Online Meeting Information
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Date & Time: Tuesday, December 10, 2019 3:30 pm - 4:30 pm
Location ZOOM: https://cccconfer.zoom.us/j/6770513851 MEETING ID: 677-051-3851
Use VoiP or Call TOLL Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll)Agenda
Introductions: - Attendees please add your name, college, and title in the Chat window
Overview of Project Objectives (Problem/Issue - Proposed Development Options)
Immigrants Rising and other student advocacy organizations have collaborated to identify language and areas in the application that need to be revised and approved
4:30 pm
Schedule F/U Call? - Close Meeting
Upcoming Meetings: 2019-2020 CCCApply Sub-Committee Meeting Schedule
Meeting Notes
Project Overview
In an effort to remove barriers and support undocumented, DACA and other at-risk students, specific language and text in the application could be softened and more welcoming to help students complete the application process.
The CCCApply product manager, in collaboration with a sub-committee of the CCCApply Steering/User Group and other interested college admin and staff - will survey college admin and staff to identify stakeholders and user personas, and gather business requirements in order to determine the scope and priority of this project.
Sub-committee Objectives:
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Date & Time: Tuesday, December 10, 2019 3:30 pm - 4:30 pm |
Project Overview
In an effort to improve ambiguous and unwelcoming language in CCCApply in support of undocumented, DACA and nonresident aliens, Immigrants Rising has suggested a series of changes that include text changes in the Citizenship section, and several other related questions/areas.such as the Social Security Number and Parent/Guardian Information (dependency).
Sub-committee Objectives:
- Meet with sub-committee to review information collected so far
- Overview of the CCCApply Redesign project and the progress made so far (implemented and planned work)
- Contributors & stakeholder contributions: (Ideas42.org - 5 Key Barriers; Immigrants Rising - student advocacy group; etc.)
- Gather and document requirements by stakeholder, application, downstream impacts
- Review Language Changes Proposed by Immigrants Rising
- Social Security Number
- Citizenship language revisions
- Softening language around Parent/Guardian Information (Dependency Status)
- Change Request: 2019-37: Proposed Changes to Support Undocumented Students from Immigrants Rising:
- Change Request: 2019-XX: Combined Changes to Remove Language Ambiguity Barriers in CCCApply
- Identify and document stakeholders and their needs
- Gather and document requirements by stakeholder, application, downstream impacts
- Discuss technical requirements
Summary of Problem / Barrier
Open Questions
Action Items
Stakeholders & User Stories
Who are the stakeholders?California Community Colleges (CCC) is the largest system of public higher education in the United States. Our 115 colleges across 73 districts serve 2.2 million students, which includes two-thirds of the undergraduate students in the state of California. One in four community college students in the nation is enrolled at our colleges, and our tuition is the lowest in the country.
CCC institutions also serve the diverse needs of mid-career professionals looking to boost their skills as they move up the career ladder, immigrants striving to improve their English language skills, entrepreneurs looking to start a small business, and retirees looking to take up a new interest to maintain their cognitive skills
- Undocumented, Nonresident Alien Students
- International F1, M1, J1 Visa Holders
- ESL Spanish-speaking Students
- Internationalization
- Homeles
- Noncredit
- Undocumented
- Adult Education
- Dual Enrollment
- Gainful Employment
- Abandoned Applications
- First College
- DSPS
- EOPS
According to the CCCCO website, Special Populations include:
Special Populations
The first step is learning about all the resources available to you and then accessing them. And there are plenty of available resources. For example, under the Americans with Disabilities Act, any discrimination on the basis of a person’s disability is prohibited. Not only can you not be denied access to the community college of your choice because of your disability, but we will provide any reasonable accommodations to meet your needs.
- If you’re a veteran, you’re eligible to apply for the GI Bill, which will help cover the cost of your education. We also have invested heavily in building veterans service centers on campus, staffed with other veterans and specialized counselors and resources to get you to your goals.
- Homeless students and students who are at risk of becoming homeless, also can access a variety of services, ranging from food pantries and free farmers markets to financial aid and vouchers.
- Undocumented students, too, are welcome at our community colleges and can access a bevy of supportive services. In addition, the California Dream Act allows eligible undocumented students to pay in-state tuition.
