CCCApply Steering Meeting - Agenda - June 13, 2018

Online Meeting Information

This meeting will be held online via Zoom.

Agenda

Roll Call

2018 Steering Committee Member Roster

2018 Committee Meeting Schedule

Reminders and invitations with call-in zoom info will be sent out in advance of each meeting.  Mark your calendars now!

Election of 2018-2019 Steering Officers

CCCApply Steering Committee Chair, Vice Chair, and Secretary need to be nominated and approved by early June - to give time for transition. 

A description of the offices were provided in the survey.

June 13 Discussion:

Link to survey results:  2018-2019 Steering Officers Election Survey Results

The way the survey was done didn't take in to consideration that only ONE vote per District should be counted.  However, we discussed as a committee and decided that the number of votes for Michelle Pena for Chair was sufficient enough to confirm this appointment here and now.  Michelle accepted the nomination and position.

However, the committee decided to defer the appointment of Vice Chair and Secretary because several of the nominees were not present for this meeting. Send out survey to collect votes. One vote per district.

Election of CHAIR was confirmed: Michelle Pena, Bakersfield College

Congratulations Michelle!

• Paulette Lino - Chabot-Las Positas District
• Stephanie Murguia - Cerritos
• Hieu Hoang -- El Camino College
• Olivia Alvarado - Los Angeles CCD
• Cindy Gonzales - Los Rios CCD
• Michael Ward - Rancho Santiago CCD
• Ali Salinas - Riverside CCD
• Mitch Leahy - Santa Rosa
• Leigh Ann Unger - Rio Hondo

Update:  2019 Workshop 

Ongoing Business:  Planning for the 2019 Workshop

1. The 2019 Workshop should be held in NorCal-Central-Bay Area this year (every year we alternate between NorCal, Bay Area, Central and SoCal. 
2. Last month the committee started the discussion of locating a host College for the 2019 Workshop.  The ideal criteria that we need for the facility:

• Close to an Airport
• Break-out rooms that can hold 100
• General session room that can hold up to 300

Some of the suggestions to check out:

• Mission
• Sac City
• Chabot
• San Jose City

JUNE 13:  What progress has been made?

Michelle Pena is current Vice Chair and comments that the role of the Vice Chair is a big job because it is responsible for the Annual Workshop. As we've experienced, rushing to put this together in a short amount of time is too hard, too onerous on the V.C. and we really need full participation from the committee at this Workshop, throughout the year and during the annual conference.  

Confirm a HOST COLLEGE FOR 2019 by end of August 2018.

Sac City Spring Break - April 15 - 21 - Stephanie is trying to get ahold of someone there.  Betty GC will follow up on behalf of the Committee. 

Unsure if we are doing our traditional "two day workshop" or just one day.
Patty will contact Mark Cohen, eTran PM -to inquire on whether they plan a Workshop DAY or not.  If not, would they want to combo 

Computer Lab discussion - should we or shouldn't we?  Have folks RSVP for or against in the Registration form?  and what they are interested in for that lab environment.

Update: MIS Reporting Requirements 

Patty, Michelle, and Stephanie had a meeting with Todd Hoig and Bryan Dickason of MIS on May 15 to discuss which new MIS reporting requirements affect CCCApply and what we need to do to comply.

What, if anything, needs to be added to CCCApply?  Timeline is VERY short.  Answer: Not much.

No changes are required to meet the required fields below. 
In the April 3 meeting, Betty Glyer-Culver added that other fields are now required that follow Adult Ed (data elements) - there are an intrusive list of questions that will add a great deal of questions to the application

June 13 discussion about the new elements that are now required by MIS.  (See memo130302.docx above).  

AEBG elements - Not needed to be added to CCCApply (colleges can get data in other places) 

Per Betty, MIS will allow an "Unknown" value can be pushed up to MIS for this first year reporting requirements.
Per Michael Q, MIS will be okay with "Unknown" from colleges that don't currently capture that data now. 

Go search for the PPT that the CO did on these requirements for language and reference. 

In response to Michael Q's comment:

Per Will Minnich:  We recommend that the the CO send out a memo to allow colleges time to get that data process implemented.

Tim Calhoon updated the Committee on a new agreement underway with CDE to get CalPass, MM data, and SSID (and make that available to the colleges).

Recap from Steering meeting on April 3

MIS Amended to include new reporting elements (SB amended)

• Sexual Orientation (Steering wants this field added to the Download Client immediately, (encrypted). but keep it out of the Report Center (This was declined for security purposes per the CO) (Adjust the onscreen language)
• Transgender (Steering wants this field added to the Download Client immediately, (encrypted). but keep it out of the Report Center (This was declined for security purposes per the CO) (Adjust the onscreen language)
• CCCID - Colleges are already getting this now.
• SSID (maybe needed for the on-boarding process) Need support from the CO (Ask Tim to take the lead on this). 
• Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23.pdf (review this at next meeting)

memo180302.docx

SB35.pdf

SB23.pdf

Residency Review Sub-Committee Update

This sub-committee has been delayed due to the parallel efforts underway by the Chancellor's Office, "CCCApply Redesign Workgroup".  This delay is temporarily suspended for short-term until the CCCApply Redesign Workgroup has completed their work and new 18/19 workplan is confirmed.) See "CCCApply Redesign Workgroup" information below.

