CCCApply Steering Meeting - Agenda & Minutes - August 30, 2017
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 ID | 706 470 430 |
TOLL Phone | Or Telephone: Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll) |
NOTE: AVOID TOLL CHARGES - USE VOIP
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
TIME | DESCRIPTION | SPEAKER |
10:00AM | Roll Call Confirmation of Leadership Election Results | Murguia / Pena |
10:15AM | Review minutes from June 27, 2017 Meeting | Murguia / Donohue |
10:30AM | Murguia / Leahy / Pena | |
10:45AM | Committee Vacancies & Nominees For Representative Nominees: Committee Representative Nominees Survey | Murguia |
11:30AM | CCCCO Update | Quaioit |
12:15PM | Lunch | |
12:45PM | Guided Pathways Implementation Request | Pena / Fulks |
1:05PM | On-going Research Projects
| Donohue / Calhoon |
2:00PM | 2018 CCCApply & eTranscript CA Workshop Planning | Pena / Donohue |
11:15PM | Unresolved Issues
| Murguia / Quaioit / Leahy |
11:05AM | CCCApply Roadmap & Development Update | Donohue |
1:30PM | CCCApply 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 | ||||||||
---|---|---|---|---|---|---|---|---|
✓ | 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) | ||
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 |
|
|
|
| X | Tuyen Nguyen | Rancho Santiago CCD | ||
|
| Nate Finney (Liaison between IT and Admin) | Riverside CCD | Vince Orton | Cerritos CCD | |||
Henry Villareal | San Mateo CCD | Noell Adams | Chabot Las Positas | William Diehl | Riverside CCD | |||
X | Hieu Hoang | El Camino CCD (IT) | X | Pam Mery | San Francisco CCD | X | Angela 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
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
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.
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.
The chart below details the status of the committee after the outgoing members leave fall 2017.
# | District | Size | Area | ADM | IT | RSCH | # Open Seats | Notes |
---|---|---|---|---|---|---|---|---|
1 | Cerritos CCD | Single | Southern | 1 | 1 | 0 | 1 | Cerritos: Lacking 1 member; Need 1 Researcher |
2 | Chabot-Las Positas District | Multi | Bay Area | 1 | 1 | 1 | 0 | CLPCCD: Noell Adams is leaving committee. No replacements needed |
3 | Contra Costa CCD | Multi | Bay Area | 1 | 1 | 0 | 1 | Contra Costa: Mojdeh is leaving (IT), Satish is staying (IT) Need Researcher |
4 | El Camino CCD | Single | Southern | 2 | 1 | 0 | 1 | El Camino CCD: 4 current members; Bill Mulrooney is leaving (Adm); 2 Admissions, 1 IT, need researcher |
5 | Kern CCD | Multi | Central | 1 | 0 | 1 | 1 | Kern CCD: Dave Barnett is leaving (Admissions); Craig Hayward & Michelle Pena both Admissions - Need IT |
6 | Los Angeles CCD | Multi | Southern | 0 | 1 | 0 | 2 | LACCD: Still in trial period through Dec 31; Need 1 - Admissions; and 1 - Researcher |
7 | Los Rios CCD | Multi | Northern | 0 | 0 | 1 | 2 | Los Rios CCD: Michael Day is leaving (IT), Ben Baird left last year (Admissions); - Need 1 Adm & 1 IT |
8 | Rancho Santiago CCD | Multi | Southern | 1 | 1 | 1 | 0 | RSCCD: This district has 3 members, one from each area. |
9 | Rio Hondo CCD | Single | Southern | 1 | 0 | 0 | 2 | Rio Hondo CCD: Only has 1 member (Admissions); Need 1 IT and 1 Researcher |
10 | Riverside CCD | Multi | Southern | 0 | 1 | 0 | 2 | Riverside CCD: Needs 2 Admissions & Researcher |
11 | San Francisco CCD | Single | Bay Area | 1 | 0 | 1 | 1 | San Francisco: Garret Wong is no longer on committee (IT) - Need 1 IT |
12 | San Joaquin-Delta CCD | Single | Central | 2 | 0 | 0 | 1 | Delta District: Only 2 members (Admissions); Need 1 IT and 1 Researcher to keep District seat |
13 | San Mateo CCD | Multi | Bay Area | 0 | 0 | 0 | 3 | San Mateo: Henry Villareal is leaving (Admissions). He was only member from SMC. DISTRICT SEAT GONE |
14 | Santa Rosa CCD | Single | Northern | 1 | 1 | 0 | 1 | Santa Rosa: KC Greaney left last year; Need 1 Researcher |
15 | South Orange CCD | Multi | Southern | 1 | 0 | 0 | 2 | South Orange: Arleen Elseroad & Joyce Semanik leaving (Admissions) - Need 1 IT and 1 Researcher |
TOTAL | 15 | 8 | 4 | 18 | Eighteen seats are open now, including LACCDs | |||
16 | CCCCO | 1 | Michael Q., Gary Bird, & Need Vice Chancellor | |||||
17 | CCCTC | 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 |
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 |
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
- SPAM Fraudulent Apps (Machine learning)
- Non-Credit CCCApply Survey - Call for sub-committee
- CCCApply Required Questions
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.
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
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
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