User Stories
Sample Lanugage regarding Undocumented Students: Serving the largest number of undocumented students in the state, California Community Colleges are committed to serving all students, regardless of immigration status. Undocumented Student Action Week, October 14-18, 2019, is a systemwide campaign to advocate and provide support resources for our undocumented student population. During the week, California’s community colleges are encouraged to engage in advocacy and support efforts in solidarity with undocumented students throughout the state.
Legal Considerations
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CALIFORNIA COMMUNITY COLLEGES FEDERAL PRIORITIES
F E B R U A R Y 2 0 1 9
Background
California Community Colleges (CCC) is the largest system of public higher education in the United States. Our 115 colleges across 73 districts serve 2.2 million students, which includes two-thirds of the undergraduate students in the state of California. One in four community college students in the nation is enrolled at our colleges, and our tuition is the lowest in the country.
The CCC system and its individual colleges are the backbone of higher education in the state and the leading provider of career and workforce training in the country. Our students generally are over the age of 25, and they come to us from urban and rural parts of the state. Most students who attend our community colleges say they aspire to move on to a four-year college or university. CCC institutions also serve the diverse needs of mid-career professionals looking to boost their skills as they move up the career ladder, immigrants striving to improve their English language skills, entrepreneurs looking to start a small business, and retirees looking to take up a new interest to maintain their cognitive skills.
Nevertheless, community colleges continue to face significant challenges. Older and working adults too often are left behind due to the lack of financial supports needed to help balance work, childcare, and academic demands. Many of our students struggle to make ends meet due to a financial aid structure that does not provide sufficient assistance with non-tuition related costs. Federal leadership is more important than ever to strengthen this largest system of higher education in America.
CCC's 115 colleges across 73 districts serve2.2 million students, which includes two-thirds of the undergraduate students in the state. Faculty and campus leaders support continuing protections for DACA participants, coupled with legislation establishing a pathway to citizenship. Of the 223,000 DACA participants in California (out of 800,000 nationally), approximately 72,000 are enrolled in one of the CCC institutions.In addition to its social and humanitarian imperatives, DACA has vast economic benefits for our country. A study by CATO Institute notes that the elimination of DACA would cost the federal government $60 billion in tax revenues, with the overall economy likely to shrink by $215 billion.
Deferred Action for Childhood Arrival
Codify DACA protections into law. Provide a permanent path to citizenship for DACA students. Provide eligibility for Title IV grant aid, including Pell Grants and Work-Study.
The proposed cancellation of the program has put the educational future of many of our students in doubt. Thus, we urge Congress to pass comprehensive immigration reform that, at a minimum, would accomplish the following.
Targeted investments in workforce education are key to increasing the nation's economic competitiveness. CCC institutions are well-positioned to work with the federal government to prepare a skilled workforce that meets the needs of a changing job market. Through a continued partnership with the federal government, California Community Colleges will help provide the career education necessary to build economic growth in the 21st Century. Specifically, to ensure that this partnership is successful, we recommend increased funding for the following programs. A Workforce for the 21st Century Perkins Act Grants help both high school and community colleges offer career technical education courses and incentivize the two systems to build strong partnerships. Workforce, Innovation and Opportunity Act programs provide vital funding for job training to dislocated workers, low-income adults and at-risk youth.
Of the 223,000 DACA participants in California approximately 72,000 are enrolled in one of the CCC institutions.
California Community Colleges will help provide the career education necessary to build economic growth in the
21st Century.
Higher Education Act Reauthorization
The success of the California Community Colleges is dependent on continuing our strong partnership with the federal government. In approaching the Higher Education Act reauthorization, the California Community Colleges encourage Congress to consider the following priorities and principles: Maintain Protections and Simplify Processes. The Department of Education rightly should serve as a gatekeeper regarding subsidized student loans and target subsidized loans to students in programs that will provide clear pathways toward well-paying careers. This not only serves as a form of consumer protection for students, but it also minimizes the exposure taxpayers face when a student defaults on his or her loan. However, the CCC system has a very low loan participation rate, greatly increasing the significance of just a few loan defaults. We request continuation of protections for institutions with low loan-participation rates in any proposed accountability framework, and we ask for measures to simplify the process.
Simplify Financial Aid. Our colleges and students have benefitted from changes to the Free Application for Federal Student Aid (FAFSA), including allowing the use of prior-prior year tax data and early availability of the FAFSA. However, too many community college students continue to face obstacles in completing the FAFSA, including verification burdens that disproportionately impact low-income students. It is our strong hope that Congress and the Department of Education will engage students and community college leadership in the next iteration of FAFSA simplification.
