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Release Schedule

Description

Date & Time

Release No.

6.4.0

Pilot Release

02.19.19 - 9:00AM PST

Production Release

03.15.19 - 6:00PM PST

Release TypeMaintenance Window | Major Release

Release Scope

DescriptionScope
Applications

CCCApply Standard Application (Apply)
CCCApply International Application (IA)

Changes to Residency LogicNo
Changes to Download ClientYes - (Download Client Jar 6.4.0)
Changes to DocumentationYes - Data Dictionaries & User Guides

Contents


Release Scope  

#Change RequirementApplicationNotes
1CCCApply Redesign Changes - "Low-hanging Fruit - Part 3"CCCApply Standard & International Applications


2

CCCApply Non-Credit Application (Development Phase)

CCCApply Standard Application only
3

Maintenance & Support - Bug Fixes & Technical Enhancements

CCCApply Standard & International Applications

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Release Summary & Strategy

This release is the third deployment of the FY18/19 CCCApply Redesign effort, a joint effort under the guidance of the CCC Chancellor's Office, CCC Foundation and the CCC Technology Center to revise CCCApply application as the XYZ.  Read more about the CCCApply Redesign Project, including the project objectives and project planned release schedule for the first phase of the project (short-term revisions to the existing application) and future long-term plans to rebuild the application (holistic redesign). 

  • Phase 1: Development of the CCCApply Non-Credit Application 
  • CCCApply Redesign: "low-hanging fruit" short-term redesign changes
  • Bug fixes

All Changes Are Backwards Compatible - No Actions Required: All the front-end changes (user interface) and back-end API and database changes ( XYZ ) being implemented in this release are designed to be backwards compatible with your existing Download Client and download files.

Pilot Preview

Due to the short timeline for this release, the Pilot preview period - the period in which our two external-facing CCCApply environments are not aligned, providing colleges user preview and implementation support prior to an upcoming production release - will begin Monday, November 19 through December 7, 2018. The CCCApply Support Services team will be monitoring feedback on the CCCTechnology.info support site and additional online support documentation and training will be available.

Release Schedule & Timeline

  • February 19 - 9:00AM - 1:00PM (Note the Pilot Site will be down during this release).
  • March 15 - 6:00PM - 11:00PM - Production Maintenance Window


Stay Informed!  For all the news, release announcements, updates, and CCCApply System Alerts, follow us on "CCCApply System Alerts" on CCCTechnology.info.


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Changes to the CCCApply Standard Application

The following changes and enhancements were approved and deployed in the 6.4.0 release code.

#
Change Specification
Additional Info
1

CCCApply Redesign: Low-Hanging Fruit #2

Approved changes intended to shorten & streamline the Standard App


A

Revise layout of the Residency page 

See Changes to User Interface section below.

B

Remove/Hide Questions from Special Residency Section Depending on Out-of-State Activity Response

Hide the following questions in the Special Residency section by default for all users

  • Pubic School Employee
  • State College Employee
  • Seasonal Agricultural Worker

See changes to field values in Changes to Downloads below.

See Changes to User Interface section below.


C

Revise  the "Out-of-State Activities" section on the Residency page and add skip logic to Show Special Residency questions



DRevise/Hide Question on the Education pageSee changes to field values in Changes to Downloads below.
2Non-Credit Application (Phase 1: Development)

AImplement a new workflow path in the Standard Application, with no residency questions and does not calculate a preliminary residency determination via the Submission Calculation Service. For students enrolling exclusively in courses in which no credit is given. 

B

Implement new URL exclusively for the Non-Credit path in the Standard Application. Unique for each college, based on MIS code. Replace XXX with college MIS code.

