| Request No. | 2019-14 |
|---|---|
| Date of Request | February 2019 |
| Requester | Mitch Leahy, Santa Rosa CollegeCCCApply Redesign Workgroup |
| Application(s) | Standard App |
| Section / Page | Education Page |
| Steering Hearing Date | March 28, 2019 |
| Proposed Change to Download File | TBD |
| Proposed Change to Residency Logic | TBD |
| Table of Contents |
|---|
User Story
As a dual enrolled / concurrent enrolled student applying to a California Community College, I need to be able to declare my prior college attendance accurately without error messages or blockers preventing me from submitting my application or forcing me to make a false statement in order to submit my application - on the Education page.
Problem / Issue
Currently, the CCCApply application is not allowing dual enrollment students (students enrolled in high school (or lower grade) and college at the same time) to declare that they are first time in college (and HS at the same time) or returning dural enroll students who can have a college degree (AA/AS or BA/BS) while still attending high school or lower grade.
The application needs to allow students enrolled in high school (or lower grade) to declare an accurate college education experience, including obtaining a college degree, to one oremore edj level and degree status for their college attendance.
Issues
CCCApply is currently throwing errors and blocking high school (or lower grade) students from applying if they claim they haven’t previously attended a college AND if they claim they have previously attended college.
The CCCCO has a focused initiative on Dual Enrollment students and CCCApply needs to support a streamlined and barrier free experience for this population.
Proposed Solution
Update the College Enrollment Status and High School/Higher education level fields to allow students who are enrolled in high school (or lower grade) and college at the same time to declare/disclose current or previous college information (college education level, colleges/universities attended, degrees obtained).
- This is a break out from OPENAPPLY-5660 and is being developed to fix issues with our current implementation for a student that is dual enrollment. A dual enrolled student could have no previous college history prior to the term they are applying to - and therefore should not see the College Education level question OR the Colleges Attended count field;
- Or he/she could have attended one or more colleges prior to the term he is applying to (first time in college but dual enrolled).
- We need to find out if the user has attended college in the past and if so, display and collect college questions and if not, hide college questions.
Definition
Dual enrollment student = A dual enrolled student is one that is concurrently enrolled in high school (or lower grade) and college at the same time.
Requirements Summary
See Jira (Bug ticket implemented 6.6.1)
QUESTIONS for Steering?
Are there different requirements for dual enrolled Noncredit students?
Can high school or lower grade students enroll in Noncredit programs?
What other requirements are pertinent for dual enrollment students?
User Personas & Use Cases
Personas
A dual enrolled student applying to CCC could have any of the following personas:
Enrolling in high school (or lower grade) and college at the same time for the first time - I have not previously attended college; OR
Enrolling in high school (or lower grade) and college at the same time as a returning student who attended this college
Enrolling in high school (or lower grade) and college at the same time as a returning student who attended one or more other colleges
At the point we have confirmed their College Enrollment Status - we still don’t know if they had
We don’t know if the student has attended a college previously or not, or obtained a degree
We do know that the student has attended high school or lower grade previously, and we do know he/she will answer the HS Transcript question.
TO DETERMINE IF A DUAL ENROLLED STUDENT HAS ATTENDED A COLLEGE PREVIOUSLY, WE NEED TO DISPLAY THE CONFIRMATION ERROR MODAL ONCE IT’S CONFIRMED THEY ARE DUALL ENROLLEES.
If the student responds “Yes, I have previously attended one or more colleges in a prior term to the term we’re living right now. I am applying to in this application” THEN display the College Education Level question and the Colleges Attended <college_count> (the user response must not be zero)
USE CASES
A dual enroll student that answered “Yes” to the Confirmation question - that he/she has attended one or more colleges in a prior term to the one she is applying to in this application (regardless of whether they are returning to this college or not) must complete all the HS questions, including the HS transcript questions, and all the college (higher ed questions) and should NOT enter zero to the “Colleges Attended” questions <college_count> and should respond to at least one set of College_Attended questions.
