Online Meeting Information
This meeting will be held online via Zoom.
Date Thursday, March 28, 2019
Time 1:00 pm - 3:00 pm
Location ONLINE
Agenda
| TIME | DESCRIPTION | SPEAKER | |
1:00 pm | Roll Call | Leahy | |
| 1:10 pm | Review: CCCApply Public Documentation Site / Past Steering Minutes & More | Donohue | |
CCCApply Project News | |||
| 1:30 pm | CCCApply Workshop Update | Donohue | |
| Update on CCCApply Charter & Work plan (FY18/19) | Donohue / Coleman | ||
| 1:20 pm | Update on CCCApply Redesign Project | Donohue / Leahy | |
| Roadmap Update (FY19/20) | |||
Legal Requirements Review | |||
| 2:00 pm | CCCApply Pending Change Requests | Donohue | |
| New & Deferred Change Requests | |||
| 2:30 pm | Parking Lot | ||
| 2:50 pm | Revised 2019 Quarterly Meeting Schedule | Committee | |
3:00 pm | Close Meeting | Donohue | |
Roll Call
2019 Advisory Committee Member Roster
Advisory Committee Members Email List
All Advisory members above are members of the CCCAPPLYSTEERING listserv. Email: cccapplysteering@listserv.cccnext.net
Pending Action Items from November 2018 Meeting
| # | Action Item | Description of Issue | Resolution | Status |
|---|---|---|---|---|
| Request for official project plan from the CO about the Redesign Project | During the November 2018 meeting, the Committee expressed their concerns about the purpose, goals, expected outcomes and timeline for the Redesign Project (need for a project plan).They want something in writing from the Vice Chancellor to be distributed to the field (via Steering and CCC-Admissions listservs). | Not Started. Patty to discuss with Omid. | NOT STARTED | |
Official report from Ideas42 | As part of number #1 above, the Committee (representing the field) are requesting details about the Ideas42 Research Study. What was the original charter for the study? What is the timeline? When can we expect the final recommendations report? | Patty to work with Omid on getting this information. | PENDING | |
| New Change Requests | List of new - unheard - changes is growing. Direct links to the new and deferred lists are listed in the "Change Requests" section below. | |||
| Deferred Change Requests | ||||
| Spam Filter |
CCCApply News
- Redesign Project Update
- Quarterly Milestones Recap (FY18/19)
- Q3 Release (6.4.0) Recap & Issues
- Q4 Plan
- Roadmap 2019-2020
- 2019 CISOA Recap - Why abandon CCCApply?
- Core Applications Update
- New Report Center Reports: Spam/Fraud, Time-to-Completion / Student Sentiment Reports
CCCApply Redesign Project - FY2019
Project Summary: CCCApply Redesign Project Dashboard
Objectives:
- Shorten the application by removing all questions that are not mandated to be included on the application
- Implement a residency-exempt application process for noncredit students
Redesign Changes
Low-handing Fruit and other User Interface Changes
Noncredit Application Project
FY18/19 Quarterly Milestones - Release Schedule
Q1 - Annual Update Release - September 2018
- CCCApply Redesign - Phase 1 - Release 1
- Spam Filter Web Service
- New CCC Administrator - Core Services - SSO Authentication
- CCCApply Administrator 2.0 Upgrade
- Meta Majors / Category Filter
Q2 - Redesign Release - December 2018
- CCCApply Redesign - Phase 1 - Release 2
- Race & Ethnicity Expansion Project
- Change Specifications: 2018-18R: New Race & Ethnicity Implementation
- UI Styles & Branding Update - Part 1: Align with MyPath Styles
- 2019-2020 Promise Grant (BOG) Application
Q3 - Redesign Release - March 2019
- CCCApply Redesign - Phase 1 - Release 3
- Noncredit Application - Pilot Phase
- Maintenance & Support (Bug Fixes)
Q4 - Planned - Redesign Release - June 2019
- CCCApply Redesign - Phase 1 - Release 4
- Account Info/Mailing page update
- Remove the Needs & Interests page; allow colleges to "opt-in" to keep/display questions upon request*
- Noncredit Application Production Release
- Pending: Implement ability for different Majors/Programs of Study to display in the Noncredit App (vs. Standard App)
- Pending: Implement ability for different Supplemental Questions to display in the Noncredit App (vs. Standard App)
- Pending: Implement a unique Welcome/landing page for the Noncredit application
- Legal Mandates - Change Requests
- Foster Youth Question Updates
- Gender Field Update (Non-Binary)
- Visa Types for Residency Updates (bug fix too)
- Parent/Guardian Dependency Status Question Update
- SuperGlue for International
- Technical Updates - Java 11 Upgrade (discuss Comm plan)
CCCApply Roadmap
Projects for FY19/20
- CCCApply Redesign - Phase II
- Mobile-friendly application
- Spanish application
- OpenCCC Account Redesign
- Edit Account redesign
- Account fields review
- SSN question redesign
- Universal Form Engine
- International Application Enhancements - Document Upload feature
2019 Workshop Planning
UPDATE
| Item | Plan | Notes | Action Items | Status |
|---|---|---|---|---|
| Communication | Use last years Announcement Emails | NEED |
CCCApply Redesign Workgroup Update
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.
The CCCApply Redesign Workgroup is being led by CCCCO Vice Chancellor, Omid Pourzanjani. More information about the redesign effort can be found on the CCC Digital Futures website: https://digitalfutures.cccco.edu/
CCCApply Redesign Project
This article appears on the Digital Futures website: CCCApply overhaul to be driven by student-centered design and behavioral sciences
- NEED: Current Status / Update on the Ideas42 Study on CCCApply
- Ongoing study and anticipated recommendations on the Ideas42 CCCApply study is still underway.
