CCCApply Administrator 2.0 User Guide

IMPORTANT NOTICE FOR NEW NONCREDIT APPLICATION USERS

New REQUIRED change to your existing Majors configuration IF your college plans to use the Noncredit Application path in the Standard Application.  See the “Configuring Majors” section for details.



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.


June 2019: All colleges have the option to configure the Noncredit Application. The Noncredit Application is an optionally-implemented, separate workflow within the CCCApply Standard application that allows students taking only noncredit coursework to apply to your college without having to answer residency-related questions. The only required configuration is to determine the Major/Program of Study values you want to display for the Noncredit application. See Configuring Majors for details.  

If you use the optional Supplemental Questions in your CCCApply Standard application now, you may also want to review the Configuring Application Supplement Questions section. 

September 2018: All existing CCCApply Administrator 1.0 college users will find their custom data settings and configurations have been migrated to the new CCCApply Admin 2.0 system, maintaining all existing users’ access and authorizations to administration.


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.



New Feature

What’s New?

New Custom College URLs

Getting to the new CCCApply Administrator 2.0 now requires users to sign in to the new CCC Administrator service first, using your new college-specific URL. Click here to identify your new URLs, or contact College Support Services at staffsupportccctc@openccc.zendesk.com.

Centralized User Administration

User access administration is now centralized in CCC Administrator for all configurable web applications, such as CCCApply, Canvas (the Canvas-SIS Integration), and the Data Warehouse.

  • Previous Administrator 1.0 accounts for CCCApply, International, and CC Promise Grant have been migrated to the new system you don’t have to recreate them.

Enhanced Majors Module

  • Major category filter & data field (Optional)
  • CIP Code data field (Optional)
  • Archive icon (archives the major, which is then inaccessible (essentially a delete), but is saved in the database; full archiving functionality will be made available in a future release)

New Utilities Menu

  • The new Utilities menu (drop-down list) is where you’ll find the Reset Downloads module and the new Spam Filter module.

New Spam Filter User Interface

  • The new Spam Filter user interface acts as a suspension folder for applications that have met the criteria for fraud based on machine learning algorithm. Applications that are flagged as potentially fraudulent will display in a summary table, allowing colleges to review and mark each of them to confirm if they are spam or valid applications. See the Spam Filter section for more details.




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). 

Getting to the new CCCApply Administrator 2.0 now requires all users to first sign in to the new central service, using the new college-specific URL. Click here to identify your new URLs, or contact College Support Services at staffsupportccctc@openccc.zendesk.com


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


The CCCApply Standard application and the CCCApply International application will be referred to as CCCApply and International, respectively, throughout this user guide.

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:


    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.

Global Links & Menus

Function

CCCApply link (upper left corner)

Returns focus to the CCCApply Administrator landing page

Colleges & Districts drop-down list

Displays editable college or district contact information that displays on the CCCApply application

Note: After you navigate to the College Information and/or District Information pages you will need to reselect your CCCApply/International/CC Promise Grant application from the Applications drop-down list to navigate back to it for any continued administration.

Applications drop-down list

Displays the three different applications available for configuration:

  • CCCApply
  • International
  • CC Promise Grant (BOG)

Sign Out link

Logs you out of your CCCApply Administrator session and displays the successful log out screen

Note: The CCC Administrator tab session remains open and active unless you close it. You will also remain logged into your college or district IdP session.

Select a College drop-down list

Displays the colleges available for configuration based on your credentials. The value displayed here defaults to only your college unless you are a multi-college district, in which case all of your district colleges display here for selection.


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

Application-Specific Links & Menus

Function

CCCApply link

International link

CC Promise Grant link

The link text toggles to display for the application you’ve selected from the Applications drop-down list and returns focus to the application’s home page.

Terms link

Displays all of the configured terms for the selected college and application. You can import, export, add, edit, and archive terms.

Note: It is strongly advised you take caution when editing terms in production that may have been used in submitted applications.

Available for: CCCApply and International applications

Majors link

Displays all of the configured majors for the selected college and application. You can import, export, add, edit, and archive majors.

Note: It is strongly advised you take caution when editing majors in production that may have been used in submitted applications.

Available for: CCCApply and International applications

English Proficiency

Displays the configurable English Proficiency options for your International application.

Available for: International applications only

Rules link

Displays all of the configured rules for the selected college and application. You can add, edit, and delete rules.

