2018-38: Questions to be revised or removed from Application - AB3101
- Patricia Donohue
- Amanda Mason (Unlicensed)
Problem Statement or Business Need
The recently passed Assembly Bill 3101 (AB3101) would exempt a student seeking to enroll exclusively in career development and college preparation courses, and other courses for which no credit is given, from community college residency classification requirements.
AB3101 calls to revise the [CCCApply] process so that only data that is required by the federal gov, state law, or that is otherwise necessary...be collected during the process.
And...to the extent that data can be collected from the student at a later time, to delay the collection of that data until after the student has applied to a community college.
[AB3101] would exempt a student seeking to enroll exclusively in career development and college preparation courses, and other courses for which no credit is given...from community college residency classification requirements.
The application therefore needs to be updated to streamline the application process to exempt non-credit students from the residency determination, and only collect data that is required by the federal gov, state law, or that is otherwise necessary at the time of application.
CCCApply Proposed Solution
Below is a running list of changes to be made, and/or questions to be removed or revised, in the Standard Application by the CCCApply Redesign Workgroup - in order to meet the requirements of AB 3101.
As changes are approved, they are prioritized in the FY18/19 quarterly release scheduled. See the following breakdown documents for each release:
2018-37A: CCCApply Redesign Low-Hanging Fruit #1
2018-37B: CCCApply Redesign Low-Hanging Fruit #2
2019-03: CCCApply Redesign Release #4
Questions to be Removed
| Description | Page/Section | Question / Data Field(s) | Remove or Revise | Change Requirements | Legal Implications | Proposed Solution & Release Timeline |
|---|---|---|---|---|---|---|
College Education Level | Education | College education level as of <RDD> <higher_edu_level> | REMOVE & REVISE | Remove the question for users based on their Enrollment Status. Add skip logic to the Enrollment Status <enroll_status> question which will hide this question (and all other conditionally displayed college questions) for all First Time in College users. Remove (hide) question if user's enrollment status is: | COMPLETED See change specifications in | |
Colleges/Universities Attended | Education | Number of Colleges/Universities Attended <college_count> | REMOVE & REVISE | Remove the question for users based on their Enrollment Status. Add skip logic to the Enrollment Status <enroll_status> question which will hide this question (and all other conditionally displayed college questions) for all First Time in College users. Remove (hide) question if user's enrollment status is: | SB12 | COMPLETED See change specifications in |
| Comfortable with English | Needs & Interests | "Are you comfortable reading and writing English" <comfortable_english> | REMOVE* | Remove this question from the application for all users by default. Implement ability for colleges to "opt-in" to continue displaying the full Needs & Interests page. | SG20 Student-Literacy-Status | COMPLETED This question is part of the Needs & Interests page which is scheduled to be removed from the application in the June 2019 release (Q4 - v.6.5.0). NOTE: Colleges will have the opportunity to "opt-in" to continue displaying the Needs & Interests page by written request. |
| Financial Assistance section | Needs & Interests | "Are you interested in receiving information about money for college?" <financial_assistance> | REMOVE* | Remove this question from the application for all users by default. Implement the ability for colleges to "opt-in" to continue displaying the full Needs & Interests page. | SG14 | COMPLETED This question is part of the Needs & Interests page which is scheduled to be removed from the application in the June 2019 release (Q4 - v.6.5.0). NOTE: Colleges will have the opportunity to "opt-in" to continue displaying the Needs & Interests page by written request. |
| Financial Assistance section | Needs & Interests | "Are you receiving TANF/CalWorks, SSI, or General Assistance?" <tanf_ssi_ga> | REMOVE* | Remove this question from the application for all users by default. Implement the ability for colleges to "opt-in" to continue displaying the full Needs & Interests page. | SB164 | COMPLETED This question is part of the Needs & Interests page which is scheduled to be removed from the application in the June 2019 release (Q4 - v.6.5.0). NOTE: Colleges will have the opportunity to "opt-in" to continue displaying the Needs & Interests page by written request. |
| Athletic Interest | Needs & Interests | "Are you interested in participating in a sport while attending college?" <athletic_intercollegiate> <athletic_intramural> <athletic_not_interested> | REMOVE* | Remove this question from the application for all users by default. Implement the ability for colleges to "opt-in" to continue displaying the full Needs & Interests page. | Title IX 80% of our colleges are using this question to facilitate their Title IX survey | COMPLETED This question is part of the Needs & Interests page which is scheduled to be removed from the application in the June 2019 release (Q4 - v.6.5.0). NOTE: Colleges will have the opportunity to "opt-in" to continue displaying the Needs & Interests page by written request. |
| Programs & Services | Needs & Interests | Summary of values stored in the system ni_id table <ni_id_table> | REMOVE* | Remove this question from the application for all users by default. Implement the ability for colleges to "opt-in" to continue displaying the full Needs & Interests page. | Needed for colleges using MyPath | COMPLETED This question is part of the Needs & Interests page which is scheduled to be removed from the application in the June 2019 release (Q4 - v.6.5.0). NOTE: Colleges will have the opportunity to "opt-in" to continue displaying the Needs & Interests page by written request. |
Out-of-State Activities Residency Questions | Residency | <ca_outside_tax> <ca_outside_tax_year> <ca_outside_voted> <ca_outside_voted_year> <ca_outside_college> <ca_outside_college_year> <ca_outside_lawsuit> <ca_outside_lawsuit_year> | REVISE | Revise the format of the four "Out-Of-State" questions from four separate Yes/No radio button questions with conditional "Year" field to one question and change the radio buttons to checkboxes and set the default to "No". In effect, this removes three questions from the application.
