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Request No.2018-03
Target releaseRelease 6.1.2
Application(s) BOG FW
Steering Approval APPROVED - Released in January 2018
Environment(s) Production
Documentation

 2018-2019 CC Promise Grant Data Specification

Change to Download File No
Change to Residency Logic No
JIRA

BOG-470



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Business Need

The CCC Chancellor's Office will hear a proposal to adopt the California College Promise Grant.and rename the BOG Fee Waiver application to the "California College Promise Grant" during the September 2017 board meeting. This motion is expected to be approved. This name change will significantly impact the CCCApply BOG Fee Waiver Online Application and development should begin soon to identify all instances and references to be changed. 

Bryan Dickason, CCCCO Financial Aid Specialist will review the current BOGFW application and make the appropriate change recommendations. I believe it does not have to go into effect until 2019-20 (to give colleges time to make all the necessary changes to web sites, forms, and documentation). Since 2018-19 is coming up it will only be a recommended change (CCPG, formerly called BOGFW).

There is national pressure that California did not have a statewide Promise Program. This change, along with the individual Promise Programs allows CA to been in step with the rest of the nation.


College Promise: Background Information

More than 400 education leaders, including the heads of all public education systems in California, have gathered on August 29th, 2017 with their partners to discuss and develop strategies to improve and expand College Promise partnerships, which offer financial, academic, and community support to eligible students throughout the state. College Promise initiatives are part of a growing national movement to support college access and completion, especially for low- to middle-income students, creating a "college-going culture" in the communities where they exist and strengthening local economies.

College Promise partnerships are much more than scholarship programs. They have the potential to be a framework for student and community success by developing an ecosystem of low- to no-cost pathways that allow students to achieve their higher education goals. In addition to funding, College Promise initiatives often provide student support structures at various stages of a student's education. At the high school level, these supports can include field trips to college campuses, assistance to complete FAFSA and college applications, dual enrollment programs, academic and personal counseling, mentoring, and tutoring. At the college level, student support can include cohort models, summer courses and orientation programs, priority registration, guaranteed course availability, and academic counseling and tutoring.


Proposed Solution

  • Work with Bryan Dickason to identify changes and timeline
  • Draft full set of change requirements for Steering approval
  • Begin drafting user stories and get in to JIRA
  • Add to 2017-2019 roadmap

In-Scope Requirements Summary

See detailed requirements specifications below.

#TitleProposed ChangesUser Story / ExamplesImportanceNotes
1Overall Branding Changes

Update the branding of the BOG Fee Waiver Application name(s) to the new California College Promise Grant Application throughout online application and ancillary programs, pages, and links.

As a CCC student, I want to apply for a California College Promise Grant online via CCCApply.High


2

Name and text changes in the online Application

Changes across all environments (CI, Test, Pilot & Prod)
Name & text changes across www.bog.opencccapply.net

NOTE:  Some text changes will reflect the full name change, and some will have a variation of the full name, such as:

  • FULL:  "California College Promise Grant (formerly known as the Board of Governors (BOG) Fee Waiver Application"
  • Abbreviated Full: "California College Promise Grant"
  • Short cut: "CC Promise Grant"
  • Internal: "Promise Grant"
  • Acronym:  CCPG

Each instance is specified below.

Change the name of the BOG Fee Waiver application on the Welcome Page from "Board of Governors Fee Waiver Application" to:

California College Promise Grant 

formerly known as the Board of Governors (BOG) Fee Waiver Application 

 HIGHThis iteration of the re-branding will not include a change to the URL DNS names (all environment applications, download server, etc.

External Application Name and text changes 

My "Promise Grant" Applications

Apply application: Links & Opportunities

Privacy Policy & Terms of Use links from the footer






Report Center RequirementsAll BOG branding changes need to be made in the Pilot & Prod enviornmentsCreate JIRAs for specific requirements:
Folder names
Application Look-Up Reports
Full "BOG" Application
All other templates



Questions / Assumptions Release Planning
When?  
How many (total) revisions/updates will this entail?