Available for: CCCApply, International, and CC Promise Grant applications

Messages link

Displays all of the configured messages for the selected college and application. You can add and edit messages.

Available for: CCCApply, International, and CC Promise Grant applications

Supplemental Questions link

Displays all of the configured supplemental questions for the selected college and application. You can import, edit, and download supplemental question XML content.

Available for: CCCApply and International applications

Utilities drop-down list

Displays the following configurable options:

  • Reset Downloads link (for resetting previously downloaded applications. The <status> field is reset to "I" from "D". See Data Dictionary.)

Available for: CCCApply, International, and CC Promise Grant applications

  • Spam Filter link (for processing applications that have met the criteria for fraud based on the fraudulent applications machine-learning model.)

Available for: CCCApply applications only


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.:


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).





Note: When adding a new application to either the Reset Downloads or Spam Filter modules, it is recommended you do one of the following steps to display the new application correctly upon sorting (i.e. for the newly added application to display in the first row of the table):

  • Sort the table columns prior to adding a new application, OR
  • Refresh the page before adding applications 

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.


IMPORTANT:  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

Field Label 

Required

Meaning / Usage

College Name

Yes

Not editable.  Name of the college. 

College MIS

Yes

Not editable.  Name of the college

Street Address 1

No

Recommended. College main street address. Editable field. 

Street Address 2

No

Recommended. College alternate street address. Editable field. 

City

Yes

Not editable.  City in which the main campus resides.

Postal Code

Yes

Not editable.  Postal code of the college main campus.

College URLs

No

Recommended.  College main website or admissions office URL.

Admissions Office Contact

No

Recommended.  Optional text input field.

If populated, this field is merged/used in several ways in the post-submission application process, including: 

  1. Appears to the applicant on the post-submission confirmation screen;

  2. This contact name (along with the Admissions Office Email) is merged into the "abandoned application email templates" which is sent to the applicant if an application is started but not submitted after 24 hours, and again after 7 days.

  3. This same contact name is merged into the Spam Filter Email Notifications which sends an email alert to the "Admissions Office Email" alerting the college contact that there is one or more fraudulent applications in their spam filter awaiting processing.

Admissions Office EmailNo

Recommended.  Optional text input field.

If populated, this email address is used in multiple ways in the post-submission application process, including:

  1. Appears to the applicant on the post-submission confirmation screen;
  2. This is the email address used in the "abandoned application email templates" which are sent (along with the Admissions Office Contact) if an application is started but not submitted after 24 hours, and again after 7 days.
  3. This is the email address used in the Spam Filter Email Notifications which sends an email alert the "Admissions Office Contact" that there is one or more fraudulent applications in their college-specific spam filter awaiting processing.  See "Spam Filter User Interface".
Admissions Office PhoneNo

Recommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen.

Admissions Out-Of-State PhoneNoRecommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen.
Admissions Office FaxNoRecommended. Optional text input field. If populated, this information appears to the applicant on the post-submission confirmation screen.
Academic (BOG) Year 
(Required for colleges using the CC Promise Grant Application)
Yes Required. Toggle used to indicate the college's academic year setting for financial aid.

District Information Data Table & Settings

Field Label

Required?

Meaning / Usage

District Name

Yes


District MIS Code

Yes


District Street Address 1

No


District Street Address 2

No


District City

Yes


District Postal Code

Yes


District Applications

No


IMPORTANT:  The updated information displays on the CCCApply, International, and CC Promise Grant (BOG) applications when the student completes the application.





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.

The “term start date” is used to determine the residency determination date (RDD) in the CCCApply Standard Application (only), which is the day before the first day of the term (Start Date), for each term configured by the college. The RDD is used extensively across the CCCApply application to identify data fields/questions that are used in the residency algorithm to determine the “preliminary residency status” for the student upon submission of their application. See the CCCApply Standard Application Data Dictionary, “Appendix A: Submission Calculation Logic & Residency Algorithm" for details.

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

Field Label

Required?

Meaning/Usage

Term Code

Yes

The 15-character code that identifies your college’s unique term.

The Term Code should not be edited or deleted once it is made available to students in the CCCApply Applications.

Term Start Date

Yes

The date on which the college-defined term starts (i.e., first day of classes).  Used to determine the RDD (Residency Determination Date) in the CCCApply Standard Application, which by state law is one day before the term start date. 

The term Start Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Term End Date

Yes

The date on which the college-defined term ends.

