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Request No.2018-37B
Date of RequestOctober 14, 2018
RequesterCCCApply Redesign Workgroup - CCCCO
Application(s)Standard Application
Section / Page

Full Workflow

Approval DateTBD
Changes to Download FileTBD
Changes to Residency LogicTBD

Low-Hanging Fruit Changes

This is the second round of short-term, low-hanging fruit changes approved as part of the CCCApply Redesign Project, guided by the CCC Chancellor's Office in collaboration with the CCCApply Redesign Workgroup.  See "Low-Hanging Fruit #1" change request for the first round of changes deployed to the current version of CCCApply in FY18-19.


Business Need

Student-centered design in action.

The Chancellor’s Office, the CCC Technology Center, and the Foundation for California Community Colleges, in collaboration with the community colleges and in partnership with ideas42, are redesigning the CCCApply experience with a student-centered approach in mind.


Chancellor's Office Project Name:  CCCApply Redesign Project

Stakeholders:

CCCApply Redesign Workgroup & Sub-Committees

CCCApply User Workgroup (formerly known as the Steering Committee)




Risks & Constraints

Scope and schedule deadlines - must have complete business requirements, reviewed, approved, estimated and prioritized by the final deadline in order to meet the quarterly release schedule for FY18-19. 



Proposed Solution



FY18-19 Redesign Release Schedule

QReleaseDate
Q16.2.0September 28, 2018
Q26.3.0December 7, 2018
Q36.4.0March 15, 2019
Q46.5.0June 15, 2019

Change Requirements for Low-Hanging Fruit #2


CCCApply Redesign Project short-term changes approved for the current version of CCCApply. 

Must meet the requirements deadline schedule for designated release.

#DescriptionProposed Solution / RequirementsNeed Requirements

Remove "Are you comfortable reading and writing English" from Needs & Interests page in the Standard application for all users
  1. Remove the "Main Language" section label
  2. Remove the question, "Are you comfortable reading and writing English"
  3. Deprecate the data field: <comfortable_english>
Should this question be removed from the International Application?

Remove the "Financial Assistance" section and questions from the Needs & Interests page in the Standard application for all users


  1. Remove the "Financial Assistance" section label
  2. Remove the question: "Are you interested in receiving information about money for college?"
  3. Remove the question: "Are you receiving TANF/CalWorks, SSI, or General Assistance?"
  4. Deprecate data fields: 
    • Financial Assistance = <financial_assistance>
    • TANF/CalWorks/SSI = <tanf_calworks_ssi>
Should these questions be removed from the International Application?

Remove the "Athletic Interest" section and questions from the Needs & Interests page in the Standard Application 

But Make configurable to allow colleges to "opt-in" to keep the section if they are using the Title IX survey 

  1. Remove the "Athletic Interest" section label 

  2. Remove additional onscreen instructive text: "Your response does not obligate you in any way. To be eligible to participate on an intercollegiate team, you must be enrolled in at least 12 units."

  3. Remove the question: "Are you interested in participating in a sport while attending college?" including the corresponding radio buttons:

    [radio button] "Yes, I am interested in one or more sports, including the possibility of playing on an intercollegiate team."

    [radio button] "Yes, I am interested in intramural or club sports, but not in playing on an intercollegiate team."

    [radio button] "No, I am not interested in participating in a sport (beyond taking P.E. classes)."

  4. Remove all page and field error validation throughout the question

  5. Implement ability for colleges to "opt-in" to keep the section, questions and all existing specifications
    1. Make configurable but set to False by default. So it shows up for nobody in the first phase
  6. Ensure data fields contain a null value option for colleges that don't opt-in

Phase 1:  Medium (removing it for all users, and doing the work to make it configurable included)

Phase 2:  Large

(Removing it for all users and building in the opt-in feature would  require a CAP story 


Revise the layout and question order on the Residency Page  for improved efficiency
  1. Change (rearrange) the layout of sections/questions on the Residency page for maximum efficiency for using skip logic.
  2. Switch positions of the Special Residency section questions and the Out-Of-State Activities section questions for all users

The layout should be:

  • California Residency section
  • Out-of-State Activities section
  • Special Residency section 




