Request No. | 2018-13 |
---|---|
Date of Request | 3.02.18 |
Requester | Michael Q. |
Application(s) | CCCApply Noncredit Promise Grant |
Section / Page | Account Information & Mailing / Residency Logic |
Steering Hearing Date | August 2019 |
Steering Approval | Pending |
Proposed Change to Download File | TBD |
Proposed Change to Residency Logic | Yes / Proposed change to Area B / Res status |
2020 Problem & Business Need
EMAIL THREAD - New Project Team Reviewing This Issue
Last email exchange 10.21.19
- The OpenCCC redesign - which in underway now - is highly dependent on the requirements we identify for this change. Is there any way we can start mapping out these requirements in writing prior to the meeting - in case the OpenCCC development team needs them sooner than November 5?
- Is the primary driver behind this change request to eliminate a barrier that exists for homeless students, or is there new or different residency requirements for homeless students that need to be fulfilled?
The reason I am pressing this point is because, from a development perspective, eliminating a barrier that exists is easier than adding new requirements based on some new law or data collection requirement. Making a change to existing data field structure creates more downstream work and risks for other users than simply removing the connection to the residency algorithm Changing an existing data field - Regarding residency - what is the legal opinion or mandate regarding determining the residency status of a homeless student (adult and youth)?
- What is the law/regulation regarding residency for homeless adults?
- What is required by the college to determine the residency status of a self-reported homeless adult?
- Does the college need to confirm that the self-reported homeless adult has been in CA for 2 years?
- If not, what is required?
- If yes, it's possible that we could identify their residency based on the existing application questions. Please consider what is truly needed by the college (or the CO) when a student self-identifies as "homeless".
- Is the law different for homeless youth?
- Eliminating Barrier - can be done in several ways, less intrusive and less risky to changes to the colleges' downloads and/or SuperGlue implementations. There are a number of options for this that we can talk through when we meet. But knowing this is the reason behind this change will help us greatly moving forward.
2020 Proposed Solution
Update 5.31.19: Proposed changes (discussed in the CCCApply Redesign Workgroup meeting with Omid P. and Tim Calhoon:
- Find out what the Steering committee suggests; what legal regulations are governing Homeless in the SAAM and/or other requirements.
- Patty to investigate other requirements (Is AB 801 strictly for priority registration?) what else? AB 806
- Add change to "No Perm Address Homeless" and "No Current Mailing Address Homeless":
(Per CCCCO: We will add a “bubble” that reads, “I do not have an address because I am currently homeless”. When that is clicked by the student is should prompt a further entry field that asks the student what city and state they reside in. The same will be done for the permanent address question." - Change the Area B logic to add:
- If no perm or mailing address is provided - is the "no_perm_address_homeless" or "no_mailing_address_homeless" checked? If yes, set a flag or see if other logic exists. Were any other Class 2 flags set? Is all other CA intent true? Attend CA high school? Living in CA for 2 years?"
The text change below should be discussed and approved by Steering. This was proposed in March 2018.
Homeless Youth Question Text
At any time in the last 24 months were you determined to be homeless by any of the following?
- High school or school district homeless liaison
- Emergency shelter or transitional housing program
- Director of a runaway or homeless youth basic center or transitional living program
[radio button] Yes [radio button] No
Proposed change to this question:
At any time in the last 24 months were you determined to be homeless in California by any of the following?
- California High school or school district homeless liaison
- California emergency shelter or transitional housing program
- Director of a California-based runaway or homeless youth basic center or transitional living program
2020 Proposed Release Schedule
OLD: Problem / Issue
Update 05.31.19 - An article appeared in the Pierce College student paper with some inaccurate information (CCCApply classifying all Homeless students as Nonresidents (Untrue!) ) We are taking steps to clarify (Patty has reached out to the college A&R admin, Olivia Alvarado responded - see email attached). This issue continues to come up, and needs to be prioritized. See article: http://theroundupnews.com/2019/05/15/homeless-students-pay-out-of-state-tuition/. Escalating to next CCCApply release 6.6.0 - September 2019)
Despite the past efforts already implemented in CCCApply to identify and classify homeless youth students, as well as the flags and other status fields we've built into the system to notify the college of the student's self-reported homeless status, what other enhancements can we implement that would streamline the process for California students who are currently homeless, or have been homeless anytime within the last 24 months.
Due to the lack of providing a permanent address and/or mailing address, the residency algorithm is calculating an otherwise California resident as a "possible resident" strictly because the Perm & Mailing address fields are used in the residency algorithm.
The CCCApply Residency sub-committee met on March 2, 2018 to discuss these issues and come up with short-term and long-term solutions that can be incorporated into the admission process.
