Earlier this year the Chancellor’s Office announced a series of changes to the MIS data reporting requirements and the CCCApply Steering Committee met with them to discuss which of them, if any, directly affect CCCApply.
Below is the detail from the memo dated March 02, 2018 issued from Todd Hoig, Director of Information Systems - with highlights in Purple showing the data fields that affect CCCApply.
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.
SB23 STUDENT-APPRENTICESHIP-STATUS has been amended
- This data will not be collected through CCCApply.
SB34 STUDENT-CCC-ID has been added
- The CCCID field <ccc_id> already exists in the CCCApply data download files and appears for reporting in the CCC Report Center. If your college isn’t already downloading this field, please refer to the CCCApply Standard Application Data Dictionary and the CCCApply Download Client User Guide for details on how to add this field to your application-specific Format Definitions XML files.
SB35 STUDENT-SS-ID has been added
- The SSID field <ssid> is not collected in the CCCApply application; however a data sharing agreement exists between the CDE and CCCApply in a post-submission matching process. This means that after a student submits their application, the post-submission service interacts with the CDE system and attempts to make a match. If a match is made, the CCCID is exchanged with the SSID; however, currently the CCC Technology Center is working with the CDE to amend the agreement to allow colleges to have access to that information which is not currently included in that agreement. We will keep the colleges updated on the status of this amendment.
SB36 STUDENT-TRANSGENDER has been added
- The Transgender field <transgender> is one of two fields added to CCCApply in 2013 as part of the AB620 federal legislation. The field was encrypted as a security precaution, but now is being made available to colleges for reporting purposes in two specific ways:
1) Colleges can download the data field by way of the new phased-approach process of integrating CCCApply with Project Glue, which uses the College Adaptor (Project Glue) 2.5 to facilitate integration of application data with your college’s student information system (SIS). Implementing this special
SB37 STUDENT-SEXUAL-ORIENTATION has been added
- The Sexual Orientation field <sexual_orientation> is one of two fields added to CCCApply in 2013 as part of the AB620 federal legislation. The field was encrypted as a security precaution, but now is being made available to colleges for reporting purposes in two
With the CCC Technology Platform (Project Glue) College Adaptor version 2.5, Colleges can receive a full dataset of a student’s CCCApply data directly to a staging table in their college ERP/SIS. A student’s Apply data will be delivered as soon as their application is complete. The Apply dataset includes unencrypted LGBTQ data that can be used for mandatory reporting to the Chancellor’s office. Delivery of College Promise and International data is not supported in this version of the adaptor, but will be added in the next release. College ERPs supported with the College Adaptor 2.5 Release: Colleague, Banner and PeopleSoft Campus Solutions.
The intent of the Project Glue Support for CCCApply 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 the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.
We foresee colleges using this dataset in two possible scenarios:
Scenario 1: College Continues to Use the CCCApply Download Client as well as the College Adaptor
In this scenario, your college can continue to use your existing CCCApply Download Client (DL Client) workflow to download and process new applications without disruption to existing business processes. The college then uses the new College Adaptor dataset to join AB620 data fields via the Application ID (app_id) to applications downloaded through the Download Client, for storage in your SIS for MIS reporting purposes.
Scenario #1 can also be seen as the first step in a phased-approach to adoption of the College Adaptor (Project Glue) for real-time integration of your CCCApply data with your SIS. |
Scenario 2: College Discontinues using the CCCApply Download Client and adopts the College Adaptor (Project Glue) 2.5 for real-time integration with your SIS
In this scenario, your college would discontinue using the CCCApply Download Client and work with the CCC Technology Center to implement the College Adaptor (Project Glue) 2.5 for real-time integration of your CCCApply dataset with your college SIS. The college would work with the CCC Technology Center to point their post processing scripts at the new secure staging table and adjust their CCCApply scripts to consume the newly delivered CCCApply dataset, storing the data in the college SIS or preparing the necessary files for upload.
What is Project Glue?
The CCC Technology Platform (Project Glue) is the integrations framework for the products of the California Community Colleges Technology Center (CCCTC). Project Glue integrations facilitate data exchange between the system-wide products built by or purchased by the CCCTC for the California Community Colleges system. This includes the following applications:
Canvas Webapp
My Path Enterprise Student Portal
Career Planning Systems
Multiple Measures Student Placement Platform
CCCApply
California Promise Grant Application (BOG)
Accessing Your CCCApply AB620 Data for MIS Reporting
Colleges can obtain their students’ unencrypted AB620 data for MIS reporting in real-time through the CCC Technology Platform’s (Project Glue) College Adaptor. The College Adaptor Release 2.5 supports the Glue for Apply project 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 the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.
Colleges interested in upgrading or installing the College Adaptor 2.5 version in order to receive the unencrypted AB620 data can contact Keith Franco of the CCCTC Enabling Services team: kfranco@ccctechcenter.org
SC Student CalWORKs Data Reporting
A new element has been added.
SC18 ELIGIBILITY-TIME-LIMIT-STATUS has been added
SG Special Populations Data Reporting
An existing element has been amended and eight new elements have been added. The record length has been increased to 60 characters.
SG10 STUDENT-CAA-STATUS has been amended
SG14 STUDENT-ECONOMICALLY-DISADV-STATUS has been added
SG15 STUDENT-EX-OFFENDER-STATUS has been added
SG16 STUDENT-HOMELESS-STATUS has been added
SG17 STUDENT-LONGTERM-UNEMPLOY-STATUS has been added
SG18 STUDENT-CULTURAL-BARRIER-STATUS has been added
SG19 STUDENT-SEASONAL-FARM-WORK-STATUS has been added
SG20 STUDENT-LITERACY-STATUS has been added
SG21 STUDENT-WORK-BASED-LEARNING-STATUS has been added
SF and FA Student Financial Aid Reporting
An existing element has been amended.
SF21 STUDENT-AID-AWARD-TYPE has been amended to allow for reporting of new award types
· New Award Type: GH = Completion Grant (CCCG)
· New Award Type: GI = Cal Grant A
· New Award Type: GJ = Dreamer Grant
· New Award Type: GQ = Equity Grant
· New Award Type: GR = SSSP Grant
SA Student Assessment Data Reporting
A new element has been added.
SA07 STUDENT-EDUCATIONAL-FUNCTION-LEVEL has been added
A webinar has been scheduled to provide information on these changes to the data elements.
CCCCO MIS Update Webinar
Agenda Topics:
· Status and Updates regarding MIS Data Submission
How: CCC Meet and Confer Session
Date: Thursday March 22, 2018
Time: 1:30 pm to 2:30 pm
Pass Code for the Session: 712430
Login instructions:
· Go to www.cccconfer.org
· Click the Participant Log In button under the Meet & Confer logo
· Locate your meeting and click Go
· Fill out the form and enter the password: 712430
Phone instructions:
· Dial the telephone conference line: 1 (888) 886-3951
· Enter your pass code: 712430
If you have questions or concerns, please send them to cccmisedit@cccco.edu