| This set of questions is required to determine residency. | COMPLETED See change specifications in In 2018, the percentages of Yes responses across all Out-of-State activities: <ca_outside_tax> = 1.5% |
| Special Residency Section | Residency | Layout change | REVISE | Move the Special Residency section down below the "Out of State Activities" section and implement skip logic to hide the first three questions in Special Residency unless...
| Benefit: | COMPLETED See change specifications in 2018 Data |
| Special Residency: Seasonal Worker | Residency | Have you been employed as a seasonal agricultural worker for at least a total of two months in each of the past two years? <ca_seasonal_ag> | REMOVE & REVISE | Remove this question from the application unless user answers Yes to the Out-of-State activity question | Shortens app for 97.4% of users | COMPLETED See change specifications in |
| Special Residency: Public School Employee | Residency | Are you a full-time credentialed employee of a California public school enrolling in college for purposes of fulfilling credential-related requirements? <ca_school_employee> | REMOVE & REVISE | Remove this question from the application user answers Yes to the Out-of-State activity question | Shortens app for 97.2% of users | COMPLETED See change specifications in |
| Special Residency: State University Employee | Residency | Are you or your spouse a full-time employee of any of the following colleges/universities? <ca_college_employee> | REMOVE & REVISE | Remove this question from the application user answers Yes to the Out-of-State activity question | Shortens app for 97.4% of users | COMPLETED See change specifications in |
Enrollment Status (Hide College Education & Colleges Attended if first time in College) | Education page | <enroll_status> | REMOVE & REVISE | Add skip logic to the Enrollment Status question to remove the College Education & Colleges/Universities Attended sections IF user selects:
| Shortens application for 40% of users | COMPLETED In 2018*, enrollment status breakdown is as follows: 40% = First time student 48.5% = returning to college 11.5% = Dual enrollment (high school or lower grade) *Based on 2,451,319 applications submitted by 12/15/18 |
| Colleges/Universities Attended | Attendance Dates | <attendance_from> <attendance_to> | REMOVE | Remove the attendance dates in the Colleges/Universities Attended section when user is reporting prior college attendance | TBD | TBD |
| SSN Encouragement Pop-up | Edit Account & Account Mailing | <ssn_encouragement> | REMOVE | Remove the SSN Encouragement pop-up box which natters (reminds) students who have not provided their SSN to complete the SSN question. | COMPLETED | |
| Introduction Page | Introduction Page | REMOVE | Remove the Introduction page from the application for all users. This eliminates three clicks for every student in the application workflow. | N/A | COMPLETED | |
| Review Application Page | Review Application Page | REMOVE | Remove the Review Application page from being a required page and set of clicks in the application workflow for all users. Move to the Submission page as an optional, collapsed function hidden behind a button. | COMPLETED | ||
| Consent to Release Information Page | Consent to Release Information | REMOVE | Remove the Consent to Release Information page from being a separate page (and set of clicks) in the application workflow for all users. Move to the Submission page. | COMPLETED | ||
| Personal Information page | Demographic Information page | RENAME & MOVE | Rename the Personal Information page to the Demographic Information page and move to the end of the application workflow. This will decrease the number of students abandoning the application because they will be more invested in completing the process. | COMPLETED | ||
| Needs & Interests Page | Remove all five questions/sections on the Needs & Interests page (the entire page) for all students by default. The questions to be removed (hidden) by default are:
| COMPLETED This section was reconfigured to be "optionally" turned off or on in the CCCApply Release 4 June 28, 2019 (v.6.5.0) | ||||
| 5 | WAIT ON THIS ONE - revisit with committee
| NEEDS REVIEW from ADVISORY COMMITTEE | |
| EDIT ACCOUNT | 2 | Move the SSN question* from OpenCCC Account to the CCCApply Application(s) using the new proposed layout format. | PENDING APPROVAL from LEADERSHIP |
