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Announcements for this release - CCC Support Site. |
Release Schedule
Description
Date
Release No.
6.1.2.0
Pilot Release Date & Time
12.15.17
Production Release Date & Time
01.12.18 - (TBD)
Type
Interface Branding Update | Technical Fixes
Release 6.1.2 Scope
CCCApply Standard Application
BOG Fee Waiver Application
CCCApply International Application
Contents
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Release Notes Summary
Below is a summary of the changes and fixes that will be released to the Pilot environment on January 12, 2018. production on December 15, 2017.
- Bug fixes and enhancements to the Homeless Youth implementations made in March 2017 to OpenCCC, CCCApply Standard, and BOG Fee Waiver Application
- Bug fixes and enhancements across other areas of the CCCApply Standard Application
- Bug fixes and enhancements in the International Application
- Technical infrastructure updates
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No changes are being implemented in the CCCApply Administrator or the CCC Report Center in this maintenance release. The two new International Phone Number data fields being added to the Download Client, see Changes to Data Downloads below, will be available for download but will not appear in the Administrator Email Rules or in the CCC Report Center in this release. A new version of the Administrator is currently under-development (see Roadmap & Development News below) and the new fields will be added to the new version of the Report Center in November. |
OpenCCC Student Account
The following enhancements were made to the OpenCCC Account application, as well as the Edit Account modules (accessible from the Account/Mailing Information pages in the CCCApply, International, and BOG Fee Waiver applications).
Title of Change
Description / Summary
Changes to Data Fields / Downloads
Changes to Logic
Add a Confirmation Pop-Up Box to the "No Permanent Address - Homeless" for Homeless Youth
NOTE: Per feedback from colleges, a growing number of applicants are not providing their permanent address when they are creating their OpenCCC Accounts. Unfortunately, many colleges are finding that a good number of these students are not being truthful and rather than providing the required information they are selecting the "I have no permanent address because I am currently homeless" checkbox.
Although CCCApply can't determine if a student is being dishonest, we can require the user who claims they have no permanent address because they are homeless confirm their response (or lack of response) by requiring them to confirm their response by responding with Yes or No to a Confirmation validation box.
Add validation to <no_perm_address_homeless> field:
IF checkbox is not empty (student answers Yes/True) THEN display a confirmation validation box and require a Yes or No response.
No change to downloads.
At the time a new user applies to a California Community College through CCCApply they must first create an OpenCCC Account before selecting an application for admission (CCCApply Standard or International Applications). At this point in the Account creation process, the system may not know which application the user will select; therefore we cannot remove the "No Permanent Address - Homeless" checkbox from displaying to international students.
To inform potential international applicants, the following onscreen text was added below the "No Permanent Address Homeless" checkbox: International, F1, M1 or J1 students MUST provide a permanent address.
Condition: If user selects "Yes/True" to "My permanent address is outside the United States" - THEN, DO NOT display the <no_perm_address_homeless> checkbox.
Per the CCCApply Steering Committee the "additional question text" that displays for the Preferred Name question was revised in Account Creation FROM: "Note: Not all colleges may allow the use of preferred first names for academic purposes due to legal or technical restriction.”
TO: "Please contact your college for more information on how a preferred name may or may not be used at their institution."
Note: The additional text is only implemented in Create Account and doesn't appear in Edit account (once the initial toggle is selected to enter a Preferred Name, the additional text does not appear again to the end user.)
The three primary fields used in the Account Matching and Verification service are:
1) Date of Birth <Birthdate>
2) Social Security Number <SSN>
3) Email Address <email>
Each of these fields are used multiple times in the matching algorithm. Therefore, to help prevent duplicate accounts from being created, we added a "Confirm Date of Birth" field to the Account Creation process. This is similar to the confirmation field used in the Social Security Number/Taxpayer Identification Number question.
NOTE: This confirmation field is not an additional download field; only one value for <birthdate> will be stored in the database.
CCCApply Standard Application
Below is a summary of the enhancements deployed to the Standard Application in this release (6.1.0).
Title of Change
Description / Summary
Change to Data Downloads
Change to Logic
Remove Homeless Youth Logic from Area B Residency Algorithm
Per feedback from the CCCApply Steering Committee, the logic added to the Area B Residency table in March 2017 to identify homeless applicants under age 25 was removed to help minimize the number of California students being determined "Possible Residents" based on temporary homelessness.
The Area B logic was reverted back to pre-6.0.0 logic - before AB801 logic was added.
