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Draft: This document is currently a work-in-progress. Following Go/No Go approval, a formal notice will be sent to viewers and editors. Thank you.
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Note: The new Number of Dependents question & data fieldswill appear in both the 2024-2025California College Promise Grant Online Application and the CCCApply Standard & Noncredit Application. |
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Business Need
To align with the changes mandated in the 2024-2025
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California College Promise Grant application, the system will collect more information from self-identified Student Parents by identifying the number of their dependents under and over the age of 18 years. This change will help…
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Student Parents with Dependents in CCPG and CCCApply |
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The changes summarized below pertain to an enhancement to the new Student Parent question that was added last fall 2023 in both the CC Promise Grant online application and the CCCApply Standard/Noncredit application. Other than the specific time frame (annual date range) that data is being collected for in the CC Promise Grant application, the new Number of Dependents question and data fields being implemented in this release are basically identical in both applications. The data elements are documented in the data dictionaries for both applications. |
Changes Summary
Update and match the existing Student Parent question
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text in the CCCApply and California College Promise Grant applications, for consistency
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purposes
Add a new conditional question
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in both applications that collects the total number of dependents from student parents by age group
Add two new data fields
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to each application to store the number of dependents under
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/over age 18
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Add new data fields
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to all downstream admin, reporting, and delivery
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systems
1. Update the Student Parent
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The Student Parent questions added in 2023 have been updated
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Note: CCPG question includes dates that pertain to the student parent’s response. The CCCApply question does not include the dates. |
2. Implement conditional question to collect Number of Dependents
To feasibly accommodate the large number of new AIAN tribe options in CCCApply, the existing user interface has been enhanced to allow the applicant to
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For more information about the new Number of Dependents data fields, see section below. |
3. New Fields
If a user cannot find their tribe in the newly expanded AIAN list, they also have the option to identify - or “write-in” - up to five other tribe names and submit them with their application. This new field appears as a text input box if the user clicks on the “Cant find your tribe?” link just below the search modal.
For colleges, this new data field has been added to the CCCApply submitted application database and delivered via Glue for Apply to your staging table or SIS.
Dictionary Name: Other AIAN Name
Data Element: <race_aian_other_description>
Format/Type: Text, varying character 1024
Notes: Conditional display; Optional response; Allows Null; Stores up to five tribe names, comma separated;
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Question in the California College Promise Grant and CCCApply Applications
This is a simple update to ensure the language in both Student Parent questions are consistent. Other than the date range that is specified - and updated annually - in the CC Promise Grant application, both questions should match.
CC Promise Grant Application
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Dates specified in the CC Promise Grant application pertain to the 2024-2025 CCPG academic year. |
CCCApply Standard & Noncredit Application
2. Add new conditional display question in both applications to collect the number of dependents by age group
If the applicant has identified as a student parent with dependents (i.e., the student has answered Yes to the Student Parent question described above) then two new menus will appear to collect the number of dependents in two age groups: 1) dependents age 17 years and younger, and 2) dependents age 18 years and older. If displayed the applicant will be required to make a selection in each age group, otherwise an error message will display.
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Note: Other than the annual date range specified in the CC Promise Grant application, the Number of Dependents question and data being collected is basically identical in both applications. |
CC Promise Grant Application
In the online application, the Student Parent question appears in the Dependency section. If the applicant selects Yes both Number of Dependents fields appear.
IIf displayed, a response is required for each Number of Dependents dropdown menu.
CCCApply Standard & Noncredit Application
In the CCCApply Standard application, the Student Parent question appears on the Demographic Information page under the Dependents heading. If the applicant selects Yes both Number of Dependents fields appear.
If displayed, a response is required for each Number of Dependents dropdown menu.
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Per COMIS SB39, if the number of dependents in either age group should exceed 9, the applicant should select “9+”. |
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For data field specifications around the new Number of Dependents fields, see the Data Fields & Data Deliverysection below. |
Data Fields & Data Delivery
In this section:
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Impact on Existing Race & Ethnicity Fields
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New Data Fields: Number of Dependents
Along with the Number of Dependents question enhancement, two new data fields have been added to the
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Overall, the only change to an existing field is the addition of several hundred new AIAN ethnicity values to the Race Ethnicity Full field <race_ethnic_full>. No other changes will impact the existing fields.
Changes to allowable selections in the AIAN section only affects the number of associated values/codes appear in the <race_ethnic_full> field. No change has been made to that field length or any race/ethnicity field length.
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Field Name
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Data Field
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Value
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How AIAN Tribes maps to this field…
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Hispanic
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<hispanic>
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n/a
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N/A. AIAN ethnicities do not map to the <hispanic> race group field.
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Race Group
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<race_group>
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16
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The American Indian or Alaska Native (AIAN) race group has a value = 16. (Note: AIAN ethnicities are the sub-group of the upper-level race group. If an individual AIAN ethnicity is selected by the student, the <race_group> value also = 16.
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Race Ethnicity
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<race_ethnic>
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16
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Values for the <race_ethnic> field are strictly used for COMIS SB38 reporting. Individual AIAN ethnicities map to the upper-level race group value; in this case <race_ethnic> = 16.
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Race Ethnicity (International)
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<race_ethnicity>
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16
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Values for the <race_ethnicity> field are strictly used for COMIS SB38 reporting. Individual AIAN ethnicities map to the upper-level race group value; in this case <race_ethnic> = 16. Note: This version of the field is used by the International Application only.
