Pilot Meeting Information

This meeting will be held online via Zoom.

Date:   Friday April 12, 2019

Time:  9:00 AM - 10:15 AM PST

Topic: CCCApply Noncredit Application Pilot Project - April 12 Meeting

Location: ONLINE

Zoom Meeting URL:  https://cccconfer.zoom.us/j/820806202

Phone:  Dial: +1 669 900 6833 (US Toll) +1 646 876 9923 (US Toll)

Meeting ID: 820 806 202




April 12, 2019

TimeDESCRIPTIONNOTES
9:00AM

Welcome & Roll Call

Zoom Chat & Participants

Recap of March 22 Meeting

Issues & Concerns

Update on IT Set Up and Testing (Review  Noncredit UAT Implementation Checklist 



New Change Requests


10:15AM

Close Meeting (Confirm next meeting - April 26)





CCCApply Noncredit Pilot - Participant Roster


Non-Credit Application Pilot Members
Primary Contact
Primary Contact Email
College / District
IT Contact
IT Contact Email
Paulette Linoplino@chabotcollege.eduXChabot College


Monika Liu

mliu@ccsf.edu


City College of SF

Quyen Lu

qlu@ccsf.edu


Francine Luong

fluong@ccsf.edu


City College of SFSheila Pontanares

spontana@ccsf.edu


MaryLou Leyba

mleyba@ccsf.edu


City College of SFWonda Wong

wowong@ccsf.edu


Liz Leisersoneleiserson@ccsf.eduXCity College of SFChien Lin

clin@ccsf.edu

X



Coastline College

Kyle Mack

kmack7@cccd.edu



Coastline CollegeTim Rigneytimr@cccd.edu
Anna SalazarSalazaal@elac.edu
East LA College


Tiffany Miller

tsmiller@elcamino.edu


El Camino CollegeJoshua Rosales

jrosales@elcamino.edu





De Anza CollegeRoland Amit

amitroland@fhda.edu

X
Anthony Cervantes
cervantesanthony@fhda.eduX

Foothill College

Chien Shih

shihchien@fhda.edu
Elias Regaladoregaladoelias@fhda.edu
Foothill College

Jerrick Woo

woojerrick@fhda.edu




Linda Koyamakoyamalinda@fhda.edu




Mahmood Hasan

hasanmahmood@fhda.edu




Jyoti Gavaligavalijyoti@fhda.edu
Kristy Lislelislekristy@fhda.edu
Foothill College


Albert Ramirez

aramirez@glendale.edu

X

Glendale College

Simon Mirzayan

simon@glendale.edu

X
Tina King, Ed.D.tking@noce.eduX

North Orange CCD (SCE)

Morgan Beckmbeck@noce.eduX
Triseinge Ortiztortiz@noce.eduXNorth Orange CCD (SCE)


Shontel Coronascorona@noce.edu
North Orange CCD (SCE)


Jason Makabali

jmakabali@noce.edu

XNorth Orange CCD (SCE)


Thea Quigley

Thea.Quigley@rccd.eduXRiverside CCDAli Salinasali.salinas@rcc.eduX
Paula Barrera

paula.barrera@rccd.edu


Riverside CCD


Esau Tovar, Ph.D.

tovar_esau@smc.eduX

Santa Monica College

Fai Fongfong_fai@smc.edu
Dione Cartercarter_dione@smc.eduXSanta Monica CollegeJose HernandezNEEDX
Luis Jaureguijauregui_luis@smc.edu
Santa Monica College


Mitch Leahymleahy@santarosa.edu
Santa Rosa Jr. College





Sierra College

Julia Arreguyjarreguy@sierracollege.eduX
Gerlie Jeltemagjeltema@socccd.eduXSouth Orange CCD


Stephanie Murguiasmurguia@cerritos.edu
Cerritos College


Michelle Pena

michelle.pena@bakersfieldcollege.edu


Bakersfield College


Elena Alcalaealcala@cccco.edu
CCC Chancellor's Office


Michael Quiaoit

mquiaoit@cccco.edu

XCCC Chancellor's Office


Patty Donohue

pdonohue@ccctechcenter.org

XCCC Technology CenterMerrie Wales

mwales@ccctechcenter.org

X
Jennifer Coleman

jcoleman@ccctechcenter.org

X



Amanda Mason

amason@unicon.net


CCC Technology CenterKasey Crosby

kcrosby@ccctechcenter.org

X





Meeting Minutes:  March 22

Topic: CCCApply Noncredit App Pilot Meeting - March 22
Start Time : Mar 22, 2019 08:45

Meeting Recording:
https://cccconfer.zoom.us/recording/share/ezAE-ZgN2nQid_g2YufJocXoY0v1XWN2qATsoAvWm_uwIumekTziMw





IssueWhoPriorityDiscussionStatus
Issues with Noncredit URL not working for some collegesCCSF, othersHIGHGet status as of 4/12/19 
Per Esau - after deleting in-progress/submitted apps - he was able to access the App for the same term
Request for a paper version of the Noncredit application

Not a requirement at this time
Keep SS# as an option (primarily for WIOA II agencies)Dione Carter, SMC
Santa Monica College, NOCE
Include/align with California Adult Education Program (CAEP) MIS data elements

SMC and NOCE

Dee Dee Carter
Tina King


North Orange Continuing Ed + Santa Monica College both brought forward information about the new MIS data requirements, as well as the requirements that align to the California Adult Education Program, formerly known as the AEBG Adult Education Block Grant.

There was back and forth discussion about whether these would need to be added to the Application proper, but the immediate response is to ensure colleges that these could be added by way of the Supplemental Questions feature - available to each college - which can now be unique to the Noncredit Application (per current changes under-development for the NC application).

