Meeting Information

Date & Time: Tuesday, December 10, 2019 3:30 pm - 4:30 pm

Project Overview

In an effort to improve ambiguous and unwelcoming language in CCCApply in support of undocumented, DACA and nonresident aliens, Immigrants Rising has suggested a series of changes that include text changes in the Citizenship section, and several other related questions/areas.such as the Social Security Number and Parent/Guardian Information (dependency).

Sub-committee Objectives:

Meet with sub-committee to review information collected so far
Overview of the CCCApply Redesign project and the progress made so far (implemented and planned work)
- Contributors & stakeholder contributions: (Ideas42.org - 5 Key Barriers; Immigrants Rising - student advocacy group; etc.)
Gather and document requirements by stakeholder, application, downstream impacts
Review Language Changes Proposed by Immigrants Rising
- Social Security Number
- Citizenship language revisions
- Softening language around Parent/Guardian Information (Dependency Status)
Related Language Changes: Date of Birth question
Set priorities and f/u action items

Changes Proposed - Discussion & Outcomes

The following changes were proposed by Immigrants Rising related to Language and question text to support undocumented students across the state.

Change Description	Change Suggestion	Our Response	Requirement Notes
Revise the Citizenship section label to: "Citizenship & Immigration"	Add "Immigration" to the Citizenship section label to: "Citizenship & Immigration" Add "Immigration" to the Citizenship Status question label, to: "Citizenship & Immigration Status"	This change was positively received by the CCCApply Steering/Advisory Committee in July 2019, and the sub-committee that attended this meeting on 12/10/19. See mock-up below.	Approved for 6.7.0 release
Add "additional text" to the "Citizenship & Immigration" question, below the drop down menu.	Concern : Students are concerned that it is unsafe to state this information and don’t know how it will be shared Suggestion : Add this language under the citizenship box: (derived from gender and sexual orientation questions) This information will be used for admissions and state reporting purposes. Your responses will be kept private and secure, and will not be used for discriminatory purposes. There are two options: the same language with, and without, bullets separating each sentence.		Approved for 6.7.0 release
Revise "No Documents" checkbox language & move the checkbox up under Visa Type link Revise the language and increase the font size for the "No Documents" checkbox question that appears if the user has a Citizenship status other than U.S. Citizen Also, move the checkbox and new language up on the page, directly under the	Concern : The language and placement of the "No Documents" checkbox question, that appears only if the user has a citizenship status other than US citizen, would be more clear and visible if additional info was added and the placement on the screen was more prominent. Currently, If the user chooses "Other" for citizenship status, and you don’t see the box, this visa information comes up right away. Then you have to scroll ALL the way down this visa list to choose other again. Suggestion: Revise the language in the No Documents checkbox question to: "No documents, including undocumented, DACA, and AB540 / SB68." Increase font size to normal text Move the checkbox question (with new proposed language) up under the Visa Type hyper link, but above the Visa Status menu to be more visible and clear.		Not Approved - further discussion and CO participation/approval required. 12.17.19: This item is being deferred until we can get guidance from Chancellor's Office on their official position on DACA, whether MIS is collecting DACA data, and how CCCApply should be updated to college DACA info (if approved). 12.10.19: During the Dec 10 meeting, the group discussed some concern about whether to add "DACA" to the "No Documents" checkbox language or add DACA as a status under the Citizenship & Immigration Status values and collect number and dates (similar to Visas, Permanent Resident info, etc.). Discussion Notes: Click here to expand... Nancy from Immigrants Rising: Suggestion is limited to Clarifying or expanding the language on the existing "No Documents" checkbox to "include undocumented, DACA, and AB540/SB68) Folks on the call had mixed feelings - some wanted to incorporate DACA as a Citizenship status value and some definitely did NOT want ask students to identify their DACA status Mitch from Santa Rosa suggested we: Implemented DACA as a Citizenship status - and collect the DACA number and issue/exp dates, - already implemented for Visa, Alien Reg, etc? Cons from the group: "But DACA is not a citizenship status, it's an immigration status and it's not required for Admissions. This is still a risk." Students worried about self-reporting and that we would have their information. Also a risk that financial aid would not be disbursed due to a mis-match in residency and FA application. for Dec 17 call: Nancy talked to experts in the field to get feedback - and there is still concern from students and practitioners against asking students to identify as DACA and feel the checkbox language change is more appropriate. NEED: Chancellor's Office needs to weigh in on this issue: What is the official position on identifying and collecting information from DACA students across the CCC? Once this legal position has been reviewed, we will seeking guidance on moving forward with this specific change suggestion, as well as any additional suggestions coming from the colleges. Overall, are we approved to make this language change? What is the CO decision on whether we should ask students to self-identify and collect information as a Citizenship status, or add DACA to the "No Docs" label only. Bring to CO with Pro and Con feedback from the sub-committee group
Revise "California Residence" label to "California Residence for Tuition Purposes"	Concern: In reading the date below the label, many students assume they will meet the residency if they have been in CA since this date (as if it’s physical presence alone that decides it) Suggestions: 1) Revise the question label from California Residence to "*California Residence* *for Tuition Purposes" 2) Revise the Help language that appears when user clicks on the Help (question mark) icon: TBD 3) Create a page or pop-up Help that lists the requirements for CA residency for tuition purposes, with info regarding non-resident tuition exemptions (including AB 540/SB 68) and link to this from the onscreen question text or the Help text. California residency* California residency for admission purposes is different than determining residency for the purposes of tuition and fees. Residency for the purpose of determining the amount of tuition and fees you pay is determined by the college’s Admissions & Records office during the on-boarding process, based on your responses in CCCApply and/or additional documentation requested after admission.		Not approved - scheduling follow-up meeting to discuss what language - if any - should be provided to the students regarding what "California Residency for Tuition Purposes" means and how it differs from national residency. Dec 17 Meeting F/U Items: Review and get feedback on the changes proposed in the mock-up based on suggestions from Immigrants Rising; Discuss suggestions for Help text (see below) and the Residency document. NOTE: A help icon will be added to this question and the language should be defined to support undocumented and other groups. A hyperlink can be implemented within the onscreen text or in the Help language to the Residency Requirements - suggested below. Review suggestion for having CACCRAO either write the "Residency Requirements" document or provide feedback/review a proposed document. Feedback: Good to give some information, but not too specific - Student may not look at it
Add Support for Undocumented, DACA Students in Programs & Services on Needs & Interests Page	Concern : No listing of support for undocumented students Suggestion : Add Undocumented Student Support”in programs and services

