Click here for more information >> CCCApply Steering Committee Appreciation Dinner << and get directions
In-Person Meeting Information
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Location In-Person (Online ZoomContra Costa College - Fireside Hall (Parking pass will be provided) Zoom URL Meeting ID TOLL Phone Or- Address: 2600 Mission Bell Dr, San Pablo, CA 94806 Room: Fireside Hall (map to be provided) Zoom Information
Meeting ID 593 404 438 Use VoiP or Call TOLL Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll) NOTE: Please note that the numbers above are not toll-free. If possible, please try to call in using your computer speakers and microphone (VoiP). Note | | |
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Agenda & Minutes
TIME | DESCRIPTION | SPEAKER | |||||
10:00 AM | Roll Call | Murguia / Pena | |||||
Review minutes from last Steering meeting: November 8, 2017 Minutes approved - with one exception! | Murguia / Leahy | ||||||
2018 Meeting Calendar | 2018 CCCApply Workshop Planning Proposed Sessions: 2018 Workshop | Pena / Donohue | |||||
Current Committee Status | |||||||
Chancellor's Office Update | Quaioit | ||||||
Tech Center & Statewide Initiatives Update | Calhoon | ||||||
More Discussion on Data & Security Issues | Calhoon / Donohue | ||||||
12:30 PM | Lunch Break - 30 Mins | ||||||
1:00 PM | 2018-2019 Roadmap & Deliverables
| Donohue | Unresolved Systemwide Issues
| Calhoon / Donohue | 2:30 PM | Change Requests & Sub-CommitteesDonohue | |
Pena / Donohue | |||||||
2:00 PM | 2018 Sub-Committees | Donohue | |||||
2:30 PM | New Change Requests | Donohue | |||||
3:30 PM | Close Meeting | Murgia | |||||
Ongoing Items in the Parking Lot:PARKING LOT ITEMS
| Murguia / Leahy / Pena |
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2018 Steering Committee Member Roster
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Note: Riverside College is back! Mark DeAsis is new from Admissions!
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Join us on Tuesday night, January 30 at 7:00 pm for our annual CCCApply Steering Committee Appreciation Dinner. We usually hold this annual dinner celebration the evening between the CCCApply and eTranscript
Deeper Look: Data Security Issues
Data Security Breach ProtectionNoncredit Application
**Get permission to identify the folks who were on the Non-Credit call to change Title V (to invite to a Steering meeting - to hear their goals and to express to them that we want to work with them but show the all the implications of what needs to happen and what needs to be fixed. Emphasizing that we aren't saying NO, it's that we want to ensure that everyone has all the facts. We could dedicate a special meeting to this issue (they present, we present). How do they suggest we collect IPEDS data, AB620 data, residency data).
Fraudulent Applications & /wiki/spaces/OPENAPPLY/pages/194412693 Update
Come in batches typically
AB620 (LGBT data) - Tech Center must transfer the data to the colleges. We (CCCTC) pass an anonymized file with fields for matching (First + Last = DOB + CCCID + Gender + Transgender + Sexual Orientation + CalPass Hash data (first, last, gender, DOB = encryption/hash put that into a field (key)
Mitch = recommendation is to change the data field name to something else unrecognizable.
Also Data Dictionary is too transparent. DON"T PUBLISH THIS ONLINE -MAKE THIS AVALABLE ONTHE
Roadmap & Deliverables
(Also see Tech Projects - Ongoing table below)
Applications / Projects
Q3 Jan 1 - Mar 30
Q4 Apr 1 - June 30
Q1 July 1 - Sep 30
OpenCCC Account
Development
- Requirements for converting pages to responsive design
- Sprint development on responsive design
- Requirements for integration to MyPath
2018 Annual Update - (TBD)
Pilot Release
Prod Release
Requirements:
Per TCI Grant Work Plan 17/18 - work to get CCCID registered as an official MIS Data Element.
