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CCCApply Steering Sub-Committees (i.e., advisories, review boards, focus groups) are formed at the discretion of the CCCApply Steering Committee, should adhere to the constitution of CCCApply and its bylaws, and should support the goals and objectives of the CCCTC (formerly TTIP) Grant Work-plan for 2017-2019 grant years.

Guidelines

Themes for each sub-committee are determined by the greater CCCApply Steering Committee based on need for spike or stretch research for business, user, and/or technical project needs; or for longer-term, on-going advisory and subject matter expertise in specific areas related to the online admissions and financial aid applications for the CCC Technology Center.

Each sub-committee should consist of:

Volunteers from the CCCApply Steering Committee, a leader (Chair, Team Captain, etc.), a meeting schedule (recurring, dates, or as-needed), objective(s) that align to the CCCTC Grant Workplan 2017-2019, and a designated meeting notes location. Committees should take meeting minutes and share with CCCAPPLYSTEERING listserv, after posting in public documentation location.

Chair / team leader
Nominate and vote on recurring meeting schedule for 2018
Nominate and vote on objective(s) for 2018 (align with CCCTC Grant Workplan 2017-2018 and 2018-2019)
Nominate and vote on research areas, user experience design and development, and/or specific projects requiring subject matter experts (such as the Residency Algorithm committee).

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Residency Review Committee

The Residency Review sub-committee is an ongoing advisory group that meets twice per year, or as needed to review residency-related issues related to CCCApply.

This committee will meet in January 2018 to review project charter and determine meeting schedule for 2018. Per previous years, this committee is called upon on an "as needed" basis to review new legislation as it applies to the residency logic, and to support any additional change requests that touch the algorithm.

Committee Name	Residency Review Committee
Purpose	With the revisions underway to upgrade the 2005 CCCApply Steering Bylaws & Constitution, the Steering Committee has determined that the CCCApply residency algorithm (Standard Application) must Suggestions have been made to review the CCCApply residency logic to ensure it is up-to-date, accurate, and meeting the Ed Code and CACCRAO standards for residency in the CCC system. NOTE: A request was made to have an outside expert review the algorithm; however, due to budget constraints, Steering voted to do an internal sub-committee review first. Based on the findings of the internal review, a second request for external will be presented for approval.
Chair / Advisory Lead	Patty Donohue (until team leader is elected in 2018)
CCCCO Representative	Michael Quaioit
2018 Objective(s)	The primary charter objectives for this review committee in 2018 are to: Understand the four Areas (A, B, C, and D) and criteria in the current (2017) CCCApply residency algorithm; Ensure current algorithm is in compliance with local, state and federal residency rules and regulations; Advise and support the CCCApply product manager, as needed, as subject matter experts to ensure all change requests, issues, bugs, and other application-related changes are implemented correctly; and Provide guidance interpreting new legislation that may affect or change onscreen questions, new or existing data fields, and logic as needed in the the Standard Application.
Documentation	The residency algorithm is maintained an published in the Appendix A of the CCCApply Standard Application Data Dictionary (V.2017.2). For convenience, an online version is accessible here: /wiki/spaces/PD/pages/172667171 /wiki/spaces/PD/pages/194084865
2018 Meeting Schedule	Twice yearly; and As Needed
Post Meeting Minutes Location	< TBD - On or before January 20, 2018 >

Additional Information: The Residency Review Committee convened it's first meeting on July 14, 2016 to approve the CCCApply Residency Review Committee Objectives. The minutes from that meeting are listed in the CCCApply Project Site file repository > Steering Sub-Committees folder. To submit an issue to be reviewed by the committee, please post a question or issue on CCCTechnology.info > CCCApply.

2018 CCCApply Workshop Committee

Over the past few years the CCCApply annual workshop has grown in size (attendance) and we should expect the same amount of attendees in 2018.

The format for 2018 will be different. Instead of our typical two-day, back to back workshop series, the eTranscript California Steering Committee will not be hosting a workshop this year, leaving CCCApply to host a one-day, three-track series of concurrent sessions and general session speakers. This year's hosting college is Orange Coast College in Southern California.

Committee Name	2018 Workshop Committee
Purpose	Plan all aspects of the CCCApply annual workshop
Chair / Advisory Lead	Michelle Pena, CCCApply Steering Vice-Chair
MEMBERS: Stakeholders & Volunteers	Stephanie Murguia Mitch Leahy Patty Donohue Mark Cohen, Mike Caruso David Shippen, Tim Calhoon, Cindy McCartney, Kathleen Stumbo,
CCCCO Representative	N/A
2018 Objective(s)	Plan workshop theme and design around concept(s) Plan, schedule and facilitate sessions for three tracks Plan, schedule and facilitate full agenda for Day 1 Plan, invite, schedule and facilitate all speakers and special events (Keynote, CCCApply Status Address, special speaker) Plan, invite, organize (solicit) all Sponsors Solicit prizes, donations from Committee members and others? eTran group?
Documentation
2018 Meeting Schedule	Meet weekly through March 21 (Fridays at 11am)
Post Meeting Minutes / Links	2018 CCCApply Workshop

CCC Administrator User Experience Advisory Group

The purpose of this UEA committee is to advise the CCCApply product manager on the design and development of approved admin configuration feature modules in the new version of the CCCApply Administrator (to be known as the CCC Administrator).

