MIS Requirements Affecting CCCApply

Created by Patricia Donohue
Last updated: Feb 15, 2022
4 min read

Earlier this year the Chancellor’s Office announced a series of changes to the MIS data reporting requirements and the CCCApply Steering Committee met with them to discuss which of them, if any, directly affect CCCApply.

Below is the detail from the memo dated March 02, 2018 issued from Todd Hoig, Director of Information Systems - with highlights in Purple showing the data fields that affect CCCApply.

 

SB Student Basic Data Reporting 

An existing element has been amended and four new elements have been added.  The record length has been increased to 230 characters. 

SB23 STUDENT-APPRENTICESHIP-STATUS has been amended

  1. This data will not be collected through CCCApply.

SB34 STUDENT-CCC-ID has been added

  1. The CCCID field <ccc_id> already exists in the CCCApply data. Please refer to the CCCApply Standard Application Data Dictionary for details.

SB35 STUDENT-SS-ID has been added

  1. The SSID field <ssid> is not collected in the CCCApply application; however a data sharing agreement exists between the CDE and CCCApply in a post-submission matching process. This means that after a student submits their application, the post-submission service interacts with the CDE system and attempts to make a match. If a match is made, the CCCID is exchanged with the SSID; however, currently the CCC Technology Center is working with the CDE to amend the agreement to allow colleges to have access to that information which is not currently included in that agreement. We will keep the colleges updated on the status of this amendment.

SB36 STUDENT-TRANSGENDER has been added

The Transgender field <transgender> is one of two fields added to CCCApply in 2013 as part of the AB620 federal legislation. The field was encrypted for security precautions, but now is being made available to colleges for MIS reporting purposes in two ways:

  1. The Transgender field <transgender> is one of two fields added to CCCApply in 2013 as part of the AB620 federal legislation. The field was encrypted as a security precaution, but now is being made available to colleges for reporting purposes in two specific ways:
    1) Colleges can download the data field by way of the new phased-approach process of integrating Project Glue for CCCApply, which uses the College Adaptor (Project Glue) 2.5 to facilitate integration of application data with your college’s student information system (SIS). Implementing this special

SB37 STUDENT-SEXUAL-ORIENTATION has been added

The Sexual Orientation field <sexual_orientation> is one of two fields added to CCCApply in 2013 as part of the AB620 federal legislation. The field was encrypted for security precautions, but now is being made available to colleges for MIS reporting purposes in two ways:

 
The intent of the Project Glue Support for CCCApply project is to securely deliver in real time CCCApply records into a staging table in the College SIS via the Glue College Adaptor. Records will include the entire CCCApply dataset, including the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.

Accessing Your CCCApply AB620 Data for MIS Reporting

Colleges can obtain their students’ unencrypted AB620 data for MIS reporting in real-time through the CCC Technology Platform’s (Project Glue) College Adaptor. The College Adaptor Release 2.5 supports the Glue for Apply project to securely deliver in real time CCCApply records into a staging table in the College SIS via the Glue College Adaptor. Records will include the entire CCCApply dataset, including the college's custom Supplemental Questions, and unencrypted AB620 data fields: Sexual Orientation and Transgender. Implementation of this delivery will require data to be stored in an encrypted database table at the college.

Colleges interested in upgrading or installing the College Adaptor 2.5 version in order to receive the unencrypted AB620 data should contact your CRM at CCCTC Enabling Services crms@ccctechcenter.org

 

SC Student CalWORKs Data Reporting 

A new element has been added.

SC18 ELIGIBILITY-TIME-LIMIT-STATUS has been added

  1. This data element is not collected through CCCApply.

 

SG Special Populations Data Reporting

An existing element has been amended and eight new elements have been added.  The record length has been increased to 60 characters.

SG10 STUDENT-CAA-STATUS has been amended

SG14 STUDENT-ECONOMICALLY-DISADV-STATUS has been added

SG15 STUDENT-EX-OFFENDER-STATUS has been added

SG16 STUDENT-HOMELESS-STATUS has been added

SG17 STUDENT-LONGTERM-UNEMPLOY-STATUS has been added

SG18 STUDENT-CULTURAL-BARRIER-STATUS has been added

SG19 STUDENT-SEASONAL-FARM-WORK-STATUS has been added

SG20 STUDENT-LITERACY-STATUS has been added

SG21 STUDENT-WORK-BASED-LEARNING-STATUS has been added

  1. This data element is not collected through CCCApply.

 

SF and FA Student Financial Aid Reporting 

An existing element has been amended.

SF21 STUDENT-AID-AWARD-TYPE has been amended to allow for reporting of new award types

·       New Award Type:  GH = Completion Grant (CCCG)

·       New Award Type:  GI = Cal Grant A

·       New Award Type:  GJ = Dreamer Grant

·       New Award Type:  GQ = Equity Grant

·       New Award Type:  GR = SSSP Grant

  1.  These data fields are not collected or calculated by the CC Promise Grant (BOG) application.

 

SA Student Assessment Data Reporting 

A new element has been added.

SA07 STUDENT-EDUCATIONAL-FUNCTION-LEVEL has been added

If you have questions or concerns, please send them to cccmisedit@cccco.edu