Contents

Release Scope  

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Release Summary & Strategy

Release 6.3.0 is a minor release on the FY2019 release roadmap, featuring a feature upgrade to the Race & Ethnicity section in CCCApply (Standard & International) applications.  This implementation was is under the direction of the CCCApply Redesign effort under the direction of the CCC Chancellor's Office. The scope includes a significant change The purpose of this release is to deploy the highly anticipated Ethnicity-Ancestry Expansion Project implementation - approved and sponsored by the Chancellor's Office in support of the Student Equity Planning workgroup's research to close the gap in student equity. This feature enhancement was scheduled to be included in the September 2018 release (6.2.0) as part of the initial CCCApply Redesign deployments; however it was postponed in order to honor our commitment to implement this change free from any impact to the colleges IT staff.  The new Race & Ethnicity Implementation 2018 includes: one new, optional data field to collect all the new response options included in the expansion (Race Ethnicity Full); a new streamline layout to the Race & Ethnicity section in the Demographic Information page in the Standard & International applications, and a set of styling changes ; and 194 new race and ethnicity-ancestry checkbox options in an accordion-style format.

• To read the approved change request: 2018-18R: New Race & Ethnicity Implementation 2018
• To reach the research background information: Ethnicity/Ancestry Expansion Project
• For step by step UAT guide: UAT: Race & Ethnicity Implementation 2018

Also in this release:

• User-interface styling upgrade across OpenCCC and all CCCApply applications for the purpose of aligning

• our look and feel to the

• CCCMyPath student portal.

• The annual CC Promise Grant Application for 2019-2020 is also being deployed, which will be active for colleges on January 1, 2019.
  
  

Pilot Preview

Due to the short timeline for this release, the Pilot preview period - the period in which our two external-facing CCCApply environments are not aligned, providing colleges user preview and implementation support prior to an upcoming production release - will begin Monday, November 19 through December 7, 2018. The CCCApply Support Services team will be monitoring feedback on the CCCTechnology.info support site and additional online support documentation and training will be available.

Release Schedule & Timeline

• November 1920 - 9:00AM - 4:00PM (Note the Pilot Site will be down during this release).
• December 714 - 6:00PM - 11:00PM - Production Maintenance Window

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Pilot User Acceptance Testing Plan

UAT and implementation support in the Pilot Environment will commence as early as the evening of November 19, following the Pilot release scheduled for morning.

The objectives for the user testing include:  

• Ensure colleges are able to get race group, hispanic, and race ethnicity data in a format consistent with their legacy format when they add the new data field to their downloads or not
• Ensure colleges are able to get the legacy data formats if they do nothing - if they don't add the new field and they don't run the jar file
• Colleges are able to get the legacy R&E data format in addition to the new Full R&E data if they add the new field and run the jar file

Summary

The new Race & Ethnicity Implementation 2018 is a revision to the highly regulated, Race & Ethnicity section in CCCApply which is protected by federal law and the Office of Civil Rights and aligns to MIS reporting requirements (SB29). The new implementation will be in place before the MIS requirements, which will align closely to these changes but will not be instituted until Fall 2019. Therefore our goal for this roll-out is twofold: 1) implement the new layout, race groups and extensive ethnicity values so that researchers can start collecting data in this area; and 2) but provide colleges with a smooth transition relative to data collection by giving them the same download formats they are getting now in addition to the new data, by way of a new data field (race_ethnic_full). 

Colleges that want to collect the new data should add the new data field to their download files and update the download jar file.

UAT Participating Colleges

We will do UAT testing for all three SIS systems:

• Bakersfield College (Banner)
• Butte College (Colleague)
• Cerritos, Palomar (PeopleSoft)

Pilot Success Criteria

• Colleges are able to get the legacy R&E data format either way: if they add the new data field or not
• Colleges are able to get the legacy R&E data format if they do nothing - if they don't add the new field and they don't run the jar file
• Colleges are able to get the legacy R&E data format in addition to the new Full R&E data if they add the new field and run the jar file
• Colleges are able to comply with MIS requirements successfully with the new R&E implementation in place

UAT Instructions to Colleges

Changes to the CCCApply Standard Application

The following changes and enhancements were approved for development and implemented in the 6.3.0 release code.

