CCCApply User Group - Meeting Agenda - March 28, 2019

Michael Q's 2019 New role - Dean of Integration & Guided Pathways at the CCCCO

Replacement - Elena Alcala - CCCCO

Below are questions and answers from the Zoom meeting's Chat window. Personal conversations and the roll call were removed.

13:13:58 From Olivia (Alvarado - LACCD) : what is the eta for the multiple measures MOU?

13:15:08 From Jennifer Coleman : The MOU is now out for signatures. We are hoping that is complete in the next week or so.
13:16:43 From Jennifer Coleman : Once the MOU is finalized, MMPS is ready to use. Pilot colleges have been testing data delivery, and other colleges are getting set-up with SuperGlue in order to begin using the tool as soon as it is available.

13:15:40 From Josh Rosales : What is required of the local ITS staff to implement SuperGlue?

Patty's Response:  Josh, I have asked Jane Linder to contact you with information for your ITS team.  Alternately, please feel free to contact her at jlinder@ccctechcenter.org

13:17:37 From Olivia : Where can we find a list of the SuperGlue pilot colleges?

Response:  Please see the full list of SuperGlue pilot colleges, pasted in the section below.

13:38:21 From Ali Salinas (Riverside City College) : Patty, do these figures exclude the time needed to create an OpenCCC account?

Response:  This question is in reference to a slide that was presented - showing the latest "Time to Completion" report and the numbers (average, mean, median) 

13:43:15 From Olivia : Hi Patty. Is there a statistical report for abandoned applications?

Response:  An analysis was done in 2016 by a data analyst contracted by the CCC Technology Center to do a series of analyses on our LTD OpenCCCApply data. Time to Completion was one of the analyses done. 

13:44:48 From Jane Linder : Colleges live on SuperGlue report:

13:51:41 From Chris Truong - Santa Ana College to Patty Donohue (Privately) : Hi Patty. I am interested in seeing the residency changes. Thank you.

Response: XYX

14:02:44 From Michael Ward : When viewing the Majors, will there be a way to filter the view to only show credit, or only show non-credit, or all majors?

Response:  This question was asked during a discussion about one of the new feature enhancements currently underway to support the new Noncredit Application in CCCApply. The feature enhancement is this: "Implement the ability to display different "Intended majors/Programs of study" in the Noncredit Application vs. the Standard Application".  This feature will add a toggle in the "Add/Edit Majors" modal in the Administrator, allowing colleges to identify which application each major/program of study should appear in: Standard, Noncredit, or Both.  

For more information about the Noncredit Application currently being piloted by 10 districts through June 2019, see:  Noncredit Application - Project Dashboard for all product information links, pilot project meeting minutes, and implementation information checklists.

14:06:55 From Paulette Lino : Yes - i would like Andy Newman's contact info please

14:04:43 From Jane Linder : Email for Enabling Services if your college wants to install SuperGlue or “turn on” specific datasets for delivery (like Glue for Apply or Multiple Measures data)
14:04:45 From Jane Linder : Andy Newman, anewman@ccctechcenter.org.  Andy is the head of Enabling Services and will get your request to the Customer Relationship Manager for your college 

14:11:38 From Michael Ward : Our credit versus non-credit have completely different terms with different start and end dates.

Response: This sounds like a new change request that may need to be added to the Noncredit Application. Patty will add this to the agenda for the next Noncredit Pilot meeting on April 12.

Enhance Parent/Guardian Information Question in CCCApply?
The chat posts below pertain to a discussion about whether the Parent/Guardian Information question - which appears only to minors in CCCApply to determine their dependency status for the purpose of determining their residency status - should be further enhanced to reduce the number of students who are confused by the question now and selecting the response, "One of the statements below is true about me:" because they don't understand the question, or the current layout is creating confusion.  

14:39:46 From Mitch Leahy : Idea for the parent guardian question- reverse the order. Present the parent info by default and have the student select that they don’t have their parent information.
14:12:23 From Paulette Lino : I like Michelle's vision. It makes sense.

Response:  This suggestion will be added to the Parking Lot to be discussed during the next CCCApply User Group meeting. The request will be researched and groomed for review.

Thanks!
14:40:01 From Pamela Mery to Patty Donohue (Privately) : Thank you for everything you've been doing, Patty. Lots going on. Absorbing all the info.

Add DACA to Citizenship Status Question in CCCApply?
The chat posts below pertain to a discussion about whether DACA should be added to the Citizenship Status options in CCCApply. 

