CCCApply User Group - Meeting Agenda - March 28, 2019

TIME DESCRIPTION SPEAKER 1:00 pm Roll Call  Leahy 1:05 pm Quick Review: November 2018 Meeting  Donohue 1:10 pm Core Applications Update Coleman CCCApply Project News CCCApply Workshop Update Donohue Update on CCCApply Redesign Project Donohue / Leahy Update on Noncredit App Pilot Project  Quarterly Milestones & Releases Recap (FY18/19) Donohue / Coleman CCCApply Q4 Release: March 16, 2019 (v.6.4.0) Legal Requirements Review 2:00 pm Change Requests Review Donohue New & Approved Change Requests Deferred Changes & Parking Lot 2:55 pm Revised 2019 Meeting Schedule Committee 3:00 pm Close Meeting Donohue

2019 CCCApply USER GROUP MEMBERS Attended Name District Attended Name District Attended Name District X Ali Salinas (IT) Riverside City College - RCCD Los Rios District - ARC Quyen Lu/Wanda Wong San Francsico CCD X Anna Salazar Los Angeles CCD - ELAC X Joshua Rosales El Camino CCD Richette Bell Compton CCD Angela Embry  El Camino CCD X X Karen Sea Samantha Powell San Joaquin-Delta CCD Rozen Bondoc Chabot-Las Positas Ben Guzman South Orange CCD Leigh Ann Unger Rio Hondo District Satish Warrier Contra Costa CCD X Betty Glyer-Culver Los Rios CCD Mark DeAsis Riverside CCD Stephanie Murguia Cerritos CCD X Chris Truong Rancho Santiago CCD MaryLou Leyba San Francisco CCD Stacey Followill Chabot-Las Positas X Christian Alvarado South Orange CCD -Saddleback Maury Pearl Los Angeles CCD Tina Mani  San Joaquin Delta CCD Cindy Gonzales Los Rios CCD X Michael Ward Rancho Santiago CCD Tuyen Nguyen Rancho Santiago CCD Clark Ray Santa Rosa CCD X Michelle Pena Kern CCD Vince Orton Cerritos CCD X Craig Hayward Kern CCD X Mitchell Leahy Santa Rosa CCD X Will Minnich/Susan Lorenzo San Mateo CCD Greg Aycock (research) Riverside CCD (Norco) X Olivia Alvarado -IT Martha Rios (sub) Los Angeles CCD X Catherine Frost Contra Costa CCD X Hieu Hoang El Camino CCD X Pam Mery San Francisco CCD Jasmine Robinson San Mateo CCD Janice Love (research) Rancho Santiago CCD X Paulette Lino Chabot-Las Positas CCD X Gerlie Jeltema South Orange CCD CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER Gary Bird CCCCO X Elena Alcala - NEW! CCCCO Deb Barker-Garcia CCCCO Tim Calhoon CCCTC X Patty Donohue CCCTC X Jennifer Coleman CCCTC Michael Q's 2019 New role - Dean of Integration & Guided Pathways at the CCCCO Replacement - Elena Alcala - CCCCO All User Group members above are members of the CCCAPPLYSTEERING listserv.  Email:  cccapplysteering@listserv.cccnext.net

See minutes from the last User Group meeting on November 29, 2018.

