Request No. | 2018-24 |
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Date of Request | 7.06.18 Revised 10-11-18 |
Requester | CCCApply Redesign Workgroup |
Application(s) | CCCApply Standard Application |
Section / Page | Unique College-Branded Noncredit URL |
Approval Status | Approved |
Proposed Change to Download File | Yes |
Proposed Change to Residency Logic | Yes |
Implement a workflow path in CCCApply for "Noncredit" students who are exempt from residency determination because they are enrolling exclusively in noncredit courses.
Until mid-2018, existing law required all students to be classified as a resident or nonresident at a California community college. However, the recently passed Assembly Bill 3101 (AB3101) allows an exemption for students seeking to enroll exclusively in career development, college preparation courses, and other courses for which no credit is given, from community college residency classification requirements.
Therefore, the CCCApply application process needs to be updated to:
What requirements are established for California community colleges in AB3101?
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Story/Need
As a "noncredit" student, identified as such by a college or high school, I need a user-friendly process within CCCApply that is free from residency questions and other unnecessary questions, and exempts me from the CA residency determination status/process (per AB3101). I should only have to answer questions required by state or federal regulations for someone enrolling exclusively in noncredit courses at the time of application. If my college credit status should change, I need to re-apply using CCCApply Standard workflow and will have to answer all residency questions that were hidden/exempt during the noncredit process.
Additional Information
In response to & support of AB3101, the Chancellor's Office is requesting a version of the Standard Application which is exempt from the CA residency determination specifically for noncredit students. There are two pieces to AB3101: 1) exempt noncredit students from residency requirements; and 2) make the process for noncredit and ALL students as streamlined and barrier free as possible by only collecting info and data that is required by state and federal law at the time of application, in other words remove questions that aren't required at application or that can be collected by the college at a different time.
It's important that the Standard Application be the basis for this new "residency-exempt" application so that there is limited hassle and time-savings if and when the noncredit student transitions to "college credit courses" which will require the student to re-apply to the college using CCCApply and thus, classified for residency. See section on additional requirements for the transitioning student.
ISSUE: In order to comply with the new AB3101 - in order to legislation to address the following questions:
IF noncredit students are not subject to residency classification requirements:
ISSUE: AB3101 does not address, or provide guidance, on how colleges are supposed to track and manage residency for a "noncredit" student who decides to cross over and take "credit" courses.
*This would mean they would be restricted to noncredit only and could not transition without reapplying and being classified for residency.
The Noncredit Path is designed to be an optional user/stand-alone application , meaning implementation and use policies are determined by the college or district (or the Chancellor's Office).
Setting Up the Noncredit Application
Downloading Noncredit Applications
Running Reports on Noncredit Applications
ENROLLMENT PLAN | APPLICAITON REQUIREMENT | |
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Student plans to enroll exclusively in Noncredit courses | Student MAY submit a Noncredit Application (College sets the policy.) | residency determination is not required College may still want the student to submit the full Standard Application. |
Student plans to enroll in mostly Noncredit courses, as well as one (or more) credit courses (a mix of Noncredit and credit courses) | Student MUST submit the Standard (Credit) Application | residency determination is required |
Student plans to enroll exclusively in credit courses | Student MUST submit the Standard (Credit) Application | residency determination is required |
Student plans to enroll in mostly all credit courses, as well as one (or more) career development (Noncredit courses) | Student MUST submit the Standard (Credit) Application | residency determination is required |
Student planned to enroll exclusively in Noncredit courses at your college for Fall 2019, completed and submitted the Noncredit Application, but then ended up enrolling in one or more credit courses in the same term at the same college | Student MUST ALSO submit a Standard (Credit) Application for the same Term, same College* (Suggested process: Student returns to CCCApply via Standard Application URL and submits a second application for the same Term at the same College. Auto-population logic will auto-fill all previously answered questions, requiring only the residency-related questions for the student to answer and submit.) | Some questions were not answered in the NC application and residency determination is now required Note: Logic has been revised to allow the submission of a second application for the same term, same college, when transitioning from Noncredit to credit status only. |
Student planned to enroll exclusively in credit courses at your college for Fall 2019, completed and submitted the Standard (Credit) Application, but then ended up enrolling in one or more Noncredit courses in the same term at the same college | Student MAY submit a Noncredit Application for the same Term, same College. For rShould the student be required to submit a | All application questions were answered in the previously submitted application - including residency questions and residency status has already been determined |
Student enrolled in credit courses at Your College in Fall 2018 - and submitted the Standard Application at that time. During the next consecutive term (no break in enrollment) the student is now enrolling exclusively in Noncredit courses for a different term, at the same college | SHOULD the student be required to submit a Noncredit Application? Who sets this policy? What is the policy? | All application questions were answered in the previously submitted application - including residency questions and residency status has already been determined |
Student enrolled in credit courses for Fall 2019, completed and submitted the Standard Application, but then ended up enrolling exclusively in Noncredit courses for the same term at the same college | Student MAY submit a Noncredit Application but not required to determine residency. College sets policy. | All questions were already answered and residency status has already been determined |
Objectives
Design and implement a streamlined variation of the online Standard Application for students enrolling exclusively in Noncredit courses
that is free from the CCC residency-determination questions and
The application should have a unique URL for tracking purposes that sets the Noncredit applicant on a residency-exempt "path" through the Standard Application
hiding all questions that are not specifically required by local, state, and federal mandate or required to identify the student's personal information and CCC student ID account.