UPDATE October 18, 2019 - New team working on the homeless issue:
- Identify the need(s) and business requirements for Homeless applicants. (This is identifying the "WHAT" is needed or required. Let the "why?" drive this and make sure we capture all the needs at once.
- Are there different needs or requirements for different age groups of homeless? Youth (under 26 vs.26 and over? Is there a difference between Homeless Youth (AB 801) and homeless students /applicants of all ages?)
- What policy or statutes are driving the need to identify this population?
- What is needed to determine the residency status of this person for tuition purposes (minor vs independent? is that important?)
- Are homeless applicants held to any different standard relative to residency determination for tuition purposes? Not just priority registration or other non-residency status consideration? Is the college required to gather documentation proof of California residency?
- What data needs to be collected? Why? What and where does the data end up and why?)
- Are there other eligibilities or opportunities for this population, and if so, what do you need to determine if they meet the requirements for that need?
- Try to resist the urge to design the process of HOW these requirements should be met. We need to let the designers and architect figure out howt his fits into their design specs underway now.
However: Language - onscreen text, additional text, help text, - alll of the language needed can be ALL YOU - and you can determine what is asked and help text. But keep in mind that we are now designing our applications - every decision about design is based on the student experience, the student's feelings, and sense of welcome and making them feel comfortable vs. legalese language that could create a barrier in understanding. We are very focused on the behavorial side of what we are asking and the user experience to ensure all types of students are considered across the board. - Don't try to propose the process for meeting the requirements, that will be determined by our system architects and development engineers based on the current design and other requirements that you, me, everyone are not taking into consideration when we start trying to tell them "how" we want them to implement the "what" (the requirements)
. - The "why" can be definitely owned by the CO, the colleges, or other stakeholders and should drive the business requirements (need) for this issue.
Debbie Raucher & College Ganley, Mia Keeley
with Colleen Would you please add John Sills and Jennifer Coleman to the invite for this meeting? I just tried to, but it wouldn't let me add them for some reason. Thank you.
- The OpenCCC redesign - which in underway now - is highly dependent on the requirements we identify for this change. Is there any way we can start mapping out these requirements in writing prior to the meeting - in case the OpenCCC development team needs them sooner than November 5?
- Is the primary driver behind this change request to eliminate a barrier that exists for homeless students, or is there new or different residency requirements for homeless students that need to be fulfilled?
The reason I am pressing this point is because, from a development perspective, eliminating a barrier that exists is easier than adding new requirements based on some new law or data collection requirement. Making a change to existing data field structure creates more downstream work and risks for other users than simply removing the connection to the residency algorithm Changing an existing data field - Regarding residency - what is the legal opinion or mandate regarding determining the residency status of a homeless student (adult and youth)?
- What is the law/regulation regarding residency for homeless adults?
- What is required by the college to determine the residency status of a self-reported homeless adult?
- Does the college need to confirm that the self-reported homeless adult has been in CA for 2 years?
- If not, what is required?
- If yes, it's possible that we could identify their residency based on the existing application questions. Please consider what is truly needed by the college (or the CO) when a student self-identifies as "homeless".
- Is the law different for homeless youth?
- Eliminating Barrier - can be done in several ways, less intrusive and less risky to changes to the colleges' downloads and/or SuperGlue implementations. There are a number of options for this that we can talk through when we meet. But knowing this is the reason behind this change will help us greatly moving forward.
OLD Discussion About Possible Solutions
Update 5.31.19: Proposed changes (discussed in the CCCApply Redesign Workgroup meeting with Omid P. and Tim Calhoon:
- Find out what the Steering committee suggests; what legal regulations are governing Homeless in the SAAM and/or other requirements.
- Patty to investigate other requirements (Is AB 801 strictly for priority registration?) what else? AB 806
- Change the Area B logic to add:
- If no perm or mailing address is provided - is the "no_perm_address_homeless" or "no_mailing_address_homeless" checked? If yes, set a flag or see if other logic exists. Were any other Class 2 flags set? Is all other CA intent true? Attend CA high school? Living in CA for 2 years?"
Everything below this point pertains to the discussions about supporting homeless from March 2018. These points are still valid and should be discussed and considered by Steering, but we need to expedite something in the March 2020 release. Some of these changes may take longer to implement.
Several solutions were discussed - some that would support the college in determining/verifying the student's "homeless" status and some that are more long-term - looking at ways the application can be modified to better identify and verify the homeless status and streamline the process. The following solutions were discussed (see below), which need further investigation (and a development estimate) for approval:
- The CCCCO should develop and approve a "Self-Certification Affidavit" form - similar to what is used for AB540 - and allow the colleges to use that to approve a student who doesn't meet the residency requirements because they are homeless.
