What’s New in CCCApply Administrator 2.0?

The new CCCApply Administrator 2.0’s new look and feel provides separate and centralized user management. New users can be configured to use and access the administration tools of not only CCCApply but also of Canvas (the Canvas-SIS Integration), the Data Warehouse, and other Tech Center applications.

The CCCApply Administrator 2.0 also has a new navigation system that defaults to your college or district. CCCApply configuration is organized into modules, which are the familiar majors, terms, etc. of CCCApply Administrator 1.0. See the table below for a summary of new features.

Introducing the CCC Administrator

The CCC Administrator is the new central admin configuration tool that provides SSO-based authentication and user authorization to integrated CCC Technology Center college administrator and staff tools and services. 

This new scalable central service acts as a launch pad for integrated admin tools and applications, such as the CCCApply Administrator 2.0 and the new Canvas Administrator - all of which are accessible from a single point-of-entry. Colleges are provided custom college-specific URLs - configured to their college/district IdP and integrated with the SSO proxy - which authenticates users as they land on the home page. Integrated admin tools, such as the CCCApply Administrator 2.0 system, no longer have direct URL access. 

The System Administrator module provides User & Access management to authorized users defining scope of permissions via one set of user credentials (one user account per user, per environment). 

System Administrator

(Applications->System Administrator)

The System Administrator module provides:  

• SSO-based authentication to all CCC colleges through custom college-specific URLs configured to their college or district IdP
• User management for all authorized CCC college staff and faculty users 
• Access management to all integrated CCCTC administrator applications and services through a single point-of-entry

User Manager

(Applications->System Administrator->User Manager)

The User Manager module allows authorized users to view, add, edit, and delete* users within the scope of their own authorized user permissions. The User Manager section provides the ability for users with authorized role(s) to create new users and permissions for your college or district. 

Launching the CCCApply Administrator 2.0

(Applications->CCCApply Administrator)

If your credentials include permission to configure the CCCApply Standard application, CCCApply International application, and/or CC Promise Grant (BOG Application) for your college or district, you can access those via the CCCApply Administrator.

You’ll select CCCApply Administrator from the Applications drop-down menu on the CCC Administrator home page to launch the CCCApply Administrator application in a new browser tab or window with the following modules that you can manage:

• Terms, majors, and college- and district-level information
• Custom supplemental questions for the CCCApply Standard and CCCApply International applications
• Details of the English proficiency section in  the CCCApply International application
• Automate rules and messages you configure for emails and error messages that display for application submissions
• Reset downloads of previously downloaded student applications
• Manage suspended fraudulent applications in the Spam Filter

Environment Use and Support

The OpenCCCApply Pilot environment is meant to be a carbon copy of the Production environment, allowing colleges to stage changes in their configurations and test implementations prior to an application update or roll-out. The Pilot environment is not actively monitored for errors and issues in the same way as the Production environment. There is no support team in place to respond to Pilot environment issues.

We recommend college staff personnel use the CCCTechnology.info support site to communicate issues, questions, and request assistance. CCCTC support staff review incoming posts and endeavor to respond within 48 hours to Pilot environment issues. Depending on the issue’s nature resolution time may vary. The intent is to provide progress updates every 24 hours.

The Pilot Environment is accessible to authorized college admins and staff.

Accessing the CCCApply Administrator

The CCCApply Administrator 2.0 is available to authorized users in both Pilot and Production environments. You will only be able to access administration tasks for your college or district colleges. Use the following steps to access the CCCApply Administrator.

1. Log into the CCC Administrator:
   
   
   • PILOT: http://<college OR district domain>.pilot.openccc.net/admin
   • PROD: http://<college OR district domain>.openccc.net/admin

   
   

   You must first be logged in to your college or district IdP to be authenticated by the CCC Administrator application.

   College-specific URLs

   Your college/district-specific domain for the URLs above will be communicated to you during one-on-one kick-off meetings with CCC Tech Center Tech Support and are also accessible here: College URLs

   
   

2. From the landing page, select Applications -> CCCApply to display the CCCApply Administrator landing page in a new browser tab.
3. If you are a multi-college district user you can select one of your district’s colleges from the Select a college drop-down list. Otherwise your college name displays by default.
4. You can then select which application you want to configure from the Applications drop-down list:
• CCCApply (includes Noncredit Application configuration)
• International
• CC Promise Grant (BOG)

CCCApply Landing Page

CCCApply Administrator Navigation

The CCCApply Administrator’s two top header bars includes global links that always display no matter which application you are managing or which part of the application is in focus.

