Introduction

The CCCApply Administrator is the admin configuration tool for the CCCApply suite of online applications, including the Standard, Noncredit and International admission applications, the California College Promise Grant Online application, and other integrated systemwide technology applications developed by the California Community Colleges Technology Center (CCCTC). The CCCApply Administrator can be accessed by authorized staff and faculty users from the Applications menu in the CCC Administrator.

Contents

General Information

The CCCApply Administrator User Guide provides authorized college users with implementation and admin configuration instructions for setting up and maintaining individual CCCApply applications.  This document is updated regularly to reflect changes and new functionality implemented with CCCApply application version releases and as needed.

Scope of Document

The CCCApply Administrator User Guide addresses:

• getting to the CCCApply Administrator

• adding and editing authorized users in the User Manager

• configuring required and optional features/functionality

• importing and exporting custom Supplemental Questions (optional)

• using the application-specific Spam Filter utility user interface

• navigating within and between administrator modules for individual CCCApply applications

Out-of-Scope

This Guide does not cover the specifications for configuring and managing custom (optional) supplemental questions. Those details are covered in the Working with Supplemental Questions User Guide.

This Guide does not address application “front-end” specifications such as application questions and responses, format definitions, display conditions, algorithms, or data element specifications. These specs are addressed in the CCCApply data dictionaries, crosswalks, user guides, and other end-user documents located throughout the CCCApply Public Documentation site.

Glossary of Terms

Development Environments: Use and Support

CCCTC maintains two parallel development environments for systemwide Student Success Suite (SSS) applications, including OpenCCC, CCCApply, CCCMyPath, and other integrated products and services. The CCCTC Production environment delivers the “live” system to end-users, while the Pilot environment provides colleges and districts with a sandbox environment for initial implementations of SSS applications and services, and to stage and test changes to their configurations prior to planned and unplanned product updates and new service roll-outs.

Enabling Services: Implementation & Support

The CCCTC Enabling Services (ES) provides a common-services delivery team for the purpose of ensuring successful adoptions and implementations, and support of Student Success Suite applications and other integrated CCCTC technology solutions across all California Community Colleges.

The Enabling Services team strives to build strong, customer-centric relationships with colleges throughout the implementation process with the following support representatives:

Related Documents & Supporting Resources

The following additional user documentation and resources are available to support CCCApply setup, admin configuration, data delivery and reporting:

• CCCApply Data Dictionaries

• Working with Supplemental Questions User Guide

• CCCApply Report Center User Guide

• SuperGlue for Apply

• SuperGlue Public Documentation Site

• CCCMyPath Administrator User Guide

^{Back to Top}

Core Application Administrators

The CCC Administrator is the central admin management tool for the CCCApply Applications, the CC Promise Grant Online Application, CCCApply Report Center, and other integrated systemwide applications. Providing a single point-of-entry, college staff and faculty have the ability to configure application settings and customize rules and messages, this scalable service provides a launch pad to integrated admin tools from a single point-of-entry.

Colleges are provided college-specific URLs - configured to their college/district IdP and integrated with the SSO proxy - which authenticates users as they land on the home page. Integrated admin tools, such as the CCCApply Administrator system, no longer have direct URL access. 

The System Administrator module manages User Roles & Access management to authorized users, defining scope of permissions via one set of user credentials (one user account per user, per environment). 

Open

CCC Administrator Homepage

System Administrator

(Applications->System Administrator)

The System Administrator module manages:  

• SSO-based authentication to all CCC colleges through custom college-specific URLs configured to their college or district IdP

• User management  

• Access management to all integrated CCCTC administrator applications and services through a single point-of-entry

User Manager

(Applications->System Administrator->User Manager)

The User Manager is restricted to CCCTC authorized personnel for the purposes of configuring and managing authorized college & district staff user accounts. .

Launching the CCCApply Administrator

(Applications->CCCApply Administrator)

If your credentials include permission to configure the CCCApply Standard application, CCCApply International application, and/or CC Promise Grant (BOG Application) for your college or district, you can access those via the CCCApply Administrator.

You’ll select CCCApply Administrator from the Applications drop-down menu on the CCC Administrator home page to launch the CCCApply Administrator application in a new browser tab or window with the following modules that you can manage:

• Terms, Majors, and College- and District Information

• Custom Supplemental Questions for the CCCApply Standard and CCCApply International applications

• Details of the English Proficiency section in  the CCCApply International application

• Automate Rules and Messages you configure for emails and error messages that display for application submissions

• Manage suspended fraudulent applications in the Spam Filter
  
  

OpenCCC Administrator

The OpenCCC Administrator is available to authorized college and district staff in the Pilot and Production environments. Staff will only be able to access OpenCCC administration tasks for your college or district colleges, depending on your authorized staff user account.

The purpose of the OpenCCC Administrator is solely to create and manage OpenCCC student accounts that are being created by an authorized staff member on behalf of a student who is unable to create their own account.

The admin functionality includes:

• Single OpenCCC account creation

• Multi (bulk) account creation of OpenCCC accounts

For detailed user information, please the OpenCCC Account Creation Tool document.

