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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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  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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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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Majors are stored and managed in the Majors table in the CCCApply Administrator. All active majors will appear to end-users (students) in the appropriate CCCApply application as long as the current date is between the major’s configured Major Start Date and Major End Date

Major Data Table

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Use the following steps to edit a major:

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Majors Table

The table below provides details for populating each field and attribute in the Majors table. The row order below follows the single Add Major screen.

Name

Best Practice

Major Description

Enter your college’s description for a particular major, in 100 characters or less.

Note

The text you enter here displays in the Intended Major or Program of Study drop-down list that appears on the Enrollment Information tab of the CCCApply or International application(s). The majors display in alphabetical order regardless of the order you add or import your majors in the CCCApply Administrator.

Major Code

Enter your unique college code for the major, up to 30 characters.

DO NOT EDIT AN EXISTING MAJOR CODE

Warning

The Major Code cannot be edited once it is added or imported to the major table and saved as a record.

Major Start Date

Enter the date when this major will start being available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list.

Major End Date

Enter the date in which this major will no longer be available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list. For a major to appear in the application’s drop-down list, the current date must be between ‘major:date_start’ and ‘major: date_end’ (inclusive).

If you do not want to end-date your major, you must select the Major has no end date check box.

Major has no end date
check box

Select this check box if the major will have no end date. When this check box is selected, the Major End Date field becomes hidden.

TOP Code

Using this field is OPTIONAL: Enter the major’s six-character Taxonomy of Programs (TOP) code from the CCCCO (Chancellor’s Office). See Understanding TOP Codes for more details.

Note

The TOP Code is NOT a required field and is not part of the Download file.

Program Control #

Using this field is OPTIONAL: Enter the unique code for every major or program of study from the Chancellor’s office. May be used to identify CCCCO Program Control Number.

Note

The Program Control # is NOT a required field and is not part of the Download file.

Application Type

You can select an option from the Application Type drop-down list so that the major you are configuring will display in only the Standard application, Noncredit application, or both.

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Categories

Using this field is OPTIONAL: Major categories can be added, edited or removed by the college to filter or group their list of majors that appear in the CCCApply applications. Major categories are customized by each college.

The new, optional Major Categories field allows you to align as many custom categories to a single major so that students are guided systematically to their educational goals. The values you enter in the Categories field for a major display in the Major Category drop-down list in the CCCApply and/or International applications, and affect which majors display in the Intended Major or Program of Study drop-down list.

Note

When you configure the Categories field for a major, students will be required to select a Major Category in the application.

Warning

Important: If you choose to implement major categories you must configure every major with at least one category.

Note

The Major Category field only displays in the CCCApply and/or International application when you have configured one major with a Categories field value(s).

When you enter a value in the optional Categories field for a major you must press the Enter key in order for your entries to be accepted (and then displayed beneath the Categories field).

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  • You can enter multiple category values (pressing Enter after each entry) for the major. There is no limit to the number of categories you can add here..

  • Each Categories value has a limit of 100 characters.

  • Click the “x” icon for any added category to remove it.

See /wiki/spaces/PD/pages/758546724 for further details.

CIP Code

Using this field is OPTIONAL field.  If you choose to populate the CIP Code field, enter the Classification of Instructional Programs (CIP) code.

Award Type drop-down list

REQUIRED. Select the optional award type that the major aligns to from the Award Type drop-down list.

Editing a Major

Use the following steps to edit a major:

  1. Select the Edit icon on the row for the major that you want to edit.  This will display the Edit Major dialog box.

  2. Make your edits and click Save to close the Edit Major dialog box and return focus to the Majors table.

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  1. Open the downloaded majors .csv file on your computer using the application of your choice (Excel or another spreadsheet program is recommended).

  2. Edit the majors data as needed. It is assumed your intention is to add new majors and/or edit the majors displayed in order to import them for new values for your CCCApply application(s). Use the table below as a guide.

  3. Once you are done adding new majors and/or editing the majors, save the file using your software’s Save As option.

  4. Edit the file name to be unique and confirm that the file extension is .csv.

  5. Your majors .csv file is now ready to be imported.

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

Field / Attribute

CSV Column Heading
Note: case sensitive!

Required

Important Configuration Notes

Header Row

YES

IMPORTANT: The header row is required for your .csv file to import correctly and the values to be stored properly by the CCCApply Administrator.
The column heading labels MUST NOT BE CHANGED. If the heading changes case, the file will be rejected.

Application

application

YES

  • The Application column identifies the CCCApply application that the majors pertain to. The value must be in ALL CAPS and either be:

    • APPLY (for CCCApply application majors), OR,

    • INTERNATIONAL (for International application majors)

  • 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.

Major Code

code

YES

  • The “code” column displays theMajor Code identifier as defined 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

description

YES

  • The “description” column field is required.

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

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

  • Must be formatted based on layout in the Data Dictionary

  • *This is the text that appears to the student in the "Intended Major or Program of Study" question dropdown in the appropriate CCCApply application.

Category

category

NO

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

TOP Code

topCode

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

programControlNumber

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 field must be populated in the system. If you are adding or editing an individual major using the Add/Edit Major screen, you can bypass selecting a value in the dropdown menu; however, if you do this a value of “None” will be system-generated and stored as the Award Type for that major.

The Award Type field/column is:

  • REQUIRED when implementing the Ed Goal/Major Transfer Filter (new spring 2024).

