More Information: Pilot Project Plan: CCCApply Noncredit Application
Implementation of the Noncredit Path in the Standard Application
One Application, Two Workflow Paths
This checklist will provide college IT staff and other key stakeholders - with a step-by-step guide that includes set up activities, tasks, configuration requirements, testing tasks, action items, and notes to support a successful CCCApply Noncredit Application implementation for your college in both the Pilot and Production environments.
Once this pilot project is complete, your test results and feedback will be used to improve the implementation process and revise this documentation for other colleges and support staff.
Overview of IT & Business Operations Tasks
The tables below outline the IT tasks required to set up your project, as well as suggested business process tasks, which all play a key part in a successful implementation.
Tasks for College IT & Admissions Staff
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:
Setting Up the Noncredit Pilot Environment
Before using the Noncredit application with students, your college must already have the CCCApply Standard Application configured in the Pilot and Production environments. The complete end-to-end implementation of the CCCApply Standard Application includes custom college configuration within the CCCApply Administrator and a functional data download delivery process setup with either the CCCApply Download Client or the CCCApply Standard data set using SuperGlue.
For information and documentation on the complete implementation of the CCCApply Standard application, visit the Implementation Documentation Home page on the CCCApply Public Documentation space.
IMPORTANT: As of March 4, 2019 - colleges participating in the CCCApply Noncredit pilot project are reviewing the pilot environment version of the Noncredit Application and conducting user acceptance testing of the software, the implementation process and helping enhance the support materials before we release this application to students. In addition, the pilot colleges will be helping establish business requirements and minimum viable functionality necessary to support the needs of college users.
Display Different "Intended Majors/Programs of Study" for Noncredit vs. Standard Credit Paths
One of the first feature enhancements that has been identified is the ability for different/unique majors or programs of study to be displayed in each application. This would allow colleges using the Noncredit application the ability to flag majors/programs/courses that should ONLY appear in the Noncredit Application. These could be all or some of the same majors/programs/courses that appear now in your Standard Application, or completely different options. Until that change is made, these implementation instructions refer to the current version of the Noncredit application.
Getting to the Noncredit Application & Administrator in the Pilot Environment*
See below for your custom college URLs to access the Pilot AND Production environments for the CCCApply Administrator and CCC Report Center.
Area | 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
IMPORTANT
The Noncredit Application IS a modified version of the Standard Application. Therefore, all admin configuration specific to the Noncredit Application, will be configured through the CCCApply (Standard) application in the CCCApply Administrator. With the small exception of a few feature elements (Majors & Supplemental Questions) - all admin configuration for the Noncredit application is performed in the same Standard application in the Administrator. This is also true for the Report Center and the Downloads process for the Noncredit applications.
# | Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Noncredit Application | Is the same setup required for the Noncredit Production application? |
---|---|---|---|---|
Terms | Colleges set up custom Terms in the CCCApply Administrator - by the college, per each college MIS code. | The SAME Terms will be used for the Noncredit Application in version 1.0*. | Yes. Terms are setup in BOTH environments by the college. The same Terms will be used for Standard and Noncredit, in the pilot and production environments. | |
*NOTE: Features and integration elements currently part of the Standard and Noncredit applications, may need to change in the future based on testing, use, and legislation. For the initial release (v.1.0) these implementation steps are the necessary requirements for colleges using the Noncredit application. If changes are identified, the college pilot project will determine the need and set the expectation for future enhancements. | ||||
Majors | Colleges set up custom Majors/Programs of Study in the CCCApply Administrator - per individual college MIS code. | Currently the same Majors will display in the "Intended Major or Program of Study" field in both the Standard and Noncredit applications. However, the Noncredit college pilot project are working on a change request to customize this feature so that different 'majors/programs of study' can appear in each application. | ||
NOTE: As of March 4, 2019 - the Noncredit college pilot project is reviewing the Pilot version of the Noncredit Application for bugs and "must have" features. One of the features that has been identified as requiring change is ensuring that different/unique majors or programs of study can be specified for each application. This would allow colleges using the Noncredit application the ability to flag majors/programs/courses that should ONLY appear in the Noncredit Application. These could be all or some of the same majors/programs/courses that appear in the Standard Application, or completely different options. Until that change is made, these implementation instructions refer to the current version of the Noncredit application. | ||||