Other pending changes proposed from Immigrants Rising:

WEDNESDAY MEETING 12/18

Continued discussion of pending issues.

Social Security Number
1. Review latest revisions approved by CO:
  1. proposed plan for phased roll-out
2. Review language regarding "needed for federal financial aid"
3. Review initial suggestion from Immigrants Rising:
Parent/Guardian Information:
1. Review latest proposal for layout and language changes
2. Review Immigrants Rising's original concerns and feedback:
  1. Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68.
  2. Revise the language in the Parent/Guardian Info question text (see below)

Title / Description	Change Suggestion	Our Response	Requirement Notes
Revise language in the Parent/Guardian Information section	Concern: Students fear of Disclosing Personal Information in Parent/Guardian Information Section Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68 Suggestions: After “By CA law...circumstances.” Add “ This information is protected by federal and state laws.” Put “The following... residency.” into separate paragraph. After “Your response..college”, add “ Non-residents who meet eligibility requirements can apply for AB540/SB68.”	Our Response: Update the text in the Parent/Guardian Information section (additional information) as suggested to support student identity and reduce ambiguity. By California law, determining your residency for tuition purposes is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. This information is protected by federal and state laws. The following questions will be used to determine whether or not you need to provide your information or your parent or guardian's information for the purpose of determining residency for tuition purposes. This information is protected by federal and state laws and will not affect your admission to college. Nonresidents who meet eligibility requirements may apply for AB540/SB68	Soften language - revise layout with goal on collecting Parent / Guardian information for minors. No data field changes

Title / Description

Change Suggestion

Our Response

Requirement Notes

Revise language in the Parent/Guardian Information section

Concern: Students fear of Disclosing Personal Information in Parent/Guardian Information Section

Students are worried to put in their parents’ information without knowing that it is protected under federal and state law. Information about residency could cause confusion about eligibility for AB540 and SB68

Suggestions:

After “By CA law...circumstances.” Add “ This information is protected by federal and state laws.”
Put “The following... residency.” into separate paragraph.
After “Your response..college”, add “ Non-residents who meet eligibility requirements can apply for AB540/SB68.”

