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!
Other important schedule notes:
NOTICE March 7 Meeting Change: March 7, 1:30PM - 4:00PM. Online This meeting has been changed from in-person meeting to an online meeting,
Please Register: April 12, 9:00AM - 4:00PM. CCCApply Workshop.
Mark your calendar: April 26, 12:00PM - 2:00PM In-Person. On the last day of the 2017 CACCRAO Conference at the San Diego DoubleTree Hotel. Lunch will be served. Please let us know if you'll be attending.
Zoom URL & Meeting ID
Date | January 25, 2017 |
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Time | 1:30PM - 3:30PM |
Location | Online |
Zoom URL | |
Meeting ID | 945 208 887 |
Dial In | Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll) |
Agenda
MINUTES & ACTION ITEMS
Roll Call & Approval of Minutes & Action Items
Quorum met - Yes
Attendees missing - See attendance in the Roster below.
Minutes Approved - Michael Day, Los Rios CCD approved the minutes from the December 6, 2016 meeting.
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?
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
 | Standard Application The following six colleges are still implementing CCCApply Standard Application:
International Application The following colleges are currently implementing the CCCApply International Application:
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CCCApply News
2017 Annual Update - March 31, 2017 Confirmed
30-Day Pilot Preview release scheduled for March 1, 2017
AWS Move Postponed - TBD
Survey Colleges - What times are high enrollment times in Spring?
RFP for Software Development - Ready to Publish on Feb 14
The RFP for CCCApply 3.0 will be published on Feb 14th. Intent to award will be March 15th (TBD)
CCCApply 3.0 Re-design
Finalizing technical requirements - week of Jan 29
Publish - Feb 14
Intent to Award - March 15 (Contracting period - add one month to that)
Begin gathering requirements with Awardee - April 30
2017 Workshop Venue & Date Moved
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
Registration is now open. Please register now and pass the word to your Admissions, Research, and IT staff.
CISOA Conference March 25 - 27, 2017
Patty will be doing a CCCApply presentation/update at the CISOA conference on March 25th.Proposal for a presentation on CCCApply at the CISOA Conference has been accepted.
Patty will present.
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.CCCApply Presentation re-scheduled for the General Session on Tuesday, April 25, 2017
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. 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.
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.
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?
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:
5. Ways CAFocus can support the identification best practices in UI/UX for CCCApply 3.0
6. Role for CAFocus during April 12-13 CCCApply Annual workshop? Pam Cox Otto keynote?
7. What fields within CCCApply are required for students enrolling in non-credit courses? (Will be included in info being sent by Patty)
8. Revisit Google Analytics date a few weeks after the March release for an early picture of student behavior
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:
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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
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
2017 CCCApply Workshop Sessions Schedule
2017 Workshop Planning Sheet & Action Items
Workshop Planning UPDATE 2/3/17:
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Future Meeting Schedule
There are two in-person meetings scheduled back-to-back: March 7 at the CCCCO, and April 26 on the last day of the CACCRAO conference. We may want to change one of them to an Online meeting instead? Ask Steering leadership to decide and send out email to Steering ASAP.
Update the Project Site with Meeting Information
Send out email and survey to Steering
Date & Time | Location | Notes & Action Items |
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March 7, 2017 - 10:00AM | CCCCO - Sacramento, CA | NOTE: Patty proposes changing the March 7 in-person meeting to online, as most folks will already be at the CACCRAO conference. Also, we will all be gathering at the CCCApply Workshop on April 12, so that can suffice for in-person meeting until April 26. This will be most cost-effective for all. @Patricia Donohue Confirm that we want to keep this meeting in-person vs. online...IF we do, then do the following action items Feb 8, 2017 : @Patricia Donohue Contact Gary Bird and arrange for a room from 10 - 3pm @Patricia Donohue Work with Stephanie to arrange for lunch (get head count) @Patricia Donohue Send out email to Steering changing the schedule for March 7 (Online meeting). |
April 12, 2017 - Steering Appreciation Dinner -evening of the CCCApply Workshop | Sacramento City College, Sac CA | @Patricia Donohue Send out invitation to both CCCApply and the eTranscriptCA Steering committees to join us in a Steering Appreciation Dinner - the evening of Wed., April 12. Patty to work on the logistics with Michelle Pena and Cindy McCartney. Feb 13, 2017 @Patricia Donohue Work with Rena Martinez & Cindy on dinner planning logistics: head-count, restaurant, invitations, etc. |
April 26, 2017 - TBD Noon? | CACCRAO Conference | @Patricia Donohue Contact CACCRAO Conference organizers (Rita?) and/or the San Diego DoubleTree Hotel (Arden Mall?) to reserve a room and lunch (contact the hotel?) for the last day of the conference - around noon. Determine if we need to bring in lunch, or will lunch have already been served to the attendees who attended the CACCRAO conference? @Patricia Donohue Work with Cindy or Kathleen on arranging these types of events - how do you determine headcount? Which rest |
July 19, 2017 In-person | Where? How about somewhere beautiful and refreshing and different than the same old, same old (Sac, Orange County, etc.) How about San Francisco? CCSF? | @Patricia Donohue Talk to Stephanie about organizing the July meeting. @Patricia Donohue Survey the steering committee for attendee head count. Is July a good time for a meeting? Maybe not. Get ahead of this and figure it out. |
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Resources & Attachments
Description | File Name | File or Link |
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CCCApply Infographic - Draft #1 | CCCApply-Infograph-DRAFT-2.pdf | |
Approval Poll Table
District | Vote |
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El Camino CCD |
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Chabot-Las Positas District |
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Cerritos CCD |
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Contra Costa CCD |
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Kern CCD |
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Los Rios CCD |
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Rancho Santiago CCD |
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Rio Hondo CCD |
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Riverside CCD |
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San Francisco CCD |
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San Joaquin-Delta CCD |
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San Mateo CCD |
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Santa Rosa CCD |
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South Orange CCD |
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CCCCO |
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CCCTC |
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