CCCApply Steering Meeting - Agenda & Minutes - June 27, 2017
ANNOUNCEMENTS
CCCApply Release 6.1.0 is scheduled for October 27, 2017 - 6:00PM
The 30-Day Pilot Preview will begin on September 25, 2017.
Meeting Info
Date | June 27, 2017 |
Time | 10:00AM - 12:00PM |
Location | ONLINE - Zoom |
Agenda
Click the "Expand" link to see the agenda from the June 2017 meeting. The minutes that align to these agenda items are listed below.
June 27 Meeting Minutes
Approval of Meeting Minutes
Mitch Leahy motioned to approve minutes from 4/26/17 meeting; Henry Villareal seconded.
Minutes from April 26 2017 Meeting
Roll Call & Roster Review
June 27 Meeting Attendance
- Roll call taken at 10:00AM. Attendees have an "X" adjacent to their names (left).
- Names highlighted in Yellow are identified as members who are leaving the Steering Committee on June 30, 2017. (See below for breakdown of members per district.)
2016 - 2017 | ||||||||
---|---|---|---|---|---|---|---|---|
✓ | Name | District | ✓ | Name | District | ✓ | Name | District |
Arleen Elseroad | South Orange CCD | X | Joyce Semanik | South Orange CCD | X | Paulette Lino | Chabot-Las Positas CCD | |
X | Michael Day | Los Rios CCD | X | Karen Sea | San Joaquin-Delta | X | Richette Bell | El Camino CCD |
X | Ben Guzman | South Orange CCD | X | Olivia Alvarado | Los Angeles CCD | Robin Armour | Contra Costa CCD | |
X | Betty Glyer-Culver | Los Rios CCD | X | Leigh Ann Unger | Rio Hondo CCD | X | Rozen Bondoc | Chabot-Las Positas |
Bill Mulrooney | El Camino CCD | X | Mary Lou Leyba | San Francisco CCD | X | Satish Warrier | Contra Costa CCD | |
X | Chris Truong | Rancho Santiago CCD | Michael Ward | Rancho Santiago | Stacey Followill | Chabot-Las Positas | ||
X | Clark Ray | Santa Rosa CCD | X | Michelle Pena | Kern CCD | X | Stephanie Murguia | Cerritos CCED |
X | Craig Hayward | Bakersfield College (Kern) | X | Mitchell Leahy | Santa Rosa CCD | X | Tina Mani | San Joaquin Delta College |
David Barnett | Kern CCD | Mojdeh Mehdizadeh | Contra Costa CCD | X | Tuyen Nguyen | Rancho Santiago CCD | ||
Garret Wong | San Francisco CCD | Nate Finney | Riverside CCD | Vince Orton | Cerritos CCD | |||
X | Henry Villareal | San Mateo CCD | Noell Adams (Admin) | Chabot Las Positas | William Diehl | Riverside CCD | ||
X | Hieu Hoang | El Camino CCD | X | Pam Mery | San Francisco CCD | Angela Embry | El Camino CCD | |
CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER | ||||||||
X | Gary Bird | CCCCO | X | Mike Quiaoit | CCCCO | X | Keith Franco | CCCTC |
Tim Calhoon | CCCTC | X | Patty Donohue | CCCTC | X | David Shippen | CCCTC |
1) List of outgoing committee members who are retiring or leaving due to various reasons. Replacements need to be filled by July 31, 2017 for the 2017-2018 FY.
A) Below is the list of members leaving the committee, and their proposed replacements for 2017-2018 FY:
Outgoing Member | District | Reason for Leaving | Proposed Replacement | Title | College/District | |
---|---|---|---|---|---|---|
Arleen Elseroad | South Orange CCD | Retirement | Ben Guzman | Registrar | Irvine Valley College/ South Orange CCD | |
Michael Day | Los Rios CCD | Moving to New Position in District | Jason Ralphs, | Admission and Records Supervisor | American River College | |
Another Rep for IT | TBD | Los Rios | ||||
Bill Mulrooney | El Camino CCD | Retirement | TBD | |||
David Barnett | Kern CCD | Unknown | Craig Hayward | Dean, Institutional Effectiveness | Bakersfield College | Kern CCCD | |
Garret Wong | San Francisco CCD | Deceased | Quyen Lu | IT | City of San Francisco / San Francisco CCD | |
Henry Villareal | San Mateo CCD | Retirement | Will Mennich | Dean of Enrollment Services | Skyline College | San Mateo CCD | |
Joyce Semanik | South Orange CCD | Retirement | Christian Alvarado | Dean of Enrollment Services | Saddleback College | South Orange CCD | |
Mojdeh Mehdizadeh | Contra Costa CCD | Retirement | TBD | |||
Noell Adams | Chabot-Las Positas CCD | Leaving College | TBD |
Breakdown of Current Roster by District
According to Section 2. Committee Composition of the CCCApply Constitution & Bylaws:
"The Steering Committee shall attempt to represent colleges in the north, central, and southern regions of the state; multi-campus and single college districts; small, medium and large enrollment colleges; a diversity of major and minor student information systems; and a mix of new and very experienced CCCApply subscribers. The member colleges shall designate representatives from the areas of admissions and information technology."
