Staff User Authorization

Access to the OpenCCC Administrator is restricted to authorized CCC college and district staff to ensure the privacy and security of student data.

Requesting Access: To request authorized access, submit an email request to CCCTC Staff Support with the information below. Upon approval, you will be contacted by the Staff Support team for additional information.

• College or District name

• Staff user’s name and title

• College V.P. or Department Director/Supervisor Name

• Staff user’s (.edu) email address

Support and FAQs

Online support is available to authorized staff through our 24/7 online support community CCCTechnology.info. Here college and district staff can follow discussions, get release announcements, share ideas, ask questions, and report issues for all the CCC Technology Center online applications. The site is monitored by Staff Support, Monday - Friday, 7:00am - 4:00pm PT. Depending on the nature of the issue or comment, support engineers will respond within 24 hours to critical issues regarding production applications.

To report an outage or an issue, please contact CCCTC Staff Support at staffsupportccctc@openccc.zendesk.com.

Using the OpenCCC Administrator Tools

The OpenCCC Administrator, located in the CCC Administrator tool, allows authorized staff to create OpenCCC student accounts (CCCIDs) using the same role-based authorized access in place for CCCApply Administrator.  

How It Works

With both the Single Account Creation and the Multi-Account Creation process, a temporary email address will be used for the student (which is also the username). The institution must create this email account before creating the OpenCCC account(s). Once the account is created, the student can take ownership of the account using the temporary credentials.

Taking Ownership of the Student Account

The college must provide these items to the student:

Open	The temporary email address (for example, poohbear1@college.edu).
Open	The temporary password, generated by OpenCCC and sent to the temporary email address.
Open	Instructions for Claiming Ownership of an OpenCCC Account.

Overview of Claiming Ownership of the Student Account

For a student to claim ownership of an account, MUST follow these steps to reclaim the account:

Open

Password Reset Process

For more detailed steps on how students can take ownership of their OpenCCC account, see Claiming Ownership of an OpenCCC Account.

Tool Functionality

^{*Recommended as the most efficient process for creating bulk accounts using the same verified institutional email account.}

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College Preparation and Recommendations

Establishing the appropriate business processes for using the OpenCCC Administrator tools is essential for using the Account Creation and Account Verifications tools effectively for your students and your institution.

Tracking New Accounts Created

Develop a process for tracking and storing the account data and credentials created on behalf of each new account created. The data that should be tracked for each new account created are:

• the email address used to create the account

• the password created

• the value set in the “use-temporary-password” column (multi-account process)

• the unique CCCID generated during account creation or provided by the system through duplicate account prevention

Providing Students with Account Recovery Information

Creating clear messaging directing students how to reclaim, recover, and update their account profile using the temporary credentials used on their behalf.

• Once the student is ready and able to reclaim ownership of the account created on their behalf, they will need the account credentials and student identity information used for the account recovery process. Ideally, a process for each use case should be developed.

• Using the temporary credentials used by the Institution to create the account, the student will sign in, update their email address in their OpenCCC Account Profile, and then complete the password reset/verification process again using their now accurate information. For details on reclaiming ownership of their account, see the Account Workflows section below.

Obtaining Student Permission

It is recommended that Institutions implement a process, where reasonable, to obtain permission from the student before creating an account and/or submitting an application on their behalf.

• For example, incarcerated students typically complete a paper application which both provides the student’s personal identity information and gives the college permission to enroll them in classes, including creating a student account and online application.

Institution Authorization and Access

Authorized access to the OpenCCC Administrator and the Account Creation tools must be requested in writing by a director-level administrator, supervisor, or Dean at the CCC institution.

• Send an email to CCCTC Staff Support along with a statement from a director-level administrator stating that “[approved staff’s name and title} “is authorized to use the OpenCCC Administrator system for the purposes of creating and maintaining one or more OpenCCC student accounts (CCCIDs) on behalf of students who do not currently have an account or who are unable to establish an account on their own.”

Authorized CCC Administrator (CAP) Account

The Account Creation tool functionality resides in the OpenCCC Administrator, the same Core Administrator Platform (CAP) system that houses the CCCApply Administrator. Access to the new administrator requires a CAP staff account with the new OpenCCC Admin role. All CAP accounts and roles are configured by the CCCTC Staff Support (staffsupportccctc@openccc.zendesk.com).

• If you already have an established CAP account, contact CCCTC Staff Support to add the new OpenCCC Admin role to your access credentials. No other credentials are needed to access the new administrator system.

• If you do not have a CAP account, send an email request to CCCTC Staff Support (staffsupportccctc@openccc.zendesk.com) to get that started.

  • Consult your college IT department to obtain your EPPN credentials and provide them to the support engineer during account setup.

• Once your staff account is created and/or upgraded with the new role, continue using your college-specific CCCApply Administrator URL to access the CCC Administrator tool via your institution IDP.

