CCCApply Steering Meeting Agenda & Minutes - January 25, 2017

Mark Your Calendars! CCCApply Steering Committee Appreciation Dinner - Wed. April 12 at 6:00PM

Please join us for a special dinner celebration in honor of you for another year of service to CCCApply! Directly following the CCCApply Workshop. We hope you can attend. Please RSVP today!

Zoom URL & Meeting ID

Agenda

MINUTES & ACTION ITEMS

Roll Call & Approval of Minutes & Action Items

1. Quorum met - Yes
2. Attendees missing - See attendance in the Roster below.
3. Minutes Approved - Michael Day, Los Rios CCD approved the minutes from the December 6, 2016 meeting.
4. Action Items completed?

ROSTER: Click Expand to see current roster and attendance at 1.25.17 meeting.

BOG DACA Resolution

Tim presented the BOG DACA Resolution which outlines how the State of California will not comply with the federal government when it comes to DACA students.

The Board of Governors released a resolution last week urging the incoming administration to continue the Deferred Action for Childhoon Arrivals program, which grants "Dreamers" - people who people who were brought to this country as children by their parents reprieve from deportation because California and the United States are stronger due to their contributions to our economy, to our communities and to our Armed Forces; and be it further RESOLVED that ...

The state Chancellor’s Office will not release any personally identifiable student information related to immigration status without a judicial warrant, subpoena or court  order, unless authorized by the student or required by law; and be it further RESOLVED that...

• • What does this mean for OpenCCC, CCCApply, and the CCC Technology Center?
  • Will we formally respond to this resolution via Support Site post?  How do we communicate our stance to the colleges?

Item-2.3-Attachment-REVISED-Resolution.pdf

CCCApply News & Stats

Patty presented application stats for Open CCC Apply. Due to improved account recovery, support calls have been greatly reduced to 2%.  This has helped with cost and student satisfaction.

There hasn’t been any changes on adoption of the application. There are six colleges currently implementing CCCApply.

The Tech Center will not be able to do the Amazon conversion during February. The conversion has to be completed by the end of June. The Tech Center will announce a target date in the near future.

Application Stats

• OpenCCC Student Accounts: 3,761,198
• Apply applications: 5,083,651
• BOG applications: 309,130
• INTL applications: 425

    Support Calls vs. Submitted apps - WAS at 6% support issues coming in; Currently at 2% - directly related to the Account REcovery implementation in Sept. 

Adoption Update

As of January 25, 2017

CCCApply News

1. 2017 Annual Update - March 31, 2017 Confirmed

   1. 30-Day Pilot Preview release scheduled for March 1, 2017
      
      

2. AWS Move Postponed - TBD

   1. Survey Colleges - What times are high enrollment times in Spring? 
      
      

3. RFP for Software Development - Ready to Publish on Feb 14
   The RFP for CCCApply 3.0 will be published on Feb 14^th. Intent to award will be March 15th (TBD)
    

   1. CCCApply 3.0 Re-design

   2. Finalizing technical requirements - week of Jan 29

   3. Publish - Feb 14

   4. Intent to Award - March 15 (Contracting period - add one month to that)

   5. Begin gathering requirements with Awardee - April 30
      
      

4. 2017 Workshop Venue & Date Moved

   1. Previously scheduled for April 6 & 7 at Contra Costa College, the dates and venue for the 2017 CCCApply Workshop needed to be been moved to a different location due to capacity issues at the former site. The new site location also required a date change due to their Spring break dates. The new site and dates are:  Sacramento City College April 12 & 13

   2. Registration is now open. Please register now and pass the word to your Admissions, Research, and IT staff.
      
      

5. CISOA Conference March 25 - 27, 2017
   Patty will be doing a CCCApply presentation/update at the CISOA conference on March 25^th. 

   1. Proposal for a presentation on CCCApply at the CISOA Conference has been accepted.

   2. Patty will present.
      
      

6. CACCRAO Conference April 23 - 27, 2017
   CACCRAO Conference will be on April 23-27 2017. Mike Q and Natalie Wagner will help present at the general session.

