2018-38: Questions to be revised or removed from Application - AB3101




Problem Statement or Business Need

The recently passed Assembly Bill 3101 (AB3101would 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

DescriptionPage/SectionQuestion / Data Field(s)Remove or ReviseChange RequirementsLegal ImplicationsProposed 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: 
"1 = First time in college after leaving high school"

SB11

COMPLETED
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2

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: 
"1 = First time in college after leaving high school"

SB12

COMPLETED
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2

Comfortable with EnglishNeeds & 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 section was reconfigured to be "optionally" turned off or on in the CCCApply Release 4 June 28, 2019  (v.6.5.0)

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 sectionNeeds & 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 section was reconfigured to be "optionally" turned off or on in the CCCApply Release 4 June 28, 2019  (v.6.5.0)

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 sectionNeeds & 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.

SG14

SB164

COMPLETED
This section was reconfigured to be "optionally" turned off or on in the CCCApply Release 4 June 28, 2019  (v.6.5.0)

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 InterestNeeds & 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 section was reconfigured to be "optionally" turned off or on in the CCCApply Release 4 June 28, 2019  (v.6.5.0)

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 & ServicesNeeds & 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 section was reconfigured to be "optionally" turned off or on in the CCCApply Release 4 June 28, 2019  (v.6.5.0)

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.

"As of <RDD minus 2 years>, have you engaged in any of the following activities? Check each activity that applies." 

  • I paid taxes outside of California
  • I registered to vote outside of California
  • I attended a college or university outside of California
  • I filed for a lawsuit or divorce outside of California

This set of questions is required to determine residency.




COMPLETED
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2


In 2018, the percentages of Yes responses across all Out-of-State activities:

<ca_outside_tax> = 1.5%
<ca_outside_voted> = 1.1%
<ca_outside_college> = .005%
<ca_outside_lawsuit> = .001%


Special Residency SectionResidencyLayout changeREVISE

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...

  • IF applicant answers YES to the new OOS Activity question, THEN, display the three Special Residency questions shown below, otherwise do not display those questions and implement "Null" value.

Benefit: 
Hiding the first three questions will shorten the application process for 97.2% of users

COMPLETED
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2

2018 Data
*Based on 2,451,319 applications submitted by 12/15/18

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
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2

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
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2

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
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

See change specifications in 
2018-37B: CCCApply Redesign Low-Hanging Fruit #2

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:

  • 1  = First-time student in college (after leaving high school)

Shortens application for 40% of users

COMPLETED
This change was made to CCCApply in Release 3 March 16, 2019  (v.6.4.0)

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 AttendedAttendance Dates<attendance_from>
<attendance_to>
REMOVERemove the attendance dates in the Colleges/Universities Attended section when user is reporting prior college attendanceTBDTBD
SSN Encouragement Pop-upEdit Account & Account Mailing<ssn_encouragement>REMOVERemove the SSN Encouragement pop-up box which natters (reminds) students who have not provided their SSN to complete the SSN question. 

COMPLETED
This change was made to CCCApply in Release #1 September 2018 (v.6.2.0)

2018-37A: CCCApply Redesign Low-Hanging Fruit #1

Introduction PageIntroduction 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
This change was made to CCCApply in Release #1 September 2018 (v.6.2.0)

2018-37A: CCCApply Redesign Low-Hanging Fruit #1

Review Application PageReview Application Page
REMOVERemove 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
This change was made to CCCApply in Release #1 September 2018 (v.6.2.0)

2018-37A: CCCApply Redesign Low-Hanging Fruit #1

Consent to Release Information PageConsent to Release Information
REMOVERemove 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
This change was made to CCCApply in Release #1 September 2018 (v.6.2.0)

2018-37A: CCCApply Redesign Low-Hanging Fruit #1

Personal Information pageDemographic Information page
RENAME & MOVERename 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
This change was made to CCCApply in Release #1 September 2018 (v.6.2.0)

2018-37A: CCCApply Redesign Low-Hanging Fruit #1








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:

  • Remove the "Are you comfortable reading and writing English?" question
  • Remove the "Financial Assistance: Are you interested in receiving information about financial aid?" question
  • Remove the "Are you receiving TANF, SSI, General Assistance?" question
  • Remove the "Athletic Interest" questions
  • Remove the "Programs & Services" section

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

  1. Default "current mailing address" to be the same as their Permanent Address - and make it clear that they should input a "different" address if applicable. 
NEEDS REVIEW from ADVISORY COMMITTEE
EDIT ACCOUNT2Move the SSN question* from OpenCCC Account to the CCCApply Application(s) using the new proposed layout format. PENDING APPROVAL from LEADERSHIP
Account / Mailing Information3

Simplify the Account Information/Mailing page by hiding OpenCCC Account Information for first time applicants that just created their OpenCCC Accounts

  1. Zip up the 'Review OpenCCC Account' section on the Account Information/Mailing page in CCCApply and hide behind a new button "Edit OpenCCC Account" with clear language that explains the action
  2. This implementation should only appear IF the applicant just created their account and was auto-directed into the application after creating their Account. 
  3. This new format should NOT appear if the applicant had already applied before (to any college) and already had an OpenCCC Account
  4. The new format is similar to the solution employed for the "Hide the Review Application Page behind a button" in the 6.2.0 release, this change would hide and simplify the process for first time applicants.

COMPLETED
This change was completed in the CCCApply Release 4 June 28, 2019  (v.6.5.0)

Education8

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

9Dual Enrollment - Add to skip logic to hide college education sections (this is already a JIRA)

10HS 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 & Interests12

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.

13Revise 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 Info14Explore 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 6Revise the Education Goals to ensure they have to be collected at the time of applicationRESEARCH MIS 
REVIEW WITH ADVISORY COMM
ACCOUNT1

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:

  • What is the overall vision for the new OpenCCC redesign?
  • How will the new OpenCCC interact/integrate with CCCApply applications?
  • How will Edit Account functionality be handled in the new design?
  • How will data fields be passed from new Account to Apply?  Same way? > merge data fields to Apply apps - be affected by the Redesign?
  • Will the redesign consider all current functionality designed to streamline the transition between account creation and application? Such as:  Auto-direct from Account Creation to the enrollment page in the Application(s)?
  • Auto-population from Account data? Opt-in consent? 
  • My Applications link to Edit Account?

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