Patty explained to the committee that because of this workgroup, she was respectfully asked by the VC to halt our duplicate efforts regarding moving forward with the Residency Review sub-committee which was in process of convening the first meeting with committee members and experts in the field of residency outside the committee. This request was to not confuse or duplicate efforts underway by the workgroup. 

Update on CCCApply Redesign Workgroup 

(CC Foundation - Ideas42 - Behavior Science Study on CCCApply UX - AB3101 - Discuss the issues and the facts behind this bill. )

During the May 2 meeting, Omid Pourjanzani attended our meeting and discussed the importance of the CCCApply application and the focus it is getting across the state.  

Based on legislation: AB3101

A grant ($500K) based on a student behavior 

Where can changes be made in the application.

June 13 discussion:

A CCCApply Redesign Workgroup is underway and had a kick-off meeting on June 1, 2018.    (Request to halt duplicate efforts 

Patty explained to the committee that because of this workgroup, she was respectfully asked by the VC to halt our duplicate efforts regarding moving forward with the Residency Review sub-committee which was in process of convening the first meeting with committee members and experts in the field of residency outside the committee. This request was to not confuse or duplicate efforts underway by the workgroup. 

• IN response to AB3101 - CCCApply is working with an outside research group called Ideas42 (behavioral science review)
• Sub-groups to review different areas within a CCCApply Redesign overall:
  • Low hanging fruit
  • Review of all the questions - streamline, revise the language, residency questions SSN number collection (noncredit students)
  • Revise technically, formats and other ways to make the workflow of application
  • Review other vendor/commercial applications to do what we need for Admissions
  • Calender/schedule of cyclical releases for OpenCCCApply
  • Profiles of noncredit and adult ed students (remote, lack of basic skills, ESL, language barriers, 
• Workgroup charged with reviewing all the questions on CCCApply to see what / where we could streamline and make recommendations that could even inform change to legislation, Ed Code, Title 5 and ? MIS?
  What residency questions could be replaced?  Could be collected later?  Do we need all those questions?
• What ways could we streamline the application overall?

  Note: The above sub-group dedicated to reviewing the questions in CCCApply (bullet number #2 above) had it's first meeting on the morning of June 13 and Patty informed them about the Steering's sub-committee on Residency Review and our objective to deep dive the CCCApply residency logic and questions for accuracy, currency and compliance with collecting exactly what is required to determine residency at the time of admission. This sub-group endorses this effort and called to bring that recommendation back to Omid and the main group.  Once that has been accomplished, Patty will reach out to the residency sub-committee with an update and hopefully with a meeting invite.

CCCApply 2018 Release Update

NEW DATES!

Pilot Release - June 28 (Pilot Preview begins)
Production Release - July 27 

The CCCApply 2018 annual release will be deployed to the PILOT environment on June 28.  The release scope consists of:

New CCCApply Administrator 

1. Mostly feature parity (which mean, all the same feature functionality as currently exists in the current Administrator)
2. New Features include:
   1. Major Category Filter - Major Category & Ed Goal Alignment 
   2. SPAM Filter 

NEED VOLUNTEERS TO TEST IN PILOT SITE.  

Recruiting colleges to TEST the new Administrator Upgrade features beginning June 29 - July 25

June 13 Discussion:
Tim and Patty updated the committee on another effort underway to get colleges the LGBT data for reporting. 

Project Glue for CCCApply (to get LGBT data)

• This would replace the Download Client with a process that pushes data directly into your SIS
• DLC - when it drops the file on your college server, it's UNENCRYPTED. This is a security risk.
  
  
• Phase 1:  Create a database table that allows Project Glue (loading or temp table) to put the data into that staging area encrypted. Colleges can continue to use their upload process (using the data from the table instead of our current process/file).  This method dovetails with your current processes.
  • Requires some IT work to wire up 
  • Important:  Requires the College Adaptor 2.5 tool be implemented at your college. The College Adaptor 2.5 is the piece in Project Glue that resides behind your firewall. Many colleges have stood this up for Canvas.  If not, we will set it up for you. 

• Phase 2:  Colleges that want to implement Project Glue (College Adapter) take data right out of CCCApply and populated your SIS (via real-time web service).  P1 facilitates P2.
  YOUR DOWNLOAD CLIENT WILL CONTINUE TO WORK
  
  

Change Requests Pending

1.  2018 NEW (Unheard) Change Requests
2. Approved Changes Deferred

Update on Change Requests pending: /wiki/spaces/PD/pages/640221194 enhancement in-progress (requested by CO by a team)

Check with Betty on the other federal level changes that are being proposed (or approved?) for Race / Ethnicity (OMB in conjunction with the Census Bureau). Find out what changes are happening at that level and work that into any CCC changes.

2018 Sub-Committees

International Sub-Committee

On June 7, Patty met with Olivia Alvarado and Abby Watson from LACCD to discuss getting an International sub-committee meeting scheduled and outreach to the colleges who've adopted IA so far, as well as the colleges who are piloting or in-process of adoption. Suggestion was to make sure meetings are scheduled way in advance - especially during the summer months - and keep the meetings short, online, and around 3pm -out of respect for the colleges that only have one staff member working international admissions and can't leave their offices in the middle of the day. 

International sub-committee should include a mix of users and other international admissions staff getting ready (adoptees). 

Steering District Roster: Approval Poll Table