CCCApply Steering Meeting - Agenda & Minutes - August 30, 2017

Meeting Information

Meeting Information  

Date

August 30, 2017

Time

10:00AM - 3:30PM

Location

CCC Chancellor's Office:  1102 Q Street, 6th Floor, Sacramento, CA 95811 - ROOM 630

Zoom URL

Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/706470430

Meeting ID706 470 430
TOLL Phone 

Or Telephone:  Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll)

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If you are not attending this meeting in-person, please navigate to the Zoom URL link above and use your computer speakers and microphone for a toll-free meeting session.


Agenda

TIMEDESCRIPTIONSPEAKER
10:00AM

Roll Call

Confirmation of Leadership Election Results

Murguia / Pena
TBDUpdate on AB 620 Data Sharing with Colleges from Vice Chancellor ConnickConnick
10:15AM

Review minutes from June 27, 2017 Meeting 

Murguia / Donohue
10:30AM

Review of Committee Bylaws & Constitution of 2005

Murguia / Leahy / Pena
10:45AM

Committee Vacancies & Nominees

For Representative Nominees:  Committee Representative Nominees Survey

Murguia
11:30AMCCCCO Update Quaioit
12:15PMLunch 
12:45PMGuided Pathways Implementation Request Pena / Fulks
1:05PM

On-going Research Projects

Donohue / Calhoon
2:00PM2018 CCCApply & eTranscript CA Workshop PlanningPena / Donohue
11:15PM

Unresolved Issues

  • Noncredit Application (again! Again, again!)
  • Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed
  • Data Security Breach Protection
Murguia / Quaioit / Leahy
11:05AM

CCCApply Roadmap & Development Update

Donohue
1:30PMCCCApply Sub-Committee Appointments
2:30PM

New Change Requests 

Donohue

3:15PM

Schedule 2017-2018 Meeting Dates

Murgia

3:25PM

Close Meeting

Murgia

*Times are subject to change.


Roll Call

Names highlighted in Yellow are identified as members who are leaving the Steering Committee on Fall 2017. (See below for breakdown of members per district.)

2017 - 2018
CCCApply STEERING COMMITTEE MEMBERS

Name

District

Name

District

Name

District


Arleen Elseroad

South Orange CCD


Joyce Semanik

South Orange CCD

X

Paulette Lino

Chabot-Las Positas CCD (Admissions)


Michael Day

Los Rios CCD

X

Karen Sea

San Joaquin-Delta


Richette Bell 

(Question about continuing)

Compton College (Now fully accredited)
El Camino CCD

x

Ben Guzman

South Orange CCD

X

Olivia Alvarado

Los Angeles CCD


Robin Armour

Contra Costa CCD


Betty Glyer-Culver

Los Rios CCD

X

Leigh Ann Unger

Rio Hondo CCD

X

Rozen Bondoc

Chabot-Las Positas (Admissions)

X

Bill Mulrooney

El Camino CCD  (Nov 30, 2017)


Mary Lou Leyba

San Francisco CCD

X

Satish Warrier

Contra Costa CCD IT

X

Chris Truong

Rancho Santiago CCD

X

Michael Ward

Rancho Santiago


Stacey Followill

Chabot-Las Positas IT

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 (Liaison between IT and Admin)

Riverside CCD


Vince Orton

Cerritos CCD


Henry Villareal

San Mateo CCD


Noell Adams 
(New position at college - no longer participating in Steering)

Chabot Las Positas


William Diehl

Riverside CCD

X

Hieu Hoang

El Camino CCD  (IT)

X

Pam Mery

San Francisco CCD

XAngela Embry (Admissions)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

Send Riverside an email about participation in committee. 


Approval of June 2017 Steering Minutes

Review minutes from June 27, 2017 Meeting 

Michelle motioned to approve; Leigh Ann seconded.


Constitution & Bylaws

Review of Committee Bylaws & Constitution of 2005

Review Survey Results from Steering Committee Composition Survey




Minutes from August 30 Meeting

The committee reviewed the current CCCApply Committee Bylaws & Constitution, which was enacted in 2005 and hasn't been updated since then. We reviewed each section and captured feedback and suggestions. There are several issues that first need to be resolved before the revised version can be resubmitted to the committee for approval:

  • CCCApply Project Charter:  The 2005 bylaws and constitution includes several references to the "CCCApply Master Plan" which is in reference to the Xap-CCCApply Application. That application no longer exists. The CCC Tech Center has begun working on a new OpenCCCApply Charter. Once this is complete, it will be added to the new CCCApply Committee Bylaws & Constitution 2018 and reviewed by the full committee.
  • Missing Committee Members: At the time of the August meeting, 19 committee members had left the Steering Committee. It was resolved that the revision draft of the Bylaws & Constitution would be reviewed by the full committee, once missing members were replaced.
  • Steering Officers Roles & Responsibilities: The sections pertaining to the Steering Officers (i.e. Chair, Vice Chair, Secretary) need to be revised and resubmitted for approval. A timeline and deadline will be established during the November 8 meeting. 

