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The purpose of this page is to provide colleges and districts with general use information about the new OpenCCC Account Creation admin tool available to authorized staff via the CCCApply Administrator. |
Business Need
Although approximately 80% of CCC students currently have a CCCID, students who enroll outside of the online systemwide application (i.e., CCCApply) are more likely to not have a CCCID in their local college’s Student Information System (SIS). The objective for of the new account creation tool is to provide our colleges and institutions with a simple and efficient process that will ensure every student has a lifelong CCC systemwide account and student identifier.
Use Cases
User Type | Purpose | Who benefits from this… |
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Single Account Creation
Special Populations | To create an OpenCCC student account & submit an admission application on behalf of a special population student |
* who is unable to access systemwide technologies themselves |
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Multi Account Creation*
Backfill accounts or missing CCCIDs for existing and/or inactive students.
*Recommended as the most efficient account creation processStudents Without a CCCID (current or previous CCC students with a valid email address but no CCCID) | For Creating Account(s) for Existing Students without a CCCID Support current students in your SIS without CCCIDs, or backfill previous students with CCCIDs for reporting purposes. |
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Implementing the Account Creation Tool |
The new OpenCCC account creation admin tool has been implemented in the CCC Administrator, the same system that houses the CCCApply Administrator. The tool allows authorized staff to manually create student accounts as. needed using the same type of role-based authorized access in place for the CCCApply Administrator.
Single Account Creation: Available now, this feature allows authorized staff to create a single user OpenCCC account and generate a CCCID on behalf of a student who may be unable to complete the CCCApply application process.
Multi Account Creation: This enhancement will enable colleges to upload a list of students, along with all their required account data information, that will generate a missing CCCID if needed and/requires more than merely creating single or bulk OpenCCC accounts on behalf of students, the process requires the institution to develop business and security processes for the collection, handling, and storage of student data. Recommendations for some of these processes are provided in the College Preparation & Recommendationssection below. |
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To learn more about the Account Creation tool, please contact your Enabling Services College Experience Manager (CEM) at cems@ccctechcenter.org. |
About the Account Creation Tool
The OpenCCC Account Creation tool has been implemented in the CCC Administrator, which houses the CCCApply Administrator. The tool allows authorized staff to create OpenCCC student accounts (CCCIDs) as using the same type of role-based authorized access in place for the CCCApply Administrator.
How It Works
Single Account Creation
The single account creation process allows authorized staff to a single OpenCCC account on behalf of a student (one at a time) who may not have access to systemwide technology applications, such as an incarcerated student. Many institutions are creating accounts for this population with the intention of also submitting an admission application for the student.
When an account is created using the single account creation process, several system defaults and flags are set that both support staff through these activities and remove certain security blocks designed to prevent fraud. Staff should be aware of the triggers in place when determining which account creation process they choose to use.
Multi-Account Creation
The multi account creation process allows staff to upload a list of student account data information via a configurable spreadsheet. Each row representing a student in the spreadsheet will either generate a new account and CCCID, or identify if a duplicate account already exists in the system . Staff can then add the missing CCCIDs into their SIS system for MIS and other reporting purposes. This enhancement is expected to be available by the end of January 2024 and will be communicated via the appropriate channels.
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To gain access to the new OpenCCC Account Creation tool, please reach out to your College Experience Manager @ cems@ccctechcenter.org. Individual requests for access must be approved by a college administrator. |
How It Works
OpenCCC student accounts are typically created by the student using their unique, personal email address and verified through a two-factor authentication process (2FA) in order to validate and secure their identity information.
However, in the special cases where the student is unable to perform this process on their own, an authorized college staff member may now create and validate an account on behalf of that student using temporary credentials that can be reclaimed later by the student.
This process will require the college to gather and enter the student’s personal information and temporary credentials, including a temporary email address that can be associated with the account and then accessed and verified at the time the account is created and at the time the student reclaims ownership of the accountfrom the college that originally created it on their behalf.This entire process, although seemingly simple, does requires the college to consider new practices and security processes for storing and handling student data.
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For best practices and some suggestions for creating multiple accounts from one verified account, see Using the Master “plus 1” Option in the Best Practices & Considerations section below. |
Reclaiming Ownership of An Account
Once an account is created on behalf of a student, the student will be able to take ownership of that account at any time. Using the temporary credentials used by the Institution to create the account, the student will sign in, update their email address in their OpenCCC Account Profile, and then complete the password reset/verification process again using their now accurate information. For details on reclaiming ownership of their account, see the User Flows section below.
College Preparation & Recommendations
Prerequisites
A request for access must be submitted by a director-level administrator, supervisor, or Dean at the institution.
The approved staff admin must have a CCCApply Administrator (CAP) account
Requesting Authorized Access
Authorized access to the OpenCCC Administrator must be requested in writing by a director-level administrator, supervisor, or Dean at the CCC institution.
Send an email to CCCTC Staff Support (staffsupportccctc@openccc.zendesk.com) that includes a statement from a director-level administrator or supervisor authorizing you [your name, title] access to the new OpenCCC Administrator “for the purposes of creating and maintaining one or more OpenCCC student accounts (CCCIDs) on behalf of students outside the online systemwide application (CCCApply)”.
Once approved, a support team member will update your CCC Administrator account to include access to the account creation tool.
CCC Administrator Account Required
Approved users for the OpenCCC Administrator tool must have a CCC Administrator (CAP) account established with the CCCTC.
If you already have a CAP account (same as the CCCApply Administrator), CCCTC Staff Support will configure your account with the OpenCCC Admin role. This is all you need to get started.
If you do not already have a CAP account, send an email request to CCCTC Staff Support (staffsupportccctc@openccc.zendesk.com) to get that started.
Consult your college IT department to obtain your EPPN credentials and provide them to the support engineer during account setup.
Once your staff account is established, use your college-specific CCCApply Administrator URL to get to the CCC Administrator > OpenCCC Administrator tool via your institution IdP.