Ensure Effective Oversight. The federal government has a responsibility to ensure that colleges receiving taxpayer funds provide a quality education to students. CCC has invested in accountability frameworks aimed at measuring success, including the Student Success Scorecard and the Institutional Effectiveness Partnership Initiative (IEPI) indicators. Similarly, Congress should consider ways to ensure robust oversight that protects students from bad actors, largely concentrated in the for-profit sector, and allows public colleges to focus more on educational outcomes and less on administrative tasks.
More than 1/3 of our students experience housing insecurity and 12% experience food scarcity.
Keep College Affordable.
California has the largest "free tuition" program in the nation; nearly half of all community college students and 70 percent of full-time students receive tuition waivers under the California College Promise Grant. Yet, students face substantial financial barriers to completion. More than a third of our students experience housing insecurity and 12 percent experience food scarcity. Inadequate financial aid forces students to take fewer classes or work longer hours -- choices that make them less likely to be successful academically. Increased access and funding for Pell Grants and keeping federal student loans affordable are essential to reducing debt burdens and enhancing college completion for low- and moderate-income community college students.
Expanding Access to Student-Level Data. CCC has made great strides to expand access to data that allow students and the public to receive accurate, relevant, and representative
information to be able to know what they can expect in return for their investment of time and money. However, our institutions have a difficult time providing complete data because only the federal government has ac earn current federal limitation on data collection could be lifted fo a students who receive federal financial aid.
Community College League of California
2017 O Street
Sacramento, CA 95811
phone: (916) 444-8641
email: cclc@ccleague.org
California Community Colleges
Chancellor's Office
1102 Q Street
Sacramento, CA 95811
phone: (916) 445-8752
email: info@cccco.edu
Needs & Requirements
| title | Click here to expand to see CCCApply Redesign Project Objectives... |
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Fall 2019 Release Recap
- Planned HOTFIX - Friday Nov 15 (Fix Dual Enrollment BUG)
- October 2019 Release 6.6 - Mobile Design
(See all Release Notes from past CCCApply releases)
CCCApply Redesign Project
Objectives for FY19/20 are focused on some key goals and themes:
- Finish up the CCCApply Redesign Project work -in compliance with AB 3101
- Work completed in FY18/19
- Work completed in Fall 2019
- Work planned for Spring 2020 (see below)
- Finish up the CCCApply Redesign Project work -in compliance with AB 3101
- Implement industry-standard design principles and lessons learned from Student Journey Project, Ideas42 study and collaboration with partners (CCC Foundation, CCGI, Immigrants Rising, etc.)
- CCC Design Principles AND CCC Diagnosis Deck
- Student-centric design decisions
- Removing Barriers
- Student-User testing & feedback
- CCC Design Principles AND CCC Diagnosis Deck
- Compliance with state and federal statutory requirements
- Continuous maintenance & support
Milestones: Progress Made Addressing Key Concerns
- Streamline & shorten admission application
- Support noncredit students with residency free application
- Delivery mobile-friendly application
- Support ESL/Spanish-speaking Students
- Deliver data to colleges quicker (including in-progress application data)
- Improve OpenCCC Account system (remove barriers)
- Continuous improvement - more frequent updates
Spring 2020 Release
2020 Development Roadmap (Tentative Projects for FY19/20)
| title | Click here to see Spring 2020 Planned Release... |
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Upcoming Release: Spring 2020 (Tentative March or April 2020)
Planned Development:
- Revise SSN question layout & language; move from OpenCCC to CCCApply apps
- Move Previous Name field
- Related Language Changes: Date of Birth question
- Set priorities and f/u action items
Changes Proposed - Discussion & Outcomes
The following changes were proposed by Immigrants Rising related to Language and question text to support undocumented students across the state.
