| Request No. | 2018-18 |
|---|---|
| Date of Request | April 26, 2018 |
| Requester | CCCCO / Craig Hayward |
| Application(s) | CCCApply Standard / International |
| Section / Page | Race & Ethnicity / Demographic Information |
| Steering Hearing Date | TBD |
| Proposed Change to Download File | See Notes |
| Proposed Change to Residency Logic | N/A |
| Info |
|---|
This is an approved change request coming from the Chancellor's Office to revise, expand, and add conditional formatting to the Race & Ethnicity section in both CCCApply and the International Application. See Change Request 2018-18: Expand Race & Ethnicity Section with New Categories |
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Current Problem and Business Need
There is a business need to expand the categories of race and ethnicity that are collected via CCCApply and in the International application. The current Student Equity Plan (SEP) guidelines do not include all ethnic groups that are relevant for distinct and diverse local communities served by the 114 colleges. For example, State Center College has a sizable Hmong population in its service area. However, their ability to conduct research, identify equity gaps, and direct resources in ways that will effectively close those gaps has been impeded because “Hmong” is not an ethnicity category that is collected on the standard application. We need to expand the ethnicity group data collected via the standard CCC application (CCCApply) and make that data available via the statewide MIS.
Per Craig Hayward, Bakersfield College, on April 26, 2018:
This is a proposal for expanding the categories of ethnicity that are collected via CCCApply. The idea is to add one additional high-level category (Middle Eastern/North African) which would roll up into "White" for federal IPEDS reporting (as it currently does). The other groups would only be made visible if someone selected a high level group like "Asian"; then they would see all of the possible sub-categories for Asian. Work on this proposal has been ongoing with various stakeholder groups around the state for the past year or so.
Additional Information: https://www.diffen.com/difference/Ethnicity_vs_Race
Supporting Documentation
Ethnicity/Ancestry Expansion Proposal
Ethnicity-Ancestry Expansion Proposal Digest-Draft v 1.4.docx
Additional Info: SSSP Memo Excerpt
Excerpts from Student Success and Support Program re Student Equity SEC. 6. Article 1.5 (commencing with Section 78220) is added to Chapter 2 of Part 48 of Division 7 of Title 3 of the Education Code, to read:
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Article 1.5. Student Equity Plans 78220. (a) As a condition for receiving Student Success and Support Program funding, and in order to ensure equal educational opportunities and to promote student success for all students, regardless of race, gender, age, disability, or economic circumstances, the governing board of each community college district shall maintain a student equity plan that includes all of the following for each community college in the community college district: (1) Campus-based research as to the extent of student equity by gender and for each of the following categories of students: (A) Current or former foster youth. (B) Students with disabilities. (C) Low-income students. (D) Veterans. (E) Students in the following ethnic and racial categories, as they are defined by the United States Census Bureau for the 2010 Census for reporting purposes: (i) American Indian or Alaska Native. (ii) Asian. (iii) Black or African American. (iv) Hispanic or Latino. (v) Native Hawaiian or other Pacific Islander. (vi) White. (vii) Some other race. (viii) More than one race. |
Current Race/Ethnicity Design and Functionality
CCCApply Standard and International applications collect race and ethnicity information by first asking applicants if they are Hispanic or Latino. Respondents who select “Yes” then see an expanded set of more specific options to choose from. From there, applicants are asked what their race is and they are given limited high level categories to choose from.
CCCApply Application Today
(Before new Race & Ethnicity implementation - 6.3.0)
International Application Today
(before new Race & Ethnicity implementation - 6.3.0)
Current Database Values
(Before new Race & Ethnicity implementation 6.3.0)
Hispanic/Latino (hispanic_latino):
Race Group (race_group):
01: Hispanic, Latino - (From ‘Are you Hispanic / Latino?’
drop-down menu selection)
02: Mexican, Mexican-American, Chicano
03: Central American
04: South American
05: Hispanic: Other
Race Ethnicity (race_ethnicity):
06: Asian: Indian
07: Asian: Chinese
08: Asian: Japanese
09: Asian: Korean
10: Asian: Laotian
11: Asian: Cambodian
12: Asian: Vietnamese
13: Asian: Filipino
14: Asian: Other
15: Black or African American
16: American Indian / Alaskan Native
17: Pacific Islander: Guamanian
18: Pacific Islander: Hawaiian
19: Pacific Islander: Samoan
20: Pacific Islander: Other
21: White
Proposed Solution
Update the Race & Ethnicity section of the Demographic Information page to include a revised layout and conditional formatting functionality to hide certain sub-categories until a student selects the high level category.