Security & Policy Considerations
Access to the OpenCCC Administrator requires Director-level approval at the college or district.
Approved administrators must agree to never share their account with other staff.
and populate the existing CCCID in the response. Staff may also include an existing student ID or other college-generated identifier for easy matching in their systems.
Use as much of the student’s current and accurate information to support the most efficient account recovery
To prevent the additional password reset requirement following the initial sign-in following account creation, ensure the “use-temp-password” field in the upload file is set to FALSE.
Reclaiming Ownership & Account Recovery
Once an account is created on behalf of a student, the student will be able to take ownership of that account at any time using the temporary credentials used by the Institution to create the account. With those credentials, the student can sign in to either CCCApply or OpenCCC, update their email address in their Account Profile, and then complete the password reset/verification process again using their updated information. Learn more about the student account recovery process, see Process for Students to Reclaim Ownership of Their Account in the Student Workflows section below.
Tool Functionality
Tool | Processes | Benefits | Cautions |
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Single Account Creation | Authorized staff can create one new student account at a time using the Add OpenCCC User interface with required fields. |
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Multi Account Creation* | Authorized staff can create multiple new student accounts at the same time using a configurable, formatted spreadsheet (Excel or CSV). |
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*Recommended as the most efficient process for creating bulk accounts using the same verified institutional email account.
Benefits
Accounts created using the OpenCCC Administrator tool will bypass the IDme verification process and the CCCApply spam filter.
Allows authorized staff users to create multiple student accounts under one single parent email account.
Once the parent, or master, email account is verified through the standard two-factor validation process, all “email +1” addresses will resolve back to the verified account.
No need to create a unique email account per student.
No need to verify each account when created.
The student can take ownership of their account at any time.
To prevent an immediate password reset following initial sign-in, set the “use-temp-password” field to FALSE.
The ability to set a temporary password as True or False is a feature in the Multi-Account Creation process. The Single Account Creation process automatically sets the temporary password to True, enforcing the password reset process for security purposes.
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Important: Using the Account Creation Tool requires the institution to create and employ various business and security processes for collecting, handling, and storing student data. Recommendations for these processes are provided in the College Preparation & Recommendationssection below. |
College Preparation & Recommendations
Establishing the appropriate business processes will be essential for your institution to use the Account Creation tools effectively.
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Business Process Recommendations |
Obtaining Student Permission
Institutions must implement a process, or have one in place, to obtain permission from the student before creating an account and/or submitting an application on their behalf.
Accounts created by the college on behalf of a student will not be subjected to the new student ID Verification process (ID.me) at the time of account creation. The account database will store a value of “staff_verified” for the <idme_workflow_status> field until the student reclaims ownership of their account and personally completes the ID verification process.
Standard and Noncredit Applications submitted on behalf of a student will not be processed through the CCCApply Spam Filter; however the database will store a value of “7” for the <fraud_status> field at submission. This is a new value added to the data field for this purpose.
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Reminder: The CCCApply Spam Filter is only integrated with the CCCApply Standard & Noncredit applications. The CCCApply International and the CC Promise Grant Online applications do not pass through the CCCApply Spam Filter. |
Best Practices & Recommendations
Obtaining Student Permission
To ensure the privacy and security of student data, it is strongly recommended that colleges and districts implement a process, or have one in place, whereby permission is authorized by the student to allows the college, district or other designated person the power to create an OpenCCC student account, and/or submit an application, on their behalf. For example, incarcerated students typically complete a paper application which both provides the student’s personal identity information and gives the college permission to enroll them in classes, including creating a student account and online application.
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The options below are suggested recommendations that your college may choose to employ for specific use cases, such as supporting incarcerated students or students with limited technology. |
Option: Using a Generic OpenCCC Account
One of our recommendations for streamlining the overall account creation and submitting an application on behalf of a student process is to create a generic or master OpenCCC account and email address that can be verified once and then used by the college to quickly create single or multiple additional accounts. Below are some tips to get you started.
Work with your college or district IT Administrator to set up a master (parent) email account for this purpose.
This will allow multiple accounts to be created from one verified email address using the optional “plus 1” workaround.
The email address must be associated with your institution and not a personal account.
The email format may identify the specific department or project@yourInstitution for this purpose (e.g., restorativejustice@imperial.edu)
Create a generic OpenCCC account using the institution email address and complete the verification process.
Go to the OpenCCC Sign In page using your CCCApply application link for your college.
Click on “Create An Account” link and complete all required account fields for master user
Set Email as your Primary Contact Method and then verify the email address using the 2FA verification process
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Options: The Account Creation tool does not require the college to use a master institutional email account or the “plus 1” email method. The college has the prerogative to implement a method that works best for them, including using unique versus generic email addresses. |
Option: Using the “Plus 1” Email Method
In order for the OpenCCC Account Creation tool to create an account on behalf of a student, the college or institution will use a process where multiple additional user accounts can be generated from one OpenCCC account with a verified (parent) institution email address. The institution or master account is created using the existing OpenCCC account creation and verification processes. With the email address from the master account verified, the staff user can use the tool to create additional (proxy) accounts with email addresses that employ the “plus 1” workaround which will bypass the sign in email verification requirement (2FA) when the staff member creates an application or signs in on behalf of the student. All accounts created using the master or parent email address, including each instance using “plus 1”, will resolve back to the parent email account - which has already be verified.
Benefits of the “plus 1” method:
Allows authorized staff users to create multiple student accounts under one single parent email account.
Once the parent, or master, email account is verified through the standard two-factor validation process, all “email +1” addresses will resolve back to the verified account.
No need to create a unique email account per student.
No need to verify each account when created.
Best Practice: Use the Email Address for the Username (Temporary Field)
The Username field that appears on the single account creation screen is slated to be deprecated in an upcoming Spring 2024 release. If you encounter the field on the Add an OpenCCC User page, please enter the same valid email address that was used in the Email Address field.
