CCCApply Steering Meeting - Agenda - July 25, 2018

Online Meeting Information

This meeting will be held online via Zoom.

Meeting Information

Date    Wednesday, July 25, 2018

Time   10:00am - 3:00pm 

Location  ONLINE  (NOTE: Due to low number of confirmed in-person attendance, this meeting was changed from Norco College to an ONLINE only meeting.)

 Click here to see the Zoom meeting information...

Zoom Information

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Roll Call 


Approval of June 13, 2018 Minutes 

Motion to approve: Will Minnich
Second: Chabot College 



Election of 2018-2019 Steering Committee Officers - Term of Service from July 1 - June 30, 2019 

10:30AM2019 Workshop UpdatePena / Donohue
10:45AMRecap of MIS RequirementsDonohue

Update on CCCApply 2018 Release


Update on CCCApply Redesign Workgroup 

Calhoon / Pena / Donohue

CCCApply Residency & Legal Questions Review 

Pena / Leahy / Donohue

Close Meeting


Roll Call

2018 Steering Committee Member Roster

 Click here to expand...

2018 - 2019







XAli Salinas (IT)Riverside City College - RCCD

Los Rios District - ARC

Quyen Lu/Wanda Wong

San Francsico CCD
XAnna SalazarLos Angeles CCD - ELAC

Joshua Rosales

El Camino CCD

Richette Bell

Compton CCD

Angela Embry 

El Camino CCD


Karen Sea

San Joaquin-Delta CCD


Rozen Bondoc

Chabot-Las Positas


Ben Guzman

South Orange CCD


Leigh Ann Unger

Rio Hondo District


Satish Warrier

Contra Costa CCD


Betty Glyer-Culver

Los Rios CCD

Mark DeAsis

Riverside CCD

Stephanie Murguia

Cerritos CCD

XChris TruongRancho Santiago CCDXMaryLou LeybaSan Francisco CCD
Stacey FollowillChabot-Las Positas

Christian AlvaradoSouth Orange CCD -SaddlebackXMaury PearlLos Angeles CCDXTina Mani San Joaquin Delta CCD

Cindy Gonzales

Los Rios CCD

XMichael WardRancho Santiago CCD

Tuyen Nguyen

Rancho Santiago CCD


Clark Ray

Santa Rosa CCD

XMichelle PenaKern CCD

Vince Orton

Cerritos CCD

Craig Hayward

Kern CCDXMitchell LeahySanta Rosa CCDXWill Minnich/Susan LorenzoSan Mateo CCD
XGreg Aycock (research)Riverside CCD (Norco)XOlivia Alvarado -ITLos Angeles CCDXCatherine FrostContra Costa CCD
XHieu HoangEl Camino CCDXPam MerySan Francisco CCD

Janice Love (research)

Rancho Santiago CCD

XPaulette LinoChabot-Las Positas CCD


Gary Bird



Mike Quiaoit


Deb Barker-GarciaCCCCO

Tim Calhoon



Patty Donohue


Steering Committee Members Email List

 Click here for the 2018-2019 Steering Member Email list...

CCCApply Steering Committee

Email AddressNameTitle/OfficeDistrictCollegeNotes
ali.salinas@norcocollege.eduAli SalinasAppl Support Technician (IT)Riverside CCDRiverside City College
aembry@ELCAMINO.EDUAngela EmbryAdmissions & RecordsEl Camino CCDEl Camino College
salazaal@elac.eduAnna SalazarAdmissions & RecordsLos Angeles CCDEast LA CollegeNew October 2017
rguzman@IVC.EDUBen GuzmanAdmissions & RecordsSouth Orange CCDIrvine Valley College
glyercb@LOSRIOS.EDUBetty Glyer-CulverResearcherLos Rios CCD

cfrost@contracosta.eduCatherine FrostAdmissionsContra Costa CCDContra Costa College
calvarado@saddleback.eduChristian AlvaradoAdmissions & RecordsSouth Orange CCDSaddleback College
truong_chris@SAC.EDUChristopher TruongAdmissions & RecordsRancho Santiago CCDSanta Ana College
gonzalc@losrios.eduCindy GonzalesIT Technical AnalystLos Rios CCD

cray@SANTAROSA.EDUClark RayIT Dept StaffSonoma CCDSanta Rosa Jr. College
craig.hayward@bakersfieldcollege.eduCraig HaywardResearcherKern CCDBakersfield College
gbird@CCCCO.EDUGary BirdAsst Vice ChancellorCCCCO

