobile-friendly, student-centric design- Support California Homeless: Remove residency barrier for California Homeless in Address sections
Support Dual Enrolled Students: Implement skip logic in Colleges Attended section- Support Undocumented / Nonresident Aliens: Remove language barriers across CCCApply
Update Privacy Policy & Terms of Use for full complianceStreamline language and layout on the Consent & Submission page for mobile view
Upcoming Release Highlights
New OpenCCC Account - Launch Status
- Overview of project
- Apply Integration
- Changes to some questions
- Move Social Security Number question to Apply (See Approved Changes below)
- Move Previous Name out of Account
/wiki/spaces/OPENAPPLY/pages/969212117
Discuss Phase 1
- New Consent to Release checkbox & disclaimer
- Project Glue Delivery / Report Center
- What are the requirements for the different student information systems?
- Banner: Lee McDonald joins us
- PeopleSoft: (volunteer)
- Colleague: (volunteer)
- Custom SIS: (Santa Rosa?)
- Salesforce/Other: (San Mateo CCD?)
- What are the requirements for the different student information systems?
Approved Change Requests
- Remove residency barrier for Homeless Students (Update)
- Remove hassles for Dual Enrollment Students (Update on Bug Fixes)
- Remove bug identified in recent release
- Allow edge case - dual enroll students can have a degree or certificate
- Revise & move SSN from OpenCCC to Apply
Update on Other Projects
CCCApply Report Center Upgrade
- Working on ways to integrate our two instances into one
- Doing backend work now to update authentication
- Customization requirements
- No release timeline now but coming soon - Coming Soon!
Data Sharing Projects with Partners
- CCGI Data Sharing from Partner High Schools
- Expanding Glue for Additional SIS Integration
- Universal Auto-population API
FY19/20 Quarterly Release Schedule
- Mobile Support for CCCApply Standard Application (and Noncredit)
- Mobile Support for CCCApply International Application
- Mobile Support for CC Promise Grant Application
- 2020-2021 CC Promise Grant Application Update
- Spanish-Language (Internationalization)
- CCCApply Standard & Noncredit
- CCCApply International Application
- CC Promise Grant Application
- OpenCCC Account System (v.1.0)
- Mobile Support for OpenCCC Account System (v.1.0)
- Revised Social Security Number Question - Layout & Language
- New/Replace HS Transcript Information Questions & Display Conditions
- Residency Logic Fix for California Homeless
- Language Updates to Support Undocumented Students - Part 1
- Replaced AB540 Eligibility Affidavit on Special Links Page
- New California Dream Act Application Link on Special Links Page
- Bug Fixes
SuperGlue for Apply / MMPS - Find out more here
Pending Change Requests
- In-Progress Application Data Project
- API - Administrator / Report Center
- Glue - Data Warehouse / SIS Staging Table
- Administrator Enhancements
- Majors
- Rules
- Archive
- Remove language barriers for Undocumented Students Part 2 (Immigrants Rising Org)
- Explore enhancements to Citizenship & Immigration Page
- DACA students
- No Documents
Legal Language Onscreen Revisions
2020 Steering/User Group Meeting Schedule
Date
Time
Description
Location
FY2018-19 Quarterly Release Schedule
In 2018-2019, CCCApply implemented a quarterly release schedule at the request of the Chancellor's Office in order to meet deadlines against AB 3101.
Release Description / Link to Release Notes
Version
Scope Summary
Q1 - Annual Update Release - September 2018
6.2.0
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
6.3.0
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
6.4.0
CCCApply Redesign - Phase 1 - Release 3
Noncredit Application - Pilot Phase
Maintenance & Support (Bug Fixes)
6.5.0
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
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)
Bug Fixes
Online Meeting Information
This meeting will be held online via Zoom.
