CCCApply Noncredit Application - UAT Implementation Checklist

Last update: January 2022


Overview

This implementation guide is intended to provide college IT staff and other key stakeholders with a checklist of set up requirements and optional tasks, admin configuration options, and other notes to support a successful CCCApply Noncredit Application implementation for your college in both the CCCApply Pilot and Production environments.



REQUIREMENTS

  • College must be live on the CCCApply Standard Application (end-to-end implementation)

  • College must direct users to their custom Noncredit Application URL to access the "residency determination exempt" noncredit application

  • College must reconfigure their existing "Majors" - currently set up for their Standard Application - in order to use the Noncredit Application (see below)



CONSIDERATIONS

College should be aware that…

  • the Noncredit Application is a modified version of the Standard Application and uses most of the same admin configuration, data delivery methods, and reports

  • they will use the same data delivery process for the Noncredit Application as they currently use for the Standard Application

  • they must configure and import a separate set of Supplemental Questions for the Standard and Noncredit Application if they wish to display supplemental questions in the Noncredit application

  • there are hidden questions (and pages) in the Noncredit Application

  • there were changes made to the residency process, the new values added to the "Residency Status" and area calculations for Noncredit Application

  • a student should only submit a Noncredit Application if they are enrolling exclusively in noncredit courses; otherwise they should submit a Standard application

  • the "High School Transcript Information" - the self-reported multiple measures questions on the Education page, do NOT appear in the Noncredit Application

  • the Social Security Number question is no longer collected in the Noncredit Application (as of SSS release v.1.0)


College/Business Operations Tasks


Tasks for College IT & Admissions Staff

The following requirements are provided to help prepare your college to implement the Noncredit Application for student use. The tables are organized in the order they should be completed:

 

Setting Up the Noncredit Application in the Pilot Environment

Before using the Noncredit Application in Production with students, your college must have the CCCApply Standard Application configured in both the Pilot and Production environments. The complete end-to-end implementation of the CCCApply Standard Application includes college configuration within the CCCApply Administrator and a functional data delivery process setup via the CCCApply Download Client or SuperGlue for Apply.

For information and documentation on the complete implementation of the CCCApply Standard application, visit the Implementation Documentation Home page on the CCCApply Public Documentation space.

 

Getting to the Noncredit Application and Admin Tools

Area

How the Noncredit App should be set up in the Pilot environment for testing

How the Noncredit App should be set up in the Production environment for students

Area

How the Noncredit App should be set up in the Pilot environment for testing

How the Noncredit App should be set up in the Production environment for students

Getting to the Noncredit Applications

  • Noncredit Application URL

(Customized for each college MisCode)

Use the PILOT version URL.

https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true

Colleges must use the PRODUCTION Noncredit URL.  This is the URL that should be made available to students (end-users).

https://www.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true

  • OpenCCC User Account

College authorized admins must use their OpenCCC PILOT Account to test / access their branded Noncredit Application.

College authorized admins must use their OpenCCC PRODUCTION Account to test / access their branded Noncredit Application.

Getting to the CCCApply Administrator 2.0

  • URL

(Customized for each college/district)

Find your PILOT CCCApply Administrator 2.0 URL here

Find your PRODUCTION CCCApply Administrator 2.0 URL here

  • Authorized Admin User Account

College authorized admins must use their existing CCCApply Administrator 2.0 PILOT user accounts to configure their branded Noncredit Application. 

To identify your college authorized Administrator user account, please contact your college IT or Admissions Office director.

College authorized admins must use their existing CCCApply Administrator 2.0 PRODUCTION user accounts to configure their branded Noncredit Application. 

To identify your college authorized Administrator user account, please contact your college IT or Admissions Office director.

Getting to the CCCApply Report Center

  • URL

(Customized for each college/district)

Find your CCCApply Report Center PILOT URL here

Find your CCCApply Report Center PRODUCTION URL here

  • Authorized Admin User Account

College authorized admins must use their existing CCCApply Report Center PILOT user accounts to configure their branded Noncredit Application. 

To identify your college authorized Report Center user account, please contact your college IT or Admissions Office director (or contact the CCC Tech Center Enabling Services team: crms@ccctechcenter.org )

College authorized admins must use their existing CCCApply Report Center PRODUCTION user accounts to configure their branded Noncredit Application. 

To identify your college authorized Report Center user account, please contact your college IT or Admissions Office director (or contact the CCC Tech Center Enabling Services team: crms@ccctechcenter.org )



Setting Up Admin Configuration for the Noncredit Application 

IMPORTANT

The CCCApply Noncredit Application IS a modified version of the Standard Application.  Therefore all admin configuration specific to the Noncredit Application is configured through the CCCApply (Standard) application in the CCCApply Administrator.