NOTE: Per Michael Q email of 3/8/18 - the Chancellor's Office approved a "self-certification" form. He will begin drafting that document. - IF the form is approved and it doesn't include additional questions (data gathering) above and beyond what we already collect, then:
- Make it available as a PDF that colleges can attach and send via Email Rules
- implement an additional text section/paragraph on the "Certification" page of the application that only displays if the app determines the user is under 25, homeless in California - basically eliminating the need for the printed affidavit form, as this page is secured by Electronic Signature technology (thus, under penalty of perjury, we have legal ground to stand on).
- Mitch believes this should display on a separate page, additional to the Certification process but that will require more development resources and may not be efficient.
- Modify the language in the current "Homeless Youth" question text on the Residency page to include the word "California" - basically asking the student whether they are or have been homeless in California - and could that serve as a form of self certification. If they say "No" are we missing out on identifying a specific audience? According to Michael and the group, the system really only cares about California residents that are homeless (under 25).
- Implement additional validation in the No Permanent Address Homeless section and the No Current Mailing Address Homeless section - that would ask the student to enter their last known address - so the college has something to use to verify residency
- Implement an Error Message pop-up later in the application process that notifies the student that they meet criteria for Homeless Youth eligibility but must contact the Admissions Office to complete the "Self-Certification" form - or other message;
Michael will work with colleagues at CCCCO on the self-certification form approval to ensure that a self-certification affidavit is approved (blessed) and get a memo out to all colleges. This needs to be approved at this level first before anything related can be implemented in CCCApply.
We also discussed adding logic to the Area B residency logic which would sit just above all the address steps (step 8 and 9) and if student meets eligibility requirements in all other way, set Class B1 as "resident" at this time. To be discussed further.
Proposed Solutions
The text change below should be discussed and approved by Steering. This was proposed in March 2018.
Homeless Youth Question Text
At any time in the last 24 months were you determined to be homeless by any of the following?
- High school or school district homeless liaison
- Emergency shelter or transitional housing program
- Director of a runaway or homeless youth basic center or transitional living program
[radio button] Yes [radio button] No
Proposed change to this question:
At any time in the last 24 months were you determined to be homeless in California by any of the following?
- California High school or school district homeless liaison
- California emergency shelter or transitional housing program
- Director of a California-based runaway or homeless youth basic center or transitional living program
Current Data Dictionary Specification
No Permanent Address Homeless
Data Field | <no_perm_address_homeless> |
Description | Applicant indicates here if they do not have a permanent address because they are homeless |
Condition | Always display in Permanent Address section in OpenCCC Account and Edit Account across Apply, BOG, International. If checked (Yes) THEN:
IF unchecked (No) then do not display "No Mailing Address" in Apply, BOG, International; and 2) ensure <homeless_youth> is cleared (no default value set). |
Format | String Checkbox 0 = No/False; 1 = Yes/True |
Length | 1 |
Input Rules/error validation | If empty, do not display "No Mailing Address Homeless" checkbox in Account Mailing page in Apply, BOG, and IA. If not empty, do not trigger error validation in the Permanent address fields. |
Online Question Text | [checkbox] "I have no permanent address because I am currently homeless." |
Notes | Implementation approved by Steering per state mandate AB801 Homeless Youth |
No Mailing Address - Homeless
Data Field | <no_mailing_address_homeless> |
Description | Applicant indicates here if they do not have a current mailing address because they are homeless. |
Condition | Only display IF <no_perm_address_homeless> is not empty (True or Yes). Display in Apply, BOG, and International. Optional response. IF <no_perm_address_homeless> is unchecked (No) then do not display <no_mailing_address_homeless> in Apply, BOG, International; |
Format | String Checkbox 0 = No/False; 1 = Yes/True |
Length | 1 |
Input Rules | If checkbox is NOT EMPTY, then
Check/Uncheck toggles the display of the Mailing Address data fields and display of the "My current mailing address is the same as my permanent address in my OpenCCC Account" checkbox. |
Online Question Text | [checkbox] I have no current mailing address because I am currently homeless. |
Notes | Implementation approved by Steering per state mandate AB801 Homeless Youth |
Response Options: | Checked / Unchecked |
Field Error Check: | None |
Page Error Check: | None |
Homeless Youth
Data Element: | homeless_youth |
Description: | Whether applicant has been determined to be a homeless youth at any time within the last 24 months. |
Format, Length: | boolean, 1 |
Values: | 1 = True/Yes 0 = False/No |
Allows Null: | Yes |
Default: | If <no_perm_address_homeless> = 1 (True/Yes) then set <homeless_youth> to Yes. |
Notes: | residency table |
Question Text: | At any time in the last 24 months were you determined to be homeless by any of the following?