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Date Tuesday, February 11, 2020 Time 1:00 pm - 3:30 pm Location ONLINE Meeting Chat: Feb2020-steering-meeting_saved_chat.txt |
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Agenda & Take-Aways
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| The agenda for our meeting is now being used to identify key action items or take-aways from the meeting. All other notes are detailed in the sections below. |
| TIME | AGENDA ITEM | NEXT ACTION / TAKE-AWAY | |
| 1:00 pm | Roll Call & Introductions | ||
| News & Updates | |||
| Upcoming Events | CCCApply Pre-Release Webinar - Wednesday, March 11 - 12:00 Noon - Click here for Zoom information CCCApply Spam Issue Discussion - March 16, 2020 at 3:00PM - Click here to join the Zoom Meeting on March 16 The CCC Technology Center Webinar Series webinar for February has been cancelled. Next webinar is March 18. | ||
| Spam Issue Update | Two white papers were completed and will be distributed to all colleges as an attachment to a Memo from the CO on the ongoing fraud issue. February spam filter discussion cancelled; awaiting distribution of the CO communication. CO communication expected to be distributed before the end of February. | ||
| MyPath Update | See notes below | ||
| CCCApply Roadmap & Development | |||
| Goals & Milestones | See notes below | ||
Spring 2020 (6.7.0) Release Recap | See notes below | ||
Ongoing Development Projects | See notes below | ||
| 2:00pm | Summary of CCCApply Sub-Committee Meetings - December 2019 | Summaries & Conclusions from December 2019 Meetings | |
| CCCApply Report Center Upgrade |
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Language Enhancements - Part 1 Language Enhancements - Part 2 |
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| In-Progress Application Data Project |
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| Dual Enrollment / Adult School Special Admit Changes |
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| Noncredit Application |
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| Social Security Number Revision |
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| 3:10 pm | Change Requests Pending: Need Requirements | | |
| Legislative Updates |
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| 3:25 pm |
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3:30 pm | Close Meeting - Next meeting reminder | ||
Roll Call
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News & Updates
Upcoming Events
- CCCApply Pre-Release Webinar - Wednesday, March 11, 2020 - 12:00pm
- CCC Technology Center Webinar Series - Wednesday, March 18, 2020 - 12:00pm
- CISOA Conference - Monday, March 1, 2020 - Monterey
- CACCRAO - Holiday Inn - Sacramento, CA
CCCApply Adoption
Time to Completion Data
Submitted Application Stats
- Total number of Submitted Applications from 7/1/2019 to 12/31/2019 - 1,833,950
- Total number of Submitted International Applications from 7/1/2019 to 12/31/2019 - 1,738
- Total number of Submitted College Promise Applications from 7/1/2019 to 12/31/2019 - 29,474
- Total number of Submitted Noncredit Applications from 7/1/2019 to 12/31/2019 - 2,496
- Total number of logins into MyPath from 7/1/2019 to 12/31/2019 - 346,164
Spam Filter Update
- Update on Spam Issue
- Current Performance
- Communication coming from CCCTC and Chancellor's Office
- White Paper & CO Memo
- Monthly College Spam Filter Discussion
- Support for Colleges Finding False Negatives
Current Performance
Despite the recent uptick in fraud, the most recent numbers from the machine learning data science team is that the CCCApply spam filter service is accurately identifying and filtering 96% of all fraud across all colleges.
From colleges that are diligently managing (tagging) the applications suspended by the model, we find the filter is performing at 99% accuracy.
Underlying Causes
(Taken from the CCCApply White Paper (see below))
In order to combat fraudulent applications, it is important to understand the motivation of the bad actors who submit them. Investigation has shown that most of these applicants are seeking to obtain an academic email address, otherwise known as a “.edu” email account, which may be used for financial gain or myriad other benefits, including:
- Sell to other bad actors
- Obtain free software licenses
- Get confirmations of residency
- Use residency to get California IDs
- Potential for serious security attacks
It is widely discussed on hacking forums that most California community colleges generate a .edu email address for a student minutes to hours within receipt of a completed application. Fraudulent applicants receive a fully functioning .edu email account without ever having to register for classes or even attend orientation.
CCCApply Fraudulent Applications White Paper | January 2020
In an effort to reduce the number of incoming fraudulent applications through CCCApply, the CCC Information Security Center has published a two-part white paper exploring the leading causes behind the ongoing fraud craze, and a step-by-step tutorial describing three methods of restricting use of .edu accounts is available to California community colleges.
- WHITE PAPER: Reducing Fraudulent CCCApply Applications A Guide for California Community Colleges | January 2020
- TUTORIAL: Restricting .edu Email Access A Guide for California Community Colleges | January 2020
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| What's in the White Paper Tutorial? Accompanying the White Paper is a step-by-step tutorial describing three methods of restricting use of .edu accounts is available to California community colleges. To request a copy of the document, please contact Omer Usmani, ousmani@ccctechcenter.org, at the CCC Information Security Center. |
What else are we doing about the spam issue?
