CCCApply Administrator User Guide

The CCCApply Administrator User Guide can be exported to PDF or Word by selecting the “Export” option in the More Actions menu in the upper right of this page.


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 Utilities including the Reset Downloads tool and the Spam Filter 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

Term

Description

Term

Description

CCC Administrator

The central administrator tool providing SSO-based authentication, system and user management, and a single point-of-entry for the CCCApply Administrator.

CCCApply Administrator

The back-end admin configuration tool for setting up and maintaining individual CCCApply applications for CCC colleges.

CCCApply Standard Application

The official domestic (US) online application for admission for the California Community Colleges.

CCCApply Noncredit Application

The streamlined workflow within the CCCApply Standard application exclusively for students enrolling in noncredit courses.

CCCApply International Application

The official international (non-US) online application for admission for the California Community Colleges.

CC Promise Grant Application

The official online California Colleges Promise Grant application for the California Community Colleges Chancellor’s Office.

CCCApply Report Center

The real-time, integrated BI reporting tool for all CCCApply submitted applications.

CCC Data Warehouse Report Server

The business intelligence and reporting tool for the CCC Data Warehouse data restricted to college and district IRPE researchers.

CCCMyPath

The customized student onboarding portal for California Community Colleges.

CEM

The College Experience Manager (CEM) serves as the sales and service representative between the CCCTC Enabling Services and individual colleges.

Download Client

A software tool that facilitates the download of applications submitted to individual colleges from the CCCApply download server.

Enabling Services

The Enabling Services division of the CCC Technology Center provides direct sales, implementation, and support of systemwide technology applications.

English Proficiency Test

An optional, customizable module for the International application only that allows colleges to configure form fields to gather information on English proficiency tests taken.

Majors / Programs of Study

Applicants are required to select a Major or Program of Study from a list configured and uploaded by the individual college being applied to.

Major Categories

Major Categories - also known as meta majors - are custom groupings of majors/programs of study defined by the individual college.

Messages

Messages are custom content configured by the college to display as email messages or onscreen error messages based on a configured Rule in CCCApply.

OpenCCC

OpenCCC is the federated identity initiative and student account system for the California Community Colleges. OpenCCC is integrated with CCCApply.

Pilot Environment

The Pilot Environment is a sandbox system providing a copy of the production environment for application implementation, staging, and admin testing.

Reset Downloads

The Reset Downloads function is a utility in the CCCApply Administrator that allows colleges to re-download one or more submitted applications.

Rules

Rules can be created and enabled to send email messages or prevent the submission of an application based on custom logic configured by the college.

Supplemental Questions

Supplemental Questions is a feature that allows a college to ask additional questions and collect response data as part of the CCCApply application.

Spam Filter

CCCApply spam filter utility allows colleges to view/manage submitted applications that have been flagged as possible fraud before they reach the college SIS or downloads.

SuperGlue for Apply

SuperGlue for Apply is the data delivery pipeline between CCCApply databases and the college’s student information system (SIS) or downloads.

System Administrator

The System Administrator is an application within the CCC Administrator system houses the User Manager application.

Terms

Applicants are required to select the Term to which they are applying from a list configured and uploaded by the individual college.

User Manager

The User Manager is an application in the CCC Administrator that enables authorized users to manage user accounts for their college or district.

Utilities

The Utilities module enables colleges to manage resetting downloaded applications and processing applications suspended as potentially fraudulent.

 

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.

The CCCApply Pilot environment is designed to be a carbon copy of the Production environment, giving colleges a sandbox to stage configuration changes and test planned and unplanned updates prior to production roll-outs.


CCCApply Pilot Applications & Administrator

Colleges are provided an integrated, end-to-end Pilot environment for each of the CCCApply applications implemented. Authorized college staff are given Pilot user accounts and custom application URLs, configured to their college or district MIS code. Access to the CCCApply Pilot environment by way of secure IdP is available Monday - Friday, from 8:00am - 4:00pm PST.

Pilot Use & Support

The Pilot environment is not actively monitored for errors and issues in the same way as the Production environment and there is no designated support team in place to respond to Pilot environment issues. It is recommended that college staff personnel use the online support community - ccctechnology.info - to communicate issues, ask questions, and request assistance. The CCCTC Helpdesk and college staff support engineers monitor and triage all incoming posts during business hours and endeavor to respond within 48 hours to Pilot environment issues. Depending on the issue’s nature, resolution time may vary.

 

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:

Enabling Services Team Member

Supporting Role

Enabling Services Team Member

Supporting Role

College Experience Management (CEM)

Serve as your first point-of-contact for all things related to CCCTC products and services, including scheduling a demo.

Product Implementation Readiness (IPM)

Works with the CEMs and the implementation engineers (ICE) to ensure your implementation project says on track.

Implementation & Configuration Engineers (ICE)

Provides hands-on implementation setup and configuration support to prepare your college to go live with CCCTC products and services.

College Support Services Representatives (SUP)

Provides post-implementation support for CCCTC products and services.

Get Started with Implementation: Contact your College Experience Manager (CEM) to discuss new products and upgrades at cems@ccctechcenter.org.

 

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

 

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Core Application Administrators

The CCC Administrator is the central admin configuration and user management tool for the CCCApply Applications, the CC Promise Grant Online Application, and other integrated systemwide applications. Providing a single point-of-entry, college staff and faculty 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 provides User & Access management to authorized users, defining scope of permissions via one set of user credentials (one user account per user, per environment). 

System Administrator

(Applications->System Administrator)

The System Administrator module provides:  

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

  • User management for all authorized CCC college staff and faculty users 

  • 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 module allows authorized users to view, add, edit, and delete* users within the scope of their own authorized user permissions. The User Manager section provides the ability for users with authorized role(s) to create new users and permissions for your college or district. 

 

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-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

  • Reset downloads of previously downloaded student applications

  • 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.

 

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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

  • Reset downloads of previously downloaded student applications

  • 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

The CCCApply Administrator home page.

The image above shows the CCCApply Administrator home (landing) page.



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.

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

Global Links & Menus

Function

Function

CCCApply link (upper left corner)

Returns focus to the CCCApply Administrator landing page

Colleges & Districts drop-down list

Displays editable college or district contact information that displays on the CCCApply application

Note: After you navigate to the College Information and/or District Information pages you will need to reselect your CCCApply/International/CC Promise Grant application from the Applications drop-down list to navigate back to it for any continued administration.

Applications drop-down list

Displays the three different applications available for configuration:

  • CCCApply (Standard & Noncredit)

  • International

  • CC Promise Grant (BOG)

Sign Out link

Logs you out of your CCCApply Administrator session and displays the successful log out screen

Note: The CCC Administrator tab session remains open and active unless you close it. You will also remain logged into your college or district IdP session.

