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Note: This end-user resource pertains to the CCCApply 6.8.0 Pilot release and is subject to updates based on user feedback.

General Information

Q. Why were changes made in CCCApply to comply with MIS DED?

CCCApply has implemented a series of small changes to a handful of Education page questions/data fields in order to align with specific CCCCO MIS DED data value changes (SB11, SB15) that took effect on July 1, 2020. These changes to both CCCApply and MIS comply with the revisions made to California Senate Bill 554 (SB554) which now allows students currently enrolled in an adult education program to concurrently enroll at a California community college to support their pursuit of a Certificate of High School Proficiency.

What is SB554? See About SB554 Changes below for specific Q&A.

Q. What changes were made to CCCApply in support of adult special admits (SB554)?

New data field values and question response options were added to specific CCCApply data fields to align with corresponding MIS data elements (see breakdown below). to identify special part-time adult education students who will be enrolled in adult school and also authorized to enroll in a California community college in pursuit of achieving a certificate of high school proficiency or equivalent. Similar to high school (or lower grade) special admit students, adult education special admits can now be identified separately by colleges per the new reporting values required by CCCCO MIS DED.

For a detailed summary of all changes, see Release 6.8.0 Summary Notes. For the technical data specifications, see the CCCApply Standard & Noncredit Application Data Dictionary v.2020.2.

Pro Tip: View the Change Log of the CCCApply Standard & Noncredit Application Data Dictionary v.2020.2 for a quick glance of changes specifications made in release v.6.8.0

What is SB554? See About SB554 Changes below for specific Q&A

Q. When will these changes be available for students?

Changes related to adult special admit (SB554) will be deployed to the CCCApply Standard and Noncredit Pilot applications on November 16, 2020 for a college preview and testing period. The Production release (student facing) is scheduled for December 4, 2020.

Q. Which CCCApply applications will include the SB554-related changes?

The changes related to SB554 will only appear in the CCCApply Standard and Noncredit applications.

Reminder: All changes to CCCApply will be implemented in both the Pilot and Production applications.

Q. How will students be affected by the SB554 changes?

The changes made will allow students who are enrolling in adult school and also authorized to enroll in a California community college to see a clear, specific response option for them in the College Enrollment Status, High School Education Level, and Last School Attended questions. Students will also be able to search for and select their adult schools from the School Finder, similar to the process used for high schools and homeschool students. Colleges will be responsible for identifying these students and doing all related outreach.

Q. How will colleges be affected by the SB554 changes?

The changes made will enable colleges to clearly identify adult school students who are authorized to enroll in a California community college. The new data values being added to existing data fields, including College Enrollment Status, High School Education Level, and Last School Attended questions will be available in college download files, Glue data delivery, and reporting.

Reminder: Colleges are responsible for all MIS data reporting as well as all related student outreach.

Pro Tip: Colleges have the ability to configure custom Error and Email Rules in the CCCApply Administrator to streamline outreach and communication to these adult special admits. For information on configuring custom Rules, see the CCCApply Administrator User Guide.

About SB554 Changes

Q. What is SB554?

According to the California Legislative Information website, “(SB554) authorizes the governing board of a school district overseeing an adult education program or the governing board of a community college district overseeing a noncredit program to authorize a student pursuing a high school diploma or a high school equivalency certificate to enroll as a special part-time student at a community college.”

The intent of the legislation is to better facilitate streamlined enrollment in colocated credit college courses on adult education and noncredit program sites, and to help ensure a smoother transition from secondary education to college for adult high school equivalency students by providing them with greater exposure to the collegiate atmosphere.

Reference: See the full transcript of SB-554 Public schools: adult school students: Advanced Scholastic and Vocational Training Program.(2019-2020)

Q. Who is impacted by SB554?

A. The language in this bill will allow adult education students who are pursuing a certificate of high school proficiency an opportunity to enroll in approved courses at a California community college at the same time. 

 

Q. How is CCCApply impacted by SB554?

As a program owned and operated by the CCC Chancellor’s Office, CCCApply strives to align data fields as closely as possible to the CCCCO MIS DED; thus changes to MIS data elements are prioritized for development across CCCApply and other CCC Technology Center-developed applications and services.

Which MIS DED fields were updated? detailed data specifications to needs to be updated to identify students who meet the specifications for SB554 to capture their enrollment status (SB15) and their education level (SB11). 

 

Q. What are the specific changes being implemented in CCCApply?

See a summary of the changes with screenshots, below.  For the detailed technical change specifications, see the CCCApply Standard & Noncredit Application Data Dictionary v.2020.2.

College Testing & Implementation

Q. Where can colleges review and test the changes being implemented to CCCApply?

Following the CCCApply 6.8.0 Pilot release, colleges can preview all planned production changes in their CCCApply Pilot environment application(s).

