Request No. | 2018-24 |
---|---|
Date of Request | 7.06.18 Revised 10-11-18 |
Requester | Patty Donohue CCCApply Redesign Workgroup CCCApply Steering Committee |
Application(s) | CCCApply (Phase 1) |
Section / Page | Branch at the Enrollment page |
Approval Status | TBD |
Proposed Change to Download File | Yes |
Proposed Change to Residency Logic | Yes |
Need
Implement a path in CCCApply for "non-credit" students, exempt from residency determination
Existing law requires each student to be classified as a resident or nonresident at a California community college [for instruction provided to the student at the CCCs].
The recently passed Assembly Bill 3101 (AB3101) would exempt a student seeking to enroll exclusively in career development and college preparation courses, and other courses for which no credit is given, from community college residency classification requirements.
The application therefore needs to be updated to exempt non-credit students from the residency determination, and only collect data that is required by the federal gov, state law, or that is otherwise necessary at the time of application.
Proposed Solution
The goal of the CCCApply Redesign Workgroup is to implement a solution by March 1, 2019 - possibly a short-term solution until the next version of CCCApply is developed (tentative TBD 2020 release) in order to support students applying for Fall 2019 classes. The Workgroup put together a sub-committee to review which questions were no longer required now that residency determination is no longer required for non-credit students. One such meeting was held on October 11, 2018, which reviewed the language in the assembly bill and the objectives of the Workgroup. The change requirements that resulted from one or more meetings are outlined (detailed) in the Change Requirements section below.
Additional Information
Change Requirements
(The following change requests were approved 10.26.18 by the CCCApply Redesign Workgroup.)
- The CCCApply Standard Application should be used for all students: Credit and Non-Credit
- Revise the CCCApply Standard application to include two workflow paths, one that determines residency (Standard Credit) and one that is exempt from residency determination (Non-Credit)
The two workflow paths would be: - Standard Credit Path (includes residency determination) - For students seeking college credits for courses taken at a California community college.
For all intents and purposes, this is the current Standard application - including all existing logic, services, field and error validation, pre- and post-submission services and processes (no change to the residency algorithm submission calculation service).
To comply with AB3101, some questions/fields in OpenCCC and the Standard Application will be removed, revised, or hidden via skip logic, in order to ONLY collect data that is required by the federal government, state law, or that is otherwise required during the application process. These changes will be specified in a separate change request(2018-38: Questions to be revised or removed to comply with AB3101) - Non-Credit Path: (does not include residency determination) - For students seeking to enroll exclusively in career development and college preparation courses, and other courses for which NO credit is given, this "path" is a variation of the Standard Application - accessed from a separate, unique URL - that uses skip logic to hide pages and questions, and collects only the data required by the federal government, state law, or that is otherwise necessary to uniquely identify the student during the application process.
To comply with AB3101, this path will bypass/exempt the student from residency determination, including the residency submission calculation service, and only display a set of questions that are required by the federal government, state law, or that are otherwise necessary to uniquely identify the student, during the application process. - The Standard "Credit" path will function exactly like the current, existing Standard application; no significant changes have been identified for the existing, residency path
- If the applicant intends to enroll in one or more college credit course(s), they will use the existing college-branded application URL (or the generic, unauthenticated version via MyPath). and complete all questions required to determine California residency; and questions required by the federal government, state law, and other necessary requirements;
- The Standard "Credit" workflow path will not change how it calculates the residency status implemented today;
- The Standard "Credit" workflow path will not change any post-submissions processes, web services, calculations (residency, AB540, financial aid) etc.
- NOTE: All proposed changes to the Standard "Credit" path will be detailed in (2018-38: Questions to be revised or removed to comply with AB3101)
- The Non-Credit pathSHOULDinclude the following questions required by state, local & federal mandates, as well as questions required to identify the student
- All questions in the OpenCCC Account would be required to identify the student at the college, for OpenCCC account creation (CCCID) and account recovery, for federal IRS requirement
- All questions on the Enrollment page (Term, Ed Goal, and Major) would be required - as well as the new qualifying Non-Credit Status question
- All questions on the Account Info/Mailing page would be required - including the "Dependency Status" (Minors) question
- All questions on the Education page would be required*
- All questions on the Demographic Information page would be required
- All questions on the Review, Consent & Submit page would be required
- The Non-Credit pathSHOULD NOTinclude the following questions required exclusively to determine residency, or that are not required at the time of application
- The Citizenship & Military page should be removed completely - (all questions in the Citizenship section)
- The Residency page should be removed completely - (all questions in the Military Status section)
- The following questions should be removed from the Needs & Interests page:
- Main Language section: Are you comfortable reading and writing English?
- Financial Assistance section:
- Are you interested in receiving information about money for college?
- Are you receiving TANF/CalWORKs, SSI, or General Assistance?
- Athletic Interest set of fields:
- Are you interested in participating in a sport while attending college?
- Yes, I am interested in participating in one or more sports, including the possibility of participating of playing on an intra-collegiate team.
- Yes, I am interested in intramural or club sports, but not in playing on an intercollegiate team.
- No, I am not interested in participating in a sport (beyond taking a P.E. classes).
- Are you interested in participating in a sport while attending college?
- To comply with the new residency exemption for Non-credit students in AB3101 - revise the Residency Status fieldto include a value for "exempt" status
- Add a new value to the Residency Status field <res_status> for the "non-credit / exempt" status (= exempt from residency determination) TBD
- Suggestion: Add a value to the existing download values <res_status = N or = 0 (zero)>
- Ensure all applicants via the "Non-Credit Application" default to the exempt status
DO WE NEED A NEW "CREDIT STATUS" field after all? This may be needed to trigger the logic to allow a non-credit applicant to reapply as a credit applicant and auto-populate previously
- Add a new Integrity Flag (81) for "Non-Credit / Residency Exempt"-
- Upon submission of application, IF "Non-Credit Status" = Yes (or indicates the student was exempted from residency determination) then set new flag 81 on Table G
- Flag 81 will indicate that the res_status field is set to "non-credit/exempt" value
- Implement logic to allow a non-credit status student to re-apply to the same term, same college using CCCApply, if they plan to transition from NC to Credit status
NOTE: Currently - CCCApply does not allow an applicant to submit more than one application to the same Term at the same college. For this proposal to work, we'd need to allow this process (be able to submit another application).- Implement logic in CCCApply to allow anon-credit student ONLY to re-apply (submit another application) to the same college for the same Term in order to transition from "Non-Credit" status to "Credit" status (in order to change their intention to exclusively enroll in non-credit courses).
- Worded another way: Restrict Credit status applicant from re-applying to the same term, same college
- Logic should be in place to prevent a duplicate status from being submitted (for example, if first application was for Non-Credit, they should only re-apply as a Credit status)
- Should we constrain this to only changing NC to Credit -
- Don't allow a duplicate Credit application to be submitted
- Implement ability to change the "Non-Credit Status" value in the <res_status> db
- The response to the qualifying question will set the student on the standard credit workflow path, displaying all
- The re-application will require the student to answer required questions to determine residency, but will auto-populate all previously submitted responses during the non-credit path
- Implement logic in CCCApply to allow anon-credit student ONLY to re-apply (submit another application) to the same college for the same Term in order to transition from "Non-Credit" status to "Credit" status (in order to change their intention to exclusively enroll in non-credit courses).
Notes on Requirements
- This overall proposal has been approved by Omid on 10.26.18 - but the small details need to be identified, approved
- By implementing the new Non-Credit workflow via separate URL process, we will
Additional Requirements & Considerations
Workflow Considerations
The bullets below include additional requirements and considerations that need to be included in the overall implementation. Can you think of any other ones?
ENSURE THAT....
- The "Non-Credit Application" - needs an official name and we need to identify the URL
- Each college must have a unique URL
- Colleges need to be able to easily identify that the student completed the NC path in their downloads/reports
- We need to figure out any/all download client issues
- The Non-Credit path should still function and adhere to all existing CCCApply standard application pre- and post-submission functionality, logic, and processes; such as:
- All applications should still start the same way as they do today - from the My Applications page (started or resumed) or auto-direct from Account Creation (new Account applicants)
- All applications must be able to be Saved and Resumed at any time
- Resumed from the My Applications page
- Must still be auto-populated when a returning applicant starts a new application in CCCApply within 2 years of last application submitted
- Adhere to all post-submission pages, processes, web services, and activities
- Auto-populated from previously submitted application data
NOTE: The bullets below were considerations for the previous proposal, before the approved plan to have a separate URL. Some of these may not make sense anymore, but let's work through each one and cancel out whatever we don't need.
Considerations for students on the NC workflow path...
- Must still see and respond to the Review App / "Consent to Release Information" / Submit page
- Must still go through the Electronic Signature process (VERY important)
- Must still Submit their application
- Must still see the Confirmation page with all existing confirmation data (CCCID, confirmation number, etc.)
- Must still see the Student Satisfaction Survey
- Must still see the Special Links & Opportunities page (TBD)
- Must still be redirected into MyPath if college has adopted MyPath
- Must still be routed through the Spam Filter web service and all other integrated post-submission web services (CCGI, CDE, student profile, etc.)