Best Practice: Use a Password Generator Tool for Creating Passwords
It is always important to generate, store, handle, and transmit passwords and other user credentials in a secure manner, especially when creating CCCID accounts and/or applications on behalf of a student. The Password field in the tool requires at least 8 characters, one uppercase letter, one lowercase letter, one number, one special character (!, @, #, $, %, ^, & or *), and may not contain your name.
However, for security purposes, the CCCTC recommends implementing a password generating tool such as LastPass Password Generatorto ensure strong, random passwords that meet general information security policies.| Panel | ||||||
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CCCTC Security Policy for Generating & Handling User PasswordsThe CCC Technology Center adheres to the guidelines for Selecting Passwords/Phrases as specified in the /wiki/spaces/~5deab38c08d48c0d13ad6fa1/pages/475332672.
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Best Practice: Maintain a Secure Tracking Sheet for User Accounts
In order to track and manage the accounts you create on behalf of students, we recommend maintaining a secure, password-protected spreadsheet for capturing the new user account data, including the username and password. This process can help in the following ways:
Easily sign in as the user to create an application on their behalf.
Maintains a roster/record of all accounts created for a specific term, institution and/or agency.
Can be used to provide students their account information when they leave the institution, should they request it.
Below is an example of a simple tracking sheet created in Google Sheets that includes all the data fields required for account creation using the OpenCCC account creation tool.
Best Practice: Providing the Student with their Account Information
Once the student is ready and able to reclaim ownership account is created on behalf of a student, the student will be able to take ownership of that account at any time. Using the temporary credentials used by the Institution to create the account, the student will sign in, update their email address in their OpenCCC Account Profile, and then complete the password reset/verification process again using their now accurate information. For details on reclaiming ownership of their account, see the User Flows section below.
User Guide
Adding a New OpenCCC User (Single Account Creation)
Adding A New OpenCCC User
The steps below pertain to the process for creating a single OpenCCC user account (one individual user). Instructions for creating multiple accounts will be provided along with the enhancement release (coming January 2024).
Step 1: Navigate and Sign In to the OpenCCC Administrator
Navigate to the CCC Administrator homepage using yourTo ensure the privacy and security of student data, it is strongly recommended that colleges and districts implement a process, or have one in place, whereby permission is authorized by the student to allow the college, district, or other designated person the power to create an OpenCCC student account, and/or submit an application, on their behalf. For example, incarcerated students typically complete a paper application which both provides the student’s personal identity information and gives the college permission to enroll them in classes, including creating a student account and online application.
Tracking New Account Information
Develop a process for tracking and storing the data and credentials used for each new account created, including the email address used, the password used, the “use-temporary-password” value set, and the unique CCCID generated during account creation or provided by the system through duplicate account prevention.
Providing Students with Account Recovery Process
Creating clear messaging directing students on how to reclaim, recover, and update their account profile using the temporary credentials used on their behalf.
Once the student is ready and able to reclaim ownership of the account created on their behalf, they will need the account credentials and student identity information used for the account recovery process. Ideally, a process for each use case should be developed.
Using the temporary credentials used by the Institution to create the account, the student will sign in, update their email address in their OpenCCC Account Profile, and then complete the password reset/verification process again using their now accurate information. For details on reclaiming ownership of their account, see the User Flows section below.
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Access Prerequisites |
Institution Authorization & Access
Authorized access to the OpenCCC Administrator and the Account Creation tools must be requested in writing by a director-level administrator, supervisor, or Dean at the CCC institution.
Send an email to CCCTC Staff Support along with a statement from a director-level administrator stating that “[approved staff’s name and title} “is authorized to use the OpenCCC Administrator system for the purposes of creating and maintaining one or more OpenCCC student accounts (CCCIDs) on behalf of students who do not currently have an account or who are unable to establish an account on their own.”
Authorized CCC Administrator (CAP) Account
As mentioned previously, the Account Creation tool functionality resides in the OpenCCC Administrator, a new admin system within the CCC Administrator - the same Core Administrator Platform (CAP) system that houses the CCCApply Administrator. Access to the new administrator requires a CAP staff account with the new OpenCCC Admin role. All CAP accounts and roles are configured by the CCCTC Staff Support (staffsupportccctc@openccc.zendesk.com).
If you already have an established CAP account, contact CCCTC Staff Support to add the new OpenCCC Admin role to your access credentials. No other credentials are needed to access the new administrator system.
If you do not have a CAP account, send an email request to CCCTC Staff Support (staffsupportccctc@openccc.zendesk.com) to get that started.
Consult your college IT department to obtain your EPPN credentials and provide them to the support engineer during account setup.
Once your staff account is created and/or upgraded with the new role, continue using your college-specific CCCApply Administrator URL to access the CCC Administrator tool via your institution IDP.
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Best Practices & Recommendations |
Below are suggested recommendations for streamlining the process of creating accounts and submitting applications on behalf of incarcerated students or students with limited technology.
Establish a Generic Institutional Email Address and OpenCCC Account
In order for the OpenCCC Account Creation tool to create an account on behalf of a student, the college or institution will use a process where multiple additional user accounts can be generated from one OpenCCC account with a verified (parent) institution email address. The institution or master account is created using the existing OpenCCC account creation and verification processes. With the email address from the master account verified, the staff user can use the tool to create additional (proxy) accounts with email addresses that employ the “plus 1” workaround which will bypass the sign in email verification requirement (2FA) when the staff member creates an application or signs in on behalf of the student. All accounts created using the master or parent email address, including each instance using “email + 1” will resolve back to the parent email account - which has already be verified.
One of our recommendations for streamlining the overall account creation and submitting an application on behalf of a student process is to create a generic or master OpenCCC account and email address that can be verified once and then used by the college to quickly create single or multiple additional accounts. Below are some tips to get you started.
Work with your college or district IT Administrator to set up a master/parent email account for this purpose.
This will allow multiple accounts to be created from one verified email address.
The email address must be associated with your institution, not a personal account.
All “email + 1” or child email addresses will resolve to the primary email address.
Create a generic OpenCCC account using the institution's email address and complete the verification process.
