CCCApply v.6.14.1 Release Notes: Multi Account Creation Tool
- Patricia Donohue
Schedule
OpenCCC/Apply v.6.14.1 deployment schedule:
To pilot environment: January 10, 2024
To production environment: January 18, 2024
No action required by the college
Release Scope
Integration of the multi-account creation feature in the OpenCCC Administrator tool
Bug Fixes
Release Summary
This release features a multi account creation enhancement to the existing OpenCCC Administrator tool which will enable colleges to create multiple accounts using a simple upload process without the risk of adding duplicate account (CCCIDs) to the system.
Development Background
In early 2023 the CCC Technology Center deployed an enhancement to the CCCApply Administrator that allows authorized staff to create an OpenCCC student account and submit a CCCApply application on behalf of an incarcerated student who is unable to do so themselves. Initially the tool was intended for single account creation use (one account at a time); however due to growing systemwide need to ensure every student has a lifelong CCC student identifier (CCCID), the account creation admin tool has been enhanced to support multi account creation.
The OpenCCC Administrator Tool
To support the recent systemwide mandate requiring every student currently enrolled in a California Community College have a California Community Colleges ID (CCCID) for tracking and reporting purposes, a new OpenCCC Administrator system is developed that will allow authorized college staff to create one or more OpenCCC accounts (CCCID) on behalf of students that are unable to create one themselves.
Although approximately 80% of CCC students currently have a CCCID, students who enroll outside of the online systemwide application (i.e., CCCApply) are more likely to not have a CCCID in their local college’s Student Information System (SIS). The objective for the new account creation tool is to provide our colleges and institutions with a simple and efficient process that will ensure every student has a lifelong CCC systemwide account and student identifier.
Read more about the development of the OpenCCC Administrator Tool.
How It Works
OpenCCC student accounts are typically created by the student using their unique, personal email address and verified through a two-factor authentication process (2FA) in order to validate and secure their identity information.
However, in the special cases where the student is unable to complete this process on their own, an authorized staff may now create and validate an account with temporary credentials on their behalf that can be reclaimed by the student at a later date. This process, although seemingly simple, may require the college to implement new practices and security processes for storing and handling student data.
Read more about How It Works include use cases and more.
Single Account Creation allows authorized staff to create a single OpenCCC account and generate a CCCID on behalf of a student who may be unable to complete the CCCApply application process.
Multi Account Creation allows the upload of a multiple student information in order to 1) generate new accounts/CCCIDs if needed; and/or 2) identify if a duplicate account already exists in the system. Staff can then update their SIS systems as needed for MIS and other reporting purposes.
Best Practices & Recommendations
To support the complex effort of creating student accounts, and in some cases submitting an application for a student by proxy, College Preparation & Recommendations is available to guide the college through the OpenCCC account creation process, the sign-in process, and managing and securing student data safely for each use cases.
College Implementation
Officially, the new account creation tool, known as the OpenCCC Administrator, is integrated with the CCC Administrator, the same system that houses the CCCApply Administrator. Access to the OpenCCC Administrator requires the same role-based authorized staff account in place for the CCCApply Administrator. Authorized staff will need an established CCCApply Administrator account in order to access the account creation administrator.
Pilot Testing: Request to Participate
Pilot testing will be announced on ccctechnology.info. Participants must be District-level staff or administrators. For more information, please contact your College Experience Manager (CEM).
Staff Support
The OpenCCC Helpdesk will continue to provide student support, and as usual, the College Support Services team will respond to staff support requests.
Documentation
FAQs and support materials are currently being created to support this new integration. In addition, data dictionaries and crosswalks will be updated to coincide with this release.