APPLICATION WORKFLOW
The Noncredit workflow is basically a custom residency-free variation of the Standard Application, and all pre-application and post-submission workflows are exactly the same
In the first version of the application - college-configured Terms and Majors (and Major Categories) are the same as your Standard Application (configured in the Administrator)
Noncredit Rules and Messages can be configured in the Administrator under the Standard application
Noncredit applications can be "reset" for download using the same module in the Administrator
The student's submitted Noncredit applications will appear in their "My Applications" page for Standard Applications and In-Progress applications behave the same as in the Standard Application
QUESTIONS ON THE PATH
The Noncredit application path is basically a custom, Noncredit version of the Standard Application, showing only the questions that are required for the Noncredit applicant - everything else functions the same
All Standard Application questions that are hidden (not required) to the Noncredit applicant will store a "null" response value in your existing Standard Application download file
The Noncredit application uses the same database as the Standard Application - all data fields are the same
All questions that appear in the Noncredit workflow are the same as the Standard Application and uses the same data fields from the same submitted applications and in-progress databases
DOWNLOADS
Noncredit submitted applications are downloaded the same way as your current Standard Applications, using the same Download Client (or College Adapter for SuperGlue)
Noncredit submitted app data will be included in your existing Standard Application downloads (submitted applications)
The Noncredit applications do not require a separate set of download files
Other than adding the new data fields* to your existing Format Definition XML file and running the Download Client Jar update file (as usual), there are no special implementation requirements for and no separate download file for this implementation
The Standard Application Job XML doesn't need to change either (again, Noncredit Apps will be included in all existing download processes) (there is not a separate download file or process with the Noncredit application)
ADMIN CONFIGURATION & REPORTING
as the college's Standard Application implementation
TRACKING
Users of the Noncredit application are tracked in the following ways:
URL: The unique college-branded URL tracks the workflow path
Report Center: Noncredit submitted application data is stored in the Report Center under the Submitted Applications folders and reports
Noncredit Status Field: A new field is being added to track the Noncredit application status (<non_credit> = T or F) - which is set when the applicant uses the Noncredit URL and completes/saves the Enrollment page
Noncredit Application Confirmation Numbers: for submitted and in-progress Noncredit applications will have the following format: NC-12345 (each Noncredit application confirmation number - and App ID - will begin with "NC-")
Residency Status Field:
Integrity Flag (81):
By implementing the new Noncredit workflow via separate URL process, users will not be adding a self-identifying question to the application - there will be, in effect, two front doors (URLs) to the same application. The colleges will be responsible for managing/distributing the different URLs to students.
The goal of the CCCApply Redesign Workgroup is to implement a solution by March 1, 2019 - possibly a short-term solution until the next version of CCCApply is developed (tentative TBD 2020 release) in order to support students applying for Fall 2019 classes. The Workgroup put together a sub-committee to review which questions were no longer required now that residency determination is no longer required for Noncredit students. One such meeting was held on October 11, 2018, which reviewed the language in the assembly bill and the objectives of the Workgroup. The change requirements that resulted from one or more meetings are outlined (detailed) in the Change Requirements section below.
