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Meeting Information
Date
November 8, 2017
Time
1:30PM - 3:30PM
Location
Zoom URL
Or Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll)
Agenda
Roll Call
Confirmation of Leadership Election Results
Review minutes from August 30, 2017
Committee Vacancies & Nominees
For Representative Nominees: Committee Representative Nominees Survey
Unresolved Issues
- Noncredit Application (again! Again, again!)
- Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed
- Data Security Breach Protection
CCCApply Roadmap & Development Update
New Change Requests
3:15PM
Schedule 2017-2018 Meeting Dates
Murgia
3:25PM
Close Meeting
Murgia
Items on the Parking Lot:
- Review of ByLaws & Constitution Progress
- January 31, 2018 Meeting - Contra Costa College - Mangia Mangia Dinner - Invite all past Steering leaders
Roll Call
Names highlighted in Yellow are identified as members who are leaving the Steering Committee on Fall 2017. (See below for breakdown of members per district.)
2017 - 2018
CCCApply STEERING COMMITTEE MEMBERS
✓
Name
District
✓
Name
District
✓
Name
District
Arleen Elseroad
South Orange CCD
Joyce Semanik
South Orange CCD
Paulette Lino
Chabot-Las Positas CCD (Admissions)
Michael Day
Los Rios CCD
Karen Sea
San Joaquin-Delta
Richette Bell
(Question about continuing)
Compton College (Now fully accredited)El Camino CCD
Ben Guzman
South Orange CCD
Olivia Alvarado
Los Angeles CCD
Robin Armour
Contra Costa CCD
Betty Glyer-Culver
Los Rios CCD
Leigh Ann Unger
Rio Hondo CCD
Rozen Bondoc
Chabot-Las Positas (Admissions)
Bill Mulrooney
El Camino CCD (Nov 30, 2017)
Mary Lou Leyba
San Francisco CCD
Satish Warrier
Contra Costa CCD IT
Chris Truong
Rancho Santiago CCD
Michael Ward
Rancho Santiago
Stacey Followill
Chabot-Las Positas IT
Clark Ray
Santa Rosa CCD
Michelle Pena
Kern CCD
Stephanie Murguia
Cerritos CCED
Craig Hayward
Bakersfield College (Kern)
Mitchell Leahy
Santa Rosa CCD
Tina Mani
San Joaquin Delta College
David Barnett
Kern CCD
Mojdeh Mehdizadeh
Contra Costa CCD
Tuyen Nguyen
Rancho Santiago CCD
Garret Wong
San Francisco CCD
Nate Finney (Liaison between IT and Admin)
Riverside CCD
Vince Orton
Cerritos CCD
Henry Villareal
San Mateo CCD
Noell Adams
(New position at college - no longer participating in Steering)
Chabot Las Positas
William Diehl
Riverside CCD
Hieu Hoang
El Camino CCD (IT)
Pam Mery
San Francisco CCD
Gary Bird
CCCCO
Mike Quiaoit
CCCCO
Keith Franco
Tim Calhoon
CCCTC
Patty Donohue
CCCTC
David Shippen
Send Riverside an email about participation in committee.
Approval of June 2017 Steering Minutes
Review minutes from June 27, 2017 Meeting
Michelle motioned to approve; Leigh Ann seconded.
Constitution & Bylaws
Review of Committee Bylaws & Constitution of 2005
Review Survey Results from Steering Committee Composition Survey
STeering will present a clean copy of the document - with all proposed changes and additions. Officers will review and propose revisions to their sections of the Bylaws. Send out and get comments.
Committee Vacancies & Nominees
For Representative Nominees: Committee Representative Nominees Survey
Roster Review
List of outgoing committee members who are leaving due to various reasons. Replacements should be filled by September 15, 2017 for the 2017-2018 FY.
Proposed / Nominated Members
Breakdown of Current Roster by District
According to Section 2. Committee Composition of the CCCApply Constitution & Bylaws:
"The Steering Committee shall attempt to represent colleges in the north, central, and southern regions of the state; multi-campus and single college districts; small, medium and large enrollment colleges; a diversity of major and minor student information systems; and a mix of new and very experienced CCCApply subscribers. The member colleges shall designate representatives from the areas of admissions and information technology."
