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MIS has updated their reporting requirements and colleges are scrambling to get the data. Colleges are required to report on the LGBTQ data (AB620) beginning August 2018. Currently, for security reasons, these two fields have been restricted to colleges and are currently not included in the CCCApply download file. As part of this request, the onscreen text that accompanies the AB620 questions will need to change to accurately disclose that the data would be collected by the colleges to comply with federal and state reporting requirements (and would also be used for student equity outcomes data).
AB620 Fields:
<sexual_orientation>
<transgender>
The CCCApply Steering Committee is requesting that these two fields (see below) be added to the CCCApply Download Client, as well as the Report Center, immediately so they can begin downloading and reporting as soon as possible.
Additional Information
The CCCApply Steering Committee called a meeting on April 3 to discuss this new requirement.
UPDATE: 4/26/18: For security reasons, the CCCCO has denied the request to transfer these fields to colleges via the download client or the Report Center. As an alternate solution, CCCApply would work immediately with the CCCTC Project Glue team to expedite a two-phase data export via secure staging table, available to any college that chooses to implement this process. The roll-out of this first phase would happen in conjunction with the Apply 6.2.0 release (June 2018). Furthermore, the Tech Center would work with the Data Warehouse team to expedite access to this data for researchers via that secure system.
NEED to prepare change requirements
Onscreen language that needs to be reviewed:
For security reasons, the AB620 data fields (sexual orientation> and <transgender>) will NOT be added to the CCCApply Download Client or the CCC Report Center. As an approved alternative, CCCApply will work with the Project Glue team to implement a two-phase data exchange whereby colleges can implement the Glue College Adapter to interface with the CCCApply data for real time SIS integration.
# | Title | User Story | Importance |
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1 | Revise the onscreen text/language in the Gender section on the Personal Information page in the Standard Application, associated with the two AB620 questions to accurately disclose how the data will be collected and used by the CCC. | As a student applying through CCCApply, I need to be fully and accurately informed about how my personal data responses to the Sexual Orientation and Transgender questions will be collected and used by the college I am applying to, and the CCC Chancellor's Office, after submission of my CCCApply application. | HIGH |
2 | As part of this change requirement, the CCCApply Data Dictionary (Standard Application) will need to be updated to reflect the changes to the way the AB620 data fields, <sexual_orientation> and <transgender>, are handled, stored and accessed via CCCApply. | As a college IT staff, I need the CCCApply Standard Application Data Dictionary to accurately reflect the updated data handling, storage, and download options for the <sexual_orientation> and <transgender> data fields - once the data format and processing specifications are confirmed through the CCC. | Medium |
Desc | CURRENT | PROPOSED CHANGES |
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Revise the onscreen text that appears adjacent to the Sexual Orientation and Transgender data questions in CCCApply Standard Application. | By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.
| By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.
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No change to the placement of the text on screen The text changes will simply update existing placement, using the formatting and bullets that are already in place. |
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No changes to the download client will be made in this implementation. This is purely to update the data collection disclosure language through "onscreen text" changes only.
N/A
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Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request.
Description | File or Link |
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2018 Specification | AB620 CCCApply Implementation (2013) |
Notes from April 3 2018 Steering Meeting:
<< NEED to prepare change requirements
Onscreen language that needs to be reviewed: