Request No. | 2018-24 |
---|---|
Date of Request | 7.06.18 |
Requester | Patty Donohue CCCApply Redesign Workgroup CCCApply Steering Committee |
Application(s) | CCCApply (Phase 1) |
Section / Page | Branch at the Enrollment page |
Steering Hearing Date | 7.06.18 |
Approval Status | TBD |
Proposed Change to Download File | TBD |
Proposed Change to Residency Logic | TBD |
Problem / Issue
DIGEST KEY
Vote: majority Appropriation: no Fiscal Committee: yes Local Program: yes
Option 1:
Option 2: Ask the student to self-identify and then branch out or add skip logic to hide questions that are not applicable to the student
Option 3: Would a separate application be more beneficial overall (link a separate version of Apply) - goal would be to get around the self-identifying
Sub-committee - discuss the problem we are trying to solve in a first meeting
Second meeting - do some prototyping
Design process: Think about problem individually without constraints (think outside the box) what would this look like? Compare notes and then discuss
Understand the audience
identify objectives
What is the digital equivalent of talking to a counselor or student services staff?
Is there always a human component then lets give them the right tool (let's find out what the humans are doing and trying to emulate that)
UPDATE NEWS!
Letter to Governor AB 3101 (Carrillo) - Request for Signature.pdf
9.14.18 Workgroup Meeting:
- Request to implement a new question on the Enrollment page (or the most appropriate place) to identify "non-credit" students.
- Workgroup sub-committee was tasked to move this forward ASAP.
- CCCapply Redesign Meeting Minutes- 091418.docx
See the shared Google doc notes from 9.14.18 Workgroup meeting: https://docs.google.com/document/d/10b6RYMhoLnLPMs2axePDrYZfoYhsPYeKBPS9BsqZ1fo/edit
Proposed Solution
NOTES:
Add logic that will allow a "non-credit" applicant to submit a second application to the same Term.
Work on with Michelle, Mitch and Harrison - other areas that need to be determined (My Applications, Help, )
Sub-Committee Minutes: 10/11/18 Change Request
Hello,
Approximately eighteen participants logged on to the 4:00pm Zoom meeting which was not recorded. Below is a summary of what transpired in that meeting, including the agenda presented to the participants and the collaborative discussion that ultimately resulted in the change request outlined below.
The meeting was called to discuss ideas and requirements to use CCCApply to support AB3101; specifically, to create a workflow path within CCCApply for students seeking to enroll exclusively in free courses for which no credit is given within the timeframe expectations required by the Chancellor's Office (March 2019)
- Review objectives of the CCCApply Redesign Workgroup project and the timeline expectations expressed by the CCCCO.
- Review AB3101 language and implications on A&R
- Review & discuss proposal to create two unique workflow paths within the existing CCCApply standard application and using skip logic, cater to each type of applicant as required by AB3101
- The proposal suggested that the Education Goal field be used to trigger a new qualifying question to identify the student's enrollment intentions to take credit or exclusively non-credit courses, exempt from residency determination
- Review & discuss how to support students transitioning from Non-credit to Credit status within existing CCCApply application
- Review & discuss proposal to streamline CCCApply Standard Application required questions for all students regardless of the workflow path chosen
- The recently passed Assembly Bill 3101 - in accordance with the CCC Chancellor's Office - states that students seeking to enroll exclusively in courses for which no credit is given (free, not-fo-credit courses) will be exempt from the required community college residency determination for the purposes of determining tuition fees;
- The Standard Application should be used for all student: Non-Credit and Credit Students
For the purpose of supporting AB3101, revise the current CCCApply Standard application to include two unique workflow paths; one for students seeking credits for courses taken (and residency determination), and one for students seeking free, "no-credit" courses, requiring no residency determination; - The application should have two workflow paths
The two workflow paths would be: - Standard Credit Path:(includes residency determination) - For students seeking credits for courses taken, this path will include a set of standard questions that meet all state, local and federally mandated data collection requirements, and that when calculated upon submission would result in a preliminary residency status for the purposes of determining tuition fees;
- Non-Credit Path:(does not include residency determination) - For students seeking to enroll exclusively in free courses for which no credit is given, this path will include only the questions required to comply with state and federal mandates, and the applicant would be exempt from residency determination.
- Both workflow paths would be as streamlined as possible and would only include the questions required at the time of application (for each enrollment type);
- The proposed Education Goal question should not be used as the identifier to determine the applicant's Credit vs Non-Credit enrollment status for multiple reasons including:
- The existing response options are not definitive enough to determine the applicant's intention for the term being applied for
- The existing response options are long, complicated, and feedback supports that students don't fully understand what they mean - thus their selection is uninformed;
- The existing response options would need to be reworded and re-ordered into logical groups if these were to be included in the Non-Credit status identification process.