Select a College drop-down list

Displays the colleges available for configuration based on your credentials. The value displayed here defaults to only your college unless you are a multi-college district, in which case all of your district colleges display here for selection.



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

Application Links & Menus

Function

Function

CCCApply link

International link

CC Promise Grant link

Displays the application you’ve selected from the Applications drop-down list and returns focus to the application’s home page.

Terms link

Displays all of the configured terms for the selected college and application. You can import, export, add, edit, and archive terms.

Note: It is strongly advised you take caution when editing terms in production that may have been used in submitted applications.

Available for: CCCApply and International applications

Majors link

Displays all of the configured majors for the selected college and application. You can import, export, add, edit, and archive majors.

Note: It is strongly advised you take caution when editing majors in production that may have been used in submitted applications.

Available for: CCCApply and International applications

English Proficiency

Displays the configurable English Proficiency options for your International application.

Available for: International applications only

Rules link

Displays all of the configured rules for the selected college and application. You can add, edit, and delete rules.

Available for: CCCApply, International, and CC Promise Grant applications

Messages link

Displays all of the configured messages for the selected college and application. You can add and edit messages.

Available for: CCCApply, International, and CC Promise Grant applications

Supplemental Questions link

Displays all of the configured supplemental questions for the selected college and application. You can import, edit, and download supplemental question XML content.

Available for: CCCApply and International applications

Utilities drop-down list

Displays the following configurable options:

  • Reset Downloads link (for resetting previously downloaded applications. The <status> field is reset to "I" from "D". See Data Dictionary.)

Available for: CCCApply, International, and CC Promise Grant applications

  • Spam Filter link (for processing applications that have met the criteria for fraud based on the fraudulent applications machine-learning model.)

Available for: CCCApply applications only

 

Date Fields & Best Practices

We recommend you use 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).

 

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 download your terms or majors to a .csv file.



The Supplemental Questions module includes a Download icon that effectively downloads/exports a .csv file of an individual specific supplemental question set.

 

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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.  

 

 

College Information Data Table

Field Label 

Required

Meaning / Usage

Field Label 

Required

Meaning / Usage

College Name

Yes

Not editable.  Name of the college. 

College MIS

Yes

Not editable.  Name of the college

Street Address 1

No

Recommended. College main street address. Editable field. 

Street Address 2

No

Recommended. College alternate street address. Editable field. 

City

Yes

Not editable.  City in which the main campus resides.

Postal Code

Yes

Not editable.  Postal code of the college main campus.

College URLs

No

Recommended.  College main website or admissions office URL.

Admissions Office Contact

No

Recommended.  Optional text input field.

If populated, this field is merged/used in several ways in the post-submission application process, including: 

  1. Appears to the applicant on the post-submission confirmation screen;

  2. This contact name (along with the Admissions Office Email) is merged into the "abandoned application email templates" which is sent to the applicant if an application is started but not submitted after 24 hours, and again after 7 days.

  3. This same contact name is merged into the Spam Filter Email Notifications which sends an email alert to the "Admissions Office Email" alerting the college contact that there is one or more fraudulent applications in their spam filter awaiting processing.

Admissions Office Email

No

Recommended.  Optional text input field.

If populated, this email address is used in multiple ways in the post-submission application process, including:

  1. Appears to the applicant on the post-submission confirmation screen;

  2. This is the email address used in the "abandoned application email templates" which are sent (along with the Admissions Office Contact) if an application is started but not submitted after 24 hours, and again after 7 days.

  3. This is the email address used in the Spam Filter Email Notifications which sends an email alert the "Admissions Office Contact" that there is one or more fraudulent applications in their college-specific spam filter awaiting processing.  See "Spam Filter User Interface".

Admissions Office Phone

No

Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen.

Admissions Out-Of-State Phone

No

Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen.

Admissions Office Fax

No

Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen.

Academic (BOG) Year 
(Required for colleges using the CC Promise Grant Application)

Yes 

Required. Toggle used to indicate the college's academic year setting for financial aid.

District Information Data Table

Field Label

Required?

Meaning / Usage

Field Label

Required?

Meaning / Usage

District Name

Yes

Not editable. Name of the district.

District MIS Code

Yes

Not editable. MIS code of the district.

District Street Address 1

No

Recommended. District main street address. Editable field. 

District Street Address 2

No

Recommended. District alternate street address. Editable field. 

District City

Yes

Not editable.  City in which the district office resides.

District Postal Code

Yes

Not editable. Postal code of the district office.

District Applications

No

Not applicable.

 

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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

  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.

  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

Field Label

Required?

Meaning/Usage

Field Label

Required?

Meaning/Usage

Term Code

Yes

The 15-character code that identifies your college’s unique term.

Term Start Date

Yes

The date on which the college-defined term starts (i.e., first day of classes).  Used to determine the RDD (Residency Determination Date) in the CCCApply Standard Application, which by state law is one day before the term start date. 

The term Start Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Term End Date

Yes

The date on which the college-defined term ends.

The term End Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Open Date

Yes

The date when the Term Description appears in the Term Applying For drop-down menu in on the Enrollment Information page in the CCCApply applications. This is the date a student can begin an application for this term. The current date and time must be between the Open Date and the Close Date (inclusive).

The term Open Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Close Date

Yes

The last date a student can begin or submit an application for this term. When the current date is past the Close Date value, the college-defined term no longer appears in the Term Applying For drop-down list on the Enrollment Information tab in the CCCApply application.

This is the last date that the Term Description appears in the Term Applying For drop-down menu in the CCCApply applications.

The term Close Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Description

Yes

The Description is an alphanumeric value that identifies the Term being applied to and is what displays in the Term Applied For drop-down list on the Enrollment Information tab in the CCCApply application for active terms (those in which the current date is between their open and close date).

Application Type

Yes

The Application Type field specifies which application(s) the Term applies to and will display. The three options are: Standard, Noncredit, or Both.

 

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.


This opens the Edit Term dialog box.


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.



 

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:




  3. Click Confirm to immediately download an export of all of your terms to a .csv file on 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 downloaded 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.

Terms CSV File Element

Purpose

Terms CSV File Element

Purpose

Header row (i.e. row 1 that reads left to right: code, description, start, etc.)

The header row is required in order for your .csv file to import correctly and the values to be stored properly by the CCCApply Administrator.

Date format

Must be in mm/dd/yyyy format. You may need to apply non-default formatting to date fields you enter in an Excel application to ensure it matches the required format. Simple text editors will likely not apply a default date format to the .csv file, but the display may not be as organized.

Time format

The time format must be in hh:mm a (or hh:mm p) format. I.e. 07:00 AM or 10:00 PM.