WIOA MIS requirements - MIS requirements - Title 5 buckets

Revised NOCE MIS Supplemental Questions Draft 3-27-19 (1).docx

Revised NOCE MIS Supplemental Questions Draft 3-27-19.docx

Revised NOCE MIS Supplemental Questions Draft Spanish 4-1-19.docx

Sample NOCE 2018 New MIS Elements Capture Sheet.xlsx

Ensure the CCCApply ID # is the same for students transitioning from noncredit to credit and credit to noncredit (which I believe the CCCApply ID# is the sameDione Carter, SMC

The OpenCCC account system, which sits in front of all CCCApply applications, as well as all other CCC Tech Center applications, produces the student's CCCID, which, like the K12 SSID, follows the student through their educational journey - lifetime- in the CCC. Colleges are now required to report the CCCID with MIS reporting. 

CCCID = OpenCCC Statewide Identification Number - one time account

Make sure the filter IS turned on for noncredit CCCApply apps like it is turned on for creditEsau Tovar, SMC

Question was asked if the Noncredit application will go through the Spam filter? Santa Monica feels they should, "the filter needs to stay on for noncredit apps" 

YES - Noncredit apps are going through the Spam Filter



Next Action Items


Action Item DescriptionWho?ResultDeadlineStatus

Follow up on MIS DED elements related to Noncredit and whether these are required to be collected at time of ApplicationPatty > Mike Q./Elena - CCCCO



Design a template Supplemental Questions XML template which includes questions based on the NOCE supplemental questionnairePatty > Apply Team



Create a shared version of the NOCE Supp Questions sample pagePatty

See breakdown of the questions (per NOCE's perspective) and whether the questions are available in the Standard App, NC app, or not at all.

NOCE Noncredit Registration Questionnaire

4.15.19



Review the UAT testing plan

Review the updated Noncredit UAT Implementation Checklist 



Several documents were shared during the April 12 meeting in reference to the MIS required data elements:










North Orange Continuing Education (NOCE) MIS Supplemental Question Drafts (3-27-19)

Revised NOCE MIS Supplemental Questions Draft 3-27-19 (1).docx

Revised NOCE MIS Supplemental Questions Draft 3-27-19.docx

Revised NOCE MIS Supplemental Questions Draft Spanish 4-1-19.docx

Sample NOCE 2018 New MIS Elements Capture Sheet.xlsx













Values / ResponsesRequired?  MIS Element?How does CCCApply respond?




Have you ever applied and/or registered at North Orange Continuing Education, Cypress College, or Fullerton College?  Yes  No


❑ Yes
❑ No
No.  College-specific question.




Banner ID # @ Date _______________________ (MM/DD/YYYY)
No. College-specific question.
LEGAL NAME PLEASE PRINT & USE BLUE OR BLACK INK ONLY.

Last _____________________________

First ______________________________

Middle ___________


The Legal Name data fields are already provided to the college in their downloads. The data is collected in the OpenCCC account system and passed to the college with the application data upon submission.

Date of BirthDATE OF BIRTH _______________________ (MM/DD/YYYY)

The "Birthdate" data is already provided to the college in their downloads. The data is collected in the OpenCCC account system and passed to the college with the application data upon submission.

PERSONAL INFORMATION (Additional information provided/customized by the college)

This information will be used for state and federal reporting purposes. It is optional and voluntary and will not be used for discriminatory purposes. By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identify, and gender expression of students. This information is only used for summary demographic reporting, and your responses are kept private and secure.

No. College-specific text.
What is your current gender identity?❑ Male ❑ Female ❑ Decline to state

The "Gender" data field is already provided to the college in their downloads. The data is collected in the Noncredit App on the Demographic Information page with the same response options. 

NOTE: This field, by federal law, must be asked on the application but is NOT required to be answered by the applicant.

This field is provided to colleges in their downloads

What is your current sexual orientation?❑ Straight/Heterosexual
❑ Gay or Lesbian/Homosexual
❑ Bisexual
❑ Other
❑ Decline to state
? Required by federal and state laws (AB620)

The "Sexual Orientation" data field appears in the Noncredit App on the Demographic Information page with the same response options.

This field is required by federal law, and must be asked at the time of application but is NOT required to be answered by the applicant.

IMPORTANT NOTE: This data is provided to colleges but is not included in the standard college download file or Glue data set. This sensitive data is only available to colleges via special access to the CCCTC Data Warehouse to approved researchers. Please check with your college President or district Admissions 

Do you consider yourself transgender? ❑ Yes
❑ No
❑ Decline to state
? Required by federal and state laws (AB620)

The "Transgender" data field appears in the Noncredit App on the Demographic Information page with the same response options.

This field is required by federal law, and must be asked at the time of application but is NOT required to be answered by the applicant.

IMPORTANT NOTE: This data is provided to colleges but is not included in the standard college download file or Glue data set. This sensitive data is only available to colleges via special access to the CCCTC Data Warehouse to approved researchers. Please check with your college President or district Admissions 

Help Pop-Up Text Box (college customized additional text)

Gender Identity” means one’s private sense of being male or female.

Sexual Orientation” describes an enduring pattern of attraction-emotional, romantic, sexual, or some combination of these-to persons of the opposite sex, the same sex, or to both sexes, as well as the genders that accompany them.

Transgender” is the state of one’s gender identity (self identification as woman, man, neither or both) not matching one’s assigned sex (identification by others as male, female or intersex based on physical/genetic sex).