^{Back to Top}

CCCApply Administrator

The CCCApply Administrator is available to authorized staff in the Pilot and Production environments. You will only be able to access administration tasks for your college or district colleges. 

You’ll select CCCApply Administrator from the Applications drop-down menu on the CCC Administrator home page to launch the CCCApply Administrator application in a new browser tab or window with the following modules that you can manage:

• Terms, majors, and college- and district-level information

• Custom supplemental questions for the CCCApply Standard and CCCApply International applications

• Details of the English proficiency section in  the CCCApply International application

• Automate rules and messages you configure for emails and error messages that display for application submissions

• Manage suspended fraudulent applications in the Spam Filter

Accessing the CCCApply Administrator

Use the following steps to access the CCCApply Administrator.

1. Log into the CCC Administrator:

   • PILOT: http://<college OR district domain>.pilot.openccc.net/admin

   • PROD: http://<college OR district domain>.openccc.net/admin

    

2. From the landing page, select “CCCApply” from the Applications menu in the CCC Administrator main menu. The CCCApply Administrator application will display in a new window or browser tab.

3. For multi-college district users: Select a college from the Select a college drop-down menu.

4. For single college district users: Your college name will display by default in the Select a college menu.

5. Select the CCCApply application you want to configure from the Applications drop-down menu in the main menu. The applications available include:

• CCCApply (pertains to both the Standard and Noncredit applications)

• International

• CC Promise Grant Online

Open

The Applications drop down menu is shown in the header
of the CCCApply Administrator homepage.

Layout & Navigation

The CCCApply Administrator’s two top header bars includes global links that always display no matter which application you are managing or which part of the application is in focus.

Open

User interface components of the
CCCApply Administrator Homepage tool are highlighted.

The table below provides a summary of the CCCApply Administrator’s global links’ functionality.

The table below provides a summary of the CCCApply Administrator’s application-specific link functionality.

Date Fields & Best Practices

We recommend using the Calendar widget when entering dates in date fields instead of free-form text entry. This will ensure correctly-entered date data format for your CCCApply applications.

Other best practices are documented within the module in which they apply, i.e.:

• Adding a Major

• Creating a Rule Using a Date

Sorting Columns

Throughout the CCCApply Administrator you can sort table data display by clicking any column header. Clicking a column a second time will toggle it back to its default display (i.e. from descending back to ascending sort order).

Open

Highlights show summary table column functions.

Exporting Data from the CCCApply Administrator

You can export data in three modules in the CCCApply Administrator:

• Terms

• Majors

• Supplemental Questions

The Terms and Majors modules have Export buttons that export your terms or majors to a .csv file.

Open

The Export buttons for Terms and Majors

The Supplemental Questions module includes a Download icon that will export a selected page of supplemental questions to a .csv file.

Open

Download Icon for Supplemental Questions

^{Back to Top}

Configuring College & District Information

Use the following steps to edit your College & District Information data settings which is used in various ways for the CCCApply, International, and CC Promise Grant applications.

1. Log into the CCC Administrator -> CCCApply Administrator.

2. If you are a multi-college district, select the college for which you want to configure college information from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.

3. Click the Colleges & Districts drop-down list and select either College Information or District Information to display the College Information or District Information screens.

4. Click Edit to display the Edit College Information dialog box (or the Edit District Information dialog box).
   
   

   
   
   

5. Make edits in the editable fields provided and click Save.  
   
   

   Open

   

   College’s Contact Information from the College Information Page

College Information Data Table

District Information Data Table

^{Back to Top}

Configuring Terms

The Terms module is where you can add, edit, archive (functions as a delete in the CCCApply Administrator), import, and export your custom college terms. The Terms module is only available in the CCCApply (Standard & Noncredit) and International applications. Terms have a required start and end date that determines which terms display in the Term Applying For drop-down list the CCCApply and International applications.

• Adding a Term

• Editing a Term

• Archiving a Term

• Exporting Terms

• Importing Terms

Open

The Terms module summary table.

Adding a Term

1. Log into the CCC Administrator -> CCCApply Administrator.

2. If you are a multi-college district, select the college for which you want to configure terms from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.

3. Select either CCCApply or International from the Applications drop-down list.

4. Click the Terms link to display the Terms Summary table.

5. Click Add Term to display the Add Term for <Your College> dialog box where you can define the term.
   
   

   Open

   

6. Enter or select values in the fields provided to define the term. Use the Terms Table below as a guide to configuring your values.

7. Click Save to save the term, close the Add Term dialog box, and return focus to the Terms Summary table with your new term displayed.

Terms Table: Fields & Usage

Editing a Term

Use the following steps to edit a term.

1. Select the Edit icon on the row for the term that you want to edit.

Open

The Edit Term icon is shown in the Actions column of the Terms summary table.

Open

The Edit Term modal showing required and optional data input fields.

2.  Make your edits and click Save to close the Edit Term dialog box and return focus to the Terms Summary table with the edited term displayed.