The new tool is intended to be a cross-functional Admin tool for multiple CCC Technology applications that have overlapping requirements. The other projects include, but are not limited to: CCCApply, Course Exchange project, Curriculum Inventory, Online Education Initiative, Common Assessment, Education Planning Initiative, and CVC Distance Education catalog.

The purpose & duties of this committee:

Convene a meeting before January 20, 2018 to review the overall vision and basic framework for a new cross-functional CCC Administrator Tool. More information on the overlapping needs and functionality shared by all projects will be distributed prior to the first meeting.
Patty to schedule DEMO and recurring sprint demos and itemize feature enhancements
Patty to schedule and organize PILOT colleges to review ETL and workflow processes, etc.
Note: The tool will be designed to work with our current CCCApply applications as well as incorporate new application technology tools and functionality.

2018 Objectives:

Need PILOT colleges (2 - 3) for testing (IdP authentication, authorization, navigation, etc.)
Attend sprint demos and retros between now and MVP launch
User testing - map it out
Schedule demo
Chart out MVP features vs. V2 features (map out on Roadmap for September 2018 / March 2019
Review and prep all change requests
Need team to review / manage all onscreen text, body copy, labels,
Need team to review links & enhancements (what's missing?)
CRITICAL NEED: Advisor to oversee the USER Documentation (User Guide, Technical Specifications, etc.)
Have committee organize what else needs to be identified, reviewed, managed, reports, etc.

Committee Name	CCC Administrator User Experience Advisory Committee (for CCCApply Suite: Standard Apply, Promise Grant, International, Report Center, etc.)
Purpose	The goal for this advisory committee is to ensure we've captured the business & functional requirements and enhancements for the approved CCCApply admin modules in the new CCC Administrator.
Chair / Advisory Lead	Michelle Pena, CCCApply Steering Vice-Chair
MEMBERS: Stakeholders & Volunteers	Santa Rosa JC: Mitch Leahy Bakersfield College: Michelle Pena Los Angeles CCD: Olivia Alvarado
CCCCO Representative
2018 Objective(s)	Track all featues that haven't been prioritized or were re-prioritized for the MVP launch in May 2018. Application landing page features: Links & Technical Specifications Custom College messaging Promise Grant Application module (BOG year toggle - moved to the College & District Info section) College & District Info section Shared, global features
Documentation	CCC Administrator User Guide - Volume 1 DRAFT
2018 Meeting Schedule	Meet every 3 - 4 weeks until Pilot release (May 1, 2018)
Meeting Minutes / Links

Previous Committees Notes

Update 8.03.16: The Administrator 2.0 sub-committee convened two meetings in June and July 2016 to discuss the new CCC Administrator tool currently under-development. The attendees at each meeting contributed usability feedback and requirements suggestions for the Tems, Majors and Supplemental Questions modules.

Several key requirements emerged:

College-controlled alignment capability between Education Goals and individual Majors in order to facilitate a branching of Majors in the Standard & International applications. The corresponding UI/UX changes will need to be coordinated so the user can select their Education Goal first, then the major. This implementation has been requested in the past (also known as the Ed Goal Alignment) and another sub-committee is being formed to help review the implementation from a research and maintenance perspective;
A new optional CIP code field is being added alongside the TOP code and Program Control Number fields;
A new, user-friendly Supplemental Questions-generating module is being designed for staff that complies with WCAG 2.0 AA accessibility standards.

See the minutes from the 7.06.16 meeting in the CCCApply Project Site file repository > CCCApply Steering Committee > Steering Sub-Committees

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New California College Promise Grant Application Enhancements - 2018 Requirements

The CCCCO has expressed interest in expediting enhancements to the new CC Promise Grant Application (formerly known as the BOG Fee Waiver Application), such as a consolidated FAFSA/BOG application.

A sub-committee is likely necessary to work with FA staff and the CCCCO to determine feasibility and gap analysis.

Add agenda item to the June 2016 Steering meeting to review suggestions from CCCCO.
Invite Tim Bonnel and Rhonda Mohr to participate in committee.
Document required changes for Steering Committee approval.