| Change Description | Change Suggestion | Our Response | Requirement Notes | ||
|---|---|---|---|---|---|
Revise the Citizenship section label to: "Citizenship & Immigration" |
| This change was positively received by the CCCApply Steering/Advisory Committee in July 2019, and the sub-committee that attended this meeting on 12/10/19. See mock-up below. | Approved for 6.7.0 release | ||
| Add "additional text" to the "Citizenship & Immigration" question, below the drop down menu. | Concern : Students are concerned that it is unsafe to state this information and don’t know how it will be shared Suggestion :
This information will be used for admissions and state reporting purposes. Your responses will be kept private and secure, and will not be used for discriminatory purposes. There are two options: the same language with, and without, bullets separating each sentence. |
| Approved for 6.7.0 release | ||
Revise "No Documents" checkbox language & move the checkbox up under Visa Type link Revise the language and increase the font size for the "No Documents" checkbox question that appears if the user has a Citizenship status other than U.S. Citizen Also, move the checkbox and new language up on the page, directly under the | Concern : The language and placement of the "No Documents" checkbox question, that appears only if the user has a citizenship status other than US citizen, would be more clear and visible if additional info was added and the placement on the screen was more prominent. Currently, If the user chooses "Other" for citizenship status, and you don’t see the box, this visa information comes up right away. Then you have to scroll ALL the way down this visa list to choose other again. Suggestion:
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| Not Approved - further discussion and CO participation/approval required. 12.17.19: This item is being deferred until we can get guidance from Chancellor's Office on their official position on DACA, whether MIS is collecting DACA data, and how CCCApply should be updated to college DACA info (if approved). 12.10.19: During the Dec 10 meeting, the group discussed some concern about whether to add "DACA" to the "No Documents" checkbox language or add DACA as a status under the Citizenship & Immigration Status values and collect number and dates (similar to Visas, Permanent Resident info, etc.). Discussion Notes:
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Revise "California Residence" label to "California Residence for Tuition Purposes" | Concern: In reading the date below the label, many students assume they will meet the residency if they have been in CA since this date (as if it’s physical presence alone that decides it) Suggestions: 1) Revise the question label from California Residence to "California Residence for Tuition Purposes" 2) Revise the 3) Create a page or pop-up Help that lists the requirements for CA residency for tuition purposes, with info regarding non-resident tuition exemptions (including AB 540/SB 68) and link to this from the onscreen question text or the Help text. California residency California residency for admission purposes is different than determining residency for the purposes of tuition and fees. Residency for the purpose of determining the amount of tuition and fees you pay is determined by the college’s Admissions & Records office during the on-boarding process, based on your responses in CCCApply and/or additional documentation requested after admission. |
| Not approved - scheduling follow-up meeting to discuss what language - if any - should be provided to the students regarding what "California Residency for Tuition Purposes" means and how it differs from national residency. Dec 17 Meeting F/U Items:
Feedback: Student may not look at it | ||
| Add Support for Undocumented, DACA Students in Programs & Services on Needs & Interests Page | Concern : No listing of support for undocumented students Suggestion : Add Undocumented Student Support”in programs and services |
Other pending changes proposed from Immigrants Rising:
WEDNESDAY MEETING 12/18
Continued discussion of pending issues.
- Social Security Number
- Review latest revisions approved by CO:
- proposed plan for phased roll-out
- Review language regarding "needed for federal financial aid"
- Review initial suggestion from Immigrants Rising:
- Review latest revisions approved by CO:
- Parent/Guardian Information:
- Review latest proposal for layout and language changes
- Review Immigrants Rising's original concerns and feedback:
- Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68.
- Revise the language in the Parent/Guardian Info question text (see below)
| Title / Description | Change Suggestion | Our Response | Requirement Notes |
|---|---|---|---|
Revise language in the Parent/Guardian Information section | Concern: Students fear of Disclosing Personal Information in Parent/Guardian Information Section Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68 Suggestions:
| Our Response: Update the text in the Parent/Guardian Information section (additional information) as suggested to support student identity and reduce ambiguity. By California law, determining your residency for tuition purposes is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. This information is protected by federal and state laws. The following questions will be used to determine whether or not you need to provide your information or your parent or guardian's information for the purpose of determining residency for tuition purposes. This information is protected by federal and state laws and will not affect your admission to college. Nonresidents who meet eligibility requirements may apply for AB540/SB68 | Soften language - revise layout with goal on collecting Parent / Guardian information for minors. No data field changes |
Language Changes Deferred to January 2020
| Title / Description | Change Suggestion | Our Response | Requirement Notes |
|---|---|---|---|
| Date of Birth | New OpenCCC design wants to remove the language for Birthdate question but the DED requires specific language and approval for changes by CO and the Office of Civil Rights. | In 2018, the logic to restrict users under age 13 from creating an OpenCCC account was removed; however, the DED was not updated and the hover help was not considered. Also, according to the legal disclaimer in the DED, we were required to get CO approval for any/all changes to the DOB language onscreen in OpenCCC. The DOB question is slated to be revised in the OpenCCC 2.0 system. This issue will need to be discussed with the CO and/or Office of Civil Rights. What are they required to disclose onscreen or in Help drawer? What is CCCApply (Edit Account) required to disclose onscreen or in Help drawer? Change language in the question for mobile and internationalization Current Language "This information is used for protection of minors in online transaction environments, as well as to differentiate between persons having the same name. It is also used to comply with state and federal law pertaining to residency, guardianship, and admission of minors to college. This information will not be used in making admission decisions except as permitted by law." | LEGAL Language See DED |
Previous Name(s) | OpenCCC 2.0 planning to remove this from the new Account system. | Is CCCApply required to collect this data? | |
| Permanent Address | Change to "Primary Home Address" | Get feedback |
Open Legal Questions
- What language is "required" for the DOB question? Who approves changes?
