ANNOUNCEMENTSCCCApply Release 6.1.0 is scheduled for October 27, 2017 - 6:00PM The 30-Day Pilot Preview will begin on September 25, 2017. |
Meeting Info
Date | June 27, 2017 |
Time | 10:00AM - 12:00PM |
Location | ONLINE - Zoom |
Click the "Expand" link to see the agenda from the June 2017 meeting. The minutes that align to these agenda items are listed below.
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Mitch Leahy motioned to approve minutes from 4/26/17 meeting; Henry Villareal seconded.
Minutes from April 26 2017 Meeting
2016 - 2017 | ||||||||
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✓ | Name | District | ✓ | Name | District | ✓ | Name | District |
Arleen Elseroad | South Orange CCD | X | Joyce Semanik | South Orange CCD | X | Paulette Lino | Chabot-Las Positas CCD | |
X | Michael Day | Los Rios CCD | X | Karen Sea | San Joaquin-Delta | X | Richette Bell | El Camino CCD |
X | Ben Guzman | South Orange CCD | X | Olivia Alvarado | Los Angeles CCD | Robin Armour | Contra Costa CCD | |
X | Betty Glyer-Culver | Los Rios CCD | X | Leigh Ann Unger | Rio Hondo CCD | X | Rozen Bondoc | Chabot-Las Positas |
Bill Mulrooney | El Camino CCD | X | Mary Lou Leyba | San Francisco CCD | X | Satish Warrier | Contra Costa CCD | |
X | Chris Truong | Rancho Santiago CCD | Michael Ward | Rancho Santiago | Stacey Followill | Chabot-Las Positas | ||
X | Clark Ray | Santa Rosa CCD | X | Michelle Pena | Kern CCD | X | Stephanie Murguia | Cerritos CCED |
X | Craig Hayward | Bakersfield College (Kern) | X | Mitchell Leahy | Santa Rosa CCD | X | Tina Mani | San Joaquin Delta College |
David Barnett | Kern CCD | Mojdeh Mehdizadeh | Contra Costa CCD | X | Tuyen Nguyen | Rancho Santiago CCD | ||
Garret Wong | San Francisco CCD | Nate Finney | Riverside CCD | Vince Orton | Cerritos CCD | |||
X | Henry Villareal | San Mateo CCD | Noell Adams (Admin) | Chabot Las Positas | William Diehl | Riverside CCD | ||
X | Hieu Hoang | El Camino CCD | X | Pam Mery | San Francisco CCD | Angela Embry | El Camino CCD | |
CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER | ||||||||
X | Gary Bird | CCCCO | X | Mike Quiaoit | CCCCO | X | Keith Franco | CCCTC |
Tim Calhoon | CCCTC | X | Patty Donohue | CCCTC | X | David Shippen | CCCTC |
1) List of outgoing committee members who are retiring or leaving due to various reasons. Replacements need to be filled by July 31, 2017 for the 2017-2018 FY. A) Below is the list of members leaving the committee, and their proposed replacements for 2017-2018 FY:
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According to Section 2. Committee Composition of the CCCApply Constitution & Bylaws:
"The Steering Committee shall attempt to represent colleges in the north, central, and southern regions of the state; multi-campus and single college districts; small, medium and large enrollment colleges; a diversity of major and minor student information systems; and a mix of new and very experienced CCCApply subscribers. The member colleges shall designate representatives from the areas of admissions and information technology."
As of July 1, 2017, the 15 Districts are representative of the following regions:
Based on the assumption that each district must have 3 members from their district: 1 - Admissions; 1 - IT; and 1 - Research, the chart below details the status of the committee after the outgoing members leave on June 30, 2017.
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JUNE 27 2017 MEETING MINUTES | Action Items Confirm Re-Election of Officers survey is formalized - and approved by majority vote from remaining committee members
New Chair should determine next steps for replacements of outgoing members; remove from the Listserv and all Rosters
Current officers to review and/or revise the Constitution & Bylaws regarding the following issues:
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A motion to re-elect the current slate of CCCApply Steering Committee Officers was made by Bill Mulrooney, El Camino CCD, on June 27, 2017. Henry Villareal, San Mateo CCD, seconded the motion. A survey collecting results was sent to all CCCApply Steering Committee members across all 15 member districts on June 27. Eleven districts responded. The results are displayed above. |
Results from the re-election of current officers conducted by survey on June 27 - 29, 2017.
12 Districts voted for the re-election of the current slate of officers for another year.
11 Districts = Approved
1 District = Disapproved
Click here to see the results: Re-Election of Officers Survey Report
# | District | Vote |
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1 | Cerritos CCD | APPROVE |
2 | Chabot-Las Positas District | APPROVE |
3 | Contra Costa CCD | APPROVE |
4 | El Camino CCD | APROVE |
5 | Kern CCD | |
6 | Los Angeles CCD | DISAPPROVE |
7 | Los Rios CCD | APPROVE |
8 | Rancho Santiago CCD | APPROVE |
9 | Rio Hondo CCD | APPROVE |
10 | Riverside CCD | |
11 | San Francisco CCD | APPROVE |
12 | San Joaquin-Delta CCD | APPROVE |
13 | San Mateo CCD | APPROVE |
14 | Santa Rosa CCD | |
15 | South Orange CCD | APPROVE |
16 | CCCTC | |
17 | CCCCO |
A motion to re-elect the current slate of CCCApply Steering Committee Officers was made by Bill Mulrooney, El Camino CCD, on June 27, 2017. Henry Villareal, San Mateo CCD, seconded the motion. A survey collecting results was sent to all CCCApply Steering Committee members across all 15 member districts on June 28. Eleven districts responded. The results are displayed above. |
OpenCCCApply Release 6.1 - Rescheduled to October 27, 2017In order to align with dependencies for the new Administrator 2.0 application, the CCCApply Release 6.1.0 has had to be pushed back to October 27, 2017 - 6:00PM. We'll now have to announce that the Administrator for Apply is also pushed to March 2018.