[radio button] Yes [radio button] No |
Conditions: | Only appears on the Residency page if applicant is under 25 years old at time of application. If <no_perm_address_homeless> checkbox – in the OpenCCC Account = Yes, the set default to Yes on this question. |
Additional Text: | None |
Response Options: | As shown in Question Text. |
Field Error Check: | None |
Page Error Check: | If displayed, required selection; else error message, “Required user response if question is displayed; else error message, "You must select Yes or No to specify whether you have been determined homeless anytime within the last 24 months. If you have been determined homeless, select “Yes” and contact the Admissions Office to present verification.” |
Notes: | Added in March 2017 per AB 801 – Homeless Youth |
Data Element: | residency: homeless_youth |
Table B. Outline of Area B (Stay and Intent)
# | Evaluation Statement | Data Elements & Logic | If Yes | If No |
1 | Do out-of-state indicators support intent? | ca_outside_tax = 0 AND ca_outside_voted = 0 AND ca_outside_college= 0 AND ca_outside_lawsuit = 0 | Go to step 2 | Class B2 (flag 30) |
2 | Has the applicant lived in California for two years prior to RDD? | ca_res_2_years = 1 | Go to step 5 | Go to step 3 |
3 | Has the applicant been resident in CA for over a year prior to RDD? | ca_date_current ! = null AND ca_date_current < RDD minus 1 year | Class B2 | Go to step 4 |
4 | Is the applicant a current or former foster youth, under age 20, and now residing in California? | foster_youth_status is != 0 | Class B2 go to step 5 (flag 70) | Class B0 |
5 | Has the applicant completed HS outside CA in last 2 years? | education: hs_state ! = CA AND education: hs_comp_date RDD minus 2 years | Class B2 | Go to step 6 |
6 | Is the applicant in military with non CA home of record? | military_status = 2 AND ( military_home_state != CA OR military_legal_residence!= CA) | Class B2 | Go to step 7 |
7 | Is the applicant under the care and control of a guardian, under 19 and unmarried? | ‘over19OrMarried’= 0 AND ‘guardianOrParentRelation’ = G | Class B2 | Go to step 8 |
8 | Is the applicant’s current address outside of California? | ‘Mailing address – state’ != CA | Class B2 | Go to step 9 |
9 | Is the applicant’s permanent address outside of California? | ‘Permanent address – state’ != CA | Class B2 | Go to step 10 |
10 | Is the applicant under 19 as of RDD with last high school out-of-state? | RDD minus19 years > personal_info: birthdate AND education: hs_state != CA | Class B2 | Go to step 11 |
11 | Was the applicant enrolled in an out-of-state college with a ‘To Date’ within the year previous to the term start date? | In any row of colleges_attended table: If state != CA AND to_date is greater than the term start date minus 1 year. | Class B2 | Go to step 12 |
12 | Has Class B0 been set? | Class B0 has been set | Class B0 | Go to step 13 |
13 | Has Class B2 been set? | Class B2 has been set | Class B2 | Class B1 |
Changes to Data Specs
TBD
No Permanent Address Homeless
Data Field | <no_perm_address_homeless> |
Description | Applicant indicates here if they do not have a permanent address because they are homeless |
Condition | Always display in Permanent Address section in OpenCCC Account and Edit Account across Apply, BOG, International. If checked (Yes) THEN:
IF unchecked (No) then do not display "No Mailing Address" in Apply, BOG, International; and 2) ensure <homeless_youth> is cleared (no default value set). |
Format | String Checkbox 0 = No/False; 1 = Yes/True |
Length | 1 |
Input Rules/error validation | If empty, do not display "No Mailing Address Homeless" checkbox in Account Mailing page in Apply, BOG, and IA. If not empty, do not trigger error validation in the Permanent address fields. |
Online Question Text | [checkbox] "I have no permanent address because I am currently homeless." |
Notes | Implementation approved by Steering per state mandate AB801 Homeless Youth |
No Mailing Address - Homeless
Data Field | <no_mailing_address_homeless> |
Description | Applicant indicates here if they do not have a current mailing address because they are homeless. |
Condition | Only display IF <no_perm_address_homeless> is not empty (True or Yes). Display in Apply, BOG, and International. Optional response. IF <no_perm_address_homeless> is unchecked (No) then do not display <no_mailing_address_homeless> in Apply, BOG, International; |
Format | String Checkbox 0 = No/False; 1 = Yes/True |
Length | 1 |
Input Rules | If checkbox is NOT EMPTY, then
Check/Uncheck toggles the display of the Mailing Address data fields and display of the "My current mailing address is the same as my permanent address in my OpenCCC Account" checkbox. |
Online Question Text | [checkbox] I have no current mailing address because I am currently homeless. |
Notes | Implementation approved by Steering per state mandate AB801 Homeless Youth |
Response Options: | Checked / Unchecked |
Field Error Check: | None |
Page Error Check: | None |
Homeless Youth
Data Element: | homeless_youth |
Description: | Whether applicant has been determined to be a homeless youth at any time within the last 24 months. |
Format, Length: | boolean, 1 |
Values: | 1 = True/Yes 0 = False/No |
Allows Null: | Yes |
Default: | If <no_perm_address_homeless> = 1 (True/Yes) then set <homeless_youth> to Yes. |
Notes: | residency table |
Question Text: | At any time in the last 24 months were you determined to be homeless by any of the following?