- Must be included in the Download Client, Super Glue Jar files and all data must appear in the Report Center
- Must still integrate with the CCCApply Administrator for the configuration of custom Terms, Majors, Major Categories, Spam Filter, Reset Downloads
- Must still appear in the Submitted Applications and/or Resume Your Application tables in the My Applications page
Implementation & Communication Requirements
The bullets below represent requirements that should be considered for communicating this change to colleges and the system overall. Can you think of any other ones?
- Communication with SIS vendors is CRITICAL - We must have a plan in place by end of November to get their buy-in.
- Communication with colleges is CRITICAL - We must have a plan in place by end of November to get their buy-in.
- Colleges MUST be informed about this impending change ASAP - We must have a plan in place by end of November to get their buy-in.
Sub-Committee Meetings
Meeting Date | Notes | ||
---|---|---|---|
10.26.18 Workgroup meeting | The proposal to add the new "Course Credit Status" question to the Enrollment page, asking students to "self-identify" their course credit status (credit vs. non-credit) was DEFERRED by the committee After presenting the proposal (see full copy of the proposal here: /wiki/spaces/PD/pages/808648705 - the subcommittee heard feedback from the participants. First, Omid and the Workgroup approved the proposal and we were discussing options for the question language and additional requirements, then Tim Calhoon suggested an alternative iterative solution to implement the "path" of questions and residency status changes, etc. via a separate URL instead of having the additional question added. His rationale was that most colleges with non-credit application processes outside of using CCCApply as-is, are not having students self-identify, but rather they are guiding the student to the paper app or non-credit online process through a lab or other advisory session. Therefore, we should not rush into a self-identifying process at this time and just move forward with the rest of the proposal (i.e., the non-credit path of questions and special residency-exempt status, etc.). Also, this will allow Patty to work with the Ideas42 team (Harrison) to research the best approach and language for a question after engaging students via focus group, mock-ups, etc. The Workgroup committee approved this new approach. Next Steps: Patty to work with Harrison on whether self-identification would work for students and how best to implement that process. Patty will also work with Harrison on a mock-up of the "path" in order to try it out with students. | ||
9.14.18 Workgroup Meeting: |
See the shared Google doc notes from 9.14.18 Workgroup meeting: https://docs.google.com/document/d/10b6RYMhoLnLPMs2axePDrYZfoYhsPYeKBPS9BsqZ1fo/edit | ||
10.11.18 Sub-Committee Discussion | Zoom Chat transcript: 16:07:39 From Mitch Leahy : One thing we will need answered before we revise the app: if non-credit students do not have to complete residency, are they prevented from taking credit courses WITHOUT completing a credit application first? 16:10:25 From Alejandra Pena : Will this presentation be sent via email as well 16:10:37 From Mitch Leahy : Another thing- if we use the same app for both credit and non-credit, we need to give non-credit the ability to submit a credit app for the same term after they previously applied for non-credit. 16:12:03 From Mitch Leahy : If SIS systems are not prepared for credit and non-credit apps, credit students could be self selecting as non-credit students. Then, they could be enrolling in credit courses without having residency collected. 16:55:29 From Ali Salinas (Riverside City) : Can that question be asked before the Ed Goal, so it can then filter the ed goal so it only displays non-credit ed goals? 16:57:10 From Ali Salinas (Riverside City) : I agree. The Y/N question needs to show for everyone. 17:06:20 From Ali Salinas (Riverside City) : Ed goal won't work. 17:09:11 From Ali Salinas (Riverside City) : Thanks, Patty! 17:09:36 From Alejandra Pena : Thank you 17:09:47 From Patty Donohue : Thank you ALL! |
Sub-Committee Action Items
NOTE: On Friday, October 12 - Patty met with Mitch Leahy from Santa Rosa College, who was copied on the email message from Leigh Ann Unger. He suggested the following revision to her question language:
What is your immediate goal for attending college?
To enroll in college credit course(s)To enroll in college credit course(s) while enrolled in high school or adult studentTo enroll in college courses for Pass / No Pass (no units)To enroll exclusively in free non-credit course(s) to improve my skills and/or prepare myself for college level coursework
Confirm the questions that should and should NOT be displayed in each workflow path.
Per the sub-committee discussion on Thursday, October 11, the following pages could be removed completely for Non-Credit Path:
- Citizenship/Military
- Residency
During the sub-committee meeting, we reviewed each page in the Standard Application and specifically discussed the questions that have been pegged to be removed (not confirmed) by the Workgroup.
- They agreed that all questions on the Enrollment page should remain and SHOULD be collected for both Credit and Non-Credit students (all applicants)
- They strongly believe that all the questions on the Education page remain and SHOULD be collected for both Credit and Non-Credit students.
- They agreed that the Citizenship/Military page is totally related to residency and therefore could be removed from the Non-Credit path.
