IA Advisory Committee Meeting 08.17.15

Welcome & Roll Call

Attendance

District	Member Name		District	Member Name

District	Member Name		District	Member Name
Butte-Glenn CCD	Rachel Wood		Los Angeles CCD	Olivia Alvarado	X
Cerritos CCD	Norma Rodriguez		Miracosta CCD	Jane Sparks
Chabot-Las Positas CCD	Dolly Balangitao		Mt. San Jacinto CCD	Jackie Alvarado-Padilla
Contra Costa CCD	Gloria Zarabozo	X	Peralta CCD	Thomas Torres-Gil	X
Contra Costa CCD	Susie Hansen	X	Santa Barbara CCD	Rosemary Santillan Carola Smith (sitting in)	X
Contra Costa CCD	Diane Ahlborn	X	San Francisco CCD	Marylou Leyba
El Camino CCD	Lindsey Ludwig	X	San Mateo CCD	Diane Arguijo
Fullerton CCD	Pilar Ellis	X	San Mateo CCD	Henry Villareal	X
Grossmont-Cuyamaca	Wayne Branker		South Orange CCD	Christina Delgado	X
Grossmont-Cuyamaca	Mika Miller		South Orange CCD	Maria Lopez
Kern CCD	Michelle Pena		West Hills CCD	Daniel Tamayo
CCC Technology Center	Patty Donohue	X

Met Quorum: 8 unique districts attended this meeting.

Review Sub-Committee Objectives & Requirements

During the June 2015 meeting, the CCCApply Advisory Committee approved a request to organize a special sub-committee of current Advisory members and additional CCC administrators/staff with expertise in international student admissions, to review and pre-approve the remaining functional requirements and change requests. A group of experts dedicated to international admissions issues will greatly expedite the development and release of the application.

Objectives of the sub-committee:

Guide the development of any remaining, high-priority, functional requirements to ensure the application is complete and accurate from a state/federal legal perspective;
Manage the pre-approval process for new change requests for the international application. A committee of dedicated specialists will help expedite this process;
Provide guidance in the development of the International Application Data Dictionary, including maintaining compliance with state and federal guidelines for the admissions of international students to the California Community Colleges.

Requirements:

Advisory has approved the creation of an IA sub-committee with the following conditions:

A maximum of two (2) seats/members will be allowed from the same District;
A minimum caucus of 7 District votes (one per District) is required for all approvals:
A status report on International change requests and development will be presented at each Advisory Committee meeting;
The CCCApply Steering Committee reserves final approval on all downloadable data field/database changes or removals (or any change that may affect downloads or logic);
CCCApply Steering Committee will have final approval on all technical changes or new features to IA 1.0;
The sub-committee will meet in August 2015 to expedite the review and prioritization of the remaining, undeveloped requirements and change requests pending. To clarify, this does not guarantee that all pending change requests will be approved, nor that approved changes will be developed outside of the Annual update cycle for release in March 2016.

Development Update & Road Map Review

Development Update
Accessibility Review Update
Testing > Release to Pilot Site (October 20)
Implementation Project

Road Map:

Key Dates:

Sep 4 - Sprint 85 begins; TPG Apply Accessibility Review

Sep 25 - Sprint 86 begins; Implementation on Pilot Environment Begins

Oct 8 - Apply Sprint Demo (TBD)
Oct 9 - Advisory Sprint Preview (TBD)

Oct 16 - IA Data Dictionary released

Oct 16 - Plan A) Release to Pilot & Production; Plan B) Release to PILOT

Oct 17 - Sprint 87 begins - IA development work resumes for March 2016 Update

Feb 21 - Development ends - Prep for March Annual Update

Mar 15 - 2016-2017 CCCApply Annual Update (Apply, BOG, IA)

Road Map (Monthly)

Releases

Accessibility Review

Development

Implementation

New Lane

Pilot Release

IA Production Release

TPG Review

Bugs & 508 Requirements

Remaining IA Requirements

IA Project: Set Up Downloads

A timeline chart showing stages of the release.

Pilot Release runs from August 2015 to October 16, 2015.

