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Problem Statement or Business Need
MIS has updated their reporting requirements and colleges are scrambling to get the data. Colleges are required to report on the LGBTQ data (AB620) beginning August 2018. Currently, for security reasons, these two fields have been restricted to colleges and are currently not included in the CCCApply download file. As part of this request, the onscreen text that accompanies the AB620 questions will need to change to accurately disclose that the data would be collected by the colleges to comply with federal and state reporting requirements (and would also be used for student equity outcomes data).
AB620 Fields:
<sexual_orientation>
<transgender>
The CCCApply Steering Committee is requesting that these two fields (see below) be added to the CCCApply Download Client, as well as the Report Center, immediately so they can begin downloading and reporting as soon as possible.
Additional Information
The CCCApply Steering Committee called a meeting on April 3 to discuss this new requirement.
- Development & Release Estimate: Patty explained that it would be very challenging to rush these requirements through and schedule a hot fix release in the middle of a major CCCApply release planned for the end of June 2018. However, she would begin drafting up the request and get a technical development estimate together - to be reported back during the May 2 meeting.
- Alternate Options:
- In the event the DLC would not be approved, CCCApply could work with Project Glue to implement a process for secure transfer of the data through the Glue College Adapter;
- The data could be accessed through the Data Warehouse for college researchers, which should be launched and made accessible by June 2018.
UPDATE: 4/26/18: For security reasons, the CCCCO has denied the request to transfer these fields to colleges via the download client or the Report Center. As an alternate solution, CCCApply would work immediately with the CCCTC Project Glue team to expedite a two-phase data export via secure staging table, available to any college that chooses to implement this process. The roll-out of this first phase would happen in conjunction with the Apply 6.2.0 release (June 2018). Furthermore, the Tech Center would work with the Data Warehouse team to expedite access to this data for researchers via that secure system.
NEED to prepare change requirements
Onscreen language that needs to be reviewed:
- This information is only used for summary demographic reporting.
- Your responses are kept private and secure.
- Providing this information is optional.
- It is not available to admissions personnel and will not be used for a discriminatory purpose.
Proposed Solution
For security reasons, the AB620 data fields (sexual orientation> and <transgender>) will NOT be added to the CCCApply Download Client or the CCC Report Center. As an approved alternative, CCCApply will work with the Project Glue team to implement a two-phase data exchange whereby colleges can implement the Glue College Adapter to interface with the CCCApply data for real time SIS integration.
- The Chancellor's Office has requested/required that the data be made available to colleges by way of Project Glue (Phase 1). Details of this process are being finalized and will be communicated to colleges.
- Project charter was written and approved last week (April 23). The charter summary reads:
The Phase 1 goal of the Glue Support for CCCApply/OpenCCC project is to deliver unencrypted LGBTQ data fields to participating colleges via the Glue College Adaptor. This data will be delivered directly to the College SIS as part of a full set of CCCApply data. - Scope of the project includes:
- Apply data set including LGBT (AB620) fields (un-encrypted) and college supplemental questions
- Partial glue implementation - data will be downloaded to a secure staging table where colleges can grab it via secure method.
- Phase 1 is Not a replacement for the download client (yet)
- Two development teams are collaborating on the work: Apply and Glue teams.
- Project charter was written and approved last week (April 23). The charter summary reads:
- Pending: Access to the Data Warehouse for interim access of AB620 data
Requirements Summary
| # | Title | User Story | Importance |
|---|
| 1 | Revise the onscreen text/language in the Gender section on the Personal Information page in the Standard Application, associated with the two AB620 questions |
| to accurately disclose how the data |
| will be collected and used by the CCC. | As a student |
| applying through CCCApply, I need |
| to be fully and accurately informed about how my personal data responses to the Sexual Orientation and Transgender questions will be collected and used by the college I am applying to, and the CCC Chancellor's Office, after submission of my CCCApply application. | HIGH | ||
| 2 | As part of this change requirement, the CCCApply Data Dictionary (Standard Application) will need to be updated to reflect the changes to the way the AB620 data fields, <sexual_orientation> and <transgender>, are handled, stored and accessed via CCCApply. | As a college IT staff, I need the CCCApply Standard Application Data Dictionary to accurately reflect the updated data handling, storage, and download options for the <sexual_orientation> and <transgender> data fields - once the data format and processing specifications are confirmed through the CCC. | Medium |
Change Specifications
| Desc | CURRENT | PROPOSED CHANGES |
|---|---|---|
| Revise the onscreen text that appears in the bulleted list below the main statementadjacent to the Sexual Orientation and Transgender data questions in CCCApply Standard Application. | By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.
| By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.
|
| No change to the placement of the text on screen The text changes will simply update existing placement, using the formatting and bullets that are already in place. |
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Changes to Data Download File
No changes to the download files client will be made in this implementation. This is purely for this to update the data collection disclosure language through "onscreen text" changes only.
Changes to Logic
N/A
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Supporting Documentation
Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request.
| Description | File or Link |
|---|---|
| 2018 Specification | AB620 CCCApply Implementation (2013) |
Notes from April 3 2018 Steering Meeting:
<<
MIS Changes Coming that Affect CCCApply
Fields that MIS expect to download:
MIS Amended to include new reporting elements (SB amended)
- Sexual Orientation (Want added to downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
- Transgender (Want added to the downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
- CCCID - Colleges are already getting this now.
- SSID - currently this data is restricted per agreement with the CDE. Action has been taken to solicit changes to the data agreement with the CDE.
- Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23 - look at this via DED
Other fields that follow Adult Ed (data elements) - intrusive list of questions that will add a great deal of questions to the application
Not yet updated on the CO MIS website (should be updated by August 2018)
Consult with Todd Hoig - new elements are required for AEBG, Perkins, and other areas. So far, CCCApply (via the Tech Center) hasn't received any direction on these changes.
There is a lot of push back from colleges if these are required to be added to CCCApply.
Comments from Michael Q:
"StrongWorkforce did meet with Tim and provided a heads up that these may be coming. I informed the group that the committee were not necessarily going to put new questions on the application. I was not aware that there were new MIS elements added and the expectation was that the data came from CCCApply. Who said that it needed to come from CCCApply?
Yes"
Questions to the Apply development team (via Tim/Patty)
- How quickly could we get the AB620 fields into the downloads?
- How quickly could we get the AB620 fields into the Report Center?
- If we added these fields into the RC, would colleges be able to run a report going back to November 2017?
Need a way for researchers and admissions to get that data from Report Center (user accounts).
Need it for the Summer 2018 (so each college needs this data based on their Summer term dates).
NEED to prepare change requirements
Onscreen language that needs to be reviewed:
- This information is only used for summary demographic reporting.
- Your responses are kept private and secure.
- Providing this information is optional.
- It is not available to admissions personnel and will not be used for a discriminatory purpose. << This is the statement that will need to be revised to fully disclose the changes to data collection and handling of this voluntary data.