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Implementation of the Noncredit Path in the Standard Application
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This implementation guide is intended to provide college IT staff and other key stakeholders with a checklist that includes set up requirements and optional tasks, admin configuration options, and other notes to support a successful CCCApply Noncredit Application implementation for your college in both the CCCApply Pilot and Production environments.
REQUIREMENTS
- College must be live on the CCCApply Standard Application (end-to-end implementation)
- College must direct users to their custom Noncredit Application URL to access the "residency determination exempt" noncredit workflow path
- College must reconfigure their existing "Majors" - currently set up for their Standard Application - in order to use the Noncredit Application (see below)
CONSIDERATIONS
- College should be aware that the Noncredit Application is a modified version of the Standard Application and uses most of the same admin configuration, downloads, and reports
- College should be aware that they will use the same Download process for the Noncredit Application as they currently use for the Standard Application
- College should be aware that they must configure a separate set of Supplemental Questions for the Noncredit Application if they wish to display any supplemental questions
- College should be aware of all the hidden questions (and pages) in the Noncredit Application
- College should be aware of the changes to the residency process, the new values added to the "Residency Status" and area calculations for Noncredit Application
- College should be aware that a student should only submit a Noncredit Application if they are enrolling exclusively in noncredit courses; otherwise they should submit a Standard application
- College should be aware that the "High School Transcript Information" - the self-reported, multiple measures questions on the Education page, do NOT appear in the Noncredit Application
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Overview of IT & Business Operations Tasks
Tasks for College IT & Admissions Staff
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| Table of Contents | ||||||
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Setting Up the Noncredit Application in the Pilot Environment
Before using the Noncredit Application in Production with students, your college must have the CCCApply Standard Application configured in the Pilot and Production environments. The complete end-to-end implementation of the CCCApply Standard Application includes college configuration within the CCCApply Administrator and a functional data download delivery process setup with either the CCCApply Download Client or the Glue for Apply data set.
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Area | How the Noncredit App should be set up in the Pilot environment | How the Noncredit App should be set up in the Production environment |
|---|---|---|
Getting to the Noncredit Applications | ||
(Customized for each college MisCode) | Use the PILOT version URL. https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true | Colleges must use the PRODUCTION Noncredit URL. This is the URL that should be made available to students (end-users). https://www.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true |
| College authorized admins must use their OpenCCC PILOT Account to test / access their branded Noncredit Application. | College authorized admins must use their OpenCCC PRODUCTION Account to test / access their branded Noncredit Application. |
Getting to the CCCApply Administrator 2.0 | ||
(Customized for each college/district) | Find your PILOT CCCApply Administrator 2.0 URL here | Find your PRODUCTION CCCApply Administrator 2.0 URL here |
| College authorized admins must use their existing CCCApply Administrator 2.0 PILOT user accounts to configure their branded Noncredit Application. To identify your college authorized Administrator user account, please contact your college IT or Admissions Office director. | College authorized admins must use their existing CCCApply Administrator 2.0 PRODUCTION user accounts to configure their branded Noncredit Application. To identify your college authorized Administrator user account, please contact your college IT or Admissions Office director. |
| Getting to the CCCApply Report Center | ||
(Customized for each college/district) | Find your CCCApply Report Center PILOT URL here | Find your CCCApply Report Center PRODUCTION URL here |
| College authorized admins must use their existing CCCApply Report Center PILOT user accounts to configure their branded Noncredit Application. To identify your college authorized Report Center user account, please contact your college IT or Admissions Office director (or contact the CCC Tech Center Enabling Services team: crms@ccctechcenter.org ) | College authorized admins must use their existing CCCApply Report Center PRODUCTION user accounts to configure their branded Noncredit Application. To identify your college authorized Report Center user account, please contact your college IT or Admissions Office director (or contact the CCC Tech Center Enabling Services team: crms@ccctechcenter.org ) |
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| MODULE | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Noncredit Application | Is the same setup required for the Noncredit Production application? | ||
|---|---|---|---|---|---|---|
| TERMS | Ensure that Terms are set up correctly and open for your noncredit application. | Colleges must set up Terms in the CCCApply Administrator for the Standard Application. | The SAME Terms will be used for the Noncredit Application in version 1.0*. | Yes. Terms are set up in BOTH environments by the college. The same Terms will be used for Standard and Noncredit, in the pilot and production environments. | ||