The term End Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Open Date

Yes

The date when the Term Description appears in the Term Applying For drop-down menu in on the Enrollment Information page in the CCCApply applications. This is the date a student can begin an application for this term. The current date and time must be between the Open Date and the Close Date (inclusive).

The term Open Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Close Date

Yes

The last date a student can begin or submit an application for this term. When the current date is past the Close Date value, the college-defined term no longer appears in the Term Applying For drop-down list on the Enrollment Information tab in the CCCApply application.

This is the last date that the Term Description appears in the Term Applying For drop-down menu in the CCCApply applications.

The term Close Date must be formatted as: mm/dd/yyyy hh:mm a - in the Import CSV file.

Description

Yes

The Description is an alphanumeric value that identifies the Term being applied to and is what displays in the Term Applied For drop-down list on the Enrollment Information tab in the CCCApply application for active terms (those in which the current date is between their open and close date).

This is the only descriptor that displays to the applicant in the CCCApply application that identifies the term.


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. 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.


Archiving = Deleting in Admin 2.0

Remember that archiving terms in CCCApply Administrator 2.0 renders them inaccessible and should be thought of as the same as deleting them.

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).

If you import a Terms CSV file and...

...then

no existing term(s) values were changed but new terms are added to the .csv file

the new terms are added to the CCCApply Administrator Terms Summary table and depending on the Term Open Date(s) will appear in the CCCApply application(s)

existing term(s) values were changed

the edited terms will be updated in the CCCApply Administrator Terms Summary table and depending on the Term Open Date(s) will appear in the CCCApply application(s)

existing term(s) values were changed AND new term(s) were added

the new term(s) will be added and the edited terms will be updated in the CCCApply Administrator Terms Summary table and depending on the Term Open Date(s) will appear in the CCCApply application(s)


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.


Noncredit Application Requires Major Configuration

If your college is implementing the Noncredit application for the very first time, you MUST identify which Majors/Programs of Study should appear in the Noncredit application (vs. the CCCApply Standard application) or no majors will appear for the Noncredit application. The most efficient way to do add majors fo the Noncredit application is to export majors from the CCCApply Standard application, edit that CSV files as needed for Noncredit majors, save the CSV file, and then import it.

See:



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.


Display of Major Categories

When adding a new category to a new or existing major, you must hit "Enter" after in inputting the text in the Categories text input field. Categories entered in the "Categories" input field will display in the Summary table in the order they were created. However, in CCCApply application, the categories will display in alphabetical order.


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

Field

Best Practice

Major Description

Enter your college’s description for a particular major, in 100 characters or less.

The text you enter here displays in the Intended Major or Program of Study drop-down list that appears on the Enrollment Information tab of the CCCApply or International application(s). The majors display in alphabetical order regardless of the order you add or import your majors in the CCCApply Administrator.


Major Code

Enter your college’s code for the major, up to 30 characters.

The Major Code cannot be edited once it is added or imported to the major table and saved as a record.

Major Start Date

Enter the date when this major will start being available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list.

Major End Date

Enter the date in which this major will no longer be available for selection by an applicant in either the CCCApply or International application(s)’ Intended Major or Program of Study drop-down list. For a major to appear in the application’s drop-down list, the current date must be between ‘major:date_start’ and ‘major: date_end’ (inclusive).

If you do not want to end-date your major, you must select the Major has no end date check box.

Major has no end date check box

Select this check box if the major will have no end date. When this check box is selected, the Major End Date field becomes hidden.

TOP Code

Using this field is OPTIONAL: Enter the major’s six-character Taxonomy of Programs (TOP) code from the CCCCO (Chancellor’s Office). See Understanding TOP Codes for more details.

The TOP Code is NOT a required field and is not part of the Download file.

Program Control #

Using this field is OPTIONAL: Enter the unique code for every major or program of study from the Chancellor’s office. May be used to identify CCCCO Program Control Number.

The Program Control # is NOT a required field and is not part of the Download file.

Application Type

You can select an option from the Application Type drop-down list so that the major you are configuring will display in only the Standard application, Noncredit application, or both.

Categories

Using this field is OPTIONAL: Major categories can be added, edited or removed by the college to filter or group their list of majors that appear in the CCCApply applications. Major categories are customized by each college.

The new, optional Major Categories field allows you to align as many custom categories to a single major so that students are guided systematically to their educational goals. The values you enter in the Categories field for a major display in the Major Category drop-down list in the CCCApply and/or International applications, and affect which majors display in the Intended Major or Program of Study drop-down list.