| Account / Mailing Information | 3 | Simplify the Account Information/Mailing page by hiding OpenCCC Account Information for first time applicants that just created their OpenCCC Accounts
| COMPLETED |
| Education | 8 | Research "Last HS Attended" section - Workgroup/Omid believes that section should also be conditional and per MIS requirements that I've seen, if the student is over age 25 (22?) then they are not "required" to provide details of their last high school, such as CDS code, name, address, city, state Zip (maybe State). Research this with the Advisory Committee - SB12 - STUDENT-HIGH-SCHOOL-LAST (see attached) | RESEARCH MIS RESEARCH ED CODE/ TITLE 5 |
| 9 | Dual Enrollment - Add to skip logic to hide college education sections (this is already a JIRA) | ||
| 10 | HS Completion Date - simplify this field by first asking for the YYYY the applicant graduated; if the year is within ? 10 years of RDD, then ask for MM; if within 2 years, also ask for DD to best of ability, if not skip. This will need to be considered from many perspectives: MIS requirements, Dual enrollment, residency, etc. | RESEARCH MIS, ADVISORY CONSULTATION | |
| See combined list of change requests pending: 2019-16: Open Issues Around the Education Pages - Apply & International | |||
| See 2018-38: Questions to be revised or removed from Application - AB3101 | |||
| Needs & Interests | 12 | Research whether we need to keep the TANF question on the Needs & Interests page (second question in the Financial Assistance section). Confirm we do or do not need it for Non-Credit students too. This was reviewed and approved by the Workgroup but could be unreliable and needs Steering approval. | RESEARCH TANF mandate of 2017. See attached. |
| 13 | Revise the Programs & Services Labels on the Needs & Interests page: Discuss better way to present the Programs & Services list to the applicant beyond just labels for each area. We need to incorporate better/more superior Help support for vague language throughout the application .This section is one such area. | WORK with ADVISORY GROUP ON PROPOSAL | |
| Demographic Info | 14 | Explore removing the Parent/Guardian Education Levels question- what are the requirements? Can this be removed from MIS perspective? Does it need to be asked? If YES, does it need to be Required? If yes, can we simplify the options we are asking? Per Workgroup, there are fewer MIS required response options than we are asking now. Why? | RESEARCH MIS |
| Enrollment | 6 | Revise the Education Goals to ensure they have to be collected at the time of application | RESEARCH MIS REVIEW WITH ADVISORY COMM |
| ACCOUNT | 1 | Collaborate with the OpenCCC Redesign project team to itemize all fields that are proposed to be removed from OpenCCC Account creation because they will need to be added to CCCApply (BOG and/or International) because all fields are currently passed through Account to the application (merged) for download. Also any fields that are added to OpenCCC Account that may need to be downloaded by Apply should be considered. Questions for the OpenCCC Redesign team:
| RESEARCH AND TESTING What is the new redesign vision? Review OpenCCC Redesign Charter Review sprint demos and regular comm to Steering and colleges |
Add Questions Removed from OpenCCC System Into CCCApply NOTE: The OpenCCC Redesign project is happening and currently requirements are being gathered to completely redesign this front-load/front-facing account system to be more utilitarian towards authentication/authorizatIon than PII / Directory information data collection If the new OpenCCC design requires the removal of many of the existing personal information fields (Previous Name fields, Preferred Name fields, SSN, DOB, Main Phone, Second Phone, Perm Address, Homeless checkboxes, etc.) then we need to redesign the Account & Mailing Info page to accommodate all of these fields because they will need to move added to the application proper. This is a significant change to our existing configuration and would require - I believe - approval by the Advisory Committee (Steering), the Workgroup, and CCCApply. Further, any new fields added to Account that need to be added to Apply - such as additional consent to release OpenCCC data (maybe) or other new fields, may need to be added to the Applications downloads. | RESEARCH ALL FIELDS TARGETED TO BE REMOVED RESEARCH AND REVIEW BY STAKEHOLDERS |