Below are questions and answers from the Zoom meeting's Chat window. Personal conversations and the roll call were removed. 13:13:58 From Olivia (Alvarado - LACCD) : what is the eta for the multiple measures MOU? 13:15:08 From Jennifer Coleman : The MOU is now out for signatures. We are hoping that is complete in the next week or so. 13:16:43 From Jennifer Coleman : Once the MOU is finalized, MMPS is ready to use. Pilot colleges have been testing data delivery, and other colleges are getting set-up with SuperGlue in order to begin using the tool as soon as it is available. 13:15:40 From Josh Rosales : What is required of the local ITS staff to implement SuperGlue? Patty's Response:  Josh, I have asked Jane Linder to contact you with information for your ITS team.  Alternately, please feel free to contact her at jlinder@ccctechcenter.org 13:17:37 From Olivia : Where can we find a list of the SuperGlue pilot colleges? Response:  Please see the full list of SuperGlue pilot colleges, pasted in the section below. 13:38:21 From Ali Salinas (Riverside City College) : Patty, do these figures exclude the time needed to create an OpenCCC account? Response:  This question is in reference to a slide that was presented - showing the latest "Time to Completion" report and the numbers (average, mean, median)  13:43:15 From Olivia : Hi Patty. Is there a statistical report for abandoned applications? Response:  An analysis was done in 2016 by a data analyst contracted by the CCC Technology Center to do a series of analyses on our LTD OpenCCCApply data. Time to Completion was one of the analyses done.  See here:  NOTE from Product Manager: Back in last 2017 when CCCApply was originally   13:44:48 From Jane Linder : Colleges live on SuperGlue report: 13:51:41 From Chris Truong - Santa Ana College to Patty Donohue (Privately) : Hi Patty. I am interested in seeing the residency changes. Thank you. Response: XYX 14:02:44 From Michael Ward : When viewing the Majors, will there be a way to filter the view to only show credit, or only show non-credit, or all majors? Response:  This question was asked during a discussion about one of the new feature enhancements currently underway to support the new Noncredit Application in CCCApply. The feature enhancement is this: "Implement the ability to display different "Intended majors/Programs of study" in the Noncredit Application vs. the Standard Application".  This feature will add a toggle in the "Add/Edit Majors" modal in the Administrator, allowing colleges to identify which application each major/program of study should appear in: Standard, Noncredit, or Both.   For more information about the Noncredit Application currently being piloted by 10 districts through June 2019, see:  Noncredit Application - Project Dashboard for all product information links, pilot project meeting minutes, and implementation information checklists. See below for more about the Noncredit Application project. 14:06:55 From Paulette Lino : Yes - i would like Andy Newman's contact info please 14:04:43 From Jane Linder : Email for Enabling Services if your college wants to install SuperGlue or “turn on” specific datasets for delivery (like Glue for Apply or Multiple Measures data) 14:04:45 From Jane Linder : Andy Newman, anewman@ccctechcenter.org.  Andy is the head of Enabling Services and will get your request to the Customer Relationship Manager for your college  14:11:38 From Michael Ward : Our credit versus non-credit have completely different terms with different start and end dates. Response: This sounds like a new change request that may need to be added to the Noncredit Application. Patty will add this to the agenda for the next Noncredit Pilot meeting on April 12. Enhance Parent/Guardian Information Question in CCCApply? The chat posts below pertain to a discussion about whether the Parent/Guardian Information question - which appears only to minors in CCCApply to determine their dependency status for the purpose of determining their residency status - should be further enhanced to reduce the number of students who are confused by the question now and selecting the response, "One of the statements below is true about me:" because they don't understand the question, or the current layout is creating confusion.   14:39:46 From Mitch Leahy : Idea for the parent guardian question- reverse the order. Present the parent info by default and have the student select that they don’t have their parent information. 14:12:23 From Paulette Lino : I like Michelle's vision. It makes sense. Response:  This suggestion will be added to the Parking Lot to be discussed during the next CCCApply User Group meeting. The request will be researched and groomed for review. Thanks! 14:40:01 From Pamela Mery to Patty Donohue (Privately) : Thank you for everything you've been doing, Patty. Lots going on. Absorbing all the info. Add DACA to Citizenship Status Question in CCCApply? The chat posts below pertain to a discussion about whether DACA should be added to the Citizenship Status options in CCCApply.  14:56:27 From Ali Salinas (Riverside City College) : Just to play devil's advocate - there has been concern within our district about students not wanting to identify as DACA given the current political climate, so we opt to not use anything in our SIS to identify a student as DACA. 14:59:07 From Paulette Lino : good point Ali. Would colleges have the option to not use this function for DACA? 15:00:11 From Paulette Lino : Chabot is a sanctuary school and it may be an issue if this gets implemented. I agree with Ali that we have students not wanting to identify as DACA 15:02:15 From Betty Glyer Culver : I would like to support Ali's concern/questions and suggest we consider further followup regarding DACA. Do we need further review on this from a legal perspective related to identifying a student as DACA in our SIS. maybe the option to not use as suggested. Response:  Thank you Ali, Betty and Paulette.  This is a perfect example of why this committee is so valuable to the system overall, and why we need experts like you to ensure all sides of issues are considered before adding or removing questions to the application.  Can I would like to suggest that you three take the lead on this issue and determine the best way to move forward with this issue. Could you please review this change from a needs perspective and bring back to this group your findings? 15:02:20 From Mitch Leahy : Here it is: https://cccnext.jira.com/wiki/spaces/PD/pages/855999167/CCCApply+Advisory+Committee+-+Meeting+Agenda+-+March+28+2019?preview=/855999167/855967601/2018_Residency_Overview_Document_FINAL.pdf Dual Enrollment The Chat posts below pertain to a short discussion about how CCCApply could be enhanced to support Dual Enrollment better. 15:05:58 From Betty Glyer Culver : Perhaps bring in some folks working on concurrent enrollment programs to gather their input. 15:06:11 From Betty Glyer Culver : I meant dual enrollment. 15:06:19 From Patty Donohue : Good point, Betty. 15:06:49 From Betty Glyer Culver : I can get a rep from Los Rios once we enter the discussion.... 15:07:51 From Chris Truong - Santa Ana College to Patty Donohue (Privately) : Hi Patty. I can refer a staff member who oversees Dual Enrollment at SAC to join the group for her input. Let me know. Thank you. 15:08:12 From Patty Donohue to Chris Truong - Santa Ana College (Privately) : Thank you! 15:10:31 From Anna Salazar - EAST : Anna at EAST/LACCD I work with dual enrollment. Perhaps hide questions that dual enrollment students do not have to answer Patty will follow-up with Anna, Chris, and Betty to follow up on their offers to connect with specialists in the area of Dual Enrollment and invite them to participate in discussing this issue further. If anyone else has any suggestions regarding how we can enhance CCCApply to better support dual enrollment students, please contact Patty Donohue, pdonohue@ccctechcenter.org.