Note: If a new category is added to the response options for the Race & Ethnicity download field(s), colleges will be required to implement the changes to absorb the new options and replace their DLC jar file.
General Requirements
- Requirements below apply to both the Apply and international applications.
- Data Dictionary for both Apply and International applications should be updated to reflect new Database values and mappings.
- No changes to the current DB size limit.
Functional Mock Up for New Design and Functionality
Attached is a functional excel mockup for how this new layout and functionality should be in both the CCCApply and International Application.
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Zoom Demo
| Info | ||
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New Race & Ethnicity Changes - User Interface Demo Zoom recording 09.14.18: https://cccconfer.zoom.us/recording/play/rJbSJXM0v3OcWtJaPncPnvSBB1LB7J_dxsSBF7JoEj4OdMLGWgT8hXWidv_LNxSz?continueMode=true |
NEW Layout Screenshots
New Hispanic Question & Race Groups Collapsed
New Hispanic Question & Race Groups - Auto-populated
New Hispanic Question Expanded
New Groups Expanded
More Groups Expanded
Specifications for New Layout Design and Database Values
Section 1: Hispanic/Latino Section
Similar to the current version, the new Race & Ethnicity implementation layout has two sections: 1) The Hispanic/Latino section, which includes a Yes/No question: "Are you Hispanic or Latino?" question, which also serves as the high-level race group, and a sub-set of more specific ethnicities to choose from, and 2) Six high-level race groups, which when selected expand to display a set of more specific options, or ethnicities, to choose from.
The following instruction text appears above the Hispanic/Latino Yes/No question. Respondents that answer Yes will see an expanded set of 19 Hispanic/Latino ethnicities to choose from. Many of these ethnicity options are new and can be downloaded in the new field: <race_ethnic_full>
"Per U.S. Department of Education guidelines, colleges are required to collect this racial and ethnic data.
Check the box below if you identify as Hispanic or Latino. If you indicate that you are Hispanic or Latino, you will have the option to select more specific ancestry groups."
Hispanic/Latino Database Values
Race Group (race_group) | Legacy Race Ethnicity Value / Mapping | NEW Associated Ethnicities Subgroup Values | Notes |
|---|---|---|---|
| Hispanic or Latino | 01 | 100 = New DB Value | ‘Are you Hispanic / Latino?’ Select Yes to open the sub-categories of Hispanic / Latino ethnicities. |
| Mexican, Mexican-American, Chicano | 02 |
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| Central American | 03 |
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| South American | 04 |
| 10.12.18: Per Craig Hayward, Bakersfield College - Brazil is intentionally omitted from this implementation. |
| Hispanic, Other | 05 |
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Section 2: Race Groups & Ethnicities
Below the Hispanic/Latino section, the following instructive text is displayed and a set of high-level Race Groups with checkboxes are displayed.
"Check all of the ethnicity and ancestry groups that you identify with. When you select a major ethnicity group, you will have the option to select more specific ancestry groups. Select all that apply."
- Asian
- American Indian or Alaska Native
- Black or African American
- Native Hawaiian or Other Pacific Islander
- Middle Eastern or North African
- White
Respondents who select one or more of the Race Groups checkboxes will then see the expanded associated subgroups. Respondents may select as many race groups and ethnicity subgroups as needed. When a box is checked an accordion expansion should reveal the associated subgroups. When a box is unchecked, the accordion expansion should roll up to no longer show the subgroups.
Race Groups & Ethnicities Database Values
The following table shows a breakdown of the subgroups tied to each ethnic group, as well as the DB value associated in parenthesis.