CCCApply Applications
- Apply Standard
- Apply International
- CC Promise Grant
Development
- Requirements for UI upgrade across all three applications
- Administrator integration
- DW API
- SPAM Filter - Back-end / API
- SPAM Filter - Research PILOT
- Promise Grant Auto-population
- Promise Grant MyPath integration
- Requirements for converting all three apps to responsive design
- Sprint development on UI upgrade
2018 Annual Update
Development
- Sprint development on approved CRs
- Finish remaining Administrator integration
- SPAM Filter UI complete
- Sprint development converting all three apps to responsive design
- International app enhancements
Post-Release Activities
- New UI + responsive design
- Integration of Promise Grant to MyPath
- Administrator integration
Development
- Requirements for CCCApply 3.0
- MyPath Workflow Enhancements
CCCApply UX Review
Residency Review
Promise Grant & IA UX Reviews
Research & Data Security Review
CCCApply Administrator
Development
- Re-write all modules API to new CCC Administrator
Release MVP (CCCApply Modules)
Development:
Final migration to CCCAdmin
End of Life planning
(End of Life)
CCC Administrator
Admin Product Launches
- CANVAS College Adapter (Glue) 2.5 - January
- Data Warehouse 1.0 = March
Ongoing Development
- Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API)
- CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface)
- Requirements for central architecture re-design to support API framework and authentication for project integration
PMO
- Accessibility Review (CCCApply UI screens) = January 21 (TBD)
- Security & ARC Review (All applications modules + CAP) = TBD, before end of February
TEST Release MVP to support ETL process, Accessibility Review - mid January 2018
Operations
Steering sub-committee convenes; Review demos
Documentation Drafts
Enabling Services Transition Plan
Communication Plan & Schedule
Support & Training Plan
Migration Planning
Admin Product Launch:
CCCApply Modules:
- PILOT = May 7*
- PROD = June 7*
Migration Project - ALL Colleges data & users ETL and testing
Ongoing Development
- Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API)
- CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface)
Migration process complete by April 1
Proxy integrations complete by April 1
Documentation Final Drafts published
Enabling Services Transition Plan Final
Release Phases of Communication Plan & Schedule
Admin Product Launches
- Course Exchange 3.0
- TBD
Administrator UX Review
CCC Report Center
Planned EOL - Move to new version of Jasper (TIBCO subscription)
End-of-Life (EOL)
TIBCO Jasper (AWS) Report Center
Planned Upgrade: CCC Report Center - TBD
CCC SSO Proxy
SSO Proxy Upgrade Release 1.8.0
Enhancements & Bug Fixes
Pilot Release: January 12
Prod Release: January 19
Operations
College/District proxy integrations continue
NOTE: ALL CCCApply colleges MUST complete proxy integration for CCC Administrator release
Operations
College/District proxy integrations continue
Tech Projects - Ongoing
Q3
Q4
Q1 2018/19
Sub-Committee Projects
Data Security
Deep Freeze CCCApply Archives
CCCID registered in MIS Data Element Dictionary
SPAM Filter Utility
Research & Development
- Continue project work with Seyvu (Infiniti) and Apply dev team on development (opt-in utility that will require commitment from PILOT colleges.
Release Plan
- SPAM Filter back-end API complete
- SPAM Filter user-interface screens in CCC Administrator complete
- Pilot colleges testing
- Documentation drafted
- Before & After research
Admin UX Review
CCCApply UX Review
Research & Data Security Review
MyPath Workflows & Integration
Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.
- Integration of OpenCCC Account into MyPath
- Integration of CC Promise Grant into MyPath workflow
- Streamline workflows and re-directs
CCCApply UX Review
Residency Review
Promise Grant & IA UX Reviews
Research & Data Security Review
Admin UX Review
CCC Report Center
Requirements:
Prepare for upgrade to Jasper 6.6.0
Plan, Test, Move, Test
Research & Data Security Review
Admin UX Review
Accessibility Priorities
Pre-Review Activities
- Work with CAO on internal review of OpenCCC & CCCApply UI upgrade development (early)
- Work with CAO on internal review of CCCApply admin modules in CCCAdmin (early)
- Update report to punt major revisions of CCCApply to next version (3.0)
Pre-Release Reviews
- Schedule and pass internal review of OpenCCC & CCCApply UI upgrade screens;
- Schedule and pass internal review of CCCApply admin modules in CCCAdmin (early)
- Requirements: CCCApply 3.0 accessibility updates (where are we at wrt new direction?)