- Review history of changes made in 2018
- Review proposed changes for new OpenCCC account (under development)
- Should students under 13 yro be able to create an account? Does any language need to be changed?
- Can the Parent/Guardian Information (Dependency Status) question be shortened? Could text be implemented as Help text?
- What's the legal requirement for this question?
- Should the Privacy Policy be updated with FERPA and/or SB54 language?
- Privacy Policy is lacking certain federal requirements
- Add FERPA and SB 54 language to the privacy policy
- Who can be our ongoing project support /approves changes to the Consent / Submit language
SB54: Law enforcement; sharing data (SB 54; De Leon)
This bill amends Sections 7282 and 7282.5 of, adds to Chapter 17.25 to Division 7 of Title 1 of, the Government Code, and repeals Section 11369 of the Health and Safety Code. SB 54 establishes restrictions on the use of state agency or department money or personnel to investigate, interrogate, detain, detect, or arrest persons for immigration enforcement purposes. For the text of this bill, please see: http://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=201720180SB54
Stakeholders
Who are the stakeholders?
At-risk Students Identified by Immigrants Rising:
Undocumented, Nonresident Alien Students
- Students eligible for AB540 / SB68
More Special Populations (see CCCCO info below)
International F1, M1, J1 Visa Holders
ESL Spanish-speaking Students
Homeless students (John Burton Foundation)
Foster Youth students (John Burton Foundation)
Noncredit (Academic Senate)
Adult Education
Dual Enrollment
Gainful Employment
First Time in College
DSPS
EOPS
Support Services
Marketing / Communications (Outreach & Recruitment)
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Special Populations If you’re living with a disability, are a current or former foster youth, are homeless, an undocumented resident, or if you’re facing other challenges along your path to reaching your higher educational and career goals, the California Community Colleges is here to help you. The first step is learning about all the resources available to you and then accessing them. And there are plenty of available resources. For example, under the Americans with Disabilities Act, any discrimination on the basis of a person’s disability is prohibited. Not only can you not be denied access to the community college of your choice because of your disability, but we will provide any reasonable accommodations to meet your needs.
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User Stories
| User / Stakeholder | Story |
|---|---|
At a time when members of our undocumented communities are grappling with fear and uncertainty, the California Community Colleges has launched a number of initiatives to reassure everyone that our campuses will remain safe, welcoming places for people from all backgrounds to learn. Serving the largest number of undocumented students in the state, California Community Colleges are committed to serving all students, regardless of immigration status. Undocumented Student Action Week, October 14-18, 2019, is a systemwide campaign to advocate and provide support resources for our undocumented student population. During the week, California’s community colleges are encouraged to engage in advocacy and support efforts in solidarity with undocumented students throughout the state. |
Spring 2020 Release
2020 Development Roadmap (Tentative Projects for FY19/20)
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Upcoming Release: Spring 2020 (Tentative March or April 2020) Planned Development:
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California Community Colleges (CCC) is the largest system of public higher education in the United States. Our 115 colleges across 73 districts serve 2.2 million students, which includes two-thirds of the undergraduate students in the state of California. One in four community college students in the nation is enrolled at our colleges, and our tuition is the lowest in the country.
CCC institutions also serve the diverse needs of mid-career professionals looking to boost their skills as they move up the career ladder, immigrants striving to improve their English language skills, entrepreneurs looking to start a small business, and retirees looking to take up a new interest to maintain their cognitive skills