No. College-specific text.
Have you been employed as a seasonal agricultural worker for at least a total of two months of each of the past two years? ❑ Yes
❑ No

This field is NOT included on the Noncredit Application. It is included on the Standard Application - on the Residency page.
Are you currently homeless?❑ Yes
❑ No

As a specific question - this field is provided to colleges in the Standard App, but NOT included in the Noncredit Application (currently hidden with the other questions on the Residency page). However, currently, there is an opportunity to gather information on whether a student is currently homeless via the OpenCCC account information on the Permanent Address question, and in the Noncredit application on the Account Information/Mailing page - with the Current Mailing address. Below are the fields that include current homeless status:

No_perm_addresss_homeless
No_current_address_homeless

Are you comfortable reading and writing in English?❑ Yes
❑ No

This field is currently provided to colleges in their Standard App downloads from the Needs & Interests page; however, per request from the CO Redesign workgroup, the Needs page is being removed from the application by default but the colleges have an opportunity to “opt-in” for each data field on that page.

IF the Noncredit App pilot colleges believe it would be more advantageous to have this question remain, should it appear on the Needs & Interests tab/page? Or should this be added to the Supplemental Questions for Noncredit page (optional/customizable by the college)?

Do you currently receive any of the following types of assistance? (Check all that apply)❑ CalWORKs, Temporary Assistance for Needy Families (TANF), or Aid to Families with Dependent Children (AFDC)
❑ Supplemental Security Income (SSI)
❑ General Assistance (GA)
Supplemental Nutrition Assistance Program (SNAP, Food Stamps)
Foster Care, Medical/Medicaid, HUD Section 8 Housing Assistance, or other economic public assistance
❑ I am not currently receiving any public assistance

Some of this question is displayed in their Standard Application on the Residency page, which is currently NOT available in the Noncredit Application. Which means - even if we made this question available in the Noncredit application, it would need to be revised to include the values that do not currently appear in the Standard App. downloads - this question appears on the Residency page, which is currently NOT available to the Noncredit download file

Please select your approximate annual household income.❑ $0 to $15,000
❑ $15,001 to $30,000
❑ $30,001 to $45,000
❑ $45,001 to $60,000
❑ $60,001 to $75,000
❑ Over $75,000
❑ I do not know my approximate household income

This question/field does NOT appear on the Standard application.  This is one of the questions that would need to be added via Supplemental Questions page in the Noncredit App.


Please enter the number of people in your household.

________________________


This question/field does NOT appear on the Standard application.  This is one of the questions that would need to be added via Supplemental Questions page in the Noncredit App.
Have you ever been charged with or convicted of a crime?

❑ Yes ❑ No


This question/field does NOT appear on the Standard application. 

Have you had a job in the last six months?

❑ Yes ❑ No


This question/field does NOT appear on the Standard application. 

Have you been looking for a job in the last six months?

❑ Yes ❑ No


This question/field does NOT appear on the Standard application. 

Do you have any attitudes, beliefs, customs, or practices that make it hard for you to find a job?❑ Yes ❑ No

This question/field does NOT appear on the Standard application. 

Are you currently preparing for a job by participating in internships, work experience, or capstone projects?❑ Yes ❑ No
This question/field does NOT appear on the Standard application.
Are you currently participating in activities that help you learn about a job through job shadows, service learning, class projects, or mentorships from professionals working in that job?❑ Yes ❑ No
This question/field does NOT appear on the Standard application.
Are you currently participating in any events or activities that will help you identify career interests or explore career options such as guest speakers, company tours, field trips, career fairs, or mock interviews?❑ Yes ❑ No
This question/field does NOT appear on the Standard application.











New Change Requests

Field / FeatureStatusNeed / Proposed ChangeImplementation 
Make SSN/TIN Optional for Noncredit Applicants
TBD4/12/19: The SSN question currently appears in the OpenCCC Account system process - not in the CCCApply applications (currently) and is already optional Already in there - already implemented

Enhance the Account Creation language and button on the Welcome landing page

TBD
Include/align with California Adult Education Program (CAEP) MIS data elements

fwdccccomisupdate.zip

2018-AEBG-Report-Final-ADA.pdf

Approved Changes 

Field / FeatureStatusNeed & Proposed Change*Implementation Status

Implement a different introduction/landing page for the Noncredit Application


Add a Noncredit Intro page (landing page) that appears when the user enters the application using the Noncredit URL. 

Add a new landing page for the Noncredit application workflow, with the following language:

Noncredit Application to College

Before applying to college you must first have an OpenCCC account.

The OpenCCC single sign-in account allows you to access the online services of the California Community Colleges.

OpenCCC is a service of the California Community Colleges Chancellors Office. The information in your account is kept private and secure.

4/12/19:  As of today, a unique Welcome page will appear if the student intends to apply using the Noncredit Application.  This will now be implemented when the Noncredit App goes live to production in June 2019.





Field / FeatureStatusNeed & Proposed Change*Implementation Status

Implement the ability for colleges to specify which Application(s) each Intended Major/Program of Study should appear


Applicable Field: Intended Major / Program of Study

Colleges need to be able to display different Majors in the Noncredit Application

Colleges need to be able to display the same Majors in the Noncredit application.  

Implement the ability for the college to designate which application each Major should appear in. (This should be an "Application Type" flag - or similar - which is set for each individual major.)  

The Application types should include:  

  • Standard App
  • Noncredit App
  • Both Standard & Noncredit

But still need to be able to display all majors

  • Implement a tag/toggle in the "Add/Edit Major" modal that identifies if  a Major/Program should appear in the Standard App, the Noncredit App, or Both apps.  otherwise it will NOT appear.
  • Implement logic that will only display the Majors that have the Noncredit tag in the NC App. (NOTE: This means that these Majors/Programs would also appear in the Standard, but would ONLY appear in the Noncredit app)

4/12/19: As of today, the development team has completed work on a process by which colleges will be able to identify which application a specific "Intended Major / Program of Study" appears in by adding a new filter/field to the Majors table that colleges will use to identify which application the IM/POS appears in.  The values/options in this new filter/field are:

  • Standard
  • Noncredit
  • Both

Repeat: A new filter was added to the Majors table which requires college to identify if the individual "Intended Major / Program of Study" should display in the Standard Application, the Noncredit Application, or Both application.