 

  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).

If you import a Terms CSV file and...

...then

If you import a Terms CSV file and...

...then

no existing term(s) values were changed but new terms are added to the .csv file

the new terms are added to the CCCApply Administrator Terms Summary table and depending on the Term Open Date(s) will appear in the CCCApply application(s)

existing term(s) values were changed

the edited terms will be updated in the CCCApply Administrator Terms Summary table and depending on the Term Open Date(s) will appear in the CCCApply application(s)

existing term(s) values were changed AND new term(s) were added

the new term(s) will be added and the edited terms will be updated in the CCCApply Administrator Terms Summary table and depending on the Term Open Date(s) will appear in the CCCApply application(s)


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.

 

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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.

If your college is implementing the Noncredit Application for the very first time, you MUST identify which Majors/Programs of Study 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.

  1. Enter and/or select values in the available fields to define the major. Use the Best Practice table below for instructions and helpful tips when populating the Add Major dialog box.

8. Click Save to add the new major. Once saved, your new major will be added to the Majors summary table in the CCCApply Administrator.

 

Editing a Major

Use the following steps to edit a major:

  1. Select the Edit icon on the row for the major that you want to edit.  This will display the Edit Major dialog box.

  2. Make your edits and click Save to close the Edit Major dialog box and return focus to the Majors table.

Archiving a Major

Archiving majors in the 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 major:

  1. Select the Archive icon on the row for the major that you want to edit.  This displays the Archive Major confirmation dialog box:

  2. Click Confirm to archive the major. The Archive Major confirmation dialog box closes and focus returns to the Majors table where the archived major no longer displays.

 

Exporting Majors

Use the following steps to export your majors to a .csv file.

  1. Click the Export Majors button to display the Export Majors confirmation dialog box.



  2. Click Confirm to immediately download an export of your majors to a .csv file to a secure default download location (i.e., the Downloads folder on a Mac).

 

Editing & Formatting the Majors CSV File

The Export Majors function downloads a .csv file describing your majors. The Import Majors function requires this .csv file in the exact same format. Please be aware that editing and populating this file correctly is critical for a successful import of your majors and categories. Be sure to save the file in CSV format when you have finished editing it.

 

Editing Steps

  1. Open the downloaded majors .csv file on your computer using the application of your choice (Excel or another spreadsheet program is recommended).

  2. Edit the majors data as needed. Use the table below as a guide for configuring each data column.

  3. Once you are done editing your majors or adding new majors, save the file using your software’s Save As option.

  4. Edit the file name to be unique and confirm that the file extension is .csv.

  5. Your majors .csv file is now ready to be imported.

 

Ensure that you adhere to the following rules when you edit and populate your Majors CSV file.

Reminder: Majors for the International Application requires a separate majors CSV file. The same file format and rules apply for the International Application (differences are specified where applicable).

Guide for using the Add/Edit Major Screen (single major)

Guide for Configuring the Majors CSV File

Guide for using the Add/Edit Major Screen (single major)

Guide for Configuring the Majors CSV File

Name

Required?

Major Field Configuration Notes

CSV Column Heading
Note: case sensitive!

Required?

Important CSV File Configuration Notes

Header Row

Yes.

The header row pertains to the Majors CSV file only.
The header row must be included in the file correctly to ensure a successful import.

Required for the CSV file

Header Row

YES

IMPORTANT: The file header row containing the column headings is required for your .csv file to import successfully and for the values to be stored correctly in the admin system.

  • DO NOT CHANGE the column heading labels that were exported.

  • The field name format must matches what is shown in the yellow column in this table.

  • The column heading labels are case sensitive.

  • If the headings change case, the file will be rejected.

Application

Yes

System-generated based on which CCCApply application you are exporting from in the Administrator.

For the CCCApply Standard & Noncredit applications, export your majors file from the CCCApply application in the Administrator.

For the CCCApply International application, export and import your majors CSV file from the International application in the Administrator.

application

YES

  • REQUIRED field.

  • The Application column identifies the CCCApply application that the majors pertain to. The value must be in ALL CAPS and either be:

    • APPLY (for CCCApply & Noncredit application), OR,

    • INTERNATIONAL (for International application)

  • Do not mix APPLY and INTERNATIONAL application majors in one .csv file.

  • The Application data is system-generated and should not be changed. 

  • When adding new Majors to your file, ensure the application is correct and in all caps.

  • Do not remove or change this column.

Major Code

Yes

Enter your unique college code for each major, up to 30 characters.

DO NOT EDIT AN EXISTING MAJOR CODE

 

code

YES

  • REQUIRED field.

  • Maximum characters is 30.

  • The “code” column displays the Major Code identifier as defined in your existing list of majors.

  • Adds a row to the Majors database table identifying a unique Major

  • Must be formatted based on <major_code> layout in the Data Dictionary.

  • This is not the <major_id> field. That field is N/A.

Major Description

Yes

Enter the name or description for a particular major in 100 characters or less.

The major description is the name or title of the major which displays alphabetically to the end-user in the application.

description

YES

  • REQUIRED field.

  • The “description” is a text field (max 100 characters).

  • The “description” is the name or title of the major that appears to the end-user (student) in the application.

  • Can be edited/modified by an authorized college/district user.

  • If the Ed Goal/Majors Filter is NOT enabled, all majors display alphabetically by their “description”, regardless of award type.

  • If the Ed Goal/Majors Filter is enabled and the student selects “Obtain an associate degree and transfer to a 4-year institution” as their Education Goal, the major descriptions display alphabetically by <awardType>, in the following order: AA-T, AS-T, AA_degree, AS_degree. All other awardTypes do not display when this Education Goal is selected.

Major Category

No

OPTIONAL field.

  • Major categories may be added, edited or removed by the college to filter or group your list of majors. Major categories are defined by each college.

  • Be aware: By adding one or more categories, you are opting/choosing to implement the Major Category Filter - which adds a Category drop down menu to the Enrollment page of the application, displaying your custom categories.

  • If no categories are created, the Category drop down is hidden and your list of Majors will display alphabetically in one list.

  • Each Category value has a limit of 100 characters.

  • You may create multiple categories (pressing Enter after each entry) which can be associated with multiple majors.

  • There is no limit to the number of categories you can add.

  • To remove a category from the Add/Edit Major screen, click the “x” icon included with each individual category.

category

NO

  • OPTIONAL field.

If your college has opted to implement Major Categories, then…

  • Each Category value has a limit of 100 characters.

  • Multiple categories associated with the same major should be comma separated in the “category” column.

  • The “category” column may be blank; however keep in mind that the major will not be included one of your custom categories and will only appear in the default All Majors category.

