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title | Meeting Information |
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Date | November 8, 2017 |
Time | 1:30PM - 3:30PM |
Location | ONLINE |
Zoom URL | https://cccconfer.zoom.us/j/721839728 |
Meeting ID | 721 839 728 |
TOLL Phone | Or Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll) |
NOTE: Please note that the numbers above are not toll-free. If possible, please try to call in using your computer speakers and microphone (VoiP).
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title | NOTE: AVOID TOLL CHARGES - USE VOIP |
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This meeting requires online and/or telephone access for 2 hours. Please navigate to the Zoom URL link above and use your computer speakers and microphone for a toll-free meeting session. |
Agenda
TIME | DESCRIPTION | SPEAKER |
1:30PM | Roll Call | Murguia / Pena |
1:35PM | Quick Review of Committee Member Status | Murgia |
1:40PM | Review minutes from August 30, 2017 (Approved minutes from August 30) | Murguia / Leahy |
1:45PM | 2018 CCCApply Workshop Planning Proposed Sessions: 2018 Workshop Schedule | Pena / Donohue |
2:25PM 15 mins needed | UPDATE: MIchael Q cannot be here today!CCCCO Issues - DACA
- VACA
- Homeless Youth Update
Residency
Quaioit | Upcoming Development - CC Promise Grant (formerly known as the BOG Fee Waiver Application)
- Administrator Update
| Donohue | 2:40PM 15 - 20 mins needed | Unresolved Systemwide Issues - Noncredit Application (again! Again, again!)
- Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed
- Data Security Breach Protection
- Fraudulent Applications & SPAM Filter Project Update
| Calhoon / Donohue |
3:05PM | Change Requests & Sub-Committees | Donohue |
3:25PM | Close Meeting | Murgia |
Ongoing Items in the Parking Lot: - Review of ByLaws & Constitution Progress
- Additional Steering Members
- January 31, 2018 Meeting - Contra Costa College - Mangia Mangia Dinner - Invite all past Steering leaders
- 2018 Meeting Dates
| Murguia / Leahy / Pena | Roll Call
Current committee roster - fall 2017.
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2017 - 2018 CCCApply STEERING COMMITTEE MEMBERS |
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✓ | Name | District | ✓ | Name | District | ✓ | Name | District |
✓ | Anna Salazar | Los Angeles CCD East LA College - Registrar | ✓ | Jason Ralphs | Los Rios District (American River College) | ✓ | Robin Armour | Contra Costa CCD |
✓ | Angela Embry | El Camino CCD | ✓ | Karen Sea | San Joaquin-Delta CCD | ✓ | Rozen Bondoc | Chabot-Las Positas |
✓ | Ben Guzman | South Orange CCD | ✓ | Michael Ward | Rancho Santiago | Satish Warrier | Contra Costa CCD | ✓ | Betty Glyer-Culver | Los Rios CCD | ✓ | Michelle Pena | Kern CCDQuyen Lu | San Francisco CCD | ✓ | Bill Mulrooney | El Camino CCD | ✓ | Mitchell Leahy | Santa Rosa CCDStephanie Murguia | Cerritos CCD | Chris Truong | Rancho Santiago CCD | Maury Pearl (Researcher) | Los Angeles CCD✓ | Tina Mani | San Joaquin Delta CCD | Clark Ray | Santa Rosa CCD | ✓ | Olivia Alvarado -IT | Los Angeles CCD | ✓ | Tuyen Nguyen | Rancho Santiago CCD | Craig Hayward | Kern CCD | ✓ | Pam Mery | San Francisco CCD | Vince Orton | Cerritos CCD | ✓ | Christian Alvarado | South Orange CCD (Saddleback) | Paulette Lino | Chabot-Las Positas CCD | ✓ | Will Minnich | San Mateo CCD | ✓ | Hieu Hoang | El Camino CCD | Richette Bell | El Camino CCD | ✓ | MaryLou Leyba | San Francisco CCD | CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER |
✓ | Gary Bird | CCCCO | Mike Quiaoit | CCCCO | Keith Franco | CCCTC | ✓ | Tim Calhoon | CCCTC | ✓ | Patty Donohue | CCCTC | David Shippen | CCCTC | Current Committee Status
The chart below details the status of the committee after the outgoing members leave fall 2017.
