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Action Item: Send all information, existing question language and proposed language, and details of the meetings discussions to Mia Keeley, CCCCO - who attended the December 18 meeting and has offered to support this effort from the position of the CO. Next actions will be determined based on feedback from Ms. Keeley. |
Purpose of the Parent Guardian Information Question
The Parent/Guardian Information question determines whether someone who will be under 19 years of age on the RDD is subject to care and control of a parent or guardian for purposes of determining residency. For residency purposes (unlike in general law), a minor is defined as someone under 19 years of age. This is specified in the SAAM, which cites the CA Ed Code 68062 (see below).
The question only displays in the Standard & Noncredit Application IF the applicant is UNDER 19 years of age. If the question is displayed, a response is required.
The data field behind this question is called “Dependency Status” = <dependent_status> and the values are defined in the DED.
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Problem
[ list short descr here ]
Stakeholders
Over the past year we’ve heard from a number of different systemwide stakeholders with varying needs, requesting access to in-progress and incomplete application data for different reasons. During a recent open discussion with colleges on this topic, we were able to identify at least six different stakeholder groups that would like to get this information.
However, based on years of incoming requests from colleges wanting access to their own admission applications records as ongoing steering committee discussions, our proposal is catered to our primary stakeholder.
Primary Stakeholders
Admissions & Records
Research & Planning
IT supporting other college departments
Admissions & Records
College A&R want to track every single CCCApply application that is started for their college, especially the ones that never completed and submitted. a user-friendly and efficient process to identify every CCCApply track applications that have been started for their college but never completed or submitted so that they can provide support to achieve their goal of getting the prospect applicant across the finish line and enroll in their college. They want the ability to send custom emails on-demand (as needed) as well as customize the Messages that are sent to these applicants via the existing “Abandoned Application Emails” that are currently being sent out now by CCCApply to applications that are started but not submitted within 24 hours, and then again after 7 days.
Research & Planning
Using the Administrator functionality to track and send custom email messages to current individual in-progress applications on-demand is great for Admissions & Records, but not ideal for research, other stakeholder groups want this data delivered in different ways, times, and places. We’ve gotten requests for more, better, analytical information on prospective applicants that we haven’t been able to provide to this point. By delivering be able to aggregate or report
IT
Proposed Solutions
College Meeting Notes - December 2019
Summary of notes and link to full minutes
Pending Action Items:
Work with the Chancellor’s Office to confirm what language can be changed and whether the proposed layout changes are approved.
LEGAL - Needing additional “Consent to Release Info” permission from student vs. comprehensive Privacy Policy Disclaimer
Historical Information
In FY 2018-2019, over 2.6 million CCCApply applications were submitted. For the purposes of this breakdown, spam applications were not removed from the total = 2,647,615.
Of the 2,647,615 apps submitted:
MINORS = 730,716 (27.6% of all apps submitted)
DEPENDENT Minors = 679,566 (93% of minors) and 25.6% of all apps were from DEPENDENT minors.
INDEPENDENT Minors = 51,150 (7% of minors) self-reported as having one or more special circumstances (either married, emancipated, do not have a living parent, or were in foster youth any time after age 13 or - as of the RDD are in active military, or are self-supporting. (2% of all apps submitted.)
ADULTS = 1,916,899 (72.4% of apps submitted by Independent adults, 19 yrs or older)
X NUMBER WERE STARTED BUT NOT SUBMITTED and are sitting in the IN-PROGRESS DB
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In FY2018-19, only 7% of all minors self-identified as “independent minors”. all the rest are “dependent” and must provide their Parent or Guardian’s name and relationship. |
Sub-Committee Meeting Discussion Notes
Immigrants Rising, advocating for undocumented/nonresident students, has suggested that clear, non-threatening language be added to the Parent/Guardian Information question to better help these students understand, feel welcome and secure, and accurately self-identify
Students want a streamlined, unambiguous question that clearly explains why they are being asked for their parent information (especially when they are 18 years old)
Students want to know that their parent’s information is protected by state and federal laws and will not be used for discriminatory purposes
Students who meet eligibility requirements need clear language so they can understand they can apply for tuition exemption through AB540 / SB 68.
Colleges need to collect parent or guardian information from dependent minors (under 19 yro) in order to determine residency status for tuition purposes from the parent or guardian
Colleges want a better layout in the P/G Info question in order to collect the minor student’s parent or guardian information
Colleges also need to identify Independent minors and remove barriers for these students to apply & enroll
Colleges want minimal changes to the data structure and the download files;
Next Actions:
Work with the Chancellor’s Office to confirm what language can be changed and whether the proposed layout changes are approved.
Mia Keeley offered to work with us to ensure all changes are compliant and approved for development
Review proposal for layout and language changes
Review Immigrants Rising's original concerns and feedback:
Problems with the current layout
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The current layout has several issues:
LANGUAGE:
The language in the current question is too long overall, too ambiguous, and filled with legal language that is confusing to the minors it is presented to;
The language can be unwelcoming to undocumented and nonresident minor students, and doesn’t explain that students who meet the eligibility requirements can apply for nonresident tuition exemption through AB540 / SB68.
And, finally, as cautioned by the student advocacy group, Immigrants Rising, the current language can be threatening and DOES NOT reassure these students that their parents' data will be protected and not shared;
LAYOUT:
The layout is backwards - it features a confusing set of statements that appear to cater to identifying “independent” students rather than focus on the primary objective: collect the parent information required (name + relationship);
When a dependent student chooses the wrong option, the college has to do additional intake follow up with the student by phone or other time-consuming method.