A dual enroll student that answered “No” to the Confirmation question, and is enrolling in college for the first time -in the term they are applying to in this application - should NOT see any college questions. The College Education Level question should default to the value of “No degree” AND “Colleges Attended” should equal zero (0). All other college question will not display and will default to the must respond with Zero to the Colleges Attended questions and should not see
Revise & Remove Questions from the Education Page
| # | Change Request Description | Proposed Solution / Requirements | Additional Information |
|---|---|---|---|
| 2 | Add skip logic to the College Enrollment Status field to show/hide college questions based on enrollment status |
"1 = First-time student in college (after leaving high school)" THEN, DO NOT DISPLAY:
ELSE, display college questions and enforce all existing conditions, field logic, error validation. 3. IF the college enrollment status is one of the following: 2 = Transfer student from another college (Keep existing logic) 3 = Returning student to this college after absent for a main term Y = Enrolling in high school (or lower grade) and college at the same time AND the dual enrollment confirmation is YES" THEN, DISPLAY the College Education Level & Colleges Attended (Col1-4) and enforce all current conditions, field logic, and error validation. | In 2018*, College enrollment status breakdown is as follows: 40% = First time student 48.5% = returning to college 11.5% = Dual enrollment (high school or lower grade) *Based on 2,451,319 applications submitted by 12/15/18 |
| |||
| 3 | Revise skip logic validation the College Enrollment Status field to hide/show college questions for dual enrollment students Do not display college questions to dual enrollment students based on response to College Enrollment Status. |
Note - if approved this would expand the logic proposed in change request above (#2 in the Education Page changes above) to:
Display Confirmation Pop-Up Box: “Is this the first time you have attended college while in high school (or lower grades)?" [radio button] "Yes, I confirm that I have attended college while still in high school (or lower grade) before.” [radio button] "No, I have never attended college while in high school (or lower grade) before." If Yes, DO NOT DISPLAY the college education or colleges attended section. If No, then DISPLAY the questions. | ANOTHER POSSIBLE CHANGE not included in the current change request |
Un-estimated Change RequestProposed Changes to the Enrollment Status
| CURRENT DATA ELEMENT TABLE | PROPOSED CHANGES TO DATA ELEMENT | |
|---|---|---|
Data Element: | enroll_status | enroll_status |
Description: | Applicant’s response to College Enrollment Status question | Applicant’s response to College Enrollment Status question |
Format, Length: | bpchar, 1 | bpchar, 1 |
Values: | 1 = First-time student in college (after leaving high school) 2 = Transfer student from another college 3 = Returning student to this college after absent for a main term Y = Enrolling in high school (or lower grade) and college at the same time | 1 = First-time student in college (after leaving high school) 2 = Transfer student from another college 3 = Returning student to this college after absent for a main term Y = Enrolling in high school (or lower grade) and college at the same time |
Allows Null: | No | No |
Default: | None | None |
Usage: | Correlates to MIS SB15 | Correlates to MIS SB15 |
Notes: | education table | education table |
Xap Field: | enrollmentStatusOneChar | enrollmentStatusOneChar |
Revision Log: | ~~ | March 2019 |
Question Text: | As of <RDD>, I will have the following college enrollment status: [menu] | As of <RDD>, I will have the following college enrollment status: [menu] |
Conditions: | Always | Always |
Additional Text: If a student is applying for a term that starts in May or June, then the College Enrollment Status and the High School Education labels have "as of 7/1/<RDD year>" listed. | ||
Response Options: | 1 = First-time student in college (after leaving high school) 2 = First time at this college; have attended another college 3 = Returning student to this college after absent for a main term Y = Enrolling in high school (or lower grade) and college at the same time | 1 = First-time student in college (after leaving high school) 2 = First time at this college; have attended another college 3 = Returning student to this college after absent for a main term Y = Enrolling in high school (or lower grade) and college at the same time |
Pop-Up Help: | None | None |
Field Error Check: | None | None |
Page Error Check: | Required selection; else error message, “You must select your College Enrollment Status.” | Required selection; else error message, “You must select your College Enrollment Status.” |