NOTE: If the student doesn't provide a Permanent Address in their OpenCCC Account, the residency logic identifies their "State" as not California, which is triggering Flag 02 - which is telling the logic that the student should supply further proof of residency (B2 - Possible Resident). The logic change made in this release is simply ensuring that the applicant isn't being classified as a "possible resident" just because they answered Yes to the homeless_youth question and are under 25.
Removed Step 12 from Area B Logic in Standard App only. See "Changes to Logic" section below for more details..
Changes were made to the Homeless Youth data field question <homeless_youth> to better identify homeless applicants under age 25. The logic that was removed from Area B Residency algorithm (see above) and moved to this field to remove any dependency on the residency status. In addition, the following new conditions and validations were added to <homeless_youth> data field:
1) If <homeless_youth> = Yes/True, THEN trigger integrity flag (40) <integrity_fg_40> alerting admissions that the student has been homeless within the past 24 months.
2) Must be "Yes/True" if <no_perm_address_homeless> = Yes/True, else error message, "We found a conflict in your responses. You must provide a Permanent Address or select "yes" to indicate that you have been homeless within the last 24 months."
3) Must be "Yes/True" if <no_mailing_address_homeless> = Yes/True, else error message, "We found a conflict in your responses.You must provide a Current Mailing Address or select "yes" to indicate that you have been homeless within the last 24 months."
See "Changes to Logic" below for more details.
Condition: If user selects "Yes/True" to "My current mailing address is outside the United States" - THEN, DO NOT display the <no_mailing_address_homeless> checkbox.
NOTE: Per feedback from colleges, a growing number of applicants are not being truthful and choosing to say they have "no mailing address because they are currently homeless" rather than being honest and providing the required information. A number of validations have been put in place to thwart this behavior including displaying a confirmation validation pop-up box asking the applicant to confirm they have no mailing address because they are homeless. There may be little that can be done to ensure applicants tell the truth, however if they are going to be dishonest, we want them to confirm their answer twice.
Add validation to <no_mailing_address_homeless> field: IF checkbox is not empty (Yes/True) THEN display confirmation pop-up message and require a Yes or No response.
A validation was added to ensure international students provide all required information, including their Permanent Address. Therefore, if the applicant selects F1, M1, or J1 from the visa type field, then they must have a permanent address entered in their OpenCCC Account.
Add validation to <visa_type> on Citizenship/Military page:
"IF <visa_type> is F1, M1, or J1, THEN <no_perm_address_homeless> must be empty (No/False), else error message, "We found a conflict in your responses. F1, M1, or J1 student visa holders, must provide a permanent address in order to submit this application. Please enter your permanent address by editing your OpenCCC Account on the Account Information section."
Swap the position of the Intended Major input field and the Education Goal Drop-down Menu
Meta Majors/Ed Goal Alignment Phase I: In preparation for the ability to filter your custom list of Intended Majors or Programs of Study by a custom category, meta majors, term, and/or by education goal, it was necessary to swap the position of the Education Goal menu and the Intended Major menu.
NOTE: This was just the layout (user-interface) change at this time. The actual data filter implementation will be available in the new CCC Administrator tool, coming in March 2018.
NOTE: The international phone number format widget was not added to the Supplemental Questions module at this time.
Two new data fields were created to capture and download international numbers:
<mainphoneintl>
<secondphoneintl>
See Change to Data Downloads section below for instructions on adding these new fields to your Download files.
Per the CCCApply Steering Committee feedback, there's a bug in the High School Education level field which displays the "Attended High School in California for 3 Years" question only if the user is a high school graduate or equivalent. Up to this change, the application has been incorrectly displaying this question regardless of the user's high school education level. The conditions for this field are now:
Do NOT display <cahs_3yr> IF <hs_edu_level> = 1, 2, 6, OR 0.
BOG Fee Waiver Application
Below is a summary of the enhancements made to the BOG Fee Waiver application in this release (6.1.0).
Changes to Data Downloads
If the user selects "Yes/True" to "My current mailing address is outside the United States" - THEN, hide the "I have no current mailing address because I am currently homeless" checkbox. <no_mailing_address_homeless> checkbox.
Add validations to <determined_homeless> field in BOG:
1) Must be "Yes/True" IF <no_permanent_address_homeless> is Yes/True, else error message, "We found a conflict in your answers. You must answer Yes to "Determined Homeless" if you have no permanent address because you are currently homeless. Please correct one of your responses."