NEW Schedule.  Reminders and invitations with call-in zoom info will be sent out in advance of each meeting.  Mark your calendars now! Date Time Description Location Thursday, March 28 1:00pm - 3:00pm CCCApply User Group Meeting - Q3 Online Wednesday, May 1 12:00pm - 2:00pm CCCApply User Group Meeting - Q2 2019 CACCRAO Conference - (Last Day Luncheon) - Room TBD Thursday, May 9 1:00pm - 3:00pm CCCApply User Group Meeting - Q4 Online Tuesday, August 13 1:30pm - 3:30pm CCCApply User Group Meeting - FY19/20 -Q1 Online Tuesday, November 12 1:30pm - 3:30pm CCCApply User Group Meeting - FY19/20 -Q2 Online

Student Success Product Group - Jennifer Coleman, Director Jennifer Coleman provided an update on the CCCTC  Programs Director, provided an update on the "Core Applications" suite of on-boarding tools that make up the Student Success division of the CCC Technology Center.  The Student Success applications include: CCCApply OpenCCC MyPath Multiple Measures Initiative eTranscripts  SuperGlue Unifying Student Success Products At the start of the 2018-19 fiscal year, the funding structure for the three primary technology grants (OEI, EPI, and CAI) that were awarded to the Tech Center in 2013-14, changed, which allowed us the opportunity to re-focus the vision for our student-centric, on-boarding services more globally, from the student and faculty/staff perspectives. We've been working on breaking down many of the silos that existed across our product offerings because of the previous structures and separate funding. Opportunities to streamline across the product set.  Re-exploring the ways our tools are developed and structured. Working together to meet needs as a group. Working more closely across these  products.  Already looking at FY19/20 - integrating tools, services, objectives.  Including this important group as we move forward. Over the course of this year, the Student Success products group has been working together to ensure that our core product offerings are much more integrated moving forward.  For the student user perspective, our focus is on looking for opportunities to streamline and enhance the user experience through improvements to user interfaces.   From the college faculty/staff perspective we are focused on ways to assist colleges meet their vision for success goals, such as Guided Pathways and assisting wherever we can to support your efforts around the student centered funding formula and all of the the integrated reporting that you're required to do. From systemwide perspective, we are committed to continuous improvement and integrating feedback into our development and implementation projects. Good design and good decision making as it relates to enhancing our products going forward. Student Success Product Managers  As the CCCApply User Group expands it's vision towards continuous improvement, we look to you and our other user groups to make sure that we are collecting the feedback that we need in order to inform the direction of these products.   Got feedback?  Please feel free to contact the following product owners: CCCApply - Patty Donohue - pdonohue@ccctechcenter.org OpenCCC - John Sills - jsills@ccctechcenter.org MyPath - Mike Caruso mcaruso@ccctechcenter.org Multiple Measures Placement Service - John Hadad- jhadad@ccctechcenter.org SuperGlue - Jane Linder - jlinder@ccctechcenter.org Multiple Measures Placement Service (MMPS) - AB 705 (Ed Results, CCGI, and other partners) - validating software and integration types of delivery data in various ways. SuperGlue for CCCApply Jane Linder, Product Manager, presented some information about system integration for the Core Applications (student success products) and provided some general information about what SuperGlue is and how it is being integrated into our vision of continuous improvement.  SuperGlue is a real-time data delivery mechanism for tools and services offered by the Tech Center.  It is an alternative to the Download Client.  it delivers  Currently SuperGlue is delivering CCCApply data directly to the college's SIS, as well as the CC Promise Grant and the International App data set.  Colleges like it because they get the full set directly into the SIS.  Interested in implementing Glue? = Reach out and collaborate with our Enabling Services division. They do the heavy-lifting.  They will work with your college or district IT department and our goal to keep the level of effort down for the college.   Contact Enabling Services:  Andy Newman, Manager = anewman@ccctechcenter.org List of colleges working with MMPS/Glue:

