2018 Sub-Committees

CCCApply Steering Sub-Committees (i.e., advisories, review boards, focus groups) are formed at the discretion of the CCCApply Steering Committee, should adhere to the constitution of CCCApply and its bylaws, and should support the goals and objectives of the CCCTC (formerly TTIP) Grant Work-plan for 2017-2019 grant years. Sub-committees should also support the development goals and roadmap objectives of the OpenCCCApply product manager, CCCTC executive director, and the development team in the following ways:

Conduct research and interpret state and federal guidelines and legislation;
Ensure the CCCApply residency algorithm is compliant with the California state education code and residency rules and regulations;
Provide guidance as subject matter experts on issues such as military, foster youth, citizenship, California residency, etc.
Support the CCCApply product manager in defining business & functional requirements for change requests and new feature enhancements
User experience for new features and new versions of CCCApply applications.

Group Guidelines

Themes for each sub-committee are determined by the greater CCCApply Steering Committee based on need for spike or stretch research for business, user, and/or technical project needs; or for longer-term, on-going advisory and subject matter expertise in specific areas related to the online admissions and financial aid applications for the CCC Technology Center.

Each sub-committee should consist of volunteers, a leader (Chair, Team Captain, etc.), a meeting schedule (recurring, dates, or as-needed), objective(s) that align to the CCCTC Grant Workplan 2017-2019, and a designated meeting notes location. Committees should take meeting minutes and share with CCCAPPLYSTEERING listserv, after posting in public documentation location.

Chair / team leader
Nominate and vote on recurring meeting schedule for 2018
Nominate and vote on objective(s) for 2018 (align with CCCTC Grant Workplan 2017-2018 and 2018-2019)
Nominate and vote on research areas, user experience design and development, and/or specific projects requiring subject matter experts (such as the Residency Algorithm committee).

Residency Review Committee

The Residency Review sub-committee is an ongoing advisory group that should meet at least twice per year, or as needed to review residency-related issues related to CCCApply. The primary charter for this sub-committee is to understand and master the current CCCApply Standard Application residency algorithm, and corresponding Data Dictionary, to ensure compliance with local, state and federal residency rules and regulations in order to guide development of new questions, data fields, and logic, as needed across the Standard Application.

This committee will meet as needed throughout the 2017-2019 fiscal years to review new and ongoing residency-related issues (change requests & support issues) in CCCApply.

Committee Name	Residency Review Committee
Purpose
Chairperson / Team Leader
Volunteers from Steering Committee
Volunteers from CCCCO	Michael Quaioit
2018 Objective(s)
Meeting Schedule	As Needed
First Meeting Date	< TBD - On or before January 20, 2018 >

The duties of this committee would include

Convene a meeting before January 20, 2018 to review the residency logic as currently documented in Appendix A of the CCCApply Standard Application Data Dictionary (V.2017.2) for clarity and accuracy.
Review specific residency-related issues reported by colleges to determine if we have bugs in the calculation service, or if the logic (or documentation) needs to be updated.
Determine if any portion of the algorithm is out of compliance with the rules and regulations of the State of California Education Code, the CCCCO MIS reporting requirements, and mandated residency regulations.
Document required changes for Steering Committee approval.

Additional Information: The Residency Review Committee convened it's first meeting on July 14, 2016 to approve the CCCApply Residency Review Committee Objectives. The minutes from that meeting are listed in the CCCApply Project Site file repository > Steering Sub-Committees folder. To submit an issue to be reviewed by the committee, please post a question or issue on CCCTechnology.info > CCCApply.

2018 CCCApply Workshop

Purpose:

Objectives:

Over the past few years the workshop has grown in size (attendance) and we should expect next year's event to be our biggest yet. Last year we held the event in the NorCal / Sacramento area; this year, we'll travel to Orange Coast College in Southern California. The objectives for the January 31, 2018 meeting are:

Finalize all sessions for three tracks
Finalize full agenda for Day 1
Finalize all speakers and special events
Finalize all Sponsors
Collect prizes, donations!

Committee Name	Residency Review Committee
Purpose
Chairperson / Team Leader
Volunteers from Steering Committee
Volunteers from CCCCO	Michael Quaioit
2018 Objective(s)
Meeting Schedule	As Needed < TBD - On or before January 20, 2018 >
Duties

CCC Administrator User Experience Advisory

The purpose of this UEA committee is to advise the CCCApply product manager on the design and development of approved admin configuration feature modules in the new version of the CCCApply Administrator (to be known as the CCC Administrator).

The new tool is intended to be a cross-functional Admin tool for multiple CCC Technology applications that have overlapping requirements. The other projects include, but are not limited to: CCCApply, Course Exchange project, Curriculum Inventory, Online Education Initiative, Common Assessment, Education Planning Initiative, and CVC Distance Education catalog.

The purpose & duties of this committee:

Convene a meeting before January 20, 2018 to review the overall vision and basic framework for a new cross-functional CCC Administrator Tool. More information on the overlapping needs and functionality shared by all projects will be distributed prior to the first meeting.
Patty to schedule DEMO and recurring sprint demos and itemize feature enhancements
Patty to schedule and organize PILOT colleges to review ETL and workflow processes, etc.
Note: The tool will be designed to work with our current CCCApply applications as well as incorporate new application technology tools and functionality.

