Meeting Notes
Minutes and action items from this meeting have been added directly into each section below. In addition, click here for additional notes taken by Mitch Leahy, Santa Rosa Jr. College..
Online Meeting Information
This meeting will be held online via Zoom.
Date March XX, 2019
Time 1:00 pm - 3:00 pm
Location ONLINE
Agenda
TIME | DESCRIPTION | SPEAKER |
1:00 pm | Roll Call | Leahy |
1:10 pm | Approval of < Date > Minutes | Leahy |
1:15 pm | Update on CCCApply Redesign Workgroup Effort Update on CCCApply Charter & Roadmap for FY 2019 | Donohue |
1:45 pm | CCCApply Project News | Donohue / Coleman |
2:00 pm | 2019 Workshop Update & Planning | Donohue |
2:50 pm | 2019 Meeting Schedule | Committee |
3:00 pm | Close Meeting | Donohue |
Roll Call
2019 Advisory Committee Member Roster
Advisory Committee Members Email List
All Advisory members above are members of the CCCAPPLYSTEERING listserv. Email: cccapplysteering@listserv.cccnext.net
2019 Quarterly Meeting Schedule
NEW Schedule. Reminders and invitations with call-in zoom info will be sent out in advance of each meeting. Mark your calendars now!
Date | Time | Description | Location |
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Wednesday, May 1 | 12:00pm - 2:00pm | CCCApply User Workgroup Meeting - Q2 | 2019 CACCRAO Conference - (Last Day Luncheon) - Room TBD |
Tuesday, August 13 | 1:30pm - 3:30pm | CCCApply User Workgroup Meeting - Q3 | Online |
Tuesday, November 12 | 1:30pm - 3:30pm | CCCApply User Workgroup Meeting - Q4 | Online |
Archive: 2018 Meeting Schedule
CCCApply Redesign Workgroup Update
The Chancellor’s Office, the CCC Technology Center, and the Foundation for California Community Colleges, in collaboration with the community colleges and in partnership with ideas42, are redesigning the CCCApply experience with a student-centered approach in mind.
The CCCApply Redesign Workgroup is being led by CCCCO Vice Chancellor, Omid Pourzanjani. More information about the redesign effort can be found on the CCC Digital Futures website: https://digitalfutures.cccco.edu/
CCCApply Redesign Project
This article appears on the Digital Futures website: CCCApply overhaul to be driven by student-centered design and behavioral sciences
Redesign Workgroup sub-committees
A series of sub-committees within the main workgroup were tasked to review the following issues.
- Non-Credit Application
- Fields & Questions to be removed from the application
- What low-hanging fruit changes have emerged?
- Deployment Schedule
- Update on the Ideas42 Study on CCCApply
- Ongoing study and anticipated recommendations on the Ideas42 CCCApply study is still underway.
- The projected date for the Final Recommendation Report was October 2018.
- As of today's meeting (Thursday, November 29, 2018) communication that the final report has been submitted to the Chancellor's Office has not been relayed to CCCApply product manager.
Feedback from meeting attendees: Information about the scope and nature of this study has not been shared with this Committee (CCCApply User Workgroup) and many of colleges have inquired through the CCC-Admissions listserv regarding the study and the CCCApply Redesign effort in general. The level of unknowns has become a source of frustration across the stakeholders.
SUGGESTION / ACTION ITEM: Patty to submit a request to the Vice Chancellor overseeing the Redesign Workgroup requesting a summary report and FAQ be created and distributed to this CCCApply Users Workgroup and all college users via the CCC-Admissions listserv.
- Project is chancellor’s office driven
- Overall look and feel being revised in response to antidotal feelings from some in the CCC system.
- The goal is to retain information for reporting requirements.
- Patty showed a short-term redesign effort timeline
- September release has been implemented successfully.
- Next release on December 7th Includes:
- Style upgrade
- Updates for expanded race and ethnicity
- Patty presented the extensive list of new ethnicities.
- She also presented the mapping of the new data fields related to ethnicities
- Promise grant revise for 2019-2020
- Report center is at end of life. Currently no additional data elements can be added to the report center at this time. Patty is working with the vendor.
- Language of ethnicity might need to be changed so students know that they are not required to provide their ethnicity.
- Feedback from workshop
- Better descriptions for skill level of hands on training/labs/ activities
- Demos in the morning
- The steering committees role?
- More leadership is needed from the Chancellor’s Office for the workshop
- Patty presented the features of the new non-credit application
- Optional for colleges
- Uses paths based on a question of non-credit or credit classes
- Residency eliminated
- There needs to be discussion about how non-credit apps and students are handled for purposes of residency and enrolling in credit courses.
- There appears to be a residency change field that is unused.
