CCCApply Steering Meeting - Agenda - June, 2017

Zoom URL & Meeting ID

Agenda

Roll Call & Current Roster Review

2016-2017 ROSTER 

Click Expand to see current roster.

VOTE FOR RE-ELECTION OF OFFICERS
Chair
Vice Chair
Secretary 

Past Chair - Richette Bell

Must be done by JUNE 30 (Terms end on June 30) 

BY DISTRICT (majority of District must vote YES)

Yes or No - July 1, 2017 - June 30, 2018

Roadmap & Development

Communication Plan - For any OUTAGE - need way to communicate to user if/when services go down - need better way to communicate to STUDENTS 

Issues

1. AEBG - Changes to CCCApply
   
   We received the following request from Kathy Booth, WestEd.

   
   

    Click here to expand...

   <<  I'm helping to lead a series of practitioners advisory committees for the Adult Education Block Grant (AEBG) that are recommending ways to structure data and accountability reporting. It looks like the group is headed toward recommendations that CCCApply be modified to allow information to be captured on adult ed participants--but these changes may be needed for all CTE for Perkins reporting in the near future, so the impact may be broader.

   Here's a brief write up on the topic that I'm working on--could you correct any factual inaccuracies and let me know if there's information you'd want me to share with the committee based on the likely response from the CCCApply Steering Committee, and your take on these requests?

   * * * 

   The common application form for community colleges—CCCApply—is managed by the CCC Technology Center, which is a project of the Chancellor’s Office. A steering committee is used to consider requests regarding changes to the form, in concert with the project sponsors.  

   
   

   One of the primary recommendations in the three AEBG data and accountability meetings held to date would be that CCCApply offer a different set of questions for adult education applicants, using a branching question structure or a different version of the application. This would allow sensitive topics like citizenship to be avoided and for the form to be streamlined so that it only includes information that is relevant in the adult education context. CCCApply has already been working on branching solutions to address requests from other Chancellor’s Office funded projects, which could be built upon for AEBG.

   
   

   However, some committee members have noted that the changes outlined below may become important for Perkins reporting for both noncredit and credit programs, once that funding source is reauthorized and aligned with WIOA. Therefore, the following additions may be needed across all versions of the form:

   
   

   1) Amend the Personal Information section to include:

   • if participants were employed/unemployed/unemployed 27 consecutive weeks of more at time of entrance
   • ex-offender status
   • seasonal farm worker status
   • homeless status
   • exhausting TANF within two years status

   2) Amend the Higher Education Level question to include: College certificate >>

   
   
   MORE to be shared during meeting. 

ONE OPTION for colleges that want to use something other than CCCApply for noncredit or AEBG or any other special population set.

Mitch says, "Supplemental Questions App"  would include:

OpenCCC would be self-contained (no change)

Big Issue:  Don't want to ask residency questions - strip it out and just give them the Supplemental Questions XML piece PLUS the consent (penalty of perjury you are telling the truth), Submission, and that's it.

Give these colleges that tools to build what they want. 

Steering does not sign off on a noncredit app;  MOU would have to be included  Full aware of the risks; board approved - college must be aware of all risk; must absolve? TC, CCCCO, Board, and be aware of Audit implications. 

Mike Q gets pressure from CCCCO - length of app, streamline app, - hasn't promised a solution that's another application.  

NEW Survey:

Go back to colleges with a new survey:

They say what they need
Mike can bring it back to Elias and CCCCO / Legal -

Questions would include:

• Which fields would you require on a noncredit application? SPECIFICALLY
• What are the issues they have with current application (lots of colleges are using CCCApply that don't have same issues) balance out users with non-users (non-users are may not be compliant)
• With your noncredit app, how are you collecting data for fulfilling SSSP requirements?
• How do you plan to meet SSSP requirements?

Note Saddleback is doing a good job of using CCCApply noncredit - when selecting ed goal - we find out they are noncredit - Are they required to matriculate? SSSP?  Formula for noncredit = similar to credit (counts/amounts for services are going to be part of allocation formula. The more you do to make that accurate and correct is beneficial. Mitch says he is surprised, he thought every student has to matriculate.

Update on Research Projects

• NEW: CCCApply Required Questions 
  Revisiting Noncredit Application issue)
  
  
• CCCApply Research Projects 2017
  
  • Student Satisfaction Survey Negative Comments (Cluster Analysis)
    Results provide insights on improving application process
    
    
• SPAM Fraudulent Apps (Machine learning) 
  Gathering data for Infiniti Analytics team and development of SPAM filter after move to AWS.
  Two surveys have been completed (Pre- and post-WAF Blockers).
  Data collected from colleges (bad application examples). All data and survey results passed over to internal data analyst.  Setting up secure environment to analyze data (student pii).
  Work required to support effort: Unblock IP Addresses; created problem when WAF installed (January). 

Other Research Issues:

1. Abandoned Applications Data - Breakdown by College
2. Time to Completion Data
   
   1. Colleges are asking to have data drilled down for their colleges (Abandoned Applications).  Resources are not available at this time.  What can be shared?
    
3. CCCApply Whitepaper - NOTE:  No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.

Non-Credit Application Issues

Noncredit Sub-Committee

• Look at the new application for a better way to support noncredit students.
• What do we need to put right up front in the application to college?
• What do colleges want for noncredit students?

Name
Address
Phone
Email
That's it! 

• What does the CCCCO require from noncredit students?

SCE's non-credit app:

https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm
https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx

UPDATE 5.03.17: Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.
Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.  

New Change Requests

Future Meeting Schedule

Steering District Roster: Approval Poll Table