- Add a new qualifying question to identify "non-credit status"
In order to identify which workflow path should be displayed to the applicant, a qualifying question should be asked (downloadable data field) at the start of the application process to confirm the student's intention to either earn credits for courses taken, or to exclusively enroll in free courses that result in zero credits/units for course-hours taken; - The new qualifying question should be added to the Enrollment page for all students;
- Should appear, ideally, immediately following the "Term Applying For..." menu;
- Should be named "Non-Credit Status" and formatted as a Yes/No boolean field;
- If the qualifying question is Yes, the Non-Credit path would display without residency questions AND applicant would be exempt from residency determination
The response should help identify if the student intends to enroll exclusively in free, not-for-credit courses in the term being applied and if so...- Trigger a workflow "path" for non-credit students that hides questions they don't need to answer including residency questions and is exempt from the residency status calculation/requirement
- Set the residency status field <res_status) to Zero (0) and trigger new integrity flag to admissions staff
- Display a confirmation pop-up and require a response
- Upon clicking "Continue" on the Enrollment page, display the appropriate workflow path with skip logic as needed
- Implement auto-notification email to college Admissions
- The Non-Credit path would include questions required by state, local & federal mandates, as well as questions required to identify the student
- All questions in the OpenCCC Account would be required to identify the student at the college, for OpenCCC account creation (CCCID) and account recovery, for federal IRS requirement
- All questions on the Enrollment page (Term, Ed Goal, and Major) would be required - as well as the new qualifying Non-Credit Status question
- All questions on the Account Info/Mailing page would be required - including the "Dependency Status" (Minors) question
- All questions on the Education page would be required*
- All questions on the Demographic Information page would be required
- All questions on the Review, Consent & Submit page would be required
- The Non-Credit path would NOT include questions required exclusively to determine residency, or that are not required at the time of application
- The following questions could be removed from the Education page
- The Citizenship & Military page could be removed completely
- The Residency page could be removed completely
- The following questions could be removed from the Needs & Interests page
- Transitioning from Non-Credit to Credit status would require the student to Re-Apply through the Standard Application
Implement a mechanism (add logic) to allow non-credit applicants to re-apply to the college, for the same term if needed, if and when they transition from exclusively non-credit to enrolling in "for credit" courses- The response to the qualifying question will set the student on the standard credit workflow path, displaying all
- The re-application will require the student to answer required questions to determine residency, but will auto-populate all previously submitted responses during the non-credit path
AND would trigger a confirmation pop-up message upon clicking "Continue" at the bottom of the application
Feedback from Sub-Committee Members
Patty,
Thank you for your work on all of this. I know it isn’t an easy task and I want you to know we value you and the work that you do.
I have a few thoughts, take them or leave them, I’m just trying to think outside the box.
- There was already a lot of “you can’t take that off, we use that” being said yesterday. We have all grown accustom to using the data that is on the application. We are all going to have to learn to change and it isn’t easy.
As I see it, we need to answer two questions when looking to remove a question from the application;
1) Is it a mandated question; if yes, then it needs to stay, if not then go to question 2
2) Can we identify the student and distinguish him/her from others without that specific information? If yes, we really don’t need the question, even though we may want to keep it.
- I know we are in need of removing questions, but what about adding one that will help filter out the questions that are needed for different audiences? Something like:
o What are your goals in the term for which you are applying?
Enrolling in noncredit course(s) to improve my skills and/or prepare myself for college level coursework
Enrolling in college credit course(s) while enrolled in high school or adult student
Enrolling in college credit course(s)
This would not replace the Ed Goal question. That question would still appear for those who are going to take collegecredit courses.
- When we are ready to go live with the new version of the application with the noncredit adjustments, I think it would be important to share that this is a temporary fix. That we will be looking into a separate noncredit application in the future. However, in the time allowed it was not possible to develop a new application.
Leigh Ann
Leigh Ann Unger, MBA
Director of Admissions and Records/Registrar
Notes
Patty to add more info, updates and links where applicable.
Sub-Committee Meetings
Sub-Committee Discussion | Zoom Chat transcript: 16:07:39 From Mitch Leahy : One thing we will need answered before we revise the app: if non-credit students do not have to complete residency, are they prevented from taking credit courses WITHOUT completing a credit application first? 16:10:25 From Alejandra Pena : Will this presentation be sent via email as well 16:10:37 From Mitch Leahy : Another thing- if we use the same app for both credit and non-credit, we need to give non-credit the ability to submit a credit app for the same term after they previously applied for non-credit. 16:12:03 From Mitch Leahy : If SIS systems are not prepared for credit and non-credit apps, credit students could be self selecting as non-credit students. Then, they could be enrolling in credit courses without having residency collected. 16:55:29 From Ali Salinas (Riverside City) : Can that question be asked before the Ed Goal, so it can then filter the ed goal so it only displays non-credit ed goals? 16:57:10 From Ali Salinas (Riverside City) : I agree. The Y/N question needs to show for everyone. 17:06:20 From Ali Salinas (Riverside City) : Ed goal won't work. 17:09:11 From Ali Salinas (Riverside City) : Thanks, Patty! 17:09:36 From Alejandra Pena : Thank you 17:09:47 From Patty Donohue : Thank you ALL! |
Supporting Documentation
April 2018: Response to AB3101 (before it passed)
/wiki/spaces/OPENAPPLY/pages/723812439
/wiki/spaces/OPENAPPLY/pages/723779690
More: CCCApply Low-Hanging Fruit 2018 Slide deck
See pages, docs & sections dedicated to the Redesign efforts
See "CCCApply Redesign Project" summary and Google drive for ongoing effort to support AB3101
Challenge to create a question that can identify this population
What is your goal in attending college? Approach