- Ongoing Development - Enhancements to the machine-learning spam filter model and user interface with regular model updates
- Manual Model Updates (see below) - Supporting colleges by receiving any "false negatives" that the model did not catch but you did. Send them to us and we will update the model with their "fraud status" manually.
- Monthly Discussions - Third Monday of each month. Next meeting = March 16 at 3pm
Support: Send Us Your False Positives
If your college identifies a quantity (20 or more) of fraud applications that were NOT caught and suspended by the spam filter, please send them to us using the instructions below.
| Info |
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SPAM Drop File Information Please provide bulk fraudulent applications in the format specified below:
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CCC MyPath
Update - Currently 46 colleges are actively implementing MyPath (Seeing great numbers of students interacting with MyPath after submitting CCCApply application - upwards of 85% are engaged.
Working on tracking statistics and getting reports to deploy in the Report Center
Distributing usage and access instructions for MyPath users
Working on first version of MyPath SIS integration using SuperGlue. Highly requested feature enhancement.
Orientation Platform: MyPath to work directly with your SIS data using rules engine - using what you know about the student and the rules (Mike can fix this)
- Fixing and updating registration information
- Focusing on four SIS fields
- Orientation
- Ed Plan
- Admission Status
- Enrollment Status
- Also working on the reverse of this integration with these fields > from your SIS to MyPath
MyPath CISOA - Tuesday, March 3
Interesting in a demo of MyPath? Contact Mike Caruso, Product Manager, mcaruso@ccctechcenter.org
Roadmap & Development
Goals & Milestones: Addressing Key Concerns
| GOAL | MILESTONE & OUTCOME | TIMELINE | |
|---|---|---|---|
| AB3101: Redesign CCCApply / Shorten & Streamline Standard Application | Styles alignment to new Chancellor's Office website & style guide |
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| AB3101: Eliminate Residency Requirement for Noncredit Students | Launched new CCCApply Noncredit Application | Summer 2019 - Release 6.5.0 | |
| Deliver CCCApply on mobile-friendly devices | Implemented mobile-friendly CCCApply Applications | Fall 2019 - Release 6.6.0 | |
| Deliver OpenCCC on mobile-friendly devices | Students can create an account online with easy mobile interface | Spring 2020 - Release 6.7.0 | |
| Support ESL/Spanish-speaking Students Using CCCApply. Promise Grant | Implemented Spanish-language translations in all CCCApply Applications | Spring 2020 - Release 6.7.0 | |
| Support ESL/Spanish-speaking Students Using OpenCCC | Implemented Spanish-language translations in all CCCApply Applications | Spring 2020 - Release 6.7.0 | |
| Deliver CCCApply data to colleges sooner to minimize abandonment | PENDING FINAL REQUIREMENTS | ||
| All New OpenCCC Account system | Styles alignment to new Chancellor's Office website & style guide | Summer 2020 - Release 6.8.0 | |
| Continuous improvement - more frequent updates | ONGOING |
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Commitment to Student-Centric Design
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Release: CCCApply 6.7.0 - Spring 2020
2020 Development Roadmap (Tentative Projects for FY19/20)
Schedule
- PILOT Release: February 28, 2020
- PRODUCTION Release: March 27, 2020 - 5:00pm
- Pre-Release Webinar - Wednesday, March 11 at 12:00pm
Release Highlights
Internationalize CCCApply Applications (Spanish)
- Spanish-language translation throughout Standard & Noncredit Applications
- Spanish-language translation throughout International Application
- Spanish-language translation throughout the Promise Grant Application
Enhance OpenCCC System (Legacy)
- Mobile-friendly User-Interface
- Spanish-language translation throughout the OpenCCC Account creation & recovery
Revised the Social Security Number Question - New Language & Layout
- Shortened and streamlined all onscreen language, including legalese
- Simplified the layout with unambiguous Yes/No format
- Removed SSN Type and SSN Exceptions from layout
- No backend data field changes - No IT hassles for colleges
Changes in the HS Transcript Information Section
- Implement new question and data field: Highest Grade Completed
- Remove Completed Eleventh Grade question from UI and deprecate data field
- Expand display conditions for "all US high school graduates or equivalent"
CCCApply Redesign Enhancements
- Removed residency flag for California homeless applicants that don't provide address(es)
- Language Updates to Support Undocumented Students - Part 1
- Replaced AB540 Eligibility Affidavit on Special Links Page
- New California Dream Act Application Link on Special Links Page
- Bug Fixes
| Info |
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| SuperGlue for Apply / MMPS - Find out more here |
Ongoing Development Projects
Concurrently to the upcoming CCCApply 6.7.0 release, the development team is working on the following ongoing projects.