Revise the "Out of State Activities" section and questions to streamline the experience for users 
  1. Change the format of the 4 "Out-Of-State" questions from four separate Yes/No radio button questions with conditional "Year" field to one question and change the radio buttons to checkboxes and set the default to "No".
    1. Maintain all existing conditions and validation that currently appears
    2. Maintain the validation for the conditional "Year" menu fields that display if a user selects (checks) one of the checkboxes = True / Yes
    3. Maintain the association between the checkbox question/response options and the data field

  2. Move this OOS section up under the "California Stay Begin" questions (switch places with the Special Residency section) and based on a Yes response (checkbox is checked) to any of these four checkbox questions, display the first three "Special Residency" questions, otherwise do not display.

  3. Revise so that the question is worded like this:

    "As of <RDD minus 2 years>, have you engaged in any of the following activities? Check each activity that applies." 
  • I paid taxes outside of California
  • I registered to vote outside of California
  • I attended a college or university outside of California
  • I filed for a lawsuit or divorce outside of California

  1. (If the applicant is a minor, display the following prompt-text language): 

    "As of <RDD minus 2 years>, has your parent or guardian engaged in any of the following activities?"

  • Taxes were paid outside of California
  • Registered to vote outside of California
  • Attended a college or university outside of California
  • Filed for a lawsuit or divorce outside of California

Background & Reasoning

  • These four questions are not differentiated in the residency logic
  • They each have equal weight in the algorithm and any Yes response to any one of the four triggers the "Set Class B2" tag
  • A Yes response to any one of the four questions triggers the same integrity flag
  • Combining the four questions into one has been approved by the Advisory committee 


Revise the Special Residency section - Implement skip logic to only display the Special Residency questions IF the applicant responds YES to one or more Out-of-State Activities.   
  1. Hide the Spa
  2. Move the Special Residency section down below the "Out of State Activities" section
  3. Implement skip logic to hide unless...
  • IF applicant answers YES to the new OOS Activity question, THEN, display the three Special Residency questions shown below, otherwise do not display those questions and implement "Null" value
    • Seasonal Agricultural Worker
    • F/T Public School Employee
    • F/T State University Employee

NOTE: No change to the Homeless Youth or Foster Youth questions. These would ALWAYS display on screen as currently implemented.




Hide this question unless user answers Yes to the Out-of-State activity question


Hide this question unless user answers Yes to the Out-of-State activity question


Hide this question unless user answers Yes to the Out-of-State activity question

Add skip logic to the Education Page to hide Colleges Attended questions IF the student is a First Time Student in College

Update the logic in the Enrollment Status field to HIDE the College Education & Colleges/Universities Attended sections IF user selects:

  • 1  = First-time student in college (after leaving high school)

Here's the logic that should be implemented across the responses:

1  = First-time student in college (after leaving high school)

  • Hide College Education & Colleges/Universities Attended fields(Col1-4)
  • Keep all other existing logic

2  = Transfer student from another college  (Keep existing logic)

3  = Returning student to this college after absent for a main term (Keep existing logic)

Y = Enrolling in high school (or lower grade) and college at the same time

  • Hide College Education & Colleges/Universities Attended fields (Col1-4)
  • Keep all other existing logic

Questions to be Removed

 Click here to expand...
Description
Page/Section
Data Field(s)
Remove or Change
Change Requirements
Legal Implications

Out-of-State Activities Residency Questions

Residency<ca_outside_tax>
<ca_outside_tax_year>
<ca_outside_voted>
<ca_outside_voted_year>
<ca_outside_college>
<ca_outside_college_year>
<ca_outside_lawsuit>
<ca_outside_lawsuit_year>
REVISE

Change the format of these 4 questions from radio buttons to checkboxes and default No.  Move this section up (switch places with the Special Residency section) and based on a Yes response (checkbox is checked) to any of these four checkbox questions, display the first three "Special Residency" questions, otherwise do not display. 

Combine the four OOS activity questions into one question with bullets

  1. Combine all four questions into One Y/N radio button question
  2. Move this revised question/section up, directly below the California Stay Begin question.