Pro Tip: Colleges using CCCApply have access to a PILOT (sandbox) version of each CCCApply application they’ve adopted, including all corresponding admin and reporting tools. See Pilot Environment for details.

Q. Are there any required tasks for colleges related to these changes?

There are no IT tasks required of colleges related to this release (v.6.8.0). However, as with any CCCApply release, the CCC Tech Center recommends that colleges review the changes being deployed and preview these changes in their CCCApply Pilot application during the Pilot preview period (November 17 - December 4, 2020).

Q. Are there any required changes to college Download Client files or Glue for Apply implementations?

No. The changes being implemented to CCCApply data fields do not require any changes to college download files - including the CCCApply Download Client - or Glue for Apply data delivery process.

Q. Which MIS DED data elements changed?

On July 1, 2020, the CCCCO MIS revised the following data elements: SB11 (High School Education Status) and SB15 (College Enrollment Status).

User Interface Changes

Q. How is the CCCApply user interface (UI) changing?

Below is a summary of the user interface (UI) changes being deployed. See more information in the tables below.

  • A new response option was added to the College Enrollment Status question for adult school special admits

  • A new response option was added to the High School Education Level question for adult school special admits

  • A new response option was added to the Last School Attended question for adult school students

  • The format and layout of the Last High School Attended question was changed as follows:

    • The question format was changed from multiple radio buttons to a dropdown menu

    • The section heading was revised from “Last High School Attended” to “Last School Attended”

    • The associated Help text was revised in English and Spanish

  • Minor text changes School Finder function

Q. Will text and language changes be available in Spanish as well as English?

Yes. All user-facing text across the OpenCCC Account and CCCApply applications - including all changes being implemented in release 6.8.0 - are coded in English and Spanish language.

Q. Will the School Finder in the CCCApply Standard & Noncredit applications include adult schools as well as high schools?

Yes. The School Finder in CCCApply is populated with state (California) and national secondary and adult education institutions, provided by the California Department of Education (CDE) and the College Board (CEEB) subscriptions.

Do you need to report a new or a change to an existing secondary school or adult school that appears in the CCCApply Schools & Colleges lists? Click here for information on submitting your request.

Data Field & Delivery Changes

Q. Are there any new or deprecated data fields being implemented in CCCApply in this release (v.6.8.0)?

No. The only changes made to data fields in release 6.8.0 pertain to existing data fields and other existing functionality.

See the complete release details in the Release 6.8.0 Summary Notes.

Q. Will colleges need to update their CCCApply Download Client jar file for the 6.8.0 release?

No. Since there are no new or deprecated data fields being implemented in this release, there is no requirement to update your current Download Client Jar file for v.6.8.0.

Learn more about the different Data Delivery Methods available for CCCApply data, including Glue for Apply, Download Client, and data staging tables.

Breakdown of CCCApply 6.8.0 Changes

Release Version

Description

Data Field

Specification

v.6.8.0

UI and code changes made to College Enrollment Status question to comply with SB554 – Adult Special Admit (dual enroll).

College Enrollment Status <enroll_status>

  1. New response option added to College Enrollment Status question in English & Spanish:

    1. English:  “Enrolling in adult school and authorized to enroll in college at the same time”

    2. Spanish: “Inscribiendome en una escuela para adultos y estoy autorizado para inscribirme al colegio al mismo tiempo.”

  2. New data value added to <enroll_status> to correspond with new response option:

    1. “Z = Enrolling in adult school and authorized to enroll in college at the same time.”

v.6.8.0

Documentation update only: Text specification pertaining to an obsolete validation check removed from College Enrollment Status DED table.

College Enrollment Status: <enroll_status>

  1. Removed old validation check text in the College Enrollment Status data table.

Note: Code was never deployed but DED had been updated in error.

 “If College Enrollment Status is “Enrolling in high school (or lower grades) and college at the same time” and data is present in Colleges Attended section, then applicant is prompted to confirm or correct the responses: “Your College Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.”

“I confirm that I previously attended college while in high school or lower grades.”

v.6.8.0

UI and code changes made to High School Education Level question to comply with SB554 – Adult Special Admit (dual enroll).

High School Education Level: <hs_edu_level>

  1. New response option added to High School Education Level question in English & Spanish:

    1. English:  “Will be enrolled in adult school and authorized to enroll in college at the same time.”

    2. Spanish: ““Inscribiendome en una escuela para adultos y estar autorizado para inscribirse al colegio al mismo tiempo.”

  2. New data value added to <hs_edu_level> to correspond with new response option:

    1. “7 = Will be enrolled in adult school and authorized to enroll in college at the same time”.