Comm Plan Details

See below for extensive Communication Plan details

What do we need to communicate to the Colleges?  When?

  • Release Plan (Releases?)
  • New Data Specification
  • Update Administrator RULES & MESSAGES


Who needs to know about this re-branding? 

  • Course Exchange!
  • MyPath
  • Steering Committee
  • Support Site Post

All Internal (CCCTC) departments





Implementation Plan

See below for implementation plan requirements and task list

What do the colleges need to DO?  When?











Out of Scope - CCPG Upgrade - November 2017


TitleDescriptionRationaleNotes

Application URL (DNS)The primary URLs for the existing BOG Application includes the words "BOG".To minimize level of effort for the colleges, students, and CCCTC, retain the current DNS domain for this version upgrade (Nov 2017) and implement URL change in the future (TBD).Change next time

Confirmation NumbersThe Confirmation numbers related to submitted BOG Applications include the words "BOG"To minimize level of effort for the colleges, students, and CCCTC, retain the current Confirmation Numbers schema for this version upgrade. 
Plan to phase out existing confirmation numbers and move to CCPG- numbers in March 2018.
IMPORTANT - Talk to Josh about the impact of changing the prefix of these numbers.  Reporting might be affected. What else?

BOG Named Data Fields

Certain data fields within the BOG Application data set include the words "BOG" - such as the BOG eligibility status fields "elig_bog_A" etc. 

Downloads & Data Fields

To minimize level of effort for the colleges, students, and CCCTC, and reduce risks changing existing data fields, retain the current data field names that include "BOG" for this version upgrade (Nov 2017) and implement URL change in the future (TBD).IMPORTANT - Same as above. Need to talk to Josh.

Download Server URL (DNS)The primary URLs for the BOG Downloads servers (Pilot & Prod) includes the words "BOG".To minimize level of effort for the colleges, students, and CCCTC, and reduce risks that could result in changing the download server URL, retain the current Pilot & Prod download server URLs that include "BOG" for this version upgrade (Nov 2017) and implement URL change in the future (TBD).Talk thorugh with Josh

Administrator 1Current CCCApply Administrator system will not be updated with branding changes. Ensure all instances of "BOG" or "BOGFW" or Board of Governor's Fee Waiver are changed in Admin2.  Add branding Jira to pending requirements

Data Dictionary UpdateThe current BOG Data Specifications (Data Dictionary) includes many instances of "BOG" "BOGFW" "BOG Fee Waiver" and "Board of Governor's Fee Waiver" across the existing BOG Data Dictionary.Update the existing BOG Data Specifications dictionary to coincide with the 2018-2019 California College Promise Grant Application - to be release in January 2018.The text changes will be made to coincide with the 2018-2019 Specification (Data Dictionary) - in January 2018 

CCCApply.orgChange name on the CCCApply.org (all BOG and Financial Aid pages) NOTE: These are managed by Sandoval's team.  Completed in October 2017DONE

Other Issues that may come up




Branding Change Specifications

General Requirements

  •  All changes are UI changes at this time. 

  • Keep the DNS domain "bog.opencccapply.net"

  • Change Favicon hover help only - DNS URL addresses will not change

  • Data fields and Confirmation numbers will not change

  • Spanish hover-help will only

Below is a list of all the onscreen changes required:

#

Description

Original

CHANGE SPECIFICATIONS

1

Favicon Hover-help Text

NOTE: Keep the CCCCO icon but change the hover help text. (Change the name of the favicon English hover help only)

Hover Help: OpenCCC: BOG Fee Waiver

NEW English Hover help Text:
OpenCCC: CC Promise Grant Application

2

BOG Welcome page

https://pilot.bog.opencccapply.net/gateway/bog?cccMisCode=ZZ3

Original Page Text:

BOG Fee Waiver Application

Before applying for the BOG Fee Waiver, you must first have an OpenCCC Account.