   1. CCCApply Presentation re-scheduled for the General Session on Tuesday, April 25, 2017

   2. Michael Q's CACCRAO Update:  

• • • Natalie Wagner is Elias Regalado's replacement
    • Mike Q. is doing an Advanced Residency Session at the conference. 
    • Per Michael Q., CACCRAO is still reviewing our "CACCRAO Issues Response" and still submitting comments back to Mike Q. 
    • Mike Q is meeting with lawyers and attorneys and vice chancellors next Friday 2/3/17 concerning the subject of a non-credit application. Before they can publish an opinion they need to work through the implications to other legal areas, such as AB540.  Hammering things out before direction can be confirmed.  
       

Submitted Applications - Enrollment Cycle 

Marketing Update

2017 Marketing Calendar

Conferences & Meetings

• CISOA Conference - March 26-29, 2017
  • Patty is doing a presentation on CCCApply Annual Update & Roadmap.  Looking for a co-presenter. Any volunteers?
     
• 2017 CCCApply & eTranCA Workshop - April 12-13, 2017
  • Steering Committee Appreciation Dinner - Mark Your Calendars - Wed April 12 7pm - Location TBD
  • 
    
• CACCRAO - April 23 - 26, 2017
  
  • April 26 - Next In-Person CCCApply Steering Committee Meeting - Noon - 2:00PM (immediately following the closing of the CACCRAO Conference).

• New marketing team (CAFocus - (combination of Interact Media & the Foundation)
  California Focus is a new marketing team for CCC. They work with Interact Media and the Foundation). They have a lot of new ideas, branding, focus groups, etc. They also have ideas on how to develop a theme and workshop sessions for this year’s workshop.
• Proposed Focus for 2017:  Communication of message that we are aware of issues and concerns (We hear you!) and show ways that we have started addressing them and what we plan to do in the future.
• Research Projects Underway:  CCCID duplication, Abandonment Rate, (Focus groups to support Continuous Improvement).
  • Need data to provide support for issues facing CCCApply (image perception, abandonment rate, noncredit population, length of application, more)
• Identifying Strategies for Continuous Improvement
  
  • Here's what we've done this year:
  • Here's what we are doing now?
• White-paper vs. FAQs  

Academic white-paper on CCCApply still need to be completed. The white-paper needs to have a section on non-credit. Tim suggested including an executive summary.

• • Academic whitepaper is still desirable to some members of  Steering (we would need an index)
  • Separate executive summary into two sections 1) why is the app the way it is (long?); 2) Why can't we do our own noncredit app - our own way?)
  • More data driven information in the whitepaper
  • Executive Summary (FAQ like) upfront have a summary of findings, more high-level, data, charts, graphics)
  • Talk about all the positives in CCCApply up front
  • But we do need an easy to read, efficient snippets of information - user-friendly
  • Waiting on Mike Q to give us direction on some points 
  • We need section for the big issues (noncredit)
  • TIMELINE for working with the Marketing team - Mitch out for a few weeks after next week
    
    

Pending Marketing Projects

1. 1.       CCCApply Infographic

                Draft shared 1/21/17

                Next step: Content feedback from Tech Center and addition or validation of data points included in the document.

Discussion Notes:

Patty presented an infographic developed by the marketing team. The word “Hablamos” needs to be corrected. The wording on the 24/7 helpdesk needs to be revised.

“Accessible and Secure” needs to be added.

1. 2.       Student Focus Groups

Solicit opinions on CCCApply from dual enrollment students, student ambassadors, non-credit or life-long learners at one to two Northern California Community Colleges

                Next step: Pam Cox Otto will provide a list of questions for Steering Committee to consider to inform focus group design and narrow the research question.

                CAFocus is working to schedule at least one focus group in February.

                Focus groups would be fast tracked to provide preliminary data for the April 12-13  CCCApply Workshop

Student focus groups are being put together in February. Tim Calhoon would like a clear description of purpose as to why a focus group is being developed.