If (RDD minus <birthdate>) => 22 years, then do not display the response option “Y = Enrolling in high school (or lower grade) and college at the same time”. Cannot be “First-time student in college” if college degree is indicated in “Higher education level” field; else error message, “You cannot have a College Enrollment Status of ‘First-time student in college’ if you have received an associate or bachelor’s degree.” If College Enrollment Status is “Enrolling in high school (or lower grades) and college at the same time”, then High School Education Level must be “Enrolled in college and high school (or lower grades) at the same time”; else error message, “Answers to College Enrollment Status and High School Education Level do not agree: please fix one or the other.” If College Enrollment Status is “Enrolling in high school (or lower grades) and college at the same time” or “First-time student in college (after leaving high school)”, and data is present in Colleges Attended section, applicant is prompted to confirm or correct the responses: “Your College Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.” “I confirm that I previously attended college while in high school or lower grades. | If (RDD minus <birthdate>) => 22 years, then do not display the response option “Y = Enrolling in high school (or lower grade) and college at the same time”. Cannot be “First-time student in college” if college degree is indicated in “Higher education level” field; else error message, “You cannot have a College Enrollment Status of ‘First-time student in college’ if you have received an associate or bachelor’s degree.” If College Enrollment Status is "2 = First time at this college; have attended another college" or "3 = Returning student to this college after absent for a main term" THEN display College Education Status and Colleges/Universities Attended" sections and require responses, ELSE do not display college questions. If College Enrollment Status is “Enrolling in high school (or lower grades) and college at the same time”, then High School Education Level must be “Enrolled in college and high school (or lower grades) at the same time”; else error message, “Answers to College Enrollment Status and High School Education Level do not agree: please fix one or the other.” If College Enrollment Status is “Y = Enrolling in high school (or lower grades) and college at the same time”, applicant is prompted to confirm if this is their first time in college or not: “Have you previously attended college while also enrolled in high school (or lower grades) before?" If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.” “I confirm that I previously attended college while in high school or lower grades.” If College Enrollment Status is “Y = Enrolling in high school (or lower grades) and college at the same time” or “First-time student in college (after leaving high school)”, and data is present in Colleges Attended section, applicant is prompted to confirm or correct the responses: “Your College Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.” “I confirm that I previously attended college while in high school or lower grades.” | |
Notes: | Correlates to MIS SB15. Note: Per SB11, If student is 22 years or older at <RDD> they are prohibited from enrolling in high school or lower grade in California. Steering Committee approved request to remove the response option, “Enrolling in high school (or lower grade) and college at the same time” from the drop down menu to minimize errors in classification. | Correlates to MIS SB15. Note: Per SB11, If student is 22 years or older at <RDD> they are prohibited from enrolling in high school or lower grade in California. Steering Committee approved request to remove the response option, “Enrolling in high school (or lower grade) and college at the same time” from the drop down menu to minimize errors in classification. |
Data Element: | education: enroll_status | education: enroll_status |
Higher Education Level (College)
aka "College Education Level"
CURRENT DATA ELEMENT TABLE | PROPOSED CHANGES TO DATA ELEMENT | |
|---|---|---|
Data Element: | higher_edu_level | higher_edu_level |
Description: | Applicant’s response to Higher Education Level question | Applicant’s response to Higher Education Level question |
Format, Length: | bpchar, 1 | bpchar, 1 |
Values: | X = No degree 7 = Received an associate degree 8 = Received a bachelor’s degree or higher Null = No response | X = No degree 7 = Received an associate degree 8 = Received a bachelor’s degree or higher Null = No response |
Allows Null: | Yes | Yes |
Default: | None | None |
Notes: | ||
Xap Field: | higherEdLevel | higherEdLevel |
| Revision Log: | March 2019 | |
Question Text: | College Education Level as of <RDD> [menu] | College Education Level as of <RDD> [menu] |
Conditions: | Displayed unless Enrollment Status is ‘Enrolling in high school (or lower grade) and college at the same time’. | Displayed unless Enrollment Status is ‘1 = First-time student in college (after leaving high school)" OR "Y - Enrolling in high school (or lower grade) and college at the same time’. |
Additional Text: | None | None |