Below are suggested recommendations for streamlining the process of creating accounts and submitting applications on behalf of incarcerated students or students with limited technology.

Establish a Generic Institutional Email Address and OpenCCC Account

In order for the Account Creation tool to create an account on behalf of a student, the college or institution will use a process where multiple additional user accounts can be generated from one OpenCCC account with a verified (parent) institution email address. The institution or primary institution is created using the existing OpenCCC account creation and verification processes. With the email address from the primary account verified, the staff user can use the tool to create additional (proxy) accounts with email addresses that employ the “plus 1” workaround which will bypass the sign in email verification requirement (2FA) when the staff member creates an application or signs in on behalf of the student. All accounts created using the primary or parent email address, including each instance using “email + 1” will resolve back to the parent email account - which has already been verified.

One of our recommendations for streamlining the overall account creation and application submission processes on behalf of a student is to create a generic or primary OpenCCC account and email address that can be verified once and then used by the college to quickly create single or multiple additional accounts. Below are some tips to get you started.

• Work with your college or district IT Administrator to set up a primary institution/parent email account for this purpose.

  • This will allow multiple accounts to be created from one verified email address.

  • The email address must be associated with your institution, not a personal account.

  • All “email + 1” or child email addresses will resolve to the primary email address.
    

• Create a generic OpenCCC account using the institution's email address and complete the verification process.

  1. Go to the OpenCCC Sign In page using the CCCApply application link for your college.

  2. Click on the “Create An Account” link and complete all required account fields for the primary/parent user.

  3. Set Email as your Primary Contact Method and then verify the email address using the 2FA verification process.

Generating and Handling Secure Passwords

It is always important to generate, store, handle, and transmit passwords and other user credentials in a secure manner, especially when creating CCCID accounts and applications on behalf of a student. The CCC Technology Center adheres to the guidelines for Selecting Passwords/Phrases as specified in the CCCTC Information Security Policy which states that passwords/phrases MUST NOT be:

• Revealed to anyone, including other institutional staff

• Stored, written down, or transmitted using unencrypted text

• Used, copied, or inserted into unencrypted email messages or other forms of electronic communication.

Maintaining a Secure Tracking Sheet for Created Accounts

In order to track and manage the accounts you create on behalf of students, we recommend maintaining a secure, password-protected spreadsheet for capturing the new user account data, including the email (which is also used as the username) and password. This process can help in the following ways:

• Easily sign in as the user to create an application on their behalf.

• Maintains a roster/record of all accounts created for a specific term, institution and/or agency.

• Can be used to provide students their account information when they leave the institution, should they request it.

Below is an example of a simple tracking sheet created in Google Sheets that includes all the data fields required for account creation using the OpenCCC account creation tool.

Open

Example Tracking Sheet

Staff Account Sharing Prohibited

Approved users must agree to never share their authorized CAP account with other staff members for the purpose using the OpenCCC Administrator (or any purpose).

ID Verification Bypass

Accounts created by staff in the OpenCCC Administrator are assumed to be legitimate. By design applications submitted by staff will bypass the ID.me Verification workflow process, and the database will store a temporary value of “staff_verified” for the idme_workflow_status or verification_workflow_status field for one year from the date/time the account was created. The stored value expires after one year or switches to “unverified” when the student changes their email address or other profile data.

Fraud Status Value

Every “staff verified” CCCApply application submitted will run through the CCCApply spam filter, however they will not be held. Instead, a special fraud status field value will be stored in the database indicating that the application is “identified_verified_not_fraud” <fraud_status = 7>, verified by staff at the time of submission. Colleges should consult the CCCApply Standard and Noncredit data dictionary for more details.

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Account Creation Workflows

The following workflow processes can be used by authorized staff using the account creation tools for various use cases.

General Notes

• Always use the student’s legal name and date of birth when creating an account on their behalf

• Whenever possible, use the existing student’s personal email address when creating an account on their behalf

• If using an institutional email address to create one or more accounts, ensure the student’s account password is unique for account recovery

• Add new credentials to tracking sheet (including CCCID)

• Safeguard (temporary account credentials) if submitting an application on behalf of the new user

Staff Workflows

Create an account and submit a CCCApply application on behalf of a student:

1. Using the single account creation process.

Step 1: Create the student account using your institution’s verified account and email address.

1. Sign in to the CAP administrator and navigate to the Add OpenCCC User form in the OpenCCC Administrator.

2. On the Add OpenCCC User form, enter the verified email address used in your institution’s master OpenCCC account.

3. Remember that “email+1” email prefixes resolve to the parent email address by the system.

4. Enter the student’s legal name (last name required) and actual date of birth in the account. This supports account recovery by the student in the future.

5. Enter all remaining required information into the Add OpenCCC User form to create the student account and save the new account.