There will be implementation process details added to the set-up documentation for colleges.


Field / FeatureStatusNeed & Proposed Change*Implementation Status

Implement the ability to display different Supplemental Questions in the Noncredit Application

Colleges need the ability to ask different supplemental questions of their Noncredit students.  

  1. Best case scenario: College needs the ability to specify which application each question appears in (Standard, Noncredit or both)

  2. Next best scenario: Colleges want the ability to display the same page of supplemental questions in both applications or not. 

  3. At the very least: Colleges would rather have supplemental questions turned OFF in their Noncredit application if they can't have either of the other two scenarios. 

NOTES:

Implement an "Application Type" flag that includes:

  • Standard App
  • Noncredit App
  • Both Standard & Noncredit

Data Fields: Ensure that the existing set of Standard Supplemental Question data fields can be used by the Noncredit application as well as the Standard Application so that the college doesn't have to add/create any new data fields just for the noncredit 

Ideally, a mix of questions with varying Application Types would be configured in the same Format Definition XML (adding a line of code designating the App Type that the question should appear in). 

For example: If the college has 12 supplemental questions total, but:

  • 10 of them pertain to Standard App only = Standard App
  • 6 of them pertain to both Standard & Noncredit apps = Both Apps
  • 2 of them are exclusively for Noncredit students  = Noncredit App

Could all of these questions be configured on the same XML - with the Application Type determining which ones should display in each application or both?


Deferred Change Requests

DescriptionStatusNeed / Proposed ChangeConsiderations for Implementation

Disable the Major Category Filter in the Noncredit Application Only


Applicable Field: <category>

  • Disable the Major Category filter in the Noncredit App
  • Even if the Major is set to display in the both the Noncredit and Standard Apps AND there is a category associated with the Major.
  • The Major Category filter should ONLY display / integrate with the Standard Application

NOTE

  • This change should only be implemented in conjunction with the change above pertaining to the Intended Major/Program of Study field.
  • individual Majors can be flagged to display in both application, but if a category is also associated with the Major, the additional Major Category filter should only display in the Standard Application;




The following list of action items are from all meetings.

#DescriptionNotesAssigned to Start DateDeadline DateStatus

Follow up on technical issues reported by the colleges:

URLs taking some colleges to the Standard Application 

This cannot be reproduced by the development team. PattyMarch 22April 8

Send the list of concerns to the committee for feedback;
Patty

Sent to committee: 3/05

March 22

Flesh out the three "must have" requirements and submit to the development team for an IT development estimateGoal:  Dev team to groom and estimate changes this week (Mar 7) PattyDraft up Jira tickets and groom for development estimateMarch 11

Setup Recurring Meetings for Friday mornings?

NOTE:  Next meeting is Friday, April 12, 9:00AM

Schedule next meeting for March 22Patty3/05/19




April 12 Meeting Chat

meeting_saved_chat.041219.txt

Discussing a Noncredit Paper Application
09:07:01 From Morgan : If there is a paper app, is there a method for the schools to get a CCCID for that student?
09:08:49 From Roland (De Anza College) : I could see a need for a paper app when working with local community sites that may not have internet access or population that lack computer skills.
09:09:01 From Alfred : A paper version is probably for off-site locations, dealing with limited English students which may be a large population.09:12:35 From Triseinge Ortiz : Paper applications are tricky for data tracking reasons. NOCE currently uses both paper and electronic. We are working towards electronic means that would speak to all populations. Apex on IPads is one avenue we explored. This is an ongoing challenge.

There are no plans to produce and maintain a paper application version of the new Noncredit Application. Colleges that wish to create one based on the application are welcome to do so.


09:11:37 From Morgan : SSN is collected (or can be) during the CCCID part of the app, wouldn't adding that to the app be redundant?

The Social Security Number/Taxpayer Identification Number question currently appears in the OpenCCC Account system, which is not part of the CCCApply application(s). However, on the Account Information/Mailing page - of each CCCApply application - there is a link to edit the student's OpenCCC account.  The information collected in the OpenCCC Account - whether the student has just created their account immediately preceding the application process, or completed the account process previously, is passed through to the college's download file at the time an application is submitted. 

During the April 12 meeting, however, it was discussed that there is a redesign underway of the OpenCCC Account system. Based on approved funding for FY19/20, the redesign may be released as soon as 2020, but as of now the revision date is not confirmed.  The OpenCCC redesign process "may" elect to remove the SSN number from that application. If it does remove the SSN, it will be moved into the CCCApply application(s) so that colleges can continue to collect that information at the time of application.   


09:15:44 From Alfred : Definitely agree that language review is needed to simplify the readability. We had our ESL instructors to review and revise our in-house application.

This is an issue that has been ongoing for several years.  The CCCApply User Group, formerly known as the CCCApply Steering Committee - since 2001, has raised the issue that the language used in the current CCCApply applications should be reviewed and - if appropriated - revised in an effort to improve the quality and quantity of responses collected by applicants. Unfortunately, with the current application architectural platform, college-customization of the language is not possible. Also, from the perspective of the Steering Committee, it is very hard to get a consensus from all colleges on what  language would be most effective and appropriate.

NOTE: The CCCApply Redesign Workgroup, under the direction of the CCC Chancellor's Office, has contracted with Ideas42.org to conduct a behavioral study on the CCCApply application, with the goal of providing one or more recommendations to improve the application for the purposes of providing a shorter, streamlined student application experience. Our hope is that this study will yield some beneficial - and data driven - recommendations for improving the language across the application for the purpose of yielding better understanding, and hence, more responses from our student applicants. If you would like to learn more about the CCCApply Redesign Workgroup, please contact 


09:15:45 From Liz Leiserson : I believe the MIS data has to be collected every term of enrollment
09:17:54 From Alfred : I agree let's collect only what is required by law/MIS. Any additional should be a local decision and local logistical issue.

