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Location: 2017 CACCRAO Conference |
• Catalina II Room | Time: 12:00PM - 2:00PM | Lunch will be served. Doubletree Mission Valley • 7450 Hazard Center Drive • San Diego, CA 92108 • (619) 297-5466 • Fax (619) 688-4088 |
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IMPORTANT: OpenCCCApply Infrastructure Migration Schedule Changes: Production Window - May 5, 2017 - 6:00PMUPDATE: PILOT Environment Migration - April 21, 2017 Both maintenance windows require short downtime. |
Zoom URL & Meeting ID
Date | April 26, 2017 |
Time | 12:00PM - 2:00PM |
Location | In Person - CACCRAO Conference |
Zoom URL | Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/6770513851 |
Meeting ID | 677 051 3851 |
Dial In | By iPhone one-tap (US Toll): +16465588656,6770513851# or +14086380968,6770513851# Or Telephone: Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll) All numbers are Toll charge numbers. |
Agenda
TIME | DESCRIPTION | SPEAKER |
12:00PM | Roll Call – Approval of Minutes from March 7, 2017 Meeting
Minutes approval - moved by Robin Armour, second by Leigh Ann Unger | Murguia / Pena |
TBD | Update on Research Projects
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CCCApply News
Valid email verification? Tim says people are complaining about barriers! Discussed removing the "free email address providers" from the openCCC Account Welcome page. (majority want to keep these in place for now) Need to collect information and specifics from colleges that have received fraudulent applications since June 2016. Gathering data for Infiniti Analytics team and development of SPAM filter after move to AWS. | Donohue / Calhoon |
TBD | CCCApply News
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| Donohue | |
12:45PM | Non-Credit Application & Sub-Committee | Quiaoit |
1: |
15PM | New Change Requests This will take up the majority of our time during the meeting. Please complete the New Change Requests SURVEY prior to the meeting: http://www.surveygizmo.com/s3/3504634/April-2017-CCCApply-Change-Requests-Need-Review |
1:50PM
Next Meeting Dates
Murgia
2:00PM
Close Meeting
Murgia
ROSTER: Click Expand to see current roster.
STEERING COMMITTEE MEMBERS
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Name
District
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Name
District
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Name
District
Arleen Elseroad
South Orange CCD
Joyce Semanik
South Orange CCD
Paulette Lino
Chabot-Las Positas CCD
Michael Day
Los Rios CCD
Karen Sea
San Joaquin-Delta
Richette Bell - Out
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
Bill Mulrooney
El Camino CCD
Mary Lou Leyba
San Francisco CCD
Satish Warrier
Contra Costa CCD
Chris Truong
Rancho Santiago CCD
Michael Ward
Rancho Santiago
Stacey Followill
Chabot-Las Positas
Clark Ray
Santa Rosa CCD
Michelle Pena
Kern CCD
Stephanie Murguia
Cerritos CCED
Craig Hayward
South Orange CCD
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
Riverside CCD
Vince Orton
Cerritos CCD
Henry Villareal
San Mateo CCD
Noell Adams
Chabot Las Positas
William Diehl
Riverside CCD
Hieu Hoang
El Camino CCD
Pam Mery
San Francisco CCD
CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER
Gary Bird
CCCCO
Mike Quiaoit
CCCCO
Russell Grant
Tim Calhoon
CCCTC
Patty Donohue
CCCTC
Research Projects
- Abandoned Applications - Show chart from report
- Submitted Applications - Time to Completion (Show chart)
- White Paper Update - No work done since last meeting - Release, vacations, workshop, etc. Jump start on summer project. Need volunteers.
- Student Satisfaction Survey (Machine Learning project)
- SPAM Fraudulent Applications (Need data and examples from colleges)
- Google Analytics (Show data - discuss how to share back with colleges)
NOTE: No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.
CCCApply News
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See the new "/wiki/spaces/PD/pages/173725262" page, published on the CCCApply Public Documentation space, which includes monthly statistics of submitted applications, incoming calls to the Help Desk, and charts/graphs showing adoption and implementation. |
2017 Annual Update - March 31, 2017 - Retrospective
Release Notes Posted - See all feature enhancements and data fields.
Bug was identified in International App supplemental questions during the 6.0 release - This prevented release of updates to IA only.
Had to roll back IA changes and schedule a "Patch Fix Release" for Friday, April 7.
Release 6.0.1 (patch fix) was successful and "zero downtime" - meaning we didn't have to take the site off-line during the release.
This method of "zero downtime" is what we are striving to achieve moving forward on Amazon Web Services (AWS) - our new, secure infrastructure & hosting service.
Bug was identified in the new Homeless Youth checkboxes.
Release notes indicated these were "boolean" fields, but colleges reported these were breaking their downloads.
- Development team reviewed and changed format to "string" format.
