Problem / Issue
CCGI currently works with twenty five school districts across the state which collectively serve upwards of 400,000 6th-12th grade students. Those districts upload student’s academic transcript data into individual student accounts on CaliforniaColleges.edu, and all CCGI legal documentation allows for that data to be shared with institutions of higher education at the point of application.
CCCCO is moving towards the use of multiple measures placement. CCGI would like to push student data through to OpenCCCApply, in order to support multiple measures placement, and create additional efficiencies for Admissions and Records staff.
Proposed Solution
K12 Needs
By articulating CaliforniaColleges.edu with OpenCCCApply, students would be able to launch their application from within their accounts on CaliforniaColleges.edu (as they currently do with the CSU Mentor applications) and the system would automatically migrate over the key demographic and course information to populate OpenCCCApply (current and potential future data fields).
This:
a. Creates an efficiency for students while increasing the accuracy of information received
b. Enables K12 educators to track which students have applied to which campuses both for:
i. Reporting Purposes and
ii. To support “warm handoffs” to the colleges by coordinating with outreach and counseling staff.
CCC Needs:
Through such an articulation, OpenCCCApply could take in the following information from CaliforniaColleges.edu:
1) Student Name
2) Student Address
3) Student Statewide Identifier
4) Foster youth status
5) Completion of three years of high school in California (relevant for AB 540 verification).
6) Courses completed and grades received during all four years of high school
Proposed Timeline
Phase 1 Application web service/listener
Development begins November 2016, completed for March Update 2017 (to be in-place for Fall 2017 application season).
High-Level Description:
A student (or HS educator) using a CaliforniaColleges account will be able to track and display the status of all CCC applications for that student.
High Level Process Flow:
- Student clicks Community College Application link in CaliforniaColleges.edu account → (Per Tim, CCGI will develop this page and drop-down or we will let them use our generic app with college drop down menu; Campaign Id fields will be attached at CCGI.)
- Student checks off consent agreement ->
- Student redirected to that college’s OpenCCCApply application (along with uniquely generated non-personally identifiable encrypted key) ->
- Student fills out application ->
- Student submits application to college ->
- Web service at OpenCCCApply securely notifies CaliforniaColleges.edu that the student has completed application to a certain MIS code
Phase 2: Multiple Measures Transcript Data
Development begins 2017, completed by Summer 2017, ready for (September 2017? release) Summer/Fall 2o18 application season
Description:
Using the credentials generated in Phase 1, transcript data from the student’s CaliforniaColleges.edu account could populate a data repository within OpenCCCApply. Such transcript data could be used to inform placement and multiple measures, satisfy college pre-requisites (especially useful for dual enrollment), satisfy AB540 High School requirements, and mark Foster Youth flags.
Phase 3: Autopopulate Application Fields
Development begins TBA, completed by TBA, ready for TBA application season
Description:
Data from Phase 2 could be used to autopulate fields as the student completes application, creating a more accurate (and quicker) application process.
Requirements Summary
| Description | Action Items |
|---|---|
| CCGI will pass unique identifier(s) via the Campign IDs when student applies to CCCApply from their website. | |
| CCGI will develop an API to listen for Student Profile Service to broadcast Campaign Id when an application is submitted. Web Service identifies Campaign field. | |
| CCGI API will retrieve Campaign ID, College MIS code, CCCID | |
| Student Profile web service will broadcast Campaign IDs, California College Guidance Initiative will listen and college it back, with College MIS, and CCCID notify submitted application to identify when a CCGI student has submitted a new appliicaton to a California Community College. | |
| Campaign ID fields are added to the Student Profile Service | |
| Pass Campaign Id field to Student Profile Service | |
| CCGI API will pass back SSID. |
Change Specifications
Notes
Key Questions?
- Are there FERPA or other privacy concerns about notifying the High School that the student has completed a CCC application?
- Does the phased plan and timeline meet the needs of K-12 and CCC stakeholders?
Next Steps:
- CCGI to explore FERPA question about application notification
- Butte Technology Center to discuss design of webservice/listener