Our Response: Update the text in the Parent/Guardian Information section (additional information) as suggested to support student identity and reduce ambiguity.

By California law, determining your residency for tuition purposes is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. This information is protected by federal and state laws.

The following questions will be used to determine whether or not you need to provide your information or your parent or guardian's information for the purpose of determining residency for tuition purposes. This information is protected by federal and state laws and will not affect your admission to college.

Nonresidents who meet eligibility requirements may apply for AB540/SB68

Soften language - revise layout with goal on collecting Parent / Guardian information for minors.

No data field changes

Language Changes Deferred to January 2020

Title / Description	Change Suggestion	Our Response	Requirement Notes
Date of Birth	New OpenCCC design wants to remove the language for Birthdate question but the DED requires specific language and approval for changes by CO and the Office of Civil Rights.	In 2018, the logic to restrict users under age 13 from creating an OpenCCC account was removed; however, the DED was not updated and the hover help was not considered. Also, according to the legal disclaimer in the DED, we were required to get CO approval for any/all changes to the DOB language onscreen in OpenCCC. The DOB question is slated to be revised in the OpenCCC 2.0 system. This issue will need to be discussed with the CO and/or Office of Civil Rights. What are they required to disclose onscreen or in Help drawer? What is CCCApply (Edit Account) required to disclose onscreen or in Help drawer? Change language in the question for mobile and internationalization Current Language "This information is used for protection of minors in online transaction environments, as well as to differentiate between persons having the same name. It is also used to comply with state and federal law pertaining to residency, guardianship, and admission of minors to college. This information will not be used in making admission decisions except as permitted by law."	LEGAL Language See DED
Previous Name(s)	OpenCCC 2.0 planning to remove this from the new Account system.	Is CCCApply required to collect this data?
Permanent Address	Change to "Primary Home Address"	Get feedback

Title / Description

Change Suggestion

Our Response

Requirement Notes

Date of Birth

New OpenCCC design wants to remove the language for Birthdate question but the DED requires specific language and approval for changes by CO and the Office of Civil Rights.

In 2018, the logic to restrict users under age 13 from creating an OpenCCC account was removed; however, the DED was not updated and the hover help was not considered. Also, according to the legal disclaimer in the DED, we were required to get CO approval for any/all changes to the DOB language onscreen in OpenCCC.

The DOB question is slated to be revised in the OpenCCC 2.0 system. This issue will need to be discussed with the CO and/or Office of Civil Rights. What are they required to disclose onscreen or in Help drawer?

What is CCCApply (Edit Account) required to disclose onscreen or in Help drawer?

Change language in the question for mobile and internationalization

Current Language

"This information is used for protection of minors in online transaction environments, as well as to differentiate between persons having the same name. It is also used to comply with state and federal law pertaining to residency, guardianship, and admission of minors to college. This information will not be used in making admission decisions except as permitted by law."

LEGAL Language See DED

Previous Name(s)

OpenCCC 2.0 planning to remove this from the new Account system.

Is CCCApply required to collect this data?

Permanent Address

Change to "Primary Home Address"

Get feedback

Open Legal Questions

What language is "required" for the DOB question? Who approves changes?
- Review history of changes made in 2018
- Review proposed changes for new OpenCCC account (under development)
  - Should students under 13 yro be able to create an account? Does any language need to be changed?
Can the Parent/Guardian Information (Dependency Status) question be shortened? Could text be implemented as Help text?
- What's the legal requirement for this question?
Should the Privacy Policy be updated with FERPA and/or SB54 language?
- Privacy Policy is lacking certain federal requirements
- Add FERPA and SB 54 language to the privacy policy
Who can be our ongoing project support /approves changes to the Consent / Submit language

SB54: Law enforcement; sharing data (SB 54; De Leon)

This bill amends Sections 7282 and 7282.5 of, adds to Chapter 17.25 to Division 7 of Title 1 of, the Government Code, and repeals Section 11369 of the Health and Safety Code. SB 54 establishes restrictions on the use of state agency or department money or personnel to investigate, interrogate, detain, detect, or arrest persons for immigration enforcement purposes. For the text of this bill, please see: http://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=201720180SB54

Stakeholders

Who are the stakeholders?