| MAJORS | Ensure that Majors/Programs of Study are set up for your Noncredit Application and that each individual item is tagged correctly with an "Application Type" in the "Majors" module in the Administrator | Colleges must set up "Intended Majors / Programs of Study" in the CCCApply Administrator for the Standard Application. | REQUIRED TASK: In order for colleges to implement the Noncredit Application, they must reconfigure their existing Majors file in the Majors module in the CCCApply Administrator 2.0. For more information, see New "Application Type" Menu Added to the Majors Table in the Administrator for Noncredit Application See the CCCApply Administrator 2.0 User Guide for instructions and guidance. | REQUIRED TASK: In order for colleges to implement the Noncredit Application, they must reconfigure their existing Majors file in the Majors module in the CCCApply Administrator 2.0. For more information, see New "Application Type" Menu Added to the Majors Table in the Administrator for Noncredit Application See the CCCApply Administrator 2.0 User Guide for instructions and guidance. | ||
REQUIRED TASK: In order for your college to use the Noncredit Application, your current configuration of Majors/Programs of Study must be reconfigured with the new "Application Type" flag in the CCCApply Administrator, otherwise no majors or programs will appear to the end user and students will not be able to submit their Noncredit application. | ||||||
| MAJOR CATEGORY | Major Categories | The "Major Category" filter is ONLY available in the Standard Application. | The Major Category feature is NOT available in the Noncredit Application. | The Major Category feature is NOT available in the Noncredit Application. | ||
| RULES | Rules | Rules are optional. Rules are created and set up by colleges in the CCCApply Administrator. | Rules can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). See the CCCApply Administrator 2.0 User Guide for instructions and guidance. | Rules can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). See the CCCApply Administrator 2.0 User Guide for instructions and guidance. | ||
| MESSAGES | Messages | Messages are used with the optional Email Rules configured by colleges in the CCCApply Administrator. | Messages are configured for use in Email Rules for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). See the CCCApply Administrator 2.0 User Guide for instructions and guidance. | Messages can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). See the CCCApply Administrator 2.0 User Guide for instructions and guidance. | ||
SUPPLEMENTAL QUESTIONS | Supplemental Questions | Supplemental Questions are optional - the college decides if they want to ask additional questions to their end users. These questions are displayed IF the college uploads a custom-configured XML file in the CCCApply Administrator. Supplemental Questions are available for the Standard, Noncredit, and International Applications. | Supplemental Questions can be displayed in the Noncredit Application through a unique XML file that is configured to display in the Noncredit Application. For more information on implementing supplemental questions in the Noncredit Application, see: New "Application Type" Menu Added to the Supplemental Questions Module in the Administrator See the CCCApply Working with Supplemental Questions User Guide for instructions and guidance. | Supplemental Questions can be displayed in the Noncredit Application through a unique XML file that is configured to display in the Noncredit Application. For more information on implementing supplemental questions in the Noncredit Application, see: New "Application Type" Menu Added to the Supplemental Questions Module in the Administrator See the CCCApply Working with Supplemental Questions User Guide for instructions and guidance. | ||
| RESET DOWNLOADS | Reset Downloads | The Reset Downloads utility module in the CCCApply Administrator allows colleges to reset individual or multiple downloaded applications to be re-downloaded. Each CCCApply application has a "Reset Downloads" module in the Administrator. | The SAME Reset Downloads module used for the CCCApply Standard Application, will be used for the Noncredit Application in the Pilot Administrator. If a college needs to reset a submitted Noncredit Application application that was previously downloaded through their Standard Application downloads, they will enter the "Noncredit Application Confirmation number" into the Standard "Reset Downloads" module in the CCCApply Administrator. College admin users should NOT add the NC- prefix when resetting Noncredit Applications for download. That would cause them errors. | The SAME Reset Downloads module used for the CCCApply Standard Application, will be used for the Noncredit Application in the Production Administrator. If a college needs to reset a submitted Noncredit Application application that was previously downloaded through their Standard Application downloads, they will enter the "Noncredit Application Confirmation number" into the Standard "Reset Downloads" module in the CCCApply Administrator. College admin users should NOT add the NC- prefix when resetting Noncredit Applications for download. That would cause them errors. | ||
| SPAM FILTER WEB SERVICE | Spam Filter | The Spam Filter web service was implemented and deployed on the CCCApply Standard post-submission service, which means every Standard Application - which includes every Noncredit Application - is subject to the fraud detection model and prediction service. If a Noncredit Application is suspected of fraud based on the model, it will be CHECKED_FRAUD and suspended in the Spam filter for the college to process. To process spam applications suspended in the spam filter, a college staff user, authorized to access the Administrator, should review the application and confirm whether it is fraud (Confirm Spam) or if it has been suspended in error and needs to be released back to the Download Client for download. | There is no "set up" to implement the Spam Filter web service; however, all colleges must manage their Spam Filter suspension folder (similar to a spam filter for your email account) which resides in the CCCApply Administrator. Click on the "Utilities" module to find your Spam Filter suspension folder interface. For information on how to process an application that is routed to the Spam Filter suspension folder, see the "/wiki/spaces/PD/pages/758546724" or other articles posted here: Administrator 2.0 Implementation Home | |||
| COLLEGE & DISTRICT INFO | College & District Information | |||||
| DOCUMENTATION | Documentation: | /wiki/spaces/PD/pages/758546724 | /wiki/spaces/PD/pages/758546724 | |||
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The following data fields have been added or changed in the CCCApply applications. For updated data specification documents, please see the CCCApply Data Dictionaries and User Guides space.