Major Categories | The "Major Category" filter can be set up by colleges in the CCCApply Administrator (see the CCCApply Administrator 2.0 User Guide) to filter the majors/programs of study in the Standard Application based on a high level (meta major) category. | If the college chooses to implement meta majors or categories for their custom "majors" in the Standard Application, the field and the category filter is currently displaying in the Noncredit Application. This is one area that is currently under review by the Noncredit college pilot project to be removed in the Noncredit application. | The same implementation is required for the Production version. | |
Rules | Rules are configured by colleges in the CCCApply Administrator. | Rules can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). | Rules can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). | |
Messages | Messages are configured by colleges in the CCCApply Administrator. | Messages can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). | Messages can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). | |
Supplemental Questions | Supplemental Questions are optional - the college decides if they want to configure supplemental questions for their college MIS code. These questions are displayed IF the college uploads a carefully configured Supplemental Questions XML file in the CCCApply Administrator. | Currently, if the college chooses to implement supplemental questions in the Standard application, these same questions will appear in the Noncredit application. *However, this is one of the areas that is under review by the Noncredit college pilot project. A change request has been approved to customize this feature so that colleges can implement different supplemental questions in the Noncredit Application. Once this feature is approved and developed, this set up task will be revised. | If the college wants to implement supplemental questions in their Production Standard Application, currently these same questions will appear in the Noncredit application. *However, this is one of the areas that is under review by the Noncredit college pilot project. A change request has been approved to customize this feature so that colleges can implement different supplemental questions in the Noncredit Application. Once this feature is approved and developed, this set up task will be revised. | |
Reset Downloads | If the college needs to download an individual Standard Application again, they must input the application's Confirmation number into the "Reset Downloads" module in the CCCApply Administrator (for each college MIS code) and specific to the environment that the application was submitted. | The same Reset Downloads module used for the Standard Application, will be used for the Noncredit Application. If a college needs to reset an application that was submitted by a student who used the Noncredit URL, they will input that Confirmation number into the Standard "Reset Downloads" module in the CCCApply Administrator. | The same Reset Downloads module used for the Standard Application, will be used for the Noncredit Application. (for each environment) If a college needs to reset an application that was submitted by a student who used the Noncredit URL, they will input that Confirmation number into the Standard "Reset Downloads" module in the CCCApply Administrator. | |
Spam Filter | The Spam Filter is currently | |||
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 Noncredit Application | Is the same setup required for the Noncredit Production application? |
---|---|---|---|---|
The download files used in for the Noncredit Application are the same files used in your Standard application. | Use your existing Standard Application Format Definition XML file and run the latest version of the Jar file (see below). | Use your existing Standard Application Format Definition XML file and run the latest version of the Jar file (see below). | Use your existing Standard Application Format Definition XML file and run the latest version of the Jar file (see below). | |
Add the new Noncredit Application fields to your existing Standard application download files (Format Definition XML) and use the same Job XML file to run the job. (See New & Changed Data Fields below) | Everything is backwards compatible. You need to add the new fields to your existing CCCApply Standard Format Definition XML file to begin downloading the new data fields and changed values. | Everything is backwards compatible. You need to add the new fields to your existing CCCApply Standard Format Definition XML file to begin downloading the new data fields and changed values. | Everything is backwards compatible. You need to add the new fields to your existing CCCApply Standard Format Definition XML file to begin downloading the new data fields and changed values. | |
Run the new 6.4.0 Download Jar file to begin downloading the new and changed data fields for the Noncredit application. | Update your existing Download Client Jar file < transfer-client.V6.4.jar > | Update your existing Download Client Jar file < transfer-client.V6.4.jar > | The SAME JAR FILE IS UPDATED FOR PRODUCTION Update your existing Download Client Jar file < transfer-client.V6.4.jar > |
The following data fields have been added or changed in the CCCApply applications. For updated 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, they must first be added or updated in the CCCApply Format Definitions XML file(s) and the download client jar file must also be updated with the latest version = < transfer-client.V6.4.jar > 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".
See these data specification changes in the CCCApply Standard Application Data Dictionary V.2019.1 in the Data Dictionaries space.