CCCApply UX Review
Admin UX Review
CCCApply Admin Enhancements in CCC Administrator (v2.0)
Requirements
All CCCApply admin features in Epics/stories for v.1.1.0:
- Supplemental Questions module
- Rules Engine module
- Messaging module
- Interface enhancements (Application landing pages - links, secure documentation)
- College & District module enhancements (custom messaging, expanded contacts)
- User Account enhancements
Requirements
All CCCApply admin features in Epics/stories for v.1.1.0:
- Supplemental Questions module
- Rules Engine module
- Messaging module
- Interface enhancements (Application landing pages - links, secure documentation)
- College & District module enhancements (custom messaging, expanded contacts)
- User Account enhancements
CCCApply UX Review
Promise Grant & IA UX Reviews
Admin UX Review
Change Requests Pending
2018 NEW (Unheard) Change RequestsSub-Committees
Stephanie
Christian Alvarado -
Michelle
Mitch
Robin
Ask Gerald Sequiera (also a lawyer) could he support this effort
Gerald Sequeria - Ask if he can participate
Olivia Alvarado - LACCD
Mitch Leahy - Santa Rosa
Will Minnich - San Mateo CCD
MaryLou
Mitch
Michelle
Betty
Anna
Jason
Paulette
Will - Skyline
Angela
Mitch
Will
Robin
MaryLou
Michelle
Tuyen
Chris T
LeeAnn
Christian
Ben Guzman
Steering District Roster: Approval Poll Table
#
District
Cerritos CCD
Chabot-Las Positas District
Contra Costa CCD
El Camino CCD
2017 Steering Committee
3 = Bay Area Region
2 = Northern Region
2 = Central Region
8 = Southern Region
Current Committee Status
The chart below details the status of the committee after the outgoing members leave fall 2017.
#
District
# Open Seats
Cerritos CCD
Chabot-Las Positas District
Contra Costa CCD
Satish is staying (IT) Need replacement for Robin next spring, and 1 Researcher
El Camino CCD
Ben Guzman (AR) and Christian Alvarado has joined the committee. - Need 1 Researcher
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Reminders and invitations with call-in zoom info will be sent out in advance of each meeting. Mark your calendars now!
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2018 Steering Appreciation Dinner The Steering Committee came together on Tuesday, January 30 for a special dinner in appreciation of the CCCApply Steering Committee, celebrating past and present members - but especially several outgoing members who have recently left the committee after many years of service, including: Bill Mulrooney Special thanks to Mojdeh Mehdizadeh for hosting the dinner at her family restaurant, Mangia Mangia in Albany, CA. It was a wonderful evening, with great food, great friends, and lots of laughs. Thank you all! |
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The chart below details the status of the committee since outgoing members left in fall 2017.
GOAL: Recruit members as needed per each college.
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Note: Governance is being scrutinized across the Chancellor's Office. Shift in direction. Overall, ensure that committees understand they are "advisory" committees to the CCCCO. CCCApply committee not so much, but other committees are being reviewed in general. Waiting for the Chancellor's Office to figure out governance of these committees overall before we update the charter (CCCApply Constitution / Bylaws) which are from 2005 and reference Xap master contract and a master plan from before OpenCCCApply. |
Tim says traditionally we require an Admissions person and an IT person - Researcher was optional additional.
Discussing revisions to the Bylaws - especially regarding attendance and participation. Adding to this parking lot.
Chancellor's Office News & Update
Michael Q. addressed the committee with news and issues coming out of the Chancellor's Office. Summary notes are below. Mitch will add more detailed notes here as minutes.