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# | District | Size | Area | ADM | IT | RSCH | # Open Seats | Notes |
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1 | Cerritos CCD | Single | Southern
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Date November 8, 2017 Time 1:30PM - 3:30PM Location ONLINE Zoom URL https://cccconfer.zoom.us/j/721839728 Meeting ID 721 839 728 TOLL Phone Or Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll) | NOTE: Please note that the numbers above are not toll-free. If possible, please try to call in using your computer speakers and microphone (VoiP). |
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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 | Roll Call | Murguia / Pena |
1:35PM | Quick Review of Committee Member Status | Murgia |
1:40PM | Review minutes from August 30, 2017 Info |
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August 30 2017 minutes were Approved by Robin Armour, and seconded by Stephanie Murguia. |
| Murguia / Leahy |
1:45PM | 2018 CCCApply Workshop Planning | Pena / Donohue |
2:25PM | | Quaioit |
2:30PM | Roadmap & Upcoming Development | 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: - 2018 Meeting Dates
- Review progress on the revision of 2005 CCCApply Steering Committee ByLaws & Constitution
- Update on Current Committee Status & Roster - Recruit replacements from member districts
- January 31, 2018 Meeting - Contra Costa College - Mangia Mangia Dinner - Invite all past Steering leaders
Info |
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What is the Parking Lot? The Parking Lot is a placeholder bucket for issues that are either added to a meeting agenda after the start of the meeting, or agenda items that didn't get discussed due to time constraints or other reason(s). Parking lot items will be added to future meeting agendas. |
| Murguia / Leahy / Pena |
Roll CallCurrent committee roster - fall 2017.
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2017 - 2018 CCCApply STEERING COMMITTEE MEMBERS |
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✓ | Name | District | ✓ | Name | District | ✓ | Name | District | ✓ | Anna Salazar | Los Angeles CCD - ELAC | ✓ | Leigh Ann Unger | Rio Hondo District | ✓ | Robin Armour | Contra Costa CCD | ✓ | Angela Embry | El Camino CCD | ✓ | Karen Sea | San Joaquin-Delta CCD | ✓ | Rozen Bondoc | Chabot-Las Positas | ✓ | Ben Guzman | South Orange CCD | ✓ | Michael Ward | Rancho Santiago |
| Satish Warrier | Contra Costa CCD | ✓ | Betty Glyer-Culver | Los Rios CCD | ✓ | Michelle Pena | Kern CCD |
| Quyen Lu | San Francisco CCD | ✓ | Bill Mulrooney | El Camino CCD | ✓ | Mitchell Leahy | Santa Rosa CCD |
| Stephanie Murguia | Cerritos CCD | ✓ | Chris Truong | Rancho Santiago CCD |
| Maury Pearl -Researcher | Los Angeles CCD | ✓ | Tina Mani | San Joaquin Delta CCD |
| Clark Ray | Santa Rosa CCD | ✓ | Olivia Alvarado -IT | Los Angeles CCD | ✓ | Tuyen Nguyen | Rancho Santiago CCD |
| Craig Hayward | Kern CCD | ✓ | Pam Mery | San Francisco CCD |
| Vince Orton | Cerritos CCD | ✓ | Christian Alvarado | South Orange CCD -Saddleback | ✓ | Paulette Lino | Chabot-Las Positas CCD | ✓ | Will Minnich | San Mateo CCD | ✓ | Hieu Hoang | El Camino CCD |
| Richette Bell | El Camino CCD |
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| ✓ | Jason Ralphs | Los Rios District - ARC
| ✓ | MaryLou Leyba | San Francisco CCD |
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| CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER | ✓ | Gary Bird | CCCCO |
| Mike Quiaoit | CCCCO |
| Keith Franco | CCCTC | ✓ | Tim Calhoon | CCCTC | ✓ | Patty Donohue | CCCTC |
| David Shippen | CCCTC |
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| current-committee |
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| current-committee |
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Current Committee StatusThe chart below details the status of the steering committee after the outgoing members leave in the fall 2017.
Change Requests Pending
Changes to address 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.)