 

Implementation (Set Up) Requirements 

*NOTE: Features and functional elements currently part of the Standard and Noncredit applications, may need to change in the future based on testing, use, and legislation. For the initial release (v.1.0) these implementation steps are the necessary requirements for colleges using the Noncredit application. If changes are identified, the college pilot project will determine the need and set the expectation for future enhancements.

MODULE

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

MODULE

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

TERMS

Ensure that Terms are set up correctly and open for your noncredit application.

Colleges must set up Terms in the CCCApply Administrator for the Standard Application. 

The SAME Terms will be used for the Noncredit Application in version 1.0*.

Yes.  Terms are set up in BOTH environments by the college. The same Terms will be used for Standard and Noncredit, in the pilot and production environments.

MAJORS

Ensure that Majors/Programs of Study are set up for your Noncredit Application and that each individual item is tagged correctly with an "Application Type" in the "Majors" module in the Administrator

Colleges must set up "Intended Majors / Programs of Study" in the CCCApply Administrator for the Standard Application.

REQUIRED TASK: In order for colleges to implement the Noncredit Application, they must reconfigure their existing Majors file in the Majors module in the CCCApply Administrator 2.0. 

For more information, see New "Application Type" Menu Added to the Majors Table in the Administrator for Noncredit Application

See the CCCApply Administrator 2.0 User Guide for instructions and guidance.

REQUIRED TASK: In order for colleges to implement the Noncredit Application, they must reconfigure their existing Majors file in the Majors module in the CCCApply Administrator 2.0. 

For more information, see New "Application Type" Menu Added to the Majors Table in the Administrator for Noncredit Application

See the CCCApply Administrator 2.0 User Guide for instructions and guidance.


REQUIRED TASK:  In order for your college to use the Noncredit Application, your current configuration of Majors/Programs of Study must be reconfigured with the new "Application Type" flag in the CCCApply Administrator, otherwise no majors or programs will appear to the end user and students will not be able to submit their Noncredit application.

MAJOR
CATEGORY

Major Categories

The "Major Category" filter is ONLY available in the Standard Application.  

The Major Category feature is NOT available in the Noncredit Application.

The Major Category feature is NOT available in the Noncredit Application.

RULES

Rules

Rules are optional. Rules are created and set up by colleges in the CCCApply Administrator. 

Rules can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). 

See the CCCApply Administrator 2.0 User Guide for instructions and guidance.

Rules can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments).

See the CCCApply Administrator 2.0 User Guide for instructions and guidance.

MESSAGES

Messages

Messages are used with the optional Email Rules configured by colleges in the CCCApply Administrator. 

Messages are configured for use in Email Rules for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments). 

See the CCCApply Administrator 2.0 User Guide for instructions and guidance.

Messages can be configured for the Noncredit Application in the CCCApply Administrator (in the Pilot and Production environments).

See the CCCApply Administrator 2.0 User Guide for instructions and guidance.

SUPPLEMENTAL QUESTIONS

Supplemental Questions

Supplemental Questions are optional - the college decides if they want to ask additional questions to their end users.  These questions are displayed IF the college uploads a custom-configured XML file in the CCCApply Administrator. 

Supplemental Questions are available for the Standard, Noncredit, and International Applications.

Supplemental Questions can be displayed in the Noncredit Application through a unique XML file that is configured to display in the Noncredit Application.  

For more information on implementing supplemental questions in the Noncredit Application, see: New "Application Type" Menu Added to the Supplemental Questions Module in the Administrator

See the CCCApply Working with Supplemental Questions User Guide for instructions and guidance.

Supplemental Questions can be displayed in the Noncredit Application through a unique XML file that is configured to display in the Noncredit Application.  

For more information on implementing supplemental questions in the Noncredit Application, see: New "Application Type" Menu Added to the Supplemental Questions Module in the Administrator

See the CCCApply Working with Supplemental Questions User Guide for instructions and guidance.

RESET 
DOWNLOADS

Reset Downloads

The Reset Downloads utility module in the CCCApply Administrator allows colleges to reset individual or multiple downloaded applications to be re-downloaded. Each CCCApply application has a "Reset Downloads" module in the Administrator.

The SAME Reset Downloads module used for the CCCApply Standard Application, will be used for the Noncredit Application in the Pilot Administrator.  

If a college needs to reset a submitted Noncredit Application application that was previously downloaded through their Standard Application downloads, they will enter the "Noncredit Application Confirmation number" into the Standard "Reset Downloads" module in the CCCApply Administrator.

College admin users should NOT add the NC- prefix when resetting Noncredit Applications for download. That would cause them errors. 

The SAME Reset Downloads module used for the CCCApply Standard Application, will be used for the Noncredit Application in the Production Administrator.  

If a college needs to reset a submitted Noncredit Application application that was previously downloaded through their Standard Application downloads, they will enter the "Noncredit Application Confirmation number" into the Standard "Reset Downloads" module in the CCCApply Administrator.

College admin users should NOT add the NC- prefix when resetting Noncredit Applications for download. That would cause them errors. 