Go to the OpenCCC Sign In page using the CCCApply application link for your college.
Click on “Create An Account” link and complete all required account fields for the master/parent user.
Set Email as your Primary Contact Method and then verify the email address using the 2FA verification process
Generating & Handling Secure Passwords
It is always important to generate, store, handle, and transmit passwords and other user credentials in a secure manner, especially when creating CCCID accounts and applications on behalf of a student. The CCC Technology Center adheres to the guidelines for Selecting Passwords/Phrases as specified in the /wiki/spaces/~5deab38c08d48c0d13ad6fa1/pages/475332672.
Per the security guidelines, passwords/phrases MUST NOT be:
Revealed to anyone, including other institutional staff
Stored, written down, or transmitted using unencrypted text
Used, copied, or inserted into unencrypted email messages or other forms of electronic communication.
Maintaining a Secure Tracking Sheet for Created Accounts
In order to track and manage the accounts you create on behalf of students, we recommend maintaining a secure, password-protected spreadsheet for capturing the new user account data, including the username and password. This process can help in the following ways:
Easily sign in as the user to create an application on their behalf.
Maintains a roster/record of all accounts created for a specific term, institution and/or agency.
Can be used to provide students their account information when they leave the institution, should they request it.
Below is an example of a simple tracking sheet created in Google Sheets that includes all the data fields required for account creation using the OpenCCC account creation tool.
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Security Considerations |
Staff Account Sharing Prohibited
Approved users must agree to never share their authorized CAP account with other staff members for the purpose using the OpenCCC Administrator (or any purpose).
ID Verification ByPass
By default accounts created in the OpenCCC Administrator tool are subject to the two-factor authentication verification process the first time the user or proxy-user signs in (to OpenCCC or CCCApply). However, by design, these accounts will not be subjected to the http://ID.me student identity verification system (released February 2024) following account creation or profile update, and the account database will store a value of “staff_verified” for the <idme_workflow_status> field until the student reclaims ownership of their account and personally completes the ID verification process.
Spam Filter ByPass
CCCApply Applications submitted by the authorized staff user on behalf of a student using an account created in the OpenCCC Administrator will not be processed through the CCCApply Spam Filter. Instead the database will store a special bypass value of “7” for the Fraud Status field <fraud_status=7> at time of submission. This is a new value added to the fraud status field for this purpose.
User Guide
Single Account Creation Process
Single Account Creation Process
The steps below outline the steps for creating a single OpenCCC student account in the OpenCCC Administrator.
Step 1: Sign In to the OpenCCC Administrator in CAP.
Navigate to the CCC Administrator (CAP) homepage using your existing college-specific URL configured to your college MIS code. Note: Be sure to use the Production Admin environment URL unless you are testing in the Pilot Administrator.
From the landing page, select OpenCCC Administrator from the Applications drop menu in the header. The Add OpenCCC User page will display.
Step 2: Complete the Add OpenCCC User form.
Other than some system flags and default settings*, the single account creation form (Add OpenCCC User) requires the same information required in the standard OpenCCC account creation process. Please review the Add OpenCCC User Fields table below for field specifications and default settings.
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Note: The Username field (shown in the screenshot above) and its potential use and/or benefit in these account creation processes is currently being evaluated by early adopters of this tool. Your feedback is welcome at this time. For the time being, we recommend using the same email address or the email address prefix as the Username. If the field is not displayed, please disregard this note until the documentation is updated. |
The Add OpenCCC User Form Fields
Field | Notes / Recommendations |
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*Required fields are shown in bold. | |
Username |
An email prefix is the unique identifier or username that comes before the @ symbol in an email address. It gives recipients an idea of the identity of the sender or the purpose of the email. |
Email Address* / |
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Primary Phone Number |
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Phone Type |
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Address: Homeless |
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Country* |
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State* |
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Street Address 1* |
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Street Address 2 |
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City* |
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Postal Code* |
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Legal First Name |
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Legal Middle Name |
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Legal Last Name* |
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Preferred Name |
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Suffix |
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Date of Birth*/ Confirm Date of Birth* |
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Password* / Confirm Password* |
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Terms of Use Agreement* |
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Reminder to Create Secure Passwords It is important to generate, store, handle, and transmit passwords in a secure manner, especially when managing user credentials on behalf of students. CCCTC recommends using a password generating tool such as LastPass Password Generator to ensure strong, random passwords. specified in the /wiki/spaces/~5deab38c08d48c0d13ad6fa1/pages/475332672 |
Step 3: SaveForm & Capture CCCID
After entering all the required fields in the Add OpenCCC User page, click “Save” to finish creating the new account. A Success notification box will display a confirmation of the new account’s key credential elements: username, email address, and the CCCID.
We recommend capturing this information on your secure tracking sheet. Please ensure that the sheet is password-protected and stored in a secure location.
Multi Account Creation Process
The ability to create multiple accounts is also under-development. This process will mostly support colleges that have a number of current or former students who may have enrolled prior to the college implementing the new OpenCCCApply system.
Process
Legal First Name
Go to the CCC Administrator > OpenCCC Administrator using the unique college-specific URL configured to your college MIS code.
Select OpenCCC Administrator from the Applications drop menu in the header. The Add New User page will appear.
Step 2: Complete the Add OpenCCC User form
The Add OpenCCC User form includes all the same input fields required for the creation of an OpenCCC student account.
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Note: The Username field temporarily appears on the single account creation page. This field is scheduled to be deprecated in an upcoming Spring 2024 release. Until the field is removed from the single account creation process, please enter the same valid email address used in the Email Address field. If the field is not present, please disregard this instruction; the documentation will be updated shortly. |
Add OpenCCC User Fields
Notes / Recommendations
*Required fields are shown in bold.
Username*
Note: This field is scheduled to be deprecated in an upcoming Spring 2024 release. Until this field is removed from the Add New OpenCCC User screen, please use the same valid email address used in this process.
Use the email address entered in the email address field.
Email Address* /
Confirm Email Address*
Must be a verified email account that can be accessed by the account creator.