The table below provides a summary of the CCCApply Administrator’s global links’ functionality.

The table below provides a summary of the CCCApply Administrator’s application-specific links’ functionality.

Date Fields & Best Practices

We recommend you use the Calendar widget when entering dates in date fields instead of free-form text entry. This will ensure correctly-entered date data format for your CCCApply applications.

Other best practices are documented within the module in which they apply, i.e.:

• Adding a Major
• Creating a Rule Using a Date

Sorting Columns

Throughout the CCCApply Administrator you can sort table data display by clicking any column header. Clicking a column a second time will toggle it back to its default display (i.e. from descending back to ascending sort order).

Exporting Data from the CCCApply Administrator

You can export data in three modules in the CCCApply Administrator 2.0:

• Terms
• Majors
• Supplemental Questions

The Terms and Majors modules both have Export buttons that download a .csv file of all your terms or majors when clicked.

The Supplemental Questions module includes a Download icon that effectively downloads/exports a .csv file of an individual specific supplemental question set.

Configuring Your College & District Information

Use the following steps to edit your College & District Information data settings which is used in various ways for the CCCApply, International, and CC Promise Grant applications.

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure college information from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.
3. Click the Colleges & Districts drop-down list and select either College Information or District Information to display the College Information or District Information screens.
   
   
   
   
   
   
   
   
   
4. Click Edit to display the Edit College Information dialog box (or the Edit District Information dialog box).
   
   
   
   
   
5. Make edits in the editable fields provided and click Save.  The updated information displays on the CCCApply, International, and CC Promise Grant (BOG) applications when the student completes the application.
   
   

College Information Data Table & Settings

District Information Data Table & Settings

Configuring Terms

The Terms module is where you can add, edit, archive (functions as a delete in the CCCApply Administrator 2.0), import, and export terms. This module is available only for the CCCApply and International applications. Terms have a required start and end date that determines which terms display in the Term Applying For drop-down list the CCCApply and International applications.

Adding a Term

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure terms from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.
3. Select either CCCApply or International from the Applications drop-down list.
4. Click the Terms link to display the Terms Summary table.
   
   
   
   
5. Click Add Term to display the Add Term for <Your College> dialog box where you can define the term.
   
   
   
   

6. Enter values in the fields provided to define the term. Use the table below as a guide to configuring your values.

7. Click Save to save the term, close the Add Term dialog box, and return focus to the Terms Summary table with your new term displayed.

Terms Table: Fields & Usage

Editing a Term

Use the following steps to edit a term.

1. Select the Edit icon on the row for the term that you want to edit.

This opens the Edit Term dialog box.

2.  Make your edits and click Save to close the Edit Term dialog box and return focus to the Terms Summary table with the edited term displayed.

Archiving a Term

Archiving terms in CCCApply Administrator 2.0 renders them inaccessible and should be thought of as the same as deleting them. Archive functionality will be extended to be fully functional in a future release.

Use the following steps to archive a Term.

1. Select the Archive icon on the row for the term that you want to edit. This displays the Archive Term dialog box.

1. 
   
   
   
   
2. Click Confirm to archive the term. The Archive Term confirmation dialog box closes and focus returns to the Terms Summary table where the archived term no longer displays.
   
   

Exporting Terms

Use the following steps to export all terms to a .csv file.

1. Choose either CCCApply or International from the Applications drop-down list and then click Terms to display the Terms module.
   
   
   
   
   
2. Click Export Terms to display the Export Terms dialog box:
   
   
   
   
3. Click Confirm to immediately download an export of all of your terms to a .csv file on your computer’s default download location (i.e. the Downloads folder on a Mac).

Editing the Exported Terms CSV File

The export function produces a .csv file describing the terms, and the import function requires a .csv file in exactly the same format. Unless you have experience with text editors and CSV files, the best way to edit your .csv file may be with a spreadsheet application such as Microsoft Excel or OpenOffice Calc. However, these applications may have default date settings that may apply to dates you enter, so you may have to apply the correct date format (i.e. mm/dd/yyyy hh:mm a) to any new dates and/or times. Remember to save the file in CSV format when you are finished editing it.

1. Open the downloaded terms .csv file on your computer using the application of your choice (MicroSoft Excel is recommended).

2. Edit the terms data as needed. It is assumed your intention is to add new terms and/or edit the terms displayed in order to import them for new values for either your CCCApply or International application. Use the table below as a guide.
   
   

   You cannot mix CCCApply and International application terms in one .csv file at this time.