SPAM FILTER
WEB SERVICE

Spam Filter

The Spam Filter web service was implemented and deployed on the CCCApply Standard post-submission service, which means every Standard Application - which includes every Noncredit Application - is subject to the fraud detection model and prediction service. If a Noncredit Application is suspected of fraud based on the model, it will be CHECKED_FRAUD and suspended in the Spam filter for the college to process.

To process spam applications suspended in the spam filter, a college staff user, authorized to access the Administrator, should review the application and confirm whether it is fraud (Confirm Spam) or if it has been suspended in error and needs to be released back to the Download Client for download. 

There is no "set up" to implement the Spam Filter web service; however, all colleges must manage their Spam Filter suspension folder (similar to a spam filter for your email account) which resides in the CCCApply Administrator.  Click on the "Utilities" module to find your Spam Filter suspension folder interface. 

For information on how to process an application that is routed to the Spam Filter suspension folder, see the "CCCApply Administrator 2.0 User Guide" or other articles posted here: Administrator 2.0 Implementation Home



COLLEGE &
DISTRICT INFO

College & District Information







DOCUMENTATION

Documentation:  

CCCApply Administrator 2.0 User Guide

CCCApply Administrator 2.0 User Guide





REMINDER:  Please visit the CCCApply Administrator 2.0 Implementation Home space to find a wealth of support, training, and implementation articles and user guides specifically for colleges using CCCApply and the CCCApply Administrator.  





Configuring Downloads for Noncredit Application Data

#

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

#

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

1

Format Definition Download XML 

The download files used in for the Noncredit Application are the same files used in your Standard application.  

The Standard Application Format Definition XML file is used to define the data fields and formats that are to be downloaded. When new fields are added, or existing fields are changed, the latest version of the Download Client Jar file is run to ensure the download file is current (see below).

Since the Noncredit Application is simply a modified version of the Standard Application, the same Pilot environment version of the Format Definition XML file is used to download new or changed fields. To download the new <non_credit> and <integrity_fg_81> fields, run the 6.5.0 version of the Jar file (see below).

Since the Noncredit Application is simply a modified version of the Standard Application, the same Production environment version of the Format Definition XML file is used to download new or changed fields. To download the new <non_credit> and <integrity_fg_81> fields, run the 6.5.0 version of the Jar file (see below).

2

Add Optional Noncredit Data Fields to Existing Standard Download Files

Add the new Noncredit Application fields to your existing Standard application download files (Format Definition XML) and use the same Job XML file to run the job. (See New & Changed Data Fields below)

Add the new fields to your existing CCCApply Standard Format Definition XML file, run the new Jar file, and use your existing Job XML file to begin downloading the new data fields and changed values. 

Add the new fields to your existing CCCApply Standard Format Definition XML file, run the new Jar file, and use your existing Job XML file to begin downloading the new data fields and changed values. 

Add the new fields to your existing CCCApply Standard Format Definition XML file, run the new Jar file, and use your existing Job XML file to begin downloading the new data fields and changed values. 

3

Run the Latest Download Client Jar File

After adding the new fields to your Format Definition XML file(s), run the new 6.4.0 or 6.5.0 Download Jar files to begin downloading the new and changed data fields for the Noncredit application.

Update your existing Download Client Jar file transfer-client.V6.5.jar >

Update your existing Download Client Jar file transfer-client.V6.5.jar >

The SAME JAR FILE IS UPDATED FOR PRODUCTION Update your existing Download Client Jar file transfer-client.V6.5.jar >



The following data fields have been added or changed in the CCCApply applications. For updated data specification documents, please see the CCCApply Data Dictionaries and User Guides space.

Update Your Download XML Files: In order to download new or revised data fields, they must first be added or updated in the CCCApply Format Definitions XML file(s) and the download client jar file must also be updated with the latest version = transfer-client.V6.5.jar >  For more information, please see the CCCApply Download Client User Guide >  User Guides

New & Changed Data Fields

The table below provides an overview of the new or changed data fields in CCCApply Standard, and "Glue for Apply".
See these data specification changes in the CCCApply Standard Application Data Dictionary V.2019.1 in the Data Dictionaries space.



Description

Data Element

Type

Value / Response Options

Format / Length

Allows Null

Required

Notes

Description

Data Element

Type

Value / Response Options

Format / Length

Allows Null

Required

Notes

Noncredit Status

<non_credit>

New Field

1 = True

0 = False

Boolean, 1

Yes

No

Optional; Value set to "True" if applicant applies using the new Noncredit Application URL; otherwise it is "False"

Confirmation Number

<confirmation>

Changed Value

IF non_credit=True then
<confirmation> has prefix = "NC-"

String

No

System

IF an application is submitted using the Noncredit URL then the value for <confirmation> = "NC-"

Integrity Flag 81

<integrity_fg_81>

New Field

1 = True

Null

Boolean, 1

Yes

No

Flag triggered if applicant applies with the new Noncredit Application URL; otherwise it is blank.