Chancellor's Office Update Notes from Mitch Leahy: 1. New deputy chancellor Dr. Daisy Gonzalez starting next month 2. New vice chancellor of finance- Christian Osmena 3. New chancellor of academic affairs Dr. Alex Perez vice 4. Rhonda Mohr is now the acting vice chancellor of Student Services. 5. Budget changes including the new funding formula for colleges: 50% FTES 25% promise grant 25% completion. 6. Consolidation of categorical programs. This impacts regulations and funding formulas. Question: What does the chancellor’s office mean by all categorical? This question along with many others need to be worked out before the May revise so that it can be presented to the governor. There was an LAO report that promotes aligning California’s higher education better. Goals are being made to make the process easier for students. 7. Guided pathways is moving forward in March. Plans will be turned in by March. 8. Today (1/31/18) is the deadline for all integrated plans for SSSP and student equity. 9. Mike was part of a FAO and A&R meeting to talk about streamlining homeless youth residency. Question: What has the Chancellor’s Office done to make this issue an obstacle? 1. Financial Aid has the ability to verify a homeless youth and pass that on to A&R. However, there is a big lag time in this communication. 2. Has CCCApply been streamlined for homeless youth? The committee agreed that the Chancellor’s Office needs to provide more guidance on how residency determination can be more “relaxed” for homeless youth. 10. Tim confirmed homeless youth and formally incarcerated are advisor cards in MyPath. 11. Digital Innovations and Infrastructure is a new department with a new vice chancellor (TBD). |
Patty's notes from the conversation as it happened:
Bomb: Consolidation of Categorical Programs! This is a big deal, lots to flush out. Lots of legislation has to change. EOPS is one example.
The CCCCO provides a recommendation to the governor on how we will do this. Looking for guidance on what this means now.
A suggestion to simplify the funding formulas and all the reporting requirements - would be to consolidate categorical programs. LAO report.
Guided Pathways is moving forward. Self-assessments are due in March.
Lots of things happening at the state level to streamline across the system to be more student-centric. Trying to hit visions for success.
View file name Expenditure Guidelines 2016-17.pdf height 250
Regarding CCCApply:
Michael was part of a FA directors meeting with AR directors to find out how we can streamline and simplify the process for homeless youth (make it easier). Intent was to not create more burdens. What is the CCCCO doing that might be causing obstacles?
Need to ask the practitioners in the trenches for help? What are the obstacles and what needs to change?
Financial Aid to identify a homeless youth - need to include some residency questionnaire - at the time they are interviewing the student - remove flags, the student needs to be verified as a resident. Also at risk of losing priority registration.
Suggestion: 1) When FA office is doing financial judgement - complete residency form - send it over to Admissions - remove flags. and 2) on CCCApply - streamline logic for homeless youth residency (needs to be reviewed and look for ways to streamline this area).
Discussion on removing homeless youth barriers:
Robin Armour (Contra Costa) says they have developed AB801 residency process - collect driver's license, ID card, and letter from a person letting the HY sleep on their couch. "Couch-hopper"
Mike asked the committee to review the residency logic from the perspective of "are we doing everything we can to streamline the barriers relative to determining a homeless youth a resident". Ramp up the Residency Review Advisory Committee (Mike Q will lead this discussion in that advisory group). This group will need to meet soon on this. If ANYTHING needs to be changed in CCCApply logic sooner than later, it needs to be identified now and put that through for IT review so it can be developed in our tight schedule.
Folks in the room who volunteered to sit on the Residency review committee:
Mike Q.
Michelle Pena
Stephanie Murguia
Richette Bell
Mitch Leahy
Who else? Anyone on the phone want to participate in this committee? We will talk about it again after lunch as ell.
Michael says he wrote a two-page paper on how SSSP funds could be used to be successful at the college's prerogative IF it is used for success and aligns within the boundaries of SSSP. If you need him to send that to you let him know. (sorry bad notes. will be cleaned up). Change to legislation will happen as needed.
THE GOAL FOR CCCAPPLY SHOULD ALWAYS BE THE STUDENT. For the benefit of the student, ways to streamline the process for the student.
Michael Ward brought up an issue relative to homeless students. OpenCCC requires an email address.
Tim says, "Goal of this committee is to build a portal system - to move our system from a "thing that you go to" to a thing that is integrated that is one experience for the student (Career Coach, CCCApply, Financial Aid - all one MyPath experience) THEN MyPath can take over all messaging for students. Rules ,messages, recommendations, calendarize, ed planning, nudges, reminders galore. Needs and interests can be handled BETTER through MyPath. We should be moving more towards this single services platform.
Problem with the email address is - there has to be a way to message the student - there is a messaging service in MyPath - so even if they have nothing else, they can log into MyPath and see messages. They can also customize their preferences in MyPath, "Also send messages to my...cell phone, email, etc.). Give the student a general eMail. If we give students a CCCID-based email we can send it centrally to the student (through MyPath)
Gary Bird has some updates:
new directors at the CCCCO: Director of MIS: Christopher Anderson, Ryan Fuller - Director of Research - waiting on new Vice Chancellor of IT. Announcements will be going out to the listserv.