   
   

   Terms CSV File Element	Purpose
   Header row (i.e. row 1 that reads left to right: code, description, start, etc.)	The header row is required in order for your .csv file to import correctly and the values to be stored properly by the CCCApply Administrator.
   Date format	Must be in mm/dd/yyyy format. You may need to apply non-default formatting to date fields you enter in an Excel application to ensure it matches the required format. Simple text editors will likely not apply a default date format to the .csv file, but the display may not be as organized.
   Time format	The time format must be in hh:mm a (or hh:mm p) format. I.e. 07:00 AM or 10:00 PM.

3. Once you are done adding/editing terms, save the .csv file using your software’s Save As option.
4. Edit the file name to be unique and confirm that the file extension displays as .csv.
5. Your terms .csv file is now ready to be imported.

Importing Terms

You use a .csv file to import terms into the CCCApply Administrator. The easiest way to do this is usually to export the current terms and then edit the file since a header row and some configuration details are required.

The table below details the add and update functionality for terms imports (no deleting or archiving of any terms occurs upon import).

Use the following steps to import terms.

1. Have ready an edited .csv file of terms for importing. See Editing the Exported Terms CSV File for details.
2. From the Terms Summary table, click Import Terms to display…
   
   
   
   ...the Import Terms dialog box:
   
   
   
   
3. Click Choose File to display your computer’s file navigator.
   
   
   
   
4. Navigate and select the terms .csv file you want to import. The file name for the file you selected displays next to the Choose File button.
5. Click Import to import the terms .csv file, close the Import Terms dialog box, and display the Terms Summary table where all rows are replaced/updated and the terms list refreshes to match your imported values.

Configuring Majors

The Majors module is where you can add, edit, archive (currently, “archive” functions as a delete in CCCApply Administrator 2.0), import, and export majors. The Majors module is available only for the CCCApply Standard, Noncredit, and International applications.

If you have configured categories for a major, a “+” icon displays in the Majors table. When you click the “+” icon, the major’s associated categories display in the table in the order they were created. The “+” icon toggles to display as a “-” icon that you can click to hide the category.

Adding a Major

The majors you define for the CCCApply, Noncredit application, and International applications are not the same.

For example:

• CCCApply vs. International Majors: If you choose CCCApply from the Applications drop-down list and define a major, and then select International from the Applications drop-down list, the major you just defined for the CCCApply application will not appear in the Majors table for the International application. If you want a given major to be available on both applications, you must create it separately for that application. Or, you may import the major (or list of majors) into both applications (i.e. you can create majors in one application, export those majors, and then import those majors into the other application).
• CCCApply vs. Noncredit Majors: If you choose CCCApply from the Applications drop-down list and define a major, and you want that major to also display for the Noncredit application, you will want to select Both from the Application Type drop-down list in the Major dialog box when manually creating a major. Otherwise the major defaults to Standard application display. As with the International application, you can choose to import the major (or list of majors) into both applications.

To add a major manually:

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure majors from the Select a college drop-down list. If your college is not in a multi-college district, your college displays by default.

3. Select either CCCApply or International from the Applications drop-down list.
   
   

   Majors defined in CCCApply do NOT appear for the International application. See the Important note above.

   
   

4. Click the Majors link from the modules menu bar to display the Majors table.
   
   
   
   
5. Click Add Major to display the Add Major for <Your College> dialog box where you can define the major.
   
   
   
   
6. Enter and select values in the available fields to define the major. Use the following best practices when entering/selecting values in the Add Major dialog box.
7. Click Save to display the new major in the Majors table. Your newly-created major will display in the CCCApply and/or International application environment in which you’re working (Pilot or Production) in the Intended Major or Program of Study drop-down list as long as the current date is between major’s configured Major Start Date and Major End Date. 

Editing a Major

Use the following steps to edit a major:

1. Select the Edit icon on the row for the major that you want to edit.  
   
   
   
   
   This displays the Edit Major dialog box.
   
   
2. Make your edits and click Save to close the Edit Major dialog box and return focus to the Majors table.

Archiving a Major

Archiving majors in CCCApply Administrator 2.0 renders them inaccessible and should be thought of as the same as deleting them. Archive functionality will be extended to be fully functional in a future release.

Use the following steps to archive a major:

1. Select the Archive icon on the row for the major that you want to edit.  This displays the Archive Major confirmation dialog box:
2. Click Confirm to archive the major. The Archive Major confirmation dialog box closes and focus returns to the Majors table where the archived major no longer displays.

Exporting Majors

Use the following steps to export majors to a .csv file.