2018 Objectives:

Need PILOT colleges (2 - 3) for testing (IdP authentication, authorization, navigation, etc.)
Attend sprint demos and retros between now and MVP launch
User testing - map it out
Schedule demo
Chart out MVP features vs. V2 features (map out on Roadmap for September 2018 / March 2019
Review and prep all change requests
Need team to review / manage all onscreen text, body copy, labels,
Need team to review links & enhancements (what's missing?)
CRITICAL NEED: Advisor to oversee the USER Documentation (User Guide, Technical Specifications, etc.)
Have committee organize what else needs to be identified, reviewed, managed, reports, etc.

Update 8.03.16: The Administrator 2.0 sub-committee convened two meetings in June and July 2016 to discuss the new CCC Administrator tool currently under-development. The attendees at each meeting contributed usability feedback and requirements suggestions for the Tems, Majors and Supplemental Questions modules.

Several key requirements emerged:

College-controlled alignment capability between Education Goals and individual Majors in order to facilitate a branching of Majors in the Standard & International applications. The corresponding UI/UX changes will need to be coordinated so the user can select their Education Goal first, then the major. This implementation has been requested in the past (also known as the Ed Goal Alignment) and another sub-committee is being formed to help review the implementation from a research and maintenance perspective;
A new optional CIP code field is being added alongside the TOP code and Program Control Number fields;
A new, user-friendly Supplemental Questions-generating module is being designed for staff that complies with WCAG 2.0 AA accessibility standards.

See the minutes from the 7.06.16 meeting in the CCCApply Project Site file repository > CCCApply Steering Committee > Steering Sub-Committees

The goal for this committee is to ensure we've captured the functional requirements and enhancements for the CCCApply applications only.

Track all featues that haven't been prioritized or were re-prioritized for the MVP launch in May 2018.

Application landing page features:

Links & Technical Specifications
Custom College messaging

Promise Grant Application module (BOG year toggle - moved to the College & District Info section)
College & District Info section
Shared, global features

CCCApply 3.0 - Requirements

CCCApply in Maintenance Mode
In March 2016, the CCC Technology Center completed development of the CCCApply International Application, the third and final application in the CCCApply Applications Suite.

With essentially all new development complete in this iteration of CCCApply, the Tech Center moved the CCCApply project into maintenance mode, which means that resources will continue to be allocated for bug fixes and high-priority change requests, but that the development team can now focus resources on supporting the SSO Proxy and other systemwide technology projects, such as the Student Services Portal and the Common Assessment Initiative, that require integration of the OpenCCC account system and application data.

CCCApply 3.0
While the development team focuses on efforts to integrate CCCApply into the Portal, the Product Manager will work with the CCCApply Steering Committee to develop a vision, roadmap and high-level functional requirements for a new and improved admissions application framework that will feature an accessible, responsive, internationalized, form-builder design in order to meet the evolving needs of our diverse CCC student population.

The goal for this committee is to ensure that the vision and high level requirements for the next iteration of CCCApply meets the needs of the CCCApply Steering Committee and is documented for future development.

The purpose & duties of this committee:

Convene a meeting before October 31, 2016 to review the overall vision and functional requirements and roadmap.

CCCApply 3.0 RFP

Due to the scope and scale of the OpenCCCApply project, development requirements and conditions will be defined and published through Request for Proposal (RFP). The proposal process is scheduled to begin the first week of November 2016.

CCCApply International Application Advisory Group

The first version of the OpenCCCApply International Application launched at the end of March 2016. Currently six colleges have started the implementation process and plan to go live with the application between June and August 30, 2016. Five additional colleges have expressed interest in starting the adoption process this fall 2016.

The CCCApply International Application Advisory Committee was formed in Fall 2015 to help guide the first iteration of the application through to release.

During Maintenance Mode, the objective of the Advisory Committee is to ensure the application remains in compliance and that all bugs are identified and fixed as soon as possible.

Convene a meeting between June 1 - August 31, 2016 to review the current application and begin drafting a requirements document to identify technical and functional bugs and high priority enhancements.

CCCApply ARC Committee

Architectural Review & Advisory Committee - will work closely with the OpenCCCApply User Experience Advisory group, but will focus more on the technical and engineering aspects (front-end and back-end from an architectural perspective). This group will explore other online admission applications for higher education (preferably community college / junior colleges) for online admissions, online financial aid applications, online federated identity user accounts system, administrator design committee).

Call volunteers to order - schedule first meeting
Nominate and vote on a Chairperson
Nominate and vote on a schedule for recurring meetings
Nominate and vote on a charter for this committee, set objectives, sort it

The purpose of this committee is to better understand the issues and needs of the growing Non-Credit Student population and how CCCApply might be adapted to serve their unique needs for admission. This committee is facilitated by CCCApply Steering Committee leadership and will include additional stakeholders from the greater CCC Admissions and Student Services community.