greg.aycock@norcocollege.eduGreg AycockDean of Instit EffectivenessRiverside CCDNorco College
hhoang@ELCAMINO.EDUHieu HoangIT Dept StaffEl Camino CCDEl Camino College
love_janice@sac.eduJanice LoveResearcherRancho Santiago CCDSanta Ana CollegeNew Jan 31, 2018
ralphsj@losrios.eduJason RalphsAdmissions & RecordsLos Rios CCDDistrict Office
jrosales@elcamino.eduJoshua RosalesResearcherEl Camino CCDEl Camino CollegeNew Jan 31, 2018
ksea@DELTACOLLEGE.EDUKaren SeaIT (cross over A&R)San Joaquin-Delta CCDDelta College
LUnger@RIOHONDO.EDULeigh Ann UngerAdmissions & RecordsRio Hondo CCDRio Hondo College
mark.deasis@norcocollege.eduMark DeAsisAdmissions & RecordsRiverside CCDNorco College
Replaced William Diehl
mleyba@CCSF.EDUMary Lou LeybaAdmission & RecordsSan Francisco CCD
City College of SF

pearlmy@email.laccd.eduMaury PearlResearcherLos Angeles CCD

mquiaoit@CCCCO.EDUMichael QuiaoitSupport SpecialistCCCCO

Ward_Michael@RSCCD.EDUMichael WardIT Dept StaffRancho Santiago CCD

michelle.pena@BAKERSFIELDCOLLEGE.EDUMichelle PenaAdmissions & RecordsKern CCDBakersfield College
mleahy@SANTAROSA.EDUMitchell LeahyAdmission & RecordsSonoma CCDSanta Rosa Jr. College
alvarao@EMAIL.LACCD.EDUOlivia AlvaradoITLos Angeles CCD

pmery@CCSF.EDUPam MeryResearchSan Francisco CCD
City College of SF

pdonohue@CCCTECHCENTER.ORGPatty DonohueProduct ManagerCCCTC

plino@CHABOTCOLLEGE.EDUPaulette LinoAdmission & RecordsChabot-Las Positas CCDChabot College
qlu@CCSF.EDUQuyen LuDistrict ITSan Francisco CCDCity College of SF
Replaced Garret Wong
rbell@compton.eduRichette BellAdmissions & RecordsCompton CCDEl Camino College
rbondoc@CHABOTCOLLEGE.EDURosen Bondoc
Chabot-Las Positas CCDCompton College
swarrier@4CD.EDUSatish WarrierDirector of ITContra Costa CCDDistrict Office
sfollowill@clpccd.eduStacey FollowillSr. Programmer Analyst, ITSChabot-Las Positas CCD

smurguia@CERRITOS.EDUStephanie MurguiaAdmissions & RecordsCerritos CCDCerritos College
tcalhoon@CCCTECHCENTER.ORGTim CalhoonExecutive DirectorCCCTC

tmani@DELTACOLLEGE.EDUTina ManiAdmissions & RecordsSan Joaquin-Delta CCDDelta College
nguyen_tuyen@SCCOLLEGE.EDUTuyen NguyenAdmissions & RecordsRancho Santiago CCDSantiago Canyon College
tn13666@SCCOLLEGE.EDUTuyen NguyenAdmissions & RecordsRancho Santiago CCDSantiago Canyon College
vorton@CERRITOS.EDUVince OrtonIT Dept StaffCerritos CCDCerritos College
minnichw@smccd.eduWill MinnichAdmissions & RecordsSan Mateo CCDSkyline College

All Steering members above are officially members of the CCCAPPLYSTEERING listserv.  Email:

2018 Meeting Schedule

 Click here to expand...
TuesJanuary 302018 Appreciation Dinner In-Person - Dinner 7:00 pm - 10:00 pmMangia Mangia Restaurant, Albany, CA
WedJanuary 31CCCApply Steering Committee Meeting - January 2018In-Person -  Meeting10:00 am - 3:30 pmContra Costa College - Room TBD
WedMarch 28/wiki/spaces/PD/pages/228032712In-Person - Workshop9:00 am - 4:00 pmOrange Coast College - Meeting Rooms & Cafeteria
TuesApril 3Unscheduled - Online call to discuss MIS Data ChangesOnline 3:00 pm - 4:30 pmONLINE
TuesMay 2

Post CACCRAO Conference - April 29, 2018 - May 2, 2018

In-Person - Short Meeting12:00 pm - 2:00 pm

Sacramento, CA - Holiday Inn Oldtown

WedJune 13CCCApply Steering Committee MeetingOnline - Regular Meeting1:30 pm - 3:30 pmONLINE
WedJuly 25CCCApply Steering Committee MeetingFormat changed to an
ONLINE Regular Meeting
10:00am - 3:00pmNorco College - Riverside CCD - close to Ontario Airport
WedSeptember 26CCCApply Steering Committee MeetingOnline - Regular Meeting1:30 pm - 3:30 pmONLINE
WedNovember 14

CCCApply Steering Committee Meeting

(Set our 2019 calendar during this meeting)

Online - Regular Meeting1:30 ppm - 3:30pmONLINE

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

In May 2018, the committee voted by online survey to nominate/elect officers for the 2018-2019 fiscal year. Descriptions of the duties of offices were provided in the survey.