NEED: Chair & volunteers
2018 MEETING Schedule:
Objective(s) for 2018:

Committee Name	CC Promise Grant Advisory Committee (formerly known as the BOG Advisory Committee)
Purpose	Oversee and gather requirements for new Promise Grant application design and development.
Chair / Advisory Lead	TBD - Patty Donohue
CCCCO Representative	Bryan Dickason, FA Specialist
MEMBERS: Stakeholders & Volunteers	Stephanie Murguia Mark Cohen, Mike Caruso, John Sills (TBD) David Shippen, Tim Calhoon,
2018 Objective(s)	Plan workshop theme and design around concept(s)
Documentation	2018-2019 CC Promise Grant Data Specification
2018 Meeting Schedule	Meet every 3 - 4 weeks through 2018 Annual Update
Meeting Minutes / Post Location

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CCCApply 3.0 - Design Advisory Group

CCCApply in Maintenance Mode
In March 2016, the CCC Technology Center completed development of the CCCApply International Application, the third and final application in the CCCApply Applications Suite.

With essentially all new development complete in this iteration of CCCApply, the Tech Center moved the CCCApply project into maintenance mode, which means that resources will continue to be allocated for bug fixes and high-priority change requests, but that the development team can now focus resources on supporting the SSO Proxy and other systemwide technology projects, such as the Student Services Portal and the Common Assessment Initiative, that require integration of the OpenCCC account system and application data.

CCCApply 3.0
While the development team focuses on efforts to integrate CCCApply into the Portal, the Product Manager will work with the CCCApply Steering Committee to develop a vision, roadmap and high-level functional requirements for a new and improved admissions application framework that will feature an accessible, responsive, internationalized, form-builder design in order to meet the evolving needs of our diverse CCC student population.

Do we need to go out to RFP again for 2018-2019?

Committee Name	NEW CCCApply Design Advisory Committee
Purpose	The goal for this committee is to ensure that the vision and high level requirements for the next version of CCCApply online admissions application for the California Community Colleges complies with the 2017-2019 CCCTC Grant Workplan, and is documented for future development. Convene a meeting before January 31, 2018 to review the overall vision and functional requirements and roadmap.
Chair / Advisory Lead	Patty Donohue
MEMBERS: Stakeholders & Volunteers	CCCTC Internal: Mike Caruso, MyPath Product Manager Tim Calhoon, CCCTC Executive Director Roberto Fuentes, CCCTC Support Supervisor Sandoval Chagoya, CCCTC PIO	CCCApply Steering Sub-Committee: TBD	College Staff Users: TBD
2018 Objective(s)
Documentation
2018 Meeting Schedule	Every 3 - 4 weeks (sprint reviews?) through 2018
Meeting Minutes / Location

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CCCApply International Application: User Experience Advisory Group

The first version of the OpenCCCApply International Application launched at the end of March 2016. Currently six colleges have started the implementation process and plan to go live with the application between June and August 30, 2016. Five additional colleges have expressed interest in starting the adoption process this fall 2016.

The CCCApply International Application Advisory Committee was formed in Fall 2015 to help guide the first iteration of the application through to release.

During Maintenance Mode, the objective of the Advisory Committee is to ensure the application remains in compliance and that all bugs are identified and fixed as soon as possible.

Convene a meeting between June 1 - August 31, 2016 to review the current application and begin drafting a requirements document to identify technical and functional bugs and high priority enhancements.

Committee Name	International Application User Experience Advisory Group
Purpose	Design, develop, review and maintain compliance with grant workplan and overall approved objectives for OpenCCCApply
Chair / Advisory Lead
MEMBERS: Stakeholders & Volunteers
2018 Objective(s)	Plan workshop theme and design around concept(s)
Meeting Schedule	TBD

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CCCApply ARC Committee

Architectural Review & Advisory Committee - will work closely with the OpenCCCApply User Experience Advisory group, but will focus more on the technical and engineering aspects (front-end and back-end from an architectural perspective). This group will explore other online admission applications for higher education (preferably community college / junior colleges) for online admissions, online financial aid applications, online federated identity user accounts system, administrator design committee).

Call volunteers to order - schedule first meeting
Nominate and vote on a Chairperson
Nominate and vote on a schedule for recurring meetings
Nominate and vote on a charter for this committee, set objectives, sort it

The purpose of this committee is to better understand the issues and needs of the growing Non-Credit Student population and how CCCApply might be adapted to serve their unique needs for admission. This committee is facilitated by CCCApply Steering Committee leadership and will include additional stakeholders from the greater CCC Admissions and Student Services community.

Objectives of this committee:

Convene a meeting (TBD) to discuss the issues and concerns raised by multiple CCC colleges and organizations (CACCRAO) regarding the need for a user-friendly admission process for non-credit students and programs.
Work with the CCCCO to gain clarity around the residency requirements for all students, including non-credit students, and solicit a formal mandate or Legal Opinion in an effort to guide this effort for all colleges.
Create an approved, paper-based version of the CCCApply Standard Application and post in the Project Site file repository for all college use.
Identify and document any required changes to the Standard Application determined by the sub-committee and approved by the larger Steering Committee.