1. Click the Export Majors button to display…
   
   
   
   ..the Export Majors confirmation dialog box:
   
   
   
2. Click Confirm to immediately download an export of all of your majors to a .csv file on your computer’s default download location (i.e. the Downloads folder on a Mac).

Editing the Exported Majors CSV File

The export function produces a .csv file describing the majors, and the import function requires a .csv file in exactly the same format. Unless you have experience with text editors and CSV files, the best way to edit your .csv file may be with a spreadsheet application such as Microsoft Excel or OpenOffice Calc. However, these applications may have default date settings that may apply to dates you enter, so you may have to apply the correct date format (i.e. mm/dd/yyyy) to any new dates and/or times. Remember to save the file in CSV format when you are finished editing it.

1. Open the downloaded majors .csv file on your computer using the application of your choice (Excel or another spreadsheet program is recommended).

2. Edit the majors data as needed. It is assumed your intention is to add new majors and/or edit the majors displayed in order to import them for new values for your CCCApply application(s). Use the table below as a guide.
   
   

   Note: You cannot mix CCCApply and International application majors in one .csv file at this time.

   
   

3. Once you are done adding new majors and/or editing the majors, save the file using your software’s Save As option.
4. Edit the file name to be unique and confirm that the file extension is .csv.
5. Your majors .csv file is now ready to be imported.
   

Importing Majors

You use a .csv file to import majors into the CCCApply Administrator. The easiest way to do this is usually to export the current majors and then edit the file since a header row and some configuration details are required.

The table below details the add and update functionality for majors imports (no deleting or archiving of any majors occurs upon import).

Use the following steps to import majors.

1. Using the exact format that Have ready an edited .csv file of majors for importing. See Editing the Exported Majors CSV File for details.
2. Select either CCCApply or International from the Applications drop-down list.
3. From the Majors module, click Import Majors to display… 
   
   
   
   
   ...the Import Majors dialog box.
   
   
   
   
4. Click Choose File to display your computer’s file navigator.
5. Navigate and select the majors .csv file you want to import. Ensure that, if you selected CCCApply or International in step 2 above, you select the correct application majors .csv file. After selecting your .csv file, the file name displays next to the Choose File button.
   
   
   
   
6. Click Import to import the majors .csv file. The Import Majors dialog box closes automatically, and the Majors table displays with all rows updated and and refreshed to display your edited and new major values.

How Your Majors & Programs Display in the CCCApply Applications

The new default sort order for all majors and programs of study that appear in the Intended Major or Program of Study dropdown menu in the CCCApply Standard, Noncredit, and International applications is alphabetical order of the Major Description field. Colleges can edit the Major Description of each major in the Majors module in the Administrator.

The Major Category Filter

The optional Categories field in the CCCApply Administrator’s Majors module allows colleges to group majors and programs of study into custom categories, such as meta majors. When implemented, these categories display on the CCCApply and/or International applications’ Enrollment Information tab. Students will be required to select a Major Category when completing the application. There is no limit on Major Category options you can define.

In the CCCApply and International applications, the Major Category drop-down list provides a filtering mechanism to help students select a major that meets their education goals or career interests. When major categories are implemented correctly, students will first select a category from the Major Category drop-down list and then select one of the majors or programs of study that have been aligned/configured with that category in the Intended Major or Program of Study drop-down list.

Implementing the Major Category Filter

You can implement the major categories manually or, more efficiently, by importing them. Colleges must define their list of major categories and then align those categories to each major or program of study for their college.

To get started colleges should complete the The Major Category Implementation Worksheet, which provides a comprehensive step-by-step guide for setting up the Major Category field in CCCApply.

Disabling the Major Category Filter

The Major Category filter in CCCApply and/or International can be turned off by removing all custom categories created in the CCCApply Administrator’s Major module Categories field for every major. Once all Categories values for all majors are removed the Major Category drop-down list will not display in the CCCApply and/or International application. The Intended Major or Program of Study drop-down list will revert back to displaying the full list of majors and programs in alphabetical order (by Major Description).

Configuring the English Proficiency Section

The English Proficiency module is where you configure the English proficiency section displayed on the International application for your college, indicating the proficiency types that can be selected, whether score fields display, and low/high scores required for your college.

If your college does have an English proficiency requirement you must configure the following items:

• one or more English Proficiency Type(s)
• enter English Proficiency help text in the text box above the Proficiency Types/Scores/Score Ranges section

Use the following steps to configure English Proficiency values for your college.

