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The CCCApply Administrator User Guide can be exported to PDF or Word by selecting the “Export” option in the More Actions menu in the upper right of this page.

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Note

Getting to the new CCCApply Administrator requires staff users to sign in to the CCC Administrator using their college-specific URL. Click here to find Administrator URLs or contact College Support Services at staffsupportccctc@openccc.zendesk.com

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System Administrator

(Applications->System Administrator)

The System Administrator module provides:  

  • SSO-based authentication to all CCC colleges through custom college-specific URLs configured to their college or district IdP

  • User management for all authorized CCC college staff and faculty users 

  • Access management to all integrated CCCTC administrator applications and services through a single point-of-entry

User Manager

(Applications->System Administrator->User Manager)

The User Manager module allows authorized users to view, add, edit, and delete* users within the scope of their own authorized user permissions. The User Manager section provides the ability for users with authorized role(s) to create new users and permissions for your college or district. 

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Launching the CCCApply Administrator

(Applications->CCCApply Administrator)

If your credentials include permission to configure the CCCApply Standard application, CCCApply International application, and/or CC Promise Grant (BOG Application) for your college or district, you can access those via the CCCApply Administrator.

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Note

The CCCApply Standard application and the CCCApply International application will be referred to as CCCApply and International, respectively, throughout this user guide.

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OpenCCC Administrator

The OpenCCC Administrator is available to authorized college and district staff in the Pilot and Production environments. Staff will only be able to access OpenCCC administration tasks for your college or district colleges, depending on your authorized staff user account.

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Application Links & Menus

Function

CCCApply link

International link

CC Promise Grant link

Displays the application you’ve selected from the Applications drop-down list and returns focus to the application’s home page.

Terms link

Displays all of the configured terms for the selected college and application. You can import, export, add, edit, and archive terms.

Note: It is strongly advised you take caution when editing terms in production that may have been used in submitted applications.

Available for: CCCApply and International applications

Majors link

Displays all of the configured majors for the selected college and application. You can import, export, add, edit, and archive majors.

Note: It is strongly advised you take caution when editing majors in production that may have been used in submitted applications.

Available for: CCCApply and International applications

English Proficiency

Displays the configurable English Proficiency options for your International application.

Available for: International applications only

Rules link

Displays all of the configured rules for the selected college and application. You can add, edit, and delete rules.

Available for: CCCApply, International, and CC Promise Grant applications

Messages link

Displays all of the configured messages for the selected college and application. You can add and edit messages.

Available for: CCCApply, International, and CC Promise Grant applications

Supplemental Questions link

Displays all of the configured supplemental questions for the selected college and application. You can import, edit, and download supplemental question XML content.

Available for: CCCApply and International applications

Utilities drop-down list

Displays the following configurable options:

  • Reset Downloads link (for resetting previously downloaded applications. The <status> field is reset to "I" from "D". See Data Dictionary.)

Available for: CCCApply, International, and CC Promise Grant applications

  • Spam Filter link (for processing applications that have met the criteria for fraud based on the fraudulent applications machine-learning model.)

Available for: CCCApply applications only

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Date Fields & Best Practices

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The Supplemental Questions module includes a Download icon that effectively downloads/exports a .csv file of an individual specific supplemental question set.

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Configuring Your College & District Information

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Note

IMPORTANT:  The updated information displays on the CCCApply, International, and CC Promise Grant (BOG) applications when the student completes the application.

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Configuring Terms

The Terms module is where you can add, edit, archive (functions as a delete in the CCCApply Administrator), import, and export your custom college terms. The Terms module is only available in the CCCApply (Standard & Noncredit) and International applications. Terms have a required start and end date that determines which terms display in the Term Applying For drop-down list the CCCApply and International applications.

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  1. Have ready an edited .csv file of terms for importing. See Editing the Exported Terms CSV File for details.

  2. From the Terms Summary table, click Import Terms to display…



    ...the Import Terms dialog box:



  3. Click Choose File to display your computer’s file navigator.



  4. Navigate and select the terms .csv file you want to import. The file name for the file you selected displays next to the Choose File button.

  5. Click Import to import the terms .csv file, close the Import Terms dialog box, and display the Terms Summary table where all rows are replaced/updated and the terms list refreshes to match your imported values.