Response Options: | X = No degree 7 = Received an associate degree 8 = Received a bachelor’s degree or higher <null> No response | X = No degree 7 = Received an associate degree 8 = Received a bachelor’s degree or higher <null> No response |
Pop-Up Help: | None | None |
Field Error Check: | None | None |
Page Error Check: | Optional response. May not specify a lower education level than any Degree Type indicated in the ‘Colleges Attended’ section; else error message, “The Higher Education Level you selected is not consistent with the Degree(s) you specified for Colleges Attended; please fix one or the other.” | Optional response. May not specify a lower education level than any Degree Type indicated in the ‘Colleges Attended’ section; else error message, “The Higher Education Level you selected is not consistent with the Degree(s) you specified for Colleges Attended; please fix one or the other.” |
Notes: | Higher Ed Level can specify a higher degree than the highest “Degree” type at a College Attended because the degree might be from a college not listed. education table | Higher Ed Level can specify a higher degree than the highest “Degree” type at a College Attended because the degree might be from a college not listed. education table |
Data Element: | education: higher_edu_level | education: higher_edu_level |
Number of Colleges Attended
Data Element: | college_count | college_count |
Description: | Applicant’s response to Number of Colleges Attended question | Applicant’s response to Number of Colleges Attended question |
Format, Length: | smallint | smallint |
Values: | 0 = None 1 = 1 2 = 2 3 = 3 4 = 4 5 = 5 or more | 0 = None 1 = 1 2 = 2 3 = 3 4 = 4 5 = 5 or more |
Allows Null: | No | No |
Default: | None | None |
Notes: | education table | education table |
Xap Field: | moreThanFourColleges | moreThanFourColleges |
Revision Log: | ~~ | March 2019 |
Question Text: | Specify the number of colleges you have attended including those you are currently attending. [radio button] None [radio button] 1 [radio button] 2 [radio button] 3 [radio button] 4 [radio button] 5 or more | Specify the number of colleges you have attended including those you are currently attending. [radio button] None [radio button] 1 [radio button] 2 [radio button] 3 [radio button] 4 [radio button] 5 or more |
Conditions: | Always | Displayed UNLESS Enrollment Status is ‘1 = First-time student in college (after leaving high school)" OR "Y - Enrolling in high school (or lower grade) and college at the same time’. |
Additional Text: | If ‘5 or more’ is selected: Instructions TBD | If ‘5 or more’ is selected: Instructions TBD |
Response Options: | As shown in Question Text. | As shown in Question Text. |
Pop-Up Help: | None | None |
Field Error Check: | None | None |
Page Error Check: | Required response; else error message, “You must select the number of colleges/universities you have attended.” Must not be ‘None’ if Enrollment Status is ‘Transfer student from another college’ or ‘Returning student to this college after absent for a main term’; else error message, “Your Enrollment Status and number of colleges attended do not agree. Please correct one or the other.” Must not be ‘None’ if Higher Education Level is ‘Received an associate degree’ or ‘Received a bachelor’s degree or higher’; else error message, “Your Higher Education Level cannot indicate a college degree if the number of colleges/universities you have attended is None. Please correct one or the other.” Must be ‘None’ if Enrollment Status is ‘First-time student in college (after leaving high school)’ or ‘Enrolling in high school (or lower grade) and college at the same time’; else error message, “Your Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary. [checkbox] I confirm that I previously attended college while in high school or lower grades.” This edit will never get activated because the same edit related to college data present will get triggered first. It is the same confirmation/error message. | Required response; else error message, “You must select the number of colleges/universities you have attended.” Must not be ‘None’ if Enrollment Status is ‘Transfer student from another college’ or ‘Returning student to this college after absent for a main term’; else error message, “Your Enrollment Status and number of colleges attended do not agree. Please correct one or the other.” Must not be ‘None’ if Higher Education Level is ‘Received an associate degree’ or ‘Received a bachelor’s degree or higher’; else error message, “Your Higher Education Level cannot indicate a college degree if the number of colleges/universities you have attended is None. Please correct one or the other.” Must be ‘None’ if Enrollment Status is ‘First-time student in college (after leaving high school)’ or ‘Enrolling in high school (or lower grade) and college at the same time’; else error message, “Your Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary. [checkbox] I confirm that I previously attended college while in high school or lower grades.” This edit will never get activated because the same edit related to college data present will get triggered first. It is the same confirmation/error message. |
