2018-16: Add MIS Requirements Fields to CCCApply Downloads

Problem / Issue

Per the recent changes to MIS reporting requirements, announced recently through a memo and webinar from Todd Hoig, CCCCO (March 1, 2018 attached), colleges are calling for the LBGTQ AB620 fields to be added to the Download Client and the CCC Report Center as soon as possible so that colleges can begin reporting this data for Summer 2018 term.

In addition, if the AB620 fields are to be made available and the reporting requirements are changed, the onscreen text that appears to students in CCCApply would need to be amended to accurately disclose who has access to the data and how that data is compiled and used. 

This change request is specifically related to the two AB620 fields (Sexual Orientation, Transgender) and the onscreen language that describes how the data is collected and used. 

MIS was amended to include new reporting elements (SB amended)

• Sexual Orientation (Want added to downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
• Transgender (Want added to the downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
• CCCID - You're already getting this now.
• SSID (maybe needed for the on-boarding process) Need support from the CO (Ask Tim to take the lead on this). 
• Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23 - look at this via DED

Other fields that follow Adult Ed (data elements) - are an intrusive list of questions that will add a great deal of questions to the application

The memo is attached below. Not yet updated on the CO MIS website (should be updated by August 2018)

Consult with Todd Hoig - new elements are required for AEBG, Perkins, and other areas.  So far, CCCApply (via the Tech Center) hasn't received any direction on these changes.

There is a lot of push back from colleges if these are required to be added to CCCApply. 

<< Comments from Michael Q during April 3 meeting: >>
"StrongWorkforce did meet with Tim and provided a heads up that these may be coming. I informed the group that the committee was not necessarily going to put new questions on the application. I was not aware that there were new MIS elements added and the expectation was that the data came from CCCApply. Who said that it needed to come from CCCApply?
Yes"

Questions to the Apply development team (via Tim/Patty)

• How quickly could we get the AB620 fields into the downloads?
• How quickly could we get the AB620 fields into the Report Center?  NOT APPROVED
• If we added these fields into the RC, would colleges be able to run a report going back to November 2017?

Need a way for researchers and admissions to get that data from Report Center (user accounts). 
Need it for the Summer 2018 (so each college needs this data based on their Summer term dates). 

NEED to prepare change requirements
Onscreen language that needs to be reviewed:

• This information is only used for summary demographic reporting.
• Your responses are kept private and secure.
• Providing this information is optional.
• It is not available to admissions personnel and will not be used for a discriminatory purpose.

APPROVED Solution

UPDATE: 4.26.18

Per direction from Vice Chancellor, Omid P., college access to the sensitive and currently encrypted AB620 data fields should NOT be added to the download client or the CCC Report Center, as both instruments have been deemed insecure for transmission of this data.  

The approved solutions are:

1. Deliver CCCApply data (including unecrypted LGBTQ fields) to participating colleges via the Glue College Adaptor (see Solution currently under-development now, below). Development is underway to implement this solution as early as June 29, 2018. 
2. Allow approved researchers access to the data via the new Data Warehouse system, due to be launched in conjunction with the late June release.

Colleges can access the data via the Data Warehouse while integrating the Glue College Adaptor.

For the second part of this request, to update the onscreen text/language of disclosure to students about access and use of the data will be DEFERRED - until the two alternative distribution systems have been implemented to best determine the requirements for update of this text.

Project Glue Support for CCCApply

Executive Summary

Phase 1

The goal of Phase 1 of the Glue Support for CCCApply/OpenCCC project is to securely deliver in real time CCCApply records into a staging table in the College SIS via the Glue College Adaptor. Records will include the entire CCCApply dataset, including unencrypted LGBTQ data fields* and Supplemental Questions. Implementation of this delivery will require data to be stored in an encrypted database table at the college.

Note: The two LGBTQ fields referenced above are:

• Sexual Orientation
• Transgender

We foresee colleges using this dataset in two possible scenarios:

Scenario 1

College continues to use their existing Download Client (DL Client) workflow to manage and process new applications without disruption to existing business processes. The college uses the new College Adaptor dataset to join LGBTQ data via the Application_ID field to applications processed through the Download Client, for storage in the College SIS and MIS reporting purposes.

Scenario 2

College discontinues using the DL Client and uses the staging table data. In this scenario the college would need to point their post processing scripts at the new table and adjust the scripts to consume the newly delivered LGBTQ data. With minor adjustments the scripts would run as before, storing the data in the college SIS or preparing the necessary files for upload.

Phase 2

The second phase of this project will include in scope a complete replacement of the DL Client. This Glue enabled College Adaptor replacement will include the ability for colleges to determine the dataset delivered, and format fields according to SIS requirements, as well as write CCCApply data to the college SIS in real-time. Phase 2 will also include delivery of the International Application and College Promise datasets, as well as logic and processes for adding new fields, deprecating old fields, and changing field data types in CCCApply.

Supporting Documentation