Update Your Download XML Files: In order to download new or revised data fields, they must first be added or updated in the CCCApply Format Definitions XML file(s) and the download client jar file must also be updated with the latest version = < transfer-client.V6.5.jar > For more information, please see the CCCApply Download Client User Guide > User Guides
New & Changed Data Fields
The table below provides an overview of the new or changed data fields in CCCApply Standard, and "Glue for Apply".
See these data specification changes in the CCCApply Standard Application Data Dictionary V.2019.1 in the Data Dictionaries space.
Description | Data Element | Type | Value / Response Options | Format / Length | Allows Null | Required | Notes |
|---|---|---|---|---|---|---|---|
| Noncredit Status | <non_credit> | New Field | 1 = True 0 = False | Boolean, 1 | Yes | No | Optional; Value set to "True" if applicant applies using the new Noncredit Application URL; otherwise it is "False" |
| Confirmation Number | <confirmation> | Changed Value | IF non_credit=True then | String | No | System | IF an application is submitted using the Noncredit URL then the value for <confirmation> = "NC-" |
| Integrity Flag 81 | <integrity_fg_81> | New Field | 1 = True Null | Boolean, 1 | Yes | No | Flag triggered if applicant applies with the new Noncredit Application URL; otherwise it is blank. NOTE - this is consistent with how we have all the other integrity flags structured. |
| Residency Status | <res_status> | New Value | New NC default value = N 1 = resident | bpchar, 1 | No | Residency status is calculated at submission for Standard Application only. For the new Noncredit Application path (in the Standard Application) if applicant applies using the new Noncredit URL then: <non_credit> status is set =True and <res_status> status is set ="N" | |
| Residency Area A | <res_area_a> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
| Residency Area B | <res_area_b> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
| Residency Area C | <res_area_c> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
| Residency Area D | <res_area_d> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
| Declared Residency Outside California for Taxes | <ca_outside_tax> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | IF the question is displayed:
IF question is hidden:
NOTE: IF hidden, such as in the Noncredit application, then default to NULL For a standard application, it will default to False, unless the user checks the checkbox. |
| Declared Residency at a College Outside California | <ca_outside_college> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
| Registered to Vote Outside California | <ca_outside_voted> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
| Lawsuit Filed Outside California | <ca_outside_lawsuit> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
| Public School Employee | <ca_school_employee> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
| State College Employee | <ca_college_employee> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
| Seasonal Agricultural Worker | <ca_seasonal_ag> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
| Citizenship Status | <citizenship> | New Value | Default to value = X when (non_credit = True) | character(1) | No | Required to have non-null value in DB. | In the new Noncredit Application workflow, the Citizenship status question is hidden; value stored = "X" |
| Military Status | <military_status> | New Value | New NC default value = X Default to value = X when (non_credit = True) | character(1) | No | Required to have non-null value in DB. | In the new Noncredit Application workflow, the Military status question is hidden; value stored = "X" |
| Comfortable with English | comfortable_english | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Noncredit Application workflow this question is hidden; value stored = Null |
| Financial Assistance | financial_assistance | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Noncredit Application workflow this question is hidden; value stored = Null |
| TANF-SSI-GA | tanf_ssi_ga | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Noncredit Application workflow this question is hidden; value stored = Null |
| Athletic Interest: Intramural | athletic_intramural | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Noncredit Application workflow this question is hidden; value stored = Null |
| Athletic Interest: Intercollegiate | athletic_intercollegiate | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Noncredit Application workflow this question is hidden; value stored = Null |
| Athletic Interest: No | athletic_not_interested | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Noncredit Application workflow this question is hidden; value stored = Null |
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For more information, see the CCCApply Report Center User Guide.
Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Noncredit Application | Is the same setup required for the Noncredit Production application? |
|---|---|---|---|
| Noncredit Applications will immediately download to the CCCApply Report Center - just like Standard applications. | |||
| Noncredit |
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| # | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Noncredit Application | Is the same setup required for the Noncredit Production application? | ||
|---|---|---|---|---|---|---|
| All users must have a Pilot OpenCCC Account and must sign in | All users must have an OpenCCC Account and must sign in | Everything is the same for the Production version. | |||
| The Account Recovery is a process in the OpenCCC system. https://pilot.openccc.net/cccacct-proxy/recoverAccount? https://www.openccc.net/cccacct-proxy/recoverAccount? NOTE: There are separate recovery processes for Pilot and Production. See the "pilot" environment denoted in the URL above. | The OpenCCC Account Recovery process is the same for all CCCApply applications, including the Noncredit application path in the Standard Application. | The Production OpenCCC Account Recovery process is the same for all CCCApply applications, too. | |||
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| See Account Recovery above. | The Pilot Password Reset process is in the Account Recovery process | The Production Password Reset process is in the Account Recovery process. | |||
| Edit Account is the name of a module within the CCCApply | |||||
| Each student has a "My Applications" page for each of the three different CCCApply applications (if applicable to them) that stores all of their current (in-progress) and previously submitted CCCApply applications history. Most students are familiar with their "My Applications" page for their Standard Applications (and possibly their BOG/Promise Grant Applications) - which they see each time they start a new (second) Application to CCCApply. | Note: Although the Noncredit Application path technically has a different URL than the Standard Application - nearly every other aspect of the Noncredit application processes will be the same as the Standard application processes. This is very important. This includes all pre- and post-application processes, such as:
| See NOTE in the adjacent cell. All production Noncredit applications are bundled in with your production Standard Applications. Noncredit will share the same production "My Application" page with Standard Application "My Applications" for Pilot and Production. | |||
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| Submitted Standard Applications appear in a table on the "My Applications" page - below the "In-Progress Applications" table on the same page. These tables appear when a student submits a Standard Application to one or more CCC colleges. | Submitted Noncredit Applications are bundled in with, and stored in, your Submitted Applications in your Standard My Applications page. Reminder - Pilot environment vs. Production. | Same description, but in the Production environment. | |||
| See above row referring to "My Applications". In-Progress Standard Applications appear in a table on the "My Applications" page - above the "Submitted Applications" table on the same page. These tables appear when a student signs in to CCCApply to manage their applications. | In-progress Noncredit Applications are bundled in with, and stored in, your In-Progress Standard Applications in your Standard My Applications page. Reminder - Pilot environment vs. Production. | Same process, but in the Production environment. | |||
| Confirmation numbers for all CCCApply applications, including the Standard Application, are assigned to each application that is "Saved" or when the application is submitted. Confirmation numbers will appear in the In-Progress or Submitted Application tables in your "My Applications" page. Confirmation number is a CCCApply data field =<confirmation> and can be downloaded by colleges and used in reports in the Report Center. Colleges can find more information about this data field in the Standard Application Data Dictionary | Confirmation numbers for Noncredit Applications will have a prefix "NC-" added to the beginning of the number. Example: NC-123456 | Same. | |||
| A PDF copy of each Standard Application submitted is available to download by the applicant from their Standard Application "My Applications" page. This feature is available for all CCCApply applications (BOG/Promise Grant and International Apps) in the pilot and production environments. | A PDF copy of each Noncredit Application submitted in the pilot environment is available to download by the applicant from their Standard Application "My Applications" page. This feature is available for all CCCApply applications in the pilot and production environments. | A PDF copy of each Noncredit Application submitted in the production environment is available to download by the applicant from their Standard Application "My Applications" page. | |||
| First-time applicants - regardless of the application or the environment - must first create an OpenCCC Account before applying to a California Community College. To simplify the student's first-time experience, immediately following Account creation the applicant is auto-directed to the first page of the Application. | Auto-direct works the same way for first-time Noncredit applicants in Pilot. | Auto-direct works the same way for first-time Noncredit applicants in Production. | |||
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| Existing law requires each student to be classified as a resident or nonresident at a California community college. The CCCApply Standard Application includes a comprehensive algorithm that calculates a preliminary residency determination status upon submission. The residency status <res_status> only exists in the Standard Application. | Per the new changes to existing residency regulations outlined in AB 3101, students enrolling exclusively in noncredit courses are exempt from mandatory residency classification. However, if the applicant ends up taking one or more credit courses, they must adhere to the residency determination process. CCCApply recommends that the college direct the student to submit a Standard Application in order to comply with the law. | ||||