The following items were discussed during the meeting.  Links to additional information are also provided below. Description Meeting Discussion / Notes Action Items  Status CCCApply Workshop 2019 IMPORTANT The annual CCCApply Workshop has been postponed for 2019.  Unfortunately - the facility and host college that was originally confirmed for this year's workshop fell through (CCCApply Steering member retired unexpectedly) and on December 31, 2018, we found ourselves without a sponsor college.  This, as well as the changes happening at the CO relative to restructuring the Steering Committee, contributed to the delay in ascertaining an alternate host and facility. Discussions about alternatives are currently underway, including:   Seek volunteers to host a Fall 2019 workshop  Work with the Tech Center, Chancellor's Office, and User Groups to plan a "virtual" workshop/conference  Worst case:  Take a year off and start planning the 2020 event. CCCApply product manager is working with the Core Applications director and other product teams to look for ways to collaborate on a combined event for Fall 2019 or Spring 2020.  Updates will be shared with this committee as they evolve. ongoing CCCApply Redesign Project Find more information about the CCCApply Redesign Project here: CCCApply Redesign Project Dashboard 2020 The CCCApply Redesign project is ongoing.  The Redesign Workgroup continues to meet monthly - at a minimum - to discuss the overarching goals for ensuring CCCApply can meet the requirements laid out in AB 3101 by July 31, 2019.  By the end of Q3 (FY18/19) CCCApply has made the following changes and enhancements to the Standard Application:   CCCApply Redesign Changes in FY18/19 More information on the Redesign project is provided in the section below, including additional links to documentation. The Redesign Workgroup continues to meet regularly to discuss immediate, short-term changes to CCCApply to ensure we are meeting the objectives of AB 3101.  If you are interested in joining this Workgroup, we are looking for additional expertise in Admissions & Records and would welcome additional participation for the remainder of the Workgroup.   If you are interested in joining the Workgroup, please contact Patty Donohue, pdonohue@ccctechcenter.org  and I will add you to the recurring invite.  ongoing Noncredit Application Update More information about the status of the Noncredit Application development, as well as the activities of the Noncredit App Pilot Project are here:  Noncredit Application - Project Dashboard Noncredit Pilot Project - March 4 Meeting Noncredit Pilot Project - March 22 Meeting The first version of the CCCApply Noncredit Application was released to the pilot environment on February 19, 2019 as part of the CCCApply Release 6.4.0 Pilot release. The current version is now in pilot for all colleges. On March 1, the "CCCApply Noncredit Pilot Project" commenced and 10 districts are now actively reviewing the first version, as well as performing user acceptance testing to ensure the application is viable from a technical perspective and ready for IT implementation by all colleges.  Three New Features Identified The Noncredit pilot colleges have met twice since the application was released to pilot in February.  During the first meeting, the pilot colleges identified three critical feature enhancements that would be considered "deal breakers" if not implemented.  These include: The ability for the Noncredit App to have different "Majors/Programs of Study" than the Standard Application The ability for the Noncredit App to have different Supplemental Questions than the Standard Application The ability for the Noncredit App to have a different Welcome/landing page than the Standard Application Currently, requirements for these three feature enhancements have been documented, groomed, and development has begun to ensure functionality is included in the production launch (tentatively scheduled for June 28, 2019). The three feature enhancements are currently under-development and are slated to be included in the first official production release of the Noncredit Application in the Standard Application on June 28, 2019.  ongoing CCCApply Quarterly Milestones FY18/19 CCCApply has outlined objectives and priorities for the development project for FY18/19.   One change this year - driven largely by the CCCApply Redesign Workgroup under the direction of the CCC Chancellor's Office - has committed to quarterly release plan.   See the section below outlining the high-level summaries from each release scheduled for this fiscal year. See the Quarterly Milestones section below for details. ongoing Topics we didn't get to during the meeting: These items were originally on the agenda but were not discussed due to time constraints. Description Meeting Discussion / Notes CCCApply Roadmap 2019-2020 See the summary below CISOA 2019 Recap 2018-2019 CCCApply Roadmap  Why abandon CCCApply?  New Report Center Reports Spam/Fraud, Time-to-Completion /  Student Sentiment Reports