- UI Styles Alignment with Chancellor's Office Style Guide
- Language Enhancements - Gathering Requirements
- In-Progress Applications Data Project - Gathering feedback on development proposals
- CA Legislative Updates
- Data Integration Microservices - Gathering requirements/feedback
On Deck:
Preparing for Impacts to CCCApply from OpenCCC 2.0 Launch
CCCApply Report Center Upgrade
Professional Development & Training
FY19/20 Quarterly Release Schedule
| Quarter | Date | Version | Scope / Items |
|---|---|---|---|
| Q1 - Release Summary Notes | October 16, 2019 | 6.6.0 |
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| Q2 - Release | Jan 1, 2020 | CCPG 2020 |
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| Q3 - Release Summary Notes | March 27, 2020 | 6.7.0 |
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| Q4 | TBD | TBD | CO Styles Upgrade - Alignment across all student-facing applications
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CCCApply Sub-Committee Meetings - December 2019
During the month of December 2019, a series of topical discussions were held with college using CCCApply. An open invitation was sent through the CCC-ADMISSIONS and CCCAPPLYSTEERING listservs with dates, times and Zoom links. These hour-long discussions were extremely fruitful and we walked away with a wealth of feedback, action items and next steps.
Each meeting was recorded and discussion notes were captured for historical reference. The ability to meet with college staff on a variety of issues was so successful that we hope to continue with this format in the upcoming months.
Due to the number of meetings held, I put together a page of summary descriptions and action items (at-a-glance): Summaries & Conclusions
- Fall 2019 Schedule of Sub-Committee Meetings
- ARCHIVE: Fall 2019 Meeting Recordings
- Recurring Spam Filter Web Service User Group Meetings
Priority Topics - Need Follow-Up Meetings
- Language Changes
- Remove language barriers for Undocumented Students Part 2 (Immigrants Rising Org)
- Parent/Guardian Information Question Changes
- Citizenship & Immigration Section Changes
- DACA students
- No Documents
- AB540 Eligibility - Changes needed in CCCApply?
- Access to In-Progress Application Data
Spring 2020 Topics for Sub-Committee Meetings:
- International Application User Group
- CCCApply Report Center
- CCCApply Administrator: Enhancements to the Majors Module / Meta Majors
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If you are interested in attending any of the follow-up sub-committee meetings, or any future meetings, feel free to reach out to Patty Donohue to be added to sub-committee email lists. pdonohue@ccctechcenter.org |
Discussion Notes
SB554 - What needs to be changed in CCCApply to identify Special Adult Admits (dual enrollment)?
- Patty will contact Linda Vann, V.C., to setup call to discuss alignment with MIS
Users of the Noncredit Application proposed two change requests to be reviewed by Noncredit App sub-committee:
- App-specific Terms (Noncredit needs to be able to have different terms than the Standard App)
- Different language needs to be used in the Abandoned Application emails (24hr/7d) for the Noncredit Application
2020 Steering/User Group Meeting Schedule
Date | Time | Description | Location |
|---|---|---|---|
| February 11, 2020 | 1:00 pm - 3:30 pm | CCCApply User Group Meeting - 2020 Q3 | Online |
| April 22, 2020 | TBD - Usually 12:00pm | CACCRAO Conference 2020 - Sacramento Hyatt Regency | In-Person - TBD |
| CISOA 2020 | |||
| May 12, 2020 | 1:00 pm - 3:30 pm | CCCApply User Group Meeting - FY19/20 - Q4 | Online |
| August 11, 2020 | 1:00 pm - 3:30 pm | CCCApply User Group Meeting - FY20/21 - Q1 | Online |
| November 10, 2020 | 1:00 pm - 3:30 pm | CCCApply User Group Meeting - FY20/21 - Q1 | Online |