Release Scope
Integration of the multi-account creation feature in the OpenCCC Administrator tool
Bug Fixes
Release Summary
Earlier this year the new OpenCCC Administrator tool was released to production allowing authorized college and district staff to create single OpenCCC accounts on behalf of students who may be unable to create one themselves.
This release includes a multi account creation enhancement to the existing OpenCCC Administrator tool, enabling the creation of multiple new accounts without the risk of adding duplicates in the system.
The objective for the new account creation tool is to provide our colleges and institutions with a simple and efficient process that will ensure every student has a lifelong CCC systemwide account and student identifier.
Without the universal implementation of CCCID, key information about students can be obscured, which in turn undermines the system’s ability to serve their need.
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Although approximately 80% of CCC students currently have a CCCID, students who enroll outside of the online systemwide application (i.e., CCCApply) are more likely to not have a CCCID in their local college’s Student Information System (SIS). The objective for the new account creation tool is to provide our colleges and institutions with a simple and efficient process that will ensure every student has a lifelong CCC systemwide account and student identifier.
The OpenCCC Administrator Tool
To support the recent systemwide mandate requiring every student currently enrolled in a California Community College have a California Community Colleges ID (CCCID) for tracking and reporting purposes, a new OpenCCC Administrator system has been developed that will allow authorized college staff to create an OpenCCC account (CCCID) on behalf a student may be unable to create one themselves. See Use Cases for more information.
To support this systemwide need, an OpenCCC Administrator tool has been implemented that will allow colleges to generate user accounts and CCCIDs for those students who are either unable to access computer devices and email or existing students who have bypassed the current online systemwide application process for various reasons.
Two options:
Single Account Creation - allows authorized staff to create a single OpenCCC account and generate a CCCID on behalf of a student who may be unable to complete the CCCApply application process.
Multi Account Creation - will allow the processing of multiple students simultaneously in order to 1) generate new accounts/CCCIDs if needed; and/or 2) identify if a duplicate account already exists in the system. Staff can then update their SIS systems as needed for MIS and other reporting purposes.
To gain access to the new OpenCCC Account Creation tool, please reach out to your College Experience Manager @ cems@ccctechcenter.org. Individual requests for access must be approved by a college administrator.
How It Works
OpenCCC student accounts are typically created by the student using their unique, personal email address and verified through a two-factor authentication process (2FA) in order to validate and secure their identity information.
However, in the special cases where the student is unable to complete this process on their own, an authorized staff may now create and validate an account with temporary credentials on their behalf that can be reclaimed by the student at a later date. This process, although seemingly simple, may require the college to implement new practices and security processes for storing and handling student data.
See details on different use cases.
Single Account Creation allows authorized staff to create a single OpenCCC account and generate a CCCID on behalf of a student who may be unable to complete the CCCApply application process.
Multi Account Creation (Coming January 2024) will allow the upload of a multiple student information in order to 1) generate new accounts/CCCIDs if needed; and/or 2) identify if a duplicate account already exists in the system. Staff can then update their SIS systems as needed for MIS and other reporting purposes.
How it Works: Reclaiming Ownership of An Account
Once an account is created on behalf of a student, the student will be able to take ownership of that account at any time. Using the temporary credentials used by the Institution to create the account, the student will sign in, update their email address in their OpenCCC Account Profile, and then complete the password reset/verification process again using their now accurate information. For details on reclaiming ownership of their account, see the User Flows section below.
Security Considerations
Best Practices & Recommendations
To facilitate the ID verification process a series of new screens will guide the student appropriately, following OpenCCC account creation, the sign-in process, and/or a change to their Profile details, as needed, depending on the different use cases.
For best practices and some suggestions for creating multiple accounts from one verified account, see Using the Master “plus 1” Option in the Best Practices & Considerations section below.
College Implementation
The new OpenCCC account creation admin tool has been implemented in the CCC Administrator, the same system that houses the CCCApply Administrator. The tool allows authorized staff to manually create student accounts as. needed using the same type of role-based authorized access in place for the CCCApply Administrator.
To gain access to the new OpenCCC Account Creation tool, please reach out to your College Experience Manager @ cems@ccctechcenter.org. Individual requests for access must be approved by a college administrator.
Pilot Testing: Request to Participate
Pilot testing will be announced on ccctechnology.info. Participants must be District-level staff or administrators. For more information, please contact your College Experience Manager (CEM).
Staff Support
The OpenCCC Helpdesk will continue to provide student support, and as usual, the College Support Services team will respond to staff support requests.
Documentation
FAQs and support materials are currently being created to support this new integration. In addition, data dictionaries and crosswalks will be updated to coincide with this release.