 

  • If no categories are created (the Major Category filter is not implemented and the Category drop down menu is hidden on the application. Without categories configured, your list of Majors will display alphabetically in the Intended Major or Program of Study drop down.

 

TOP Code

No

  • OPTIONAL field.

  • Not delivered with submitted applications.

  • If used, enter the major’s six-character Taxonomy of Programs (TOP) code from the CCCCO (Chancellor’s Office).

  • Does not appear to the end user.

topCode

NO

  • OPTIONAL field.

  • Not delivered with submitted applications.

  • If used, enter the major’s six-character Taxonomy of Programs (TOP) code from the CCCCO (Chancellor’s Office).

  • Does not appear to the end user.

Program Control Number

No

OPTIONAL field.

If used, enter the CCCCO Program Control Number code for each major from the Chancellor’s office.

programControlNumber

NO

  • OPTIONAL field.

  • Not delivered with submitted applications.

  • Does not appear to the end user.

Award Type

Yes

REQUIRED if implementing the Ed Goal / Majors Filter for Associate Degrees.

On the Add/Edit Major screen:

  • Select the Award Type option from the drop down menu that best aligns to each major.

  • DOES NOT APPEAR TO THE STUDENT in the application.

  • Not a deliverable field.

 

awardType

YES*

  • REQUIRED field in the Majors CSV import file.

  • REQUIRED for implementing the Ed Goal / Majors Filter.

  • The <awardType> column values must not contain any spaces and MUST be one of the allowable values shown below:

    • AA_T

    • AS_T

    • AA_degree

    • AS_degree

    • BA_degree

    • BS_degree

    • Certificate

    • Other

    • None

Application Type

Yes

  • REQUIRED if using the CCCApply Noncredit Application.

  • Identifies which CCCApply application the major will be available in.

  • Must be set with one of the following values:

    • Standard (major will display in the Standard app only)

    • Noncredit (major will display in the Noncredit app only)

    • Both (major will display in both applications)

  • Defaults to the Standard app value.

applicationType

YES

  • REQUIRED field.

  • Identifies which CCCApply application the major will be available in.

    • Enter "Standard" in your CSV file for the Standard application.

    • Enter "Noncredit" in your CSV file for the Noncredit application.

  • Defaults to Standard if accidentally left blank in the CSV.

  • REMINDER: You cannot combine the Standard or Noncredit major codes in the same CSV with the International application major codes. 

CIP Code

No

OPTIONAL field. 

If you choose to populate the CIP Code field, enter the Classification of Instructional Programs (CIP) code.

cipCode

NO

  • Optional field. May be added by the college, if desired.

  • Does not appear to the end user

EduGoals

No

NOT APPLICABLE. Currently not part of the Ed Goal/Majors Filter.

eduGoals

NO

Leave this column in place and LEAVE IT EMPTY.

Do not enter ANY data or values in the EduGoals column. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Major Start Date

Yes

Enter the date when this major will start being available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list.

start

YES

  • REQUIRED field.

  • The “start” date data in this column identifies the date and time that the Major should start appearing to end-users in the "Intended Major or Program of Study" menu in CCCApply applications.

  • The start date MUST BE configured in the following format:  MM/DD/YYYY

  • Cannot be after the major’s End Date (“end”) or the associated term's Term End date, else an error message will display/

  • Must be a valid calendar date (i.e., cannot be February 30, etc.)

Major End Date

Yes*

Every major must either have an end date or the Major has no end date checkbox must be checked.

Enter the date in which this major will no longer be available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list.

For a major to appear in the application’s drop-down list, the current date must be between ‘major:date_start’ and ‘major: date_end’ (inclusive).

If you do not want to end-date your major, you must select the Major has no end date check box.

 

If user selects "Major has no end date" THEN  the Major will ALWAYS display in the "Intended Major or Program of Study" menu in CCCApply

end

YES*

  • REQUIRED = Must have a date or left blank for no end date.

  • The “end” column identifies the date in which the major is no longer available and will no longer display in the "Intended Major or Program of Study" drop down menu in the application(s);

  • The major must be setup with one of the following settings:  

    • Major has no end date (in the CSV file, leave this column blank)

    • Major has an end date (must be formatted: mm/dd/yyyy

  • Must be a valid calendar date, i.e., cannot be February 30, etc. (else error message appears)

  • Cannot be before the Major start date <start>, else error message else error message will display during Import.

  • If your major has end date - THEN a valid end date must be included in the CSV file , else error message should display

Major has no end date
check box

No

Select this check box if the major will have no end date. When this check box is selected, the Major End Date field becomes hidden.

 

No

(If your major has no end date - leave the “end” column BLANK in the CSV file.)

Created Date

Yes

created

YES

 

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Importing Majors

Use your properly configured .csv file to import your majors list into the CCCApply Administrator. As detailed in the sections above, the safest, most efficient way to do this is to export the current majors 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 majors imports (no deleting or archiving of any majors occurs upon import).

If you import a majors CSV file and...

...then

If you import a majors CSV file and...

...then

no existing major(s) values were changed but new majors are added to the .csv file

the new majors are added to the Administrator Majors summary table and will appear in the designated CCCApply application.

existing major(s) values were changed

the changed majors are updated in the Administrator Majors table and will appear changed in the CCCApply application.

existing major(s) values were changed AND new major(s) were added

the new major(s) are added and the changed majors are updated in the CCCApply Administrator Majors table and will appear in the CCCApply/Noncredit or International application(s)


Use the following steps to import majors.

  1. Using the same exact format in the export file, edit and prepare your Majors CSV file for import.

  2. If you navigated away from the Majors module in the Administrator (where you exported your majors list), select the appropriate CCCApply application from the Applications drop-down list.

  3. From the Majors module, click the Import Majors button to display the Import Majors dialog box.





     

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

  5. Navigate and select the majors .csv file you want to import. Ensure that, if you selected CCCApply or International in step 2 above, you select the correct application majors .csv file. After selecting your .csv file, the file name displays next to the Choose File button.

  6. Click Import to import the majors .csv file. The Import Majors dialog box closes automatically, and the Majors table displays with all rows updated and and refreshed to display your edited and new major values.

 

How Your Majors & Categories Display in the CCCApply Applications

The default sort order for all majors and programs of study that appear in the Intended Major or Program of Study dropdown is alphabetical order of the Major Description field. Colleges can edit the Major Description of each major in the Majors module in the Administrator.

What is the display sort order for Majors when…

…In the Standard & Noncredit Application

…In the International Application

What is the display sort order for Majors when…

…In the Standard & Noncredit Application

…In the International Application

NO Major Categories OR Ed Goal/Majors Filter enabled

The default display order for all Intended Majors or Programs of Study is alphabetically by Major Description <description> in one big list.