NOTE - this is consistent with how we have all the other integrity flags structured. 

Residency Status

<res_status>

New Value

New NC default value = N

1 = resident
2 = possible resident
3 = non-resident
N = non-credit / exempt

bpchar, 1

No



Residency status is calculated at submission for Standard Application only. 
For the new Noncredit Application path (in the Standard Application) if applicant applies using the new Noncredit URL then:
<non_credit> status is set =True   and
<res_status> status is set ="N"

Residency Area A

<res_area_a>

New Value

New NC default value = 9

Boolean, 1

No



Residency area status defaults to "9" when (non_credit =True)

Residency Area B

<res_area_b>

New Value

New NC default value = 9

Boolean, 1

No



Residency area status defaults to "9" when (non_credit =True)

Residency Area C

<res_area_c>

New Value

New NC default value = 9

Boolean, 1

No



Residency area status defaults to "9" when (non_credit =True)

Residency Area D

<res_area_d>

New Value

New NC default value = 9

Boolean, 1

No



Residency area status defaults to "9" when (non_credit =True)

Declared Residency Outside California for Taxes

<ca_outside_tax>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

No

IF the question is displayed:

  • IF checkbox is NOT empty, value = True

  • IF checkbox IS EMPTY, then value = False

IF question is hidden:

  • Set value = Null

NOTE: IF hidden, such as in the Noncredit application, then default to NULL

For a standard application, it will default to False, unless the user checks the checkbox.

Declared Residency at a College Outside California

<ca_outside_college>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

No

Same as Above.

Registered to Vote Outside California

<ca_outside_voted>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

No

Same as Above.

Lawsuit Filed Outside California

<ca_outside_lawsuit>

Default values = False / Null 

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

No

Same as Above.

Public School Employee

<ca_school_employee>

Default value = Null

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

Required response If appears onscreen



State College Employee

<ca_college_employee>

Default value = Null



Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

Required response If appears onscreen



Seasonal Agricultural Worker

<ca_seasonal_ag>

Default value = Null

Values = True / False / Null

1 = True

0 = False

Null

Boolean, 1

Yes

Required response If appears onscreen



Citizenship Status

<citizenship>

New Value

Default to value = X when (non_credit = True)

character(1)

No

Required to have non-null value in DB.

In the new Noncredit Application workflow, the Citizenship status question is hidden; value stored = "X"

Military Status

<military_status>

New Value

New NC default value = X

Default to value = X when (non_credit = True)

character(1)

No

Required to have non-null value in DB.

In the new Noncredit Application workflow, the Military status question is hidden; value stored = "X"

Comfortable with English

comfortable_english

Allow Null 

NC default value = null

Boolean, 1

Yes

No

In the new Noncredit Application workflow this question is hidden; value stored = Null

Financial Assistance

financial_assistance

Allow Null

NC default value = null

Boolean, 1

Yes

No

In the new Noncredit Application workflow this question is hidden; value stored = Null

TANF-SSI-GA

tanf_ssi_ga

Allow Null

NC default value = null

Boolean, 1

Yes

No

In the new Noncredit Application workflow this question is hidden; value stored = Null

Athletic Interest: Intramural

athletic_intramural

Allow Null

NC default value = null

Boolean, 1

Yes

Required response If appears onscreen

In the new Noncredit Application workflow this question is hidden; value stored = Null

Athletic Interest: Intercollegiate

athletic_intercollegiate

Allow Null

NC default value = null

Boolean, 1

Yes

Required response If appears onscreen

In the new Noncredit Application workflow this question is hidden; value stored = Null

Athletic Interest: No

athletic_not_interested

Allow Null

NC default value = null

Boolean, 1

Yes

Required response If appears onscreen

In the new Noncredit Application workflow this question is hidden; value stored = Null



Running Reports: Identifying Noncredit Application Data in the Report Center

For more information, see the CCCApply Report Center User Guide.

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

Noncredit Applications will immediately download to the CCCApply Report Center - just like Standard applications.  







Noncredit 







Understanding the Noncredit Application User Experience

For more information, see Changes to the User Interface from the Release 6.5.0 Notes Summary documentation.

#

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?

#

Areas - Tasks

How it's set up now in the Pilot & Production Standard Applications 

How it should be set up for the Pilot Noncredit Application

Is the same setup required for the Noncredit Production application?



  • OpenCCC Account / Sign-In

All users must have a Pilot OpenCCC Account and must sign in

All users must have an OpenCCC Account and must sign in

Everything is the same for the Production version.



  • Account Recovery

The Account Recovery is a process in the OpenCCC system.

https://pilot.openccc.net/cccacct-proxy/recoverAccount?

https://www.openccc.net/cccacct-proxy/recoverAccount?

NOTE: There are separate recovery processes for Pilot and Production. See the "pilot" environment denoted in the URL above.

