2016-30: Colleges Want Access to In-Progress Applications

Problem / Issue

CACCRAO Memo stated:  "7. No visibility into in-progress applications – Again – practically every college requested a string need for this access."

In addition, Santa Rosa Jr. College (and many other colleges) has long wanted the ability to identify students who have started an application but never submitted it in order to better understand "why?" and follow-up to provide support. Mitch has again requested that Steering re-hear this request and find a creative way to get around these current restrictions. See Notes below for more on this request.

Note:  This is a known issue and requests for access to pending applications has been heard and declined several times over the past years (since OpenCCCApply implementation in 2012). Xap Control Center DID/DOES allow access to this data; however it's been determined that this is not legal and OpenCCCApply has stated it will not provide this ability without CCCCO Legal consent.

Reason why colleges cannot access in-progress applications:
State and federal privacy laws (FERPA) protect the privacy of students personal information and admissions application data - before and during the application process, restricting individual CCC colleges/districts from accessing this data UNTIL the student gives their consent to release their data at the end of the application in the Consent & Submit pages. Consent is authorized only when they "submit" the application. 

Proposed Solution

Santa Rosa Jr. College has again requested that Steering re-hear this issue and research ways to legally get around these FERPA restrictions, such as:

• Include additional statements of intent to collect data during the Account Creation process (prior to Application process) for the purpose of identifying these students and offering support services to certain populations;
• Consult with CCCCO Legal and get an Opinion on whether this is possible; 
• Implement a recurring, automatic sweep of the In-Progress database looking for applications that were started but never submitted (after a period of time TBD, suggested 3 days) - and send an email from OpenCCC - a State entity - nudging the student to complete their application or contact the college for assistance. (Note: During the May 2016 Steering meeting this issue was discussed and members said they would want a way to customize that email for their college in order to suggest services and provide contact information. This complicates the solution and may or may not be feasible.) Pending Change Request: 2014-40: Implement Auto-Message to Students of Unsubmitted Application Pending in My Applications

5.11.16:  Deferred for further discussion at the June 2016 meeting.

 

Notes

2.22.16: Mitch Leahy, Santa Rosa JC, added, "Thank you Tim. I remember the email nudging now and that’s excellent. However, what might also help us in this discussion is stats on how many students do not complete their application for each given district within a year.

Our district is keenly interested in personally following up with these students to see what we can do to assist them. Maybe they got stuck on a question on the application. Maybe they are a Dream Act/ DACA student who is fearful of self-declaring their status on an application. Maybe they became afraid of committing to college after thinking about the required investments of time and money. Maybe they just need personal attention that might go beyond an automated email.

Whatever the case, we want to find out the reason and provide whatever assistance we can to get them started/interested again. I am sure other districts who are chasing enrollment would be interested this recruitment opportunity."

Supporting Documentation