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This UAT Guide is designed to help colleges understand the new CCCApply Race & Ethnicity section changes, implemented in December 2018. 

The following step-by-step guide will help college staff better understand the changes and perform user testing for adding the new (optional) data field to their CCCApply Standard & International download files and begin collecting the new data following the 6.3.0 release (December 7, 2018). 

For detailed information on the change request and corresponding specifications, see 2018-18R: New Race & Ethnicity Implementation 2018.
For detailed information on the research and proposal behind this implementation, see Ethnicity-Ancestry Expansion Proposal
For release notes, see Release 6.3.0 Summary Notes


New Race Ethnicity Full Data Field

One new data field ('race_ethnic_full') has been added to the database to capture all the new race group and ethnicity values; however, we have purposely designed this addition to be seamlessly backwards compatible, which means the field is optional and colleges do not need to make any adjustments to their downloads unless they opt to add the new data field when they are ready. 

UAT GOALS & OBJECTIVES 

User Acceptance Testing (UAT) Step-by-Step Guides help colleges prepare for new features or changes to the CCCApply applications. The new Race & Ethnicity implementation of 2018 includes a changes to the user interface and a new data field to capture all the new race groups and ethnicities that are added to the database. Reminder, no changes were made to the existing data fields; therefore colleges are not required to take any action relative to the new implementation.


The objectives for the Race & Ethnicity 2018 user acceptance testing are:

The objectives for college user testing are:  

  • Ensure colleges are able to download the legacy race group, hispanic, and race ethnicity fields data in the original (unchanged) format by doing nothing to their downloads
  • Ensure colleges can continue to get the legacy data required for MIS reporting;
  • Ensure colleges are able to get the legacy data AND successfully download the new data  <race_ethnic_full>, when they add the new field to their Format XML file and update the jar file
Colleges that want to collect the new data should add the new Race Ethnicity Full data field to their download files and run (replace) the new transfer-client.jar (v.6.3.0.


Participating Colleges

User acceptance testing will be supported across the three main SIS systems. Support is also available for colleges with custom SIS systems. 

Colleges are being solicited to volunteer for this effort.

UAT Success Criteria

For the new Race & Ethnicity changes, our goals for pre-release user testing are:

  • Colleges can continue to download the legacy data fields and formats without taking any action or making any changes to their files for the following fields:
    • hispanic
    • race_group
    • race_ethnic    (CCCApply Standard)
    • race_ethnicity (International) 
  • Colleges are able to add the new data field to their Format XML files, update the transfer-client.jar file (v.6.3.0), and download the new field with the expanded data:
    • race_ethnic_full
  • Colleges are able to get the legacy data fields and formats AND the new field/data 
  • Colleges can still comply with MIS data requirements successfully with the new Race & Ethnicity implementation in place.



Testing in the Pilot Environment

User acceptance testing and implementation support for colleges in the Pilot Environment can begin on November 20 upon the completion of the Pilot deployment activities. 

CCCApply Pilot Environment

/wiki/spaces/PD/pages/131465676


UAT Steps for Colleges

Follow the steps below for successful user acceptance testing:  add the new Race & Ethnicity Full data field to your CCCApply Format Definitions XML file for both Pilot and Production environments.

  1. Log in to your college /wiki/spaces/PD/pages/131465676 and start a new CCCApply Standard application from your My Applications page.

  2. Complete the new application from the Enrollment page to the Needs & Interests page. Continue on to the Demographic Information page.
    1. Note: This includes the Account Information/Mailing, Education, Citizenship/Military, Residency pages.
    2. Complete the Gender/Transgender section;
    3. Complete the Parent/Guardian Education Level;

  3. Review the new Race & Ethnicity layout changes and enter the following information:
    1. Hispanic/Latino question: Select the Yes radio button to expand the Hispanic/Latino sub-categories. Select one or more checkbox options.
    2. Race Group categories: Select one or more of the race group checkboxes to expand the corresponding ethnicity sub-categories.
    3. Click Continue to go to the last page;

  4. Complete the remaining required portions of the application and submit the application 
    1. This includes the Submission page sections: Review App, Consent to Release Information, and Submission
    2. After submission, note the application's Confirmation number (App_id) and your CCCID.

  5. Reference the CCCApply Standard Application Data Dictionary (v.2018.2) Pilot Version
    1. Jump to the Race & Ethnicity section from the Table of Contents (Race Group)
    2. Review the data element specifications for all four Race & Ethnicity section fields:
      1. Hispanic/Latino = <hispanic>
      2. Race Group = <race_group>
      3. Race Ethnicity = <race_ethnic>
      4. Race Ethnicity = <race_ethnicity>  (Note: This field has a different name in the International application) 
      5. NEW Race & Ethnicity Full = <race_ethnic_full>

  6. Add the new Race & Ethnicity FULL field to your Pilot environment Format XML (CCCApply Standard & International files must be updated separately)
    1. Follow the data specs for <race_ethnic_full> in the updated DED (CCCApply Standard Data Dictionary (v.6.3.0)
    2. For CCCApply & International: The new data field has the same name for both application:  <race_ethnic_full>
    3. For help updating your Format Definition file, see the CCCApply Download Client User Guide

  7. Update your existing Download Client Jar File with new version (v.6.3.0)
    1. Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.3.0).
      1. NOTE: The 'transfer-client.jar" file is the same as the Download Client Jar file.
      2. Refer to the Download Client User Guide for instructions on replacing and running the Jar file for each application in each environment (Pilot and Production).
    2. Run a test download Job in the Pilot environment.

  8. Repeat the process for the Production environment.


Repeat this process for your Production application after the production release on December 7, 2018. 


Data Field Specifications & Mapping



Feedback & Resolution Process

  • Feedback should be categorized as bugs and enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
  • Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
    • Any identified bugs with severity and priority 
    • Enhancement requests with priority identified



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