The OpenCCC single sign-in account allows you to access the online services of the California Community Colleges.

OpenCCC is a service of the California Community Colleges Chancellors Office. The information in your account is kept private and secure.

NEW Text:

California College Promise Grant Application (formerly known as the BOG Fee Waiver Application)

Before applying for the California College Promise Grant, you must first have an OpenCCC Account.

The OpenCCC single sign-in account allows you to access the online services of the California Community Colleges.

OpenCCC is a service of the California Community Colleges Chancellors Office. The information in your account is kept private and secure.


Screenshot: BOG Welcome Page




3

My "BOG" Applications Page
https://pilot.bog.opencccapply.net/uPortal/f/u63l1s1000/normal/render.uP

  1. Page Heading:  My BOG Fee Waiver Applications 

  2. Button:  Start a New BOG Fee Waiver Application

  3. Table 1:  BOG Fee Waiver Applications In-Progress

  4. Table 2:  Submitted BOG Fee Waiver Applications

  5. Table 2 Column Header:  BOG Fee Waiver Year
  1. New Heading: My CC Promise Grant Applications

  2. Button:  Start a New CC Promise Grant Application

  3. Table 1: CC Promise Grant Applications In-Progress

  4. Table 2: Submitted CC Promise Grant Applications

  5. Table 2 Column Header: CC Promise Grant Year

My BOG Applications Page



4

Introduction Page: 

Change text in first paragraph.

Original:  Welcome to the BOG Fee Waiver Application

New: Welcome to the California College Promise Grant Application (formerly known as the BOG Fee Waiver Application).


5

Submission Page: (in application) Page Heading

(Screenshot below)

Original Text

BOG Fee Waiver Application Submission

New Text:

California College Promise Grant Application Submission


Submission Page: Text

Original Text:

You are about to electronically submit your Board of Governors Fee Waiver Application.

New Text:

You are about to electronically submit your California College Promise Grant Application.


6

Confirmation Page (post-submission):

Original Page Heading

BOG Fee Waiver Application Confirmation

New Page Heading

California College Promise Grant Application Confirmation


Text on Confirmation Screen

Original Text:  Your <college_name> BOG Fee Waiver application for <BOG_Year> has been submitted.

New TextYour <college_name> California College Promise Grant Application for <BOG_Year> has been submitted. 


7

Privacy Policy page text (from My BOG Application page Footer)

Original Text within Privacy Policy: 

Information collected: The CCCCO collects, through the OpenCCC Online Student Account and BOG Fee Waiver Application, the following personal information:

New Text:  

Information collected: The CCCCO collects, through the OpenCCC Online Student Account and the California College Promise Grant Application (formerly known as the BOG Fee Waiver Application) the following personal information:



8

Terms of Use Page (from My BOG applications & within application)

Original Text

The California Community Colleges Chancellor's Office BOG Fee Waiver Web Site (WEBSITE) is comprised of various Web pages operated by California Community Colleges Chancellor's Office.

New Text:

The California College Promise Grant Application (formerly known as the BOG Fee Waiver Application) Website (WEBSITE) is comprised of various web pages operated by the California Community Colleges Chancellor's Office.

9

Apply Links & Opportunities Page

This page is located after submission of the CCCApply Standard Application.

Original Text: 

Bog Fee Waiver (hyperlink)

New Text:

California College Promise Grant

NOTE: Update hyperlink address to the new address

10

Spanish Hover Help on buttons on the My BOG Applications Page and the Introduction page of BOG App:

Original Text: ??

New Text:  TBD (getting translated now)



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Changes to Data Download File

None.

No changes to the DLC or Downloads for this update.


Changes to Logic

None.

No changes to logic for this update. 

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Documentation

See CCCApply Public Documentation > Data Dictionaries for the 2018-2019 CC Promise Grant Application Data Specification. 


Supporting Documentation 

Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request.