When you configure the Categories field for a major, students will be required to select a Major Category in the application.

Important: If you choose to implement major categories you must configure every major with at least one category.




The Major Category field only displays in the CCCApply and/or International application when you have configured one major with a Categories field value(s).

When you enter a value in the optional Categories field for a major you must press the Enter key in order for your entries to be accepted (and then displayed beneath the Categories field).


  • You can enter multiple category values (pressing Enter after each entry) for the major. There is no limit to the number of categories you can add here..
  • Each Categories value has a limit of 100 characters.
  • Click the “x” icon for any added category to remove it.

See The Major Category Filter for further details.

CIP Code

Using this field is OPTIONAL field.  If you choose to populate the CIP Code field, enter the Classification of Instructional Programs (CIP) code.

Award Type drop-down list

REQUIRED. Select the optional award type that the major aligns to from the Award Type drop-down list.


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.


Note: Remember that archiving majors in CCCApply Administrator 2.0 renders them inaccessible and should be thought of as the same as deleting them.



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.


CSV Column HeadingRequiredImportant Configuration Notes
Header RowYESIMPORTANT: 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.
ApplicationYES
  • The Application column identifies the CCCApply application that these majors pertain to;
  • The Application data is system-generated and should not be changed. 
  • When adding new Majors to your file, ensure the application is correct and in all caps.
  • Do not mix APPLY and INTERNATIONAL application majors in one .csv file at this time.
  • Do not remove or change this column.

The Application column value must be in ALL CAPS and be either:

  • APPLY (for CCCApply application majors), OR,
  • INTERNATIONAL (for International application majors)

You cannot mix APPLY and INTERNATIONAL application majors in one .csv file at this time.

Major CodeYES
  • The “Code” column displays the required Major Code identifier that you have listed in your existing list of majors.
  • Adds a row to the Majors database table identifying a unique Major
  • Must be formatted based on layout in the Data Dictionary
Major DescriptionYES
  • The “Description” is required
  • Can be edited/modified by an authorized college/district user
  • Must be formatted based on layout in the Data Dictionary
  • Provides a text description of the active major to the end-user
  • *This is the text that appears to the end user in the "Intended Major or Program of Study" menu in CCCApply Standard and International applications
CategoryNO
  • The “Category” column is optional.  See detailed notes about adding your custom categories to this column in the section above.
TOP CodeNO
  • The “Top Code” is an Optional field, but can be added by the college if desired.
  • Top Codes should be aligned to each individual Major
  • Does not appear to the end user
Program Control NumberNO
  • The “Program Control Number” is an optional field, but can be added by the college if desired.
  • Program Control Numbers should be aligned to each individual major
  • Does not appear to the end user
Award Type (AwardType)YES

The Award Type (AwardType) field values are slightly different in the new Admin 2.0 system.  The following notes pertain to implementing this field in the new system:

  • When importing majors using the CSV file, you MUST include a value in the awardType column on your import file. If you do not have an aligned award type for one or more majors, please enter “None". 
  • The award type values must not contain any spaces and MUST be one of the following allowed values:

    • AA_degree
    • AS_degree
    • AA_T
    • AS_T
    • Certificate
    • Other
    • None

  • The “Award Type” is an optional field, but can be added by the college, if desired.
  • Each major must have a value assigned to Award Type
  • The award type DOES NOT DISPLAY to the end user
  • Having a value in the Award Type field is required in the new system. This is a bug that we will fix in a future version.

Though the Award Type value does not display to the end-user in the CCCApply applications, and has been an optional field in the legacy Admin 1.0 system, having a value in this field/column is REQUIRED in the Admin 2.0 system. All imported majors, and majors migrated from the legacy Admin 1.0 system, must include a value in this field. If you do not have award types aligned to your majors in Admin 1.0, please ensure "None" is populated in the field in Admin 2.0. 