While less than 8% of the minors are legitimately independent - the statements and the bulleted list make it seem that the applicant should answer that one of the bullet statements is true about them.
What do we need to change?
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Stakeholders
Scope
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PROPOSED SOLUTIONS - REQUIREMENTS
PULL In-Progress Applications Data into Administrator
Implement API or other process to pull in-progress application data* into the CCCApply Administrator and allow the college to update/refresh the data on-demand (as needed).
Each refresh updates the Administrator user interface and stores the in-progress data separately
The data set pulled in includes the applicant’s contact information (Directory info) from their Account db) and either a partial set of application data fields or all data responses available at the time of the pull request.
Must have data includes:
Name
Permanent Address
Email address
Phone
DOB
IP Address
CCCID
Term
Major / Meta Major
Education Goal
App Language setting
College MIS
All In-Progress data should be stored in Admin database table, separately from submitted data, so it can be used configuring custom Messages and Rules
Add new utility module for ‘In-Progress Applications’ in the Administrator
Implement a UI summary table and minimal feature functionality in order for colleges to manage their incoming applicaitons on their own time
Summary table for colleges to manage their In-progress apoplications Ability for the college to request (pull) and refresh (update) the incoming data to the summary table
to get refresh or
User interface and admin configuration to manage
with applications that were started but never finished/submitted to their college all record for each application that was started but never finished for their college
Flip the Layout
We propose flipping the layout so that the collection of the parent or guardian information is collected at the top, and the “I do not have a parent or guardian…” option is clearly shown below.
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Change: “By California law, qualification for resident tuition is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. The following questions will be used to determine whether or not you need to provide parent or guardian information for the purposes of determining residency. Your response will not affect your admission to college.”
TO: “Determining your California 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. Nonresident students who meet eligibility requirements may apply for nonresident tuition exemption (AB540 / SB68). This information is protected by federal and state laws and will not be shared or used outside of the admission process.
Enter the name of your parent or guardian below, or check the box indicating you do not have a parent or guardian.”
NO CHANGE will be needed to the <dependent_status> data field or the parent info fields. The proposed changes would be strictly cosmetic.
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Legal Information
From the SAAM:
Self-Supporting Student
Two-Year Care & Control:
Residency for Minor
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From CCCApply Standard Application Data Dictionary v.2019.3)
Dependent of Parent/Guardian
Data Element: | dependent_status |
Description: | Whether applicant is a minor subject to care and control of guardian per residency law—and if not, whether applicant is a non-minor or an independent minor. |
Format, Length: | bpchar, 1 |
Values: | 1 = Applicant is dependent. Selected “None of the statements above is true about me.” 2 = Applicant is under 19 and independent. Selected “At least one of these statements is true about me”. 3 = Applicant is 19 or older and therefore independent. The applicant will not have been presented with the parent/guardian questions. |
Allows Null: | No |
Default: | 3 |
Usage: | If this field = 1, parent/guardian questions are asked and many residency-related questions are reworded to refer to parent/guardian rather than “you”. |
Notes: | General law identifies a ‘Minor’ as under age 18; however, the “Evidence of Intent” rules in the Student Attendance Accounting Manual (Chapter 2), based on Title 5 section 54024, specify ‘under 19 years’ as the differentiating criterion, superseding general law. |
Hover help | Whether applicant is a minor subject to care and control of guardian per residency law—and if not, whether applicant is a non-minor or an independent minor. |
Question Text: | Select the statement that applies to you: At least one of the following statements is true about me:
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Conditions: | Appears only if the applicant will be under 19 at RDD. |
Additional Text: By California law, qualification for resident tuition is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. The following questions will be used to determine whether or not you need to provide parent or guardian information for the purposes of determining residency. Your response will not affect your admission to college. | |
Response Options: | Must select one of the two radio buttons. |
Pop-Up Help: | If any of the hyperlinks in the Question Text is clicked, a pop-up is displayed with the following text: Parent: For the purposes of this college application, your parent is a natural or adoptive mother or father with whom you live and/or who provides your support, care, and control. If you have two parents, you can enter the name of either one. Guardian: For the purposes of this college application, your guardian is a person other than a parent who has been legally appointed to provide your support, care, and control. If you have two guardians, you can enter the name of either one. Emancipated: Being emancipated means that you have been legally released from the care and control of parent(s) and/or guardian(s), and are now responsible for your own care and control. To be considered legally emancipated for the purposes of this college application, you must have received a declaration of emancipation from a California court, or have been legally emancipated in another U.S. state. Self-Supporting: You are considered to be self-supporting if you do not receive any financial support from a parent or legal guardian in the year leading up to the start of the term for which you are applying. Financial support you may receive from colleges, institutions, or individuals who are not your parent or legal guardian does not affect whether you are considered self-supporting.
Foster Care includes, but is not limited to, placement in out-of-home care under the supervision of the Juvenile Probation Department. As long as you were placed within the foster care system by order of a court, you were in foster care. Having a legal guardian does not necessarily mean that you have been in foster care. If you need assistance with determining whether you were in foster care, you can contact the California Foster Care Ombudsman's office at (877) 846-1602 or fosteryouthhelp@dss.ca.gov |
Field Error Check: | None |
Page Error Check: | Required selection; else error message, “You must select one of the options related to your parent or guardian status.” |
Notes: | This question determines whether someone who will be under 19 on RDD is subject to care and control of guardian for purposes of determining residency. For residency purposes (unlike in general law), a minor is defined as someone under 19 years of age. |
Data Element: | dependent_status |
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