The Q4 CCCApply production release - V.6.4.0 - was deployed on March 16, 2019.  Below please find the TOC links from the full CCCApply 6.4.0 Release Notes Summary. Table of Contents Release Scope   Release Summary Pilot Release Changes to the CCCApply Standard Application Bug Fixes Issue Resolution: Problems with the New Race & Ethnicity Data Fields Changes to the CCCApply Download Client Changes to the User Interface Changes to "Glue for Apply" and the SuperGlue College Adapter User Acceptance Testing (Pilot) Data Dictionaries & Release Documentation Other release-related information: UAT Information:  UAT Plan: CCCApply Release 6.4.0 Data Dictionaries:  CCCApply Standard Application Data Dictionary v.2019.1 Download Client Jar File:  User Guides

Project Summary The Chancellor’s Office, the CCC Technology Center, and the Foundation for California Community Colleges, in collaboration with the community colleges and in partnership with ideas42, are redesigning the CCCApply experience with a student-centered approach in mind.  The CCCApply Redesign Workgroup is being led by CCCCO Vice Chancellor, Omid Pourzanjani.  More information about the redesign effort can be found on the CCC Digital Futures website:  https://digitalfutures.cccco.edu/ Project Summary: CCCApply Redesign Project Dashboard 2020   Objectives: Shorten the application by removing all questions that are not mandated to be included on the application Implement a residency-exempt application process for noncredit students CCCApply Redesign Project This article appears on the Digital Futures website:   CCCApply overhaul to be driven by student-centered design and behavioral sciences Redesign Changes Low-handing Fruit and other User Interface Changes Upcoming changes:  Removal of the Needs & Interests page Noncredit Application Project CCCApply Noncredit Application Dashboard Wanna see how the user interface and data fields are modified in the Noncredit Application?  Changes to the User Interface Changes to the Download Client Data Fields  CCCApply Release 6.4.0 Notes Summary CCCApply Noncredit Application CCCApply Noncredit Path Change Requirements CCCApply Noncredit Application: Pilot Phase CCCApply Standard Application Data Dictionary v.2019.1 CCCApply Administrator 2.0 User Guide CCCApply Download Client User Guide v.2019.1  UAT Slide Deck: Noncredit Pilot UAT Plan Pilot Project Plan: CCCApply Noncredit Application Discussion

In 2018-2019, CCCApply moved to a quarterly release schedule at the request of the Chancellor's Office in order to  Q1 - Annual Update Release - September 2018 CCCApply Redesign - Phase 1 - Release 1 Spam Filter Web Service New CCC Administrator - Core Services - SSO Authentication CCCApply Administrator 2.0 Upgrade Meta Majors / Category Filter Q2 - Redesign Release - December 2018 CCCApply Redesign - Phase 1 - Release 2 Race & Ethnicity Expansion Project Change Specifications: 2018-18R: New Race & Ethnicity Implementation UI Styles & Branding Update - Part 1: Align with MyPath Styles 2019-2020 Promise Grant (BOG) Application  Q3 - Redesign Release - March 2019 CCCApply Redesign - Phase 1 - Release 3 Noncredit Application - Pilot Phase Maintenance & Support (Bug Fixes) Q4 - Planned - Redesign Release - June 2019 CCCApply Redesign - Phase 1 - Release 4 Account Info/Mailing page update Remove the Needs & Interests page; allow colleges to "opt-in" to keep/display questions upon request* Noncredit Application Production Release Pending:  Implement ability for different Majors/Programs of Study to display in the Noncredit App (vs. Standard App) Pending:  Implement ability for different Supplemental Questions to display in the Noncredit App (vs. Standard App) Pending:  Implement a unique Welcome/landing page for the Noncredit application Legal Mandates - Change Requests Update the California Foster Youth language and logic per SB 906 Remove barriers for minors in foster care by revising the language in the Parent/Guardian Information section Add a response option/value to the Gender field for "Non-binary" population per state/federal requirement Update the Visa Types eligible for residency (Table F) in the Citizenship section Deliver International Application data set to SuperGlue Technical Updates - Java Upgrade (discuss Comm plan)

Projects for FY19/20 This is a tentative roadmap. The budget and the scope has not yet been finalized. CCCApply Redesign - Phase II Mobile-friendly application Spanish translation OpenCCC Account Redesign  Edit Account redesign Account fields review SSN question redesign Universal Form Engine International Application Enhancements - Document Upload feature