As of July 1, 2017, the 15 Districts are representative of the following regions:
- 2 Northern districts;
- 3 Bay Area districts;
- 2 Central districts;
- 8 Southern districts.
Based on the assumption that each district must have 3 members from their district: 1 - Admissions; 1 - IT; and 1 - Research, the chart below details the status of the committee after the outgoing members leave on June 30, 2017.
Action Items from June 27 Meeting
JUNE 27 2017 MEETING MINUTES | Action Items
Confirm Re-Election of Officers survey is formalized - and approved by majority vote from remaining committee members
- Member must make a "Motion to re-elect current roster of Officers for 2018 FY"
- Another member needs to "second" the motion
- Send out survey to capture votes by District;
New Chair should determine next steps for replacements of outgoing members; remove from the Listserv and all Rosters
- After approval of replacements, add them to the Listserv and update all published Rosters (cccapplyproject.org; CCCApply Public Documentation space, etc.)
- Olivia Alvarado - Moved to add LACCD District to the Committee (again). Stephanie wants to stick with decision to keep just the one LACCD representative (Olivia) through the 2017 year and revisit this issue in January 2018.
Current officers to review and/or revise the Constitution & Bylaws regarding the following issues:
- Review the Bylaws for explicit regulatory guidelines for Min/Max number of Districts?
- What is there a minimum / maximum number of Member districts?
- What is the majority rule with our current roster? (For example, if we have 15 districts, what is the deciding number of district votes needed on change requests and other approval processes? (We used to say "7 unique districts are needed for approval". However, now tthatt would not be majority vote. Does this policy change depending on the total number of member districts at any given time?
- Does LA count as a full district vote while in the trial period?
- Review policies and processes for filling vacant seats on the Committee.
- What is the current policy for replacing an outgoing committee member? Below are some of the questions raised during the meeting that need to be answered by the current officers.
- Does the outgoing member nominate a replacement from the same District?
- Does the committee vote to approve the nomination?
- What if two or more members are leaving from the same District?
- Does the district get to nominate two or more replacements?
- Does the Steering Committee announce to the field that we are accepting nominations for a replacement District?
- How long does a District get to serve on the Steering Committee?
- What are the requirements for each District serving on the Committee? Must there always be a Admissions - IT - Researcher from each District?
- What if there are less than three members remaining from a District?
- What is the current policy for replacing an outgoing committee member? Below are some of the questions raised during the meeting that need to be answered by the current officers.
Re-Election of Officers for 2017-2018 FY
A motion to re-elect the current slate of CCCApply Steering Committee Officers was made by Bill Mulrooney, El Camino CCD, on June 27, 2017. Henry Villareal, San Mateo CCD, seconded the motion. A survey collecting results was sent to all CCCApply Steering Committee members across all 15 member districts on June 27. Eleven districts responded. The results are displayed above.
Results from the re-election of current officers conducted by survey on June 27 - 29, 2017.
12 Districts voted for the re-election of the current slate of officers for another year.
11 Districts = Approved
1 District = Disapproved
Click here to see the results: Re-Election of Officers Survey Report
# | District | Vote |
---|---|---|
1 | Cerritos CCD | APPROVE |
2 | Chabot-Las Positas District | APPROVE |
3 | Contra Costa CCD | APPROVE |
4 | El Camino CCD | APROVE |
5 | Kern CCD | |
6 | Los Angeles CCD | DISAPPROVE |
7 | Los Rios CCD | APPROVE |
8 | Rancho Santiago CCD | APPROVE |
9 | Rio Hondo CCD | APPROVE |
10 | Riverside CCD | |
11 | San Francisco CCD | APPROVE |
12 | San Joaquin-Delta CCD | APPROVE |
13 | San Mateo CCD | APPROVE |
14 | Santa Rosa CCD | |
15 | South Orange CCD | APPROVE |
16 | CCCTC | |
17 | CCCCO |
A motion to re-elect the current slate of CCCApply Steering Committee Officers was made by Bill Mulrooney, El Camino CCD, on June 27, 2017. Henry Villareal, San Mateo CCD, seconded the motion. A survey collecting results was sent to all CCCApply Steering Committee members across all 15 member districts on June 28. Eleven districts responded. The results are displayed above.