Race Groups (race_group) | Current (Legacy) Value | NEW Associated Ethnicities Subgroup Values | Notes |
|---|---|---|---|
Asian | n/a | 200 - - New DB Value of 200 | |
| Asian: Indian | 06 |
| Note: All of the following Asian: Indian ethnicity responses from this group will map back to the legacy <race_ethnic> value for "Asian: Indian" = 06 |
| Asian: Chinese | 07 |
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| Asian: Japanese | 08 |
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| Asian: Korean | 09 |
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| Asian: Laotian | 10 |
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| Asian: Cambodian | 11 |
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| Asian: Vietnamese | 12 |
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| Asian: Filipino | 13 |
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| Asian: Other | 14 |
| All of these Asian: Other ethnicity responses will map back to the legacy <race_ethnic> value "Asian: Other" = 14 |
| American Indian or Alaska Native | 16 | 300 -- New DB Value of 300 | |
NOTE: All of the following Native American Indian / Alaskan Native nations responses will map back to the legacy database value = "16" | 16 |
| All of the following American Indian / Alaskan Native responses will map back to the legacy <race_ethnic> value for American Indian or Alaska Native = "16" |
| Black or African American | 15 | 500 -- New DB Value of 500 | |
Note: All of the following ethnicity responses will map back to the legacy value for "Black or AfricanAmerican" = 15 | 15 |
| Note: All of the following ethnicity responses will map back to the legacy <race_ethnic> value for "Black or AfricanAmerican" = 15 |
| Native Hawaiian or Other Pacific Islander | n/a | 600 - - New DB Value of 600 | |
Pacific Islander: Guamanian | 17 |
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| Pacific Islander: Hawaiian | 18 |
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| Pacific Islander: Samoan | 19 |
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| Pacific Islander: Other | 20 |
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| Middle Eastern or North African | n/a | 700 - - New DB Value of 700 | |
Note: All of these new ethnicity responses will be mapped to the legacy value for "White" = 21 | 21 |
| Note: All of these new ethnicity responses will map back to the legacy <race_ethnic> value for "White" = 21 |
| White | 800 - - New DB Value of 800 | ||
| Note: All of these new ethnicity responses will be mapped to the legacy value for "White" = 21 | 21 |
| Note: All of these new ethnicity responses will map back to the legacy <race_ethnic> value for "White" = 21 |
Release Information for Colleges
The new Race & Ethnicity Disaggregation implementation is a revision to the existing, highly regulated Race & Ethnicity section in CCCApply which is protected by federal law, the Office of Civil Rights, and aligns to MIS reporting requirements (SB29). The new implementation will be in place before the MIS requirements are updated in Fall 2019. Our goal for this roll-out is twofold:
1) implement the new layout and data format changes, including new high-level race groups and extensive, corresponding ethnicity values (race_ethnic_full), so that researchers can start collecting and benefiting from this data; and
2) while still providing colleges with legacy data formats so that colleges can continue to get the format required for MIS reporting (race_ethnic). Colleges that want to collect the new data values must add the new data field to their Format XML files and update the Download Client with the v.6.3.0 jar file.
In-Progress Applications
The current database (legacy) is set up to support 21 specific race groups and race ethnicities. With the addition of all the new race_groups and race_categories, we needed to assign new database values while maintaining the integrity of the existing race_group and race_ethnicity values.
For In-Progress applications, there will be no database value mappings. If an application is in-progress and a student selected a race/ethnicity and their choice is in the list of obsolete values post the release, we should display a server side validation error message during the pre-submission validation that advises them of the following:
The Race and/or Ethnicity you have selected is no longer valid. Please go back to the Demographic Information tab and select a new value.
The user should not be able to submit the Apply or International application unless they have chosen a valid database value(s) for race_group and race_ethnicities. Once the new value is chosen, we will need to store the new value.
Compatibility After Release
If a user has added Race/Ethnicity data on their in-progress application before this update goes live, then the system attempts to map it to data in the new set. However, if the user has un-mappable choices (such as the old "South American" choice now being split out among many individual countries), then the user will receive a validation message upon attempting to submit the application that will direct them back to the Demographic Page to update their Race/Ethnicity choices. This should be fairly seamless to the colleges and should cause no backwards compatibility issues.