2) Must be "Yes/True" IF <no_mailing_address_homeless> is Yes/True, else error message, "We found a conflict in your answers. You must answer Yes to "Determined Homeless" if you have no current mailing address because you are currently homeless. Please correct one of your responses."
International Application
Below is a summary of the enhancements made to the International Application in this release (6.1.0).
Title of Change
Description / Summary
Changes to Data Downloads
Changes to Logic
NOTE: International format widget was not added to the Supplemental Questions phone number type at this time.
No changes to downloads are required for this format widget change. All existing phone number fields are stored the same way as pre-widget implementation.
Added new optional Yes/No checkbox to the I-94 section asking if the user is currently residing in the U.S. All existing I-94 data questions are hidden unless the user answers Yes.
- IF the user checks this box (= Yes, they are currently residing in the U.S.) THEN display the existing I-94 data fields:
- I-94 admission number input box field
- I-94 date fields for Month - Day - Year
- Duration of Stay (D/S) - no expiration box displays
International App Only
7 = “Received an associate (2-year) degree”
8 = “Received a bachelor (4-year) degree or higher”
Bug Fixes
The following bugs were fixed in the 6.1.0 release. No action is required by the college at this time.
"Required selection; Must not be 0.00 or higher than 4.00, else error message, “You must enter a numerical GPA that is not 0.00 or higher than 4.00. If you are unsure, please estimate.”
BOG Fee Waiver
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If you have any questions or would like more information about any of these bug fixes, please post a question, comment or request o the CCCApply category page on CCCTechnology.info. |
The following data fields were added to the database for this release (V.6.1.0).
Description
Data Field
Format
Notes
<mainphoneintl>
Standard App
BOG App
These two new phone number fields are not replacing the current domestic phone number fields (Main Phone & Second Phone); they will need to be downloaded in addition to those existing fields.
NOTE: If a user enters a non U.S. phone number in the Main Phone field, the new <mainphoneintl> field will store the response and the domestic <mainphone> field will be blank. Both fields will need to be added to the Standard and BOG applications Format Definition XML files, and you'll need to run the new Download Client Jar file.
Adding these fields to your downloads is optional. The CCCApply Download Client and all download XML files are backwards compatible.
Standard App
BOG App
Adding New Data Fields to Downloads
To download the new data fields, your college IT staff must first add them to the Format Definitions XML file(s) and run the updated version of the "transfer-client.jar" file corresponding to this Release (6.1.0). Each application has a corresponding Format Definition XML file, which the college uses to specifies which data fields should be downloaded each time your automated Download Job XML file is run. This process is described in the CCCApply Download Client User Guide.
UPDATE: CCCApply Download Client Jar File for PILOT Release 6.1.2 - 12.15.17
Download Client Jar File:
Changes to Logic
CCCApply Residency Logic Changes
REVERSAL of Homeless Youth Logic Change in Area B Residency Logic
As summarized above, a change was made to the Area B residency algorithm to reverse the Homeless Youth logic added in March 2017.
NOTE: Reason for the reversal
In the weeks following the March 2017 release, a number of colleges reported an increase in incorrect residency status determinations, mainly due to the logic added to Area B. The logic was added to identify students who are under 25 years of age (at the time of application) and homeless (or homeless any time within 24 months of application submission). Unfortunately students who may have been but are no longer homeless were being blocked from being admitted in a timely manner.
Fix Implemented
- Remove the logic to identify homeless youth from Area B Residency logic completely
- Move the homeless youth logic and the Integrity Flag 40 to the Homeless Youth question (see above) and
- Trigger the flag if user - under 25 years of age - answers Yes to Homeless Youth question
To see the logic change specification (for the Area B Residency Table), click below or refer to Appendix A of the CCCApply Data Dictionary-V.2017.2 to see the full Area B logic table.
- REMOVE Step 12 from Area B Logic; keep remaining steps with same calculations and determinations.
Step
Evaluation Statement
Data Elements & Logic
If Yes
If No
REMOVE Step 12
Is the applicant determined to be "Homeless" and under age 25?
<homeless_youth> = Yes AND
current_date minus Birthdate < 25 years
Set Class B2
(trigger flag 40)
go to step 14
Go to Step 13
Revised Step 12
Has Class B0 been set?
Class B0 has been set
Class B0
end logic
Go to step 13
Revised Step 13
Has Class B2 been set?
Class B2 has been set
Class B2
Class B1
Homeless Youth Logic:
Flag #
Description of Message
40
Applicant is homeless and under age 25.