Objectives of this committee:

Convene a meeting (TBD) to discuss the issues and concerns raised by multiple CCC colleges and organizations (CACCRAO) regarding the need for a user-friendly admission process for non-credit students and programs.
Work with the CCCCO to gain clarity around the residency requirements for all students, including non-credit students, and solicit a formal mandate or Legal Opinion in an effort to guide this effort for all colleges.
Create an approved, paper-based version of the CCCApply Standard Application and post in the Project Site file repository for all college use.
Identify and document any required changes to the Standard Application determined by the sub-committee and approved by the larger Steering Committee.

Update 8.03.16: On July 11, 2016, Elias Regalado from the Chancellor's Office provided some guidance around the CCCCO requirements for residency for non-credit students. See "Response from the CCC Chancellor's Office Regarding Issue of Using CCCApply for Non-Credit Students".

OpenCCCApply User Experience Advisory

TBD

New California College Promise Grant Application Enhancements - 2018 Requirements

The CCCCO has expressed interest in expediting enhancements to the new CC Promise Grant Application (formerly known as the BOG Fee Waiver Application), such as a consolidated FAFSA/BOG application.

A sub-committee is likely necessary to work with FA staff and the CCCCO to determine feasibility and gap analysis.

Add agenda item to the June 2016 Steering meeting to review suggestions from CCCCO.
Invite Tim Bonnel and Rhonda Mohr to participate in committee.
Document required changes for Steering Committee approval.

NEED: Chair & volunteers
2018 MEETING Schedule:
Objective(s) for 2018:

Stay Informed!

Sub-committee progress updates will be posted regularly on CCCTechnology.info - the new 24/7 online, on-demand, communication and support site for CCCApply colleges users. To get auto-notifications by email, be sure to "Follow" the "CCCApply" and "CCCApply System Alerts" category pages.

Click here to expand...

Description	Sub-Committee Lead	Objective or Issue	Status
Gender & AB620 Issues	Bill Mulrooney	Currently reviewing the 2013 implementation of AB620 questions in CCCApply Standard Application. Sub-committee last met in October 2015 with members of the Academic Senate, CCC LGBT community, and CCCApply Steering Committee, to discuss issues and change requests that have been submitted for review.	In-Progress. Proposal has been drafted and presented to the state legislature for additional guidance interpreting the bill and better understanding of how CCCApply can and should be updated to meet the changing needs of the LGBT student population.
CCCApply Residency Algorithm Review	Bill Mulrooney	Suggestions have been made to review the CCCApply residency logic to ensure it is up-to-date, accurate, and meeting the Ed Code and CACCRAO standards for residency in the CCC system. A request was made to have an outside expert review the algorithm; however, due to budget constraints, Steering voted to do an internal sub-committee review first. Based on the findings of the internal review, a second request for external will be presented for approval.	NEW. This committee was just approved to begin during the March 3, 2016 steering meeting. Members have not yet been finalized; however a preliminary list of names was taken during the meeting. The issue will be placed on the agenda for the May meeting where the sub-committee members will be confirmed.
Ed Goal Alignment to Programs of Study Projet	KC Greaney	This project has been discussed many times over the last few years; however it continues to be deferred due to differences of opinions on how it should be approached across the colleges and the Steering Committee. Within the sub-committee itself, several votes for incorporating the CCCCO POS list into the Majors field in the Standard Application versus opposing votes for not incorporating the Chancellor's Office feed and allowing colleges to have more functionality within the Administrator.	Stalled. This project has been stalled for several months due to differing opinions and needs across the Steering Committee and the colleges in general.
MIS Code / Data Field Alignment Matrix	Mitch Leahy	This project would produce a matrix aligning each question and data field on the CCCApply Standard Application to corresponding MIS codes and reporting requirements. The purpose of this alignment is to ensure that the questions and data fields being presented in the Standard Application are accurate and compliant with MIS reporting requirements, including response values aligning to MIS reporting values.	In-Progress. This is a labor intensive project that requires extensive research and ongoing updates. According to the last update from the sub-committee, it is slowly reaching completion but currently only being worked on as time permits.
Develop Non-Credit Application	Alicia Terry	This project included a review of the technical and legal requirements for developing a separate "non-credit" version of the Standard Application that is shorter and less time-consuming for non-credit students, seniors, and students who are not computer literate. The objective was to create a "short form" type electronic application to better serve this student demographic.	DECLINED. Per the CCCCO residency expert, Elias Regalado, and CCCCO Legal opinion, a non-credit application would not be functionally or fiscally recommended because non-credit students still have to be classified for residency when applying to a California Community College. According to Elias, every question on the Standard Application, save for the Needs & Interests, and some other supplemental questions, are required for ALL applicants, regardless of their education goal or non-credit status. Colleges should be classifying all students based on the CCCApply residency algorithm or equivalent before admission to their college.
Document Gathering Tool (Workflow Engine)	Bill Mulrooney	The purpose of this committee is to gather requirements to add a document gathering tool to the CCCApply Administrator.	This committee deferred this enhancement to the new Student Services Portal (MyPath).