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(See Other Priority Projects table below)
Ongoing Tech Projects
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AEBG - Changes to CCCApply
We received the following request from Kathy Booth, WestEd.
<< I'm helping to lead a series of practitioners advisory committees for the Adult Education Block Grant (AEBG) that are recommending ways to structure data and accountability reporting. It looks like the group is headed toward recommendations that CCCApply be modified to allow information to be captured on adult ed participants--but these changes may be needed for all CTE for Perkins reporting in the near future, so the impact may be broader. Here's a brief write up on the topic that I'm working on--could you correct any factual inaccuracies and let me know if there's information you'd want me to share with the committee based on the likely response from the CCCApply Steering Committee, and your take on these requests? * * * The common application form for community colleges—CCCApply—is managed by the CCC Technology Center, which is a project of the Chancellor’s Office. A steering committee is used to consider requests regarding changes to the form, in concert with the project sponsors. One of the primary recommendations in the three AEBG data and accountability meetings held to date would be that CCCApply offer a different set of questions for adult education applicants, using a branching question structure or a different version of the application. This would allow sensitive topics like citizenship to be avoided and for the form to be streamlined so that it only includes information that is relevant in the adult education context. CCCApply has already been working on branching solutions to address requests from other Chancellor’s Office funded projects, which could be built upon for AEBG. However, some committee members have noted that the changes outlined below may become important for Perkins reporting for both noncredit and credit programs, once that funding source is reauthorized and aligned with WIOA. Therefore, the following additions may be needed across all versions of the form: 1) Amend the Personal Information section to include:
2) Amend the Higher Education Level question to include: College certificate >> |
Noncredit Application Issues:
Ongoing discussions about whether it's feasible and compliant to create a modified version of CCCApply for noncredit students (and, see AEBG, other populations that want a special, modified version of the application).
UPDATE 5.03.17: The Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.
Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.
June 27 Discussion about modifying the application with a "Supplemental Questions XML" page for AEBG and Noncredit students: Current research findings indicates that 99% of all questions currently in the standard application are required questions, therefore creating any form of modified version of the application is NOT SIGNED OFF on by Steering. However, Mike Q continues to get pressured from CCCCO due to length of app and unwanted questions, but hasn't promised a solution that's another application. Therefore, the Chancellor's Office is requesting that we take another look at the application to see what, if anything, can be done. These are the things that can be explored: Big Issue: These colleges don't want to ask the residency questions - strip it out and just give them the Supplemental Questions XML piece PLUS the consent (penalty of perjury you are telling the truth), Submission, and that's it. Give these colleges that tools to build what they want. ONE OPTION for colleges that want to use something other than CCCApply for noncredit or AEBG or any other special population set is to use the Supplemental Questions XML and the Consent page, the digital signature tool, and submission process - then stripping out all other pages. (NOTE: This option would require additional development resources and funds, currently not budgeted or allocated.) OpenCCC would remain a separate, self-contained component and there would be no proposed changes to that system. (no change) Mitch says, IF we were to consider a special, modified CCCApply application, this "Supplemental Questions App" would have to include: Steering does not sign off on a noncredit app; Action Items:
Name
Example: SCE's non-credit app: https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm |
GOAL: There have been other surveys completed re: noncredit populations, but none that were specific to the CCCApply application.
Survey should help identify how colleges who aren't using CCCApply for Noncredit students - are collecting required data for residency, state & federal regulatory requirements, and MIS reporting data?
NEW Survey should include: Requirements: Steering will develop a new survey specific to CCCApply. Disseminate to all colleges, Academic Senate, Admissions Listserv, etc. NEED volunteers to work on this survey project. What's our deadline? They say what they need Questions would include:
Committee Discussion Note: Saddleback College is doing a good job of using CCCApply for noncredit - when selecting ed goal - we find out they are noncredit - Are they required to matriculate? SSSP? Formula for noncredit = similar to credit (counts/amounts for services are going to be part of allocation formula. The more you do to make that accurate and correct is beneficial. Mitch says he is surprised, he thought every student has to matriculate. Steering? What are our action items here - in addition to the suggestions for survey questions? |
Click on hyperlinks to see Survey Results or Slide-decks.
ACTION ITEM: Colleges are asking that we share the data produced in the Abandoned Applications study for individual colleges. Tim requested the Steering Committee determine best way to proceed. Steering voted to share back in Pivot Table on website. Data available in password protected PDF document Work with Jeff Holden to determine security process. What can be shared? |
UPDATE July 14, 2017: Due to delays in the development schedule caused by a variety of issues over the past three months, including post-AWS migration bugs, problem with the SSID Look-Up service implementation, under-estimated development time needed for infrastructure upgrades; Admin 2.0 integration priorities, as well as the ramp up of new Infiniti-AWS DevOps team, it's possible that some of the approved bugs and feature enhancements slated for the October 27 release may be deferred to March 2018. The final list of bugs that will make the October release is under-consideration and will be announced to colleges with the Pilot Preview release notes. |
AB801 Homeless Youth "Fixes" to March 2017 Implementation
Personal Information Page Changes:
Implement Modified CCCApply Application for AEBG (Adult Education) needs = DEFERRED
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2017 Steering Committee 3 = Bay Area Region 2 = Northern Region 2 = Central Region 8 = Southern Region |