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure majors English Proficiency from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.
3. Select International from the Applications drop-down list.
4. Click the English Proficiency link to display the English Proficiency table.
5. Enter help text in the English proficiency help text field to provide instructions to the student that will display in the CCCApply International application. The text instructions inform the students of:
• what their specific English proficiency requirements are for your college (i.e., which tests are accepted and which tests will appear in the CCCApply International application’s Proficiency Test/Qualification  dropdown list)
• which non-test requirements are accepted (i.e. native English speaker or previous attendance at an English language school, etc.)

6.  Select a check box for one or more English Proficiency Types.

The types you select here will display in the CCCApply International application's Proficiency Test/Qualification drop-down list on the Education tab.

7. Select the Yes radio button on the same row as the selected proficiency type if you want to require students to provide the test score and completion date for those types in the CCCApply International application.

Or, select the No radio button on the same row as the selected proficiency type to allow students to select only the proficiency type without requiring them to provide a score and completion date.

8. When you select a Yes radio button to require the score field to appear if the proficiency type is selected, the Low and High score fields become enabled and allow you to enter a low and high test range for that particular test that are accepted by your college.

Configuring Application Rules

The Rules module is where you create and configure automatic actions that run when a student submits an application. You can also edit and delete rules. You can apply rules to either the CCCApply or International application (rules are not applicable for the CC Promise Grant application).

When you have an active rule in place for either of the applications, any normal application field calculations occur prior to the rule running, so that the rule can validate correctly against accurate data.

Rules Module Basics

Creating rules for the CCCApply and/or International application involves selecting application fields to be used as rule triggers; if using multiple rules, configuring the order in which each rule executes; for email rules, selecting the message that will display; and, finally, writing the rule itself and previewing it for accuracy.

Creating a rule involves:

• specifying the conditions that should cause the rule to perform an action
• specifying the action to be performed

Creating and maintaining rules and their associated messages can be rather complex; a basic proficiency in writing computer software will be very helpful, especially in a programming language similar to C or JavaScript. However, examples provided here should help you to learn how to create and use rules, as well as the handy in-app Reference tab that displays in both the Add Rule dialog box and Edit Rule dialog box.

Two types of rule actions are available:

• Email Rules
• Error Message Rules
  
  

Adding a Rule

Use the following steps to create a new rule.

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure rules from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.

3. Select either CCCApply or International from the Applications drop-down list.
   

   Rules defined in CCCApply do NOT appear for the International application. You must create separate rules for each one. Rules are not applicable for the CC Promise Grant application.

4. Click the Rules link to display the Rules table.
   
   
   
   
5. Click Add Rule to display the Add Rule dialog box for your college.
   
   
   
   
6. Enter a name for your rule in the Name field. The name must be unique among the other rules you have created.
   
   
7. Select either Active or Inactive from the Status drop-down list.
   1. Active means that it should run every time a student submits an application.
   2. Inactive means that the rule should not run.
      
      
8. Use the Executes Before drop-down menu to set the execution order for your rule relative to your other rules. If your new rule should execute after all other rules, select Executes Last.
   
   
9. Begin writing your rule In the Rule field. It is at this point that a proficiency in writing computer software will be most helpful, as rules are written in a computer programming language similar to C or JavaScript.
   
   

10.  Click Check & Preview to validate your rule for correctness and to preview it in the Preview tab.

• If there are syntax errors, they will display just below the Rule field in red-colored text allowing you to take corrective action and repeat the validation check again.
• If there are no syntax errors, the Preview displays the results of your rule. For each field your rule checks, the preview will allow you to enter test values. For each test value you enter, the preview will show the result of the rule.

Detailed descriptions and examples of the rule syntax can be found on the Reference tab next to the Preview tab in the Add Rule dialog box and Edit Rule dialog box.

Creating Email Rules Examples

Use the steps below to create a rule to send a welcome email to applicants who are active in the military.

For the example below, the CCCApply application has the following items defined:

• the field for military status is called "military_status"
• the value that indicates active status in the military is "2"

Tip: Use the CCCApply Standard Application Data Dictionary or the CCCApply International Application Data Dictionary to review the valid value for various application fields. Find them here: CCCApply Standard and CCCApply International Data Dictionaries.

The military_status field displays like this in the CCCApply application:

In this example we’ll write our rule to check the "military_status" field for a submitted application, and send the email when the field contains the value "2". For the purposes of this example, the message ID for the email is "Welcome Military" (see Prerequisite, above).