Committee Name	CCCApply Architectural Review Committee
Purpose	Plan all aspects of the CCCApply annual workshop
Chair / Review Board Leader	Tim Calhoon, Executive Director, CCCTC
MEMBERS: Stakeholders & Volunteers	Brian Schroeder (TBD) Josh Helmer David Albrecht (TBD) Patty Donohue
2018 Objective(s)	Meet design objectives of the 2017-2019 CCCTC Grant Workplan and roadmap Review all major architectural design changes and feature enhancements for OpenCCC, CCCApply, International, Promise Grant, Administrator, Report Center, Helpdesk Application, Title IX Application, God Tool, Schools Maintenance, etc.
Documentation
2018 Meeting Schedule	Meet weekly through March 21 (Fridays at 11am)
Meeting Minutes / Post Location

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OpenCCC User Experience Advisory Committee

TBD

Committee Name	OpenCCC User Experience Advisory Committee
Purpose
Chair / Advisory Leader
MEMBERS: Stakeholders & Volunteers

2018 Objective(s)	Plan workshop theme and design around concept(s)
Documentation
2018 Meeting Schedule
Meeting Minutes / Post Location

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Stay Informed!

Sub-committee progress updates will be posted regularly on CCCTechnology.info - the new 24/7 online, on-demand, communication and support site for CCCApply colleges users. To get auto-notifications by email, be sure to "Follow" the "CCCApply" and "CCCTC System Alerts" category pages.

Deferred & Declined Sub-Committees

Description	Sub-Committee Chair / Lead	Objective or Issue	Status
Gender & AB620 Issues	Bill Mulrooney	Currently reviewing the 2013 implementation of AB620 questions in CCCApply Standard Application. Sub-committee last met in October 2015 with members of the Academic Senate, CCC LGBT community, and CCCApply Steering Committee, to discuss issues and change requests that have been submitted for review.	DEFERRED. Proposal has been drafted and presented to the state legislature for additional guidance interpreting the bill and better understanding of how CCCApply can and should be updated to meet the changing needs of the LGBT student population.
CCCApply Residency Algorithm Review	Bill Mulrooney	Suggestions have been made to review the CCCApply residency logic to ensure it is up-to-date, accurate, and meeting the Ed Code and CACCRAO standards for residency in the CCC system. A request was made to have an outside expert review the algorithm; however, due to budget constraints, Steering voted to do an internal sub-committee review first. Based on the findings of the internal review, a second request for external will be presented for approval.	NEW. This committee was just approved to begin during the March 3, 2016 steering meeting. Members have not yet been finalized; however a preliminary list of names was taken during the meeting. The issue will be placed on the agenda for the May meeting where the sub-committee members will be confirmed.
Ed Goal Alignment to Programs of Study Projet	KC Greaney	This project has been discussed many times over the last few years; however it continues to be deferred due to differences of opinions on how it should be approached across the colleges and the Steering Committee. Within the sub-committee itself, several votes for incorporating the CCCCO POS list into the Majors field in the Standard Application versus opposing votes for not incorporating the Chancellor's Office feed and allowing colleges to have more functionality within the Administrator.	Stalled. This project has been stalled for several months due to differing opinions and needs across the Steering Committee and the colleges in general.
MIS Code / Data Field Alignment Matrix	Mitch Leahy	This project would produce a matrix aligning each question and data field on the CCCApply Standard Application to corresponding MIS codes and reporting requirements. The purpose of this alignment is to ensure that the questions and data fields being presented in the Standard Application are accurate and compliant with MIS reporting requirements, including response values aligning to MIS reporting values.	In-Progress. This is a labor intensive project that requires extensive research and ongoing updates. According to the last update from the sub-committee, it is slowly reaching completion but currently only being worked on as time permits.
Develop Non-Credit Application	Alicia Terry	This project included a review of the technical and legal requirements for developing a separate "non-credit" version of the Standard Application that is shorter and less time-consuming for non-credit students, seniors, and students who are not computer literate. The objective was to create a "short form" type electronic application to better serve this student demographic.	DECLINED. Per the CCCCO residency expert, Elias Regalado, and CCCCO Legal opinion, a non-credit application would not be functionally or fiscally recommended because non-credit students still have to be classified for residency when applying to a California Community College. According to Elias, every question on the Standard Application, save for the Needs & Interests, and some other supplemental questions, are required for ALL applicants, regardless of their education goal or non-credit status. Colleges should be classifying all students based on the CCCApply residency algorithm or equivalent before admission to their college.
Document Gathering Tool (Workflow Engine)	Bill Mulrooney	The purpose of this committee is to gather requirements to add a document gathering tool to the CCCApply Administrator.	This committee deferred this enhancement to the new Student Services Portal (MyPath).