As of July 1, 2017, the 15 Districts are representative of the following regions:
The chart below details the status of the committee after the outgoing members leave fall 2017.
#
District
# Open Seats
Cerritos CCD
Chabot-Las Positas District
Contra Costa CCD
El Camino CCD
Election of 2017-2018 Officers
| Note |
|---|
A motion to re-elect the current slate of CCCApply Steering Committee Officers was made by Bill Mulrooney, El Camino CCD, on June 27, 2017. Henry Villareal, San Mateo CCD, seconded the motion. A survey collecting results was sent to all CCCApply Steering Committee members across all 15 member districts on June 27. Eleven districts responded. The results are displayed above. |
Results from the re-election of current officers conducted by survey on June 27 - 29, 2017.
12 Districts voted for the re-election of the current slate of officers for another year.
11 Districts = Approved
1 District = Disapproved
Click here to see the results: Re-Election of Officers Survey Report
#
District
Cerritos CCD
Chabot-Las Positas District
Contra Costa CCD
El Camino CCD
12 = 4/5th is quorum vote
2/
AB620 Update
"Vice Chancellor Debra Connick is expected to join the meeting at some point to discuss AB620 "Gender, Transgender & Sexual Orientation" data collection and sharing with colleges."
Chancellor's Office Update
Michael Q. updates the committee on important issues and initiatives.
Guided Pathways Implementation Request
Michelle Pena, Bakersfield College
Great presentation!
Look up the book: "Re-designing America's Community Colleges" for guidance on Guided Pathways.
Research Projects
- SPAM Fraudulent Apps (Machine learning)
- Non-Credit CCCApply Survey - Call for sub-committee
- White Paper
- CCCApply Required Questions
2017-2019 Roadmap & Deployments
CCGI Service
September 1, 2017
The CCGI Service is a post-application data articulation between the California Colleges Guidance Initiative (CCGI) and CCCApply for the purpose of supporting multiple measures placement and creating additional efficiencies for college A&R staff across the state. Collectively serving upwards of 400,000 6th-12th grade students across 25 school districts, CCGI uploads student’s academic transcript data into individual student accounts on CaliforniaColleges.edu, and all CCGI legal documentation allows for that data to be shared with institutions of higher education at the point of application. Here is the original change request approved by the CCCApply Steering Committe in July 2016: 2016-39: Data Sharing Articulation with CaliforniaColleges.edu (CCGI) & CCCApply - Phased Approach
IT Objectives
Technically, this service, as well as other post-application APIs are developed to hook into existing SNS queues and have no impact on running systems.
This service is not public-facing and there will be no impact on the end-user (students and colleges). There are no changes to the CCCApply application, nor the download client.
Next Release: OpenCCCApply Release 6.1 - October 27, 2017
Pilot Release: September 27, 2017
CCC Administrator 2.0 Launch - Delayed for CCCApply Until March 2018
The new CCC Administrator 2.0 currently under-development. The original timeline prioritized CCCApply to be the first integrated application; however, due to an accelerated priority to expedite Canvas LMS integration, the inaugural application launch will feature Canvas LMS functionality. The CCCApply integrated screens - which will fully align with the CCCApply Standard, BOG, and International applications - have been rescheduled to March 2018, as part of the 2018 Annual Update. A formal communication plan will be published outlining dates and processes for migration of data, college previews, support processes, and posting of new documentation.
Report Center Upgrade - Coming Fall 2017
2017 Roadmap Update: CCCApply is planning an upgrade to our current version (6.1) of the Jasper Business Intelligence software in the CCC Report Center this Fall.Project Plan: Working with our AWS DevOps team, we'll be moving to the AWS TIBCO Jasper subscription version and deploy the latest supported version to the development environment (CI) by the end of August. Migration of the data and college artifacts, as well as the custom configuration enhancements will require approximately 9 - 12 weeks due to competing development projects.Migration Project: Meanwhile, to minimize the impact of multiple ITprojects and requirements on colleges, we have renewed the license on our existing Jasper system for another year, to ensure adequate time for the Apply development team, as well as DevOps, to finalize the requirements, complete the migration, and ensure the custom configuration enhancements are bug-free and ready to test by the time we roll to the Pilot environment in October.