The objective is to set a deadline for resolving the three issues above during the November 8 meeting. 


Committee Vacancies & Nominees

For Representative Nominees:  Committee Representative Nominees Survey

Minutes from August 30 Meeting

A review of the vacant seats was performed during the August meeting. The tables below reflect updated information and discussion outcomes.

Roster Review

List of outgoing committee members who are leaving due to various reasons. 

 Click here to expand...

Proposed / Nominated Members

Outgoing MemberDistrictReason for LeavingProposed ReplacementTitleCollege/DistrictEmail
Arleen ElseroadSouth Orange CCDRetirementBen GuzmanRegistrarIrvine Valley College/ South Orange CCD
Michael DayLos Rios CCDMoving to New Position in DistrictJason Ralphs, Admission and Records SupervisorAmerican River College
Bill MulrooneyEl Camino CCDRetirementIncoming Dean of Admissions/RegistrarDean of Admissions/RegistrarTBD
David BarnettKern CCDUnknownCraig HaywardDean, Institutional EffectivenessBakersfield College | Kern CCCD
Garret WongSan Francisco CCDDeceasedQuyen LuAdmission/ITCity of San Francisco / San Francisco CCD
Henry VillarealSan Mateo CCDRetirementWill MennichDean of Enrollment ServicesSkyline College | San Mateo CCD
Joyce SemanikSouth Orange CCDRetirementChristian AlvaradoDean of Enrollment ServicesSaddleback College | South Orange CCD
Mojdeh MehdizadehContra Costa CCDRetirementTBD


Noell AdamsChabot-Las Positas CCDLeaving CollegeTBDNo nominated replacements 3 members are serving now

Breakdown of Current Roster by District

According to Section 2. Committee Composition of the 2005 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;
  • 4 Bay Area districts;
  • 2 Central districts;
  • 7 Southern districts.  


Minutes from August 30 Meeting

The chart below details the status of the committee after the outgoing members leave fall 2017.


#

District

SizeAreaADMITRSCH

# Open Seats

Notes
1

Cerritos CCD

SingleSouthern1101Cerritos: Lacking 1 member; Need 1 Researcher
2

Chabot-Las Positas District

MultiBay Area1110CLPCCD: Noell Adams is leaving committee. No replacements needed
3

Contra Costa CCD

MultiBay Area1101Contra Costa: Mojdeh is leaving (IT), Satish is staying (IT) Need Researcher
4

El Camino CCD

SingleSouthern2101El Camino CCD: 4 current members; Bill Mulrooney is leaving (Adm); 2 Admissions, 1 IT, need researcher
5Kern CCDMultiCentral1011Kern CCD: Dave Barnett is leaving (Admissions); Craig Hayward & Michelle Pena both Admissions - Need IT
6Los Angeles CCDMultiSouthern0102LACCD: Still in trial period through Dec 31; Need 1 - Admissions; and 1 - Researcher
7Los Rios CCDMultiNorthern0012Los Rios CCD: Michael Day is leaving (IT), Ben Baird left last year (Admissions); - Need 1 Adm & 1 IT
8Rancho Santiago CCDMultiSouthern1110RSCCD: This district has 3 members, one from each area.
9Rio Hondo CCDSingleSouthern1002Rio Hondo CCD: Only has 1 member (Admissions); Need 1 IT and 1 Researcher
10Riverside CCDMultiSouthern0102Riverside CCD: Needs 2 Admissions & Researcher
11San Francisco CCDSingleBay Area1011San Francisco: Garret Wong is no longer on committee (IT) - Need 1 IT
12San Joaquin-Delta CCDSingleCentral2001Delta District: Only 2 members (Admissions); Need 1 IT and 1 Researcher to keep District seat
13San Mateo CCDMultiBay Area0003San Mateo: Henry Villareal is leaving (Admissions). He was only member from SMC. DISTRICT SEAT GONE
14Santa Rosa CCDSingleNorthern1101Santa Rosa: KC Greaney left last year; Need 1 Researcher
15South Orange CCDMultiSouthern1002South Orange: Arleen Elseroad & Joyce Semanik leaving (Admissions) - Need 1 IT and 1 Researcher

TOTAL

158418Eighteen seats are open now, including LACCDs
16CCCCO




1Michael Q., Gary Bird, & Need Vice Chancellor
17CCCTC





Tim Calhoon; Patty Donohue; David Shippen; (alt. Keith Franco)

Election of 2017-2018 Officers

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.