The default sort order for all majors and programs of study is alphabetically by the Major Description field.

WITH Major Categories implemented ONLY

If Major categories are implemented: (Reminder: Major categories are not available in the Noncredit Application) then…

  • Your custom categories will display alphabetically in the Major Category drop down menu - IF at least one category is created and associated with at least one major. All majors unassociated with a category will display alphabetically in the All Majors category (included by default).

  • Majors associated with custom categories display alphabetically by major description within each category.

Categories display alphabetically within the Category drop down menu which appears on the application above the Intended Major or Program of Study menu.

Associated majors display alphabetically by major description within each category.

WITH the Ed Goal/Majors Filter enabled ONLY

If the Ed Goal/Majors filter is enabled and the student selects the Ed Goal option to “Obtain an associate degree and transfer to a 4-year institution” THEN:

  • Only Majors with award types AA_T, AS_T, AA_degree, AS_degree (in that order)
    will display in the Intended Major or Program of Study drop down menu, sorted
    alphabetically by major description within this specific award-type sort order: AA_T, AS_T, AA_degree, AS_degree,

  • If the student selects any other Education Goal option - other than “Obtain an associate degree and transfer to a 4-year institution” - all majors and programs will display alphabetically by major description in the Intended Major or Program of Study drop down menu.

The Ed Goal/Majors Filter feature is not available in the International Application.

WITH Major Categories implemented AND Ed Goal/Majors Filter enabled

If the Ed Goal/Majors filter is enabled and the student selects the Ed Goal option to “Obtain an associate degree and transfer to a 4-year institution”, THEN:

  • Major Categories will display only if at least one of the Majors with one of the following award types: AA_T, AS_T, AA_degree, AS_degree is associated with that category;

  • Major Categories that contain at least one of the majors will display alphabetically by their <major_category> name in the Major Category menu;

 

  • If the student selects any other Education Goal option - other than “Obtain an associate degree and transfer to a 4-year institution” - all major categories will display alphabetically by <major_category> description in the Major Category drop down menu and all majors and programs will display alphabetically within each category selected.

The Ed Goal/Majors Filter feature is not available in the International Application.

 

 

 

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Enabling the Education Goal/Majors Filter

The Education Goal / Majors Filter for Associate Degrees is an optional filter that when enabled allows colleges to streamline their list of available majors and categories if/when applicants select the Education Goal option to “Obtain an Associate degree and transfer to a 4-year institution”. This feature is designed to support legislation: AB-928: Student Transfer Achievement Reform Act of 2021.

How it Works

This feature is based on a simple design:

  • IF the filter is enabled, AND IF the end-user selects the Education Goal option to “Obtain an Associate degree and transfer to a 4-year institution” option (only)

Then…

  • only the majors with the following award type attributes (AA_T, AS_T, AA_degree, AS_degree) will display to the user (alphabetically within each award type group)

And…

  • if Major Categories are implemented, only the categories that include at least one major with one of the specified award types will display to the end-user

 

IF the feature is not enabled, then…

  • No change to existing functionality; no change to the existing display of majors, categories or education goals.

 

Enable/Disable the Filter

The Education Goal/Majors Filter is disabled by default.

To enable the filter:

  1. On the Majors summary page, place a checkmark in the Enable Transfer Major filter toggle on the left side of the page.

  2. Sign out of the Administrator and then sign back in to ensure the checkmark persists and the filter is ON.

  3. To disable the filter, uncheck the Enable Transfer Major Filter checkbox. Sign out of the Administrator and then sign back in to ensure the filter is OFF.

 

Configuring Majors for the Ed Goal/Majors Filter

  1. Navigate to the Majors module for your college in the Pilot CCCApply Administrator.

  2. Click the Export Majors button to export (download) your existing list of Majors to a location of your choice.

  3. Open your exported Majors CSV file and edit your majors based on the guidelines specified in Editing Your Exported Majors CSV List, including:

    1. Ensure each Major has a major description that is clear and appropriate when filtered (optional).

    2. If the Major Category filter is implemented, ensure each Major is associated with one or more categories (if applicable)

    3. Ensure each Major has the appropriate award type value set.

    4. Consider adding the Program Control Number for each Major in the CSV file.

    5. Important: Ensure the <start> and <end> dates are formatted correctly before importing your CSV file.

    6. Important: Ensure the header row in the CSV file has NOT CHANGED and all column headings are formatted correctly.

    7. Save changes to your Majors CSV file.

  4. Import your carefully edited and populated Majors CSV file by clicking the Import Majors button.

  5. Enable the filter by placing a checkmark in the Enable Transfer Major Filter box on the Majors summary page (above the table on the left side).

  6. Sign out of the CCCApply Administrator and the CCC Administrator systems to set the enable the filter setting. (Sign back into the CCCApply Administrator to confirm the filter is enabled.)

 

Test the filter functionality.

  1. Navigate to your college CCCApply application in the Pilot environment and sign in through OpenCCC.

  2. From the My Applications page, click Start a New Application.

  3. On the Enrollment page, select a Term.

  4. Select “Obtain an Associate degree and transfer to a 4-year institution” from the Education Goal drop down.

  5. If you have categories implemented, with the filter enabled the categories that contain at least one Major with one of the specified award types should appear in alphabetically order. Select a category.

  6. Open the file See the majors for transfer available in that category.

  7. Repeat steps 1-6 in the Production environment Administrator.

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Configuring Major Categories

The optional Categories field in the CCCApply Administrator’s Majors module allows colleges to group majors and programs of study into custom categories, such as meta majors. When implemented, these categories display on the CCCApply and/or International applications’ Enrollment Information tab. Students will be required to select a Major Category when completing the application. There is no limit on Major Category options you can define.

In the CCCApply and International applications, the Major Category drop-down list provides a filtering mechanism to help students select a major that meets their education goals or career interests. When major categories are implemented correctly, students will first select a category from the Major Category drop-down list and then select one of the majors or programs of study that have been aligned/configured with that category in the Intended Major or Program of Study drop-down list.

 

If you have implemented categories in your majors list, each major that has been assigned a category will show a “+” icon in the Categories column of the Majors table. When you click the “+” icon, the associated category name(s) displays below the Major Description name in the order they were created. The “+” icon toggles to display category, while the “-” icon toggles to hide the category.

 

Implementing the Major Category Filter

You can implement the major categories manually or, more efficiently, by importing them. Colleges must define their list of major categories and then align those categories to each major or program of study for their college.

To get started see the The Major Category Implementation Worksheet for additional step-by-step instructions for setting up Categories for majors in CCCApply.

