2016-2017 Sub-Committees

Sub-Committees - or focus groups - are formed at the discretion of the CCCApply Steering Committee and adhere to the constitution of CCCApply and its bylaws. Steering sub-committees support the OpenCCCApply product manager and development team in the following ways:

• Conduct research and interpret state and federal guidelines and legislation;
• Ensure residency algorithm in CCCApply is compliant to state residency rules and regulations;
• Provide support as subject matter experts on issues such as military, foster youth, citizenship, California residency, etc.
• Support the product manager in gathering functional requirements for change requests and new features
• Gather requirements for new features and new versions of CCCApply applications.

Update 9.01.16: The following sub-committees are active or currently being formed to focus on hot topics for 2016-2017:

Residency Review Sub-Committee

The Residency Review sub-committee is an ongoing committee that will meet twice per year, or as needed to review residency-related issues within CCCApply.  The primary charter for this sub-committee is to review the current CCCApply residency algorithm and corresponding CCCApply Standard Application Data Dictionary for clarity, accuracy, and to ensure compliance with local, state and federal residency rules and regulations. This committee will meet as needed throughout the 2016-2017 year to review new or ongoing residency-related issues in CCCApply.  

Administrator 2.0 Requirements

The purpose of this committee is to participate in gathering the functional requirements for a new version of the CCCApply Administrator (Admin 2.0).  

The new tool is intended to be a cross-functional Admin tool for multiple CCC Technology applications that have overlapping requirements. The other projects include, but are not limited to: CCCApply, Course Exchange project, Curriculum Inventory, Online Education Initiative, Common Assessment, Education Planning Initiative, and CVC Distance Education catalog.

The goal for this committee is to ensure we've captured the functional requirements and enhancements for the CCCApply applications only.

The purpose & duties of this committee: 

• Convene a meeting before July 31, 2016 to review the overall vision and basic framework for a new cross-functional CCC Administrator Tool. More information on the overlapping needs and functionality shared by all projects will be distributed prior to the first meeting.

Note: The tool will be designed to work with our current CCCApply applications as well as incorporate new application technology tools and functionality.

Alignment of Terms, Majors, and Education Goals in CCCApply

Background History

This sub-committee was originally formed in 2014 to determine the feasibility of modifying CCCApply to better align the Majors, or Programs of Study, with Terms and Education Goals in both the standard and international applications.
 
Several meetings and discussions took place in 2015, however the sub-committee members could not come to an agreement on which approach to take on an integrated alignment that would satisfy the differing needs and objectives across all colleges using CCCApply. The last meeting held in August 2015 ended with a vote to defer the project until such time that more colleges could be surveyed to better understand needs across the system.   

However, with the development of a new cross-project Administrator tool underway, we now have an opportunity to revisit the requirements for enhanced alignment between terms, majors, and education goals in CCCApply. As a sub-committee of the Administrator 2.0 requirements gathering committee, this group would focus on identifying requirements for this functionality in CCCApply. 

Duties of this committee: 

• Convene a meeting to review the history of the past sub-committee's goals and objectives and discuss outline for alignment requirements. 
   

CCCApply 3.0 - Requirements

CCCApply in Maintenance Mode
In March 2016, the CCC Technology Center completed development of the CCCApply International Application, the third and final application in the CCCApply Applications Suite.

With essentially all new development complete in this iteration of CCCApply, the Tech Center moved the CCCApply project into maintenance mode, which means that resources will continue to be allocated for bug fixes and high-priority change requests, but that the development team can now focus resources on supporting the SSO Proxy and other systemwide technology projects, such as the Student Services Portal and the Common Assessment Initiative, that require integration of the OpenCCC account system and application data.  
 
CCCApply 3.0
While the development team focuses on efforts to integrate CCCApply into the Portal, the Product Manager will work with the CCCApply Steering Committee to develop a vision, roadmap and high-level functional requirements for a new and improved admissions application framework that will feature an accessible, responsive, internationalized, form-builder design in order to meet the evolving needs of our diverse CCC student population.

The goal for this committee is to ensure that the vision and high level requirements for the next iteration of CCCApply meets the needs of the CCCApply Steering Committee and is documented for future development. 

The purpose & duties of this committee: 

• Convene a meeting before October 31, 2016 to review the overall vision and functional requirements and roadmap.

CCCApply International Application Advisory Committee

The first version of the OpenCCCApply International Application launched at the end of March 2016. Currently six colleges have started the implementation process and plan to go live with the application between June and August 30, 2016. Five additional colleges have expressed interest in starting the adoption process this fall 2016.

The CCCApply International Application Advisory Committee was formed in Fall 2015 to help guide the first iteration of the application through to release.

During Maintenance Mode, the objective of the Advisory Committee is to ensure the application remains in compliance and that all bugs are identified and fixed as soon as possible.

• Convene a meeting between June 1 - August 31, 2016 to review the current application and begin drafting a requirements document to identify technical and functional bugs and high priority enhancements.  

Support for Non-Credit Programs  Hot Topic

The purpose of this committee is to better understand the issues and needs of the growing Non-Credit Student population and how CCCApply might be adapted to serve their unique needs for admission. This committee is facilitated by CCCApply Steering Committee leadership and will include additional stakeholders from the greater CCC Admissions and Student Services community. 

