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This worksheet provides step-by-step instructions for setting up the Major Category field and filter in the CCCApply Administrator 2.0 system for CCCApply Standard & International applications. This worksheet references user information detailed the CCCApply Administrator 2.0 User Guide. If your college chooses to implement this optional filter in CCCApply, this worksheet should be completed before you begin.

Warning

Before you implement the "Major Category" filter feature, it is highly recommended that you follow and complete this worksheet before you begin.  To export a copy of this worksheet, click on the icon in the upper right header and select "Export to PDF" or "Export to Word".  Once you export a copy, print it out or complete the worksheet in Microsoft Word or comparable text editor.


Name

College / District Name


MIS Code


College Staff Contact


College Staff Email


Note

For the purpose of efficiency, the process outlined in this worksheet assumes that the college will be using the “Import Majors” functionality to implement the Major Category filter, as opposed to editing each

...

Major individually in the Majors module in

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in the CCCApply Administrator.

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General Definitions & Notes

Majors Module

A series of custom data fields configured by each CCC college for use in one or more CCC web applications. 

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The Majors

...

 module is accessible in the CCCApply Administrator 2.0 by an authorized college or district user.  From the CCCApply, or International, Administrator homepage, click on the "Majors" link from the modules menu bar.

Major Category Data Field

A new optional data field added to the Majors table in CCCApply. The data field <major_category> is a text field and the response options - which are determined by the college - are restricted to 100 characters each. There is no limit to the number of response options that can be defined for this field by the college. The data field responses/values, are configured in the CCCApply Administrator 2.0. The data field responses/values must be setup separately for CCCApply Standard and International applications.  When implemented correctly, the response options will appear in a new Major Category dropdown menu which will appear on the Enrollment page directly above the existing "Intended Major or Program of Study" menu in the CCCApply Standard, or International, application. 

  • Custom categories are configured in the Majors module in the CCCApply Administrator 2.0

  • Categories must be set up separately for the CCCApply Standard and International applications

  • Categories can be created and aligned to one or more Majors - manually (through the Add/Edit Major modals) or by .csv file import

  • Categories are NOT available in the Noncredit application

Major Category Filter

The dynamic display of the custom-defined response options that will appear in the Major Category drop down menu on the Enrollment page in CCCApply Standard, or International, application. When the Major Category data field is configured, the dropdown menu appears in the student-facing application as a filter,  prompting the applicants to choose a high-level major "category" before selecting a filtered major or program. Each response option that appears in the "Major Category" dropdown menu aligns to one or more majors or programs of study configured by the college.


IMPORTANT NOTES

  • Custom categories are restricted to 100 characters each.

  • No limit to the number of categories that can be defined and aligned to individual majors; however, every major should be aligned to at least one category.

  • A category can be added, edited, disassociated, imported and exported in the Majors module in the CCCApply Administrator 2.0.

  • Custom categories, also known as response options to the <major_category> field, are case-sensitive and must be spelled correctly and spaced consistently.

  • If a category is accidentally misspelled, or if extra spaces are added, the system will consider it unique and will create a new category.

  • Custom categories can be added to individual major records through the “Add/Edit Major” modal or through the "Import Majors" function.

  • When adding custom categories manually through the "Add/Edit Major" modal - the user must click ENTER after spelling (case sensitive) the category correctly. Multiple categories can be added to the same Major, but the ENTER button must be clicked after each Category is entered.  

  • If your college plans to implement the Major Category filter in both the CCCApply Standard application and the International application, you will need to set up categories for each application separately.


Warning

Configuring Individual Categories Manually Through the "Add/Edit Major" Modal

When adding custom categories manually to individual Majors through the "Add/Edit Major" modal - the user must hit ENTER after adding each category (correctly spelled, case sensitive). Multiple categories can be added to the same Major, but the ENTER button must be clicked after each Category is entered.

Warning

If a category is accidentally misspelled, or if extra spaces are added, the system will consider it unique and will create a new category. The most efficient way to implement the Major Category data field and filter for your existing majors, use the Import Majors process detailed below to ensure consistency across the categories and alignment to majors.

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Displaying the Major Category Menu in CCCApply

The Major Category data field and filter is OPTIONAL. If your college chooses to implement categories to filter or group their existing majors, such as meta majors, they should plan out their categories using this worksheet and determine which majors should align to each category in advance.