- The projected date for the Final Recommendation Report was October 2018.
- As of today's meeting (Thursday, November 29, 2018) communication that the final report has been submitted to the Chancellor's Office has not been relayed to CCCApply product manager.
Hoping the the behavioral study would provide feedback from students - like:
What other areas could benefit from skip logic?
What areas could benefit from new question text?
What areas in particular are students needing support?
What areas in particular were creating barriers for students?
Where are the results from student focus groups? What were the questions asked?
Where are the results from staff & admin focus groups? What questions were asked?
Was a comparative analysis done on other admissions, financial aid, on-boarding technology programs? What questions were asked? Where is the RFI / matrix breakdown comparison?
Legal Requirements Review
- 2018 Residency Overview: 2018_Residency_Overview_Document_FINAL.pdf
- What do we need to know?
- What MUST we do?
- AB 3255 - Omnibus Bill
- What do we need to know?
- What MUST we do?
- SB 85 & the Updated VACA Act (SEE CCCTC-Email-Education Code 68075 Effective Jan 2019.pdf)
Time Permitting
- Dissecting AB 3101
- Interpreting this bill
- How the CCCApply Redesign project is addressing the bill
- How the Noncredit Application is addressing the bill
Change Requests Pending
| Description | Review Date | Status |
|---|---|---|
| 2019 New Change Requests | ||
| 2018 New Change Requests | ||
| DEFERRED Changes Pending |
Approved Changes for June
- Standard Application changes for June release
- Remove the Needs & Interests page (all questions/sections) per Chancellor's Office request to address AB 3101
- Update Foster Youth Status question text and priority registration logic per SB 906
- Update Parent/Guardian Information (Dependency Status) language (to remove Care & Control bug for foster youth minors)
- Add new value to the Gender field responses: Non-binary
- Add new/missing Visa types to the Citizenship Status question, Table F, and the residency logic (triggers display of the Residency page)
- (Bug fix - fixed problem with visa types not displaying Residency page)
Pending Issues that Need Review
Concurrent enrollment issues:
Can a high school student have a college degree while still in high school?
How often is a concurrent student a returning college student?
Discuss issues with the Report Center
2019 Quarterly Meeting Schedule
NEW Schedule. Reminders and invitations with call-in zoom info will be sent out in advance of each meeting. Mark your calendars now!
Date | Time | Description | Location |
|---|---|---|---|
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| Thursday, March 28 | 1:00pm - 3:00pm | CCCApply Advisory Committee Meeting - Q1 | Online |
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| Q2 Meeting - NEED | |||
Tuesday, August 13 | 1:30pm - 3:30pm | CCCApply Advisory Committee Meeting - Q3 | Online |
Tuesday, November 12 | 1:30pm - 3:30pm | CCCApply Advisory Committee Meeting - Q4 | Online |
Archive: 2018 Meeting Schedule
- Better descriptions for skill level of hands on training/labs/ activities
- Demos in the morning
- The steering committees role?
- More leadership is needed from the Chancellor’s Office for the workshop
- There appears to be a residency change field that is unused.
- Mitch and Patty will look through change requests in a separate meeting
CCCApply: Project News
Project news as of March 28, 2019.
See Project News from the last Steering meeting on November 29, 2018.
- CCCApply Project -
- Summary of Scope, Schedule, Budget (Charter draft) under-development for FY2019
- Other Changes: Changes to teams: development teams, support staff, enabling services,
- CCCApply Users Workgroup: Changes to a workgroup model instead of a steering committee. CCCApply will be restructured into a workgroup.
Issues
Communication to the Field has been lacking and a problem.
Restructuring of the CCCApply Steering Committee
How does this affect the existing CCCApply Steering Committee?
- Not too much will change - more virtual meetings vs. in-person meetings
- Won't be called "Steering" anymore - new name: CCCApply User Workgroup
- No longer need a quorum for meetings or approvals
- Bylaws & Constitution: No longer structured around a Constitution & Bylaws, but minutes will still be required.
Questions:
Does it make sense to have the Workshop structured and guided by the Steering committee then? (Mitch Leahy)
Answer: We still need guidance from this group on direction/sessions/ tracks
REMINDER - CCCApply Workshop is very popular! New A&R staff rely on this as a way to meet, connect, learn and get information. Last year: almost 300 attendees.
Changes to the traditional Steering Committee model - to a Workgroup model > group relies on the members to produce outcomes and guidance, versus requirements/approvals. Steering Committee was about governance across system. CO is centralizing these groups, focused on user participation and college end-users.
Archive & Parking Lot
2018 Parking Lot Carry-Over
Change Request Parking Lot
- Continue working moving the Consent to Release mechanism to the beginning of the application.
- Add a survey to the Abandonment email or somewhere - asking for feedback on why they abandoned the application. Great suggestion.
- For research purposes, review *Google analytics data to determine if colleges are lingering on this page (Review Application) OR if we know if students are going back to fix or change anything? Look into it.
- ACTION ITEM: Patty is still transitioning information and on-boarding ownership of the OpenCCC project to the new Product Manager team. However, John will be included in all User Group activities, and we will work together on a communication to this committee and to all CCCApply users regarding the transition in project management and update the field on a similar upcoming OpenCCC Redesign project.
Changes to the Steering Committee - Moving to a Users work group model > group relies on the members to produce outcomes and guidance, versus requirements/approvals. Steering Committee was about governance across system. CO is centralizing these groups, focused on user participation and college end-users.
Residency Review Sub-Committee - July 25, 2018 - Meeting Recording