Objectives of this committee: 

• Convene a meeting (TBD) to discuss the issues and concerns raised by multiple CCC colleges and organizations (CACCRAO) regarding the need for a user-friendly admission process for non-credit students and programs.
• Work with the CCCCO to gain clarity around the residency requirements for all students, including non-credit students, and solicit a formal mandate or Legal Opinion in an effort to guide this effort for all colleges.
• Create an approved, paper-based version of the CCCApply Standard Application and post in the Project Site file repository for all college use.
• Identify and document any required changes to the Standard Application determined by the sub-committee and approved by the larger Steering Committee. 
  
   

OpenCCCApply CACCRAO Memo Concerns

In April 2016, Diane Traversi of College of Marin, sent a memo out to the CCC Admissions listserv asking for feedback on an itemized list of issues related to OpenCCC and CCCApply. In addition, the memo proposed a 'round-table' session be held at the 2016 CACCRAO conference specifically to discuss the list of concerns, and any other issues brought forth by college users of OpenCCCApply.  

Several members of the CCCApply Steering Committee, including current Chair Richette Bell, Vice Chair Stephanie Murguia, and Product Manager, Patty Donohue - attended the CACCRAO session and were able to address many of the concerns raised and/or provide information otherwise unreceived, which was one of the main concerns:need for more frequent and timely communication, particularly related to technical updates such as the Annual Update, etc.).

Overall, the CACCRAO session was a positive experience for both the colleges and Steering. However, due to the attention that the memo received from many colleges, Steering agreed that each of the original "issues" would be written up and put through the formal change approval process with the Steering committee and heard at the June 16 in-person meeting.  

Tim motioned, and Richette second, that each issue proposed in the memo/session would be written up and presented to Steering via the formal change approval process, even though many of them ended up being "non-issues" and/or not change requests. Tim also suggested, and Bill Mulrooney agreed, that we invite Diane Traversi to join a Steering sub-committee to address each of these issues and provide a response to the memo.   

• Discussed during the June 2016 Steering meeting; decision to form sub-committee to review issues  suggestions from CCCCO.
• Identify and document any required changes for Steering Committee approval. 
   

BOG Fee Waiver Application - 2017 Requirements

The CCCCO has expressed interest in discussing improvements to the BOG Fee Waiver Application, such as a consolidated FAFSA/BOG application. 

A sub-committee may be necessary to work with FA staff and the CCCCO to determine feasibility and gap analysis.
 

• Add agenda item to the June 2016 Steering meeting to review suggestions from CCCCO.
• Invite Tim Bonnel and Rhonda Mohr to participate in committee.
• Document required changes for Steering Committee approval. 

SB850 Baccalaureate Degrees in CCCApply

The purpose of this committee is to better understand how to incorporate BA degrees into CCCApply, as well as MIS reporting requirements have changed relative to Award Type response options. 

Q: Do you feel we need a sub-committee to explore this enhancement to CCCApply?
A:  ? TBD on 9.20.16  

See 2015-16: Add Baccalaureate Degrees to Award Type Response Options for change request specification to add "BA" and "BS" to Award Type data field. Need Data Dictionary updated.

Duties of this committee would be: -16;

• Convene a meeting (TBD) to discuss the issues and concerns raised across multiple CCC colleges and organizations regarding the need to incorporate BA degrees into CCCApply.  Should this be determined in the Administrator 2.0 committee?
   

• Document required changes for Steering Committee approval. 
   

2017 CCCApply Annual Workshop Committee

It's already time to start planning next year's event.

Over the past few years the workshop has grown in size (attendance) and we should expect next year's event to be our biggest yet. Last year we held the event in the southern California area; next year we'll hold it at a community college in Northern California, preferably the Sacramento area. The objective for the September 29, 2016 steering meeting is to set the date and location of the following year's workshop.  

Duties of this committee include:

• Convene first meeting by August 30, 2016 to delegate tasks and outline communication calendar;
• Meet one more time before October 2016, then as frequently as needed, determined by the committee

Gender & AB620 in CCCApply

Sub-Committee History

In October 2015, a subset of the CCCApply Steering Committee and members of the CCC Academic Senate and the CCC LGBT community, met to discuss the 2013 AB620 implementation in CCCApply  and  questions implemented in CCCApply in 2013. sub-committee was formed in October 2015 to review the initial implementation of the AB620 legislation in CCCApply back in 2013. 

What is AB620?
California law (AB620) required the California Community Colleges to collect aggregate demographic information regarding students sexual orientation, gender identity, and gender expression on all new admissions forms - including CCCApply. Part of the law required annual transmittal of summary reporting back to the Legislature and posting of the information on the CCC Chancellor's Office website. 

AB620 in CCCApply - Phase I
With minimal guidance from the State legislature, the CCCApply Steering Committee implemented two new questions in the Gender section of the Personal Information page in the Standard Application displaying to non-minors only, and stood up a secure database to parse and collect the data to pass back the Chancellor's Office as mandated.