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Request No.2018-24 
Date of Request7.06.18 
RequesterPatty Donohue
CCCApply Redesign Workgroup
CCCApply Steering Committee 
Application(s)CCCApply (Phase 1) 
Section / Page

Branch at the Enrollment page 

Steering Hearing Date7.06.18 
Approval StatusTBD
Proposed Change to Download FileTBD 
Proposed Change to Residency LogicTBD 


Table of Contents

Problem / Issue

 AB-3101 Community colleges.

AB 3101, Carrillo. Community colleges.
Existing law establishes the California Community Colleges, under the administration of the Board of Governors of the California Community Colleges, as one of the segments of public postsecondary education in this state. Existing law establishes community college districts, administered by governing boards, throughout the state, and authorizes these districts to provide instruction to students at the community college campuses maintained by the districts. Existing law requires each student to be classified as a resident or nonresident at a California community college.
This bill would require the Chancellor of the California Community Colleges, on or before July 31, 2019, to revise the California community college online application process so that only data that is required by the federal government, state law, or that is otherwise necessary, as determined by the chancellor, is collected during the process. The bill would authorize the chancellor, to the extent that data can be collected from the student at a later time, to delay the collection of that data until after the student has applied to a community college. The bill would exempt a student seeking to enroll exclusively in career development and college preparation courses, and other courses for which no credit is given, at a community college from community college residency classification requirements.
To the extent this bill would impose additional duties on community college districts, the bill would impose a state-mandated local program.
The California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state. Statutory provisions establish procedures for making that reimbursement.
This bill would provide that, if the Commission on State Mandates determines that the bill contains costs mandated by the state, reimbursement for those costs shall be made pursuant to the statutory provisions noted above.

DIGEST KEY

Vote: majority   Appropriation: no   Fiscal Committee: yes   Local Program: yes 






Option 1: 

Option 2: Ask the student to self-identify and then branch out or add skip logic to hide questions that are not applicable to the student

Option 3: Would a separate application be more beneficial overall  (link a separate version of Apply) - goal would be to get around the self-identifying 


Sub-committee - discuss the problem we are trying to solve in a first meeting 
Second meeting - do some prototyping

Design process:  Think about problem individually without constraints (think outside the box) what would this look like?  Compare notes and then discuss

Understand the audience
identify objectives

What is the digital equivalent of talking to a counselor or student services staff? 

Is there always a human component then lets give them the right tool (let's find out what the humans are doing and trying to emulate that)

UPDATE NEWS!

Letter to Governor AB 3101 (Carrillo) - Request for Signature.pdf

9.14.18 Workgroup Meeting:

  • Request to implement a new question on the Enrollment page (or the most appropriate place) to identify "non-credit" students.  
  • Workgroup sub-committee was tasked to move this forward ASAP.  
  • CCCapply Redesign Meeting Minutes- 091418.docx

See the shared Google doc notes from 9.14.18 Workgroup meeting: https://docs.google.com/document/d/10b6RYMhoLnLPMs2axePDrYZfoYhsPYeKBPS9BsqZ1fo/edit

Proposed Solution



NOTES: 

Add logic that will allow a "non-credit" applicant to submit a second application to the same Term.  

Work on with Michelle, Mitch and Harrison - other areas that need to be determined (My Applications, Help, )

Sub-Committee Minutes: 10/11/18 Change Request


Hello,

Thank you to everyone who attended the CCCApply Non-Credit Sub-
Committee 
Committee meeting on Thursday 10/11
, convened
. The meeting was called to discuss
revision to
whether the Standard Application could be revised to support a non-credit workflow path
in
within the existing application within the timeframe required by the Chancellor's Office (March 2019).  

Below is a summary of the
meeting
discussion and the collaborative ideas that were put forth by the group for
development:
approval. 
  1. The recently passed Assembly Bill 3101 - in accordance with the CCC Chancellor's Office - states that students seeking to enroll exclusively in courses for which no credit is given (free,
zero-credit courses (Non
  1. not-fo-credit courses)
should
  1. will be exempt from the required community college residency determination for the purposes of determining tuition fees;

  2. The Standard Application should be used for all student: Non-Credit and Credit Students
    For the purpose of
college admissions
  1. supporting AB3101, revise the current CCCApply Standard application
could be revised
  1. to include two
different streamlined
  1. unique workflow paths; one for students seeking credits for courses taken (and residency determination), and one for students seeking free, "no-credit" courses, requiring no residency determination; 

  2. The application should have two workflow paths
    The two workflow paths would be:
    1. Standard Credit Path:(includes residency determination) - For students seeking credits for courses taken,
that would
    1. this path will include a
streamlined
    1. set of standard questions that meet all state, local and federally mandated data collection requirements, and that when calculated
against the residency algorithm results
    1. upon submission would result in a preliminary residency status for the purposes of determining tuition fees;
    2. Non-Credit Path:(does not include residency determination) -  For students
knowingly
    1. seeking to enroll exclusively in free
, zero-credit courses, that
    1. courses for which no credit is given, this path will include only the questions required to comply with state and federal
statutes
    1. mandates,
not for the purposes of determining residency
    1. and the applicant would be exempt from residency determination. 
    2. Both workflow paths would be as streamlined as possible and would only include the questions required at the time of application (for each enrollment type);
The workflow path triggered and displayed to the applicant would be based on a new qualifying question and data field implemented at


  1. The proposed Education Goal question should not be used as the identifier to determine the applicant's Credit vs Non-Credit enrollment status for multiple reasons including:
    1. The existing response options are not definitive enough to determine the applicant's intention for the term being applied for
    2. The existing response options are long, complicated, and feedback supports that students don't fully understand what they mean - thus their selection is uninformed;
    3. The existing response options would need to be reworded and re-ordered into logical groups if these were to be included in the Non-Credit status identification process.