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Application Workflow | The current Standard Application workflow | The Pilot Noncredit Application workflow | The Production Noncredit App workflow | |||
| The enrollment page includes the following questions and validation logic:
| The enrollment page includes the following questions and validation logic:
| The enrollment page includes the following questions and validation logic:
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| Questions on the Account Information / Mailing page:
| Questions on the Account Information / Mailing page:
| Questions on the Account Information / Mailing page:
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| Questions that appear on the Education page:
High School Transcript Info (Multiple Measures)
Colleges/Universities Attended
| Questions that appear on the Education page:
Colleges/Universities Attended
| Questions that appear on the Education page:
Colleges/Universities Attended
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| Questions that appear on the Citizenship & Military Page
Military Status
| None | None | |||
| Questions on the Residency Page
| None | None | |||
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| Questions on the Needs & Interests Page
| Questions on the Needs & Interests Page
| Questions on the Needs & Interests Page
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| Questions on the Demographic Information Page:
| Questions on the Demographic Information Page:
| Questions on the Demographic Information Page:
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| Optional - Determined by the College | Optional - Determined by the College | Optional - Determined by the College | |||
| Sections on the Submission Page:
| Sections on the Submission Page:
| Sections on the Submission Page:
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| Documentation: Data Dictionaries | CCCApply Standard Application Data Dictionary V.2019.1 | CCCApply Standard Application Data Dictionary V.2019.1 | ||||
Post-Submission Processes | The current post-Standard App workflow | The Pilot post-Noncredit Application workflow | Production post-Noncredit App workflow | |||
| Upon submission, the CCCApply Submission Calculation Service runs through an algorithm of checks to determine four "Areas of Residency". Each Area is calculated separately, based on a list of steps of logic. Once all four areas have been calculated, a final calculation is made based on logic to determine a final "residency status". Residency Status: 1 = Resident 2 = Possible Resident 3 = Non-resident N = NEW! Noncredit Exempt | N/A | N/A | |||
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| In the Standard Application, there are several additional algorithms that are run at the time of application submission, including:
| Important For the Noncredit application, none of the post-submission algorithms are calculated at the time of submission. | Important For the Noncredit application, none of the post-submission algorithms are calculated at the time of submission. | |||
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| Upon submission of a Standard Application, the user is taken to a confirmation screen which includes the following information:
| Upon submission of a Noncredit application, the user is taken to a confirmation screen which includes the following information:
| Same for Production | |||
| After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. | After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. | Same for Production. | |||
| The "Special Links & Opportunities" section provides custom information for the applicant based on specific information identified through their responses. This section appears to the user below the Student Satisfaction Survey. | The same "Special Links & Opportunities" section, which provides custom information for the applicant based on specific information identified through their responses, appears for Noncredit applicants as well. This section appears to the user below the Student Satisfaction Survey. | Same for Production. | |||
| Colleges that have adopted the MyPath student services portal - have a special re-direct path that appears at the end of | |||||
Downloads | The current Standard App Downloads | The Pilot Noncredit Application Downloads | Production Noncredit App Downloads | |||
| Colleges currently have a download client for their Standard Application. This is used for Noncredit as well | |||||
| Colleges currently have a Standard App Format Definition XML | |||||
| Colleges currently have a Standard App Format Definition XML | |||||
| The latest Jar file is published after every CCCApply release. | |||||
| CCCApply Download Client User Guide | CCCApply Download Client User Guide | ||||
| SuperGlue Data Set to Staging Table | ||||||
| Review expected differences between Standard app-export data and the Noncredit export (many more blanks and/or Nulls) | ||||||
| Report Center | ||||||
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Development Task | Who's Responsible | Comments |
MOU Process (N/A) | CCCTC & College | Completed when college implemented Standard application |
Portal Branding | CCCTC | Completed when college implemented Standard application |
Shibboleth IDP Installation & Authentication | ||
Setup Shibboleth instance for college or district to access Administrator & Report Center | College | Completed when college implemented Standard application |
User Accounts | College | College staff must have a user account to access the Administrator & Report Center. |
Configure the PILOT Administrator | ||