Description | Data Element | Type | Value / Response Options | Format / Length | Allows Null | Required | Notes |
---|---|---|---|---|---|---|---|
Noncredit Status | <non_credit> | New Field | 1 = True 0 = False | Boolean, 1 | Yes | No | Optional; Value set to "True" if applicant applies using the new Noncredit Application URL; otherwise it is "False" |
Confirmation Number | <confirmation> | Changed Value | IF non_credit=True then | String | No | System | IF an application is submitted using the Noncredit URL then the value for <confirmation> = "NC-" |
Integrity Flag 81 | <integrity_fg_81> | New Field | 1 = True Null | Boolean, 1 | Yes | No | Flag triggered if applicant applies with the new Noncredit 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 | bpchar, 1 | No | Residency status is calculated at submission for Standard Application only. For the new Noncredit Application path (in the Standard Application) if applicant applies using the new Noncredit 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, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Residency Area B | <res_area_b> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Residency Area C | <res_area_c> | New Value | New NC default value = 9 | Boolean, 1 | No | Residency area status defaults to "9" when (non_credit =True) | |
Residency Area D | <res_area_d> | New Value | New NC default value = 9 | Boolean, 1 | No | 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, 1 | Yes | No | IF the question is displayed:
IF question is hidden:
NOTE: IF hidden, such as in the Noncredit 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, 1 | Yes | No | Same as Above. |
Registered to Vote Outside California | <ca_outside_voted> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
Lawsuit Filed Outside California | <ca_outside_lawsuit> | Default values = False / Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | No | Same as Above. |
Public School Employee | <ca_school_employee> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
State College Employee | <ca_college_employee> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
Seasonal Agricultural Worker | <ca_seasonal_ag> | Default value = Null | Values = True / False / Null 1 = True 0 = False Null | Boolean, 1 | Yes | Required response If appears onscreen | |
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 Noncredit 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 Noncredit Application workflow, the Military status question is hidden; value stored = "X" |
Comfortable with English | comfortable_english | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Noncredit Application workflow this question is hidden; value stored = Null |
Financial Assistance | financial_assistance | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Noncredit Application workflow this question is hidden; value stored = Null |
TANF-SSI-GA | tanf_ssi_ga | Allow Null | NC default value = null | Boolean, 1 | Yes | No | In the new Noncredit Application workflow this question is hidden; value stored = Null |
Athletic Interest: Intramural | athletic_intramural | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Noncredit Application workflow this question is hidden; value stored = Null |
Athletic Interest: Intercollegiate | athletic_intercollegiate | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Noncredit Application workflow this question is hidden; value stored = Null |
Athletic Interest: No | athletic_not_interested | Allow Null | NC default value = null | Boolean, 1 | Yes | Required response If appears onscreen | In the new Noncredit Application workflow this question is hidden; value stored = Null |
Looking Up Noncredit Applications & Running Reports in the Report Center
Areas - Tasks | How it's set up now in the Pilot & Production Standard Applications | How it should be set up for the Pilot Noncredit Application | Is the same setup required for the Noncredit Production application? |
---|---|---|---|
Noncredit Applications will immediately download to the CCCApply Report Center - just like Standard applications. | |||
Noncredit |
See Changes to the User Interface
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 Noncredit Application | Is the same setup required for the Noncredit 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 Noncredit 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 Noncredit 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 Noncredit Application path technically has a different URL than the Standard Application - nearly every other aspect of the Noncredit 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 Noncredit applications are bundled in with your production Standard Applications. Noncredit will share the same production "My Application" page with Standard Application "My Applications" for Pilot and Production. | |
My Applications Page Noncredit applications (submitted and in-progress) are bundled in with your Standard Applications in the My Applications page. Noncredit 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 Noncredit 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 Noncredit 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 Noncredit 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 Noncredit 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 Noncredit 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 Noncredit applicants in Pilot. | Auto-direct works the same way for first-time Noncredit 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 noncredit 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 Noncredit to Credit Status: This policy/process is being reviewed by the College Noncredit 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 Noncredit Application workflow | The Production Noncredit 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 Noncredit 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 | The current post-Standard App workflow | The Pilot post-Noncredit Application workflow | Production post-Noncredit App workflow | |
| 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! Noncredit Exempt | N/A | N/A | |
Changes to Residency Determination in the Noncredit Application | ||||
| In the Standard Application, there are several additional algorithms that are run at the time of application submission, including:
