| Table of Contents | ||||
|---|---|---|---|---|
|
...
Problem
[ list short descr here ]
| Table of Contents | ||||
|---|---|---|---|---|
|
| Info |
|---|
College admissions & records want a user-friendly process to view and use this information on-demand . College and district Administrators, including researchers, also want this information (in-progress application data) for statistical / analysis purposes to better understand enrollment and track attrition. College IT want in-progress data delivered daily to a staging table or directly to their SIS to use as needed. |
Problem
The existing versions of the OpenCCC Account system and the CCCApply applications were not designed to share (deliver or download) any information about the prospective applicant before or during the application process until the applicant completes and submits the Application. This means that the college has no idea - no insight, no access, no information whatsoever - who, when, or how many applications have been started for their college, nor how many were abandoned by prospective students who could have been supported along the way.
While the majority of students complete the application without needing assistance, at-risk students, including undocumented, Spanish-speaking (ESL) students, minors, etc. are among those most likely to need support and assistance completing the application.
Not having the information they need to reach out to the student to offer support - creates a barrier by closing a communication channel and fails to help prospective students feel a sense of connection and competency and can contribute to feelings of isolation, confusion, and even incompetence at a time when a feeling of self-efficacy is essential to move forward. Also, this is the high-risk point in the on-boarding process where students abandon the process because they do not understand the admission application language or requirements for admission.
Data Security and Student Consent
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:
College admissions & records want a user-friendly, efficient process to track every CCCApply application that has been started for their college but never completed or submitted so that they can provide outreach & support to help the prospective student to complete the application and enroll in their college.
College and district Administrators, including researchers, also want this information (in-progress application data) for statistical / analysis purposes to better understand enrollment and track attrition.
College IT want in-progress data delivered daily to a staging table or directly to their SIS to use as needed.
Proposed Solutions
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:
X NUMBER WERE STARTED BUT NOT SUBMITTED and are sitting in the IN-PROGRESS DB
| Info |
|---|
In FY2018-19, |
...
PROPOSED SOLUTIONS & REQUIREMENTS
Solution #1: 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:
X NUMBER WERE STARTED BUT NOT SUBMITTED and are sitting in the IN-PROGRESS DB
| Info |
|---|
In FY2018-19, |
Stakeholders
Scope
PROPOSED SOLUTIONS - REQUIREMENTS
PULL In-Progress Applications Data into Administrator
Implement API or other process to pull College Admissions & Records (A&R) need the ability to retrieve /pull in and view/manage every incomplete application that was started for their college - but never submitted - and sitting in the in-progress database - in order to display / view in a UI summary table of Incomplete Applications in the Administrator - so that custom HTML email messages can sent after 24 hours, 7 days, or on-demand.
Requirements Summary
Implement API process to pull in-progress application data into the Administrator
Implement new Administrator UI module for In-Progress Applications with minimal functionality
Enhance Messages module functionality to send auto- and on-demand Emails to in-progress applicants
Update Privacy Policy to protect and secure student information and comply with consent requirements
1. PULL In-Progress Data into CCCApply Administrator
Develop an API or other process to GET and pull in pending, in-progress application data* into the CCCApply Administrator, store in separate Administrator db tables, and allow the college to update/refresh the incoming data on-demand (as needed). Only the data that is sitting in the in-progress database when the college pushes “Get Apps” will be pulled in and should override the previous data.
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:
DOBFrom Account database
Name
Permanent Address
Email address
Phone
Home (permanent) Address (Street, City, State, Zip)
Homeless flag
Email
DOB
Phone
Auth Text Message
IP Address
CCCID
College MIS
From In-Progress database
Application Type (Standard or Noncredit)
App Language setting (English or Spanish)
App ID
Term
Major
Meta Major/Category
Ed Goal
App Language setting
College MIS
All New In-Progress data should be stored in Admin database tabletables, separately from submitted data, so it can be managed and used separately configuring custom Messages and Rules
College A&R needs to be able to pull in the Applications that are currently (real-time) in the In-Progress Database when ever they click on "Get Pending Apps" which calls API or glue service.
Service must bring in the user's OpenCCC account directory information, and specific Application data fields from the In-Progress database.
2. Add new
...
Administrator UI module for ‘In-Progress Applications’
...
...
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 applications 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.
The question is required and the student must either provide parent information or check the “I do not have a parent or guardian….” checkbox. When data is entered into the parent information input fields, the “I do not have a parent or guardian…” checkbox will be disabled.
Revise the Language
In addition to flipping the layout, the language needs to be revised to clarify why the student’s parent information is being collected, not just for undocumented and nonresident minors, but all minors. Acknowledging that their parents' data will be protected and not shared, will reassure the student with clear, non-threatening language.
...
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.
Legal Information
From the SAAM:
Self-Supporting Student
Two-Year Care & Control:
Residency for Minor
...
Parent
The father or mother with whom the minor resides; or, if both parents are deceased, the minor’s legal guardian. Reference: EC 68014
"Parent" means the parent with whom the minor resides; or, if both parents are deceased, his or her legal guardian. Language from Ed Code: 68014.
Determining Residency
...
f. The residence of the parent with whom an unmarried minor child maintains his or her place of abode is the residence of the unmarried minor child. When the minor lives with neither parent, his or her residence is that of the parent with whom he or she maintained his or her last place of abode. The minor may establish his or her residence when both parents are deceased if a legal guardian has not been appointed.
g. The residence of an unmarried minor who has a living parent cannot be changed by his or her own act, by the appointment of a legal guardian, or by relinquishment of a parent’s right of control, unless the student qualifies under the Self-Support exception (EC 68071) or the Two-Year Care and Control exception (EC 68073 and T5 54047).
h. An noncitizen, including an unmarried minor noncitizen, may establish his or her residence unless precluded by the Immigration and Nationality Act from establishing residence in the United States. See Note in (f) above.
Reference: EC 68060, 68061, 68062, 68071, 68073; T5 54022, 54045, 54047
Note: The conditions in (f) apply unless the Immigration and Nationality Act precludes the minor from establishing domicile (residence) in the United States. Language from Ed Code: 68062:
...
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:
At least one of the following statements is true about me
I am or have been married
I am legally emancipated
I do not have a living parent or guardian
I was in foster care at any time after my 13th birthday
As of <rdd>, I will be on active duty in the armed services
As of <rdd>, I will have been self-supporting for at least one year
None of the statements above is true about me
...
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
...
Parent/Guardian First Name
Parent/Guardian Last Name
Parent/Guardian Relationship
These fields, along with the Dependency question above, only appear if:
...
Solution #2: Research & IT
A daily Glue delivery of in-progress data to the Data Warehouse/Report Center and the college’s staging table will provide our other primary stakeholder groups with the data they need for aggregate analysis and the ability to pull their data into their SIS/CRM systems and use as needed.