09:18:32 From Alfred : Let's not assume what is required and get it straight from legal or MIS.


09:23:05 From acervantes : If ACE is requiring these questions, can you tell us how they will use this data to benefit students?
09:31:37 From Alfred : Translation of the application will be in Spanish, correct? Will we or the Chancellor's Office have the ability to translate into other languages? Possibly can our MIS work with CCCApply to use the fields and use translations.


09:33:01 From Alfred : So will each college be able to create their own supplemental questions? Or will they be created for us and then we choose. That wasn't clear.


09:38:48 From Alfred : Can the out for social security number be on top of the application? There is so much information on the front end and not until the bottom does it have the box to check if they do not have or decide to provide.


09:39:29 From Ali Salinas (Riverside City College) : On the noncredit supplemental questions page, am I correct in assuming that if we're using a supplemental questions page on the credit application, the same data fields used for the credit application supplemental questions should not be used for the non-credit application supplemental questions?


09:42:42 From Liz Leiserson : Why not spam filter the NC apps?
09:45:17 From Patty Donohue :  YES the NC will go thru SPAM filter


09:42:53 From Morgan : Can they be put through the spam filter from an 'audit' perspective to start and see how many false positives we would have?


09:42:44 From Ali Salinas (Riverside City College) : I agree. The noncredit application is easier - and quicker - to complete than a credit application.


Meeting Recording: 

To share the recording with the integrated audio transcript:
https://cccconfer.zoom.us/recording/share/XelnWoO7cxKqupw9St8hv1vbuC5gZMtTpMTowxOOBnCwIumekTziMw 

Action Item: 


March 22 Meeting Chat

Below are the comments, questions, and answers (where possible) from the 3/22 meeting. Answers are provided in BLUE below. 

(This is the original file:  meeting_saved_chat.txt)


09:06:57 From Morgan : For the initial page, can we also include making the "create new account" more predominate since the application is focused on NC students and this would most likely be their first application (not log in)

I have added this suggestion to a list of change requests that will be reviewed and considered for a future release. At this time, this change would be out of scope for the first release.  This is the same page that all first-time applicants see so this change would affect all students - not just noncredit applicants.


09:07:07 From carter_dione to Patty Donohue (Privately) : Patty, please see the email I sent yesterday in regards to the proper spelling of noncredit (no hyphen), WIOA II MIS data elements, etc. Thank you. Dee Dee

As mentioned in the first meeting on March 4, all official product labels and published documentation will have the correct spelling of "noncredit" without the hyphen. I will attempt to correct any "internal" documents and notes as possible, but some of the pages on the wiki with the hyphen in the title cannot be changed without breaking links. 

09:08:02 From Tina King : It gets confusing when we consider noncredit as majors. Noncredit does not have majors.
09:10:46 From Monika Liu : Noncredit has certificates & high school diplomas as Program of Study. Can these be available for the Noncredit only.

Because of the way we've implemented the Noncredit Application as a path within the Standard Application, some features and functionality can be changed with the first version and some will have to change slowly over time.  First thing to point out is that the "Majors" field on the Enrollment page is actually labeled "Intended Major / Program of Study"; this field name will not change in the first version of the Noncredit application implementation.  Secondly, one of the "must have" changes that has been approved for the Noncredit path is the ability to display different "Intended Majors/Programs of Study" in the Noncredit path. This is currently under-development and scheduled to be included in the production release.

09:10:31 From carter_dione to Patty Donohue (Privately) : Also social security # should be kept as an option due to the new CASAS/WIOA survey rollout
09:11:59 From carter_dione : Also social security # should be kept as an option due to the new CASAS/WIOA survey rollout/requirement.

The Social Security Number question is an optional question (not required) that is asked during the OpenCCC Account system, not within the application(s).  There are plans to redesign the OpenCCC system in the future; however, at this time, SSN is not something we can remove from the Noncredit Application workflow. I have added this issue to the agenda to be discussed at the next meeting.  


CASAS WIOA MIS Requirements
09:13:09 From Tina King : I know we are not focusing on changes; however, for the future we should consider the required new MIS elements from the state. Please see the elements and the language we will be using for our institution.
09:13:39 From Tina King : This is required to be collected for all students so this would be an ideal mechanism to include these new questions. FYI.
09:50:45 From carter_dione : If CCCApply cannot add the WIOA MIS Data Elements (primarily around employment history and goals), can we use the Supplemental Questions section?

Subsequent to the March 22 Noncredit Pilot meeting, I met with Tina King from NOCE to discuss the WIOA requirements and how these may affect the Noncredit Application development underway. I have added this issue to the agenda for the April 12 meeting to be discussed.

Meanwhile, it is important to understand that any question - required or optional - that is not currently included in the Noncredit path can be added using Supplemental Questions. Questions that are required for ALL students (noncredit, as well as credit students) can be added to the Standard App Supplemental Questions as well as the Noncredit Supplemental Questions.  

Title 5 Buckets
09:12:51 From Triseinge Ortiz : Using Title 5 buckets as programs for noncredit would be a good means of organization.
09:14:21 From Tina King : For Noncredit we should focus on the Title 5 buckets as programs. Please see the below buckets:
09:52:48 From Tina King : The Program Areas according to Title 5/Ed Code state approved noncredit categories. The categories include: ABE, ASE, ESL, Immigrant Education, Home Ec, Parenting, Older Adult, Pre-Apprenticeship, Short-term Voc, and Workforce Prep. These are the buckets or program areas we should use for this app.

Title 5 buckets and how these could be used for organization in the Noncredit Application has also been added to the agenda for discussion in the next meeting, April 12.