6. From the Success notification message following account creation, capture and safeguard the new account’s credentials (email address, password, and CCCID).

Step 2: Sign in to CCCApply and reset the password.

1. Navigate to the college’s website and click on the appropriate CCCApply application link. The Welcome page will display. Click the “Sign In” button.

   1. On the Sign In page, enter the email address used to create the student account.

   2. On the Password page, enter the secure password you used for the new account. Click to Sign In.

Step 3: Submit a CCCApply application on behalf of the student.

1. On the My Applications page, click “Start A New Application” to complete a new CCCApply application on behalf of the student.

2. From the Confirmation screen, copy and store the submitted application”s Confirmation number.

3. Scroll down through the post-submission sections, including the Special Links and Opportunities section, then click “Sign out”.

4. Suggestion: Document the account credentials and application Confirmation number on your secure tracking sheet.

5. Repeat the process with the next student account, as necessary.

2. Using the multi account creation process.

Step 1: Create one or more student accounts using your institution’s verified account and email address.

1. Sign in to the CAP administrator system and select the OpenCCC Administrator from the Administrators drop down on the home page.

2. Click on the Multi Account Creation link at the top of the Add OpenCCC User page to open the Multi Account Creation page.

3. Download and populate the Multi Account Creation spreadsheet as described in the User Guide section.

4. Enter the verified email address used in your institution’s primary OpenCCC account in the Email column. Remember that “email+1” email prefixes resolve to the parent email address by the system.

5. Enter the student’s legal name (last name is required) and actual date of birth in the account. This supports the account recovery process that the student will need to use in the future.

6. Caution: Ensure the date format used in the Date of Birth (DOB) column meets the specified format: YYYY-MM-DD for all DOB dates entered.

7. Ensure the “use-temp-password” column value is set to FALSE to bypass the additional password reset process.

8. Enter all remaining required information for each new student account being created on the spreadsheet. Save the spreadsheet in a secure location.

9. Follow the Upload process described in the User Guide section above.

10. Be sure to capture and safeguard the spreadsheet of new account credentials (email addresses, passwords, and CCCID).

Step 2: Review upload results for error messages.

1. Following the upload process check the spreadsheet and correct any error messages, if needed.

Step 3: Sign In to CCCApply with account credentials.

1. Navigate to the college’s website and click on the appropriate CCCApply application link. The Welcome page will display. Click the “Sign In” button.

   1. On the Sign In page, enter the email address used to create the student account.

   2. On the Password page, enter the secure password you used for the new account. Click to Sign In.

Step 4: Submit a CCCApply application on behalf of the student.

1. On the My Applications page, click “Start A New Application” to complete a new CCCApply application on behalf of the student.

2. From the Confirmation screen, copy and store the submitted application's Confirmation number.

3. Scroll down through the post-submission sections, including the Special Links and Opportunities section, then click “Sign out”.

4. Suggestion: Document the account credentials and application Confirmation number on your secure tracking sheet.

5. Repeat the process with the next student account, as necessary.

Create an account for an existing student to generate a missing CCCID

Step 1: Create account(s) using the student’s valid email address.

1. Sign in to the CAP administrator system and select the OpenCCC Administrator from the Administrators menu on the home page. Click the link to open the Multi Account Creation page

2. On the Multi Account Creation page, download and populate the Multi Account Creation spreadsheet as described in the User Guide section above.

3. Enter the student’s valid email address.

4. Enter the student’s legal name, date of birth, and mobile phone number. This information will support their account recovery process the first time they need to sign in to OpenCCC or CCCApply in the future.

5. Caution: Ensure the date format used in the Date of Birth (DOB) column meets the specified format: YYYY-MM-DD for all DOB dates entered.

6. For security purposes, set the “use-temp-password” value to TRUE to enforce the password reset process on the student using their temporary account credentials.

7. Enter all remaining required information for each new student account being added on the spreadsheet. Save the spreadsheet in a secure location.

8. Follow the Upload process described in the User Guide section above.

Step 2: Review upload results for error messages.

1. Following the upload process check the spreadsheet and correct any error messages, if needed.

Step 3: Store new student account information in your system and securely provide account credentials to the student.

1. Capture and safeguard the spreadsheet with new account credentials (email addresses, passwords, and CCCID).

2. Use a secure process to provide the information to the student along with the steps needed to reclaim their account in the future.

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Student Workflows

The instructions below are what a student should follow to take ownership of an account that was created on their behalf. and directions for how to reset their password. If you are giving these instructions to a student, we recommend giving them a link to the https://cccnext.jira.com/wiki/spaces/PD/pages/4725899345 page, as all content on that page only applies to students. That way they do not have to determine which instructions are for colleges and which instructions are for students.

Claiming Ownership of Your CCCID Account

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