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

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

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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). 

Open

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 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

Open

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.

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).

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

District Information Data Table

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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

• Editing a Term

• Archiving a Term

• Exporting Terms

• Importing Terms

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

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.
   
   

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.

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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.

• Adding a Major

• Editing a Major

• Archiving a Major

• Exporting Majors

• Importing Majors

• Configuring Major Categories
  
  

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.

7. 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 export (download) your Majors CSV file to a secure default location (i.e., the Downloads folder on a Mac).

Editing & Formatting the Majors CSV File

The Export Majors function downloads your majors list to a .csv file. The Import Majors function requires this .csv file in the exact same format. Please be aware that editing and formatting 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).

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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).

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.

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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)

• only the majors with the following award type attributes: AA_T, AS_T, AA_degree, AS_degree* will display to the user (alphabetically by <major_description>)

• if Major Categories are implemented, only the categories that include at least one of the majors with one of the specified award types* will display alphabetically by <major_category>

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 your college’s instance of the Pilot CCCApply Administrator. Sign In and navigate to the Majors module summary page.

2. Click the Export Majors button to export (download) your current list of majors to a location of your choice. The file will export as a .csv file.

3. Open your exported Majors CSV file and edit your list following the specific guidelines presented in the Editing & Formatting the Majors CSV File section of this user guide, including, these notable mentions:

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

   2. If the Major Category filter is implemented:

      1. Ensure each major is associated with one or more categories (if applicable). Unassociated majors will appear in the “All Majors” category.

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

      1. Ensure all Associate Degree- and Associate Degree for Transfer- majors have the correct award type value assigned.
         (Reminder: The Ed Goal/Majors Filter only displays the majors that have one of the following award types* when the the filter is enabled: AA_T, AS_T, AA_degree, AS_degree*)

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

   5. Important: Ensure the <start> and <end> date columns are reformatted before importing your CSV file. Dates do not export in the correct format required by the import process.

   6. Important: Ensure the header row in the CSV file is NOT CHANGED and all column headings are formatted correctly (lower case, camel case).

   7. Save changes to your Majors CSV file.

4. Import your edited Majors CSV file by clicking the Import Majors button. If formatted properly, the system will return a Success message.

5. Important: Ensure the “Application Type” attribute in your open Terms is set to STANDARD only. The Ed Goal/Majors filter is not integrated with the Noncredit Application.

6. 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).

7. Sign out of the CCCApply Administrator and the CCC Administrator systems to activate the filter and prepare to test.

Test the filter functionality.

1. Navigate to your college’s 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:

   1. Select a Term

   2. Select from the Education Goal drop down: “Obtain an Associate degree and transfer to a 4-year institution”. This is the option that will filter the Majors and major categories when the Ed Goal/Majors filter is enabled.

4. If major categories are implemented:

   1. Confirm that your categories are in alphabetical order

   2. Test 1: Select a category other than the “All Majors” category then open the Intended Major or Program of Study drop down to confirm that only the majors that have one of the specified award types* are listed, alphabetically. Repeat with the next category, if needed.

   3. Test 2: Select the “All Majors” category then open the Intended Major or Program of Study drop down to confirm that only the majors that have one of the specified award types* are listed, alphabetically.

5. If NO major categories are implemented:

   1. Click on the Intended Major or Program of Study menu and confirm that only the majors that have one of the specified award types* are listed, alphabetically.

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

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.

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.

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

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