The OpenCCC Account Recovery process is the same for all CCCApply applications, including the Noncredit application path in the Standard Application.

https://pilot.openccc.net/cccacct-proxy/recoverAccount?

The Production OpenCCC Account Recovery process is the same for all CCCApply applications, too.

https://www.openccc.net/cccacct-proxy/recoverAccount?





The key points to remember across the entire implementation process is - there are two separate environments.  The "Pilot" environment, or also known as the Pilot Site, is the testing (sandbox) environment for your college. Full setup is recommended in the Pilot environment for testing full end-to-end processes, prior to setting up and going live with your Production Noncredit Application.





  • Password Reset

See Account Recovery above.

The Pilot Password Reset process is in the Account Recovery process

https://pilot.openccc.net/cccacct-proxy/recoverAccount?

The Production Password Reset process is in the Account Recovery process.  

https://www.openccc.net/cccacct-proxy/recoverAccount?



  • Edit Account

Edit Account is the name of a module within the CCCApply 







  • My Applications

Each student has a "My Applications" page for each of the three different CCCApply applications (if applicable to them) that stores all of their current (in-progress) and previously submitted CCCApply applications history.  Most students are familiar with their "My Applications" page for their Standard Applications (and possibly their BOG/Promise Grant Applications) - which they see each time they start a new (second) Application to CCCApply.



Note: Although the Noncredit Application path technically has a different URL than the Standard Application - nearly every other aspect of the Noncredit application processes will be the same as the Standard application processes. This is very important. This includes all pre- and post-application processes, such as:

  • Creating a new OpenCCC Account for the first time

  • Signing in to OpenCCC to start or resume an application from the My Applications page

  • Recovering an account or password

See NOTE in the adjacent cell.  

All production Noncredit applications are bundled in with your production Standard Applications. Noncredit will share the same production "My Application" page with Standard Application "My Applications" for Pilot and Production.





My Applications Page

Noncredit applications (submitted and in-progress) are bundled in with your Standard Applications in the My Applications page. Noncredit will share the same "My Application" page with Standard Application (for Pilot and Production environments).





  • Submitted Applications

Submitted Standard Applications 

appear in a table on the "My Applications" page - below the "In-Progress Applications" table on the same page. These tables appear when a student submits a Standard Application to one or more CCC colleges.

Submitted Noncredit Applications

are bundled in with, and stored in, your Submitted Applications in your Standard My Applications page. 

Reminder - Pilot environment vs. Production.

Same description, but in the Production environment.



  • In-Progress Applications

See above row referring to "My Applications".  

In-Progress Standard Applications

appear in a table on the "My Applications" page - above the "Submitted Applications" table on the same page. These tables appear when a student signs in to CCCApply to manage their applications.

In-progress Noncredit Applications

are bundled in with, and stored in, your In-Progress Standard Applications in your Standard My Applications page. 

Reminder - Pilot environment vs. Production.

Same process, but in the Production environment.



  • Confirmation Numbers

Confirmation numbers for all CCCApply applications, including the Standard Application, are assigned to each application that is "Saved" or when the application is submitted. 

Confirmation numbers will appear in the In-Progress or Submitted Application tables in your "My Applications" page. 

Confirmation number is a CCCApply data field =<confirmation> and can be downloaded by colleges and used in reports in the Report Center. Colleges can find more information about this data field in the Standard Application Data Dictionary 

Confirmation numbers for Noncredit Applications will have a prefix "NC-" added to the beginning of the number. 

Example:

NC-123456

Same.





  • Submitted Applications PDF

A PDF copy of each Standard Application submitted is available to download by the applicant from their Standard Application "My Applications" page. 

This feature is available for all CCCApply applications (BOG/Promise Grant and International Apps) in the pilot and production environments.

A PDF copy of each Noncredit Application submitted in the pilot environment is available to download by the applicant from their Standard Application "My Applications" page. 

This feature is available for all CCCApply applications in the pilot and production environments.

A PDF copy of each Noncredit Application submitted in the production environment is available to download by the applicant from their Standard Application "My Applications" page. 



  • Auto-Direct to Enrollment Page

First-time applicants - regardless of the application or the environment - must first create an OpenCCC Account before applying to a California Community College.

To simplify the student's first-time experience, immediately following Account creation the applicant is auto-directed to the first page of the Application.

Auto-direct works the same way for first-time Noncredit applicants in Pilot.

Auto-direct works the same way for first-time Noncredit applicants in Production.





Auto-Direct to the Enrollment Page
Auto-direct to the first page of the application (Enrollment page) is only available for first-time applicants. If the user has already created an OpenCCC account, they must first "sign in" to OpenCCC - which will direct the user to their My Applications page before they can start a new application or resume an in-progress application.





  • Transitioning from Noncredit to Credit

Existing law requires each student to be classified as a resident or nonresident at a California community college.