Archiving a Term

Archiving terms in CCCApply Administrator renders them inaccessible and should be thought of as the same as deleting them. Archive functionality will be extended to be fully functional in a future release.

Use the following steps to archive a Term.

1. Select the Archive icon on the row for the term that you want to edit. This displays the Archive Term dialog box.

2. Click Confirm to archive the term. The Archive Term confirmation dialog box closes and focus returns to the Terms Summary table where the archived term no longer displays.
   
   

   Open

   

   The Archive Term confirmation box.

Exporting Terms

Use the following steps to export all terms to a .csv file.

1. Choose either CCCApply or International from the Applications drop-down list and then click Terms to display the Terms module.
   
   

   
   
   
   

2. Click Export Terms to display the Export Terms dialog box:
   
   

   Open

   

   The Export Terms dialog box.

   
   
   

3. Click Confirm to immediately export all terms to a .csv file to your computer’s default download location (i.e. the Downloads folder on a Mac).
   
   

Editing the Terms Export CSV File

The export function produces a .csv file describing the terms, and the import function requires a .csv file in exactly the same format. Unless you have experience with text editors and CSV files, the best way to edit your .csv file may be with a spreadsheet application such as Microsoft Excel or OpenOffice Calc. However, these applications may have default date settings that may apply to dates you enter, so you may have to apply the correct date format (i.e. mm/dd/yyyy hh:mm a) to any new dates and/or times. Remember to save the file in CSV format when you are finished editing it.

1. Open the exported Terms .csv file on your computer using the application of your choice (MicroSoft Excel is recommended).

2. Edit the terms data as needed. It is assumed your intention is to add new terms and/or edit the terms displayed in order to import them for new values for either your CCCApply or International application. Use the table below as a guide.
   
   

1. Once you are done adding/editing terms, save the .csv file using your software’s Save As option.

2. Edit the file name to be unique and confirm that the file extension displays as .csv.

3. Your terms .csv file is now ready to be imported.

Importing Terms

You use a .csv file to import terms into the CCCApply Administrator. The easiest way to do this is usually to export the current terms and then edit the file since a header row and some configuration details are required.

The table below details the add and update functionality for terms imports (no deleting or archiving of any terms occurs upon import).

Use the following steps to import terms.

1. Have ready an edited .csv file of terms for importing. See Editing the Exported Terms CSV File for details.

2. From the Terms Summary table, click Import Terms to display…
   
   

   
   
   ...the Import Terms dialog box:
   
   
   
   
   
   

3. Click Choose File to display your computer’s file navigator.
   
   

   
   
   

4. Navigate and select the terms .csv file you want to import. The file name for the file you selected displays next to the Choose File button.

5. Click Import to import the terms .csv file, close the Import Terms dialog box, and display the Terms Summary table where all rows are replaced/updated and the terms list refreshes to match your imported values.

^{Back to Top}

Configuring Majors

The Majors module is where you can add, edit, archive, import, and export majors and categories. The Majors module is available for the CCCApply Standard, Noncredit, and International applications.

• Adding a Major

• Editing a Major

• Archiving a Major

• Exporting Majors

• Importing Majors

• Configuring Major Categories
  
  

Open

If your college is implementing the Noncredit Application for the very first time, you MUST identify which majors/programs should appear in the Noncredit application (vs. the CCCApply Standard Application) or no majors will appear for the Noncredit Application. This applies to new and existing majors and programs. The most efficient way to ensure the appropriate majors are available in the Noncredit Application is to export your list of majors for the CCCApply Standard application in a CSV file, add/edit that file as needed for your Noncredit Application majors, set the appropriate Application Type setting for Standard, Noncredit, or Both, save the CSV file, and then re-import the file.

Adding a Major

The majors you define for the CCCApply Standard, Noncredit, and International applications are not the same. Some amount of configuration is required for each application.

For example:

• CCCApply vs. International Majors: If you choose CCCApply from the Applications drop-down list and define a major, and then select International from the Applications drop-down list, the major you just defined for the CCCApply Standard application will not appear in the Majors table for the International application. If you want a given major to be available on both applications, you must create it separately for each application. Or, you may import the major (or list of majors) into both applications (i.e. you can create majors in one application, export those majors, and then import those majors into the other application).
  
  

• CCCApply vs. Noncredit Majors: If you choose CCCApply from the Applications drop-down list and define a major, and you want that major to also display for the Noncredit application, you will want to select Both from the Application Type drop-down list in the Major dialog box when manually creating a major. Otherwise the major defaults to Standard application display. As with the International application, you can choose to import the major (or list of majors) into both applications.
  
  

To add a major manually:

1. Log into the CCC Administrator -> CCCApply Administrator.

2. If you are a multi-college district, select the college for which you want to configure majors from the Select a college drop-down list. If your college is not in a multi-college district, your college displays by default.

3. Select either CCCApply or International from the Applications drop-down list.

4. Click the Majors link from the modules menu bar to display the Majors table.

5. Click the Add Major button to display the Add Major dialog box to define the major.

Open