Changes to the International Application (BOG)

The following changes were approved and implemented in the 6.3.0 release code.

Changes to "Glue for Apply" and the SuperGlue College Adapter

Changes to the Promise Grant Application (BOG)

The 2019-2020 CC Promise Grant Application was updated and deployed to the BOG database in this release. It will be enabled automatically on January 1, 2019 for those colleges who've adopted the online Promise Grant Application. 

Changes to the CCCApply Download Client

 The following data field has been added to the CCCApply Standard & International submitted_applications databases. Please see specific implementation steps to update your Format XML files and download client below.

CCCApply Data Field Information  

The table below provides an overview of all the Race & Ethnicity section data fields in CCCApply Standard, International, and "Glue for Apply".

User Acceptance Testing (Pilot)

User acceptance testing and implementation support for this release is focused on the Race & Ethnicity Implementation 2018. Colleges are encouraged to preview the new implementation in the Pilot Environment on November 20 upon completion of the Pilot deployment activities.  For all release announcements and system alerts, please follow "CCCApply System Alerts" on CCCTechnology.info.

• UAT GOALS & OBJECTIVES 
• UAT SUCCESS CRITERIA
• UAT STEPS
  • Testing in the Pilot Environment
  • Data Field Specifications & Mapping
    

Feedback & Resolution Process 

• Feedback should be categorized as bugs and enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
• Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
  • Any identified bugs with severity and priority 
  • Enhancement requests with priority identified

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Data Dictionaries & Release Documentation

The following links point to the most current versions of the CCCApply Data Dictionaries and User Guides.

General Application

Implemented logic to make checkbox fields behave consistently throughout the application and across applications. Any time a checkbox hides a field, and the checkbox is cleared, the data will be restored to the field if they re-check the box if the page hasn't been Saved first.

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Changes to the Download Client

The following fields have been added or have been revised in the database. Please see specific implementation steps to update your files and download client below.

No

<race_ethnic>

<race_ethnicity>

OPTIONAL field added to the Majors module in the Administrator. 

NOTE: Major categories must be separated by a comma in the export formatting. 

<race_ethnic_full>

<race_ethnic_full>

OPTIONAL field added to the Majors module in the Administrator. 

NOTE: Major categories must be separated by a comma in the export formatting. 

Changes to the OpenCCC Account

The following changes were implemented in the 6.2.0 release. 

Update logic and text in the Birthdate <birthdate> field to allow users under the age of 13 to create an OpenCCC Account

Per clarification of the COPPA laws, students under the age of 13 are eligible to create an OpenCCC account as the purpose of the account is related to educational institutions, and the educational journey of the student, and required to apply to a California Community College. 

Removed logic that prevents users under the age of 13 to create an OpenCCC Account based on their date of birth.

Changes to the CCCApply Standard & International Applications

The following changes were implemented in the 6.2.0 release code.

Standard Application Only. To support college's adapt to the new spam filter, monitoring has been implemented to alert the college by email if one or more submitted applications has been suspended in the Spam Filter (Summary Table). The two email messages are: 

• Daily Spam Alert Email:  Sends an email to the Admissions Office Contact Email" to alert the college that one or more applications have been suspended from the post-submission download process and need to be managed in the Spam Filter User Interface in the new CCCApply Admin 2.0.
• Reminder Spam Alert Email: Sends an email to the Admissions Office Contact Email" to alert the college that one or more applications has been sitting in the suspension folder (Spam Filter User Interface) for 3 days or more. This email alert is a reminder to the college that all applications suspended in the Spam Filter need to be "confirmed" by the college in order for the model to continue to grow and learn.  

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Changes to the Promise Grant Application (BOG)

The following changes were implemented in the 6.2.0 release code.

2019-2020 CC Promise Grant Application. 

All Bug Fixes

The following bugs or defects were fixed in this release. They are displayed below 

Area or Section

OpenCCC Account Bugs

Standard Application Bugs

Post Submission

Application surveys are not being pushed to submitted_applications database

CC Promise Grant Application Bugs

Account / Mailing Information

Fixed issue where editing the Date of Birth Year didn't change options in the BOG Application

International Application Bugs