More Information: Pilot Project Plan: CCCApply Non-Credit Application
This checklist will provide IT staff - and other key stakeholders - with a step-by-step setup & configuration guide that includes specific activities, tasks, requirements, action items, deadlines, and notes to support a successful CCCApply Non-Credit App Pilot (and Production) implementation. A real-time version of this document (Google Doc) will be provided to your project team during the Project Overview meeting.
Overview of IT & Business Operations Tasks
The tables below include tasks related to the IT setup of your project and suggested business operations tasks, which play a key part in your successful implementation. Admissions staff, as well as the IT project team, should review this document to understand the different requirements involved in preparing this application for student use. The tables are organized in the order they should be completed:
Noncredit Path in the Standard Application
One Application, Two Workflow Paths
Setting Up the Noncredit Pilot Environment
Before using the Noncredit application path with students, colleges should setup and test the full Non-Credit workflow process in the Pilot environment first
As part of your Shibboleth installation, you will be provided with the unique URLs to access your Pilot and production Administrator and CCC Report Center. (Note: These URLs are not provided by the CCCTC. Consult the technician who performed your Shibboleth installation.)
Getting to the Pilot (Site) Application & Administrator
Areas - Tasks | How the Noncredit App is set up now in the Pilot & Production Standard Applications | How the Noncredit App should be set up in the Pilot environment | How the Noncredit App should be set up in the Production environment |
|---|---|---|---|
Getting to the Noncredit Applications | |||
| https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX | Use the PILOT version URL. https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true | Yes - but use the PRODUCTION URL: https://www.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true |
| College users also need an OpenCCC Account to test / review the Standard Applications (Pilot & Production) | College users use their same Pilot OpenCCC Accounts to test / access their branded Noncredit Applications | College users use their same Production OpenCCC Accounts to test / access their branded Noncredit Applications |
Getting to the CCCApply Administrator 2.0 | |||
| Find your CCCApply Administrator 2.0 URL here | Find your PILOT CCCApply Administrator 2.0 URL here | Find your PRODUCTION CCCApply Administrator 2.0 URL here |
| College users need an authorized user account to access the CCCApply Administrator to setup admin configuration of their Standard Applications (Pilot & Production) | College users use their existing authorized Pilot CCCApply Administrator 2.0 user accounts to configure their branded Noncredit Applications | College users use their existing authorized Production CCCApply Administrator 2.0 user accounts to configure their branded Noncredit Applications |
| Getting to the CCCApply Report Center | |||
| Find your CCCApply Report Center URL here | Find your PILOT CCCApply Report Center URL here | Find your PRODUCTION CCCApply Report Center URL here |
| College users need an authorized CCCApply Report Center user account to access your college reports for the Standard Applications (Pilot & Production) | College users use their same authorized CCCApply Report Center user accounts to access your submitted Noncredit Applications (Pilot) | College users use their same authorized CCCApply Report Center user accounts to access your submitted Noncredit Applications (Production) |
Setting Up Admin Configuration for the Noncredit Application
| # | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? |
|---|---|---|---|---|
| Terms | ||||
| Majors | ||||
| Major Categories | ||||
| Rules | ||||
| Messages | ||||
| Supplemental Questions | ||||
| Reset Downloads | ||||
| Spam Filter | ||||
| College & District Information | ||||
| /wiki/spaces/PD/pages/758546724 | /wiki/spaces/PD/pages/758546724 | ||
Configuring Downloads for Noncredit Application Data
| # | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? |
|---|---|---|---|---|
Looking Up Noncredit Applications & Running Reports
| # | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? |
|---|---|---|---|---|
Understanding the Noncredit Application User Experience
| # | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Non-Credit Application | Is the same setup required for the Non-Credit Production application? |
|---|---|---|---|---|
| All users must have a Pilot OpenCCC Account and must sign in | All users must have an OpenCCC Account and must sign in | Everything is the same for the Production version. | |
| The Account Recovery is a process in the OpenCCC system. https://pilot.openccc.net/cccacct-proxy/recoverAccount? https://www.openccc.net/cccacct-proxy/recoverAccount? NOTE: There are separate recovery processes for Pilot and Production. See the "pilot" environment denoted in the URL above. | The OpenCCC Account Recovery process is the same for all CCCApply applications, including the Non-Credit application path in the Standard Application. | The Production OpenCCC Account Recovery process is the same for all CCCApply applications, too. | |
