Implement Auto-Population in Standard Application for Non Residency-Related Fields

Business Need/Objective

To streamline the user experience for CCC students, and in support of the Online Education Initiative, auto-population / auto-fill of select fields should be implemented in the CCCApply Standard application only. Auto-population should be restricted in the following ways: 1) Only auto-populate data from previously submitted applications from the same CCCID within the past two years; 2) Only auto-populate data fields that are not directly related to residency algorithm or the Residency Determination Date (RDD); and 3) Only auto-populate if the user provides consent through an Opt-in Y/N radio button question. Technical implementation of auto-population must comply with accessibility standards. 
 

Proposed Solution Summary

Auto-populate student data from the most recent, previously submitted application within two years from the current date with the student's opt-in consent via Y/N question on the My Applications page. Only data fields that are NOT related to residency, including any data field directly used in the CCCApply Standard Application Residency Algorithm, or fields that calculate a status based on the Residency Determination Date (RDD). Each data field will be evaluated for inclusion and approved by the CCCApply Steering Committee. Auto-population will adhere to accessibility standards and approved by the CCCTC Accessibility Officer. 
 

Requirements Summary

System Rules

When the user selects "Start New Application" on the My Applications page, the system rule should be: 

• Is there a previously submitted Apply application for this user (CCCID) within the last two years? (current date minus last submit date is less than or equal to 2 years.)
  • If Yes, (if there is a submitted app within the past two years) then display the Opt-in dialog box message
  • If No, (if there is not a submitted Apply application within the past two years) then do not display the opt-in box and do not auto-populate data fields in the new application.

Pull in the last Apply application submitted, even if the data was submitted to a different college than the student is applying to now.
 

Screenshot - My Applications Opt-In

Opt-In Requirements

• The auto-population opt-in/opt-out option should display on the My Applications page in the Apply application.
• Auto-population opt-in validation should happen only once at the application/system level, not on each page.
• Once the user opts-in and starts a new Apply application, that setting should persist and the system should not prompt a confirmation/opt-in again, even if they stop, save and resume the app later. 
• If the user fails to opt-in, they will not be able to change it for that application. If the user wants to have the data auto-populated, they would have to start a new Apply application. 
• Opt-in/opt-out confirmation is required for every new Apply application, even if the user has opted in on a previous Apply application(s). The user must be presented with the opt-in/opt-out option every time they start a new Apply application.
• Once the user opts-in to auto-populate, they can not opt-out of it in that specific application.
  
• There should be no system functionality allowing students to toggle on or off once an application has been started. The user can easily change/revise populated data within each data field with new/updated responses.
• Students do not have to take action for the UI presenting them with the date and name of the college. It is for informational purposes only.

Opt-in Message - Text: 

Your last application was submitted to <College Name> on <Submission Date>

Business Rules:

• Include the college that the last Apply application was submitted to 
• Include the date of the previously submitted Apply application
• Provide buttons or links for Yes and No opt-in/opt-out

Accessibility and Highlighting Requirements

• Auto-popultated color indicator should be blue but should not go any darker than #6da5ef.
• Auto-populated data fields should be clearly identifiable by the user based on accessibility requirements CCC establishes. (i.e., light blue filled fields with auto-filled text).

• Once the student "verifies and continues" (whether they touch the data or not) at the field or page level, the data fields should then appear normal to the user again. 
  • Example 1: The student will see the applicable auto-filled data highlighted blue. Once they tab over it or verify and continue, the blue highlighted background goes away and appears like normal.  
  • Example 2: Once a student moves through a page with auto-populate enabled and verifies and continues to the next page, and then goes back to that page later, they should not see the auto-filled data highlighted in blue anymore. It's been verified and confirmed. It now becomes the official data response. 
  • Example 3: Once a student validates a data field, saves the page, and/or verify and continue an entire page, the auto-population visual indicators should no longer be present (i.e., there will no longer be blue highlighted fields, etc. Once the field/page is verified, the field appears as if the data was just added by the user.

User Stories for UI Design Requirements

User Stories for UI Component/UI

Residency Requirements & Technical Specifications

Each page, section, and data field, in the Standard Application is evaluated for existing logic specifications to determine if they are included in Auto-population or not. Sections highlighted in RED are NOT auto-populated.

• Do not auto-populate any fields that relate to RDD or state residency fields.
• Colleges will continue to determine residency for each submitted Apply application.
• We will not police applicants or data that is inconsistent across multiple applications.
• No supplemental questions fields will be auto-populated.
• No AB620 data will be auto-populated.
• Auto-populated data should only be pulled from the most recent submitted Apply application if the user's last previously submitted application is within 2 years of the date the user starts a new application. Legally, we do not have permission to use/see a student's unsubmitted/in-progress data until they grant permission by way of the Consent page/Submit page. 

Change to Download File

There are no changes to the data download file as a result of Auto-population functionality.

Change to Logic

There are no logic changes as a result of Auto-population functionality.

Supporting Documentation 

Below is additional documentation (i.e., CCCCO legal opinions, residency and/or education code citations, legislation citations, supplemental information, etc.) to be referenced in support of this change request.