  3. New error validation added to <hs_edu_level> field:

    1. If High School Education Level is “Will be enrolled in adult school and authorized to enroll in college at the same time”, then College Enrollment Status must be “Enrolling in adult school and authorized to enroll in college at the same time”, else error message, “Your responses to the College Enrollment Status and High School Education Level questions are contradictory. Please fix one or the other.”

v.6.8.0

Changes to Last High School Attended <hs_attendance> question and data field

Last School Attended: <hs_attendance>

  1. Change to question layout/format from radio button response to dropdown menu.

  2. Revised section/question label text to “Last School Attended”.

  3. Revised Help and error message text from “Last High School Attended” to “Last School Attended” as needed.

  4. Added new data value & response option in English & Spanish (5):

    1. Value: 5 = “I attended an adult school”

    2. English: “I attended an adult school”

    3. Spanish: “Asisti a la escuela de la adultos”

  5. Revised response option for data value #4 FROM: “I did not attend high school and was not homeschooled.” TO:

    1. English: “4 = I did not attend high school or adult school and was not homeschooled.”

    2. Spanish: “4 = No asisti a la escuela preparatoria ni fui educada en casa.”

  6. Added new error validation check to <hs_attendance>: 
    Must be "5 - I attended an adult school" if High School Education Level is "Will be enrolled in adult school and authorized to enroll in college at the same time”; else error message, "Your responses to the High School Education Level and Last School Attended questions are contradictory. Please fix one or the other.”

v.6.8.0

Changes to the (High School) School Finder table which populates:

School Finder

<hs_name>

<hs_city>

  1. Update the conditions that display the School Finder search table to include new adult school value in <hs_attendance>
    TO: "Appears if Country is United States and <hs_attendance> = 1 or = 2 or = 5 - I attended adult school.

  2. Revised the prompt text for the School Finder search table TO: "Enter the name or city of the last school or homeschool you attended. Then make a selection from the list."

  3. Revised the Help information text for School Finder (that appears when user clicks the icon for the school finder) TO, "Please make every effort to find your last school or homeschool using this school finder search field. Begin typing three or more characters of your school name, or the city name, into the search field to display a list of schools that match the criteria. Continue typing to narrow your search results. You may navigate the list using the up and down arrow keys. If your school is not listed, select "My school is not in the list" at the bottom of the list. This field is required."

v.6.8.0

Changes to text in High School: Name

 

Last School Attended / High School Name: <hs_name>

  1. Revised the Help information text for "School or Organization" <hs_name> TO: "Enter the name of your last high school, adult school, or homeschool organization."

v.6.8.0

Changes to text in High School: City

Last School Attended / High School City: <hs_city>

  1. Revised the Help information text for "City" <hs_city> "School or Organization" TO: "Enter the city in which your last high school, adult school, or homeschool organization was located."

v.6.8.0

Changes to Highest Grade Completed question in the High School Transcript Information section

Highest Grade Completed: <highest_grade_completed>

  1. Updated display conditions for Highest Grade Completed to “also display IF the <hs_edu_level> = 7 – Will be enrolled in adult school and authorized to enroll in college at the same time.”

  2. Revised existing response option text from: “Currently enrolled in 9th or lower grade” TO: “Currently enrolled in 9th or lower grade, or no high school at all”

v.6.8.0

Change to College Education Level

College Education Level: <higher_edu_level>

  1. Updated conditions to also display “College Education Level” <higher_edu_level> to:
    ”Display IF College Enrollment Status <enroll_status> is
    "Z = Enrolling in adult school and authorized to enroll in college at the same time."

v.6.8.0

Change display condition for “Number of Colleges Attended”

Number of Colleges Attended: <college_count>

  1. Updated conditions to display “Number of Colleges Attended” <college_count> to also display if College Enrollment Status <enroll_status> is: "Z = Enrolling in adult school and authorized to enroll in college at the same time."

  2. REMOVED the following validation checks from DED which were not removed after code change in 2019:

“Must be ‘None’ if Enrollment Status is ‘First-time student in college (after leaving high school)’ or ‘Enrolling in high school (or lower grade) and college at the same time’; else error message, “Your Enrollment Status and number of colleges attended indicate that you have previously attended college while in high school (or lower grades). If this is true, please check the confirmation box below. If it is not true, please correct your responses as necessary.

[checkbox] I confirm that I previously attended college while in high school or lower grades.” This edit will never get activated because the same edit related to college data present will get triggered first. It is the same confirmation/error message.

Screenshots

Description

Change Summary


College Enrollment Status

Spanish: “Inscribiendome en una escuela para adultos y estoy autorizado para inscribirme en el colegio al mismo tiempo”


Itemized Changes

  1. A new response option was added to the College Enrollment Status question (data field: enroll_status) on the Education page to comply with the recent data reporting change implemented by the CCCCO MIS for SB11. The language implemented for the new response option was suggested and approved by the Chancellor’s Office and the CCCApply Steering/User Group.