Problems with the Noncredit App URLs
09:11:59 From Monika Liu : Does that mean the URL for CCSF need to be redirected to make sure it's the Noncredit one?
09:18:35 From Liz Leiserson : I used this link for CCSF, which took me to the standard app, even after clearing my cache: https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=361&nonCredit=true
09:19:44 From Patty Donohue : https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=261&nonCredit=true
09:20:03 From hernandez_jose_g to Patty Donohue (Privately) : I just tried the link from CCSF, it sent me to the credit application

This issue with the URLs is being taken very seriously. If you recall, we attempted to recreate this issue during the last meeting (you can review that in the recording) and I immediately brought this to the development team after the meeting (several hours of investigating was put in by the support team and the CCCApply developers), however we could not reproduce this bug. 

Several attempts to recreate the environment in which this issue may have occurred were used in troubleshooting, including:

  • With an In-progress Standard application pending for a different term at the same college
  • With an In-progress Standard application pending for the same term at the same college
  • With a Standard application submitted for the same term at the same college
  • With a Standard application submitted for a different term at the same college
  • With an in-progress Noncredit application pending for a different term at the same college

None of these tests resulted in providing us with the issue reported by many of you. This is troubling; however, we will continue to troubleshoot this potential issue. 

Action Item: As a participant of this pilot, we appreciate this valuable feedback and hope that we can count on you to continue to report updated on this issue, and any other issues or bugs you come across in testing.  Thank you.

9:28:42 From Alfred to Patty Donohue (Privately) : With the pilot: will we have input on the language used and the arrangement of fields and disclaimers?

As a participant college in this pilot project, we rely on your input and suggestions that support ALL colleges use of the CCCApply applications. Unfortunately, the current CCCApply platform does not allow must flexibility including custom language and the ability to move questions, sections, or pages around. However, changes to language and arrangement of fields, questions, and sections that are required, or would benefit all colleges, should be submitted to this committee for review and approval.

As part of this pilot process, we have set up the following process for submitting change requests and reporting bugs and other support issues. Please see:  Pilot Project: Feedback & Support


09:42:28 From Morgan : Patty, it was our understanding at NOCE that this application was for non credit students applying for non credit courses exclusively. Students that are dual enrolled with credit would just use the credit application and then locally apply for their non credit courses, is that accurate or has the focus pivoted?

Yes. One of the objectives for the Noncredit Application project is to provide an online application/workflow for students enrolling exclusively in noncredit courses.  The way we have addressed this within the Standard Application is to provide a separate URL for a path - exclusively for noncredit students - that does not include residency questions. If a student chooses to enroll is ONE or MORE credit courses they will need to return to CCCApply and complete the Standard Application for the same term at the same college.  This objective has not changed and the logic has been put in place to accommodate this process.

NOTE: I think there may be some confusion around the use of the term "dual enrollment".  When this was brought up in discussion during the meeting, I believe we were referring to students enrolled in high school (or lower grades) and college at the same time, as opposed to students enrolled in both credit and noncredit courses at the same time. Sorry for the confusion.


09:44:17 From Alfred to Patty Donohue (Privately) : Standard application means through CCCApply?

CCCApply is the product name for a suite of applications developed by the CCC Technology Center (owned by the CCC Chancellor's Office). The three applications under the CCCApply suite are:

  • CCCApply Standard Application
    • The Noncredit Application workflow is a path within the Standard Application, accessible only through the unique, misCode-based URL
  • CCCApply International Application
  • CCC Promise Grant Application


09:44:53 From fong_fai : Does we need to add non_credit==”false” to all previous rule

Each college has a custom URL for their Standard and Noncredit applications.  Other than the URL, no other element is modified - or needs to be modified - by the "non_credit" data field. This is strictly intended to identify via downloads and reporting HOW the student entered the application. If they intend to complete the Noncredit workflow path - they will use the Noncredit URL, which sets the <non_credit> flag/field = True.  If they intended to complete the Standard (for credit) application - they will use the Standard URL, which sets the <non_credit> field to False.

Please see the "Changes to the Download Client" that was detailed in the Release 6.4.0 Notes Summary.


09:48:47 From Morgan : How do we get access to the admin side for our school (credentials)?

College admins must have an authorized User account to authenticate into the CCCApply Administrator.  As part of this pilot project, support engineers are available to help you ensure your user accounts are created and/or updated and that you have access to all authorized tools and services. Detailed implementation information can be found here:  

For support assistance, please contact Patty Donohue, Product Manager, pdonohue@ccctechcenter.org - or contact Merrie Wales, Support Engineer, mwales@ccctechcenter.org for assistance.


09:49:13 From Alfred to Patty Donohue (Privately) : Glendale has noncredit apply on a home grown application online linked to our ERP - PeopleSoft and provides a college ID number which is used for all classes in the future. If they decide to enroll in credit, they apply through CCCApply and get included in a credit career for or system.
09:59:39 From Alfred to Patty Donohue (Privately) : Will we be able to add defaults to fields?

Colleges can create custom Supplemental Questions to display on a single page within the Standard Application. These questions can be created to have defaults in a number of different formats (menus, checkbox, radio buttons, text input fields, etc.).  One of the approved change requests currently under-development for the Noncredit Application (per the work of this pilot group) is to implement unique supplemental questions for the Noncredit Application, which can be used in both applications as well. 

As soon as development of this new feature is complete, we will provide you with implementation and testing instructions.


10:01:35 From Ali Salinas (Riverside City) : Will this recording be made available to the committee? I have to run to another meeting.

Yes. This meeting was recorded and the link is available at the top of this document. 

Action Item: Please review the Q&A from the last meeting, March 22.


March 04 Meeting

Below are the comments, questions, and answers (where possible) from the 3/04 meeting Chat.  Answers are provided in BLUE below.