1. Enter (or copy/paste) the following rule text in the Rule field:
   
   

   if(military_status == "2")
   {
   mail("Welcome Military", "admissions@yourCollege.edu", "Welcome to College!")
   }

   Note that the keyword “mail” is followed by a parenthetical, comma-separated statement consisting of the Message ID in quotes, the “from” email value (for your college), and the email subject text.

   
   

   Note: You can either select the message ID from the Messages drop-down list to get it to display in the Rule field at the cursor, or, if you know the message ID you can simply type it.

   

2. Click Check & Preview to validate the rule and to display any parameterized fields.
3. Enter values in the fields to display a preview of the message that would be delivered.
• In the example below, the rule would do nothing if "military_status" contained a value other than "2".
• Changing the "military_status" field to a value of "2" causes the preview to change, presenting the details of the action that will be taken.
  
  
  
  
  
4. Once you’re satisfied with your rule’s preview, click Save to save the rule, close the Add Rule dialog box, and display your saved rule in the Rules table.
   
   
   
   
5. After a caching delay of 30 minutes you can then submit a test application in your Pilot environment that meets the requirements for triggering the email in order to test it and see the result.
   
   For a student who indicates active military status in their CCCApply application, this rule will send him/her an email with the subject line of "Welcome to College!" and a "from" address of "admissions@alanhancock.edu". The body of the email will be the content of the "Welcome Military" message.
   
   

Creating an Error Message Rule Example

Use the steps below to create a rule to display an error/warning message in the application reminding the student that they need to supply their SSN number in order to apply for financial aid.  

1. Enter (or copy/paste) the following rule text in the Rule field:
   

   if(ssn == null)
   {
   error("Warning: You must provide your social security number to apply for financial aid. Please confirm this is your intent.")
   }

   Note that the keyword “error” is followed by a parenthetical statement consisting of the error message text you want to display based on the “if” condition.
   
   

2. Click Check & Preview to validate the rule and to display any parameterized fields.Select the Null check box to display a preview of the error message:
   
   
   Note that the Rule Preview shows (Nothing) since the conditions for the warning message to display are not yet met (i.e. snn == null).
   
3. Select the Null check box to display a preview of the error message:
   
   
   
   
4. Once you’re satisfied with your rule’s preview, click Save to save the rule. The Add Rule dialog box automatically closes and your saved rule displays in the Rules table.
   
   
   
   
   
5. After a caching delay of 30 minutes you can then submit a test application in your Pilot environment that meets the requirements for triggering the error message in order to test it and see the result.
   
   For a student who has not provided their SSN number in their CCCApply application the following error message displays when they click Submit my Application:
   
   
   

Editing a Rule

Use the following steps to edit a rule.

1. Select the Edit icon on the row for the rule that you want to edit.  
   
   
   This displays the Edit Rule dialog box.
   
2. Make your edits and click Save to save your changes. The Edit Rule dialog box automatically closes, and focus returns to the Rules table.

Configuring Application Messages for Your Rules

The Messages module is where you create and edit the messages that can be sent by email to students and/or college staff using the Rules module. Before you create a rule for sending an email, we recommend that you first write the text for the body of the email using the Messages module.

Creating a New Message

Uset the following steps to create a message in the Messages module.

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure messages from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.
3. Select either CCCApply, International, or CC Promise Grant from the Applications drop-down list, depending on which application you want to create messaging for.
4. Click the Messages link to display the Messages Summary table.
   
   
   
   
5. Click Add Message to display the Add Message for <Your College> dialog box where you can define the message.
   
   
   

6. Enter a message name in the Message ID field. You will use this name to associate the message with its corresponding rule and it displays in the Add Rule dialog box and the Edit Rule dialog box in the Messages drop-down list.

   Note: The name must be unique among the other messages you have created. The maximum name length is 50 characters: letters, numbers, spaces, and any special symbols available on a typical computer keyboard are allowed.

7. Write your message body in the large Message Content field. The controls for this field are similar to the controls for common word processors (text formatting, images, links, etc.).

8. Use the scrollable Application Data Fields to select field names from the student application to include the student's responses in your email.
   
   When you place the cursor in the Message Content field and then click a field in the Application Data Fields list, the field name displays in the Message Content field (the email body) prefaced by a $ symbol and surrounded by curly braces ({}). This is a placeholder that indicates the position where the corresponding application input from the student will appear in the message.
   
   

   Note: If you prefer typing to clicking, you can type the placeholders manually. Use the same format, "${fieldname}", as shown in the sample message images below..