    The new response option will display to all users and reads as follows:
    “Enrolling in adult school and authorized to enroll in college at the same time”

    1. Data Value: Z = Adult Special Admi

  2. New data value added to the <enroll_status> field:

    1. "Z = Adult Special Admit" (should align to “Y” per SB11)

  3. Condition: Always display the new response option regardless of age.

  4. Help text has been updated across the College Enrollment Status section where necessary.

  5. MIS Correlation: SB11

Note: All new and revised onscreen text changes have been made in English and Spanish.

See the CCCApply Standard & Noncredit Data Dictionary v.2020.2 for updated data specifications.

High School Education Level

Itemized Changes

  1. New response option added to High School Education Level question on the Education page.

    1. English: “Will be enrolled in adult school and authorized to enroll in college at the same time”

    2. Spanish: “Estara matriculado en una escuela para adultos y autorizado para matricularse en la universidad al mismo tiempo”.

  2. New data value added to <hs_edu_level> field:

    1. "7 = Will be enrolled in adult school and authorized to enroll in college at the same time”

  3. Condition: Always display the new response option regardless of age.

  4. New validation check added to <hs_edu_level>:
    IF <enroll_status> = “Z = Enrolling in adult school and authorized to enroll in college at the same time”
    THEN set/constrain the <hs_edu_level> response to “7 = Will be enrolled in adult school and authorized to enroll in college at the same time.”

  5. Note: Per MIS, 7 = 21000 - Adult Education Special Admit

  6. Help text language has been updated across the High School Education section where necessary.

Note: All new and revised onscreen text changes have been made in English and Spanish.

Last School Attended

Itemized Changes

  1. The Last High School Attended section/question label was revised to: Last School Attended

  2. The format of the question was also changed from radio buttons to a dropdown menu format.

  3. A new response option and data value were added to this data field <hs_attendance> to include an option for adult schools:

    1. Response Option: “I attended an adult school”

    2. 5 = I attended an adult school

  4. The response option text for the data value “4 = I did not attend high school and I was not homeschooled” was revised to accommodate adult schools. The new response option reads: “I did not attend high school or adult school and I was not homeschooled”; however, this text change does not affect its corresponding data value (4).

  5. Help text has been updated across the Last School Attended section where necessary.

Note: All new and revised onscreen text changes have been made in English and Spanish.

School Finder Table

Legislation Details

  • Approved by Governor October 4, 2019: Advanced Scholastic and Vocational Training for Adult School students to attend college

  • Authorizes community college districts overseeing a noncredit Adult Education program to enroll students who are seeking their High School Equivalency as a special part-time student (concurrent enrollment) for up to 11 tuition free units per semester

  • College are credited or reimbursed the apportionment process

  • The intent is to support adult high school equivalency students with a smooth transition from secondary education to college by providing greater exposure to the collegiate atmosphere

  • Assigns a low enrollment priority to special part-time students

Upcoming Changes to CCCApply

  • Three questions on the Education page of the Standard and Noncredit applications are being updated to comply with SB554

  • A new response option is being added to the College Enrollment Status question, and the High School Education Level question, specifically for adult school students who are seeking their High School Equivalency (HSE) as a special part-time student (concurrent enrollment)

  • User interface changes are minimal but necessary to identify adult special admit students

  • Backend data changes are also minimal, with no new or deprecated data fields or changes to your downloads or Glue delivery

  • New data values anChanges align with MIS DED requirements for SB11 and SB15

Changes are being implemented in both the Standard & Noncredit Applications

No new or deprecated data fields are being added; however three existing fields will gain an additional data field value

Data field updates align to MIS DED requirements for SB11 and SB15

Existing school finder service already includes adult schools and continuation schools

Students who select the new adult school special part-time admit options will be presented with the high school transcript questions, including the Highest Grade Completed question

Saddleback College Launch January 2021

  • SB 554 Workgroup Comprised of Multidisciplinary Team

    • District IT

    • Admissions and Records

    • Adult Education

    • CTE

    • Counseling o Marketing

  • Updates to CCCApply

    • Are you pursuing a High School Equivalency Certificate?

    • Please enter your anticipated High School Equivalency completion date (up to 2 years)

    • Assign codes for education status (21) and enrollment status (Y)

    • Permit to register letter and email with link to HSE Special Admission Form

    • Limited to enrolling in approved courses

  • Internal Process

    • Student orientation

    • Assist students with CCCApply

    • Counselors sign the Special Add permit form and create prescriptive course menu

    • Admissions and Records inputs Special Add permit and courses

    • Free High School Equivalency textbook and device loan program

    • Student Support Specialist provides support and link students to campus support

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