Request No. | 2018-28 |
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Date of Request | July 25, 2018 |
Requester | Tim Calhoon / Patty Donohue for Steering Committee & Redesign Workgroup |
Application(s) | Apply, BOG, IA |
Section / Page | Review Application, Consent page & Submit Page |
Steering Hearing Date | July 25, 2018 |
Proposed Change to Download File | No |
Proposed Change to Residency Logic | No |
During the July 25 CCCApply Steering Comm meeting, the approved changes for September 2018 by the CCCApply Redesign Workgroup (Chancellor's Office) were reviewed. The two changes proposed that affect the last few pages in the application (Remove the Review Application page; and Combine the Consent & Submission pages) were discussed at length and the committee would like the following tweaks made that would still allow the applicant to see the Review Application information if desired. The improvement would be to treat those three pages of functionality into one page - similar to a "Checkout" page in a shopping cart.
Combine the Review Application detail, the Consent to Release language and checkboxes, and the Submit button into one page.
The idea is to make this entire process feel like the user is about to purchase something or finalize a transaction, where they are provided an opportunity to review what's in their "cart", agree to the sales terms (consent to release is part of the deal) and submit (purchase) all in one clear, comprehensive flow.
This change request originated through work in the CCCApply Redesign Workgroup - a group organized by Vice Chancellor Omid P. to address concerns raised in AB 3101 to try to streamline the CCCApply standard application. The request to remove the Review App page, and consolidate the Consent & Submission pages were then discussed further during the July 25 Steering meeting. This advisory committee expanded upon the original request with this improvement. Working on a mock-up.
Reviewing the Consent legal language for needed revisions:
The Consent Question is required by the Legal Office of the CCC Chancellor’s Office. The text, prompt, data value, access, and handling are defined by Legal Counsel and any changes require approval by Legal Counsel. This data is expected to be propagated throughout student information systems over time and circulate to the Chancellor’s Office through MIS reporting. Accommodating this data item is likely to be mandated in the future.
Consent is not required for the applicant to submit the application; however, the student is required to provide a response to the question. A copy of the Privacy Policy is provided by way of a hyperlink for the student’s reference.
The Help text, accessible by clicking on the hyperlink, states:
CCCApply asks you to give your consent to release of personal information about you. If you give consent to release of your information, you will be authorizing the Chancellor's Office, California Community Colleges, and the community colleges you are attending to release necessary personal information contained in your education records, including your Social Security number, for the following purposes:
Request for Consent to Release Information
The information that appears on screen (question):
“The community colleges you attend and the Chancellor's Office of the California Community Colleges request your help. We ask that you agree to allow us to release necessary personal information about you to various agencies and organizations so we can do research, plan programs and offer special services to you (such as transfer opportunity information or state financial aid). If you do agree to give your consent, your information will not be sold, used for commercial purposes, released to the public, or given to other government agencies for purposes of determining benefits (other than financial aid), except where specifically required by law. In addition, if you do consent to release of your information, those organizations and agencies to which your information is given are prohibited by law from using it for any unauthorized purpose or releasing it to anyone else. If you do not give your consent, personal information about you will not be shared with other organizations or agencies except where allowed by law. You should also know that answering "no" to this question will not prevent release of certain "directory information" about you. To learn more about directory information or how to block its release, see the Privacy Policy.
I authorize the Chancellor's Office, California Community Colleges, and the community colleges I am attending to release necessary personal information contained in my education records, including my Social Security number, for the purposes described in the Full Statement of Consent.
[radio button] Yes, I consent [radio button] No, I do not consent
The student must complete the Submission page in order to declare that the information they provide in CCCApply are true and correct under penalty of perjury. The exact declarations are shown below:
[checkbox] By checking here, I, <applicant full name>, declare that:
The student’s responses to these checkboxes serve as the applicant’s electronic signature.
Additional Text:
You are about to submit your application to <college name>.
NO CHANGES can be made to your application once it is submitted. California state law* allows you to submit your application and residency information online with an electronic signature verification. Your completion of this page will provide the necessary verification for electronic submission. The security and privacy of the information in your submitted application are protected as described in the CCCApply Privacy Policy.
* Section 54300 of subchapter 4.5 of chapter 5 of division 6 of title 5 of the California Code of Regulations.
CCCApply Redesign - Approved Changes for September 2018
For Internal Use Only
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