16:02:28 From Dione & Luis : Patty, Noncredit needs to be spelled without a hyphen: Noncredit

Noted.  All official text and nomenclature will reference the proper spelling above:  Noncredit.  However, many of the internal documents that have already been published online (product information and implementation docs - if I change the document titles, I could break the links.  Hopefully we can live with those misspelled documents (smile)


15:34:01 From Paulette Lino : how do I access the list of colleges with (Pilot Noncredit) URLs?

15:40:29 From Kyle Mack : CCCApply Noncredit Application URLs

Thank you, Kyle!

During the demo, a request was made to implement a different "Welcome" page for the Noncredit Application. Below are the comments during this discussion from the Chat.

16:27:34 From Ali Salinas (Riverside City) : A separate (Welcome) landing page would be very helpful.
15:33:16 From Ali Salinas (Riverside City) : I agree. I'd like some verbiage (on the Welcome page) that indicates it's a noncredit application.
15:39:12 From fong_fai : Agreed, especially in the case where a student had to apply twice during a term, once to the noncredit and then switch to a credit student. The landing page will clarify the application for the student.
16:28:10 From Monika Liu : I agree to have a separate landing page for Noncredit
16:29:41 From Morgan : = Noncredit
16:32:39 From fong_fai : I think we need to say "Noncredit Program Application"
15:58:27 From Morgan : I agree with Gerlie and Dione as if you are in the noncredit app it helps differentiate and removes confusion for the student. Those that have aspirations for credit still have to fill out a credit app anyway for residency and you can collect it there.

15:39:52 From Mitch Leahy : that depends on how your SIS is configured
15:40:13 From Mitch Leahy : You need to make sure that a noncredit doesn't enroll in credit if they complete a noncredit app. Otherwise... you will have an audit problem.
15:41:17 From Gerlie Jeltema : That's what I mean - from a policy perspective, if there are downstream impacts for how a student applied to the institution, then it should be clear which application the student is using.

I have added a change request to implement a unique landing page for the Noncredit Application. Please see the details above in the "Change Requests: "Must Have Features" section.


15:39:35 From Gerlie Jeltema : If a student made the mistake of applying via Noncredit app because it was not clearly identified, does it prevent them from doing some things a regular student can do?

The Noncredit Application does not contain the Residency page or the Citizenship/Military page, and the first three questions on the Needs & Interests page have also been removed.  The Submission Calculation Service - which calculates the applicant's "Residency Status" - is disabled in the Noncredit Application. In addition, the AB 540 Eligibility algorithm, the Financial Aid Eligibility algorithm, and the Ineligible for Admission calculation services are disabled in the Noncredit Application.  This means that the information about whether the student is eligible for AB 540 benefits is not calculated and displayed on the "Special Links & Opportunities" page in the post-submission services process.  

So - in answer to your question - Yes, if the student accidentally applies using the Noncredit Application, the college will not be able to determine their residency classification for the purposes of determining tuition, and the student will have to complete the Standard Application for the same term at the same college in order to fulfill the requirements of residency determination.

As discussed during the meeting, and as documented in the Noncredit Application information, the logic preventing a student from submitting more than one application for the same term at the same college has been lifted for transitioning from Noncredit to "for credit" (but not the other way around). 

Extensive information about the Noncredit Application specifications, data fields changes, and student user experience, have been documented in the following documents:

Implementation & UAT Information

Change Requirements

Product & Pilot Information


15:38:39 From Gerlie Jeltema : Is there a limitation as to what Noncredit students can do versus regular students at most institutions that require that a student know in advance that they are entering a strictly Noncredit application?

This is an excellent question that I would like to propose be included on our CCC Noncredit Online Application Survey (suggested name). It would be very helpful to have more information about all the different types of noncredit programs across our system, what each of them requires, and what information is provided to their students prior to applying.


15:51:12 From fong_fai : Do you plan to add condition criteria for each of the supplemental questions. It would be great if you can, so we can control who sees the questions even on the regular app?

Implementing conditional logic in the Supplemental Questions module is something that we have wanted to do for a very long time. Unfortunately the CCCApply budget keeps getting cut back and we have been forced to stretch our "no new features" maintenance budget as far as we can while continuing to meet our primary charter objective of providing a legally compliant online admission application for the California Community Colleges and the 2.5+ million users applying each year.

However, during last year's "Administrator 2.0 Upgrade" - our initial project plan included a complete rewrite to the Supplemental Questions module for the Standard & International Applications. Unfortunately, due to budget cuts and another unforeseen shift in charter focus, we were forced to reprioritize the scope of the Administrator upgrade project, and settle for a "feature parity" product upgrade and prioritize replacing the antiquated PhP-based application with a modern UI and Java backend - to ensure we maintained all of our existing features in the revision.

Nevertheless - we will continue to include (beg for (smile)) requests for continuous improvement funding - including upgrading portions of the Administrator and Report Center - in our annual charter proposals and cross our fingers that we can make small strides in the upcoming years.


15:51:54 From Morgan : Does Spanish (translation) work now?

Unfortunately, the current version of Spanish hover help is still not working in this version of CCCApply. However, as mandated in AB 3101, we have begun gathering requirements for a CCCApply Redesign - including a new user interface with Spanish (international) translation that is mobile-phone friendly with superior support enhancements (chat capabilities and text messaging). At this time we do not have confirmation that our budget for FY2019-2020 will allow us to begin development - but we are working with a variety of stakeholders (under the guidance of the Chancellor's Office) on the comprehensive redesign specification in anticipation for funding approval.  (Spanish translation is at the top of the list!)