Disabling the Major Category Filter

The Major Category filter in CCCApply and/or International can be turned off by removing all custom categories created in the CCCApply Administrator’s Major module Categories field for every major. Once all Categories values for all majors are removed the Major Category drop-down list will not display in the CCCApply and/or International application. The Intended Major or Program of Study drop-down list will revert back to displaying the full list of majors and programs in alphabetical order (by Major Description).

 

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Configuring the English Proficiency Section

The English Proficiency module is where you configure the English proficiency section displayed on the International Application for your college, indicating the proficiency types that can be selected, whether score fields display, and low/high scores required for your college.



If your college does have an English proficiency requirement you must configure the following items:

  • one or more English Proficiency Type(s)

  • enter English Proficiency help text in the text box above the Proficiency Types/Scores/Score Ranges section

Use the following steps to configure English Proficiency values for your college.

  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 English Proficiency 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 International from the Applications drop-down list.

  4. Click the English Proficiency link to display the English Proficiency table.

  5. Enter help text in the English proficiency help text field to provide instructions to the student that will display in the CCCApply International application. The text instructions inform the students of:

    • what their specific English proficiency requirements are for your college (i.e., which tests are accepted and which tests will appear in the CCCApply International application’s Proficiency Test/Qualification  dropdown list)

    • which non-test requirements are accepted (i.e. native English speaker or previous attendance at an English language school, etc.)

6.  Select a check box for one or more English Proficiency Types.

 

The types you select here will display in the CCCApply International application's Proficiency Test/Qualification drop-down list on the Education tab.


7. Select the Yes radio button on the same row as the selected proficiency type if you want to require students to provide the test score and completion date for those types in the CCCApply International application.

Or, select the No radio button on the same row as the selected proficiency type to allow students to select only the proficiency type without requiring them to provide a score and completion date.

8. When you select a Yes radio button to require the score field to appear if the proficiency type is selected, the Low and High score fields become enabled and allow you to enter a low and high test range for that particular test that are accepted by your college.

 

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Configuring Application Rules

The Rules module is where you create and configure automatic actions that run when a student submits an application. You can also edit and delete rules. You can apply rules to either the CCCApply or International application (rules are not applicable for the CC Promise Grant application).

When you have an active rule in place for either of the applications, any normal application field calculations occur prior to the rule running, so that the rule can validate correctly against accurate data.

Rules Module Basics

Creating rules for the CCCApply and/or International application involves selecting application fields to be used as rule triggers; if using multiple rules, configuring the order in which each rule executes; for email rules, selecting the message that will display; and, finally, writing the rule itself and previewing it for accuracy.

Creating a rule involves:

  • specifying the conditions that should cause the rule to perform an action

  • specifying the action to be performed


Creating and maintaining rules and their associated messages can be rather complex; a basic proficiency in writing computer software will be very helpful, especially in a programming language similar to C or JavaScript. However, examples provided here should help you to learn how to create and use rules, as well as the handy in-app Reference tab that displays in both the Add Rule dialog box and Edit Rule dialog box.


Two types of rule actions are available:

  • Email Rules

  • Error Message Rules

Email Rules

Error Messaging Rules

Email Rules

Error Messaging Rules

A customizable email can be sent to the student and/or to a college staff member upon application submission, depending on how the student filled out the application.

Note: This requires a message be created in the Messages module.

The application can be validated for specific errors and its submission prevented along with immediate messaging indicating to the student the remedy so they can correct and re-submit the application.

Note: You do not need to create messages for rules that report an error to the user in the application. Messages for error rules are entered directly in the rule definition itself.

 

 

Adding a Rule

Use the following steps to create a new rule.

  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 rules 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 Rules link to display the Rules table.



  5. Click Add Rule to display the Add Rule dialog box for your college.

  6. Enter a name for your rule in the Name field. The name must be unique among the other rules you have created.

  7. Select either Active or Inactive from the Status drop-down list.

    1. Active means that it should run every time a student submits an application.

    2. Inactive means that the rule should not run.

  8. Use the Executes Before drop-down menu to set the execution order for your rule relative to your other rules. If your new rule should execute after all other rules, select Executes Last.

  9. Begin writing your rule In the Rule field. It is at this point that a proficiency in writing computer software will be most helpful, as rules are written in a computer programming language similar to C or JavaScript.

Step 1: Specify the conditions that should cause the rule to perform an action

Step 2: Specify the action to be performed

Step 1: Specify the conditions that should cause the rule to perform an action

Step 2: Specify the action to be performed

Examples:



if(military_status == "2")



if(ssn == null)

Examples:

For email (students):

{
mail("Welcome Military", "admissions@yourCollege.edu", "Welcome to College!")
}

For error messages:

{
error("Warning: You must provide your social security number to apply for financial aid. Please confirm this is your intent.")
}

Use the Application Data Fields, a scrollable list of field names from the student application, to build the “if” part your rule.



When you click on one of these fields, it appears in the Rule field at the cursor. You can also simply type the name of the field you wish to check.



The field names are only used in the "if" part of your rule.

For email (students):

The structure of the action statement is:

{
mail(<“Message ID from the Messages drop-down list”>, <”the From email (i.e. your college)”>, <”the text you want to display in the email’s subject line”>)
}


For error messages:

{
error(“Your warning message text that will display in the student’s application based on the conditions you specified in step 1.”)
}

Use the Messages drop-down list, which includes a list of message IDs you have defined in the Messages module, when forming a "mail" or "staffMail" rule, as it indicates the name of the message that should be sent.

Note: The Messages drop-down list is only used for email rules, not for error rules.




10.  Click Check & Preview to validate your rule for correctness and to preview it in the Preview tab.

  • If there are syntax errors, they will display just below the Rule field in red-colored text allowing you to take corrective action and repeat the validation check again.

  • If there are no syntax errors, the Preview displays the results of your rule. For each field your rule checks, the preview will allow you to enter test values. For each test value you enter, the preview will show the result of the rule.

  • Detailed descriptions and examples of the rule syntax can be found on the Reference tab next to the Preview tab in the Add Rule dialog box and Edit Rule dialog box.

 

 

 

Creating an Email Rule Examples

Use the steps below to create a rule to send a welcome email to applicants who are active in the military.

For the example below, the CCCApply application has the following items defined:

  • the field for military status is called "military_status"

  • the value that indicates active status in the military is "2"

The military_status field displays like this in the CCCApply application:

 

In this example we’ll write our rule to check the "military_status" field for a submitted application, and send the email when the field contains the value "2". For the purposes of this example, the message ID for the email is "Welcome Military".

