Release Scope
Integration of the multi-account creation feature in the OpenCCC Administrator tool
Bug Fixes
Release Summary
Earlier this year the new OpenCCC Administrator tool was released to production allowing authorized college and district staff to create single OpenCCC accounts on behalf of students who may be unable to create one themselves.This release includes features a multi account creation enhancement to the existing OpenCCC Administrator tool , enabling the creation of multiple new accounts which will enable colleges to create multiple accounts using a simple upload process without the risk of adding duplicates in duplicate account (CCCIDs) to the system. The objective for the new account creation tool is to provide our colleges and institutions with a simple and efficient process that will
Development Background
In early 2023 the CCC Technology Center deployed an enhancement to the CCCApply Administrator that allows authorized staff to create an OpenCCC student account and submit a CCCApply application on behalf of an incarcerated student who is unable to do so themselves. Initially the tool was intended for single account creation use (one account at a time); however due to growing systemwide need to ensure every student has a lifelong CCC systemwide account and student identifier .
Without the universal implementation of CCCID, key information about students can be obscured, which in turn undermines the system’s ability to serve their need.
Read more about
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i.e., CCCApply) are more likely to not have aCCCID
in their local college’s Student Information System (SIS). The objective for the new), the account creation admin tool
is to provide our colleges and institutions with a simple and efficient process that will ensure every student has a lifelong CCC systemwide account and student identifier. Newhas been enhanced to support multi account creation.
The OpenCCC Administrator Tool
To support the recent systemwide mandate requiring every student currently enrolled in a California Community College have a California Community Colleges ID (CCCID) for tracking and reporting purposes, a new OpenCCC Administrator system has been is developed that will allow authorized college staff to create an one or more OpenCCC account accounts (CCCID) on behalf a student may be of students that are unable to create one themselves. See Use Cases for more information.
To support this systemwide need, an OpenCCC Administrator tool has been implemented that will allow colleges to generate user accounts and CCCIDs for those students who are either unable to access computer devices and email or existing students who have bypassed the current online systemwide application process for various reasons.
Two options:
Single Account Creation -allows authorized staff to create a single OpenCCC account and generate a CCCID on behalf of a student who may be unable to complete the CCCApply application process.Multi Account Creation - will allow the processing of multiple students simultaneously in order to 1) generate new accounts/CCCIDs if needed; and/or 2) identify if a duplicate account already exists in the system. Staff can then update their SIS systems as needed for MIS and other reporting purposes.
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To gain access to the new OpenCCC Account Creation tool, please reach out to your College Experience Manager @ cems@ccctechcenter.org. Individual requests for access must be approved by a college administrator. |
Use Case
Purpose
Who benefits from this…
Single Account Creation
Create an account and/or submit application(s) on behalf of a student who may enroll outside of the systemwide online application process (CCCApply).
These include:
Incarcerated, nursing home, and other similar student populations who do not have access to computer devices or the internet
Noncredit students who may enroll outside of the online CCCApply Noncredit Application (i.e., noncredit paper application)
Instructional Service Agreement (ISA) students who enroll directly into an SIS
Multi Account Creation
Backfill accounts or missing CCCIDs for existing and/or inactive students.
Legacy or existing CCC students who enrolled prior to the college’s implementation of the systemwide online application (missing CCCIDs)
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Although approximately 80% of CCC students currently have a CCCID, students who enroll outside of the online systemwide application (i.e., CCCApply) are more likely to not have a CCCID in their local college’s Student Information System (SIS). The objective for the new account creation tool is to provide our colleges and institutions with a simple and efficient process that will ensure every student has a lifelong CCC systemwide account and student identifier. |
Read more about the development of the OpenCCC Administrator Tool.
How It Works
OpenCCC student accounts are typically created by the student using their unique, personal email address and verified through a two-factor authentication process (2FA) in order to validate and secure their identity information.
However, in the special cases where the student is unable to complete this process on their own, an authorized staff may now create and validate an account with temporary credentials on their behalf that can be reclaimed by the student at a later date. This process, although seemingly simple, may require the college to implement new practices and security processes for storing and handling student data.
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See details on different Read more about How It Worksinclude use cases and more. |
Single Account Creation allows authorized staff to create a single OpenCCC account and generate a CCCID on behalf of a student who may be unable to complete the CCCApply application process.
Multi Account Creation (Coming January 2024) will allow allows the upload of a multiple student information in order to 1) generate new accounts/CCCIDs if needed; and/or 2) identify if a duplicate account already exists in the system. Staff can then update their SIS systems as needed for MIS and other reporting purposes.
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How it Works: Reclaiming Ownership of An AccountOnce an account is created on behalf of a student, the student will be able to take ownership of that account at any time. Using the temporary credentials used by the Institution to create the account, the student will can sign in to OpenCCC or CCCApply, update their email address in their OpenCCC Account Profile, and then complete the password reset/verification process again using their now accurate updated information. For details on reclaiming ownership of their an account, see the User Flows section below. |
Primary Workflows
To facilitate the ID verification process a series of new screens will guide the student appropriately, following OpenCCC account creation
the OpenCCC Account Creation Tool guide. |
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For more information about the OpenCCC Account Creation Tool, please contact your College Experience Manager at cems@ccctechcenter.org. Individual requests for access must be approved by a district-level administrator. |
Best Practices & Recommendations
To support the complex effort of creating student accounts, and in some cases submitting an application for a student by proxy, College Preparation & Recommendations is available to guide the college through the OpenCCC account creation process, the sign-in process, and /or a change to their Profile details, as needed, depending on the different managing and securing student data safely for each use cases.
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For best practices and some suggestions for creating multiple accounts from one verified account, see Using the Master “plus 1” Option in the Best Practices & Considerations section below. |
College Preparation & Use
The new OpenCCC account creation admin tool has been implemented inCollege Implementation
Officially, the new account creation tool, known as the OpenCCC Administrator, is integrated with the CCC Administrator, the same system that houses the CCCApply Administrator. The tool allows authorized staff to manually create student accounts as. needed using the same type of Access to the OpenCCC Administrator requires the same role-based authorized access staff account in place for the CCCApply Administrator. Authorized staff will need an established CCCApply Administrator account in order to access the account creation administrator.
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To gain access to the new OpenCCC Account Creation tool, please reach out to your College Experience Manager @ cems@ccctechcenter.org. Individual requests for access must be approved by a college administrator |
Preparation
Using the Account Creation Tools
Pilot Testing
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Pilot Testing: Request to Participate
Pilot testing will be announced on ccctechnology.info.
See the pilot testing instructions below. Communicate your pilot test feedback or log any bugs with our Staff Support team: staffsupportccctc@openccc.zendesk.com
General Pilot Testing Instructions for OpenCCC Administrator Tool
Go to your college’s CCCApply pilot site or the “Unicollege” generic pilot site listed below.
Unicollege CCC Student Account & Application System login:
https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=ZZ1Tip: Forgot to bookmark your college-branded CCCApply pilot site?? Copy the Unicollege link above and replace the ZZ1 at the end of the URL with your college’s MIS code.
Sign in with an existing pilot testing account, or create a new account for pilot testing
Participants must be District-level staff or administrators. For more information, please contact your College Experience Manager (CEM).
Staff Support
The OpenCCC Helpdesk will continue to provide student support, and as usual, the College Support Services team will respond to staff support requests.
Documentation
FAQs and support materials are currently being created to support this new integration. In addition, data dictionaries and crosswalks will be updated to coincide with this release.