  2. Add a new qualifying question to identify "non-credit status"
    In order to identify which workflow path should be displayed to the applicant, a qualifying question should be asked (downloadable data field) at the start of the application process
in order
  1. to
"identify"
  1. confirm the student's intention to either earn credits for courses taken, or
take
  1. to exclusively enroll in free courses that result in zero credits/units for course-hours taken;
    1. The new qualifying question
would
    1. should be added to the
application on the The field would
    1. Enrollment page for all students;
    2. Should appear, ideally, immediately following the "Term Applying For..." menu;
  • The new question/data field will identify the student's incoming goal for the term being applied for and should be displayed to all students 
      1. Should be named "Non-Credit Status" and
    would be
  • The current Education Goal question should not be used as the primary identifier for Credit vs Non-Credit enrollment status for multiple reasons including:
    1. The current response options are not 
  •  
  • Based on the qualifying question, the application will:
    • Identify
      1. formatted as a Yes/No boolean field;
  • The applicant's response to the Non-Credit Status field would:  
      1. If the qualifying question is Yes, the Non-Credit path would display without residency questions AND applicant would be exempt from residency determination 
        The response should help identify if the student intends to enroll exclusively in free
    non
      1. , not-for-credit courses in the term being applied
    - trigger Implement auto-notifications to colleges for non-credit status students
      1. and if so...
        1. Trigger a workflow "path" for non-credit students that hides questions they don't need to answer including residency questions and is exempt from the residency status calculation/requirement
  • Residency status would be set to Zero and flag would be triggered
  • Confirmation screen would be triggered for confirmation of intent
        1. Set the residency status field <res_status) to Zero (0) and trigger new integrity flag to admissions staff
        2. Display a confirmation pop-up and require a response  
        3. Upon clicking "Continue" on the Enrollment page, display the appropriate workflow path
    branch logic is triggeredThe Standard Application should be used for Non-Credit and Credit Students
    The application should have two workflow paths: Credit vs. Non-Credit
    A new question and data field would be added to the application to capture Non-Credit Status 
    This qualifying question would be a new field = Non-Credit Status = Y/N
    If the qualifying question is Yes, the application would trigger the "non-credit path" of questions and logic  AND would populate the "residency status" field with new value "zero" 
    AND would trigger a confirmation pop-up message upon clicking "Continue" at the bottom of the application
    If the qualifying question is No, the application would trigger the standard, "credit" path of questions and logic and the residency submission calculation
    Upon clicking "Continue" the pages, sections, and questions would be specific to the non-credit path or the credit path
    Implement a mechanism to allow the non-credit applicant to reapply to the college for the same term IF they move from non-credit to credit
    If non-credit student transitions to credit, they need to complete the application again and select a different Ed Goal. 
    The re-application will auto-populate the student's previously submitted answers - all except the questions hidden originally, but pertinent now for residency determination
        1. with skip logic as needed
        2. Implement auto-notification email to college Admissions

    1. Transitioning from Non-Credit to Credit status would require the student to Re-Apply through the Standard Application
      Implement a mechanism (add logic) to allow non-credit applicants to re-apply to the college, for the same term if needed, if and when they transition from exclusively non-credit to enrolling in "for credit" courses
      1. The response to the qualifying question will set the student on the standard credit workflow path, displaying all 
      2. The re-application will require the student to answer required questions to determine residency, but will auto-populate all previously submitted responses during the non-credit path


    AND would trigger a confirmation pop-up message upon clicking "Continue" at the bottom of the application


    Other discussions:
    Continue work on the Ed Goal Alignment filter to better serve colleges in identifying non-credit students and getting them on the appropriate Pathway
    Encourage colleges to use the Major Category filter to better direct non-credit students to the appropriate Pathway


    Notes

    Patty to add more info, updates and links where applicable.

    Sub-Committee Meetings













    Sub-Committee DiscussionZoom Chat transcript:
    16:07:39 From Mitch Leahy : One thing we will need answered before we revise the app: if non-credit students do not have to complete residency, are they prevented from taking credit courses WITHOUT completing a credit application first?
    16:10:25 From Alejandra Pena : Will this presentation be sent via email as well
    16:10:37 From Mitch Leahy : Another thing- if we use the same app for both credit and non-credit, we need to give non-credit the ability to submit a credit app for the same term after they previously applied for non-credit.
    16:12:03 From Mitch Leahy : If SIS systems are not prepared for credit and non-credit apps, credit students could be self selecting as non-credit students. Then, they could be enrolling in credit courses without having residency collected.
    16:55:29 From Ali Salinas (Riverside City) : Can that question be asked before the Ed Goal, so it can then filter the ed goal so it only displays non-credit ed goals?
    16:57:10 From Ali Salinas (Riverside City) : I agree. The Y/N question needs to show for everyone.
    17:06:20 From Ali Salinas (Riverside City) : Ed goal won't work.
    17:09:11 From Ali Salinas (Riverside City) : Thanks, Patty!
    17:09:36 From Alejandra Pena : Thank you
    17:09:47 From Patty Donohue : Thank you ALL!


    Supporting Documentation

    April 2018: Response to AB3101 (before it passed)

    /wiki/spaces/OPENAPPLY/pages/723812439

    /wiki/spaces/OPENAPPLY/pages/723779690

    More:  CCCApply Low-Hanging Fruit 2018 Slide deck

    See pages, docs & sections dedicated to the Redesign efforts 

     See "CCCApply Redesign Project" summary and Google drive  for ongoing effort to support AB3101

    Challenge to create a question that can identify this population

    What is your goal in attending college?  Approach