TPG Review for accessibility runs from August 2015 to Sep 25, 2015

Development Bugs and 508 requirements runs from August 2015 to September 25, 2015. Remaining IA Requirements runs from October 16, 2015 to Feb 16, 2016

For the implementation phase, IA Project: Set Up Downloads runs from October 15, 2015 to March 2016.

Development Sprint Map

Breakdown of development work by sprint. Development work is completed in three week "sprints".

Pre-release development schedule: During the pre-release development process, all development will be reviewed internally.
Post-release development schedule: At the end of each post-release development sprint, the work will be reviewed and approved by stakeholders ( Steering Committee & sub-committee, eventually stakeholders will be all colleges using the International Application.)

Sprints & Releases

Accessibility

IA Development

Sprint 84

Sprint 85

Sprint 86

TPG Accessibility Review: International

TPG Review APPLY & ACCOUNT

Unicon: Bugs & 508 Issues

Steering: Supplemental Questions & Rules

CCCTC: Reports & Other Administrator Changes

Timeline showing Sprint 84 from August 2015 to September 4, 2015; Sprint 85 from September 4 2015 to Sept 25, 2015; Sprint 85 from September 24, 2015 to October 16, 2015.

Accessibility review runs from August 2015 to mid September 2015 for Apply and Account, with International running from Sept 4, 2015 to early October 2015.

IA development runs from August 31, 2015 to September 25, 2015 for Supplemental Questions and Rules, and for Reports and Other Administrator Changes.

Bugs and 508 issues runs from September 4, 2015 to October 12, 2015.

Sprint 84

Finish Apply & Account Accessibility requirements;
Start TPG accessibility review ASAP

Sprint 85

Begin testing Apply & Account Accessibility requirements
Begin IA
Best case scenario: Finish Apply & Account TPG accessibility Review; begin IA TPG review

Sprint 86

Testing Sprint
Worst case: TPG IA accessibility Review

High Priority Issues

SSN Re-design
1. Approved by the CCCApply Steering Committee
  1. New conditional checkbox question and downloadable data field (ssn_exception) to identify if the student who selects "ssn_no" is an international student or not.
  2. If student selects "True - I am an international student and I do not have a Social Security Number or Taxpayer Identification Number." then the "SSN Encouragement" checkbox does not appear to students.
2. Currently at top of the back-log for development.
  1. Dependent on TPG accessibility review completion
  2. Dependent on bugs completion
Hover Help Issues - Onscreen Text / Label Revisions
1. A consequence of the State 508 auditor's initial review was learning that Hover Help is not accessible. All English hover help is being removed from the standard/domestic application, and will be removed from the International app.
  1. Spanish hover help will not be developed for the international application
2. Opportunity to revise onscreen labels, question/prompt text, and additional display text.
Phone Number Formats
Gender & Race/Ethnicity Requirements
Visa

Supplemental Questions, Rules & Flags

Work-around Solution to Undeveloped Requirements

Call for sub-group to work on supplemental questions
Call for sub-group to work on Rules examples

Data Dictionary & Form Specification

Action Item: Need Revision Review

CONFIDENTIAL (CCCApply Advisory Committee ONLY)

This document is In-Progress. This is not the final document; however, see the Change Log to see all changes made since the April 2015 International Application demo.

Schedule Next Meeting - October 2, 11:00 AM

Application Review
Change Requests Pending:

Action Items:

Set up access to the application for Advisory members
Set up user accounts for each on Pilot
Ensure there are a few test Terms and Majors open for test applications
Send Olivia (everyone) the data fields and instructions on starting their data field mapping to SIS project.
Set up demo for those Advisory members who haven't used the Administrator before - set up English Proficiency
Write up all development changes made since the April 2015 International Demo
Write up all pending change requests for prioritization
Write up general requirements for review (phone number formats, etc.)
Share a copy of the International App Data Dictionary to Advisory.
NEW change request - Remove the Race/Ethnicity questions from the IA application. Gloria said she would take the lead and find out who mandates this field for International population. Take back to Advisory committee for approval.