2018-16: Add MIS Requirements Fields to CCCApply
| Request No. | 2018-16 |
|---|---|
| Date of Request | April 3, 2018 |
| Requester | Michelle Pena Betty Glyer-Culver |
| Application(s) | Standard |
| Section / Page | Downloads |
| Approval Status | DEFERRED / DECLINED / Under Review |
| Steering Hearing Date | May 2, 2018 |
| Proposed Change to Download File | Yes |
| Proposed Change to Residency Logic | TBD |
Problem / Issue
Per the recent MIS reporting requirements recently mandated by the CCCCO MIS division (see Memo 3.01.18), CCCApply is being asked to comply with certain requirements regarding data fields that are currently either not being collected, or are being collected but are currently restricted from download (restricted from access) to the CCC colleges based on data sharing agreement restrictions or existing data handling security concerns. Several of the new reporting requirements include adding or amending CCCApply in some way, or will require CCCApply to make previously restricted data fields (AB620) available, or may require CCCApply to actually remove questions - assuming the data can be collected at different points in the matriculation process. These data requirements and solutions are currently being reviewed and approved by the CCCApply Steering Committee, the CCCCO, and the CCC Tech Center.
This change request captures details pertaining to the MIS requirements listed below:
CCCApply should be revised to comply with MIS reporting requirements outlined in the Memo 03.01.18, which include the elements below:
- Sexual Orientation (See Approved Change Solution: /wiki/spaces/OPENAPPLY/pages/173501157)
- Transgender (See Approved Change Solution: 2018-16R: Make AB620 Data Fields Available to Colleges Using Project Glue)
- CCCID - NOTE: Colleges are already downloading this field through CCCApply now.
- SSID - (NOTE: Currently this field is restricted from access/download via CCCApply per a data sharing agreement with the CDE. However, this agreement is currently being reviewed and petitioned to be revised in order to comply with MIS and new CCGI + MMAP web service agreement, currently under-development.)
- Apprenticeship status (NOTE: This field is not required from CCCApply.) being reviewed by Steering and the CO to better understand if CCCApply is the best vehicle to collect and store this data. See below for details. ) Allow different types
- See Other fields that follow Adult Ed (data elements) - which appear to be a large list of questions that will add a great deal of questions to the application
These MIS requirements were discussed during the May 2, 2018 Steering meeting. Below are some notes and comments from that meeting.
Action Item: Consult with Todd Hoig - new elements are required for AEBG, Perkins, and other areas. So far, CCCApply (via the Tech Center) hasn't received any direction on these changes. There is a lot of push back from colleges if these are required to be added to CCCApply.
<< Comments from Michael Q during April 3 meeting: >>
"StrongWorkforce did meet with Tim and provided a heads up that these may be coming. I informed the group that the committee was not necessarily going to put new questions on the application. I was not aware that there were new MIS elements added and that the expectation was that the data must come from CCCApply. Who said that it needed to come from CCCApply?
Yes"
New MIS Data Elements & Reporting Changes
SB Student Basic Data Reporting
An existing element has been amended and four new elements have been added. The record length has been increased to 230 characters.- SB23 STUDENT-APPRENTICESHIP-STATUS has been amended
- SB34 STUDENT-CCC-ID has been added
- SB35 STUDENT-SS-ID has been added
- SB36 STUDENT-TRANSGENDER has been added
- SB37 STUDENT-SEXUAL-ORIENTATION has been added
NOTE: Regarding SB36 and SB37, please see separate CR# 2018-16R: Make AB620 Data Fields Available to Colleges
SC Student CalWORKs Data Reporting
A new element has been added.
SC18 ELIGIBILITY-TIME-LIMIT-STATUS has been added
(To support Adult Ed.)
SG Special Populations Data Reporting
SG16 STUDENT-HOMELESS-STATUS has been added (Colleges get this now)
Adult Ed providers are eager to get it reported through MIS.
Per Stephanie - mostly these are for Non-Credit. Transitioning between non-credit ESL and credit ESL. AEBG - but not every colleges qualifies for AEBG.
SF and FA Student Financial Aid Reporting
An existing element has been amended.
SF21 STUDENT-AID-AWARD-TYPE has been amended to allow for reporting of new award types.
Coming for 2018-19: New award program coming. Won't affect CCCApply or Promise Grant applications, but is coming.:
SA Student Assessment Data Reporting
- SA07 STUDENT-EDUCATIONAL-FUNCTION-LEVEL has been added
Using federal instruments, used to track student progress. Shouldn't affect CCCApply.
Solutions
Regarding SB36 and SB37, these data fields are being collected by CCCApply now and the CCCCO has proposed that they be made available to colleges immediately via Project Glue (College Adapter). The request that these fields be added to the existing CCCApply Download Client and Report Center was DECLINED for security reasons. Please see CR# /wiki/spaces/OPENAPPLY/pages/173501157 for details on those two data elements and the approved change specifications.
Relative to the remaining new data elements being added or amended, the review process has begun to determine which of these affect CCCApply and which, if any, will require changes to our existing application specification.
Questions for Steering Review:
- What additional data fields are required beyond the bulleted list in the SB - Student Basic Data section above?
Per meeting 5/17/18 - the majority of these data elements are not required to be collected through CCCApply. The SB data set (4 of 5 elements) could come from Apply and each is specified above.
- How will the Apprenticeship data be collected?
Per meeting 5/17/18 - this field is collected via other means outside of CCCApply. - Is CCCApply the best avenue to collect this data?
Though AEGB may want these collected through Apply, most will not be collected via Apply at this time.