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What action does the college need to take? No action is required by the college (unless you have implemented custom reporting and/or workflows around the residency calculation that would need to be updated with the removal of step 12 from the Area B residency logic). NOTE: With this reversal of Step 12 from the logic, Area B residency logic reverts back to the logic in place prior to release 6.0.0. See the changes reflected in the CCCApply Data Dictionary v.2017.2-PILOT (linked below). |
Questions? Please add questions and comments in the support site: CCCTechnology.info.
Roadmap & Development News
New CCC Administrator - Coming March 2018
A new version of the CCCApply administrator tool is currently under-development. The new application, called the CCC Administrator, is due to release to colleges in March 2018.
The new CCC Administrator is a robust, master admin configuration tool, providing one single point-of-entry for CCC college faculty and staff for all CCCTC web applications, services, and utilities, including Canvas, CCCApply, Course Exchange, MyPath, CCCAssess, and more.The core product is built around an intuitive global infrastructure, SSO-based authentication, and shared (global) functionality including Colleges & Districts, Applications, Users, and other shared database elements and components (Terms, Majors, Courses, Rules, Messaging, and more), and provides a streamlined, user-friendly experience for college IT, Admissions and other staff, for managing application data across multiple Tech Center applications.
Development and integration is underway and will continue through 2018-2019. CCCApply functionality is being integrated now and will roll out to a Pilot environment in February 2018. All existing college data will be migrated to the new system and colleges will be provided implementation training for the new system beginning in January 2018.
A beta version with Canvas-College Adapter functionality will launch in November 2017.
CCC Report Center Upgrade 6.4 - Coming November 2017
Special ImplementationsAn upgrade to the current version of the CCC Report Center in the Amazon Cloud is currently underway. The new version will be faster and provide more functionality than the current version for CCCApply, BOG and International Application reporting. Look for more information about the upgrade on the CCC College Support Site as soon as all approved feature customizations have been developed for this release.
CCCApply Articulation with California Colleges Guidance Initiative
CCCApply has partnered with the California Colleges Guidance Initiative (CCGI) to works with twenty five school districts across the state that collectively serve upwards of 400,000 sixth to twelfth grade students. Those districts upload 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.
CCCCO is moving towards the use of multiple measures placement. CCGI would like to push student data through to OpenCCCApply in order to support multiple measures placement, and create additional efficiencies for Admissions and Records staff.
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RESTRICTED DATA - The details of this data sharing agreement and micro-service is governed by the CCC Chancellor's Office and the California Colleges Guidance Initiative (a project of the CCC Foundation). No student personal identity data is viewed, stored, or exchanged as part of this service. Student applications submitted through CCGI are processed exactly the same way all CCCApply applications are. See below for key business needs and benefits to CCC colleges and our partner K12 schools. |
K12 Needs
By articulating CaliforniaColleges.edu with CCCApply, students are able to launch their CCCApply application from within their CaliforniaColleges.edu accounts (as they currently do with the CSU Mentor applications) and the system will automatically migrate over the key demographic information to populate CCCApply (current and potential future data fields).
This:
a. Creates an efficiency for students while increasing the accuracy of information received
b. Enables K12 educators to track which students have applied to which campuses both for:
i. Reporting Purposes and
ii. To support “warm handoffs” to the colleges by coordinating with outreach and counseling staff.
CCC Needs:
In future phases (not Phase I) - Through such an articulation, CCCApply could take in the following information from CaliforniaColleges.edu:
1) Student Name2) Student Address
3) Student Statewide Identifier
4) Foster youth status
5) Completion of three years of high school in California (relevant for AB 540 verification).
6) Courses completed and grades received during all four years of high school
Release Schedule
Description | Date |
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Release No. | 6.1.2.0 |
Pilot Release Date & Time | 12.15.17 - 12:00 PM - 4:00 PM |
Production Release Date & Time | 01.12.18 - 6:00 PM |
Release Deployment | Zero downtime to end users |
Type | Minor release | Technical Fixes |
Release 6.1.2 Scope
Description | Scope |
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Applications | CCCApply Standard Application |
Changes to Download Client | No |
Changes to Residency Logic | No |
Revised Data Dictionaries | Yes - 2018-2019 CC Promise Grant Specification |
Contents
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Release Notes Summary
Below is a summary of the content changes to the Production environment on January 12, 2018.