Warning

It is critical that your plan out and align your custom categories completely before you begin setting up your meta majors or other categories. If ONE category is created and added to a major record in the Major module, this will trigger the display of the Major Category dropdown menu on the student-facing application. If the setup is not thorough, this could prevent a student from submitting their application.


Therefore, if the college does not want to filter or group their existing majors by category type, they should not setup categories in the Majors module in the CCCApply Administrator 2.0.  

  • IF the college adds one or more custom category names in the Category input field in the "Add Majors" modal, or by Importing Majors, THEN the "Major Category" dropdown menu will appear as a required field in the student-facing CCCApply application. The Major Category menu will appear between the Education Goal field and the Intended Major or Program of Study field on the Enrollment page.

  • IF the college DOES NOT add one or more custom Categories in the Majors module for their CCCApply application, THEN the Major Category menu DOES NOT appear in the application and their list of majors will display in alphabetical order by Major Description in the Intended Major or Program of Study menu in CCCApply.

  • The Major Category filter can be turned off by removing all custom categories created in the Category field for every major listed for your college in the Administrator.  This will remove the Major Category menu from the student-facing CCCApply applications and the Intended Major or Program of Study menu will revert back to displaying the full list of majors and programs in alphabetical order by Major Description.

  • All listings of your college majors will display in alphabetical order, including the list of custom categories (major category response options) and each filtered list of majors by category.

Using the Major Category Filter

To implement the Major Category filter, complete this worksheet and ensure Admissions staff understand the new configuration. The following tasks will be completed in this process:

  • Getting Started

  • Identify Your Major Categories

  • Export Your Current Majors List from the CCCApply Administrator

  • Align Your Categories to Your List of Majors

  • Import Your Configured Majors List

  • Test Your Major Category Implementation

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Getting Started

  1. Plan your Major Category implementation completely before you begin;

  2. Setup your Major Categories in the Pilot CCCApply Administrator 2.0

    1. Navigate to your Pilot CCCApply Administrator 2.0 system using your new college/district URL

    2. Select "CCCApply Administrator" from the CCC Administrator landing page from the "Applications" menu

    3. From the CCCApply homepage, select the Majors module from the modules menu bar for your college

    4. From the "Majors" module summary page, follow the instructions below to Export Your Majors to begin configuring your major categories.

  3. Identify and Create Your Major Categories

    1. Using the table below, determine names for your custom categories. Remember that each category name will become the custom response options that appear in the "Major Category" dropdown menu on the student-facing application, and will also be the custom data field "values" that will appear in your downloads and reports.*

      1. Category names must not be longer than 100 characters each.

      2. Category names may include multiple words, capitalization, punctuation, and spacing (such as:  Arts, Humanities, Communication & Design).

      3. Category names must be consistent - any deviation in spelling, spacing or punctuation (case sensitive and spacing) will create a separate category in the system.

Note

Reminder: The instructions in this worksheet assumes you will setup all categories at one time using the "Import Majors" method.  If any categories are added or edited individually, by adding or editing an individual major in the "Add/Edit Major" modal, you must spell, space and punctuate each category correctly and you must hit "Enter" after each individual category is entered into the "Category" input menu. 

Identify Your Major Categories

  1. Using the table below, define the names of your custom categories. Remember, each category name will become the custom response options that appear in the "Major Category" dropdown menu on the student-facing application, and will also be the custom data field "values" that will appear in your downloads and reports.*

    1. Category names must not be longer than 100 characters each.

    2. Category names may include multiple words, capitalization, punctuation, and spacing (such as:  Arts, Humanities, Communication & Design).

    3. Category names must be consistent - any deviation in spelling, spacing or punctuation (case sensitive and spacing) will create a separate category in the system.

Category Name - Standard Application

Category Name - International Application

Category 1



Category 2



Category 3



Category 4



Category 5



Category 6



Category 7



Category 8



[Add more rows to the table above, if needed.]


Export Your Current Majors List from the CCCApply Administrator

  1. From the Admin 2.0 Majors module summary table, click on the “Export Majors” button to export your current list of college majors to a CSV file. By default, the file will export as a CSV file.

  2. Locate and open the file from your Downloads folder and Save As with a name that identifies it as the original exported list of majors from your Pilot environment for your college. 

...

Note

Locate your CSV file in your Downloads folder and Save As a CSV file with a filename that indicates it is the original major list for your college from a specific environment.

Aligning Your Custom Categories to Your Majors

Editing the Export Majors CSV File

The Admin 2.0 Export Majors function produces a .csv file and the Admin 2.0 Import Majors function requires a .csv file in exactly the same format.