14:56:27 From Ali Salinas (Riverside City College) : Just to play devil's advocate - there has been concern within our district about students not wanting to identify as DACA given the current political climate, so we opt to not use anything in our SIS to identify a student as DACA.
14:59:07 From Paulette Lino : good point Ali. Would colleges have the option to not use this function for DACA?
15:00:11 From Paulette Lino : Chabot is a sanctuary school and it may be an issue if this gets implemented. I agree with Ali that we have students not wanting to identify as DACA
15:02:15 From Betty Glyer Culver : I would like to support Ali's concern/questions and suggest we consider further followup regarding DACA. Do we need further review on this from a legal perspective related to identifying a student as DACA in our SIS. maybe the option to not use as suggested.

Response:  Thank you Ali, Betty and Paulette.  This is a perfect example of why this committee is so valuable to the system overall, and why we need experts like you to ensure all sides of issues are considered before adding or removing questions to the application. 

Can I would like to suggest that you three take the lead on this issue and determine the best way to move forward with this issue.
Could you please review this change from a needs perspective and bring back to this group your findings?

15:02:20 From Mitch Leahy : Here it is: https://cccnext.jira.com/wiki/spaces/PD/pages/855999167/CCCApply+Advisory+Committee+-+Meeting+Agenda+-+March+28+2019?preview=/855999167/855967601/2018_Residency_Overview_Document_FINAL.pdf

Dual Enrollment
The Chat posts below pertain to a short discussion about how CCCApply could be enhanced to support Dual Enrollment better.

15:05:58 From Betty Glyer Culver : Perhaps bring in some folks working on concurrent enrollment programs to gather their input.
15:06:11 From Betty Glyer Culver : I meant dual enrollment.
15:06:19 From Patty Donohue : Good point, Betty.
15:06:49 From Betty Glyer Culver : I can get a rep from Los Rios once we enter the discussion....
15:07:51 From Chris Truong - Santa Ana College to Patty Donohue (Privately) : Hi Patty. I can refer a staff member who oversees Dual Enrollment at SAC to join the group for her input. Let me know. Thank you.
15:08:12 From Patty Donohue to Chris Truong - Santa Ana College (Privately) : Thank you!
15:10:31 From Anna Salazar - EAST : Anna at EAST/LACCD I work with dual enrollment. Perhaps hide questions that dual enrollment students do not have to answer

Patty will follow-up with Anna, Chris, and Betty to follow up on their offers to connect with specialists in the area of Dual Enrollment and invite them to participate in discussing this issue further.

If anyone else has any suggestions regarding how we can enhance CCCApply to better support dual enrollment students, please contact Patty Donohue, pdonohue@ccctechcenter.org.

NEW Schedule.  Reminders and invitations with call-in zoom info will be sent out in advance of each meeting.  Mark your calendars now!

Student Success Product Group - Jennifer Coleman, Director

Jennifer Coleman provided an update on the CCCTC  Programs Director, provided an update on the "Core Applications" suite of on-boarding tools that make up the Student Success division of the CCC Technology Center.  The Student Success applications include:

• CCCApply
• OpenCCC
• MyPath
• Multiple Measures Initiative
• eTranscripts 
• SuperGlue

Unifying Student Success Products

At the start of the 2018-19 fiscal year, the funding structure for the three primary technology grants (OEI, EPI, and CAI) that were awarded to the Tech Center in 2013-14, changed, which allowed us the opportunity to re-focus the vision for our student-centric, on-boarding services more globally, from the student and faculty/staff perspectives. We've been working on breaking down many of the silos that existed across our product offerings because of the previous structures and separate funding.

Opportunities to streamline across the product set.  Re-exploring the ways our tools are developed and structured. Working together to meet needs as a group. Working more closely across these  products. 

Already looking at FY19/20 - integrating tools, services, objectives.  Including this important group as we move forward.

Over the course of this year, the Student Success products group has been working together to ensure that our core product offerings are much more integrated moving forward. 

• For the student user perspective, our focus is on looking for opportunities to streamline and enhance the user experience through improvements to user interfaces.  
• From the college faculty/staff perspective we are focused on ways to assist colleges meet their vision for success goals, such as Guided Pathways and assisting wherever we can to support your efforts around the student centered funding formula and all of the the integrated reporting that you're required to do.
• From systemwide perspective, we are committed to continuous improvement and integrating feedback into our development and implementation projects.
• Good design and good decision making as it relates to enhancing our products going forward.

• CCCApply - Patty Donohue - pdonohue@ccctechcenter.org
• OpenCCC - John Sills - jsills@ccctechcenter.org
• MyPath - Mike Caruso mcaruso@ccctechcenter.org
• Multiple Measures Placement Service - John Hadad- jhadad@ccctechcenter.org
• SuperGlue - Jane Linder - jlinder@ccctechcenter.org

Multiple Measures Placement Service (MMPS) - AB 705 (Ed Results, CCGI, and other partners) - validating software and integration types of delivery data in various ways.

SuperGlue for CCCApply

Jane Linder, Product Manager, presented some information about system integration for the Core Applications (student success products) and provided some general information about what SuperGlue is and how it is being integrated into our vision of continuous improvement. 

