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The following guide is a work in-progresssub-set of the CCCApply Report Center User Guide. |
Purpose
This one-page user guide will serve as a stand-alone, The purpose for this “how-to” guide for authorized CCCApply college users, to access and utilize is to provide authorized CCC college staff using the CCCApply Application for Admission* with information and instructions for accessing the new CCCApply in-progress application data set and report template that was deployed in the CCC Report Center in June 2020.
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In-Progress Applications reports that have been added to the CCCApply Report Center (since June 2020).
About In-Progress Application Data
As an authorized CCC college Admission staff or other authorized college staff admin doing conducting outreach and providing support for new applicants, I need the ability to view, run reports, and export approved data for every CCCApply application that is started for my college in order to contact, provide support and/or conduct outreach to prospective students who have expressed interest in applying to my college .
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Un-submitted applications are those that were started by an individual but never completed or submitted.
Only available for Standard / Noncredit Applications
Data is not real-time; data refresh occurs daily at 12:00 am
Have an account configured for access
In-Progress application data is only available for the last 30 days from the current data of data are available
Background Info
Due to the way the OpenCCCApply was originally designed, with multiple databases and an in-progress db that proides an dat structure a data structures that were intended for outside , are designed with the intention to upgrade your wic originally intended to provide external access to in-progress daa with easy access to a easy access to certain databases, as evident in the Apply data structure. to databases. (Nallow colleges with pre-submission application data based on the understanding at FERPA and other privacy protection laws restricted access to an applicant’s application data until the are provided their “Consent” to share their information and affirmed that understanding of the privacy and terms of use at the time of application submission using state-regulated Electronic Signature software. Nevertheless colleges desperately needed this information for outreach, recruitment, and to provide support to prospect students that expressed interest in applying to their college (intent) by starting a mis-branded admission application. In 2019, the CO - in support of the CCCApply redesign project and in direct response to slowing enrollment numbers, requested a solution be identified, while still maintaining compliance with state and federal privacy laws.
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Getting to the Report
The image below shows the available “In-Progress Application” report templates available in the CCC Report Center.
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Description | Data Field |
California Community College ID | ccc_id |
College ID | college_id |
College Name | college_name |
Term Code | term_code |
Legal Name: First | firstname |
Legal Name: Middle | middlename |
Legal Name: Last | lastname |
Legal Name: Suffix | suffix |
Preferred First Name | preferred_firstname |
Date of Birth | birthdate |
Mailing Address: Street | streetaddress1 streetaddress2 |
Mailing Address: City | city |
Mailing Address: State | state |
Mailing Address: Non-USA Province | nonusprovince |
Mailing Address: Postal Code | postalcode |
Mailing Address: Country | country |
Mailing Address: Same as Permanent | same_as_permanent |
Mailing Address outside U.S. | non_us_address |
No Mailing Address - Homeless | no_mailing_address_homeless |
No Permanent Address Homeless | no_perm_address_homeless |
Permanent Address: Street1 and Street2 | perm_streetaddress1 |
Permanent Address: City | perm_city |
Permanent Address: State | perm_state |
Permanent Address: Non-U.S. State/Province | perm_nonusprovince |
Permanent Address: ZIP Code or Postal Code | perm_postalcode |
Permanent Address: Country | perm_country |
Main Phone Number | mainphone |
Main Phone: Extension | mainphone_ext |
Main Phone: Text Permission | mainphone_auth_text |
Second Phone Number | secondphone |
Second Phone: Extension | secondphone_ext |
Second Phone: Text Permission | secondphone_auth_text |
Main Phone: International | mainphoneintl |
Second Phone: International | secondphoneintl |
Email Address | |
Application ID | app_Id |
Timestamp Create | tstmp_create |
Timestamp Update | tstmp_update |
Timestamp Submit | tstmp_submit |
Noncredit Application | non_credit |
Last Page | last_page |
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NOTE: To identify Noncredit Applications, filter the App_id field to contain the characters “NC” which will appear for each application started from the Noncredit URL.
Data Domain
Apply_In-Progress_Applications" domain ONLY for rows where the App_Ids “timestamp_create” + 24 hours > AND <timestamp_create> Plus 4 WEEKS>
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Refresh (over-write) the combined data set in the "Apply In-Progress Applications" domain EVERY 24 HOURS (or once every daily) at 12:00 AM.
The refresh over-write should (ONLY show rows where the App_ID is created/started between <current date/time minus 24 hours> AND <current date/time minus 4 WEEKS>
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CCCApply
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Report Center
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Document which fields are available
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Document which environment (Production only)
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Document how frequently the data is refreshed (every 24 hours - refresh of in-progress data over-writes existing data in the “Apply_In-Progress_Applications” domain in the CCCApply Report Center.
Accessing Your College’s Un-Submitted CCCApply Application Data
Prerequisites
CCCApply Report Center Access
What’s In The CCCApply In-Progress Application Data Report?
CCC Report Center
In-Progress Views
Running the In-Progress Application “Views”
Delivers four configured Views (reports) for Outreach to Students
Can be used for email blasts, telephone contacts, and bulk mailing
Last 30 days of non-submitted applications
Link to the CCCApply Report Center User Guide(Online) or the CCC Report Center User Guide (PDF)
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Schedule a Recurring Report
Save the selected Ad Hoc View as a Report
Click View Repository, then access the folder where you saved the Report
Right Click on the Report, then choose “Schedule…”
Choose Create Schedule
Define the Schedule
Save the Schedule with a name and description
Edit the saved Schedule
Define the Output
Define the Notifications
Save the Schedule
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