If you are working with your Admin 1.0 Export Majors file, you'll notice that the Award Types export a single character numerical value. This format also works as an accepted  The award type values must not contain any spaces and MUST be one of the following allowed values:

1 = AA_degree

2 = AS_degree

5 = AA_T

6 = AS_T

3 = Certificate

4 = Other

X = BA_degree

Y = BS_degree

0 = None


When importing majors using the CSV file, please include a value in the awardType column on your import file. If you do not have an aligned award type for one or more majors, please enter “None”

Application TypeNO
  • Enter "Standard" in your CSV file for the Standard application.
  • Enter "Noncredit" in your CSV file for the Noncredit application.
  • If you don't specify the awardType value then it will default to "Standard" for the CCCApply Standard application only.
  • You can leave this value blank when working in the Administrator 2.0 for the International application, when configuring majors for the International application only. REMINDER: You cannot combine the CCCStandard or Noncredit major codes in the same CSV with the International application major codes. 

CIP Code

NO
  • The “CIP Code” is an optional field, but can be added by the college, if desired.
  • Aligned to each individual major
  • Does not appear to the end user

Education Goals (eduGoals)  USER INTERFACE NOT AVAILABLE

NO

Leave this column in place and leave it empty.

VERY IMPORTANT:  Until further notice, the “EduGoal” field and filter is not available; however, the "eduGoal" column MUST NOT BE REMOVED from your Majors CSV file, and the entire column must be left BLANK in your CSV file.

NOTE: Until further notice, do not enter ANY data or values in the EduGoals column in your Majors CSV file. If any values accidentally get entered into the column, your students may not be able to select a Major in CCCApply.

Start Date

YES
  • The “Start” date is required.
  • The Start Date data in this column identifies the date when the Major starts appearing in the "Intended Major or Program of Study" menu in CCCApply applications.
  • The Start Date must be configured in the following format:  mm/dd/yyyy
  • Cannot be after the major’s End Date or the associated Term's Term End date, else error message will display;
  • Must be a valid calendar date (cannot be February 30, etc.)

When importing majors using the CSV file, the date must be formatted as follows:  mm/dd/yyyy. This is important or the file will not import correctly.)

End Date

YES
  • The “End” column identifies the major’s End Date which is the date that the major stops appearing in the "Intended Major or Program of Study" menu in CCCApply applications;
  • The End Date is required, else error message.
  • The major must be setup with one of the following settings:  
    • Major has no end date, OR
    • Major has end date
  • The End Date must be configured in the following format:  mm/dd/yyyy
  • Can be added individually by clicking on "Add Major" or "Edit Major" by an authorized user
  • Must be a valid calendar date, i.e., cannot be February 30, etc. (else error message appears)
  • Cannot be before the Major Start Date, else error message else error message will display
  • Can be added by the Import Majors process via a properly formatted .csv file with all required Majors data fields
  • If user selects "Major has no end date" THEN  the Major will ALWAYS display in the "Intended Major or Program of Study" menu in CCCApply
  • If user selects, "Major has end date" - THEN a valid end date must be provided in the CSV file , else error message should display
Create DateNO
  • VERY IMPORTANT: The “Create” column is a system generated date field that MUST remain blank when completing your CSV import file.

    Important: Leave the "created" column blank; it is a system field.

IMPORTANT:  The Education Goal Alignment filter is currently NOT FUNCTIONAL. This filter was removed from the code and has not yet been re-prioritized for release.  However, the column remains in the table for future development. This column must NOT BE REMOVED from your CSV file. It must remain EMPTY in your Import Majors CSV file.

IMPORTANT:  The “EduGoal” and the "Created" columns are not functional in the current version of the Majors module in the CCCApply Administrator.  BUT the data columns MUST remain in your IMPORT MAJORS csv file and must be left BLANK in all uploads. The Major Code value cannot be duplicated for standard and noncredit courses, even if they are the same course, they must have a unique code.



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).

If you import a majors CSV file and...

...then

no existing major(s) values were changed but new majors are added to the .csv file

the new majors are added to the CCCApply Administrator Majors table and will appear in the CCCApply application(s)/Noncredit or International applications

existing major(s) values were changed

the changed majors are updated in the CCCApply Administrator Majors table and will appear changed in the CCCApply/Noncredit or International application(s)

existing major(s) values were changed AND new major(s) were added

the new major(s) are added and the changed majors are updated in the CCCApply Administrator Majors table and will appear in the CCCApply/Noncredit or International application(s)


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.

See the Major Category Filter Implementation Worksheet for more details on using the new Major Category filter.

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.


The Major Category filter can be implemented for the CCCApply and/or the International applications, but must be configured for each application separately.

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.



International Application Only

The English Proficiency section is optional and will not automatically display in your International application unless it is properly configured. Colleges that do not have English proficiency requirement(s) can skip the English Proficiency configuration.