- Binary Gender type needs to be added to CCCApply
- Mitch and Patty will look through change requests in a separate meeting
CCCApply Redesign - Roadmap - FY2019
RELEASE: September 2018 (Deployed)
- Recap CCCApply September 28 Release
- Release notes are posted: Release 6.2.0 Summary Notes
- Communication: Weekly email campaign with links to supplemental information on CCCApply Public Documentation
11.29.18:
- Patty presented the redesign effort timeline for this fiscal year
- September release has been implemented successfully.
- Next release on December 7th Includes:
- Style upgrade
- Updates for expanded race and ethnicity
- Patty presented the extensive list of new ethnicities.
- She also presented the mapping of the new data fields related to ethnicities
- Promise grant revise for 2019-2020
RELEASE: December 7, 2018
Scope
- Race & Ethnicity Expansion Project
- Change Specifications: 2018-18R: New Race & Ethnicity Implementation
- UI Styles & Branding Update - Part 1: Align with MyPath Styles
- 2019-2020 Promise Grant (BOG) Application
Schedule
- Pilot Release - November 20 - Release 6.3.0 Summary Notes now available!
- Production Release - December 7
Documentation
RELEASE: March 2019
- Non-Credit Application Effort
- Review specs for Residency-Exempt Status
- Low-hanging fruit streamlining changes - Part II
- SSN Revision (Pending Deferment)
- Pending Question Revisions
- Residency Page Revisions
- UI Styles & Branding Update - Part 2: New CO Brands
- Updated Standard Application - paper version under-development (Must be ADA compliant & pass accessibility review)
- Pending Approval: Report Center Upgrade
- Pending Approval: Spam Filter UI Enhancements
RELEASE: June 2019
- Requirements for mobile-device/responsive design
- Requirements for Download Client 2.0 (SuperGlue for CCCApply)
- Requirements for the multi-language version
- Requirements for MyPath integration
- Requirements for new Form Generating Engine / back-end micro-services
CCCApply: Project News
- Introduced Jennifer Coleman, Program Director for Core Applications including CCCApply, SuperGlue, MyPath, College Adapter, and other matriculation tools.
- OpenCCC - Project management changes
- New Product Manager, OpenCCC - John Sills
- OpenCCC has separated from the CCCApply project, beginning this current fiscal year.
- OpenCCC is now managed in a different grant initiative: The Shared Infrastructure Grant (Federated Identity, CENIC, other shared infrastructure projects)
- The project has a new work plan and set of goals/objectives, which is no longer tied to CCCApply project including the development team, change management process, etc.
ACTION ITEM: Patty is still transitioning information and on-boarding ownership of the OpenCCC project to the new Product Manager team. However, John will be included in all User Group activities, and we will work together on a communication to this committee and to all CCCApply users regarding the transition in project management and update the field on a similar upcoming OpenCCC Redesign project.
- The project has a new work plan and set of goals/objectives, which is no longer tied to CCCApply project including the development team, change management process, etc.
- CCC Administrator - Core Admin System - also has a new Product manager, John Hadad. Patty is still managing the CCCApply Administrator application that is integrated with the new core admin tool, however the shared common administrator, which includes User management and other shared feature functionality will transition to the new PM, John Hadad.
- CCCApply Project -
- Summary of Scope, Schedule, Budget (Charter draft) under-development for FY2019
- Other Changes: Changes to teams: development teams, support staff, enabling services,
- CCCApply Users Workgroup: Changes to a workgroup model instead of a steering committee. CCCApply will be restructured into a workgroup.
Changes to the Steering Committee - Moving to a Users work group model > group relies on the members to produce outcomes and guidance, versus requirements/approvals. Steering Committee was about governance across system. CO is centralizing these groups, focused on user participation and college end-users.
How does this affect the existing CCCApply Steering Committee?
- Not too much will change - more virtual meetings vs. in-person meetings
- Won't be called "Steering" anymore - new name: CCCApply User Workgroup
- No longer need a quorum for meetings or approvals
- Bylaws & Constitution: No longer structured around a Constitution & Bylaws, but minutes will still be required.
Questions:
Does it make sense to have the Workshop structured and guided by the Steering committee then? (Mitch Leahy)
Answer: We still need guidance from this group on direction/sessions/ tracks
REMINDER - CCCApply Workshop is very popular! New A&R staff rely on this as a way to meet, connect, learn and get information. Last year: almost 300 attendees.
Changes to the traditional Steering Committee model - to a Workgroup model > group relies on the members to produce outcomes and guidance, versus requirements/approvals. Steering Committee was about governance across system. CO is centralizing these groups, focused on user participation and college end-users.
Communication to the Field has been lacking and a problem.
2019 Workshop Planning
UPDATE
Item | Plan | Notes | Action Items | Status |
---|---|---|---|---|
Communication | Use last years Announcement Emails | NEED |
Archive & Parking Lot
Residency Review Sub-Committee - July 25, 2018 - Meeting Recording