It is important that you maintain the Admin 2.0 format that is exported. Unless  Unless you have experience with text editors and CSV files, the best way to edit your .csv file may be with a spreadsheet application such as Microsoft Excel or OpenOffice Calc. (NOTE: The CCCApply Support team recommends using Microsoft Excel for configuring your Export/Import files throughout Admin 2.0).

However, these applications may have default date settings in place that will need to be reset when configuring your file for Import, so please be prepared to reformat your dates across Admin 2.0 in the mm/dd/yyyy format. Remember to save your file in CSV format when you are finished editing it.

  1. Open the exported majors .csv file on your computer using the application of your choice (Microsoft Excel is recommended).

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

Warning

Note: You cannot mix CCCApply and International application majors in one .csv file at this time. If you are implementing major categories in both your Standard and International applications, you must configure them separately in each Administrator application.


Aligning Your New Categories to Your Majors

Now that your categories are identified and you’ve exported your current list of Majors, your export spreadsheet now becomes your working spreadsheet to align your categories to each major and configure any other required or optional data to be imported to your Majors table.

  1. Ensure your spreadsheet contains the new column format shown in the image above.

  2. Each row listed represents a major or program record in your Majors table.

  3. Review each major listed and determine which category it should display under when selected by a student in the CCCApply application.

  4. A major can be aligned to more than one category; however, every major must be aligned to at least one category.  

  5. Align one or more categories to each major in the “Category” column on your spreadsheet.

  6. Repeat this process for all majors listed on your spreadsheet.

Note

IMPORTANT: When aligning multiple categories to a single major, in the "category" column in your configuration file, separate each correctly spelled and punctuated category names by a comma WITH NO SPACES IN BETWEEN. For example, if your categories are:

  1. Mathematics

  2. Science

  3. Art

  4. Communication & Design

These four categories should be listed like this in the category column:  "Mathematics,Science,Art,Communication & Design"    (no spaces between each category name).

The screen shot below shows an example of a typical Majors Export file.  Remember to leave the "eduGoals" column empty and the "created" column empty when you import your configured majors file.Image Removed

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Configuring the Major Start & End Dates

IMPORTANT NOTE:  Date formats for the Majors .csv file must be in the following format: mm/dd/yyyy.

After configuring the Start and End dates for your custom major list, check to ensure the format of the Start and End dates columns are configured to the correct date format. To correct the format of these columns in your CSV file, highlight the columns and change the date format to “mm/dd/yyyy”.

Major Start Date

  • The “Start” date is required.

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

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

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

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

Note

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


Major End Date

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

  • The End Date is required, else error message.

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

    • Major has no end date, OR

    • Major has end date

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

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

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

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

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

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

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

Configuring Required Majors Data

Now that you’ve aligned your new categories to each major, you must ensure that all required data is configured correctly in the spreadsheet before importing your Majors file.  Specifications  Specifications for each required data column appears below.

CSV Column Heading

Required

Important Configuration Notes

HEADER ROW

YES

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

Application

YES

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

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

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

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

  • Do not remove or change this column.

Note

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

  • APPLY (for CCCApply application majors), OR,

  • INTERNATIONAL (for International application majors)

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

Major Code

YES

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

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

  • Must be formatted based on layout in the Data Dictionary

Major Description

YES

  • The “Description” is required

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

  • Must be formatted based on layout in the Data Dictionary

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

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

Category

NO

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

TOP Code

NO

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

  • Top Codes should be aligned to each individual Major

  • Does not appear to the end user

Program Control Number

NO

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

  • Program Control Numbers should be aligned to each individual major

  • Does not appear to the end user

Award Type (AwardType)

YES

The Award Type (AwardType) field values are slightly different in the new Admin 2.0 system.

  The

  The following notes pertain to implementing this field in the new system:

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

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

    • AA_degree

    • AS_degree

    • AA_T

    • AS_T

    • Certificate

    • Other

    • None

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

  • Aligned to each individual Major

  • Does not appear to the end user

  • The Award Type field is required in the new system. All imported majors, and majors migrated from the Admin 1.0 system, must include a value in this field. If you do not have an aligned award type for one or more majors, please enter “None”

Warning

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

Note

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

1 = AA_degree

2 = AS_degree

5 = AA_T

6 = AS_T

3 = Certificate

4 = Other

X = BA_degree

Y = BS_degree

0 = None

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

CIP Code

NO

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

  • Aligned to each individual major

  • Does not appear to the end user

Education Goals (eduGoals)  NOT APPLICABLE in this version

NO

Warning

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

NOTE: Until further notice, do not enter ANY data or values in the EduGoals column in your Majors CSV file.

