Minutes: CCCApply Steering Meeting April 26, 2017
Meeting Details
Date | April 26, 2017 |
|---|---|
Time | 12:00PM - 2:00PM |
Location | In Person - CACCRAO Conference |
Minutes from Agenda
TIME | DESCRIPTION | SPEAKER |
|---|---|---|
12:00PM |
| Murguia / Pena |
TBD | Update on Research Projects
Patty reviewed the research projects underway (re-capped the slides that were presented during the 2017 CACCRAO General Session Presentation). Discussion centered on the Noncredit Application issue and the continuing complaints from colleges, faculty, and the CCCCO that the CCCApply application is a barrier for noncredit students. Per Michael Q., we are being asked to look at the application again to see if there is anything we can do to streamline the existing application for this audience. We also discussed:
| Donohue / Calhoon |
TBD | CCCApply News
| Donohue |
12:45PM | Non-Credit Application & Sub-Committee
| Quiaoit |
1:15PM | New Change Requests This will take up the majority of our time during the meeting. Please complete the New Change Requests SURVEY prior to the meeting: http://www.surveygizmo.com/s3/3504634/April-2017-CCCApply-Change-Requests-Need-Review UPDATE: Steering leadership team met with Patty on 5/3/17 to review the AB 801 issues and talk through proposed changes discussed during Steering meeting. Identified several new issues during the change review process, including Dealing with Minors and possibly proposing redesigning the placement of Dependency Determination in OpenCCC (or adding validation in Account once the user's birthdate is established. For example, if the user is over 13 but under 19, add validation to display Parent/guardian information at that point, or adding logic to ensure that PG address information is collected during the Account creation process. | Donohue |
TBD | Next Meeting Dates | Murgia |
2:00PM | Close Meeting | Murgia |
Attendees ROSTER: Click Expand to see current roster.
7 + districts are present - quorum is met.
Research Projects
CCCApply News
See the new "CCCApply User Stats 2016-2019" page, published on the CCCApply Public Documentation space, which includes monthly statistics of submitted applications, incoming calls to the Help Desk, and charts/graphs showing adoption and implementation.
Roadmap & Development
Non-Credit Application Issues
Discussed getting the Noncredit Sub-Committee convened to revisit the Standard Application.
Look at the new application for a better way to support noncredit students.
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?
SCE's non-credit app:
https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm
https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx
UPDATE 5.03.17:
Steering leadership met on 5/3/17 to discuss noncredit issue.
Patty sent Noncredit workgroup names to Stephanie on 4/27/17.
Team agreed 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.
Leadership 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.
Steering Committee needs to gather "application-specific" 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.
New Change Requests
All rows highlighted in yellow are NEW changes. Some of these are on the change request survey (please review prior to meeting) and some will be discussed at the meeting.
Changes in Progress
The mention of the "paper application" has been removed from the new System-Generated Email Reminders (24h and 7d) that was recently implemented. I had already removed the link to the paper application, but due to public outcry at the workshop, I have also added a ticket to remove all mention of the paper application from the emails.
We will discuss feedback and capture change requests for the "Homeless Youth" implementations during the meeting on April 26. There are several change requests already - so we will discuss these individually at the meeting.
A ticket has been created to add a "Confirm your Date of Birth" data field in the OpenCCC Account to help further minimize duplicate CCCID accounts. We will discuss this at the meeting.
A ticket has been created to review and update the SSN validation in the OpenCCC Account. The federal government requirements have been enhanced so we are looking carefully at our validation to ensure it is up-to-date.
Future Meeting Schedule
Steering District Roster: Approval Poll Table
General Notes & Feedback (Change these to Action Items)
Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting.
Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings.
Remind committee members to submit agenda items to the Chair to be added to the meeting agenda. How do we do this in an efficient way? Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earler (as suggested above).
Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't ahve to be a recurring agenda item, but anyone can visit those stats whenever they want.
Look for other ways to streamline the meeting moving forward.
Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.
*Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.