High School Completion Date Estimation for Co-Enrollment Sub-Committees
Committee | Description | Objective | Chair / Members |
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2018 Workshop | CCCApply Research | International Application | Enhancing Existing Application Expand |
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# | District | Size | Area | ADM | IT | RSCH | # Open Seats | Notes |
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1 | Cerritos CCD | Single | Southern | 1 | 0 | 1 | 1 | Cerritos: Lacking 1 member; Need 1 Researcher | 2 | Chabot-Las Positas District | Multi | Bay Area | 1 | 1 | 1 | 0 | CLPCCD: Noell Adams left the committee. 3 seats are filled. No replacements needed | 3 | Contra Costa CCD | Multi | Bay Area | 1 | 1 | 0 | 1 | Contra Costa: Mojdeh left committee (IT), Robin Armour (Admissions is leaving in April) Satish is staying (IT) Need replacement for Robin next spring, and 1 Researcher | 4 | El Camino CCD | Single | Southern | 1 | 1 | 0 | 1 | El Camino CCD: 4 current members; Bill Mulrooney is leaving (Adm) in November; 2 Admissions, 1 IT, need researcher | 5 | Kern CCD | Multi | Central | 1 | 0 | 1 | 1 | CerritosKern CCD: Lacking 1 member; Need 1 Researcher | 2 | Chabot-Las Positas District | Multi | Bay AreaDave Barnett left committee (Admissions); Craig Hayward (Research) & Michelle Pena (Admissions) - Need IT | 6 | Los Angeles CCD | Multi | Southern | 1 | 1 | 1 | 0 | CLPCCDLACCD: Noell Adams left the committee. 3 seats are filled. No replacements needed | 3 | Contra Costa CCD | Multi | Bay AreaAll seats have been filled: Anna Salazar (AR); Maury Pearl (Research); Olivia Alvarado (IT) | 7 | Los Rios CCD | Multi | Northern | 1 | 1 | 1 | 0 | 1 | Contra Costa: Mojdeh left committee Los Rios CCD: Michael Day is leaving (IT), Robin Armour (Admissions is leaving in April) Satish is staying (IT) Need replacement for Robin next spring, and 1 Researcher | 4 | El Camino CCD | Single | SouthernJason Ralphs is IN for Admissions (Cindy Gonzales, IT 11.17.17) & NEED 1 IT | 8 | Rancho Santiago CCD | Multi | Southern | 1 | 1 | 1 | 0 | 1 | El Camino CCDRSCCD: 4 current members; Bill Mulrooney is leaving (Adm) in November; 2 Admissions, 1 IT, need researcher | 5 | Kern CCD | Multi | CentralThis district has 3 members, one from each area. | 9 | Rio Hondo CCD | Single | Southern | 1 | 0 | 101 | 2 | Kern Rio Hondo CCD: Dave Barnett left committee Only has 1 member (Admissions); Craig Hayward (Research) & Michelle Pena (Admissions) - Need 1 IT and 1 Researcher | 610Los Angeles | Riverside CCD | Multi | Southern | 101 | 0 | 100 | 3 | LACCD: All seats have been filled: Anna Salazar (AR); Maury Pearl (Research); Olivia Alvarado (IT) | 7 | Los Rios CCD | Multi | Northern | 1 | 0 | 1 | 1 | Los Rios CCD: Michael Day is leaving (IT), Jason Ralphs is IN for Admissions & NEED 1 IT | 8 | Rancho Santiago CCD | Multi | Southern | 1 | 1 | 1 | 0 | RSCCD: This district has 3 members, one from each area. | 9 | Rio Hondo CCD | Single | Southern | 1 | 0 | 0 | 2 | Rio Hondo CCD: Only has 1 member (Admissions); Need 1 IT and 1 Researcher | 10 | Riverside CCD | Multi | Southern | 0 | 0 | 0 | 3 | Riverside CCD: Needs 3 confirmed replacements to remain active. Stephanie is contacting them | 11 | San Francisco CCD | Single | Bay Area | 1 | 1 | 1 | 0 | San Francisco: Quyen Lu replaces Garret Wong; | 12 | San Joaquin-Delta CCD | Single | CentralRiverside CCD: Needs 3 confirmed replacements to remain active. Stephanie is contacting them | 11 | San Francisco CCD | Single | Bay Area | 1 | 1 | 1 | 0 | San Francisco: Quyen Lu replaces Garret Wong; | 12 | San Joaquin-Delta CCD | Single | Central | 1 | 1 | 0 | 1 | Delta District: Only 2 members (Admissions& IT); Need 1 Researcher to keep District seat | 13 | San Mateo CCD | Multi | Bay Area | 1 | 0 | 0 | 2 | San Mateo: Henry Villareal left committee (Admissions). William Minnich was added representing A/R. Stephanie will contact to add 2 additional seats. | 14 | Santa Rosa CCD | Single | Northern | 1 | 1 | 0 | 1 | Santa Rosa: KC Greaney left last year; Need 1 Researcher | 15 | South Orange CCD | Multi | Southern | 1 | 1 | 0 | 1 | Delta DistrictSouth Orange: Only 2 members (Admissions& IT);Arleen Elseroad & Joyce Semanik left committee (Admissions) Ben Guzman (AR) and Christian Alvarado has joined the committee. - Need 1 Researcher to keep District seat13 |
| TOTAL | San Mateo CCD
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| 14 | Multi10 | Bay Area7 | 1 | 0 | 0 | 2 | San Mateo: Henry Villareal left committee (Admissions). William Minnich was added representing A/R. Stephanie will contact to add 2 additional seats. | 14 | Santa Rosa CCD | Single | Northern | 14 | Fourteen seats are open now | 16 | CCCCO |
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| 1 | 1 | 0 | 1 | Santa Rosa: KC Greaney left last year; Need 1 Researcher | 15 | South Orange CCD | Multi | SouthernMichael Q., Gary Bird, & Need Vice Chancellor | 17 | CCCTC |
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| 1 | 1 | 1 | 0 | 1 | South Orange: Arleen Elseroad & Joyce Semanik left committee (Admissions) Ben Guzman (AR) and Christian Alvarado has joined the committee. - Need 1 Researcher | TOTAL | 14 | 10 | 7 | 14 | Fourteen seats are open now | 16 | CCCCO | 1 | 1 | 0 | 1 | Michael Q., Gary Bird, & Need Vice Chancellor | 17 | CCCTC | 1 | 1 | 1 | 0 | Tim Calhoon; Patty Donohue; David Shippen; (alt. Keith Franco) |
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Systemwide Data & Security Issues
Data Security Breach Protection Noncredit ApplicationAdult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult EdFraudulent Applications & /wiki/spaces/OPENAPPLY/pages/194412693 Update | Tim Calhoon; Patty Donohue; David Shippen; (alt. Keith Franco) |
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2018 CCCApply Workshop- 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
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Systemwide Data & Security Issues
- 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).