The key points to remember across the entire implementation process is - there are two separate environments. The "Pilot" environment, or also known as the Pilot Site, is the testing (sandbox) environment for your college. Full setup is recommended in the Pilot environment for testing full end-to-end processes, prior to setting up and going live with your Production Non-Credit Application. | ||||
| See Account Recovery above. | The Pilot Password Reset process is in the Account Recovery process | The Production Password Reset process is in the Account Recovery process. | |
| Edit Account is the name of a module within the CCCApply | |||
| Each student has a "My Applications" page for each of the three different CCCApply applications (if applicable to them) that stores all of their current (in-progress) and previously submitted CCCApply applications history. Most students are familiar with their "My Applications" page for their Standard Applications (and possibly their BOG/Promise Grant Applications) - which they see each time they start a new (second) Application to CCCApply. | Note: Although the Non-Credit Application path technically has a different URL than the Standard Application - nearly every other aspect of the Non-Credit application processes will be the same as the Standard application processes. This is very important. This includes all pre- and post-application processes, such as:
| See NOTE in the adjacent cell. All production Non-Credit applications are bundled in with your production Standard Applications. Non-Credit will share the same production "My Application" page with Standard Application "My Applications" for Pilot and Production. | |
My Applications Page Non-Credit applications (submitted and in-progress) are bundled in with your Standard Applications in the My Applications page. Non-Credit will share the same "My Application" page with Standard Application (for Pilot and Production environments). | ||||
| Submitted Standard Applications appear in a table on the "My Applications" page - below the "In-Progress Applications" table on the same page. These tables appear when a student submits a Standard Application to one or more CCC colleges. | Submitted Non-Credit Applications are bundled in with, and stored in, your Submitted Applications in your Standard My Applications page. Reminder - Pilot environment vs. Production. | Same description, but in the Production environment. | |
| See above row referring to "My Applications". In-Progress Standard Applications appear in a table on the "My Applications" page - above the "Submitted Applications" table on the same page. These tables appear when a student signs in to CCCApply to manage their applications. | In-progress Non-Credit Applications are bundled in with, and stored in, your In-Progress Standard Applications in your Standard My Applications page. Reminder - Pilot environment vs. Production. | Same process, but in the Production environment. | |
| Confirmation numbers for all CCCApply applications, including the Standard Application, are assigned to each application that is "Saved" or when the application is submitted. Confirmation numbers will appear in the In-Progress or Submitted Application tables in your "My Applications" page. Confirmation number is a CCCApply data field =<confirmation> and can be downloaded by colleges and used in reports in the Report Center. Colleges can find more information about this data field in the Standard Application Data Dictionary | Confirmation numbers for Non-Credit Applications will have a prefix "NC-" added to the beginning of the number. Example: NC-123456 | Same. | |
| A PDF copy of each Standard Application submitted is available to download by the applicant from their Standard Application "My Applications" page. This feature is available for all CCCApply applications (BOG/Promise Grant and International Apps) in the pilot and production environments. | A PDF copy of each Non-Credit Application submitted in the pilot environment is available to download by the applicant from their Standard Application "My Applications" page. This feature is available for all CCCApply applications in the pilot and production environments. | A PDF copy of each Non-Credit Application submitted in the production environment is available to download by the applicant from their Standard Application "My Applications" page. | |
| First-time applicants - regardless of the application or the environment - must first create an OpenCCC Account before applying to a California Community College. To simplify the student's first-time experience, immediately following Account creation the applicant is auto-directed to the first page of the Application. | Auto-direct works the same way for first-time Non-Credit applicants in Pilot. | Auto-direct works the same way for first-time Non-Credit applicants in Production. | |
Auto-Direct to the Enrollment Page | ||||