• SuperGlue is a real-time data delivery mechanism for tools and services offered by the Tech Center.  It is an alternative to the Download Client.  it delivers 
• Currently SuperGlue is delivering CCCApply data directly to the college's SIS, as well as the CC Promise Grant and the International App data set. 
• Colleges like it because they get the full set directly into the SIS. 

Interested in implementing Glue? = Reach out and collaborate with our Enabling Services division. They do the heavy-lifting.  They will work with your college or district IT department and our goal to keep the level of effort down for the college.  

Contact Enabling Services:  Andy Newman, Manager = anewman@ccctechcenter.org

List of colleges working with MMPS/Glue:

The following items were discussed during the meeting.  Links to additional information are also provided below.

Topics we didn't get to during the meeting:

These items were originally on the agenda but were not discussed due to time constraints.

The Q4 CCCApply production release - V.6.4.0 - was deployed on March 16, 2019.  Below please find the TOC links from the full CCCApply 6.4.0 Release Notes Summary.

Table of Contents

Project Summary

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/

Project Summary: CCCApply Redesign Project Dashboard  

Objectives:

1. Shorten the application by removing all questions that are not mandated to be included on the application
2. Implement a residency-exempt application process for noncredit students

Redesign Changes

Low-handing Fruit and other User Interface Changes

Upcoming changes:  Removal of the Needs & Interests page

Noncredit Application Project

CCCApply Noncredit Application Dashboard

Wanna see how the user interface and data fields are modified in the Noncredit Application? 

• Changes to the User Interface
• Changes to the Download Client Data Fields 
  
  
• CCCApply Release 6.4.0 Notes Summary
• CCCApply Noncredit Application
• CCCApply Noncredit Path Change Requirements
• CCCApply Noncredit Application: Pilot Phase
• CCCApply Standard Application Data Dictionary v.2019.1
• CCCApply Administrator 2.0 User Guide
• CCCApply Download Client User Guide v.2019.1 
• UAT Slide Deck: Noncredit Pilot UAT Plan

Pilot Project Plan: CCCApply Noncredit Application

Discussion

In 2018-2019, CCCApply moved to a quarterly release schedule at the request of the Chancellor's Office in order to 

Q1 - Annual Update Release - September 2018

• CCCApply Redesign - Phase 1 - Release 1
• Spam Filter Web Service
• New CCC Administrator - Core Services - SSO Authentication
• CCCApply Administrator 2.0 Upgrade
• Meta Majors / Category Filter

Q2 - Redesign Release - December 2018

• CCCApply Redesign - Phase 1 - Release 2
• 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 

Q3 - Redesign Release - March 2019

• CCCApply Redesign - Phase 1 - Release 3
• Noncredit Application - Pilot Phase
• Maintenance & Support (Bug Fixes)

Q4 - Planned - Redesign Release - June 2019

• CCCApply Redesign - Phase 1 - Release 4
  • Account Info/Mailing page update
  • Remove the Needs & Interests page; allow colleges to "opt-in" to keep/display questions upon request*
• Noncredit Application Production Release
  • Pending:  Implement ability for different Majors/Programs of Study to display in the Noncredit App (vs. Standard App)
  • Pending:  Implement ability for different Supplemental Questions to display in the Noncredit App (vs. Standard App)
  • Pending:  Implement a unique Welcome/landing page for the Noncredit application
• Legal Mandates - Change Requests
  • Update the California Foster Youth language and logic per SB 906
  • Remove barriers for minors in foster care by revising the language in the Parent/Guardian Information section
  • Add a response option/value to the Gender field for "Non-binary" population per state/federal requirement
  • Update the Visa Types eligible for residency (Table F) in the Citizenship section
• Deliver International Application data set to SuperGlue
• Technical Updates - Java Upgrade (discuss Comm plan)

Projects for FY19/20

This is a tentative roadmap. The budget and the scope has not yet been finalized.

• CCCApply Redesign - Phase II
• Mobile-friendly application
• Spanish translation
• OpenCCC Account Redesign 
  • Edit Account redesign
  • Account fields review
  • SSN question redesign
• Universal Form Engine
• International Application Enhancements - Document Upload feature

Below are the changes that were identified and approved for the June 2019 release.  

Issues that Need Review

• Concurrent enrollment issues: 

• Can a high school student have a college degree while still in high school?

• How often is a concurrent student a returning college student?

2018 Parking Lot Carry-Over

Change Request Parking Lot

In addition to all the changes that are written up awaiting review for approval, these items haven't been escalated to that stage yet.

Discuss issues with the Report Center 

Residency Review Sub-Committee - July 25, 2018 - Meeting Recording

 Archive: 2018 Meeting Schedule