  1. Enter (or copy/paste) the following rule text in the Rule field:

    if(military_status == "2")
    {
    mail("Welcome Military", "admissions@yourCollege.edu", "Welcome to College!")
    }

    Note that the keyword “mail” is followed by a parenthetical, comma-separated statement consisting of the Message ID in quotes, the “from” email value (for your college), and the email subject text.

2. Click Check & Preview to validate the rule and to display any parameterized fields.

3. Enter values in the fields to display a preview of the message that would be delivered.

 

In the example below, the rule would do nothing if "military_status" contained a value other than "2".

  1. Changing the "military_status" field to a value of "2" causes the preview to change, presenting the details of the action that will be taken.




  2. Once you’re satisfied with your rule’s preview, click Save to save the rule, close the Add Rule dialog box, and display your saved rule in the Rules table.




  3. After a caching delay of 30 minutes you can then submit a test application in your Pilot environment that meets the requirements for triggering the email in order to test it and see the result.

    For a student who indicates active military status in their CCCApply application, this rule will send him/her an email with the subject line of "Welcome to College!" and a "from" address of "admissions@alanhancock.edu". The body of the email will be the content of the "Welcome Military" message.



Creating an Error Message Rule Example

Use the steps below to create a rule to display an error/warning message in the application reminding the student that they need to supply their SSN number in order to apply for financial aid.  

  1. Enter (or copy/paste) the following rule text in the Rule field:

    if(ssn == null)
    {
    error("Warning: You must provide your social security number to apply for financial aid. Please confirm this is your intent.")
    }

    Note that the keyword “error” is followed by a parenthetical statement consisting of the error message text you want to display based on the “if” condition.


  2. Click Check & Preview to validate the rule and to display any parameterized fields.Select the Null check box to display a preview of the error message:



    Note that the Rule Preview shows (Nothing) since the conditions for the warning message to display are not yet met (i.e. snn == null).

  3. Select the Null check box to display a preview of the error message:




  4. Once you’re satisfied with your rule’s preview, click Save to save the rule. The Add Rule dialog box automatically closes and your saved rule displays in the Rules table.





  5. After a caching delay of 30 minutes you can then submit a test application in your Pilot environment that meets the requirements for triggering the error message in order to test it and see the result.

    For a student who has not provided their SSN number in their CCCApply application the following error message displays when they click Submit my Application:

 

 

Editing a Rule

Use the following steps to edit a rule.

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



    This displays the Edit Rule dialog box.

  2. Make your edits and click Save to save your changes. The Edit Rule dialog box automatically closes, and focus returns to the Rules table.

 

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Configuring Messages for Application Rules

The Messages module is where you create and edit the messages that can be sent by email to students and/or college staff using the Rules module. Before you create a rule for sending an email, we recommend that you first write the text for the body of the email using the Messages module.

 

Creating a New Message

Use the following steps to create a message in the Messages module.

  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 messages 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, International, or CC Promise Grant from the Applications drop-down list, depending on which application you want to create messaging for.

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




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



  6. Enter a message name in the Message ID field. You will use this name to associate the message with its corresponding rule and it displays in the Add Rule dialog box and the Edit Rule dialog box in the Messages drop-down list.

     

    Note: The name must be unique among the other messages you’ve created. The maximum name length is 50 characters: letters, numbers, spaces, and any special symbols available on a typical computer keyboard are allowed.

  7. Write your message body in the large Message Content field. The controls for this field are similar to the controls for common word processors (text formatting, images, links, etc.).

  8. Use the scrollable Application Data Fields to select field names from the student application to include the student's responses in your email.

    When you place the cursor in the Message Content field and then click a field in the Application Data Fields list, the field name displays in the Message Content field (the email body) prefaced by a $ symbol and surrounded by curly braces ({}). This is a placeholder that indicates the position where the corresponding application input from the student will appear in the message.


To create a sample message, follow these steps:

  1. In the Message ID field, type: Welcome Email

  2. In the Message Content field, type: Congratulations,

  3. Then, leaving a space after the comma, scroll (don’t click) through the field names in the Application Data Fields field group until you find firstname, and click it. Note that ${firstname} appears in the Message Content field where your cursor was located.  




  4. In the Message Content field, type: ! You are now enrolled at

  5. Then, leaving a space after the “at” scroll (don’t click) through the field names in the Application Data Fields field group until you find college_name and click it. Note that ${college_name} appears in the Message Content field where your cursor was located.





  6. In the Message Content field, type:  “for the” without the quotes.

  7. Then, leaving a space after the “ for the ” scroll (don’t click) through the field names in the Application Data Fields field group until you find term_description and click it. Note that ${term_description} appears in the Message Content field where your cursor was located.




  8. In the Message Content field, type: term. Your completed message should now display as in the image below:




    With this message in place, consider an example student named Ethel who has applied to Allan Hancock College for the Fall 2018 term. A rule that uses this message will email a student named Ethel with this body text: "Congratulations, Ethel! You are now enrolled at Allan Hancock College for the Fall 2018 Term."


  9. When you are satisfied with the contents of your email, click Save. The Messages Summary table redisplays, now including your new message.



 

Editing A Message

Use the following steps to edit a pre-existing message in the Messages module.

  1. Select the Edit icon on the row for the message that you want to edit.  This displays the Edit Message dialog box:

  2. Make your edits and click Save to close the Edit Message dialog box and return focus to the Messages Summary table.

 

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Configuring Supplemental Questions

The Supplemental Questions module allows colleges to add additional questions to their CCCApply application(s) that will display on a single page of the specified application. Adding supplemental questions is optional and not all colleges use them.

Supplemental questions are written in XML and validated with XSD. See the Working with Supplemental Questions guide for details on configuring the contents of the questions file and how they relate to your student application.


Below is a screen shot showing some sample questions that could be configured by your college. CCCApply supports a variety of different question types including checkboxes, Yes/No, dropdown menus, state or country code, phone numbers, secret (secured), and text input field questions.


Use the table below to determine how best to implement Supplemental Questions vis-a-vis the CCCApply Standard application and the Noncredit application.

If you:

Then:

If you:

Then:

Do not want to implement Supplemental Questions in either the CCCApply Standard OR Noncredit applications...

Do nothing. Do not upload any Supplemental Questions XML files for either application.

Don't currently implement Supplemental Questions but want to for either the CCCApply Standard application OR the Noncredit application or both...

You will need to:

  • Create and import one XML file for each application (i.e. one XML file of Supplemental Questions for the CCCApply Standard application and one XML file of Supplemental Questions for the Noncredit application); and

  • In the XML file for the Noncredit Application's Supplemental Questions: 

    • Add the ApplicationType attribute to the SupplementalQuestions element in the XML file and set it to "Noncredit" 

  • Then import for the Supplemental Questions XML file for each application in the CCCApply administrator.