- Text Changes: Re-brand BOG Fee Waiver name to California College Promise Grant Application
- 2018-2019 California College Promise Grant Application
- CCCApply Spam Filter Hot Fix: Temporary Configuration Change to CCCApply to Thwart Fraudulent Applications
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Due to an issue identified during pilot release testing, the international phone number format bug fix is being moved from this release 6.1.2 to the next available release. If you have any questions, please post them on the CCC College Support Site. |
Re-Brand BOG to California College Promise Grant ApplicationIn support of AB1741: California College Promise Innovation Grant Program, the CCCApply Online BOG Fee Waiver Application is changing its name to the California College Promise Grant Application (formerly known as the BOG Fee Waiver Application). This includes all onscreen instances of the name BOG Fee Waiver, including the Welcome page, My Applications page, the submission page, and the confirmation screen. Out-of-Scope Changes for CC Promise Grant Re-Branding:
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2018-2019 California College Promise Grant Application
The new 2018-2019 CC Promise Grant application will be deployed to production and available to students on January 13, 2018.
Other than the onscreen re-branding and label changes from the BOG Fee Waiver (BOGFW) to California College Promise Grant (CCPG), there are no additional changes made to the 2017-2018 BOG Application other than the standard annual "application year" database changes and new Method B Income Table.
The new is now available.
CCCApply Spam Filter Hot FixSpam Filter Utility & Algorithm Under-DevelopmentOver the past 18 months, the CCCApply development team has been working with a machine learning data research and analysis team to better understand the increasing number of spam/fraudulent applications coming in through CCCApply and ultimately build a spam filter service that will identify, flag, and suspend bad applications before they get to the college's download file. The filter will include an admin user-interface, similar to an email application spam filter system, where college admins can specify and process the flagged bad applications from the legitimate ones, thus training the backend algorithm each time an application is processed.
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Spam/Fraudulent Application Configuration Change
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In this release we have implemented a small configuration change to the CCCApply Standard Application submission process that will look for, and temporarily block, any application that was completed - from start to finish - in less than 90 seconds. We believe spammers will abandon the process on these applications. If we find that students are encountering this block, we can easily adjust the time or remove the block completely. If a legitimate applicant is able to complete the entire application with valid data that quickly, they will still be able to resume and submit their application after the suspension time freeze (47 mins).
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No action is required by the colleges; however if you would like to discuss the details of this implementation with the CCCApply product manager, please contact Patty Donohue at pdonohue@ccctechcenter.org.
The Pilot Environment
The OpenCCCApply Pilot Environment is a preview and testing site used by colleges to implement the CCCApply applications and the OpenCCC Student Account System. The Pilot environment provides a copy of the production code during the year, except during the 30-Day Pilot Preview period - when it will contain pre-production code for an upcoming release. The Pilot Environment has separate /wiki/spaces/PD/pages/77562106, and different SLAs than the production versions of OpenCCC and CCCApply applications.
Getting to the Pilot Applications
Please see the Pilot Environment section in the CCCApply Public Documentation space for more information on getting to the Pilot Applications, pointing your download files to the Pilot download server, and identifying the Pilot Administrator & Report Center URLs.
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Pilot Download URL Attributes
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Pilot Administrator & Report Center URLs
The URLs below are "templates" - so the examples shown are not your URLs. These are provided to give you an example of what yours look like. Please contact your IT department if you do not have access to your Pilot Administrator and Pilot Report Center.
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Data Dictionaries & Release Documentation
The following links point to the most current versions of the CCCApply Data Dictionaries and User Guides.
Description | Version / FILE | Format | Release | Date Published | |||||
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CCCApply Standard Application Data Dictionary | Release 6.1.0 | 10.27.17 | 2017-2018 BOG Fee Waiver Data Dictionary | BOG-V2017.1 | 2017-2018 | 3.01.17No change for 6.1.2 | |||
2018-2019_CCPG_Specification.pdf | CCPG-V2018 | 2018-2019 | 1.12.18 | ||||||
CCCApply International Application Data Dictionary | V2017.2 | Release 6.1.010.27 | .17No change for 6.1.2 | ||||||
CCCApply Download Client User Guide | V.2017.2 | Release 6Release 6.1.010.27 | .17No change for 6.1.2 | ||||||
Download Client: transfer-client-V.6.1.0.0 | V.6.1.0.0 | JAR | Release 6Release 6.1.010.27.17 | No change to the download client jar file for Release 6.1.2 | |||||
Pilot Environment | Webpage |