2018-20: Revise Onscreen Language for AB620 Data Changes in Apply

Owned by Patricia Donohue
Last updated: May 13, 2018
Request No.2018-20
Target release6.2.1
Application(s)Standard Application
Environment(s)Production
Steering Approval NEW
DocumentationCCCApply Data Dictionary
Change to Download FileN/A - (See Notes below).
Change to Residency LogicN/A 





Problem Statement or Business Need

MIS has updated their reporting requirements and colleges are scrambling to get the data. Colleges are required to report on the LGBTQ data (AB620) beginning August 2018.  Currently, for security reasons, these two fields have been restricted to colleges and are currently not included in the CCCApply download file.   As part of this request, the onscreen text that accompanies the AB620 questions will need to change to accurately disclose that the data would be collected by the colleges to comply with federal and state reporting requirements (and would also be used for student equity outcomes data).  

AB620 Fields:

<sexual_orientation>
<transgender>


The CCCApply Steering Committee is requesting that these two fields (see below) be added to the CCCApply Download Client, as well as the Report Center, immediately so they can begin downloading and reporting as soon as possible. 


Additional Information

The CCCApply Steering Committee called a meeting on April 3 to discuss this new requirement. 

  • Development & Release Estimate: Patty explained that it would be very challenging to rush these requirements through and schedule a hot fix release in the middle of a major CCCApply release planned for the end of June 2018. However, she would begin drafting up the request and get a technical development estimate together - to be reported back during the May 2 meeting.
  • Alternate Options: 
    • In the event the DLC would not be approved, CCCApply could work with Project Glue to implement a process for secure transfer of the data through the Glue College Adapter;
    • The data could be accessed through the Data Warehouse for college researchers, which should be launched and made accessible by June 2018.

UPDATE:  4/26/18: For security reasons, the CCCCO has denied the request to transfer these fields to colleges via the download client or the Report Center.  As an alternate solution, CCCApply would work immediately with the CCCTC Project Glue team to expedite a two-phase data export via secure staging table, available to any college that chooses to implement this process. The roll-out of this first phase would happen in conjunction with the Apply 6.2.0 release (June 2018).  Furthermore, the Tech Center would work with the Data Warehouse team to expedite access to this data for researchers via that secure system.


NEED to prepare change requirements
Onscreen language that needs to be reviewed:

  • This information is only used for summary demographic reporting.
  • Your responses are kept private and secure.
  • Providing this information is optional.
  • It is not available to admissions personnel and will not be used for a discriminatory purpose.

Proposed Solution

For security reasons, the AB620 data fields (sexual orientation> and <transgender>) will NOT be added to the CCCApply Download Client or the CCC Report Center. As an approved alternative, CCCApply will work with the Project Glue team to implement a two-phase data exchange whereby colleges can implement the Glue College Adapter to interface with the CCCApply data for real time SIS integration.

  • The Chancellor's Office has requested/required that the data be made available to colleges by way of Project Glue (Phase 1).  Details of this process are being finalized and will be communicated to colleges.  
    • Project charter was written and approved last week (April 23). The charter summary reads: 

      The Phase 1 goal of the Glue Support for CCCApply/OpenCCC project is to deliver unencrypted LGBTQ data fields to participating colleges via the Glue College Adaptor. This data will be delivered directly to the College SIS as part of a full set of CCCApply data.

    • Scope of the project includes: 
      • Apply data set including LGBT (AB620) fields (un-encrypted) and college supplemental questions
      • Partial glue implementation - data will be downloaded to a secure staging table where colleges can grab it via secure method.
      • Phase 1 is Not a replacement for the download client (yet)
    • Two development teams are collaborating on the work:  Apply and Glue teams.
  • Pending: Access to the Data Warehouse for interim access of AB620 data 

Requirements Summary

#TitleUser StoryImportance
1Revise the onscreen text/language in the Gender section on the Personal Information page in the Standard Application, associated with the two AB620 questions to accurately disclose how the data will be collected and used by the CCC.As a student applying through CCCApply, I need to be fully and accurately informed about how my personal data responses to the Sexual Orientation and Transgender questions will be collected and used by the college I am applying to, and the CCC Chancellor's Office, after submission of my CCCApply application.HIGH
2As part of this change requirement, the CCCApply Data Dictionary (Standard Application) will need to be updated to reflect the changes to the way the AB620 data fields, <sexual_orientation> and <transgender>, are handled, stored and accessed via CCCApply. As a college IT staff, I need the CCCApply Standard Application Data Dictionary to accurately reflect the updated data handling, storage, and download options for the <sexual_orientation> and <transgender> data fields - once the data format and processing specifications are confirmed through the CCC.Medium

Change Specifications

DescCURRENT PROPOSED CHANGES
Revise the onscreen text that appears adjacent to the Sexual Orientation and Transgender data questions in CCCApply Standard Application.

By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.

  • This information is only used for summary demographic reporting.
  • Your responses are kept private and secure.
  • Providing this information is optional.
  • It is not available to admissions personnel and will not be used for a discriminatory purpose.

By California law, the California Community Colleges collect voluntary demographic information regarding the sexual orientation, gender identity, and gender expression of students.

  • This information is used for summary demographic reporting and will not be used for a discriminatory purpose.
  • Your responses are kept private and secure
  • Providing this information is optional.

No change to the placement of the text on screen

The text changes will simply update existing placement, using the formatting and bullets that are already in place. 

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Changes to Data Download File

No changes to the download client will be made in this implementation.  This is purely to update the data collection disclosure language through "onscreen text" changes only.

Changes to Logic

N/A

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Supporting Documentation 

Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request. 

DescriptionFile or Link
2018 Specification/wiki/spaces/PD/pages/97943904


Notes from April 3 2018 Steering Meeting:

<< NEED to prepare change requirements
Onscreen language that needs to be reviewed:

  • This information is only used for summary demographic reporting.
  • Your responses are kept private and secure.
  • Providing this information is optional.
  • It is not available to admissions personnel and will not be used for a discriminatory purpose. << This is the statement that will need to be revised to fully disclose the changes to data collection and handling of this voluntary data.