At-risk Students Identified by Immigrants Rising:
- Undocumented, Nonresident Alien Students
- Students eligible for AB540 / SB68
More Special Populations (see CCCCO info below)
- International F1, M1, J1 Visa Holders
- ESL Spanish-speaking Students
- Homeless students (John Burton Foundation)
- Foster Youth students (John Burton Foundation)
- Noncredit (Academic Senate)
- Adult Education
- Dual Enrollment
- Gainful Employment
- First Time in College
- DSPS
- EOPS
Support Services
Marketing / Communications (Outreach & Recruitment)

According to the CCCCO website, Special Populations include (READ MORE)

Special Populations

If you’re living with a disability, are a current or former foster youth, are homeless, an undocumented resident, or if you’re facing other challenges along your path to reaching your higher educational and career goals, the California Community Colleges is here to help you.

The first step is learning about all the resources available to you and then accessing them. And there are plenty of available resources. For example, under the Americans with Disabilities Act, any discrimination on the basis of a person’s disability is prohibited. Not only can you not be denied access to the community college of your choice because of your disability, but we will provide any reasonable accommodations to meet your needs.

If you’re a veteran, you’re eligible to apply for the GI Bill, which will help cover the cost of your education. We also have invested heavily in building veterans service centers on campus, staffed with other veterans and specialized counselors and resources to get you to your goals.
Homeless students and students who are at risk of becoming homeless, also can access a variety of services, ranging from food pantries and free farmers markets to financial aid and vouchers.
Undocumented students, too, are welcome at our community colleges and can access a bevy of supportive services. In addition, the California Dream Act allows eligible undocumented students to pay in-state tuition.

User Stories

User / Stakeholder	Story
Undocumented Students	At a time when members of our undocumented communities are grappling with fear and uncertainty, the California Community Colleges has launched a number of initiatives to reassure everyone that our campuses will remain safe, welcoming places for people from all backgrounds to learn. Serving the largest number of undocumented students in the state, California Community Colleges are committed to serving all students, regardless of immigration status. Undocumented Student Action Week, October 14-18, 2019, is a systemwide campaign to advocate and provide support resources for our undocumented student population. During the week, California’s community colleges are encouraged to engage in advocacy and support efforts in solidarity with undocumented students throughout the state.

User / Stakeholder

Story

At a time when members of our undocumented communities are grappling with fear and uncertainty, the California Community Colleges has launched a number of initiatives to reassure everyone that our campuses will remain safe, welcoming places for people from all backgrounds to learn.

Serving the largest number of undocumented students in the state, California Community Colleges are committed to serving all students, regardless of immigration status. Undocumented Student Action Week, October 14-18, 2019, is a systemwide campaign to advocate and provide support resources for our undocumented student population. During the week, California’s community colleges are encouraged to engage in advocacy and support efforts in solidarity with undocumented students throughout the state.

Spring 2020 Release

2020 Development Roadmap (Tentative Projects for FY19/20)

Click here to see Spring 2020 Planned Release...

Upcoming Release: Spring 2020 (Tentative March or April 2020)

Planned Development:

Implement 2020-2021 Promise Grant Application
Internationalize CCCApply to Spanish - Spanish Translation for all CCCApply Applications
Implement new “Highest Grade Completed” question to Self-reported MMI questions in CCCApply
Enhance CCCApply to share "in-progress application data" with colleges
Integrate with new OpenCCC Account system
1. Revise SSN question layout & language; move from OpenCCC to CCCApply apps
2. Move Previous Name field
Update CCCApply.org to mobile-friendly, student-centric design
Support California Homeless: Remove residency barrier for California Homeless in Address sections
Support Dual Enrolled Students: Implement skip logic in Colleges Attended section
Support Undocumented / Nonresident Aliens: Remove language barriers across CCCApply
Update Privacy Policy & Terms of Use for full compliance
Streamline language and layout on the Consent & Submission page for mobile view

California Community Colleges (CCC) is the largest system of public higher education in the United States. Our 115 colleges across 73 districts serve 2.2 million students, which includes two-thirds of the undergraduate students in the state of California. One in four community college students in the nation is enrolled at our colleges, and our tuition is the lowest in the country.

CCC institutions also serve the diverse needs of mid-career professionals looking to boost their skills as they move up the career ladder, immigrants striving to improve their English language skills, entrepreneurs looking to start a small business, and retirees looking to take up a new interest to maintain their cognitive skills

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