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Race Ethnicity Full
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<race_ethnic_full>
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<unique code>
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CC Promise Grant (BOGFW) and the CCCApply submitted applications databases. Both sets of fields have the same data specifications and each set is delivered separately from either or both application databases. As explained
Number of Dependents Under Age 18
Dictionary Name: Number of Dependents Under Age 18 (Note: 17 yrs and younger)
Data Element: <student_deps_under18>
Format/Type: menu selection / smallint
Display Conditions: Conditional / Required if Displayed
Number of Dependents Age 18 & Over
Dictionary Name: Number of Dependents Age 18 & Older
Data Element: <student_deps_18over>
Format/Type: menu selection / smallint
Display Conditions: Conditional / Required if Displayed
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Important: New data fields reequires a schema version update for your College Adaptor. Contact your College Experience Manager at Enabling Services to upgrade today. |
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For complete data |
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field specifications, |
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New Data Field: Other AIAN Name
Breakdown of Race & Ethnicity Fields
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Data Element
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Format / Example
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Maximum Expected Width
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2024 Change
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Hispanic
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<hispanic>
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boolean / true/false/null
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No changes to this existing field, values, or UI display.
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Race Group
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<race_group>
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"04, 05, 08, 09, 14, 15, 16, 17, 19, 20, 21"
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80 characters (unchanged) (20 * 2 character long values + 19 commas + 19 spaces + 2 surrounding quote marks for CSV delimiting in the output format)
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No changes to this existing field, values, or UI display.
This field was intentionally left unchanged.
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Race Ethnicity
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<race_ethnic>
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Example:
YNYNNNNYNNNNNNNNNYNNN
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22 characters (unchanged) (22 character long string)
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No change to this existing field, format, and values.
Existing YN values and formats have not changed.
This is a backend field used for COMIS reporting only.
This field was intentionally left unchanged (until COMIS changes are specified).
See COMIS SB29 for COMIS data element specs.
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Race Ethnicity (International)
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<race_ethnicity>
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Example:
YNYNNNNYNNNNNNNNNYNNN
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22 characters, string (unchanged)
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No changes to this field. This is the CCCApply International application version of this field name. All other data specs are the same.
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Race Ethnicity Full
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<race_ethnic_full>
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"100,101,117,118,200,205,08,09,500,15,600,601,17,19,602,700,701,713,800,802,803"
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805 characters (201 * 3 character long values + 200 commas + 2 surrounding quote marks for CSV delimiting in the output format)
length is truncated
Minor changes to be aware of:
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Field length remains unchanged, thus responses will be truncated if the user selects every race group and ethnicity available.
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See the CCCApply DED (v.2024.3 or later) for complete data field specifications.
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Other AIAN Name
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<race_aian_other_
description>
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Text, varying character
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1024
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New data field (2024):
Conditional display; Allows Null
Optional response;
Stores up to five tribe names, comma separated;
See the CCCApply Standard & Noncredit Application Data Dictionary for complete data field specifications (Version 2024.3 or later).
The <race_ethnic_full> field is can store up to 800 comma separated values, optionally selected by the applicant in the Race & Ethnicity section. However, with the expansion on
<hispanic> No changes are being made to the Hispanic field.
<race_group> No changes are being made to the Race Group data field; all values and formats will not change.
<race_ethnic> No changes are being made to the Race Ethnic field in this release. Existing YN values and formats have not changed.
<race_ethnic_full> - The only reportable change is the addition of several hundred new AIAN tribe names (values/codes) which will now be included in the field output.
Data Delivery
All race & ethnicity fields will continue to be delivered to college SIS, staging tables, integrated downstream systems (CCCApply Report Center, Data Warehouse Report Server, etc.) via SuperGlue for Apply.
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Colleges Using SuperGlue: This release requires a schema version update for the College Adaptor. Please contact your College Experience Manager through the CCCTC Enabling Services to expedite this process. |
In Progress Applications
There will be no database value mappings for In Progress applications. If an application is in-progress and a student made a race/ethnicity selection and their choice is in the list of obsolete values post the release, we will display a server side validation error message during the pre-submission validation that advises them of the following.
Testing & Implementation
Documentation
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Document
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Link
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Format
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Last Update
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2024 Complete CCCApply Race & Ethnicities List
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2024 Complete CCCApply Race & Ethnicities List
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Google Sheet
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COMIS SB29
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Online / PDF
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COMIS SB38
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SB38: STUDENT-EXPANDED-ETHNICITY
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get the latest application data dictionaries here: CCCApply Data Dictionaries. |
Data Access & Delivery
As new features and functionality are developed for CCCApply and other systemwide technology applications, it is necessary for colleges to upgrade their existing Superglue College Adaptor schema to the version capable of delivering the new enhancements and data fields. This release includes new data fields that require such an update.
To get the latest College Adaptor schema version, please contact your College Experience Manager at Enabling Services for assistance.
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Data Warehouse Access
All new and existing data fields are stored in the CCC Data Warehouse and can be accessed directly through Data Warehouse Direct Access Connect or, for authorized staff, through the Data Warehouse Report Server.
Documentation
Document | Link | Doc Version | Format | Last Update |
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2024-2025 CC Promise Grant Online Application Data Dictionary | 2024-2025 | March 2024 - Release v.6.14.4 | ||
CCCApply Standard & Noncredit Application Data Dictionary |
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2024 CCCApply AIAN Race & Ethnicities List
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Google Sheet
v.2024.3 | March 2024 - Release v.6.14.4 | |||
SB39 - STUDENT-DEPENDENTS | Summer 2023 |