Bill stated that marketing team should only focus on marketing- not user experience.

The group agreed that the marketing group should focus on selling and promoting CCCApply to potential students. 

1. 3.       College administrator (Admissions and Records Staff) FAQ

CAFocus will review attachment and follow up with additional questions as we develop content for this document. The FAQ should include short descriptions of the legal requirements to determine if this will meet the needs identified from the field to provide a rationale for the student information collected.

Patty, are there documents we could reference which contain summaries, interpretations, or the legal citations for the compliance requirements cited in the PowerPoint?

Also, in TTAC yesterday, Tim mentioned there has been a review of CCCApply and which questions were required by CCCCO and which weren't. Could you share that list so we can look at a visual depiction of the information?

1. 4.       Refreshed college-facing content for CCCApply Project Website

We will review Powerpoint and the roadmap below and propose a few ideas.

1.5       Theme / Message for Workshop

Continuous Improvement for Student Success: 

Focus our General session at the Workshop on: These are the issues that have come up over the past year; 2) We hear you and we are listening; 3) Here's what we can do to address these issues in the short-term; here's what we can do to address these issues in the long-term;
 

Additional Items Discussed:

1. 5.       Ways CAFocus can support the identification best practices in UI/UX for CCCApply 3.0
2. 6.       Role for CAFocus during April 12-13 CCCApply Annual workshop? Pam Cox Otto keynote?
3. 7.       What fields within CCCApply are required for students enrolling in non-credit courses?  (Will be included in info being sent by Patty)
4. 8.       Revisit Google Analytics date a few weeks after the March release for an early picture of student behavior
5. 9.       Additional visual depiction of data : if the Tech Center’s data analyst was able to provide any additional breakdown of abandonment rates or average application completion time, please feel free to share them with us and we can look at how they could be visually depicted.

Action Items:

• Patricia Donohue  Set deadline for Steering and Tech Center for feedback and addition or validation of data points included in the document. (See infographic attached below.)
• Patricia Donohue  Send all legal requirements for CCCApply questions to marketing team to help support whitepaper (TBD), FAQs, Best Practice & HowTo guides and set up Focus groups

Development & Roadmap Review

• March Release (6.0) Update
• Pilot release is March 1, 2017- March 31, 2017. A prerecorded video will explain the release and will be posted on the support site.
• CCCApply RF
• Administrator 2.0 Update
• Roadmap - Next 18 months

CCCApply 2017 March Release

• Release Schedule:  2017 
• Pilot Release:  March 1, 2017
• Production Release:  March 31, 2017
• Approved Change Requests
• • Release Notes Summary
    
    

Release Highlights

• AB 801 Homeless Youth

• New questions & data fields

• Update to Area B residency logic

• Google Analytics added across all apps and OpenCCC

• System-generated Email to Minimize Abandoned Applications

• CDE SSID API - Data Exchange with CDE

• California Colleges Guidance Initiative API - Data exchange with CCGI

• 2017-2018 BOG Fee Waiver Application

• Support for AB 801

• CCCCO-approved changes and Income table

• New skip logic added for special eligibilities

UPDATE 2/3/17:  60-Day Announcement went out to colleges.  See copy below;

2017 CCCApply Workshop Planning

• Review last years schedule; create new schedule Table  
• Discuss and confirm our Workshop theme and general message.  Need a Title, headline, sub-head and description of the workshop for marketing team. 
• Discuss and confirm our picks for the General sessions and Keynote, as well as other general session presentations (lunch? closing? vendor?) 
• Discuss and confirm the various tracks and break-out sessions (titles, presenters, what else?)
• Discuss and confirm session Presenters, and send out invitations to each. set deadline on confirmation, close new session dealine

2017 CCCApply Workshop Sessions Schedule

/wiki/spaces/PD/pages/155058183

Workshop Planning UPDATE 2/3/17:

Future Meeting Schedule

• Update the Project Site with Meeting Information
• Send out email and survey to Steering

Resources & Attachments

Approval Poll Table