The results of the first online survey were discussed during the June 13 meeting and the following decisions were made: 

  1. For the office of Chair, the survey results showed a majority of votes were cast for Michelle Pena of Bakersfield College. The committee decided to honor that outcome on June 13.
  2. For the offices of Vice Chair & Secretary, the survey results were thrown out because:
    1. There were several tie votes for several nominees for both offices;
    2. The nominees had not accepted their nominations first;
    3. The voting instructions did not clearly specify that the votes should be cast and counted as one vote per District, instead of one vote per person.  
    4. Only one vote per District will be counted (per the Bylaws)
    5. Officers elected for Chair and Vice Chair must be from Admissions & Records within your District.

Therefore a decision was made to send out a second online survey for the election of the Vice Chair & Secretary and the results will be discussed at the next meeting (November 14, 2018).  But first, nominees must accept the nomination. An email was sent out on July 26 with the names of the nominees that received any votes in the previous survey.

The following nominees accepted their nominations:

Vice Chair Nominees:
  • Richette Bell - Compton College

Secretary Nominees:
  • Paulette Lino - Chabot-Las Positas District
  • Stephanie Murguia - Cerritos
  • Hieu Hoang -- El Camino College
  • Cindy Gonzales - Los Rios CCD
  • Mitch Leahy - Santa Rosa

CAST YOUR DISTRICT VOTE - Election of Vice Chair & Secretary - Online Survey - Please cast your District's vote.

Decision from July 25 Meeting:  Due to problems with the CCCApplySteering Listserv, postpone the results to give folks a final chance to vote through August 31.  Send out results via email.

Update: 2019 Workshop 

What progress has been made since June 13?

Sacramento City College has agreed to host the 2019 CCCApply Workshop.  (Thank you Michelle!)

Sac City Spring Break - April 15 - 21.  Our workshops are traditionally held on Wednesdays.

Next steps:

  1. Vice Chair organizes a sub-committee to begin planning 
  2. Secure host college Contact and schedule meeting to discuss facility and meals planning
  3. Start working on theme and format
  4. Start working on a survey

** Discussion from July 25th meeting **   

  1. When discussing the question, "will we be combining eTran and CCCApply into one day or not?", the feedback is that we want two separate workshops. The feeling was that combining both into one day, cut into the amount of sessions that we could have and that if given the choice, we don't want to combine again.
  2. Plan for more report center sessions. The feedback on last year was that the session was too high level for many newbies. Plan for several sessions; have a track for Report Center sessions
  3. Computer Lab - have an event or events planned in the lab during the day.
    1. A couple report center sessions 
    2. Reserve time with a tech expert - in advance?  for example Ellucian Live - would have you reserve time in advance (weeks/months) - 
      1. Set it up so people can reserve time on specific subject area and include their skill level
  4. Have attendees/invitees sign up for sessions in advance so we can better gauge room size and need/interest

Update: MIS Reporting Requirements 

New Chair, Michelle Pena, has requested one final review and discussion of the recently approved MIS data reporting requirements as they pertain to CCCApply application.

  1. Review MIS reporting requirements per MIS memo (Link: 180302.docx)
  2. Review notes from April 3 special steering call with Todd Hoig, MIS
  3. Review notes from June 13 Steering Committee meeting on MIS requirements

 Click here for notes from April 3 meeting with Todd Hoid, MIS (expand)...

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)



Note: Betty Glyer-Culver added that other fields are now required for Adult Ed (data elements); she adds, "It is an intrusive list of questions that will add a great deal of questions to the application."

DATA WAREHOUSE - Approved for release by the CO - two weeks ago.  Communication went out to Researchers to give access to the DW Report Center (just for researchers). 

SSID = Agreement with the CDE to get the SSID is still in process. The Chancellor's Office is working with the State to make an adjustment to the Data Sharing Agreement to allow colleges to download. 

 Click here for notes from May 15 call with Todd Hoig, MIS (expand)...

May 15 - Call with Todd Hoig, MIS

Stephanie, Patty, and Michelle met 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.

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

Response from MIS:  "No changes are required to meet the (requirements). 

 Click here for notes from June 13 Steering discussion on MIS requirements (expand)...