- They agreed that the Residency page could be removed from the Non-Credit path.
- They agree that there are several questions on the Needs & Interest page that could be removed.
- They agree that all questions on the Demographic Info page must remain and SHOULD be collected for both Credit and Non-Credit students.
All questions to be removed or revised should be reviewed with Ideas42 team prior to implementation.
Allow the Steering Committee to help to gather & approve these requirements, look for missing links, identify all the use cases, and explore all the implications and unanswered questions around the new AB3101 legislation, it's important that we hear from you to ensure we are combining your collective expertise before making this significant change to CCCApply.
Sub-Committee Minutes: 10/11/18 Change Request
(Remember - the details below were DEFERRED for the first iterative implementation.)
Hello,
Thank you to everyone who attended the CCCApply Non-Credit meeting last Thursday, October 11. (Please forward this to anyone that I missed who either attended or responded.)
Notes from Workgroup Meeting 10.26.18
Proposal to implement new "self-identifying" question (Course Credit Status) was DEFERRED. See notes in the Sub-Committee Meeting Notes section below for details and Next Steps. See /wiki/spaces/PD/pages/808648705
Feedback from Sub-Committee Members
<< F/U response from Leigh Ann Unger, Rio Hondo College - 10/11/18 >>
Patty,
Thank you for your work on all of this. I know it isn’t an easy task and I want you to know we value you and the work that you do.
I have a few thoughts, take them or leave them, I’m just trying to think outside the box.
- There was already a lot of “you can’t take that off, we use that” being said yesterday. We have all grown accustom to using the data that is on the application. We are all going to have to learn to change and it isn’t easy.
As I see it, we need to answer two questions when looking to remove a question from the application;
- Is it a mandated question; if yes, then it needs to stay, if not then go to question 2
- Can we identify the student and distinguish him/her from others without that specific information? If yes, we really don’t need the question, even though we may want to keep it.
I know we are in need of removing questions, but what about adding one that will help filter out the questions that are needed for different audiences? Something like:
- What are your goals in the term for which you are applying?
- Enrolling in noncredit course(s) to improve my skills and/or prepare myself for college level coursework
- Enrolling in college credit course(s) while enrolled in high school or adult student
- Enrolling in college credit course(s)
This would not replace the Ed Goal question. That question would still appear for those who are going to take college credit courses.
When we are ready to go live with the new version of the application with the noncredit adjustments, I think it would be important to share that this is a temporary fix. That we will be looking into a separate noncredit application in the future. However, in the time allowed it was not possible to develop a new application.
Leigh Ann
Leigh Ann Unger, MBA
Director of Admissions and Records/Registrar
<< End F/U response email >>
Assembly Bill 3101
Key Points:
Existing law requires each student to be classified as a resident or nonresident at a California community college [for instruction provided to the student at the CCCs]
AB3101 calls to revise the [CCCApply] process so that only data that is required by the federal gov, state law, or that is otherwise necessary...be collected during the process.
And...to the extent that data can be collected from the student at a later time, to delay the collection of that data until after the student has applied to a community college.
[AB3101] would exempt a student seeking to enroll exclusively in career development and college preparation courses, and other courses for which no credit is given...
from community college residency classification requirements
AB-3101, Carrillo. Community colleges.
Vote: majority Appropriation: no Fiscal Committee: yes Local Program: yes
Supporting Documentation
April 2018: Response to AB3101 (before it passed)
Letter to Governor AB 3101 (Carrillo) - Request for Signature.pdf
/wiki/spaces/OPENAPPLY/pages/723812439
/wiki/spaces/OPENAPPLY/pages/723779690
More: CCCApply Low-Hanging Fruit 2018 Slide deck
See pages, docs & sections dedicated to the Redesign efforts
See "CCCApply Redesign Project" summary and Google drive for ongoing effort to support AB3101
Challenge to create a question that can identify this population
What is your goal in attending college? Approach
See Title V - 55022, 55023 (see Chapter 6, Subchapter 1 )
Q. Do I need a Certificate of Residence to register for a noncredit course? A. No. However, you will need photo identification other than a passport.
Q. Do I get units for noncredit classes? A. No.
Q.
Q. Do I get grades for noncredit classes? A. Yes. Upon completion of a course, students will receive a grade of pass or no pass.
Q. Can I enroll in a noncredit class and later transfer that course towards a credit certificate? A. No.
Q. How much does a noncredit certificate cost? A. There is no tuition for noncredit courses. However, a few courses include a fee for materials provided to students. Students are also responsible for the purchase of books and supplies.
Q. Do I need to apply for admission to the college? A. For noncredit courses, admission to the college as a credit student is not required. There is a short form for noncredit admission.
Title 5 = 55023