- 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 -
- 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
Chancellor's Office UpdateMichael Q. to present update on issues relevant to CCCApply, including:
DACA
VACA
Homeless Youth Update
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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. |
Roadmap & Development- 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)
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| change-requests |
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Change Requests Pending- 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.)
- 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.
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| sub-committees |
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| sub-committees |
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CCCApply Sub-Committees Proposed for 2018 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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title | Click here to see proposed sub-committees... |
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Committee | Description | Objective | Chair / Members |
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2018 Workshop | Committee to support the efforts to organize and coordinate the 2018 Annual CCCApply Workshop | Meet weekly through the Workshop with leadership team to stay on top of all workshop details. | Patty Stephanie Christian Alvarado - Michelle Mitch Robin | New Administrator Pilot Committee | New HIGH PRIORITY A dedicated committee of IT and admission staff are needed to support the new CCC Administrator (new central admin configuration tool for CCCApply, Promise Grant, Canvas College Adapter, and all systemwide CCC Tech Center applications currently under-development and in-production for college admin, faculty and staff. |
| Mitch Will Robin MaryLou Michelle Tuyen Chris T LeeAnn Christian Ben Guzman | CCCApply Research & Legal Compliance | Support and advise the CCCApply product manager and CCCTC executive leadership team with research and analysis on critical issues related to systemwide data, security, and other legal issues. Modifying the Terms of use to change language (get approved) by CCCCO Legal? CDE?
Ask Gerald Sequiera (also a lawyer) could he support this effort | Areas to explore: - Non-credit Admissions Application
- Can the language in Terms of Use be modified to better serve students, colleges, MyPath matriculation process, non-credit students? - what can be done within the parameters of FERPA, COPPA, and Ed Code/Title V
| Gerald Sequeria - Ask if he can participate Olivia Alvarado - LACCD Mitch Leahy - Santa Rosa Will Minnich - San Mateo CCD | International Application | Dedicated group to review and approve change requests, data fields/questions, legal requirements. |
| Olivia Alvarado (Might need to go out to field for volunteers) | Enhancing Existing CCCApply Application Design | Support Steering by coordinating and reviewing requests and issues pertaining to the re-design of the current Standard Application.
| Streamline application process & residency logic Moving the Personal Information | MaryLou Mitch Michelle Betty Anna Jason Paulette Will - Skyline Angela |
Other Sub-Committees Proposed: |
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| 2018-meeting-schedule |
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| 2018-meeting-schedule |
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2018-2019 Steering Committee Meeting CalendarNotes 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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Steering District Roster: Approval Poll Table Expand |
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# | District |
| Vote |
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1 | Cerritos CCD | Southern |
| 2 | Chabot-Las Positas District | Southern |
| 3 | Contra Costa CCD | Bay Area |
| 4 | El Camino CCD | Southern |
| 5 | Kern CCD | Central |
| 6 | Los Angeles CCD | Southern |
| 7 | Los Rios CCD | Northern |
| 8 | Rancho Santiago CCD | Southern |
| 9 | Rio Hondo CCD | Southern |
| 10 | Riverside CCD | Southern |
| 11 | San Francisco CCD | Bay Area |
| 12 | San Joaquin-Delta CCD | Central |
| 13 | San Mateo CCD | Bay Area |
| 14 | Santa Rosa CCD | Northern |
| 15 | South Orange CCD | Southern |
| 16 | CCCTC |
| 17 | CCCCO |
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2017 Steering Committee 3 = Bay Area Region 2 = Northern Region 2 = Central Region 8 = Southern Region |