  • REQUIRED when importing majors using the CSV file.

  • The <awardType> column values must not contain any spaces and MUST be one of the following allowed values:

    • AA_T

    • AS_T

    • AA_degree

    • AS_degree

    • BA_degree

    • BS_degree

    • Certificate

    • Other

    • None

Note

If you do not have an award type aligned for a major, please enter “None"

Note

Application Type

applicationType

YES

  • Required.

  • Setting the Application Type is

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

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

  • INTERNATIONAL APP: You can leave this value/column blank in 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

cipCode

NO

  • Optional field. May be added by the college, if desired.

  • Does not appear to the end user

Education Goals
NOT APPLICABLE
in this versionUSED for the Ed Goal/Majors Filter

eduGoals

NO

Leave this column in place and LEAVE IT EMPTY.

Do not enter ANY data or values in the EduGoals column. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Warning

VERY IMPORTANT:  Update April 2024: The “EduGoal” field/column is not applicable to the Education Goal/Majors Filter in this release! The "eduGoal" column MUST NOT BE REMOVED and the entire column MUST BE LEFT BLANK in your Majors CSV file.

Start Date

start

YES

  • The “start” date is required.

  • The start date data in this column identifies the date when the Major should begin to display to students 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 MM/DD/YYYY. This is important or the file will not import correctly.)

End Date

end

YES

  • The “end” column identifies the major’s End Date which is the date the major stops displaying 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 (in the CSV file, leave this column blank)

    • Major has an end date

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

  • The End Date can be configured manually 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

created

NO

Warning

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

Warning

VERY IMPORTANT:  The “EduGoal” and the "Created" columns are not currently used, but MUST remain in your majors CSV file and should be BLANK to import properly.

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Award Type Field Values

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Char (1)

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Value

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Description

...

1

...

= AA_degree

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Associate of Arts degree

...

2

...

= AS_degree

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Associate of Science degree

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3

...

= Certificate

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Certificate of Study

...

4

...

= Other

...

None / Other Award Type

...

5

...

= AA-T_degree

...

Associate of Arts degree for Transfer

...

6

...

= AS-T_degree

...

Associate of Science degree for Transfer

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Y

...

= BA_degree

...

Baccalaureate of Arts (BA) degree

...

Z

...

= BS_degree

...

Baccalaureate of Science (BS) degree

be BLANK to import properly.

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Importing Majors

You use a .csv file to import majors into the CCCApply Administrator. The easiest way to do this is usually to export the current majors and then /wiki/spaces/PD/pages/758546724 since a header row and some configuration details are required.

The table below details the add and update functionality for majors imports (no deleting or archiving of any majors occurs upon import).

If you import a majors CSV file and...

...then

no existing major(s) values were changed but new majors are added to the .csv file

the new majors are added to the

CCCApply

Administrator Majors summary table and will appear in the designated CCCApply application

(s)/Noncredit or International applications

.

existing major(s) values were changed

the changed majors are updated in the

CCCApply

Administrator Majors table and will appear changed in the CCCApply

/Noncredit or International application(s)

application.

existing major(s) values were changed AND new major(s) were added

the new major(s) are added and the changed majors are updated in the CCCApply Administrator Majors table and will appear in the CCCApply/Noncredit or International application(s)


Use the following steps to import majors.

  1. Using the exact format that Have ready an edited .csv file of majors for importing. See /wiki/spaces/PD/pages/758546724 for details, edit and prepare your Majors CSV file for import.

  2. Select either CCCApply or International from the Applications drop-down list.

  3. From the Majors module, click Import Majors to display… 



    ...the Import Majors dialog box.

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

  5. Navigate and select the majors .csv file you want to import. Ensure that, if you selected CCCApply or International in step 2 above, you select the correct application majors .csv file. After selecting your .csv file, the file name displays next to the Choose File button.
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  6. Click Import to import the majors .csv file. The Import Majors dialog box closes automatically, and the Majors table displays with all rows updated and and refreshed to display your edited and new major values.

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The new default sort order for all majors and programs of study that appear in the Intended Major or Program of Study dropdown menu in the CCCApply Standard, Noncredit, and International applications is alphabetical order of the Major Description field. Colleges can edit the Major Description of each major in the Majors module in the Administrator.

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Configuring

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Major

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Categories

The optional Categories field in the CCCApply Administrator’s Majors module allows colleges to group majors and programs of study into custom categories, such as meta majors. When implemented, these categories display on the CCCApply and/or International applications’ Enrollment Information tab. Students will be required to select a Major Category when completing the application. There is no limit on Major Category options you can define.

Note

See the Major Category Filter Implementation Worksheet for more details on using the new Major Category filter.

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In the CCCApply and International applications, the Major Category drop-down list provides a filtering mechanism to help students select a major that meets their education goals or career interests. When major categories are implemented correctly, students will first select a category from the Major Category drop-down list and then select one of the majors or programs of study that have been aligned/configured with that category in the Intended Major or Program of Study drop-down list.

Warning

The Major Category filter can be implemented configured for the CCCApply Standard application and/or the International applicationsapplication, but must be configured for each application separately.

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You can implement the major categories manually or, more efficiently, by importing them. Colleges must define their list of major categories and then align those categories to each major or program of study for their college.

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

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Disabling the Major Category Filter

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