 If

 If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Warning

The Education Goals filter is OUT OF SCOPE for the first version of the CCCApply Admin 2.0.  This filter was removed from the code prior to the September 2018 release.  However, the column remains in the table for future development. This column must NOT BE REMOVED from your CSV file. It must remain EMPTY in your Import Majors CSV file.

Start Date

YES


End Date

YES


Create Date

NO


Warning

VERY IMPORTANT:  The “EduGoal” and the "Created" columns do not pertain to this version of the Majors module in Admin 2.0 - BUT the data columns MUST remain in your Import Majors file and should be left BLANK in your CSV file.

Image RemovedImage Added


Importing Your Majors CSV File

You must use a .csv file to import majors into the CCCApply Administrator. The easiest way to do this is usually to export the current majors to a .csv file and then edit the file 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 table and will appear in the CCCApply application(s)

existing major(s) values were changed

the changed majors are updated in the CCCApply Administrator Majors table and will appear changed in the CCCApply application(s)

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 application(s)

major categories were defined and added to the .csv file

the Major Category dropdown menu will appear in the CCCApply application(s)

NOTE: Every major in your list must be aligned to one or more categories.

one or more majors are not aligned to any defined categories

those majors will not appear to applicant's in the Intended Major or Program of Study menu in the CCCApply Application(s)


Use the following steps to import majors:

  1. Using the exact same file format, prepare your configured .csv file of majors for importing.

      See

      See Editing the Exported Majors CSV File for details.

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

  3. From the Majors module, click Import Majors to

    display the

    display the Import Majors dialog box.

    Image Modified

  4. Click the Choose File button 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 (see example below).

    Image Modified

  6. Click the Import button 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.

Test Your Major Category Implementation

Once you’ve completed your Major Category alignment and imported your Majors Import file to the Pilot (or Production) system, the changes require 30 minutes before they will appear in the student-facing CCCApply application.  

Warning

IMPORTANT: Administrator Changes Take 30 Minutes to Appear in Applications  
All additions or changes made to your CCCApply data or settings in the CCCApply Administrator 2.0 will not show up in the student-facing application for approximately 30 minutes. This is an important detail to keep in mind when managing any of your CCCApply data configurations, such as Terms, Majors, Rules, Supplemental questions, etc. This applies to the Pilot and Production systems.


Environment-Specific End-to-End Testing

Remember, changes made in the Pilot CCCApply Administrator will only display in your Pilot CCCApply Application and, for downloadable data fields, are only downloaded from the Pilot Downloads server. This also pertains to reporting. Pilot applications can only be run in the Pilot Report Center. 

This is an important concept to remember when setting up your major categories, configuring your required and optional major data fields, and testing the full workflow of setup (configuration), data collection, data download and data reporting in the same environment.


Log in to the Corresponding CCCApply Application URLs

The URLs shown below are templates. To see your college application, you must replace the "XXX" at the end of the URL with your college's MIS code.  To validate that you have reached your college applications, you should see your college logo in the upper left corner of the header banner. NOTE: We have no district applications, so if you are a single-college district, use your college MIS code to access your application.

PILOT Application

Application URL

PILOT CCCApply Standard Application

https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX

*Replace the XXX with your college MIS code

PILOT Noncredit Application

https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true

*Replace the XXX with your college MIS code

PILOT Promise Grant Application

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

*Replace the XXX with your college MIS code.

PILOT International Application

https://pilot.intl.opencccapply.net/gateway/intl?cccMisCode=XXX


*Replace the XXX with your college MIS code.


Majors Sort Order

  • The following Sort Order logic should be in place - The default sort order for Majors without any filters added is: alphabetical, ascending, by <major_description> (not Major code, but the description of the major (i.e., Art History 1A = description, vs. ART1A = major code.)

  • Only the Major description field displays to the student in the Apply & International applications.  This is what appears in the "Intended Major or Program of Study" dropdown menu that the student chooses.  If no filtering is added in the Administrator, the long, flat list of majors should appear in alphabetical order to the student in the menu in the application.

  • Save- User needs the ability to save so that the major is added and configurations are affiliated.

  • Cancel- user needs the ability to cancel out of adding a major without any configurations being saved.