OpenCCCApply Roadmap & Workplan Objectives 2017-2019
Sub-Committees
"Everyone who has a seat at the table, should be accountable."
Please select a sub-committee to serve. Each sub-committee needs a chairman and secretary.
CCCApply: The Next Generation
2018 Workshop
High-level Checklist
Location - Southern California
Combine with eTranscript California into a one-day Workshop
Combine with other Spring conference?
Originally intended for marketing and educating colleges - rationale has changed over the years - but that was the original intent of the Workshop.
Steering committee has had twice all-day (2-day) sessions with a facilitator who planned everything for us (RP Group) it's been a long while since we've had a comprehensive planning session.
Check with the CCC Foundation - for a facilitator
Suggestion: "Would be great to include RP Group in some way (as facilitator or otherwise). As an RP Group Board member, I can help with that.
* Re comprehensive planning session."
Unresolved Issues
- Noncredit Application (again! Again, again!)
- Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed
- Data Security Breach Protection
Change Requests
Review requests that were deferred to next version of CCCApply
AB637 - Online Education - Shared Residency
Meeting Schedule for 2017-2018
Schedule next set of quarterly meetings for 2017-2018
Schedule October meeting for Bay Area (or East Bay). Set location.
Close Meeting| Panel | ||||||||||||
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Meeting Information
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Agenda
| Info |
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Minutes from the November 8, 2017 meeting are highlighted throughout this document. Discussions from each agenda item are linked in the schedule below. |
| TIME | DESCRIPTION | SPEAKER | ||
| 1:30PM | Murguia / Pena | |||
| 1:35PM | Quick Review of Committee Member Status | Murgia | ||
| 1:40PM | Review minutes from August 30, 2017
| Murguia / Leahy | ||
| 1:45PM | Pena / Donohue | |||
2:25PM | Quaioit | |||
| 2:30PM | Donohue | |||
2:40PM | Unresolved Systemwide Issues: Data & Security Items | Calhoon / Donohue | ||
3:05PM | New Change Requests | Donohue | ||
| 3:15PM | 2018 Sub-Committees | Donohue | ||
3:25PM | Close Meeting | Murgia | ||
| PARKING LOT | Ongoing Items in the Parking Lot:
| Murguia / Leahy / Pena |
| Anchor | ||||
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Current committee roster - fall 2017.
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The chart below details the status of the steering committee after the outgoing members leave in the fall 2017.
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- Update on workshop logistics:
- Date: Wed March 28, 2018
- Location: Orange Coast College
- Format: ONE DAY Workshop
NOTE: This year's there will be NO eTranscript California Workshop (usually scheduled back-to-back with the CCCApply Workshop). The eTranscript CA Steering Committee is in transition and therefore there is no team to plan and orchestrate their annual workshop. Instead, we will dedicate one of three tracks to electronic transcript session/workshop. Mark Cohen, eTran product manager, will join our Steering Committee in planning and organizing sessions, marketing, and outreach to sponsors. - Audience: Per request from Mark Cohen, eTran product manager, the target audience for the Electronic Transcripts track is strictly California Community Colleges admin and staff. Unlike previous years, we would not be inviting CSU or UC staff this year.
- Sessions: Proposed Sessions: /wiki/spaces/PD/pages/228032712
- Three tracks of concurrent sessions
- Admissions & Records - CCCApply for New & Experience Users
- Research & Data Security
- Electronic Transcripts
Next Action: Recruit volunteers to support the leadership team in Workshop planning. Patty to formalize a sub-committee and call meeting in early January 2018. See /wiki/spaces/PD/pages/338395423
Anchor data-security data-security
Systemwide Data & Security Issues
| data-security | |
| data-security |
- Data Security Breach Protection
- Noncredit Application
- Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed
- Folks want us to NOT include residency questions for non-credit
- Tim recommended that if they want that they need to lobby to change Title V
- ACTION ITEM: Defer to Research sub-committee
**Get permission to identify the folks who were on the Non-Credit call to change Title V (to invite to a Steering meeting - to hear their goals and to express to them that we want to work with them but show the all the implications of what needs to happen and what needs to be fixed. Emphasizing that we aren't saying NO, it's that we want to ensure that everyone has all the facts. We could dedicate a special meeting to this issue (they present, we present). How do they suggest we collect IPEDS data, AB620 data, residency data).
- Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed
- Fraudulent Applications & /wiki/spaces/OPENAPPLY/pages/194412693 Update
- Works exactly like your eMail SPAM folder - manually confirming spam - they get marked as "Bad" and the algorithm learns each new pattern/trend
- Time to Completion = If an application is submitted in under 1minute, high probability it's a spam app
- Other trends (path of least resistance > no education (homeschool, non-grad, non-Cali resident, etc.)
- Feedback from the Steering colleges - SSN duplicates, same DOB, same names
Come in batches typically - These are human-beings using keyboard macros - that's how these are getting past the Captcha -
- Feedback from the Steering colleges - SSN duplicates, same DOB, same names
- AB620 (LGBT data) - Tech Center must transfer the data to the colleges. We (CCCTC) pass an anonymized file with fields for matching (First + Last = DOB + CCCID + Gender + Transgender + Sexual Orientation + CalPass Hash data (first, last, gender, DOB = encryption/hash put that into a field (key)
Mitch = recommendation is to change the data field name to something else unrecognizable.
Also Data Dictionary is too transparent. DON"T PUBLISH THIS ONLINE -MAKE THIS AVALABLE ONTHE - CCCCO + CDE (CalPADS) CDE K12 data = to get HS transcript data for multiple measures
| Anchor | ||||
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Michael Q. to present update on issues relevant to CCCApply, including:
DACA
VACA
Homeless Youth Update
| Note |
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NOTE: Michael Q. was unable to attend the meeting. The Chancellor's Office Update will be included on the January 2018 agenda. |
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- Summary: October 27 release (6.1.0)
- January 2018 Release 6.1.2: Re-brand the BOG to the CC Promise Grant
- Update on new CCC Administrator (under-development)
| Info |
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See OpenCCCApply Release 6.1.0 Notes Summary - 10.27.17 for contents of the October 27 release. |
| Anchor | ||||
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- Changes to address the new California College Promise Grant
- Re-branding across online application: New Name = CC Promise Grant
- Keeping the DNS URL (www.bog.opencccapply.net)
- Keeping the Download Server URL and data fields (BOG eligibility fields, etc.)
- Re-branding across online application: New Name = CC Promise Grant
- High School Completion Date Estimation for Concurrent Enrollment = 2017-08: Revise Residency Logic for HS Freshmen
- This request was DECLINED for the current CCCApply application; however, committee approved to defer closing it out completely and revisit it when gathering requirements for next version of CCCApply.
- Meanwhile, colleges can create a supplemental question to gather this data at any time in the current CCCApply.
| Anchor | ||||
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| Info |
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11.08.17: Lack of time; didn't get to cover this in detail as planned. Patty proposed re-establishing the following sub-committees for 2018-2019, and requested (challenged) all new and returning committee members to volunteer for at least one committee in support of CCCApply and all the high priority projects and issues requiring attention at this time. The list of committees in the table below were discussed briefly and a few volunteers were documented (see below). Additional information about these and other ongoing committees can be found here: 2018 CCCApply Sub-Committees. |
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Other Sub-Committees Proposed:
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Notes from 11.08.17: Due to time, the committee wasn't able to schedule the full year's worth of
January 31st - In-Person Meeting - Contra Costa CCD - This is a SPECIAL EVENT - Includes dinner Mangia Mangia either the night before )
(Patty will send out reminder - with hotels nearby - follow up Mojdeh)
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2017 Steering Committee 3 = Bay Area Region 2 = Northern Region 2 = Central Region 8 = Southern Region |