Example:  https://pilot.opencccapply.net/welcome-cccapply?cccMisCode=XXX&nonCredit=True


CRevise the Confirmation numbers and App ID numbers for applications that are started and submitted using the Non-Credit URLFor the purpose of identifying and distinguishing non-credit applications from Standard applications, Non-credit  confirmation numbers and App IDs will have the prefix "NC-" for all applications that are started and submitted through the Non-Credit URL. Example: "NC-4144323"

DHide the Citizenship & Military page in the Non-Credit App/PathSee changes to User Interface below.

EHide the Residency page in the Non-Credit App/PathSee changes to field values in Changes to Downloads below.

FHide questions on the Needs & Interests page in the Non-Credit App/PathSee changes to User Interface below.


  • Hide "Comfortable with English" question
  • Hide "Financial Assistance" question
  • Hide "SSI CalWorks GA" question
  • Hide "Athletic Interest: question
See changes to User Interface below.

GAdd a new "Non-Credit Status" data field to Standard Application and set flag to "True" when the Non-Credit URL is usedSee new data field in Changes to Downloads below.

HAdd new "Integrity Flag 81" data field to the Integrity Flags table (Standard Application) and trigger if applicant applies using the Non-Credit URLWhen Integrity Flag 81 is triggered, admissions office is flagged, "Applicant applied using the Non-Credit Application URL"

IAdd new value to the "Residency Status" field to identify "non-credit / exempt" statusSee changes to field values in Changes to Downloads below.

JExclude Non-Credit App/Path from residency determination logic If the new "non_credit" flag is set to "True" - the application is not put through the Submission Calculation Service and the residency status field is set to "N = non-credit / exempt"

KAdd new value to "Residency Areas" status fields to identify "non-credit / exempt" statusSee changes to field values in Changes to Downloads below.

LAdd logic to allow student's who submitted a Non-Credit application using the Non-Credit URL to re-apply to the same term, same college using the Standard ApplicationRemoved restriction for Non-Credit > Standard Application transition only. 

MImplement auto-population for fields hidden in the Non-Credit Application if student re-applies using the Standard Application within 2 years.Non-Credit students may want/need to re-apply to enroll in credit courses. They should re-apply using the Standard Application to get residency-determination status. 
3Maintenance & Support Changes

AAdd new 6.4.0 fields to CCCApply Administrator Rules module:
  • Non-Credit Status
  • Integrity Flag 81
New fields can now be used in custom college email rules & messages

B

Add new 6.4.0 fields to CCC Report Center to submitted applications domain and Full Application report templates:

  • Non-Credit Status
  • Integrity Flag 81
New fields can now be included in custom college views, reports, charts, and cross-tab reports, and the Full Application reports have been updated.

C

4

Bug Fixes



A











All Changes Are Backwards Compatible - No Actions Required: All the front-end changes (user interface) and back-end API and database changes ( XYZ ) being implemented in this release are designed to be backwards compatible with your existing Download Client and download files.

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Changes to the CCCApply Download Client

 The following data fields have been added or changed in the CCCApply applications. Please see specific data and logic specifications in the updated version of the CCCApply Standard Application Data Dictionary.  For all data specification documents, please see the CCCApply Data Dictionaries and User Guides space.

Update Your Download XML Files: In order to download new or revised data fields, you must first add them to your corresponding CCCApply Format Definitions XML file(s) and update/replace the current jar file with the latest version = transfer-client.jar v.6.4.0 >  For more information, please see the CCCApply Download Client User Guide >  User Guides

New & Changed Data Fields

The table below provides an overview of the new or changed data fields in CCCApply Standard, and "Glue for Apply".

Description

Data Element

TypeValue / Response Options

Format / Length

Allows NullRequired

Notes

Non-Credit Status<non_credit>New Field

1 = True

0 = False

Boolean, 1

Yes

NoOptional; Value set to "True" if applicant applies using the new Non-Credit Application URL; otherwise it is "False"
Confirmation Number<confirmation>Changed Value

IF non_credit=True then
<confirmation> has prefix = "NC-"

StringNoSystemIF an application is submitted using the Non-Credit URL then the value for <confirmation> = "NC-"
Integrity Flag 81<integrity_fg_81>New Field

1 = True

Null

Boolean, 1YesNo

Flag triggered if applicant applies with the new Non-Credit Application URL; otherwise it is blank.