| Existing law requires each student to be classified as a resident or nonresident at a California community college. The CCCApply Standard Application includes a comprehensive algorithm that calculates a preliminary residency determination status upon submission. The residency status <res_status> only exists in the Standard Application. | Per the new changes to existing residency regulations outlined in AB 3101, students enrolling exclusively in non-credit courses are exempt from mandatory residency classification. However, if the applicant ends up taking one or more credit courses, they must adhere to the residency determination process. CCCApply recommends that the college direct the student to submit a Standard Application in order to comply with the law. | ||
Transitioning from Non-Credit to Credit Status: This policy/process is being reviewed by the College Non-Credit Pilot team and will be confirmed by the Chancellor's Office. The official proposed workflow will be presented. Colleges have the right to manage this procedure according to their district policies. | ||||
Application Workflow | The current Standard Application workflow | The Pilot Non-Credit Application workflow | The Production Non-Credit App workflow | |
| The enrollment page includes the following questions and validation logic:
| The enrollment page includes the following questions and validation logic:
| The enrollment page includes the following questions and validation logic:
| |
| Questions on the Account Information / Mailing page:
| Questions on the Account Information / Mailing page:
| Questions on the Account Information / Mailing page:
| |
| Questions that appear on the Education page:
High School Transcript Info (Multiple Measures)
Colleges/Universities Attended
| Questions that appear on the Education page:
Colleges/Universities Attended
| Questions that appear on the Education page:
Colleges/Universities Attended
| |
| Questions that appear on the Citizenship & Military Page
Military Status
| None | None | |
| Questions on the Residency Page
| None | None | |
Important - Foster Youth Status is not determined in the Non-Credit Application due to the omission of the Residency page for all applicants. This is also true for collecting Homeless Youth status. | ||||
| Questions on the Needs & Interests Page
| Questions on the Needs & Interests Page
| Questions on the Needs & Interests Page
| |
| Questions on the Demographic Information Page:
| Questions on the Demographic Information Page:
| Questions on the Demographic Information Page:
| |
| Optional - Determined by the College | Optional - Determined by the College | Optional - Determined by the College | |
| Sections on the Submission Page:
| Sections on the Submission Page:
| Sections on the Submission Page:
| |
| Documentation: Data Dictionaries | CCCApply Standard Application Data Dictionary V.2019.1 | CCCApply Standard Application Data Dictionary V.2019.1 | ||
Post-Submission Processes | ||||
| Upon submission, the CCCApply Submission Calculation Service runs through an algorithm of checks to determine four "Areas of Residency". Each Area is calculated separately, based on a list of steps of logic. Once all four areas have been calculated, a final calculation is made based on logic to determine a final "residency status". Residency Status: 1 = Resident 2 = Possible Resident 3 = Non-resident N = NEW! Non-Credit Exempt | N/A | N/A | |
Changes to Residency Determination in the Non-Credit Application | ||||
| In the Standard Application, there are several additional algorithms that are run at the time of application submission, including:
| Important For the Non-Credit application, none of the post-submission algorithms are calculated at the time of submission. | Important For the Non-Credit application, none of the post-submission algorithms are calculated at the time of submission. | |
Calculated Eligibilities for the Standard Application ONLY
| ||||
| Upon submission of a Standard Application, the user is taken to a confirmation screen which includes the following information:
| Upon submission of a Non-Credit application, the user is taken to a confirmation screen which includes the following information:
| Same for Production | |
| After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. | After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. | Same for Production. | |
| The "Special Links & Opportunities" section provides custom information for the applicant based on specific information identified through their responses. This section appears to the user below the Student Satisfaction Survey. | The same "Special Links & Opportunities" section, which provides custom information for the applicant based on specific information identified through their responses, appears for Non-Credit applicants as well. This section appears to the user below the Student Satisfaction Survey. | Same for Production. | |
| Colleges that have adopted the MyPath student services portal - have a special re-direct path that appears at the end of | |||
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Downloads | ||||
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| CCCApply Download Client User Guide | CCCApply Download Client User Guide | ||
| SuperGlue Data Set to Staging Table | ||||
| Review expected differences between Standard app-export data and the Non-Credit export (many more blanks and/orNulla | ||||
| Report Center | ||||