Mitch Leahy, Secretary, minutes:
Chancellor's Office Update |
Tech Center News & Update
Tim Calhoon provided a review of the Statewide Student Portal.
See how the "big brainstorming sessions" from 2008 amongst the CCCApply Steering Committee and the Tech Center way back in 2008 to build a centralized, student-focused matriculation portal has now come to pass. Check it out in the PPT below.
View file name CCLeague Tech Center Overview.pdf height 250
Notes from Mitch Leahy, Secretary:
Tech Center & Statewide Initiatives Update 1. A plan was made in 2008 for guided pathways. It allowed students to explore colleges, find financial aid, student services, assessment, ed planning, transcripts- all in an electronic portfolio. 2. All colleges use the same high-speed internet network. It is comprised of a 38k mile fiber optic network. Every year, broadband usage goes up. 1 gig services are being upgraded to 10 gig services. An economy of scale is being investigated between college campuses. 3. A statewide student account and identity had been established with the CCCID. There is only 2/10% duplication of accounts. 4. Education Planning is being done with the Hobsons system. 30 colleges are participating. 5. Edunav is a new ed planner (not a degree audit). It has a great interface but some technical issues when registration breaks. 6. Tech center is working on collecting high school transcripts. 7. Course articulation was reviewed. 8. Curriculum inventory. There was a loss in stake holders and the project manager. Many bugs have been fixed. Curriculum approval has sped up. 9. There is a new version of course exchange including financial aid. 10. Almost every college is using common course management system. 11. Online Course Catalog is now available. Eventually, it will be incorporated in myPath. 12. Distance learning support such as online counseling and tutoring is now available. 13. Multiple measures research is underway. 14. Placement platform can be used as a multiple measure placement or MMAP. Researchers can have access to the data. 15. A new data warehouse has just been released that pulls in data from all state software platforms. This is only going to be available to researchers. 16. Project super glue with master data management was discussed. 17. There is an Accessibility Center at the Tech Center that helps colleges with accessibility. 18. There is a new security center and tools. There has been a 95% success rate in taking over SIS systems. According to Tim, Information security takes expertise and focus. 19. There is a 5% attrition rate with students completing the online application. We are losing 72% of applicants who never enroll. 20. Tim presented a slide of myPath. |
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Update on Data Security Issues
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Quick Update to Steering on Status of Data Security Issues
What needs to be in Deep Freeze and how would we access it, if needed? We just need to figure the processes out. We would start with the Xap data and move forward to the first year of OpenCCCApply (2012) and beyond.
UPDATE: AB620 (LGBTQ data) - In November 2017, the Tech Center was required to transfer the data to the colleges. We (CCCTC) pass an anonymized file with fields for matching (First + Last = DOB + CCCID + Gender + Transgender + Sexual Orientation + CalPass Hash data (first, last, gender, DOB = encryption/hash put that into a field (key) Discussion for January 31 meeting:
5. CCCCO + CDE (CalPADS) CDE K12 data = to get HS transcript data for multiple measures |
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- CC Promise Grant (formerly known as the BOG Fee Waiver Application)
- CCC Administrator (CCCApply)
- CCC Report Center (CCCApply) Update
(Also see Tech Projects - Ongoing table below)
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Call for Volunteers: Please Support the CCCApply Steering Committee by volunteering for one or more sub-committees in 2018. |
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The 2018 CCCApply Steering sub-committees are now accepting volunteers. Please support the greater committee by serving on one (or more) committees for the 2018 FY. With your support and expertise, many of the critical issues related to CCCApply are deferred until the greater committee to deep dive into issues that could be triaged and addressed quickly by a small group of experts. Please provide support the development team and : 2018 CCCApply Sub-Committees. |
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Goals for January Meeting:
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- 2018 NEW (Unheard) Change Requests
- Approved Changes Deferred - Discussion Pending
Steering District Roster: Approval Poll Table
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2017 Steering Committee 3 = Bay Area Region 2 = Northern Region 2 = Central Region 8 = Southern Region |
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