2018-16: Add MIS Requirements Fields to CCCApply

Problem / Issue

Per the recent MIS reporting requirements recently mandated by the CCCCO MIS division (see Memo 3.01.18), CCCApply is being asked to comply with certain requirements regarding data fields that are currently either not being collected, or are being collected but are currently restricted from download (restricted from access) to the CCC colleges based on data sharing agreement restrictions or existing data handling security concerns. Several of the new reporting requirements include adding or amending CCCApply in some way, or will require CCCApply to make previously restricted data fields (AB620) available, or may require CCCApply to actually remove questions - assuming the data can be collected at different points in the matriculation process. These data requirements and solutions are currently being reviewed and approved by the CCCApply Steering Committee, the CCCCO, and the CCC Tech Center.

This change request captures details pertaining to the MIS requirements listed below:

CCCApply should be revised to comply with MIS reporting requirements outlined in the Memo 03.01.18, which include the elements below:

• Sexual Orientation (See Approved Change Solution: 2018-20: Make AB620 Data Fields Available to Colleges Using Project Glue)
• Transgender  (See Approved Change Solution: 2018-20: Make AB620 Data Fields Available to Colleges Using Project Glue)
• CCCID - NOTE:  Colleges are already downloading this field through CCCApply now. 
• SSID (NOTE:  Currently this field is restricted from access/download via CCCApply per a data sharing agreement with the CDE. However, this agreement is currently being reviewed and petitioned to be revised in order to comply with MIS and new CCGI + MMAP web service agreement, currently under-development.) 
• Apprenticeship status (NOTE:  This field is being reviewed by Steering and the CO to better understand if CCCApply is the best vehicle to collect and store this data. See below for details. )
• 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

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"

Other Required Data 

SB Student Basic Data Reporting

An existing element has been amended and four new elements have been added. The record length has been increased to 230 characters.

1. SB23 STUDENT-APPRENTICESHIP-STATUS has been amended
2. SB34 STUDENT-CCC-ID has been added
3. SB35 STUDENT-SS-ID has been added
4. SB36 STUDENT-TRANSGENDER has been added
5. SB37 STUDENT-SEXUAL-ORIENTATION has been added

SC Student CalWORKs Data Reporting

A new element has been added.

SC18 ELIGIBILITY-TIME-LIMIT-STATUS has been added

SG Special Populations Data Reporting

SF and FA Student Financial Aid Reporting

An existing element has been amended.

SA Student Assessment Data Reporting

• SA07 STUDENT-EDUCATIONAL-FUNCTION-LEVEL has been added

APPROVED Solution

This is yet to be determined.  

Questions for Steering Review:

1. What additional data fields are required beyond the bulleted list above?
2. How will the Apprenticeship data be collected?
3. Is CCCApply the best avenue to collect this data?

Supporting Documentation

memo180302.docx

fwccccomisupdate.zip

SB35.pdf