Primary Phone Number
Recommend using the main phone number for the college or institution.
This field is not required.
Phone Type
Phone type should always be landline if main phone number for college or institution is used.
This field is not required.
Address: Homeless
Homeless flag should always be “No”.
Country*
Enter the Country of the new user or the college or institution.
State*
Enter the State of the new user or the college or institution.
Street Address 1*
Enter the Street Address of the new user or the college or institution.
Street Address 2
Enter the Street Address 2 of the new user or the college or institution.
This field is not required.
City*
Enter the City of the new user or the college or institution.
Postal Code*
Enter the Postal Code of the new user or the college or institution.
Click on the Multi Account Creation link in the header of the Add OpenCCC User page.
From the Multi Account Creation screen, download the multi account upload template by clicking the Download Template button at the bottom of the screen.
The template provides the columns and format of the information required.
If downloaded successfully, a Success message will appear.
Open the downloaded file named “bulkAccountCreateTemplate”, typically it can be found in your local downloads folder.
Complete the multi account creation file with the required information and save in the CSV format.
Open the downloaded template (CSV file) in your preferred spreadsheet application, such as MicroSoft Excel, and populate each column row with the required data.
IMPORTANT: Column order is important and specified in the header row.
Leave the last three columns blank.
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See information for populating the multi account creation file below. |
Return to the Multi Account Creation screen and prepare to upload your saved CSV file.
First click the Choose File button to relocate your saved file.
Then click Upload File to complete the upload.
Following the upload, the file is processed. A Success or Failure message will be displayed indicating the status of the multi account creation process and execution time. If successful, the results can be downloaded. If the process fails, the file should be corrected and re-uploaded.
View the results of your upload. Click the Download Results button. Find and open the file in your preferred spreadsheet program.
The results will be displayed in the last three columns of the sheet: “status”, “cccid” and “message” columns.
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Recommended: Use the same spreadsheet for ongoing uploads. Ensure your file is password protected and stored in a secure location. |
Populating the Multi Account Creation File
While the single user account creation process mimics the primary account creation process that students use to create their OpenCCC account, the multi account creation process is requires slightly different input requirements. These differences are described below.
What happens during the upload process?
Each row in the CSV file should represent a single, unique student user. The personal information provided must be as true and accurate as possible, and all OpenCCC account requirements must be included. The data column order is important and noted in the header row.
All columns must be populated except the columns named ‘status’, ‘message’, and ‘cccid’; those columns should be empty upon upload.
As each row of user data input is processed, the ‘status’, ‘message’, and ‘cccid’ columns will be set.
If there is an error, then the ‘status’ column will display ‘Failure’; otherwise the ‘status’ column will display ‘Success’.
For the purposes of processing the multi account creation file multiple times, the following rules and procedures may apply:
The “use temporary password” will default to False. To avoid an immediate password reset during sign-in, make sure this field = TRUE.
Skip input row if cccid has a value, which indicates an account has already been created for the user. Note: This allows the administrator to “fix” a CSV file for failed rows and then re-submit the same document.
If a CCCID is present for a row, then new account creation is bypassed. This allows the administrator to edit the results file and re-submit (upload) again.
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IMPORTANT: To avoid an immediate password reset during the first login after account creation, ensure the “use_temp_password” field value is changed from False to TRUE. |
Error Messages
The column named ‘message’ will contain an error message if the user creation failed. One message will be returned per user row, for example:
Status
Example “Message” (one per row)
Message Notes
Success
Successfully added user
User created
Failure
A user already exists with email (example): winnie@test.com
Change the email or ask the student to recover their account based on that email.
Failure
Multiple users match on (firstname, lastname, date-of-birth), please contact support.
Contact support
Failure
A user already exists for the given firstname, lastname, date-of-birth, please contact support.
Contact support
Failure
errorCode:missing.value,field:address.postal_code
Fill in the postal code field
Failure
Invalid number of columns found!
The number of columns of filled out data is incorrect. Usually this the result of having a blank row at the end of the file. Or it could be due to using an out-of-date template.
Failure
A user already exists with username: hpotter12345
Change the email since the email is used as the username. If not, probably best to contact support.
Note: Username field is scheduled to be deprecated from account creation tool process in upcoming Spring 2024 release.
Account Creation Workflows
The following workflow checklists can be used by authorized staff when using the account creation process for various use cases.
General Workflow Best Practices
Add new credentials to tracking sheet (including CCCID)
Safeguard (email, username [< use email address] & password) if submitting an application on behalf of the new user
User Flow: College creates a new account and submits an application on behalf of a student.
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This flow supports the use case where the college needs to support a student who is does not have access to technology and/or the internet, or may have already enrolled outside the systemwide online application process. |
Navigate to the OpenCCC Administrator and sign in with your staff admin account.
Enter all student-provided information into the Add OpenCCC User form to create the student account.
Capture and add the new account credentials onto your secure tracking sheet (email address, password, etc.).
Continue to your college’s CCCApply Application and click on “Sign In”.
For security purposes, the system will prompt the Password Reset process here and you must reset the password you used in the account creation.
Following password reset, sign in with the email address and new password.
On the My Applications page, click “Start A New Application” to submit a CCCApply application on behalf of the student.
On the Confirmation page, capture the submitted applications confirmation number.
Suggestion: Return to your secure tracking sheet and add the application Confirmation number to the sheet.
Repeat process with next new account, as necessary.
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Note: The workflow above is intended for creating a single user account. |
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Edge case: If prompted to provide a Username, enter the email address entered in the account creation process. |
User Flow: College creates multiple accounts (CCCIDs) on behalf of current or former students.
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This flow supports the use case/need for generating a CCCID for an existing student or inactive/legacy records that have applied through systemwide online application process prior to implementation of OpenCCC. |
Navigate to the OpenCCC Administrator and sign in with your staff admin account.
Enter all student-provided information into the Add OpenCCC User form to create the student account.
Capture and add the new account credentials on your secure tracking sheet.