NOTE - this is consistent with how we have all the other integrity flags structured. 

Residency Status<res_status>

New Value

New NC default value = N

1 = resident
2 = possible resident
3 = non-resident
N = non-credit / exempt

bpchar, 1No
Residency status is calculated at submission for Standard Application only. 
For the new Non-Credit Application path (in the Standard Application) if applicant applies using the new Non-Credit URL then:
<non_credit> status is set =True   and
<res_status> status is set ="N"
Residency Area A<res_area_a>New Value

New NC default value = 9

Boolean, 1No
Residency area status defaults to "9" when (non_credit =True)
Residency Area B<res_area_b>New ValueNew NC default value = 9Boolean, 1No
Residency area status defaults to "9" when (non_credit =True)
Residency Area C<res_area_c>New Value

New NC default value = 9

Boolean, 1No
Residency area status defaults to "9" when (non_credit =True)
Residency Area D<res_area_d>New ValueNew NC default value = 9Boolean, 1No
Residency area status defaults to "9" when (non_credit =True)
Declared Residency Outside California for Taxes<ca_outside_tax>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesNo

IF the question is displayed:

  • IF checkbox is NOT empty, value = True
  • IF checkbox IS EMPTY, then value = False

IF question is hidden:

  • Set value = Null


NOTE: IF hidden, such as in the Non-Credit application, then default to NULL

For a standard application, it will default to False, unless the user checks the checkbox.

Declared Residency at a College Outside California<ca_outside_college>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesNoSame as Above.
Registered to Vote Outside California<ca_outside_voted>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesNoSame as Above.
Lawsuit Filed Outside California<ca_outside_lawsuit>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesNoSame as Above.
Public School Employee

<ca_school_employee>

Default value = Null

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesRequired response If appears onscreenRevised page validation; question is only required and shown to the user if they check yes to Out-of-State activity; default is set to null otherwise.
State College Employee<ca_college_employee>

Default value = Null


Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesRequired response If appears onscreenRevised page validation; question is only required and shown to the user if they check yes to Out-of-State activity; default is set to null otherwise.
Seasonal Agricultural Worker

<ca_seasonal_ag>

Default value = Null

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1YesRequired response If appears onscreenRevised page validation; question is only required and shown to the user if they check yes to Out-of-State activity; default is set to null otherwise.
Citizenship Status<citizenship>New Value

Default to value = X when (non_credit = True)

character(1)No

Required to have non-null value in DB.

In the new Non-Credit Application workflow, the Citizenship status question is hidden; value stored = "X"
Military Status<military_status>New Value

New NC default value = X

Default to value = X when (non_credit = True)

character(1)No

Required to have non-null value in DB.

In the new Non-Credit Application workflow, the Military status question is hidden; value stored = "X"

Comfortable with Englishcomfortable_englishAllow Null NC default value = nullBoolean, 1YesNoIn the new Non-Credit Application workflow this question is hidden; value stored = Null
Financial Assistancefinancial_assistanceAllow NullNC default value = nullBoolean, 1YesNoIn the new Non-Credit Application workflow this question is hidden; value stored = Null
TANF-SSI-GAtanf_ssi_gaAllow NullNC default value = nullBoolean, 1YesNoIn the new Non-Credit Application workflow this question is hidden; value stored = Null
Athletic Interest: Intramuralathletic_intramuralAllow NullNC default value = nullBoolean, 1YesRequired response If appears onscreenIn the new Non-Credit Application workflow this question is hidden; value stored = Null
Athletic Interest: Intercollegiateathletic_intercollegiateAllow NullNC default value = nullBoolean, 1YesRequired response If appears onscreenIn the new Non-Credit Application workflow this question is hidden; value stored = Null
Athletic Interest: Noathletic_not_interestedAllow NullNC default value = nullBoolean, 1YesRequired response If appears onscreenIn the new Non-Credit Application workflow this question is hidden; value stored = Null

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Changes to the User Interface

Page / SectionDescriptionCurrent UI StateNew Revised UI StateNotes to Colleges
Residency page

Revise the layout of the Residency page  

Reorder the questions and sections on the Residency Page for all users

  • Switch the positions of the Special Residency Categories section and the Out-Of-State Activities section.

