2017-14: Expand OpenCCC Account to Allow for Multiple Previous Legal Names

Problem / Issue

A bug was identified in the "Previous Legal Name" section of OpenCCC.  The current design implementation does not provide the option to allow the user to: 1) Indicate that they have "No Previous Last Name" - like the "I have no Previous First Name" and "I have no Previous Middle Name" - and therefore the validation in place triggers an error message if  a user tried to edit or remove an existing (previously saved/created "Previous Last Name" from the Account; 2) does not allow a user to have more than one previous legal name - which is a valid use case.

Removing a Previously Used Last Name from Account Profile may have legal implications and may prevent colleges from identifying education records associated with the User. 

Action items

• Patricia Donohue  Add to agenda for January 25, 2017 steering meeting and determine how best to resolve this bug issue. Currently the "Previous Last Name" field does not have an associated checkbox for "I have no Previous Last Name" like all the other name fields, including (checkbox) "I do not have a Previous Middle Name".  Currently the validation in place will not allow a student to remove a Previous Last Name once it's already been saved to Account. 
• Patricia Donohue Based on decision, create Change Request doc and enter into Zendesk.
• Patricia Donohue  Update JIRA ticket once decision is made.

Use Cases / User Stories

"As a student user, I need to be able to identify multiple Previous Legal Names - used in legal documents, including but not limited to educational documents - in my OpenCCC Account, as this information needs to be associated with me relative to my full educational record/history."

"As a student user, I need to be allowed to edit a previously entered "Previous Legal Name" in case of error/typo or other reason to edit my name, with proof of change submitted to my current home college Admissions & Records Office."

Proposed Solution

Expand the Previous Legal Name section in the new "MyOpenCCC" account system, once developed as part of RFP 17-01: New Portal Software Development 2017-2021 to allow the user to indicate the number of previous legal names associated with their existing legal and/or educational records, and then enter those multiple names into OpenCCC.

Similar to the way the "Colleges Attended" section works in CCCApply, expand the "Previous Name" section to include:

1. If the user selects "Yes, I have one or more Previous Legal Name that was used on legal or educational documents"; then implement functionality to allow the user to add multiple previous names. 
2. After the first name fields are completed, display a hyperlink that says, "Add another Previous Name" - which would open up another name field set (First, Middle, Last).  
3. Always display the option to add an additional Previous Name. 

NOTE:  this should be a standard design element for Legal Name, Phone, Email, and select other fields where we allow multiple instances of data elements.  Some fields would NOT have this functionality, including: Date of Birth, Social Security Number, Permanent Address, etc.

Steering Discussion Notes

March 7 Steering Meeting Review

This issue was discussed during the March 7 Steering meeting. The committee agreed that this is an issue that needs to be addressed in the CCCApply 3.0 rewrite. Here's how they would like us to proceed and then return to discuss proposal technical solution when ready:

• There ARE valid instances when a student may need to "edit" a Previous Name - such as if a typo is identified in the name and/or if the student has more than one Previous Lastname;
• The current OpenCCC UI/UX design of the Previous Name section fields does not allow for a student to have more than one Previous Lastname, and therefore cannot change or remove one previous last name in place of another, such as a more recent previous name.  However, unanimously the committee felt that OpenCCC should not allow a Previous name to be "deleted" once an Account has been created (forcing the student to edit an existing account via Edit Account); therefore, the validation we currently have in place is valid from a legal perspective. Keep validation in place to restrict the removal / deletion of a previously saved/submitted Previous Name and if a student tries to remove or edit, error message should inform the student to make that change with their current home college. Rather, the college should be responsible for managing a "Previous Last Name" change for a student account.
• Secondly, OpenCCC should allow the student to add / declare more than one Previous name used in legal or education documents in their lifetime, as a student may have multiple previous names that are legally valid, such as a person who has been married multiple times and has used multiple names on legal documents, including educational documents.
• Discussion about UI/UX Implementation:  Similar to the proposed changes to the "Phone" section, design and implement the following:
  • If the user selects "Yes, I have used a Previous Name on legal documents etc. then display functionality that would allow the user to "Add another previous name" set of fields.
  • Confirm with CCCCO legal about whether "I have no Previous Last Name" checkbox is required or leave the existing requirement that the Last Name is required, but first and middle names are not. 
  • NOTE: Legal names are required to confirm legal entity and associate students with their educational records. Therefore, a legal regulations review would be required for this implementation.

UI/UX Design Requirements

Similar to the proposed changes to the "Phone" section, design and implement the following:

• If the user selects "Yes, I have used a Previous Name on legal documents etc. then display functionality that would allow the user to "Add another previous name" set of fields.
• Confirm with CCCCO legal about whether "I have no Previous Last Name" checkbox is required or leave the existing requirement that the Last Name is required, but first and middle names are not. 
• NOTE: Legal names are required to confirm legal entity and associate students with their educational records. Therefore, a legal regulations review would be required for this implementation.