The CCCApply Standard Application includes a comprehensive algorithm that calculates a preliminary residency determination status upon submission. The residency status <res_status> only exists in the Standard Application.

Per the new changes to existing residency regulations outlined in AB 3101, students enrolling exclusively in noncredit courses are exempt from mandatory residency classification. However, if the applicant ends up taking one or more credit courses, they must adhere to the residency determination process. CCCApply recommends that the college direct the student to submit a Standard Application in order to comply with the law.







Transitioning from Noncredit to Credit Status: This policy/process is being reviewed by the College Noncredit Pilot team and will be confirmed by the Chancellor's Office. The official proposed workflow will be presented. Colleges have the right to manage this procedure according to their district policies.





Application Workflow

The current Standard Application workflow

The Pilot Noncredit Application workflow

The Production Noncredit App workflow



  • Enrollment Page

The enrollment page includes the following questions and validation logic:

  • Term Applying For

  • Education Goal

  • Major Category (Optional)

  • Intended Major / Program of Study

The enrollment page includes the following questions and validation logic:

  • Term Applying For

  • Education Goal

  • Major Category (Optional)

  • Intended Major / Program of Study

The enrollment page includes the following questions and validation logic:

  • Term Applying For

  • Education Goal

  • Major Category (Optional)

  • Intended Major / Program of Study



  • Account Information/Mailing 

Questions on the Account Information / Mailing page:

  • OpenCCC Account Information <Edit Your Account>

  • Parent/Guardian Information (Minors only)

  • Current Mailing Address

Questions on the Account Information / Mailing page:

  • OpenCCC Account Information <Edit Your Account>

  • Parent/Guardian Information (Minors only)

  • Current Mailing Address

Questions on the Account Information / Mailing page:

  • OpenCCC Account Information <Edit Your Account>

  • Parent/Guardian Information (Minors only)

  • Current Mailing Address



  • Education Page

Questions that appear on the Education page:

  • College Enrollment Level

  • High School Education Level

    • High School Completion Date

    • Attended High School in California

    • Graduated from California High School

  • Last High School Attended

    • High School Country

    • High School State

    • High School Name

High School Transcript Info (Multiple Measures)

  • Completed 11th Grade

  • Grade Point Average

  • Highest English Course Completed

    • Highest English Course Grade

  • Highest Math Course Taken

    • Highest Math Course Taken Grade

Colleges/Universities Attended

  • College Education Level

    • College Completion Date

  • Colleges/Universities Attended

    • College(1-5): Country

    • College State

    • College Name

    • College Attendance From

    • College Attendance To

    • Degree Type

    • Degree Date

    • College Expelled?

Questions that appear on the Education page:

  • College Enrollment Level

  • High School Education Level

    • High School Completion Date

    • Attended High School in California

    • Graduated from California High School

  • Last High School Attended

    • High School Country

    • High School State

    • High School Name

Colleges/Universities Attended

  • College Education Level

    • College Completion Date

  • Colleges/Universities Attended

    • College(1-5): Country

    • College State

    • College Name

    • College Attendance From

    • College Attendance To

    • Degree Type

    • Degree Date

    • College Expelled?

Questions that appear on the Education page:

  • College Enrollment Level

  • High School Education Level

    • High School Completion Date

    • Attended High School in California

    • Graduated from California High School

  • Last High School Attended

    • High School Country

    • High School State

    • High School Name

Colleges/Universities Attended

  • College Education Level

    • College Completion Date

  • Colleges/Universities Attended

    • College(1-5): Country

    • College State

    • College Name

    • College Attendance From

    • College Attendance To

    • Degree Type

    • Degree Date

    • College Expelled?



  • Citizenship Military Page

Questions that appear on the Citizenship & Military Page

  • Citizenship Status

    • Alien Registration Number

    • Visa Type

      • Alien/Visa Issue Date

      • Alien/Visa Expiration Date

Military Status

  • Military Status

    • Discharge Type

    • Discharge Date

None

None



  • Residency Page

Questions on the Residency Page

  • California Resident

    • Date Stay Began

    • Not Yet Arrived

  • Out-of-State Activities

    • Last Year OOS

  • Special Residency Questions

    • Public School Employee

    • College / University Employee

    • Seasonal Agricultural Worker

    • Homeless Youth

    • Foster Youth

      • When did you exit foster care

None

None





Important - Foster Youth Status is not determined in the Noncredit Application due to the omission of the Residency page for all applicants. This is also true for collecting Homeless Youth status.





  • Needs & Interests Page

Questions on the Needs & Interests Page

  • Comfortable with English?

