2016-39: Data Sharing Articulation with Californiacolleges.edu and CCCApply - Phased Approach

Objective

CCGI currently works with twenty five school districts across the state which collectively serve upwards of 400,000 6th-12th grade students. Those districts upload student’s academic transcript data into individual student accounts on CaliforniaColleges.edu, and all CCGI legal documentation allows for that data to be shared with institutions of higher education at the point of application.

CCCCO is moving towards the use of multiple measures placement. CCGI would like to push student data through to OpenCCCApply in order to support multiple measures placement, and create additional efficiencies for Admissions and Records staff.

K12 Needs

By articulating CaliforniaColleges.edu with OpenCCCApply, students would be able to launch their application from within their accounts on CaliforniaColleges.edu (as they currently do with the CSU Mentor applications) and the system would automatically migrate over the key demographic and course information to populate OpenCCCApply (current and potential future data fields).

This:
a. Creates an efficiency for students while increasing the accuracy of information received
b. Enables K12 educators to track which students have applied to which campuses both for:
i. Reporting Purposes and
ii. To support “warm handoffs” to the colleges by coordinating with outreach and counseling staff.

CCC Needs:

In future phases (not Phase I) - Through such an articulation, OpenCCCApply could take in the following information from CaliforniaColleges.edu:

1) Student Name
2) Student Address
3) Student Statewide Identifier
4) Foster youth status
5) Completion of three years of high school in California (relevant for AB 540 verification).
6) Courses completed and grades received during all four years of high school

Scope of Data Sharing 

l. Summary of Data Sharing

This exchange of data will (1) provide K12 school districts that partner with CCGl way of tracking confirmed submissions of applications to community Colleges utilizing CCCApply, and (2) provide CCCCO and all Colleges currently utilizing CCCApply, the ability to: a) match SSID to CCCID to ensure a "hard match" of any associated student data and b) receive high School course data from CCGl that can be used to support multiple measures placement or other student-success focused interventions. While the actual data elements to be shared for now are only those data elements set forth in Section ill, it is contemplated that the parties will amend this Scope of Data Sharing in the future to allow the CCGI and the CCCCO to share additional data elements between the agencies.

ll. Justification for Data Sharing

Currently there is no universal data Source where CCCs can access high School transcripts. CCGI current has 400,000 student records in its system and has been growing rapidly during the past few years, making it a significant data Source for multiple measures placement. Additionally, as the primary college planning tool for K12 students, families and educators in California, there is value in enabling K12 educators to track student applications so that they can follow up on the appropriate support for successful matriculation (including but not limited to ensuring students fulfill the requirements for priority registration, and awareness of defined pathway programs

III. Data Elements to be Shared

At the point at which a student launches their CCCApply application from within their account on CaliforniaColleges.edu, CCGI will provide the following information to CCCCO Via an API:

• First Name
• Last Name
• Date of Birth
• Address High School CDS Code of Attendance SSD
• Foster Youth Status Course Data (Phase 1.5)

The CCCCO will then share the following information with the CCGl,

• CCCID
• MIS Code 
• Date of application submission

IV. Technical Specifications Of Data Sharing

Data will be shared using an API to be provided by Butte Technology Center and the CCCApply Vendor.

Proposed Workflow

Beginning in Fall 2017 students will be able to launch their CCCApply applications from within their accounts on CaliforniaColleges.edu, the State of California’s college and career planning platform, which is managed by the California College Guidance Initiative (CCGI). For students within CCGI’s partner districts, students’ K12 unique Identifier (SSID or CalPADS ID) will be linked with their CCCID, thereby enabling a reliable match of records with the correct student. For tens of thousands of students within their partner districts, CCGI has demographic data and four years of transcript data. For all students across the state, the launch of a CCCApply application from within a CaliforniaColleges.edu account will allow application status visibility to High School educators at that student’s school.

CCGI’s data is already accepted as pre-verified for the purposes of admission within the 23 campuses of the California State University system. To inquire about partnership with CCGI contact: collegepartnerships@californiacolleges.org

A student (or HS educator) using a CaliforniaColleges account will be able to track and display the status of all CCC applications for that student.

High Level Process Flow:

• Student clicks Community College Application link in CaliforniaColleges.edu account →  
• Student checks off consent agreement ->
• Student redirected to that college’s OpenCCCApply application (along with uniquely generated non-personally identifiable encrypted key) ->
• Student fills out application ->
• Student submits application to college ->
• Web service at OpenCCCApply securely notifies CaliforniaColleges.edu that the student has completed an application from a specific MIS code

Proposed Timeline

Phase 1:  Track Student Applications Originating at CCGI to the California Community Colleges

Development for phase I includes web service articulation between CCGI and the OpenCCCApply Student Profile service in order to track submitted applications and share data about the K12 applicant. Development, testing, communication and implementation will adhere to the guidelines of the CCCApply annual release cycle. 

Goal is to have development on both sides completed by end of March July (in order to be in-place for CCGI's launch in May August 2017 for Fall 2017 application season). CCC's release plan is to develop as priority work now and have in test environment by beginning of March end of July.

Fall 2016 / Spring 2017

• CCC will define requirements for retrieving, tracking, and storing incoming applications from students originating on CCGI (californiacolleges.edu) website. Development requirements are listed below.
• CCGI will develop API, the secure tokens (keys), student-facing webpages including links to CCC colleges,  security auth specifications, and endpoints .  

Future Implementation Phases

Initially the full implementation called for several phases of development and integration with CCC student data. Per meeting 10/27/16, CCGI will work with CCCTC on Phase I only. Future phases of development will be determined as needed. 

Requirements Summary

Below is a high level summary of requirements for both CCGI and CCCApply. All development work is tracked in JIRA for developers, DevOps, and product management. JIRA ticket numbers are listed below.

Supporting Documentation

Notes from 7 21 16 CCGI - Butte call.docx (Internal Use Only)

Data Sharing Agreement - CCCCO/CCGI (Restricted. Internal Use Only)

FCCC/CCGI & CCCCO Data Sharing MOU (Internal Use Only)