Currently the layout of the Residency page places the Special Residency section in the middle between the California Residence and the Out-of-State Activities sections. This layout prohibits the ability to implement skip logic to streamline the experience for CA residents.

The new order of sections/questions on the Residency page is:

  1. California Residence section (no changes to questions, fields, or logic)
  2. Out-of-State Activities section 
  3. Special Residency section - with specific questions hidden by default.  


This is a layout change and there are no changes required by the college 

  1. (with added skip logic to only Show specific Special Residency questions based on the user's Out-of-State activities and the most recent year is within 2 years of the RDD.
Residency 

Hide three questions in the Special Residency section by default for all users

  • Public School Employee 
  • State College Employee 
  • Seasonal Agricultural Worker 

Add logic to Show the three questions as a group if user selects one or more Out-of-State activities and the most recent year is within 2 years of the RDD.

Currently, all Special Residency questions display to all users in Yes/No radio button format and a response to each question is required.

The Special Residency section now only displays the Homeless Youth Status and Foster Youth Status questions to all users with all existing validation and logic in place. 

If user selects (checks) one or more of the "Out-of-State Activities" with the most recent year of activity is within 2 years of the RDD, then the three hidden special residency questions will display as a group and responses will be required.


Note: The Homeless Youth and the Foster Youth questions ALWAYS display and each requires a response by all users.


College needs to be aware that this field will now allow a null

Note:  In 2018, only 1% of all applicants responded Yes to this question.

Residency

Revise the "Out of State Activities" Section by combining four separate, required questions into one optional question with skip logic to shorten the Special Residency section


Combine the four current "Out-of-State Activity" questions into ONE new question, and change the format of the response options from required, Yes/No radio buttons and set the default to "No".

Currently, the "Out-of-State Activities" section consists of four separate, required, Yes/No questions with conditional "Year" fields that appear if the user answers Yes to any of the specific questions.

The new "Out-of-State Activities" section now contains one question (onscreen text) with four optional checkbox response options (the original four OOS questions, revised).  

"As of <RDD minus 2 years>, have you engaged in any of the following activities? Check each activity that applies."

[checkbox]  I paid taxes outside of California

[checkbox]  I registered to vote outside of California

[checkbox]  I declared residency at a college or university outside of California

[checkbox]  I filed for a lawsuit or divorce outside of California

All existing data fields would persist (no change to data output, downloads, etc.)

There is no change to the text, conditions, logic or data fields for the four, corresponding Out-of-State Activity Year fields section/questions. 

The four Out-of-State Activities questions/fields are now optional (responses are no longer required by default) and the data fields will now accept Null or blank. 


Education

Hide the College Education Level and 
Colleges/Universities Attended questions on the Education page by default for all users


Add logic to the College Enrollment Status question to only show college sections if the user is NOT a first-time in college after leaving high school


Currently, the College Education Level section and the Colleges/Universities Attended sections are required questions/sections that appear to all users on the Education page, even for students who have never attended college in the past. 

The College Education Status and Colleges/Universities Attended sections/questions will not display on the Education page unless the user indicates they have attended one or more colleges in the past.  

If the user selects "first-time in college after leaving high school" option in the College Enrollment Status question, do not show college questions and default field value to Null. 