Additional Information
With the passage of Assembly Bill 3101, CCCApply has been working with the Chancellor's Office to determine how to comply with the new legislation requirements pertaining to Noncredit students and their exemption from residency determination when enrolling exclusively in free, not-for-credit courses in the CCC system. In June 2018, the Chancellor's Office - led by V.C. Omid Pourzanjani, started a workgroup of stakeholders across the system called the CCCApply Redesign Workgroup. One of the sub-committees of that main group was dedicated to this Noncredit revision issues. The change requirements below were identified by way of this sub-committee. Several options have been explored, including:
Another immediate problem/issue is the timeline/schedule that the Chancellor's Office is requesting for one or more solutions in the short-term. The goal is to have CCCApply revised by March 1, 2019 in order to support students applying for Fall 2019 classes. The Workgroup has put together a sub-committee to review which questions were no longer required now that residency determination is no longer required for Noncredit students. One such meeting was held on October 11, 2018, which reviewed the language in the assembly bill and the objectives of the Workgroup. The change requirements that resulted from one or more meetings are outlined (detailed) in the Change Requirements section below. |
The following change requirements were approved 10.26.18 by the CCCApply Redesign Workgroup. |
Residency Status Field Requirements
To comply with the new residency exemption for Noncredit students in AB3101, we need to revise the Residency Status field to include a value for "exempt" status. We willdo the following:
Allow Students To Apply For Same Term - Exclusively For Non Credit Students
We need to Implement logic to allow a Noncredit status student to re-apply to the same term, same college using the "credit" version of CCCApply, if they plan to transition from NC to Credit status.
NOTE: Currently - CCCApply does not allow an applicant to submit more than one application to the same Term at the same college. For this proposal to work, we'd need to allow this process (be able to submit another application).
Workflow Considerations
The bullets below include additional requirements and considerations that need to be included in the overall implementation. Can you think of any other ones?
ENSURE THAT....
Considerations for students on the NC workflow path...
The bullets below represent requirements that should be considered for communicating this change to colleges and the system overall. Can you think of any other ones?
Key Points:
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Read the full Assembly Bill language.
AB-3101, Carrillo. Community colleges. Existing law establishes the California Community Colleges, under the administration of the Board of Governors of the California Community Colleges, as one of the segments of public postsecondary education in this state. Existing law establishes community college districts, administered by governing boards, throughout the state, and authorizes these districts to provide instruction to students at the community college campuses maintained by the districts. Existing law requires each student to be classified as a resident or nonresident at a California community college. This bill would require the Chancellor of the California Community Colleges, on or before July 31, 2019, to revise the California community college online application process so that only data that is required by the federal government, state law, or that is otherwise necessary, as determined by the chancellor, is collected during the process. The bill would authorize the chancellor, to the extent that data can be collected from the student at a later time, to delay the collection of that data until after the student has applied to a community college. The bill would exempt a student seeking to enroll exclusively in career development and college preparation courses, and other courses for which no credit is given, at a community college from community college residency classification requirements. To the extent this bill would impose additional duties on community college districts, the bill would impose a state-mandated local program. The California Constitution requires the state to reimburse local agencies and school districts for certain costs mandated by the state. Statutory provisions establish procedures for making that reimbursement. This bill would provide that, if the Commission on State Mandates determines that the bill contains costs mandated by the state, reimbursement for those costs shall be made pursuant to the statutory provisions noted above. Vote: majority Appropriation: no Fiscal Committee: yes Local Program: yes |
This design proposal for this project has gone through multiple revisions. To avoid confusion, sub-committee discussions and meeting notes have been moved to a separate page for reference purposes. See Noncredit Sub-Committee Meeting Discussions
Date | Description | Type | Status | Notes |
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9.14.18 | CCCapply Redesign Meeting Minutes- 091418 (1).docx | Minutes | ||
9.30.18 | Worksheet: CCCApply MIS Requirements | G-Sheet | Up to date |
DATE | DESCRIPTION | DOC TYPE | STATUS | Notes |
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2016 | 2016-36: Issues with CCCApply for Noncredit Students | Change Request | DECLINED | |
2016 | The Past, Present and Future of Noncredit Education in California 2016 | CCC Report | ||
2016 | 2016-28: Standard Application Takes Too Long to Complete | Change Request | DEFERRED |