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Configuring Majors

The Majors module is where you can add, edit, archive (currently “archive” functions as a delete in CCCApply Administrator), import, and export majors. The Majors module is available only for the CCCApply Standard, Noncredit, and International applications.

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CSV Column Heading

Required

Important Configuration Notes

Header Row

YES

IMPORTANT: The header row is required in order for your .csv file to import correctly and the values to be stored properly by the CCCApply Administrator.

Application

YES

  • The Application column identifies the CCCApply application that these majors pertain to;

  • The Application data is system-generated and should not be changed. 

  • When adding new Majors to your file, ensure the application is correct and in all caps.

  • Do not mix APPLY and INTERNATIONAL application majors in one .csv file at this time.

  • Do not remove or change this column.

Note

The Application column value must be in ALL CAPS and be either:

  • APPLY (for CCCApply application majors), OR,

  • INTERNATIONAL (for International application majors)

You cannot mix APPLY and INTERNATIONAL application majors in one .csv file at this time.

Major Code

YES

  • The “Code” column displays the required Major Code identifier that you have listed in your existing list of majors.

  • Adds a row to the Majors database table identifying a unique Major

  • Must be formatted based on layout in the Data Dictionary

Major Description

YES

  • The “Description” is required

  • Can be edited/modified by an authorized college/district user

  • Must be formatted based on layout in the Data Dictionary

  • Provides a text description of the active major to the end-user

  • *This is the text that appears to the end user in the "Intended Major or Program of Study" menu in CCCApply Standard and International applications

Category

NO

  • The “Category” column is optional.  See detailed notes about adding your custom categories to this column in the section above.

TOP Code

NO

  • The “Top Code” is an Optional field, but can be added by the college if desired.

  • Top Codes should be aligned to each individual Major

  • Does not appear to the end user

Program Control Number

NO

  • The “Program Control Number” is an optional field, but can be added by the college if desired.

  • Program Control Numbers should be aligned to each individual major

  • Does not appear to the end user

Award Type (AwardType)

YES

The Award Type (AwardType) field values are slightly different in the new Admin 2.0 system.  The following notes pertain to implementing this field in the new system:

  • When importing majors using the CSV file, you MUST include a value in the awardType column on your import file. If you do not have an aligned award type for one or more majors, please enter “None". 

  • The award type values must not contain any spaces and MUST be one of the following allowed values:

    • AA_degree

    • AS_degree

    • AA_T

    • AS_T

    • Certificate

    • Other

    • None

  • The “Award Type” is an optional field, but can be added by the college, if desired.

  • Each major must have a value assigned to Award Type

  • The award type DOES NOT DISPLAY to the end user

  • Having a value in the Award Type field is required in the new system. This is a bug that we will fix in a future version.

Warning

Though the Award Type value does not display to the end-user in the CCCApply applications, and has been an optional field in the legacy Admin 1.0 system, having a value in this field/column is REQUIRED in the Admin 2.0 system. All imported majors, and majors migrated from the legacy Admin 1.0 system, must include a value in this field. If you do not have award types aligned to your majors in Admin 1.0, please ensure "None" is populated in the field in Admin 2.0. 

Note

If you are working with your Admin 1.0 Export Majors file, you'll notice that the Award Types export a single character numerical value. This format also works as an accepted  The award type values must not contain any spaces and MUST be one of the following allowed values:

1 = AA_degree

2 = AS_degree

5 = AA_T

6 = AS_T

3 = Certificate

4 = Other

X = BA_degree

Y = BS_degree

0 = None

When importing majors using the CSV file, please include a value in the awardType column on your import file. If you do not have an aligned award type for one or more majors, please enter “None”

Application Type

NO

  • Enter "Standard" in your CSV file for the Standard application.

  • Enter "Noncredit" in your CSV file for the Noncredit application.

  • If you don't specify the awardType value then it will default to "Standard" for the CCCApply Standard application only.

  • You can leave this value blank when working in the Administrator 2.0 for the International application, when configuring majors for the International application only. REMINDER: You cannot combine the CCCStandard or Noncredit major codes in the same CSV with the International application major codes. 