15:52:09 From fong_fai : Would the download residency status be just blank?
15:53:34 From fong_fai : I see that that the residency status would be "N"

In the Noncredit Application, the Submission Calculation Service is disabled (this is the service that calculates the four areas of the Residency algorithm into a preliminary "residency status"); therefore, we have added a new data value to the Residency status field <res_status> - as well as the four residency area status fields.  Please see all the changes to the data downloads and other data specifications here: 

Also, the CCCApply Standard Application Data Dictionary v.2019.1 has been updated with all data changes in the Noncredit Application.


15:53:22 From Morgan : Can we edit the needs and interest to fit our student population and reduce the confusion on our most vulnerable population?

Unfortunately no, not in this version of CCCApply.  However - one of the key design elements in our plan for the next version is to re-architect the backend of the application into a flexible, universal form engine, which would allow colleges to be able to customize questions, sections, and pages - to some extent.  Let's hope we get the funding needed to more forward in this direction.


15:56:28 From Kyle Mack : Not having the option to use a different set of majors on the standard and noncredit apps will be a deal breaker for Coast Community Colleges.

This is our feeling, too, Kyle, and we anticipated this going into this pilot phase. Our hope is that we can work with you to deploy a feature that meets your needs. I think we have a proposal above that will work.  See "Change Requests: "Must Have" Features above.


15:59:22 From fong_fai : Should we add noncredit status field and integrity flag 81 for the production roll out coming in a couple of weeks?

Great question, Fai.  I would add those two new fields - and accommodate your business processes to acknowledge the new Residency Status and Area values specified - in your PILOT environment only through the end of this college pilot phase.  We won't be officially releasing the Noncredit Application code to Production until the June release (June 28).  The reason being - as we continue to make feature enhancements throughout this pilot phase, there will likely be code changes before the production release. 

Please see the following to start testing in Pilot:


15:59:23 From Ali Salinas (Riverside City) : Can noncredit be added as a major award_type? This would prevent the colleges from having to implement the major categories, and perhaps it would open up options to filter what's displayed in the major dropdown menu.

That's a good thought, but unfortunately I don't see that happening for this version of the Noncredit or Standard applications.  The reason is - the award type field doesn't integrate anywhere in the application. It's not used at all now and would require a significant revision to implement that as a filter at this point. 


16:10:13 From Ali Salinas (Riverside City) : Patty, is this presentation/set of slides available online?

Yes.  The CCCApply Noncredit Path - Pilot UAT Slides is available here. 


16:11:18 From Gerlie Jeltema to Patty Donohue (Privately) : When a student applies using Noncredit first, they can apply using the Credit app for the same term is what I heard. What happens if they apply for the Credit app first?

Yes, that is correct.  We have lifted the restriction that is in place now for submitting more than one application to the same term at the same college specifically so a noncredit student who has submitted the Noncredit Application can also submit a  Standard Application for the same term at the same college - if they need to.  

However, the restriction holds for the other process.  If a student submits a Standard Application - they will NOT be allowed to submit a Noncredit Application afterwards to the same term at the same college. The reason for this is that the Standard Application should have provided the college everything they need to enroll the student in noncredit.  The only exception to this would be - if we implement the change to the Major/Program of Study field - allowing the noncredit application to have different majors or programs of study, the college may need to follow up with the student on which program they plan to enroll in within your noncredit program.  Otherwise, they will have provided all the other required responses and shouldn't need to complete a Noncredit application after submitting a Standard app.


16:16:57 From Michael Quiaoit to Patty Donohue (Privately) : CO is fine with clarifying any questions, please send them to me and Elena Alcala, so Natalie Wagner can include the answers in the Residency Overview document.

Thank you, Michael Q!  As discussed in our meeting, we will gather and review a set of concerns and issues that the group would to submit to the Chancellor's Office for a Legal Opinion or other official response. We will be working on this list in the coming week and will submit the list to you and Elena as soon as possible.  Thanks again.


16:18:41 From Dione & Luis : When does the noncredit app go live?
16:20:27 From Merrie Wales : Dione, In Pilot the Noncredit app is available now

So the Noncredit Application is live now in the Pilot environment.  Please see the Implementation information - provided several times above - for implementation and setup instructions. 

The plan is to work on the remaining "must have" requirements and any other bug fixes identified over the course of this 12 week "pilot project" (not to confuse that with our Pilot environment, sorry) - with plans to deploy the final version to Production - for all colleges - in June (28th).  

One suggestion I will discuss with the pilot committee is - after the feature enhancements are completed and deployed - we may decide to allow this group of colleges to beta test the final version in Production with students prior to the June release. That would give us some much needed feedback prior to the production launch. I think this will depend on how quickly we can identify issues and get them resolved over the upcoming weeks.


16:21:09 From Shontel Corona : I noticed North Orange Continuing Education (NOCE) is missing from the CCCApply Noncredit Application URLs list. Fullerton and Cypress college are listed, but not NOCE 863

I need to look into this, Shontel, because as far as I understand we do not have any "district" applications.  All  CCCApply applications are configured to the college MIS code.  It's possible that North Orange has stood up some form of District front page, and I know it's possible for districts to combine the download files at the district level, but as far as students applying through CCCApply, all applications are based on the "college" MIS code. 

NOTE: If we have made an exception for North Orange - or if there is a third college MIS code that I am unaware of - then my apologies. You can construct your URL by replacing the three XXX's in the URL template with your MIS code. However, when I tested the MIS code you listed - I did not see a valid application.  Let's chat through Support.


16:35:44 From fong_fai : Could we use the concept of area and apply to the noncredit program and the program becomes the different noncredit program

Please IM me privately, Fai.  I need some clarification on this question.  Thanks!


16:44:50 From Anna Salazar - EAST : In my opinion a survey should be sent out

Excellent!  Thank you, Anna.  We all agreed that a survey is needed.  Please provide some question suggestions to the committee so we can get moving on that survey.