Announcements
OpenCCCApply Release 6.1 - Rescheduled to October 27, 2017
In order to align with dependencies for the new Administrator 2.0 application, the CCCApply Release 6.1.0 has had to be pushed back to October 27, 2017 - 6:00PM.
We'll now have to announce that the Administrator for Apply is also pushed to March 2018.
NEW! CCC Administrator 2.0 Launch - Delayed for CCCApply Until March 2018
The new CCC Administrator 2.0 is currently under-development. The original timeline prioritized CCCApply to be the first integrated application; however, due to an accelerated priority to expedite Canvas LMS integration, the application launch will feature the Canvas functionality. The CCCApply integrated screens - which will fully align with the CCCApply Standard, BOG, and International applications - will be rescheduled to March 2018, as part of the 2018 Annual Update. A formal communication plan will be published outlining dates and processes for migration of data, college previews, support processes, and posting of new documentation.
Report Center Upgrade - Coming Fall 2017
2017 Roadmap Update: CCCApply is planning an upgrade to our current version (6.1) of the Jasper Business Intelligence software in the CCC Report Center this Fall.
Project Plan: Working with our AWS DevOps team, we'll be moving to the AWS TIBCO Jasper subscription version and deploy the latest supported version to the development environment (CI) by the end of August. Migration of the data and college artifacts, as well as the custom configuration enhancements will require approximately 9 - 12 weeks due to competing development projects.
Migration Project: Meanwhile, to minimize the impact of multiple IT projects and requirements on colleges, we have renewed the license on our existing Jasper system for another year, to ensure adequate time for the Apply development team, as well as DevOps, to finalize the requirements, complete the migration, and ensure the custom configuration enhancements are bug-free and ready to test by the time we roll to the Pilot environment in October.
Preview: Our goal is to have the CCCApply configurations ready for college preview by middle of October. The production deployment will happen sometime after the October 27 OpenCCCApply release.
Communication: Announcement and updates will be made in the CCCTechnology.info support site, where colleges can ask questions and stay informed on our progress.
Roadmap & Development
Issues
AEBG - Changes to CCCApply
We received the following request from Kathy Booth, WestEd.
Noncredit Application Issues:
Ongoing discussions about whether it's feasible and compliant to create a modified version of CCCApply for noncredit students (and, see AEBG, other populations that want a special, modified version of the application).
UPDATE 5.03.17: The Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.June 27 Discussion about modifying the application with a "Supplemental Questions XML" page for AEBG and Noncredit students:
Current research findings indicates that 99% of all questions currently in the standard application are required questions, therefore creating any form of modified version of the application is NOT SIGNED OFF on by Steering. However, Mike Q continues to get pressured from CCCCO due to length of app and unwanted questions, but hasn't promised a solution that's another application. Therefore, the Chancellor's Office is requesting that we take another look at the application to see what, if anything, can be done. These are the things that can be explored:
Big Issue: These colleges don't want to ask the residency questions - strip it out and just give them the Supplemental Questions XML piece PLUS the consent (penalty of perjury you are telling the truth), Submission, and that's it.
Give these colleges that tools to build what they want.
ONE OPTION for colleges that want to use something other than CCCApply for noncredit or AEBG or any other special population set is to use the Supplemental Questions XML and the Consent page, the digital signature tool, and submission process - then stripping out all other pages. (NOTE: This option would require additional development resources and funds, currently not budgeted or allocated.)
OpenCCC would remain a separate, self-contained component and there would be no proposed changes to that system. (no change)
Mitch says, IF we were to consider a special, modified CCCApply application, this "Supplemental Questions App" would have to include:
Steering does not sign off on a noncredit app;
MOU would have to be included
Colleges would need to be fully aware of the risks;
The BOG board would need to approve this - college must be aware of all risks, and MUST absolve the Tech Center, the CCCCO, Board, and must be fully aware of Audit implications.Action Items:
- Reconvene the Noncredit Sub-Committee to explore these options and considerations
- Survey the colleges with OUR survey - questions specific to the application alternatives (what are colleges doing for residency? state/fed laws?)
- Look at the existing application for a better way to support noncredit students. There may not be a solution that works.
- What do we need to put right up front in the application to college?
- What do colleges want for noncredit students?
Name
Address
Phone
Email
That's it!- What does the CCCCO require from noncredit students?