Non-Credit ApplicationAdd a Prefix to the Confirmation Number for Non-Credit Applications
The Confirmation number (as well as the App_ID) will include a prefix of "NC" if the application is started and submitted using the Non-Credit URL.Example:
NC-4140067
Non-Credit ApplicationThe Residency Page does not appear in the Non-Credit Application path
When a student applies to your college using your Non-Credit URL, the user interface and the user experience will be very similar to the Standard Application but the residency page is not included in the workflow.  No residency page questions are required at the time of submission.
Non-Credit ApplicationThe Citizenship & Military Page does not appear in the Non-Credit Application path
The Citizenship & Military page of questions do not appear in the Non-Credit Application workflow
Non-Credit Application

Question from the Needs & Interests Page do not appear in the Non-Credit Application path:

Main Language:
Are you comfortable reading and writing English?

Financial Assistance:
Are you interested in receiving information about money for college?

Are you receiving TANF/CalWORKs, SSI, or General Assistance?

Athletic Interest:
Are you interested in participating in a sport while attending college?


Several Needs & Interests page questions do not appear in the Non-Credit Application workflow; however, the Programs & Services table DOES APPEAR in the Non-Credit Application workflow as a series of optional checkboxes.
Non-Credit ApplicationAuto-population of Non-Credit Application responses in the Standard Application  


Non-Credit ApplicationQuestions and pages that WILL APPEAR in the Non-Credit Application Path


Non-Credit App








Changes to the International Application

The following changes were approved and implemented in the 6.3.0 release code.

Change Specification
Description
New Data Fields or
Changes to Data Values
Change to Logic




Changes to "Glue for Apply" and SuperGlue College Adapter

NOTE:  Talk to Glue team about whether the race fields from 6.3.0 are being added this time or if they're already added from the last Glue release in January?

Description

Data Field

Format / Length

Required

Notes

Non-Credit Status<non_credit>Boolean (True/False)NoOptional field set to "True" if applicant applies with the new Non-Credit Application URL; otherwise it is "False"
Integrity Flag 81<integrity_fg_81>Boolean (Y/N)NoFlag triggered if applicant applies with the new Non-Credit Application URL; otherwise it is blank.
Race Ethnicity Full

<raceEthnicFull> 

CSV delimited

Maximum Expected Width:  805 characters (201 * 3 character long values + 200 commas + 2 surrounding quote marks for CSV delimiting in the output format)

No

NOT AVAILABLE in the Release 6.3.0. 

Race Ethnicity Full Data in Glue for Apply 

The new Race & Ethnicity values included in this release will be passed directly to colleges using the Glue for Apply feature. However, the new  full Race & Ethnicity field is not yet available through Glue for Apply at this time. An upcoming release of the SuperGlue College Adaptor will include this new data.

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User Acceptance Testing (Pilot)

User acceptance testing and implementation support for this release is focused on the user interface changes deployed as part of the CCCApply Redesign Project - Phase 1. Colleges are encouraged to preview the new implementation in the Pilot Environment on February 15.  For all release announcements and system alerts, please follow "CCCApply System Alerts" on CCCTechnology.info.

Feedback & Resolution Process 

  • Gathering Feedback: Feedback should be categorized as bugs, issues or enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as production release blockers.
  • Reporting Feedback: 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
    • Issues that prevent critical business functions


Preview & Send Us Feedback: During the Pilot preview, your feedback is important to our commitment to continuous improvement. If you find a bug or experience any issues, please let us know by posting in the CCCApply Support category on CCCTechnology.info.


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Data Dictionaries & Release Documentation

The following links point to the most current versions of the CCCApply Data Dictionaries and User Guides.

DescriptionVersion / FILEFormatReleaseDate Published
CCCApply Standard Application Data DictionaryV.2019.1PDFRelease 6.4.002.15.19
Download Client transfer-client-V.6.3.0V.6.4.0.0jarRelease 6.4.002.15.19
2019-2020 CC Promise Grant Data DictionaryCCPG-V2019PDF2019-202011.20.18
CCCApply International Application Data DictionaryV.2019.1PDFRelease 6.4.002.15.19

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