New Data Formats & Downloads
The new Race & Ethnicity implementation requires some changes to your existing download file in order to collect the new race groups and ethnicity values, but still maintain a format that is as close to the output you are getting now for MIS reporting purposes.
New "Race & Ethnicity Full" Data Field
A new data field has been added to the database that is dedicated specifically to the new Race & Ethnicity responses, added in this implementation.
Colleges that want to collect these new values should add this new field to their CCCApply Format Definition XML file: <race_ethnic_full>.
Adjustments to Existing Download Files
From a download file perspective, colleges using a fixed-width output now will need to update their Format Definition files for the output of the repurposed fields.
Colleges using a fixed-width output format may need to adjust their race_group column width to account for the way this data is being used now. Originally, this would store the raw data mappings in CSV format for both the Hispanic sections and the other Race Ethnicity choices, so it would download as a format like : "02, 05, 06, 07, 21" and so on. This is now changing to map only the Race Group values, which will store in the following format: "100,200,300,500,600,700,800".
- The system does not store names; maps to numerical values. DB is a text field which has unlimited length. When we store the user's response option, we save code value - no names are stored.
- If the college wants to add the new <race_ethnic_full> column, they will need to download a 6.3.0 version of the transfer-client.jar file
- If the colleges keep their old transfer clients in place and do not upgrade, they should be fine with regard to the R/E update. Since we are keeping the <race_ethnic> column the same, no changes are necessary for that.
- Since we are re-purposing the data in the race_group column, however, the colleges, regardless of any download client changes, will start receiving the repurposed data since that is what is now being stored in that column.
The actual data stored in these fields is changing as follows:
Hispanic/Latino
Field: hispanic
Notes: No changes, this field is a boolean true/false field that continues to work as in the previous version
Example Format: boolean (true/false/null)
Historical Notes: The basic two-question format, the Hispanic ethnicity and race categories, and certain other aspects such as not requiring responses are IPEDS requirements. The race subcategories such as 'Asian: Chinese' and 'Pacific Islander: Hawaiian' are defined by MIS at the Chancellor's Office (data element SB29).
Race Group
Field: race_group
Notes: 'race_group' used to store the Hispanic Race Group choices in a comma delimited format with the values, such as "02, 03, 04".
Now, the 'race_group' field stores only the new Race Group mappings as CSV content with no spaces, as opposed to the old format which stored the raw values for the Ethnicity choices separated by a comma and a space (e.g. "02, 05, 06, 07, 21").
Example Format: "100,200,300,500,600,700,800"
Maximum Expected Width: 30 characters (7 * 3 character long values + 6 commas + 2 surrounding quote marks for CSV delimiting in the output format). The college's parsing library should make this possible - but the spaces need to be removed between the commas and values - which is consistent with other CSV formats.
Race Ethnicity
Field: race_ethnic (Apply) / race_ethnicity (International)
Notes: No changes, this field was intentionally left unchanged. Null is allowed.
Example Format: YNYNNNNYNNNNNNNNNYNNN
Maximum Expected Width: 22 characters (22 character long string)
NEW! Race Ethnicity Full
Field: race_ethnic_full
Notes: New field added to capture all new race groups and ethnicities in the new 2018 implementation. 'race_ethnic_full' will store the CSV separated values of all selected ethnicities (subcategories). Colleges will need to add this to their format file and the download client to receive this field.