Test the newly created credentials to confirm successful OpenCCC account Sign In.
Using a secure process determined and approved by your college, provide the account credentials to the new student:
Email Address
Password
CCCID
Username (if used, should be the email address)
Ensure the student is provided the steps needed to reclaim their account in the future.
Suggestion: Return to your secure tracking sheet and document the date/time that the credentials were provided to the student in the Notes column.
Repeat process with next new account.
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Note: The workflow above is intended for creating a single missing CCCID account on behalf of an existing/legacy student account. |
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Coming January 2024: Multi account creation workflows using the OpenCCC Administrator. |
User Flow: Student reclaims ownership of the account created on their behalf.
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This process details the steps necessary for a student to reclaim ownership of an account that was created on their behalf by the college. |
College confirms the identity of the student attempting to claim their account and reset their personal credentials.
Once confirmed, the college provides the account credentials to the student in a secure manner (determined by the college):
Email Address
Password
CCCID
Username (if used, should be the email address)
Link to OpenCCC.net
Student navigates directly to the OpenCCC Sign In page in order to update their Profile information.
Account Fields | Column Header | Notes & Recommendations |
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Email Address* |
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Legal First Name | first |
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Legal Last Name | last |
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Legal Middle Name | middle |
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Suffix | suffix |
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Preferred Name | preferred |
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Suffix
Enter a Suffix for the new user.
This field is not required.
Date of Birth*/ Confirm Date of Birth*
Important! Enter the new user’s actual Date of Birth for account recovery purposes.
Confirm the user’s actual Date of Birth.
Password* / Confirm Password*
Important! Enter a unique Password that follows the security guidelines described below.
Passwords MUST be unique and non-predictable.
Terms of Use Agreement*
Important! The Terms of Use agreement must be accepted to complete the process and save the new account.
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Reminder to Create Secure Passwords It is important to generate, store, handle, and transmit passwords in a secure manner, especially when managing user credentials on behalf of students. CCCTC recommends using a password generating tool such as LastPass Password Generator to ensure strong, random passwords. |
After entering all the required fields in the Add OpenCCC User page, click “Save” to finish creating the new account. A Success notification box will display a confirmation of the new account’s key credential elements: username, email address, and the CCCID.
We recommend capturing this information on your secure tracking sheet. Please ensure that the sheet is password-protected and stored in a secure location.
Multi Account Creation
The ability to create multiple accounts is also under-development. This process will mostly support colleges that have a number of current or former students who may have enrolled prior to the college implementing the new OpenCCCApply system.
Process
Go to the CCC Administrator > OpenCCC Administrator using the unique college-specific URL configured to your college MIS code.
Click on the Multi Account Creation link in the header of the Add OpenCCC User page.
From the Multi Account Creation screen, download the multi account upload template by clicking the Download Template button at the bottom of the screen.
The template provides the columns and format of the information required.
If downloaded successfully, a Success message will appear.
Open the downloaded file named “bulkAccountCreateTemplate”, typically it can be found in your local downloads folder.
Complete the multi account creation file with the required information and save in the CSV format.
Open the downloaded template (CSV file) in your preferred spreadsheet application, such as MicroSoft Excel, and populate each column row with the required data.
IMPORTANT: Column order is important and specified in the header row.
Leave the last three columns blank.
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See information for populating the multi account creation file below. |
Return to the Multi Account Creation screen and prepare to upload your saved CSV file.
First click the Choose File button to relocate your saved file.
Then click Upload File to complete the upload.
Following the upload, the file is processed. A Success or Failure message will be displayed indicating the status of the multi account creation process and execution time. If successful, the results can be downloaded. If the process fails, the file should be corrected and re-uploaded.
View the results of your upload. Click the Download Results button. Find and open the file in your preferred spreadsheet program.
9. The results will be displayed in the last three columns of the sheet: “status”, “cccid” and “message” columns.
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Recommended: Use the same spreadsheet for ongoing uploads. Ensure your file is password protected and stored in a secure location. |
Populating the Multi Account Creation File
While the single user account creation process mimics the primary account creation process that students use to create their OpenCCC account, the multi account creation process is requires slightly different input requirements. These differences are described below.
Account Fields
Column Header
Notes & Recommendations
Email Address*
Must be a verified email account that can be accessed by the account creator.
Unlike the single account creation process, the multi account creation sheet does not require the email address to be confirmed and entered twice.
Legal First Name
first
Enter the user’s Legal First Name in the first field..
This field is not required but highly recommended.
Legal Last Name
last
Enter the new user’s Legal Last Name. Required field.
Legal Middle Name
middle
Enter the new user’s Legal Middle Name.
This field is not required.
Suffix
suffix
Enter a Suffix for the new user.
This field is not required.
Preferred Name
preferred
Enter the new user’s preferred first name, if applicable.
This field is not required.
Date of Birth
dob YYYY-MM-DD
Important: Enter the new user’s actual Date of Birth for account recovery purposes.
The DOB is entered once only. Unlike the single account creation process.
Important: The DOB entered must comply with the YYYY-MM-DD format. This may require some manipulation of the cell format if you are using a MS Excel file.
Accepted Terms of Use
accepted-terms
The Terms of Use agreement must be accepted to complete the process and save the new account.
You must enter “TRUE” in the accepted-terms field to avoid an error.
Address: Homeless
homeless
You must enter “FALSE” in the homeless field to avoid an error.
Street Address 1
street1
You must enter a valid street address in the street1 field to avoid an error.
Street Address 2
street2
The street2 field is optional and can be left blank.
However, if you do enter a value for street2, you must enter a valid street address.
City
city
Enter the City of the new user or the college or institution.
State
state
Enter the State of the new user or the college or institution.
Postal Code
postal
Enter the Postal Code of the new user or the college or institution.
Country
country
Enter “US” for United States citizens.
Primary Phone Number
phone-number
You must enter a valid phone number in the phone-number field.
See the proper format in the example above.
Recommend using the main phone number for the college or institution.