   
   To create a sample message, follow these steps:
   
   

1. In the Message ID field, type: Welcome Email
2. In the Message Content field, type: Congratulations,
3. Then, leaving a space after the comma, scroll (don’t click) through the field names in the Application Data Fields field group until you find firstname, and click it. Note that ${firstname} appears in the Message Content field where your cursor was located.  
   
   
   
4. In the Message Content field, type: ! You are now enrolled at
5. Then, leaving a space after the “at” scroll (don’t click) through the field names in the Application Data Fields field group until you find college_name and click it. Note that ${college_name} appears in the Message Content field where your cursor was located.
   
   
   
   
6. In the Message Content field, type:  “for the” without the quotes.
7. Then, leaving a space after the “ for the ” scroll (don’t click) through the field names in the Application Data Fields field group until you find term_description and click it. Note that ${term_description} appears in the Message Content field where your cursor was located.
   
   
   
8. In the Message Content field, type: term. Your completed message should now display as in the image below:
   
   
   
   With this message in place, consider an example student named Ethel who has applied to Allan Hancock College for the Fall 2018 term. A rule that uses this message will email a student named Ethel with this body text: "Congratulations, Ethel! You are now enrolled at Allan Hancock College for the Fall 2018 Term."
   
   
   
9. When you are satisfied with the contents of your email, click Save. The Messages Summary table redisplays, now including your new message.
   
   
   

Editing A Message

Use the following steps to edit a pre-existing message in the Messages module.

1. Select the Edit icon on the row for the message that you want to edit.  This displays the Edit Message dialog box:
2. Make your edits and click Save to close the Edit Message dialog box and return focus to the Messages Summary table.

Configuring Application Supplemental Questions

The Supplemental Questions module allows you to add supplemental questions, to the CCCApply and/or Noncredit applications, that display to the end user at the end of the online application. Supplemental questions are an optional configuration and not all colleges use them.

Supplemental questions are written in XML and validated with XSD. See the Working with Supplemental Questions guide for details on configuring the contents of the questions file and how they relate to your student application.

Noncredit Application Note: It is optional to implement supplemental questions for either the CCCApply Standard or Noncredit applications. However, if you decide to implement the optional Noncredit application for your college, there are certain steps that must be followed around also implementing the supplemental questions.

Use the table below to determine how best to implement Supplemental Questions vis-a-vis the CCCApply Standard application and the Noncredit application.

Importing Supplemental Questions

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to configure majors from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.

3. Select CCCApply from the Applications drop-down list.
   

   Note: Supplemental questions are only available in the CCCApply and Noncredit applications. They are not available for the International application or the CC Promise Grant application.

   
   

4. Click the Supplemental Questions link to display the Supplemental Questions Summary table.
   
   
   
5. Click Import XML to display the Import Supplemental Questions dialog box.
   
   
   
6. Click Choose File to navigate to your supplemental question XML file. The Import button becomes enabled once you have selected a file.
7. Follow the onscreen instructions and click Import to import your supplemental questions.

• A success message displays for correctly-formatted and imported XML files.
• The Supplemental Questions Summary table will redisplayed, now including an entry for your newly-imported questions. A page ID will be assigned to your uploaded file. If you later export this set of questions, this page ID will be part of the output file name.
• If your XML file is not formatted correctly (invalid), then an error message displays notifying you. You must validate your supplemental questions XML file against the cccSuppQuesTypes.xsd file here.

Updating Status And Effective Date

Use the following steps to edit a supplemental question set in order to change its effective date and/or its status.

1. Click the Edit icon on the row for the supplemental question set you want to edit.  
   
   
   
   This displays the Edit Supplemental Question dialog box.
   
   
   
2. Edit the page status (active or not active) and/or the Effective Date value. The Effective Date field value must be a future date
3. Click Save to save your changes. The Edit Supplemental Question dialog box automatically closes, and focus returns to the Supplemental Questions Summary table.

Downloading Your Supplemental Question XML Set

Use the following steps to export an XML supplemental question set. You may want to do this in order to edit the XML and then re-import it as a new/edited set of supplemental questions.

1. Select the Download icon on the row the supplemental question set you want to download (only one page can be downloaded at a time).  
   
   
   The Export Supplemental Question dialog box displays.
   
   
   
   
2. Click Confirm to export/download the XML supplemental question file to your computer’s default download location. The default name of the downloaded file incorporates the page ID and effective date, i.e. the supplemental question set with an ID of 502 and effective date of 5/9/18 has a file name of: supp-611-502-20180509.xml.
3. Use a text editor or XML editor to edit the file as needed. You can then validate the file and import it and have a new, updated supplemental question set.