  • Financial Assistance

  • Athletic Interest

  • Special Programs & Services

Questions on the Needs & Interests Page

  • Special Programs & Services

Questions on the Needs & Interests Page

  • Special Programs & Services



  • Demographic Information Page

Questions on the Demographic Information Page:

  • Gender

    • Sexual Orientation

    • Transgender

  • Parent/Guardian Education Level 1 & 2

  • Race & Ethnicity

    • Hispanic / Latino

    • Race Group

    • Ethnicity

Questions on the Demographic Information Page:

  • Gender

    • Sexual Orientation

    • Transgender

  • Parent/Guardian Education Level 1 & 2

  • Race & Ethnicity

    • Hispanic / Latino

    • Race Group

    • Ethnicity

Questions on the Demographic Information Page:

  • Gender

    • Sexual Orientation

    • Transgender

  • Parent/Guardian Education Level 1 & 2

  • Race & Ethnicity

    • Hispanic / Latino

    • Race Group

    • Ethnicity



  • Supplemental Questions (Optional)

Optional - Determined by the College

Optional - Determined by the College

Optional - Determined by the College



  • Review Application / Consent to Release Info / Submission Page

Sections on the Submission Page:

  • Review Application (Optional)

  • Consent to Release Information 

  • Submission

Sections on the Submission Page:

  • Review Application (Optional)

  • Consent to Release Information 

  • Submission

Sections on the Submission Page:

  • Review Application (Optional)

  • Consent to Release Information 

  • Submission



Documentation: Data Dictionaries

CCCApply Standard Application Data Dictionary V.2019.1

CCCApply Standard Application Data Dictionary V.2019.1





Post-Submission Processes

The current post-Standard App workflow

The Pilot post-Noncredit Application workflow

Production post-Noncredit App workflow



  • Submission Calculation Service (Residency)

Upon submission, the CCCApply Submission Calculation Service runs through an algorithm of checks to determine four "Areas of Residency". Each Area is calculated separately, based on a list of steps of logic. Once all four areas have been calculated, a final calculation is made based on logic to determine a final "residency status".

Residency Status:

1 = Resident

2 = Possible Resident

3 = Non-resident

N = NEW! Noncredit Exempt

N/A

N/A





Changes to Residency Determination in the Noncredit Application





  • Additional algorithms that are run at time of application submission

In the Standard Application, there are several additional algorithms that are run at the time of application submission, including:

  • AB540 Eligibility

  • Financial Aid Eligibility

  • Ineligibility for Admission 

Important

For the Noncredit application, none of the post-submission algorithms are calculated at the time of submission. 

Important

For the Noncredit application, none of the post-submission algorithms are calculated at the time of submission. 





Calculated Eligibilities for the Standard Application ONLY

  • AB 540 Eligibility

  • Financial Aid Eligibility

  • Ineligibility for Admission 





  • Confirmation Screen

Upon submission of a Standard Application, the user is taken to a confirmation screen which includes the following information:

  • Confirmation number of the application

  • College Name applied to

  • College Admissions Office contact information

Upon submission of a Noncredit application, the user is taken to a confirmation screen which includes the following information:

  • Confirmation number of the application beginning with "NC-"

  • College Name applied to

  • College Admissions Office contact information

Same for Production



  • Student Satisfaction Survey

After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. 

After viewing the confirmation screen, the user must click "Continue" to advance to the final page of the application process, which contains an optional Student Satisfaction Survey. 

Same for Production.



  • Special Links & Opportunities Page

The "Special Links & Opportunities" section provides custom information for the applicant based on specific information identified through their responses. This section appears to the user below the Student Satisfaction Survey. 

The same "Special Links & Opportunities" section, which provides custom information for the applicant based on specific information identified through their responses, appears for Noncredit applicants as well. This section appears to the user below the Student Satisfaction Survey. 

Same for Production.



  • Redirect to MyPath

Colleges that have adopted the MyPath student services portal - have a special re-direct path that appears at the end of 







Downloads

The current Standard App Downloads

The Pilot Noncredit Application Downloads

Production Noncredit App Downloads



  • Download Client (Custom for each College)

Colleges currently have a download client for their Standard Application.  This is used for Noncredit as well







  • Format Definition XML

Colleges currently have a Standard App Format Definition XML 







  • Job File XML

Colleges currently have a Standard App Format Definition XML 







  • Download Client Jar (transfer-client.jar)

The latest Jar file is published after every CCCApply release. 







  • Documentation

CCCApply Download Client User Guide

CCCApply Download Client User Guide





SuperGlue Data Set to Staging Table









Review expected differences between Standard app-export data and the Noncredit export (many more blanks and/or Nulls)



















Report Center









  • Application Look-Up Report









  • Application Reports







 


Standard Application Implementation Information

In order to use the Noncredit Application, colleges must implement and be live on the CCCApply Standard Application. For information on the Standard Application implementation process, visit the Implementation Documentation Home page in the CCCApply Public Documentation space.

Development Task

Who's Responsible

Comments

MOU Process (N/A)

CCCTC & College 

Completed when college implemented Standard application

Portal Branding

CCCTC

Completed when college implemented Standard application

Shibboleth IDP Installation & Authentication





Setup Shibboleth instance for college or district to access Administrator & Report Center

College

Completed when college implemented Standard application

User Accounts

College

College staff must have a user account to access the Administrator & Report Center.
This is usually authorized by the Director of Admissions or IT Director at each college or district.