Updated the data dictionaries with correct data format ("string" fields) and posted on Support Site.
Need Online Tutorials for some of the changes = working on tutorial and documentation for "System-generated Emails."
NOTICE! Upcoming Maintenance Windows: OpenCCCApply Infrastructure Migration to Amazon Web Services (AWS)
Migration of Development environments (Continuous Integration = CI; Testing = TEST) were moved successfully between April 7 - 14.
- Migration of Pilot site - rescheduled to April 21 (previously announced for April 14)
Production environment migration rescheduled to MAY 5 (previously announced for April 21) requires a 4 Hour Maintenance Window (after 6pm)
RFP for Software Development - Update
UPDATE: Steering leadership team met with Patty on 5/3/17 to review the AB 801 issues and talk through proposed changes discussed during Steering meeting. Identified several new issues during the change review process, including Dealing with Minors and possibly proposing redesigning the placement of Dependency Determination in OpenCCC (or adding validation in Account once the user's birthdate is established. For example, if the user is over 13 but under 19, add validation to display Parent/guardian information at that point, or adding logic to ensure that PG address information is collected during the Account creation process. | Donohue | |
TBD | Next Meeting Dates | Murgia |
2:00PM | Close Meeting | Murgia |
ROSTER: Click Expand to see current roster.
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7 + districts are present - quorum is met.
Research Projects
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NOTE: No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers. |
CCCApply News
Info |
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See the new "/wiki/spaces/PD/pages/173725262" page, published on the CCCApply Public Documentation space, which includes monthly statistics of submitted applications, incoming calls to the Help Desk, and charts/graphs showing adoption and implementation. |
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Major kudos are in order! The California Community Colleges Technology Center has been awarded the CENIC 2017 Innovations in Networking Award for Educational Applications, in recognition of its groundbreaking work to develop a system-wide federated identity initiative - OpenCCC - for students across the CCC's 113 colleges. Cheers! to everyone at Unicon who contributed to this effort. |
Roadmap & Development
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(See Other Priority Projects table below)
Tech Projects - Ongoing
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New Change Requests
Future Meeting Schedule
- Project Site updated with revised Meeting Information
- Steering has been notified by email(s) announcing schedule
12:00PM - 2:00PM
Double Tree Hotel, San Diego, CA
- Patricia Donohue Contact CACCRAO Conference organizers (Rita?) and/or the San Diego DoubleTree Hotel (Arden Mall?) to reserve a room and lunch (contact the hotel?) for the last day of the conference - around noon. Determine if we need to bring in lunch, or will lunch have already been served to the attendees who attended the CACCRAO conference?
- Patricia Donohue Work with Cindy or Kathleen on arranging these types of events - how do you determine headcount?
July 19, 2017
10:00AM - 3:30PM
- Talk to Stephanie about organizing the July meeting.
- Patricia Donohue Survey the steering committee for attendee head count. Is July a good time for a meeting? Maybe not. Get ahead of this and figure it out.
- Add to March 7 Agenda
Steering District Roster: Approval Poll Table
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District
Non-Credit Application Issues
Noncredit Sub-Committee
- Look at the new application for a better way to support noncredit students.
- What do we need to put right up front in the application to college?
- What do colleges want for noncredit students?
Name
Address
Phone
Email
That's it!
- What does the CCCCO require from noncredit students?
SCE's non-credit app:
https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm
https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx
UPDATE 5.03.17: Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.
Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.
New Change Requests
All rows highlighted in yellow are NEW changes. Some of these are on the change request survey (please review prior to meeting) and some will be discussed at the meeting.
Changes in Progress
- The mention of the "paper application" has been removed from the new System-Generated Email Reminders (24h and 7d) that was recently implemented. I had already removed the link to the paper application, but due to public outcry at the workshop, I have also added a ticket to remove all mention of the paper application from the emails.
- We will discuss feedback and capture change requests for the "Homeless Youth" implementations during the meeting on April 26. There are several change requests already - so we will discuss these individually at the meeting.
- A ticket has been created to add a "Confirm your Date of Birth" data field in the OpenCCC Account to help further minimize duplicate CCCID accounts. We will discuss this at the meeting.
- A ticket has been created to review and update the SSN validation in the OpenCCC Account. The federal government requirements have been enhanced so we are looking carefully at our validation to ensure it is up-to-date.
Future Meeting Schedule
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Steering District Roster: Approval Poll Table
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General Notes & Feedback (Change these to Action Items)
- Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting.
- Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings.
- Remind committee members to submit agenda items to the Chair to be added to the meeting agenda. How do we do this in an efficient way? Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earler (as suggested above).
- Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
- Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't ahve to be a recurring agenda item, but anyone can visit those stats whenever they want.
- Look for other ways to streamline the meeting moving forward.
Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.
- *Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.