Add Primary User account with "Add User" authority. | Apply Support Team | Complete for each college. District users are assigned to district MIS code |
Add district and college-authorized User accounts with "Add User" authority | College | Complete. District users are assigned to district MIS code |
Load terms into the Administrator | College | Same terms are used for Standard & Noncredit Applications. See the User Guides for instructions |
Load Noncredit majors/programs of study into the Administrator | College | TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19) |
Update contact information in the College and District tables | College | Same contact information is used for Standard & Noncredit applications. |
Ensure the check box to "Allow applications from multiple colleges for the same | College | This setting can be found at the bottom of the "District" tab in the Administrator. This check box must be set correctly for each college in district in both the PILOT & Production sites. |
Identify if new Rules are needed for Noncredit App and add to the Administrator | College | Rules for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions |
Create Email & Error Messages for Noncredit App in the Administrator | College | Messages for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions |
Create different supplemental questions for the Noncredit App in the Administrator | College | TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19) |
Define error validation messages for supplemental questions | College | Important. Ensure error messages are clear and instructive. |
Load supplemental questions XML into the Administrator | ||
Setting Up Downloads | ||
Request download client from CCCTC | College | Complete. College/District uses the same Download Client for the Noncredit Application. |
Update Download Client Transfer Jar File (if necessary) | College | Update existing Download Client Jar file with v.6.4.0 or higher to include Noncredit App |
Identify new fields to download | College | See the New & Changed Data Fields above |
Create download format file using Format Definitions XML (template) | College | Use your existing Standard Application Format Definition XML file to download Noncredit Applications |
Create download Job XML file (template) | College | Use your existing Standard Application Job XML file to download Noncredit Applications |
Set-up download job and point to PILOT server | College | Use your existing Standard Application Job to download Noncredit Applications |
Test downloads process through to SIS. Verify all data. | College | REMINDER: Downloads should be setup in both the Pilot & Production environments |
Acceptance Testing | ||
Test full process through to SIS import process | College | |
Schedule Report Center Training from Tech Center | College | Contact Merrie Wales mwales@ccctechcenter.org |
Anchor bus-ops bus-ops
Business Operations Tasks
| bus-ops | |
| bus-ops |
Tasks | Who's Responsible? | Notes & Links |
|---|---|---|
| Schedule demo of Noncredit workflow feature for staff with Apply Support Team | College | It's helpful for staff to see the new application process - including OpenCCC student account Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. |
Plan updates to website (instructions, links, Help Desk/Call Center) | Optional | Review how your current website is messaging and directing noncredit students now and build a checklist to ensure you have managed all aspects of messaging required. Plan to message students clearly that the Noncredit Application URL should ONLY be used if the student is enrolling exclusively in noncredit courses or programs. |
Plan revisions to marketing / recruiting materials with new | Optional | Identify marketing and recruitment campaigns to determine changes required for communication planning. Notify local high schools and other educational entities that send students to your college. |
Identify apply buttons/links on college website that need the new URL | Optional | Discuss the programming behind all current buttons and links pointing to your current |
Notify key stakeholders of migration (local high schools, counseling) | During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues). | |
Schedule Administrator & Report Center training for staff | Contact the CCCTC Enabling Services division to schedule training & support. |
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Anchor deployment deployment
Deployment Tasks - Production Environment
| deployment | |
| deployment |
Tasks | Who's Responsible? | Notes & Supporting Documents |
Confirm MOU contract has been signed and executed | Apply Support Team | |
Confirm college/district users have User Accounts to the Production Administrator & Report Center | College | |
Downloads | ||
| Ensure your Production Job XML is pointing to the Production Download Server URL | College | |
| The Noncredit Application uses the same Download Client and Download files as the Standard Application. | College | |
| Review changes to the Standard Format Definition XML file for the Noncredit path (Hidden questions/fields will store "Null" values or blanks | College | |
Production Administrator | ||
| Add Primary District-Level "Add User" account for Administrator & Report Center | CCCTC | This should be done already |
| Add college and district User accounts for Administrator & Report Center | College | |
Ensure Terms are setup in the Production Administrator | College | This should be done already for your Standard Application. |
Ensure Majors are setup in the Production Administrator | College | |
Ensure College Information and District Information table are populated in Production Administrator | College | |
Ensure all Noncredit Rules and Email Messages are setup in the Production Administrator | College | |
Ensure your Supplemental Questions XML is setup in the Production Administrator | College | |
| Ensure District & College folders are created in Production Report Center | CCCTC | |