Example: SCE's non-credit app:
https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm
https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx
New CCCApply Noncredit Survey
GOAL: There have been other surveys completed re: noncredit populations, but none that were specific to the CCCApply application.
Survey should help identify how colleges who aren't using CCCApply for Noncredit students - are collecting required data for residency, state & federal regulatory requirements, and MIS reporting data?
- Identify "formula for Noncredit compliance" - Michael Q. work with Elias ?
- Work with Saddleback College and document what they are using and what/how they are staying in compliance for Noncredit students.
- Steering will develop a new Noncredit application survey specific to CCCApply.
- Send out to steering for feedback and discussion during August 30 Steering meeting.
NEW Survey should include:
Requirements: Steering will develop a new survey specific to CCCApply. Disseminate to all colleges, Academic Senate, Admissions Listserv, etc.
NEED volunteers to work on this survey project. What's our deadline?
They say what they need
Mike can bring it back to Elias and CCCCO / Legal -
Questions would include:
- Which fields would you include on a custom noncredit application? SPECIFICALLY
- What specific issues do colleges have with the current Standard application for noncredit students? (Note: lots of colleges are using CCCApply that don't have same issues) balance out users with non-users (non-users are may not be compliant)
- For colleges using their own custom noncredit app, "How are you collecting data for fulfilling residency requirements?"
- How do you plan to meet SSSP requirements?
- How are you complying with state & federal requirements? (Race & Ethnicity? Gender? AB620?
- How are you determining if the student is a dependent of a parent or guardian? What critieria are you using to comply? What questions are you asking parents of dependents?
Committee Discussion Note: Saddleback College is doing a good job of using CCCApply for noncredit - when selecting ed goal - we find out they are noncredit - Are they required to matriculate? SSSP? Formula for noncredit = similar to credit (counts/amounts for services are going to be part of allocation formula. The more you do to make that accurate and correct is beneficial. Mitch says he is surprised, he thought every student has to matriculate.
Steering? What are our action items here - in addition to the suggestions for survey questions?
Research Projects Update
Click on hyperlinks to see Survey Results or Slide-decks.
- NEW: CCCApply Required Questions
Created to support recurring Noncredit Application issue - CCCApply Research Projects 2017
- NEW! Student Satisfaction Survey Negative Comments (Cluster Analysis)
Results provide insights on improving application process - SPAM Filter / Fraudulent Applications (Machine learning)
UPDATE: July 2017- Data collected from colleges (bad application examples) and both survey results were submitted to internal data analysts for review.
Meanwhile, CISO was asked to investigate setting up secure environment to analyze data (student Pii). - Contract with AWS Machine Learning group to draft proposal for SPAM Filter development project.
- Additional work required to support effort: Unblock IP Addresses; created problem when WAF installed (January).
- Two surveys have been completed (Pre- and post-WAF Blockers).
- Data collected from colleges (bad application examples) and both survey results were submitted to internal data analysts for review.
- NEW! Student Satisfaction Survey Negative Comments (Cluster Analysis)
- Other Research Issues
- Abandoned Applications Data - Breakdown by College
Completed in-house research (Tech Center Data Analyst) - looked at 5M apps and broke down data by college, since 2012
- Time to Completion Data
Completed in-house research (Tech Center Data Analyst), as part of Abandoned Applications study, and produced data on average "time to completion" across the colleges.
- Abandoned Applications Data - Breakdown by College
- CCCApply Whitepaper - NOTE: No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.
New Change Requests
UPDATE July 14, 2017: Due to delays in the development schedule caused by a variety of issues over the past three months, including post-AWS migration bugs, problem with the SSID Look-Up service implementation, under-estimated development time needed for infrastructure upgrades; Admin 2.0 integration priorities, as well as the ramp up of new Infiniti-AWS DevOps team, it's possible that some of the approved bugs and feature enhancements slated for the October 27 release may be deferred to March 2018. The final list of bugs that will make the October release is under-consideration and will be announced to colleges with the Pilot Preview release notes.
AB801 Homeless Youth "Fixes" to March 2017 Implementation
- OpenCCC Account & Edit Account changes = APPROVED
- CCCApply Standard App changes = APPROVED
- BOG Fee Waiver changes = APPROVED
- International App changes = APPROVED
Personal Information Page Changes:
- Rename the page "Demographic Information" - Approved for March 2018.
- Re-order the position of the Personal Information page (Demographic Information) page down toward the bottom of the application. = DECLINED.
Implement Modified CCCApply Application for AEBG (Adult Education) needs = DEFERRED