Background & Reasoning

  • These four questions are not differentiated in the residency logic
  • They each have equal weight in the algorithm and any Yes response to any one of the four triggers the "Set Class B2" tag
  • A Yes response any one of the four questions triggers the same integrity flag
  • Combining the four questions into one has been approved by the Advisory committee 

Question would be worded like this:

"As of <RDD minus 2 years>, have you engaged in any of the following activities?" 

  • I paid taxes outside of California
  • I registered to vote outside of California
  • I attended a college or university outside of California
  • I filed for a lawsuit or divorce outside of California

If the applicant is a minor, display the following language: 
"As of <RDD minus 2 years>, has your parent or guardian engaged in any of the following activities?"

  • Taxes were paid outside of California
  • Registered to vote outside of California
  • Attended a college or university outside of California
  • Filed for a lawsuit or divorce outside of California
If we change this proposal and reformat existing to checkboxes - MED
Special Residency SectionResidency
REVISE

Move the Special Residency section down below the "Out of State Activities" section and implement skip logic to hide unless...

  • IF applicant answers YES to the new OOS Activity question, THEN, display the three Special Residency questions shown below, otherwise do not display those questions and implement "Null" value
    • Seasonal Agricultural Worker
    • F/T Public School Employee
    • F/T State University Employee

NOTE: No change to the Homeless Youth or Foster Youth questions. These would ALWAYS display on screen as currently implemented.


Special Residency: 
Seasonal Worker
Residency<ca_seasonal_ag>REVISE

Hide this question unless user answers Yes to the Out-of-State activity question

IF the applicant is determined to be a non-resident, the college can follow up with these special residency exceptions via Rule and Email

Special Residency: 
Public School Employee
Residency<ca_school_employee>REVISE

Hide this question unless user answers Yes to the Out-of-State activity question

IF the applicant is determined to be a non-resident, the college can follow up with these special residency exceptions via Rule and Email

Special Residency: 
State University Employee
Residency<ca_college_employee>REVISE

Hide this question unless user answers Yes to the Out-of-State activity question

Same as above






Enrollment Status

(Hide College Education & Colleges Attended if first time in College)

Education page<enroll_status>REVISE

Update the logic in the Enrollment Status field to HIDE the College Education & Colleges/Universities Attended sections IF user selects:

  • 1  = First-time student in college (after leaving high school)

Here's the logic that should be implemented across the responses:

1  = First-time student in college (after leaving high school)

  • Hide College Education & Colleges/Universities Attended fields(Col1-4)
  • Keep all other existing logic

2  = Transfer student from another college  (Keep existing logic)

3  = Returning student to this college after absent for a main term (Keep existing logic)

Y = Enrolling in high school (or lower grade) and college at the same time

  • Hide College Education & Colleges/Universities Attended fields (Col1-4)
  • Keep all other existing logic


Requirements Deadlines

*Due to the current budget and team capacity, even approved changes that do meet the deadlines below are not guaranteed inclusion in the release(s).


FINAL DEADLINES
Change Management ActivitiesQ3 Release - March 2019Q4 Release - June 15, 2019
Submit Change RequestDecember 31, 2018February 28, 2019
T-Shirt Size EstimateJanuary 8, 2019March 7, 2019
Budget ReviewJanuary 8, 2019March 9, 2019
Written Sign-Off on Vetted Approved ChangesJanuary 9, 2019March 15, 2019
Resources & Capacity Estimates

Story / Epic Business RequirementsJanuary 11, 2019March 25, 2019
Technical EstimateJanuary 11, 2019March 27, 2019
Release Management Activities

Code FreezeJanuary 31, 2019May 16, 2019
Pilot Release (30 Days)February 15, 2019May 31, 2019
Pilot Release (2 Weeks)March 1, 2019June 14, 2019
Production ReleaseMarch 15, 2019June 28, 2019

Out-of-Scope Items

#DescriptionSectionProposed Solution / Requirements
5Revision to the Social Security Number QuestionOpenCCC Account Creation & Apply Edit Account pageSimplify the Social Security Number question / section in OpenCCC Account by zipping up the extended legal information text behind a "pop-up Help" hyperlink, removing the "I plan to apply for financial aid" checkbox, hiding but maintaining existing data fields 

Spanish Language Translation to CCCApply





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