Utilities: Resetting Application Downloads and Configuring the Spam Filter

The Utilities module contains:

• The application Reset Downloads feature, that lets you reset downloaded applications that were previously downloaded, and,
• The SPAM filter, that allows you to mark applications as either valid or SPAM

Spam Filter

The SPAM Filter uses machine learning to identify potentially fraudulent student applications so you can filter them out prior to downloading them to your SIS. The Download Client has been updated to only download trusted applications. Those applications identified as potentially fraudulent appear in the SPAM Filter Summary table, allowing you to confirm the application as SPAM or valid.

As you identify each application, the CCCApply Administrator machine learning algorithm incorporates your decisions to become smarter about the future applications it identifies as potential SPAM.

Use the following steps to mark identified applications as SPAM or valid.

Prerequisite: Your college must be integrated with the CCC IdP Proxy In order to use the SPAM filter.

1. Log into the CCC Administrator -> CCCApply Administrator.
2. If you are a multi-college district, select the college for which you want to check SPAM from the Select a college drop-down list. If your college is not in a multi-college district your college displays by default.
3. Select either CCCApply or International from the Applications drop-down list.

4. Click the Utilities drop-down list and select Spam Filter to display the SPAM Filter Summary table.  
   
   
   
   
   Any potentially fraudulent applications display with some details including a Confidence % value indicating the machine learning algorithm’s analysis of how likely the application is to be fraudulent.

   Note: If you have a specific application you want to mark as SPAM or validate as not SPAM, you can enter the application ID in the Find an application search field to find it. You can look up and retrieve previously-downloaded applications and mark them as valid or fraudulent.

5. Use the CCC Report Center to view any application in greater detail if you are unsure if it is valid or SPAM. See the CCC Report Center guide for details
6. Select the check box for the row of any application you want to mark as SPAM or valid to enable the Confirm Spam and Mark as Valid buttons.
   
   
   
   
7. Click the:

   1. Confirm Spam button to mark the application as SPAM. The machine learning algorithm will incorporate the application’s details to help it identify future fraudulent applications.
      

      Note: Applications cannot be deleted from the SPAM Filter Summary table

   2. Mark as Valid button to mark the application as legitimate so that it can be submitted and available for download using the Download Client. (See the CCCApply Download Client guide for details on downloading applications from the cloud to your local computer for import into your SIS).

SPAM Email Alerts

SPAM email alerts are automatically sent to the Admissions Office Email you entered in the College Information module. Two email alerts will be sent to your Admissions Office email:

• For CCCApply applications that have been marked as SPAM and are new, within 24 hours
• And for any CCCApply applications are still in a CHECKED_FRAUD status at the three-day outstanding mark

To ensure that your Admissions Office email address is valid, and update/enter in the most appropriate email address for application fraud notification. If the Admissions Office Email field has no value, then CCCApply will sends these emails to the default Admissions email address.

Resetting Your Downloaded Applications

By default, the Download Client downloads only those student applications that have not already been downloaded. When you run the Download Client, it only delivers new applications that have been submitted since the last time it was run. If for some reason the need arises to re-download applications, the Reset Downloads module allows you to reset previously-downloaded applications to enable the Download Client to deliver them.

You can identify which student applications you want to reset by entering the confirmation number for each one.

Use the following steps to reset many applications at once.

1. Log in to the CCC Report Center and run the New Applicant report.
   
   
   
   
2. Export the report to a .csv file.
   
   
3. Open the .csv file with a spreadsheet application.
   
   
   
   

4. Copy confirmation numbers from the spreadsheet and paste them into the Reset Downloads module input field. Multiple confirmation numbers can be separated by commas (i.e. 768756, 123456), spaces (i.e. 768756 123456), or by new line, i.e.: 
   768756 
   123456

   You can enter one confirmation number at a time, or you can modify the spreadsheet to bring them all together so you can copy/paste all of them at once. You will not need the Excel file after you have copied the confirmation numbers you want, so there is no need to be particularly careful with it.

   
   
   

5. Click Find Applications to display a list of the student applications associated with the app_ids.
   
   
6. Click the AppID check box to select all the applications, or manually select the check box(es) for the application you want to reset, and click Reset Applications for Download to display the Reset Downloads confirmation dialog box.
   
   
   
   
7. Click Confirm to make the application(s) available for download by the Download Client. The Reset Downloads dialog box closes automatically, and the Reset Downloads module displays with a confirmation message.
   When you next run the Download Client, these applications will be included in the download file.