This field is not required.
Phone Type
phone-type
Phone type should always be landline if using the main phone number for the college or institution is used.
This field is not required.
Password
password
Important: Enter a unique Password that follows the security guidelines described below.
Passwords MUST be unique and non-predictable.
Temporary Password
use_temp_password
Important: Change the default value from False to TRUE to avoid a password reset change immediately following sign-in.
Status
status
LEAVE THIS FIELD BLANK
CCCID
cccid
LEAVE THIS FIELD BLANK
Message
message
LEAVE THIS FIELD BLANK
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Date of Birth | dob YYYY-MM-DD |
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Accepted Terms of Use | accepted-terms |
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Address: Homeless | homeless |
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Street Address 1 | street1 |
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Street Address 2 | street2 |
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City | city |
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State | state |
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Postal Code | postal |
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Country | country |
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Primary Phone Number | phone-number |
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Phone Type | phone-type |
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Password | password |
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Temporary Password | use_temp_password |
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Status | status | LEAVE THIS FIELD BLANK |
CCCID | cccid | LEAVE THIS FIELD BLANK |
Message | message | LEAVE THIS FIELD BLANK |
What happens during the upload process?
Each row in the CSV file should represent a single, unique student user. The personal information provided must be as true and accurate as possible, and all OpenCCC account requirements must be included. The data column order is important and noted in the header row.
All columns must be populated except the columns named ‘status’, ‘message’, and ‘cccid’; those columns should be empty upon upload.
As each row of user data input is processed, the ‘status’, ‘message’, and ‘cccid’ columns will be set.
If there is an error, then the ‘status’ column will display ‘Failure’; otherwise the ‘status’ column will display ‘Success’.
For the purposes of processing the multi account creation file multiple times, the following rules and procedures may apply:
The “use temporary password” will default to False. To avoid an immediate password reset during sign-in, make sure this field = TRUE.
Skip input row if cccid has a value, which indicates an account has already been created for the user. Note: This allows the administrator to “fix” a CSV file for failed rows and then re-submit the same document.
If a CCCID is present for a row, then new account creation is bypassed. This allows the administrator to edit the results file and re-submit (upload) again.
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IMPORTANT: To avoid an immediate password reset during the first login after account creation, ensure the “use_temp_password” field value is changed from False to TRUE. |
Error Messages
The column named ‘message’ will contain an error message if the user creation failed. One message will be returned per user row, for example:
Status | Example “Message” (one per row) | Message Notes |
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Success | Successfully added user | User created |
Failure | A user already exists with email (example): winnie@test.com | Change the email or ask the student to recover their account based on that email. |
Failure | Multiple users match on (firstname, lastname, date-of-birth), please contact support. | Contact support |
Failure | A user already exists for the given firstname, lastname, date-of-birth, please contact support. | Contact support |
Failure |
| Fill in the postal code field |
Failure | Invalid number of columns found! | The number of columns of filled out data is incorrect. Usually this the result of having a blank row at the end of the file. Or it could be due to using an out-of-date template. |
Failure | A user already exists with username: hpotter12345 | Change the email since the email is used as the username. If not, probably best to contact support. |
Account Creation Workflows
The following workflow processes can be used by authorized staff using the account creation tools for various use cases.
General Notes
Always use the student’s legal name and date of birth when creating an account on their behalf
Whenever possible, use the existing student’s personal email address when creating an account on their behalf
If using an institutional email address to create one or more accounts, ensure the student’s account password is unique for account recovery
Add new credentials to tracking sheet (including CCCID)
Safeguard (temporary account credentials) if submitting an application on behalf of the new user
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The staff workflows below assume that the email address used to create the student account belongs to an account that has been created and verified by the authorized staff user as detailed in the user guide above. |
Staff Workflows
Create an account and submit a CCCApply application on behalf of a student:
1. Using the single account creation process.
Step 1: Create the student account using your institution’s verified account and email address.
Sign in to the CAP administrator and navigate to the Add OpenCCC User form in the OpenCCC Administrator.
On the Add OpenCCC User form, enter the verified email address used in your institution’s master OpenCCC account.
Reminder that “email+1” email prefixes resolve to the parent email address by the system.
If entering a Username, we recommend using a unique username or entering the prefix of the email address entered for the student account.
Enter the student’s legal name (last name required) and actual date of birth in the account. This supports account recovery by the student in the future.
Enter all remaining required information into the Add OpenCCC User form to create the student account and save the new account.
From the Success notification message following account creation, capture and safeguard the new account’s credentials (email address, password, and CCCID).
Step 2: Sign in to CCCApply and reset the password.
Navigate to the college’s website and click on the appropriate CCCApply application link. The Welcome page will display. Click the “Sign In” button.
On the Sign In page, enter the email addressused tocreate the student account.
On the Password page, enter the secure password you used for the new account. Click to Sign In.
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For security reasons, the single account creation process sets a temporary password in the system by default; thus the system will enforce a password reset during initial Sign In. To continue with submitting an application for the student you must reset the original password created during account creation. After confirming and saving the new password, sign in with the email address and new password. |
Step 3: Submit a CCCApply application on behalf of the student.
On the My Applications page, click “Start A New Application” to complete a new CCCApply application on behalf of the student.
From the Confirmation screen, copy and store the submitted application”s Confirmation number.
Scroll down through the post-submission sections, including the Special Links & Opportunities section, then click “Sign out”.
Suggestion: Document the account credentials and application Confirmation number on your secure tracking sheet.
Repeat process with the next student account, as necessary.
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Ensure the account information is documented correctly and provided to the student along with the steps needed to reclaim their account in the future. |
2. Using the multi account creation process.
Step 1: Create one or more student accounts using your institution’s verified account and email address.
Sign in to the CAP administrator system and select the OpenCCC Administrator from the Administrators drop down on the home page.
Click on the Multi Account Creation link at the top of the Add OpenCCC User page to open the Multi Account Creation page.
Download and populate the Multi Account Creation spreadsheet as described in the User Guide section.