[radio button] Yes [radio button] No |
Conditions: | Only appears on the Residency page if applicant is under 25 years old at time of application. If <no_perm_address_homeless> checkbox – in the OpenCCC Account = Yes, the set default to Yes on this question. |
Additional Text: | None |
Response Options: | As shown in Question Text. |
Field Error Check: | None |
Page Error Check: | If displayed, required selection; else error message, “Required user response if question is displayed; else error message, "You must select Yes or No to specify whether you have been determined homeless anytime within the last 24 months. If you have been determined homeless, select “Yes” and contact the Admissions Office to present verification.” |
Notes: | Updated in March 2020 - removed the residency flag barrier for California homeless applicant. Added in March 2017 per AB 801 – Homeless Youth |
Data Element: | residency: homeless_youth |
Table B. Outline of Area B (Stay and Intent)
# | Evaluation Statement | Data Elements & Logic | If Yes | If No |
1 | Do out-of-state indicators support intent? | ca_outside_tax = 0 AND ca_outside_voted = 0 AND ca_outside_college= 0 AND ca_outside_lawsuit = 0 | Go to step 2 | Class B2 (flag 30) |
2 | Has the applicant lived in California for two years prior to RDD? | ca_res_2_years = 1 | Go to step 5 | Go to step 3 |
3 | Has the applicant been resident in CA for over a year prior to RDD? | ca_date_current ! = null AND ca_date_current < RDD minus 1 year | Class B2 | Go to step 4 |
4 | Is the applicant a current or former foster youth, under age 20, and now residing in California? | foster_youth_status is != 0 | Class B2 go to step 5 (flag 70) | Class B0 |
5 | Has the applicant completed HS outside CA in last 2 years? | education: hs_state ! = CA AND education: hs_comp_date RDD minus 2 years | Class B2 | Go to step 6 |
6 | Is the applicant in military with non CA home of record? | military_status = 2 AND ( military_home_state != CA OR military_legal_residence!= CA) | Class B2 | Go to step 7 |
7 | Is the applicant under the care and control of a guardian, under 19 and unmarried? | ‘over19OrMarried’= 0 AND ‘guardianOrParentRelation’ = G | Class B2 | Go to step 8 |
8 | Is the applicant’s current address outside of California and he/she didn't indicate that they are homeless? ...and he/she is NOT homeless? | ‘Mailing address – state’ != CA AND <no_current_mailing_homeless> is EMPTY | Class B2 | Go to step 9 |
9 | Is the applicant’s permanent address outside of California and they didn't indicate that they are homeless?? ...and he/she is NOT homeless? | ‘Permanent address – state’ != CA AND <no_perm_address_homeless> is EMPTY | Class B2 | Go to step 10 |
10 | Is the applicant under 19 as of RDD with last high school out-of-state? | RDD minus19 years > personal_info: birthdate AND education: hs_state != CA | Class B2 | Go to step 11 |
11 | Was the applicant enrolled in an out-of-state college with a ‘To Date’ within the year previous to the term start date? | In any row of colleges_attended table: If state != CA AND to_date is greater than the term start date minus 1 year. | Class B2 | Go to step 12 |
12 | Has Class B0 been set? | Class B0 has been set | Class B0 | Go to step 13 |
13 | Has Class B2 been set? | Class B2 has been set | Class B2 | Class B1 |
Supporting Documentation
AB 806 Law
(Defines priority registration and other eligibilities for homeless youth and foster youth under age 25.
Question still remains about 'who is residency determined if the homeless student doesn't have an address?"