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.

  • 7.25.18:  Mike Q. will talk to Todd Hoig, and get that memo out. Should come from MIS, so he will follow up with Todd and get an update on that.

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).

7.25.18:  Regarding getting your LGBTQ (AB620) data - colleges do not have to implement Project Glue to get this data. The alternative way is to use the Data Warehouse report tool to gain that information. 

CCCApply 2018 Release Update

  1. CCCApply June 2018 PILOT Release
    1. Release notes are posted:  Release 6.2.0 Summary Notes
    2. Communication:  Weekly email campaign with links to supplemental information on CCCApply Public Documentation
    3. Implementation:  User Acceptance Testing (UAT) & Migration Verification Sessions are in-progress.

Colleges are asked to schedule this mandatory UAT session as soon as possible.

Release NEWS

  • Production release - postponed until the completion of UAT sessions
  • Feature revision - Ed Goal Alignment Filter will not be released to production per recommendation from testers feedback
    • Working on changes to enhance this filter functionality
      • Review with Steering
      • Need volunteer to work with product manager to propose changes needed
    • Work with CCCApply redesign workgroup on enhancing for Non-Credit Application

Update on CCCApply Redesign Workgroup 

  1. Update Share Redesign Workgroup mission and objectives
    1. AB3101 - Discuss the issues and the facts behind this bill.
  2. Workgroup sub-committees
    1. Fields & Questions committee
    2. Low-hanging Fruit Changes 
    3. Deployment Schedule
    4. Other workgroups
  3. Update on the Ideas42 Study on CCCApply
    1. Objectives and timeline
    2. Ways to collaborate now
  4. Phase 1: CCCApply Application Changes Approved for September 2018.

  5. Next steps?  


Ensure our Standard Application paper version is ADA compliant.  Per Catherine Frost, Contra Costa College, they are saying it's not ADA compliant. Get in front of Sean Keegan for verification and if we need to update it. 

Change Requests Proposed during the CCCApply Redesign Workgroup update discussion:

  • Implement logic that will auto-direct applicants to MyPath after they submit a CCCApply application. This change is for colleges using MyPath ONLY . Ensure that the Back button cannot return the user to CCCApply or Account and that their session has ended (timed out) to ensure privacy of the applicant. (shared computer terminals, etc.)
  • Remove the Step Forward link (displaying as "Keep Moving > " from the Links & Opps page for ALL users
  • Continue working moving the Consent to Release mechanism to the beginning of the application.
  • Add a survey to the Abandonment email or somewhere - asking for feedback on why they abandoned the application. Great suggestion.
  • For research purposes, review *Google analytics data to determine if colleges are lingering on this page (Review Application) OR if we know if students are going back to fix or change anything? Look into it.
    • Another suggestion is to zip up the Review App page and give students the option to view the Review the page.
  • Expand the request to remove the Review Application page and combine that with the other change request to combine the Consent & Submission pages. “Language should include “it’s recommended that you review your application” (See CR# 2018-28: Combine Review App, Consent & Submission pages in CCCApply )

INTERMISSION - LUNCH BREAK 12:00pm - 12:30pm

Residency Review Sub-Committee

  1. Review goals & objectives for this discussion
    1. Review the current CCCApply residency algorithm, questions, and integrity flags to ensure compliance with state & federal legislation
      1. SAAM
      2. Ed Code & Title V
      3. CCC Residency Questionnaire
    2. Review language pertaining to CCCApply in new AB3101 to identify ways to support that effort. 
Link to the Zoom Recording

Topic: CCCApply Steering Committee Meeting - July 25 Residency Review Session
Start Time: Jul 25, 2018 12:39

Meeting Recording:

Note: This recording is over 2.5 hours.

Changes & Notes from the Residency Review Discussion


Thank you for joining us for this deep dive into the current residency questions that are in CCCApply standard application:

Notes will be aggregated on everything we discussed and shared back with the committee. I did record this call! 

Steering District Roster: Approval Poll Table

 Click here to expand...




Cerritos CCD


Chabot-Las Positas District


Contra Costa CCD

Bay Area

El Camino CCD 

5Kern CCDCentral
6Los Angeles CCDSouthern
7Los Rios CCDNorthern
8Rancho Santiago CCDSouthern
9Rio Hondo CCDSouthern
10Riverside CCDSouthern
11San Francisco CCDBay Area
12San Joaquin-Delta CCDCentral
13San Mateo CCDBay Area
14Santa Rosa CCDNorthern
15South Orange CCDSouthern

2017 Steering Committee

3 = Bay Area Region

2 = Northern Region

2 = Central Region

8 = Southern Region