Enter the verified email address used in your institution’s master OpenCCC account in the Email column. Reminder that “email+1” email prefixes resolve to the parent email address by the system.
Enter the student’s legal name (last name is required) and actual date of birth in the account. This supports the account recovery process that the student will need to use in the future.
Caution: Ensure the date format used in the Date of Birth (DOB) column meets the specified format: YYYY-MM-DD for all DOB dates entered.
Ensure the “use-temp-password” column value is set to FALSE to bypass the additional password reset process.
Enter all remaining required information for each new student account being created on the spreadsheet. Save the spreadsheet in a secure location.
Follow the Upload process described in the User Guide section above.
Be sure to capture and safeguard the spreadsheet of new account credentials (email addresses, passwords, and CCCID).
Step 2: Review upload results for error messages.
Following the upload process check the spreadsheet and correct any error messages, if needed.
Step 3: Sign In to CCCApply with account credentials.
Navigate to the college’s website and click on the appropriate CCCApply application link. The Welcome page will display. Click the “Sign In” button.
On the Sign In page, enter the email addressused tocreate the student account.
On the Password page, enter the secure password you used for the new account. Click to Sign In.
Step 4: Submit a CCCApply application on behalf of the student.
On the My Applications page, click “Start A New Application” to complete a new CCCApply application on behalf of the student.
From the Confirmation screen, copy and store the submitted application”s Confirmation number.
Scroll down through the post-submission sections, including the Special Links & Opportunities section, then click “Sign out”.
Suggestion: Document the account credentials and application Confirmation number on your secure tracking sheet.
Repeat process with the next student account, as necessary.
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Ensure the account information is provided to the student along with the steps needed to reclaim their account in the future. |
Create an account for an existing student to generate a missing CCCID
Step 1: Create account(s) using the student’s valid email address.
Sign in to the CAP administrator system and select the OpenCCC Administrator from the Administrators menu on the home page. Click the link to open the Multi Account Creation page
On the Multi Account Creation page, download and populate the Multi Account Creation spreadsheet as described in the User Guide section above.
Enter the student’s valid email address.
Enter the student’s legal name, date of birth, and mobile phone number. This information will support their account recovery process the first time they need to sign in to OpenCCC or CCCApply in the future.
Caution: Ensure the date format used in the Date of Birth (DOB) column meets the specified format: YYYY-MM-DD for all DOB dates entered.
For security purposes, set the “use-temp-password” value to TRUE to enforce the password reset process on the student using their temporary account credentials.
Enter all remaining required information for each new student account being added on the spreadsheet. Save the spreadsheet in a secure location.
Follow the Upload process described in the User Guide section above.
Step 2: Review upload results for error messages.
Following the upload process check the spreadsheet and correct any error messages, if needed.
Step 3: Store new student account information in your system and securely provide account credentials to the student.
Capture and safeguard the spreadsheet with new account credentials (email addresses, passwords, and CCCID).
Use a secure process to provide the information to the student along with the steps needed to reclaim their account in the future.
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See Student Workflows section below for suggested steps for recoverying and reclaiming their account in the future. |
Student Workflows
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There are two ways for a student to reclaim their account:
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Process for the student to recover/reclaim ownership of their account using the temporary credentials provided by the college.
1. Through CCCApply
Step 1: Navigate to your college’s CCCApply Application.
Find the CCCApply application link on your college’s website.
From the Welcome page, click Sign In.
Step 2: Sign In using the temporary email and password provide by the college.
Enter the temporary email address provided to you by the college.
On the Password page, enter the temporary password provided to you by the college.
Step 3: Reset your password.
If the Change Password page appears immediately, please update your password and save.
Step 4: Update your email address in your account profile.
On the My Applications page, click on Edit Account from the main menu.
On the Edit Profile page, change the temporary email address provide by the college to your true and current email address. Confirm the new email address.
Ensure the Preferred Method of Contact field is set to Email.
Ensure your name, address, birthdate and other information are current and accurate. Click Save Changes to exit.
Step 5: Validate your email address with security code.
Return to the Sign In page and enter your updated email email address.
On the Password page, click the “Forgot your password?” link to reset your password.
On the Forgot Your Password? page, select the option to receive your security code by Email, then click Next.
Retrieve the six-digit security code from your email account (sent from the California Community Colleges).
Return to the Validation Code page and enter the six-digit code. Click Next to continue.
With the verification process complete, go to the Change Passwordsection and enter a strong, new password. Confirm the new password. Save, then Sign Out.
Step 6: Sign In to return to the My Applications page in CCCApply
Step 7: Complete and submit a new CCCApply application.
2. Through OpenCCC
Step 1: Navigate to OpenCCC and Sign In.
From the OpenCCC Sign Inpage, enter the temporary email address provided to you by the college.
On the Password page, enter the temporary password created for provided to you by the college.NOTE:
Step 2: Reset/Change Password
If the Change Password page appears immediately following entering your temporary password, please update your password again. Save and continue.
Step 3: Edit your account profile information.
On the OpenCCC Edit Account page, update the following fields:
Change the temporary email address created by the college with to your true and actual email address. Confirm the new email address.
Ensure the Preferred Method of Contact field is set to Email.
Update Ensure your name, address, phone number, and birthdate to be true, current, , and birthdate are current and accurate. Click Save Changes to exit.
Step 4: Validate your updated email address.
Return to the OpenCCC Sign In page to test and enter your updated credentials:
Enter your updatedemail email address
on the Sign In page.
On the Password page, click on “Forgot the “Forgot your password?” link to reset your new password.
On the Forgot Your Password? page, select the option to receive your security code by Email, then click Next.
Navigate to your personal email account and retrieve Retrieve the six-digit security code in the email message from your email account (sent from the California Community Colleges).
Return to the OpenCCC Validation Code page and enter the six-digit code in the Validation Code input field. Click Next to continue.
With the verification process complete, go to the Change Passwordsection and enter a strong, new password. Confirm the new password. Save, then Sign Out.