Configure the PILOT Administrator

Add Primary User account with "Add User" authority. 

Apply Support Team

Complete for each college.  District users are assigned to district MIS code

Add district and college-authorized User accounts with "Add User" authority
for the Administrator & Report Center (PILOT)

College

Complete. District users are assigned to district MIS code

Load terms into the Administrator

College

Same terms are used for Standard & Noncredit Applications. See the User Guides for instructions

Load Noncredit majors/programs of study into the Administrator

College

TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19)

Update contact information in the College and District tables

College

Same contact information is used for Standard & Noncredit applications.

Ensure the check box to "Allow applications from multiple colleges for the same
term" is set correctly for each college in the District.

College

This setting can be found at the bottom of the "District" tab in the Administrator. This check
box must be set correctly for each college in district in both the PILOT & Production sites.

Identify if new Rules are needed for Noncredit App and add to the Administrator

College

Rules for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions

Create Email & Error Messages  for Noncredit App in the Administrator

College

Messages for the Noncredit application are setup the same way as Standard app rules in the Administrator. See the User Guides for instructions

Create different supplemental questions for the Noncredit App in the Administrator

College

TBD - CCCTC is working on this feature enhancement currently (as of 3/22/19)

Define error validation messages for supplemental questions

College

Important.  Ensure error messages are clear and instructive.

Load supplemental questions XML into the Administrator





Setting Up Downloads

Request download client from CCCTC

College 

Complete.  College/District uses the same Download Client for the Noncredit Application.

Update Download Client Transfer Jar File (if necessary)

College

Update existing Download Client Jar file with v.6.4.0 or higher to include Noncredit App

Identify new fields to download

College

See the New & Changed Data Fields above

Create download format file using Format Definitions XML (template)

College

Use your existing Standard Application Format Definition XML file to download Noncredit Applications

Create download Job XML file (template)

College

Use your existing Standard Application Job XML file to download Noncredit Applications

Set-up download job and point to PILOT server

College

Use your existing Standard Application Job to download Noncredit Applications

Test downloads process through to SIS.  Verify all data.

College

REMINDER: Downloads should be setup in both the Pilot & Production environments 

Acceptance Testing

Test full process through to SIS import process

College



Schedule Report Center Training from Tech Center

College

Contact Merrie Wales mwales@ccctechcenter.org



 

Business Operations Tasks

 

Tasks

Who's Responsible?

Notes & Links

Tasks

Who's Responsible?

Notes & Links

Schedule demo of Noncredit workflow feature for staff with Apply Support Team

College

It's helpful for staff to see the new application process - including OpenCCC student account
system - before planning business process revisions.

Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. 

Plan updates to website (instructions, links, Help Desk/Call Center)

 Optional

Review how your current website is messaging and directing noncredit students now and build a checklist to ensure you have managed all aspects of messaging required.
Plan to message students clearly that the Noncredit Application URL should ONLY be used if the student is enrolling exclusively in noncredit courses or programs. 

Plan revisions to marketing / recruiting materials with new
application URL and Help Desk contact information.

Optional

Identify marketing and recruitment campaigns to determine changes required for communication
planning. Notify local high schools and other educational entities that send students to your college.

Identify apply buttons/links on college website that need the new URL

Optional

Discuss the programming behind all current buttons and links pointing to your current
application with your web master or IT staff. Prepare web master early, or include
web designers in the implementation planning process so they can begin working
on revisions and message changes early. 

Notify key stakeholders of migration (local high schools, counseling)



During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues).

Schedule Administrator & Report Center training for staff



Contact the CCCTC Enabling Services division to schedule training & support. 




Deployment Tasks - Production Environment



Tasks

Who's Responsible?

Notes & Supporting Documents

Confirm MOU contract has been signed and executed

Apply Support Team 



Confirm college/district users have User Accounts to the Production Administrator & Report Center

 College



Downloads  

Ensure your Production Job XML is pointing to the Production Download Server URL

College



The Noncredit Application uses the same Download Client and Download files as the Standard Application.

College



Review changes to the Standard Format Definition XML file for the Noncredit path
(Hidden questions/fields will store "Null" values or blanks

College









 Production Administrator 

Add Primary District-Level "Add User" account for Administrator & Report Center

CCCTC

This should be done already

Add college and district User accounts for Administrator & Report Center

College



Ensure Terms are setup in the Production Administrator

College 

This should be done already for your Standard Application.

Ensure Majors are setup in the Production Administrator

College 



Ensure College Information and District Information table are populated in Production Administrator

College 



Ensure all Noncredit Rules and Email Messages are setup in the Production Administrator

College 



Ensure your Supplemental Questions XML is setup in the Production Administrator

College 



Ensure District & College folders are created in Production Report Center

CCCTC