Already have the Supplemental Questions implemented in your CCCApply Standard application...

Those CCCApply Standard application Supplemental Questions will continue to display for your CCCApply Standard application.

If you want to also implement the Noncredit application and include Supplemental Questions in it, you will need to import a separate XML file specifically for the Noncredit application that includes the ApplicationType attribute set to "Noncredit" as mentioned above.

The easiest way to implement supplemental questions for your Noncredit application is to export your existing CCCApply Standard application Supplemental Questions XML file, edit it as you wish, add the ApplicationType attribute as mentioned above, save the file with a new name, and then import it. You will then see active Supplemental Questions for both your Standard and Noncredit applications.

 

Importing Supplemental Questions

  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 CCCApply from the Applications drop-down list.

  4. Click the Supplemental Questions link to display the Supplemental Questions Summary table.



  5. Click Import XML to display the Import Supplemental Questions dialog box.

     

  6. Click Choose File to navigate to your supplemental question XML file. The Import button becomes enabled once you have selected a file.

  7. Follow the onscreen instructions and click Import to import your supplemental questions.

    1. A success message displays for correctly-formatted and imported XML files.

    2. The Supplemental Questions Summary table will redisplayed, now including an entry for your newly-imported questions. A page ID will be assigned to your uploaded file. If you later export this set of questions, this page ID will be part of the output file name.

    3. If your XML file is not formatted correctly (invalid), then an error message displays notifying you. You must validate your supplemental questions XML file against the cccSuppQuesTypes.xsd file here.

 

Updating Status And Effective Date

Use the following steps to edit a supplemental question set in order to change its effective date and/or its status.

  1. Click the Edit icon on the row for the supplemental question set you want to edit.  



    This displays the Edit Supplemental Question dialog box.

     

  2. Edit the page status (active or not active) and/or the Effective Date value. The Effective Date field value must be a future date

  3. Click Save to save your changes. The Edit Supplemental Question dialog box automatically closes, and focus returns to the Supplemental Questions Summary table.

 

Downloading Your Supplemental Question XML Set

Use the following steps to export an XML supplemental question set. You may want to do this in order to edit the XML and then re-import it as a new/edited set of supplemental questions.

  1. Select the Download icon on the row the supplemental question set you want to download (only one page can be downloaded at a time).  



    The Export Supplemental Question dialog box displays.

     

  2. Click Confirm to export/download the XML supplemental question file to your computer’s default download location. The default name of the downloaded file incorporates the page ID and effective date, i.e. the supplemental question set with an ID of 502 and effective date of 5/9/18 has a file name of: supp-611-502-20180509.xml.

  3. Use a text editor or XML editor to edit the file as needed. You can then validate the file and import it and have a new, updated supplemental question set.

 

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Using the Application Utilities

The Utilities module contains:

  • The application Reset Downloads feature, that lets you reset downloaded applications that were previously downloaded, and,

  • The SPAM filter, that allows you to mark applications as either valid or SPAM.

 

Configuring the Spam Filter

The SPAM Filter uses machine learning to identify potentially fraudulent student applications so you can filter them out prior to downloading them to your SIS. The Download Client has been updated to only download trusted applications. Those applications identified as potentially fraudulent appear in the SPAM Filter Summary table, allowing you to confirm the application as SPAM or valid.

As you identify each application, the CCCApply Administrator machine learning algorithm incorporates your decisions to become smarter about the future applications it identifies as potential SPAM.

 

Use the following steps to mark identified applications as SPAM or valid.

Prerequisite: Your college must be integrated with the CCC IdP Proxy In order to use the SPAM filter.

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

  2. If you are a multi-college district, select the college for which you want to check SPAM 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 Utilities drop-down list and select Spam Filter to display the SPAM Filter Summary table.  




    Any potentially fraudulent applications display with some details including a Confidence % value indicating the machine learning algorithm’s analysis of how likely the application is to be fraudulent.

    Note: If you have a specific application that you want to mark as spam or validate as not spam, you can enter the application ID in the Find an application search field to find it. You can look up and retrieve previously-downloaded applications and mark them as valid or fraudulent.

  5. Use the CCCApply Report Center to view any application in greater detail if you are unsure if it is valid or SPAM.

  6. Select the check box for the row of any application you want to mark as SPAM or valid to enable the Confirm Spam and Mark as Valid buttons.




  7. Click the:

    1. Confirm Spam button to mark the application as SPAM. The machine learning algorithm will incorporate the application’s details to help it identify future fraudulent applications.

    2. Mark as Valid button to mark the application as legitimate so that it can be submitted and available for download using the Download Client.

 

SPAM Email Alerts

SPAM email alerts are automatically sent to the Admissions Office Email you entered in the College Information module. Two email alerts will be sent to your Admissions Office email:

  • For CCCApply applications that have been marked as SPAM and are new, within 24 hours

  • And for any CCCApply applications are still in a CHECKED_FRAUD status at the three-day outstanding mark

To ensure that your Admissions Office email address is valid, and update/enter in the most appropriate email address for application fraud notification. If the Admissions Office Email field has no value, then CCCApply will sends these emails to the default Admissions email address.

 

Resetting Downloaded Applications

By default, the Download Client downloads only those student applications that have not already been downloaded. When you run the Download Client, it only delivers new applications that have been submitted since the last time it was run. If for some reason the need arises to re-download applications, the Reset Downloads module allows you to reset previously-downloaded applications to enable the Download Client to deliver them.

You can identify which student applications you want to reset by entering the confirmation number for each one.

Use the following steps to reset many applications at once.

  1. Log in to the CCCApply Report Center and run the New Applicant report.




  2. Export the report to a .csv file.

  3. Open the .csv file with a spreadsheet application.




  4. Copy confirmation numbers from the spreadsheet and paste them into the Reset Downloads module input field. Multiple confirmation numbers can be separated by commas (i.e. 768756, 123456), spaces (i.e. 768756 123456), or by new line, i.e.: 
    768756 
    123456

5. Click Find Applications to display a list of the student applications associated with the app_ids.

6. Click the AppID check box to select all the applications, or manually select the check box(es) for the application you want to reset, and click Reset Applications for Download to display the Reset Downloads confirmation dialog box.



7. Click Confirm to make the application(s) available for download by the Download Client. The Reset Downloads dialog box closes automatically, and the Reset Downloads module displays with a confirmation message. When you next run the Download Client, these applications will be included in the download file.

 

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Change Notifications

Date

Change Description

Author

Date

Change Description

Author

April 2024

Updated the following sections for the Ed Goal/Majors Filter for Associate Degrees:

Added the following section:

P. Donohue

 

 

 

 

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