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Pre-Application Implementation
Development Task | Who's Responsible | Comments |
| MOU Process | ||
Portal Branding | ||
Shibboleth IDP Installation & Authentication | ||
Setup Shibboleth instance for college or district | College | DIY or Vendor contract |
User Accounts | College | Provide both sets of URLs to key stakeholders and users of the Administrator & Report Center. |
Configure the PILOT Administrator | ||
Add Primary User account with "Add User" authority. | Apply Support Team | District users are assigned to district MIS code |
Add district and college-authorized User accounts with "Add User" authority | College | District users are assigned to district MIS code |
Load terms and majors into the Administrator | College | See the User Guides for instructions |
Update contact information in the College and District tables | ||
Ensure the check box to "Allow applications from multiple colleges for the same | This setting can be found at the bottom of the "District" tab in the Administrator. This check box must be set correctly for each college in district in both the PILOT & Production sites. | |
Identify all Rules needed and add to the Administrator | ||
Create Email Rules Messages. | HTML friendly. Store internal server | |
Create supplemental questions XML file | Note: Security risk. Ensure no private information is collected | |
Define error validation messages for supplemental questions | Important. Ensure error messages are clear and instructive. | |
Load supplemental questions XML into the Administrator | ||
Setting Up Downloads | ||
Request download client from CCCTC | College | |
Create Download client for each college in district | Development | |
Update Download Client Transfer Jar File (if necessary) | Direct link: OpenCCCApply Download Client Latest Version | |
Identify new fields to download | Note: There are two athletic questions for Title IX in the Needs & Interests page. | |
Create download format file using Format Definitions XML (template) | ||
Create download Job XML file (template) | ||
Set-up download job and point to PILOT server | ||
Test downloads process through to SIS. Verify all data. | ||
Acceptance Testing | ||
Test full process through to SIS import process | ||
Schedule Report Center Training from Tech Center | ||
Business Operations Tasks
Tasks | Who's Responsible? | Notes & Links |
|---|---|---|
| Schedule demo of Non-Credit workflow feature for staff with Apply Support Team | It's helpful for staff to see the new application process - including OpenCCC student account system - before planning business process revisions. Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. | |
Plan updates to website (instructions, links, Help Desk/Call Center) | Optional | Review how your current website is messaging and directing students to the Xap or other application and build a checklist to ensure you have managed all aspects of messaging required. Plan to message students clearly that you have moved to a new Application system which requires them to create an OpenCCC account (even if they applied recently in Xap). |
Plan revisions to marketing / recruiting materials with new | Identify marketing and recruitment campaigns to determine changes required for communication planning. Notify local high schools and other educational entities that send students to your college. | |
Identify apply buttons/links on college website that need the new URL | Discuss the programming behind all current buttons and links pointing to your current | |
Notify key stakeholders of migration (local high schools, counseling) | During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues). | |
Schedule Administrator & Report Center training for staff | Contact the Apply Support Team (Patty Donohue, Project Manager, pdonohue@ccctechcenter.org) to schedule training for staff users. |
Deployment Tasks - Production Environment
Tasks | Who's Responsible? | Notes & Supporting Documents |
Confirm MOU contract has been signed and executed | Apply Support Team | |
| IDP Authentication | ||
Confirm User access to Production Administrator & Report Center | College | |
Downloads | ||
| The Non-Credit Application uses the same Download Client and Download files as the Standard Application. The differences will be apparent relative to the hidden qestons n a | ||
| Review changes to the Standard Format Definition XML file for the Non-Credit path (Hidden questions/fields will store "Null" values or blanks | ||
Production Administrator | ||
| Add Primary District-Level "Add User" account for Administrator & Report Center | Apply Support Team | |
| Add college and district User accounts for Administrator & Report Center | College | |
Export Terms from PILOT Administrator and migrate to Production Administrator | College | |
Export Majors from PILOT Administrator and migrate to Production Administrator | College | |
Update College table and District table in Production Administrator | College | |
Migrate all Rules and Email Messages to Production Administrator Rules tab | College | |
Export Supplemental Questions XML from PILOT and migrate to Production Administrator | College | |
| Ensure District & College folders are created in Production Report Center | Apply Support Team | |