| Important For the Noncredit application, none of the post-submission algorithms are calculated at the time of submission. | Important For the Noncredit 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 Noncredit 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 Noncredit 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 | |||
Downloads | The current Standard App Downloads | The Pilot Noncredit Application Downloads | Production Noncredit App Downloads | |
| Colleges currently have a download client for their Standard Application. This is used for Noncredit as well | |||
| Colleges currently have a Standard App Format Definition XML | |||
| Colleges currently have a Standard App Format Definition XML | |||
| The latest Jar file is published after every CCCApply release. | |||
| 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 Noncredit export (many more blanks and/or Nulls) | ||||
Report Center | ||||
| ||||
|
Pre-Application Implementation
Development Task | Who's Responsible | Comments |
MOU Process (N/A) | CCCTC & College | Completed when college implemented Standard application |
Portal Branding | CCCTC | Completed when college implemented Standard application |
Shibboleth IDP Installation & Authentication | ||
Setup Shibboleth instance for college or district to access Administrator & Report Center | College | Completed when college implemented Standard application |
User Accounts | College | College staff must have a user account to access the Administrator & Report Center. |
Configure the PILOT Administrator | ||
Add Primary User account with "Add User" authority. | Apply Support Team | Complete for each college. District users are assigned to district MIS code |
Add district and college-authorized User accounts with "Add User" authority | College | Complete. District users are assigned to district MIS code |
Load terms into the Administrator | College | Same terms are used for Standard & Noncredit Applications. See the User Guides for instructions |
Load Noncredit majors/programs of study into the Administrator | College | TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19) |
Update contact information in the College and District tables | College | Same contact information is used for Standard & Noncredit applications. |
Ensure the check box to "Allow applications from multiple colleges for the same | College | 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 if new Rules are needed for Noncredit App and add to the Administrator | College | Rules for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions |
Create Email & Error Messages for Noncredit App in the Administrator | College | Messages for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions |
Create different supplemental questions for the Noncredit App in the Administrator | College | TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19) |
Define error validation messages for supplemental questions | College | Important. Ensure error messages are clear and instructive. |
Load supplemental questions XML into the Administrator | ||
Setting Up Downloads | ||
Request download client from CCCTC | College | Complete. College/District uses the same Download Client for the Noncredit Application. |
Update Download Client Transfer Jar File (if necessary) | College | Update existing Download Client Jar file with v.6.4.0 or higher to include Noncredit App |
Identify new fields to download | College | See the New & Changed Data Fields above |
Create download format file using Format Definitions XML (template) | College | Use your existing Standard Application Format Definition XML file to download Noncredit Applications |
Create download Job XML file (template) | College | Use your existing Standard Application Job XML file to download Noncredit Applications |
Set-up download job and point to PILOT server | College | Use your existing Standard Application Job to download Noncredit Applications |
Test downloads process through to SIS. Verify all data. | College | REMINDER: Downloads should be setup in both the Pilot & Production environments |
Acceptance Testing | ||
Test full process through to SIS import process | College | |
Schedule Report Center Training from Tech Center | College | Contact Merrie Wales mwales@ccctechcenter.org |
Business Operations Tasks
Tasks | Who's Responsible? | Notes & Links |
---|---|---|
Schedule demo of Noncredit workflow feature for staff with Apply Support Team | College | It's helpful for staff to see the new application process - including OpenCCC student account 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 noncredit students now and build a checklist to ensure you have managed all aspects of messaging required. Plan to message students clearly that the Noncredit Application URL should ONLY be used if the student is enrolling exclusively in noncredit courses or programs. |
Plan revisions to marketing / recruiting materials with new | Optional | 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 | Optional | 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 CCCTC Enabling Services division to schedule training & support. |
Deployment Tasks - Production Environment
Tasks | Who's Responsible? | Notes & Supporting Documents |
Confirm MOU contract has been signed and executed | Apply Support Team | |
Confirm college/district users have User Accounts to the Production Administrator & Report Center | College | |
Downloads | ||
Ensure your Production Job XML is pointing to the Production Download Server URL | College | |
The Noncredit Application uses the same Download Client and Download files as the Standard Application. | College | |
Review changes to the Standard Format Definition XML file for the Noncredit path (Hidden questions/fields will store "Null" values or blanks | College | |
Production Administrator | ||
Add Primary District-Level "Add User" account for Administrator & Report Center | CCCTC | This should be done already |
Add college and district User accounts for Administrator & Report Center | College | |
Ensure Terms are setup in the Production Administrator | College | This should be done already for your Standard Application. |
Ensure Majors are setup in the Production Administrator | College | |
Ensure College Information and District Information table are populated in Production Administrator | College | |
Ensure all Noncredit Rules and Email Messages are setup in the Production Administrator | College | |
Ensure your Supplemental Questions XML is setup in the Production Administrator | College | |
Ensure District & College folders are created in Production Report Center | CCCTC |