Notes: | This question replaces the “more than 4 colleges” checkbox in Xap CCCApply. It allows CCCApply to display the exact number of Colleges Attended question blocks needed and to require that all are filled in. Information about colleges attended is sorted as follows: The number of College/University question sets that will appear depends on the response to Number of Colleges Attended. If the Number of Colleges Attended is ‘5ormore’, we probably want to insert instructional text after the Number of Colleges Attended question. This text would tell the user which colleges to list: most recent; most significant; anything as long as the highest degree is included. To minimize redundancy, this document provides tables for the College/University 1 question set only. For College/University 2, College/University 3, and College/University 4,everything is the same as for College/University1 except: • Wherever it occurs in the tables, “College/University 1” will be replaced by “College/ University 2”, “College/University 3”, or “College/University 4” as appropriate. | This question replaces the “more than 4 colleges” checkbox in Xap CCCApply. It allows CCCApply to display the exact number of Colleges Attended question blocks needed and to require that all are filled in. Information about colleges attended is sorted as follows: The number of College/University question sets that will appear depends on the response to Number of Colleges Attended. If the Number of Colleges Attended is ‘5ormore’, we probably want to insert instructional text after the Number of Colleges Attended question. This text would tell the user which colleges to list: most recent; most significant; anything as long as the highest degree is included. To minimize redundancy, this document provides tables for the College/University 1 question set only. For College/University 2, College/University 3, and College/University 4,everything is the same as for College/University1 except: • Wherever it occurs in the tables, “College/University 1” will be replaced by “College/ University 2”, “College/University 3”, or “College/University 4” as appropriate. |
Sorting Colleges Attended: When there are two or more colleges, they can be listed in any order by the applicant. However, in the database they will be sorted and saved in order of attendance, with College/University 1 the most recently attended. The primary sorting date will be Attendance Ended; the secondary sorting date will be Attendance Began. If two or more colleges have the same Attendance Ended date and the same Attendance Began date, it doesn’t matter which comes before the other in the sorting. Note: In the Xap system, once the Education page has been completed, the schools are resorted on the Education page to match the database sorting. It does not matter whether CCCApply does this. However, if CCCApply does resort the Colleges Attended list, to prevent confusing situations for the user, the sorting should not occur until the page is completed (i.e., sorting should not occur when the page is saved but not completed). |
Sorting Colleges Attended: When there are two or more colleges, they can be listed in any order by the applicant. However, in the database they will be sorted and saved in order of attendance, with College/University 1 the most recently attended. The primary sorting date will be Attendance Ended; the secondary sorting date will be Attendance Began. If two or more colleges have the same Attendance Ended date and the same Attendance Began date, it doesn’t matter which comes before the other in the sorting. Note: In the Xap system, once the Education page has been completed, the schools are resorted on the Education page to match the database sorting. It does not matter whether CCCApply does this. However, if CCCApply does resort the Colleges Attended list, to prevent confusing situations for the user, the sorting should not occur until the page is completed (i.e., sorting should not occur when the page is saved but not completed). | |
Data Element: | college_count | college_count |
Supporting Documentation
Chancellor's Office Information/Policy on Dual Enrollment: http://extranet.cccco.edu/Divisions/AcademicAffairs/CurriculumandInstructionUnit/Curriculum/NoncreditCurriculumandInstructionalPrograms.aspx
LEGAL DEFINITION AND TERMS OF SPECIAL ADMIT STUDENTS: http://extranet.cccco.edu/Portals/1/AA/Dual%20Enrollment/2019/AA_19_21_AB_705_Default_Placement_Rules_Guidance_for_High_School_Students_Enrolled_in_CCCourses.pdf
Vision Resource Center Training Module: Dual Enrollment: https://cccpln.csod.com/LMS/LoDetails/DetailsLo.aspx?loid=6cfbfd87-de83-4c01-a349-09164a3f9e3a#
| Description | File Type | URL | Notes |
|---|---|---|---|
| TBD | |||
| Email thread with change request from Santa Rosa College | CR2019-14-MIS 260 SRJC question re High school students can't have associate degrees on CCCApply.pdf | ||