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.


Though there are Low/High score fields that display on the rows for Native English Speaker, Attending a Language School, Attending a U.S. College, and Other, you should not enter score values in these fields as they do not have scores associated with them.


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.


Score range and completion date values supplied by each applicant in the CCCApply International application are required fields but are not systematically validated, if enabled. Providing these values allows each college to collect that data and allows for changing scores, individual college score ranges, and the applicant to enter future completion dates.


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

Email Rules

Error Messaging Rules

A customizable email can be sent to the student and/or to a college staff member upon application submission, depending on how the student filled out the application.

Note: This requires a message be created in the Messages module.

The application can be validated for specific errors and its submission prevented along with immediate messaging indicating to the student the remedy so they can correct and re-submit the application.

Note: You do not need to create messages for rules that report an error to the user in the application. Messages for error rules are entered directly in the rule definition itself.


Adding a Rule around a Boolean Field

When adding or editing a rule that includes a boolean field, there should be no quotations around the values:  true, false or null.  This applies to ALL boolean fields.  

For example:  if (dsps == true)  OR  if (athletic_interest == false)

See the rule examples provided in the Reference tab of the Rule Preview box for more examples.

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.

Note the key words of “mail,” “staffmail,” and “error” in the table below.


Step 1: Specify the conditions that should cause the rule to perform an action

Step 2: Specify the action to be performed

Examples:


if(military_status == "2")


if(ssn == null)

Examples:

For email (students):

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

For messages to college staff, use staffmail instead of mail.

For error messages:

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

Use the Application Data Fields, a scrollable list of field names from the student application, to build the “if” part your rule.


When you click on one of these fields, it appears in the Rule field at the cursor. You can also simply type the name of the field you wish to check.


The field names are only used in the "if" part of your rule.

For email (students):

The structure of the action statement is:

{
mail(<“Message ID from the Messages drop-down list”>, <”the From email (i.e. your college)”>, <”the text you want to display in the email’s subject line”>)
}


For error messages
:

{
error(“Your warning message text that will display in the student’s application based on the conditions you specified in step 1.”)
}

Use the Messages drop-down list, which includes a list of message IDs you have defined in the Messages module, when forming a "mail" or "staffMail" rule, as it indicates the name of the message that should be sent.

Note: The Messages drop-down list is only used for email rules, not for error rules.



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.

Prerequisite: It’s assumed you already have a message created that can be used as a part of this rule. The example message used for the example rule below looks like this:




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.


Note: You do not need to create messages for rules that report an error to the user. Messages for error rules are entered directly in the rule definition itself. See the Rules module for more information.


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.

Note: You can change the Message ID, but remember that you must also update your rules to use the new ID.



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.

If you:Then:
Do not want to implement Supplemental Questions in either the CCCApply Standard OR Noncredit applications...Do nothing. Do not upload any Supplemental Questions XML files for either application.
Don't currently implement Supplemental Questions but want to do so for either the CCCApply Standard application OR the Noncredit application or both...

You will need to:

  • Create and import one XML file for each application (i.e. one XML file of Supplemental Questions for the CCCApply Standard application and one XML file of Supplemental Questions for the Noncredit application); and
  • In the XML file for the Noncredit Application's Supplemental Questions: 
    • Add the ApplicationType attribute to the SupplementalQuestions element in the XML file and set it to "Noncredit" 

  • Then import for the Supplemental Questions XML file for each application.
Already have the Supplemental Questions implemented in your CCCApply Standard application...

Those CCCApply Standard application Supplemental Questions will continue to display for your CCCApply Standard application.

If you want to also implement the Noncredit application and include Supplemental Questions for it, you will need to import a separate XML file specifically for the Noncredit application that includes the ApplicationType attribute set to "Noncredit" as mentioned above.

The easiest way to implement supplemental questions for your Noncredit application is to export your existing CCCApply Standard application Supplemental Questions XML file, edit it as you wish, add the ApplicationType attribute as mentioned above, save the file with a new name, and then import it. You will then see active Supplemental Questions for both your Standard and Noncredit applications.

Importing Supplemental Questions


Warning: Your import file must contain all of your supplemental questions, not only those you want to add. Do not import a file that contains only the questions you wish to add. This will cause all of your existing supplemental questions to be deleted. Instead, export your existing supplemental questions to a file, add your new questions to that file, and then import it.


  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.