Example Format: "101,102,203,07,392,394,401,15,503,601,17,701,713,801,809"
Maximum Expected Width: 776 characters (194 * 3 character long values + 192 commas + 2 surrounding quote marks for CSV delimiting in the output format)
Changes by Section
| Section | Field | Original (Legacy) Implementation | Original Backend | NEW Changes to User Interface | NEW Changes to Back-End | What colleges need to do |
|---|---|---|---|---|---|---|
| Hispanic / Latino Question | hispanic | Yes / No radio buttons | Boolean Y/N or T/F (Note - corresponds to (01) | None | None | Nothing, No Change |
| Race Group | race_group | Combination of the Race Groups | Varying length Storing actual value In-progress side, race_group would only save the 02, 03, 04, 05 Submitted side, race_group stored ALL values (hispanic and non-hispanic choices) | This field has been repurposed but remains mostly the same as the legacy format. Now, user interface shows all the unchanged and new high-level race groups in checkboxes. The format now saves the new race group values (hispanic and non-hispanic groups). Added additional options in checkboxes as subgroups | Now stores the Race Groups data in CSV Format. No longer saves spaces between comma separated values. Change to the outputs: Delimited Format: Remove spaces, but no change is required to your Format XML. Will save and download new race groups. Fixed Width Format: Requires adjustment to your existing Format XML. Account for removed spaces. | Account for the different meaning of the data coming through, also adjust fixed-width delimited download client format as needed |
| Race / Ethnicity (Legacy & Repurposed NewOriginal, legacy data output) | race_ethnic | Combination of 21 values: Hispanic/Latino Y/N question & all ethnicities checkboxes | Duplicate use of values Storing the YNX block (YNNNNYN) | Slight change to the user interface. No change to the Hispanic/Latino question (which doubles as the Hispanic/Latino race group) and updated Race Groups.The new Race Groups the Hispanic/Latino race group). All new configuration of hispanic/latino question, race groups, and race ethnicities with map to the original values/format. The new race groups serve as the high-level categories of to all new ethnicities. When a respondent selects a race group, the corresponding ethnicity subcategories values display. | There is no change to the legacy original data format output. The new layout and values will map to the original legacy format. Continues to stores This field will continue to store values in the legacy YNNNYNNYN... format. Null is still allowed in the first character position. Example Format: YNYNNNNYNNNNNNNNNYNNNXNYNNNNYNNNNNNNNNYNNN Maximum Expected Width: 22 characters (22 character long string) | Nothing. This field is intentionally left unchanged for MIS SB29 reporting purposes. This is the field that gets reported to MIS SB29. This will not change. |
| Race / Ethnicity Full | race_ethnic_full | N/A | N/A | Full display of all new race groups (high level race categories) and all new ethnicities (subcategoriesethnicity values (subcategories) added in new Race & Ethnicity implementation (2018). There are a total of 194 possible values for the data field. Each race group contains one or more ethnicities, which are displayed as checkboxes when selected by a respondent. Maps from the same checkboxes as the race_ethnic field | This is the a new data field : <race_ethnic_full> that will store the dedicated to storing CSV separated values of the subgroups. Colleges who all new ethnicity responses (subcategories). Colleges that want to download this new data - in addition to the original legacy Race/Ethnicity data will need to add this field to their Format Definitions XML file and update the Download Client Jar file to receive download this fielddata. Example Format: "101,102,203,07,392,394,401,15,503,601,17,701,713,801,809" Maximum Expected Width: 776 characters (194 * 3 character long values + 192 commas + 2 surrounding quote marks for CSV delimiting in the output format) | New , optional download field. Optional. Colleges should add this field if they want to download all the new race & ethnicities values for research purposes. |
NOTE: If the college does nothing - they don't update their Download Format file (XML) then: Values that weren't a clear one-to-one map, were changed. See the list of new ethnicities for details. CHANGE: race_group will give them the new values regardless of whether they update the downloads or not Doesn't require a jar file update But the Race Group will come down with the new values - still comma separated values but map to the new super groups | ||||||
MIS SB29 - Multi-Ethnicity
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Updated Data Dictionary Elements
Expand below to see the OLD and the NEW Data Dictionary data field tables for Race & Ethnicity Section. (before 6.3.0)
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Race/Ethnicity
Hispanic/Latino
Race Group
This field has been "re-purposed" in the new implementation. All ethnic groups are optional
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Story
As a college researcher, I need the ability to disaggregate API data of the college/system race and ethnicity demographical data collected in CCCApply and International application so the data is captured in a more detailed manner for federal IPEDs reporting on ethnicity data.
Request
- This is a high-priority change request coming from the Chancellor's Office to revise, expand, and add conditional formatting to the Race & Ethnicity section in both CCCApply and the International Application.