CIP Code

NO

  • The “CIP Code” is an optional field, but can be added by the college, if desired.

  • Aligned to each individual major

  • Does not appear to the end user

Education Goals (eduGoals)  NOT APPLICABLE in this version

NO

Leave this column in place and leave it empty.

Warning

VERY IMPORTANT:  Though the “EduGoal” field and filter is not applicable in this release, the "eduGoal" column MUST NOT BE REMOVED from your Majors CSV file, and the entire column must be left BLANK in your CSV file.

NOTE: Until further notice, do not enter ANY data or values in the EduGoals column in your Majors CSV file. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Start Date

YES

  • The “Start” date is required.

  • The Start Date data in this column identifies the date when the Major starts appearing in the "Intended Major or Program of Study" menu in CCCApply applications.

  • The Start Date must be configured in the following format:  mm/dd/yyyy

  • Cannot be after the major’s End Date or the associated Term's Term End date, else error message will display;

  • Must be a valid calendar date (cannot be February 30, etc.)

Note

When importing majors using the CSV file, the date must be formatted as follows:  mm/dd/yyyy. This is important or the file will not import correctly.)

End Date

YES

  • The “End” column identifies the major’s End Date which is the date that the major stops appearing in the "Intended Major or Program of Study" menu in CCCApply applications;

  • The End Date is required, else error message.

  • The major must be setup with one of the following settings:  

    • Major has no end date, OR

    • Major has end date

  • The End Date must be configured in the following format:  mm/dd/yyyy

  • Can be added individually by clicking on "Add Major" or "Edit Major" by an authorized user

  • Must be a valid calendar date, i.e., cannot be February 30, etc. (else error message appears)

  • Cannot be before the Major Start Date, else error message else error message will display

  • Can be added by the Import Majors process via a properly formatted .csv file with all required Majors data fields

  • If user selects "Major has no end date" THEN  the Major will ALWAYS display in the "Intended Major or Program of Study" menu in CCCApply

  • If user selects, "Major has end date" - THEN a valid end date must be provided in the CSV file , else error message should display

Create Date

NO

Warning

VERY IMPORTANT: The “Create” column is a system-generated date field that MUST remain blank when completing your CSV import file.

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To get started colleges should complete the The Major Category Implementation Worksheet, which provides a comprehensive step-by-step guide for setting up the Major Category field in CCCApply.

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The Major Category filter in CCCApply and/or International can be turned off by removing all custom categories created in the CCCApply Administrator’s Major module Categories field for every major. Once all Categories values for all majors are removed the Major Category drop-down list will not display in the CCCApply and/or International application. The Intended Major or Program of Study drop-down list will revert back to displaying the full list of majors and programs in alphabetical order (by Major Description).

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Configuring the English Proficiency Section

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8. When you select a Yes radio button to require the score field to appear if the proficiency type is selected, the Low and High score fields become enabled and allow you to enter a low and high test range for that particular test that are accepted by your college.

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Configuring Application Rules

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  1. Select the Edit icon on the row for the rule that you want to edit.  


    This displays the Edit Rule dialog box.

  2. Make your edits and click Save to save your changes. The Edit Rule dialog box automatically closes, and focus returns to the Rules table.

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Configuring Messages for Rules

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Note

Note: You can change the Message ID, but remember that you must also update your rules to use the new ID.

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Configuring Supplemental Questions

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  1. Select the Download icon on the row the supplemental question set you want to download (only one page can be downloaded at a time).  



    The Export Supplemental Question dialog box displays.

  2. Click Confirm to export/download the XML supplemental question file to your computer’s default download location. The default name of the downloaded file incorporates the page ID and effective date, i.e. the supplemental question set with an ID of 502 and effective date of 5/9/18 has a file name of: supp-611-502-20180509.xml.

  3. Use a text editor or XML editor to edit the file as needed. You can then validate the file and import it and have a new, updated supplemental question set.

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Using the Utilities

The Utilities module contains:

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7. Click Confirm to make the application(s) available for download by the Download Client. The Reset Downloads dialog box closes automatically, and the Reset Downloads module displays with a confirmation message. When you next run the Download Client, these applications will be included in the download file.

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Change Notifications

Date

Change Description

Notification

For additional change details, see the Change Log page.

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