2017-2019 Steering Committee Officers

Chair - Stephanie Murguia, Cerritos College

Vice Chair - Michelle Pena, Bakersfield College

Secretary - Mitchell Leahy, Santa Rosa Jr. College

Past Chair - Richette Bell, El Camino College


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
5Kern CCD
6Los Angeles CCDDISAPPROVE
7Los Rios CCDAPPROVE
8Rancho Santiago CCDAPPROVE
9Rio Hondo CCDAPPROVE
10Riverside CCD
11San Francisco CCDAPPROVE
12San Joaquin-Delta CCDAPPROVE
13San Mateo CCDAPPROVE
14Santa Rosa CCD
15South Orange CCDAPPROVE
16CCCTC
17CCCCO

12 = 4/5th is quorum vote


Guided Pathways Implementation Request

Craig Hayward, Bakersfield College, presented to the Committee on how Bakersfield College is filtering majors in CCCApply to comply with the Guided Pathways Initiative.   

Great presentation!  


Look up the book: "Re-designing America's Community Colleges" for guidance on Guided Pathways.


Research Projects


2017-2019 Roadmap & Deployments

CCGI Service

September 1, 2017

The CCGI Service is a post-application data articulation between the California Colleges Guidance Initiative (CCGI) and CCCApply for the purpose of supporting multiple measures placement and creating additional efficiencies for college A&R staff across the state. Collectively serving upwards of 400,000 6th-12th grade students across 25 school districts, CCGI uploads student’s academic transcript data into individual student accounts on CaliforniaColleges.edu, and all CCGI legal documentation allows for that data to be shared with institutions of higher education at the point of application. Here is the original change request approved by the CCCApply Steering Committe in July 2016: 2016-39: Data Sharing Articulation with CaliforniaColleges.edu (CCGI) & CCCApply - Phased Approach

IT Objectives

Technically, this service, as well as other post-application APIs are developed to hook into existing SNS queues and have no impact on running systems.
This service is not public-facing and there will be no impact on the end-user (students and colleges). There are no changes to the CCCApply application, nor the download client.

Next Release:  OpenCCCApply Release 6.1 - October 27, 2017

Pilot Release:  September 27, 2017


CCC Administrator 2.0 Launch - Delayed for CCCApply Until March 2018

The new CCC Administrator 2.0 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 inaugural application launch will feature Canvas LMS functionality.  The CCCApply integrated screens - which will fully align with the CCCApply Standard, BOG, and International applications - have been 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.

/wiki/spaces/PD/pages/200540282


2018 Workshop

High-level Checklist

Location - Southern California

Combine with eTranscript California into a one-day Workshop

Combine with other Spring conference?

Originally intended for marketing and educating colleges - rationale has changed over the years - but that was the original intent of the Workshop.

Steering committee has had twice all-day (2-day) sessions with a facilitator who planned everything for us (RP Group) it's been a long while since we've had a comprehensive planning session.

Check with the CCC Foundation - for a facilitator

Suggestion: "Would be great to include RP Group in some way (as facilitator or otherwise). As an RP Group Board member, I can help with that.
* Re comprehensive planning session."


Change Requests

Minutes from August 30 Meeting

Due to time constraints, we did not have time to review change requests during the meeting. These issues are being moved to the November 8 meeting.

Review requests that were deferred to next version of CCCApply

AB637 - Online Education - Shared Residency

New Requests


Meeting Schedule for 2017-2018

Schedule next set of quarterly meetings for 2017-2018

Schedule November 8 online meeting

Schedule in-person meeting for end of January 2018 in the Bay Area (or East Bay). Contra Costa College.


Close Meeting


Steering District Roster: Approval Poll Table

 Click here to expand...

#

District


Vote
1

Cerritos CCD

Southern
2

Chabot-Las Positas District

Southern
3

Contra Costa CCD

Bay Area
4

El Camino CCD 

Southern
5Kern CCDCentral
6Los Angeles CCDSouthern
7Los Rios CCDNorthern
8Rancho Santiago CCDSouthern
9Rio Hondo CCDSouthern
10Riverside CCDSouthern
11San Francisco CCDBay Area
12San Joaquin-Delta CCDCentral
13San Mateo CCDBay Area
14Santa Rosa CCDNorthern
15South Orange CCDSouthern
16CCCTC
17CCCCO

2017 Steering Committee

3 = Bay Area Region

2 = Northern Region

2 = Central Region

8 = Southern Region