- We have a challenge
- Business requirements can be found here: https://cccnext.jira.com/wiki/spaces/OPENAPPLY/pages/692486171. The developer should be implementing off these requirements.
- The change request form can be found here: https://cccnext.jira.com/wiki/spaces/PD/pages/731381767/2018-18R+Race+Ethnicity+Section+-+Expand+With+New+Options+and+Conditional+Formatting
Requirements
UI Requirements - Design and Functionality
- Re-design the Race/Ethnicity section of the Apply and International application to match the Functional Mockup. The mockup that has been provided is meant to convey the general idea of what the UI could look like. The design does not have to match exactly as the mockup. The UI designer has the liberty to redesign as long as the core functional requirements are covered. The functional requirement should include the following:
Hispanic/Latino Section
- The following text must be present and in place as it is today: "Per U.S. Department of Education guidelines, colleges are required to collect this racial and ethnic data."
- The first section should ask the following question: "Are you Hispanic or Latino?"
- Change the Hispanic checkbox to a Yes/No/Clearable input so that we can allow the user to input a Null choice for that field.
Other Race/Ethnicity Section
- The following instructions should fall below the Hispanic/Latino Section and above the next set of race/ethnicity sections:
Check all of the ethnicity and ancestry groups that you identify with. When you select a major ethnicity group, you will have the option to select more specific ancestry groups. Select all that apply.
- The UI should display the following ethnic groups with a disabled checkbox next to each group:
- Asian
- American Indian or Alaska Native
- Black or African American
- Native Hawaiian or Other Pacific Islander
- Middle Eastern or North African
- White
- Applicants who select one or more of the Ethnic Groups should then see the subset of more detailed associated subgroups (race_ethnicity).
- When a race_group option is checked/selected, the system should reveal/display the associated subgroups (race_ethnicity). Users should have the ability to select as many race_groups and race_ethnicities options as applicable.
- When an option is unchecked/deselected, the race_group expansion should roll up/no longer show the subgroups (race_ethnicity).
- Multiethnic applicants should be able to choose as many ethnic groups and ethnic subgroups as needed.
Database Values and In Progress Application Mapping Requirements
The current database is set up to support 21 specific race groups and race ethnicities. With the addition of more and new race_groups and race_categories, we need to assign new database values to the new race groups and race ethnicities while maintaining the integrity of the existing race_group and race_ethnicity values.
- Add and assign the new race_groups, race_ethnicities and database values based on the breakdown here: https://cccnext.jira.com/wiki/spaces/OPENAPPLY/pages/692486171/Race+Ethnicity+Section+-+Expand+With+New+Options+and+Conditional+Formatting
- For In Progress applications In Progress Applications, there will be no database value mappings. If an application is in-progress and a student selected a race/ethnicity and their choice is in the list of obsolete values post the release, we should display a server side validation error message during the pre-submission validation that advises them of the following:
The Race and/or Ethnicity you have selected is no longer valid. Please go back to the Demographic Information tab and select a new value.
The user should not be able to submit the Apply or International application unless they have chosen a valid database value(s) for race_group and race_ethnicities. Once the new value is chosen, we will need to store the new value.
Database Storage Scheme and Column Name Requirements
- Change the database storage scheme so values are saved with no spaces between the CSV Values (e.g. save values as “100,200,300…” for race_group and “101,102,301,302…” for race_ethnic_full).
- Change the DB column name of race_ethnicity_full to race_ethnic_full so that it is consistent with the naming of the other race_ethnic column that will be used for the MIS Reporting format.
Additional Requirements as of Sept 27, 2018
- Add metadata to the new race_group and race_ethnicity that will map/aligns to the old (current) race/ethnicities. Approved mappings are documented here: https://cccnext.jira.com/wiki/spaces/OPENAPPLY/pages/692486171
- Store the mapped record and exact format that is in place today so that colleges don't have to adjust their jar file and so that MIS can still get the format that is in place today.
- Add a new DL client field(s) with all the new race_group and race_ethnicity fields so the colleges could utilize this if they wanted.
Testing Approach
- Postman can be used to get database values.
- The UI can be used for testing.