Problem
[ list short descr here ]
Stakeholders
Over the past year we’ve heard from a number of different systemwide stakeholders with varying needs, requesting access to in-progress and incomplete application data for different reasons. During a recent open discussion with colleges on this topic, we were able to identify at least six different stakeholder groups that would like to get this information.
However, based on years of incoming requests from colleges wanting access to their own admission applications records as ongoing steering committee discussions, our proposal is catered to our primary stakeholder.
Primary Stakeholders
Admissions & Records
Research & Planning
IT supporting other college departments
Admissions & Records
College A&R want to track every single CCCApply application that is started for their college, especially the ones that never completed and submitted. a user-friendly and efficient process to identify every CCCApply track applications that have been started for their college but never completed or submitted so that they can provide support to achieve their goal of getting the prospect applicant across the finish line and enroll in their college. They want the ability to send custom emails on-demand (as needed) as well as customize the Messages that are sent to these applicants via the existing “Abandoned Application Emails” that are currently being sent out now by CCCApply to applications that are started but not submitted within 24 hours, and then again after 7 days.
Research & Planning
Using the Administrator functionality to track and send custom email messages to current individual in-progress applications on-demand is great for Admissions & Records, but not ideal for research, other stakeholder groups want this data delivered in different ways, times, and places. We’ve gotten requests for more, better, analytical information on prospective applicants that we haven’t been able to provide to this point. By delivering be able to aggregate or report
IT
Proposed Solutions
College Meeting Notes - December 2019
Summary of notes and link to full minutes
Pending Action Items:
Work with the Chancellor’s Office to confirm what language can be changed and whether the proposed layout changes are approved.
LEGAL - Needing additional “Consent to Release Info” permission from student vs. comprehensive Privacy Policy Disclaimer
Historical Information
In FY 2018-2019, over 2.6 million CCCApply applications were submitted. For the purposes of this breakdown, spam applications were not removed from the total = 2,647,615.
Of the 2,647,615 apps submitted:
X NUMBER WERE STARTED BUT NOT SUBMITTED and are sitting in the IN-PROGRESS DB
In FY2018-19,
Stakeholders
Scope
PROPOSED SOLUTIONS - REQUIREMENTS
PULL In-Progress Applications Data into Administrator
Implement API or other process to pull in-progress application data* into the CCCApply Administrator and allow the college to update/refresh the data on-demand (as needed).
Each refresh updates the Administrator user interface and stores the in-progress data separately
The data set pulled in includes the applicant’s contact information (Directory info) from their Account db) and either a partial set of application data fields or all data responses available at the time of the pull request.
Must have data includes:
Name
Permanent Address
Email address
Phone
DOB
IP Address
CCCID
Term
Major / Meta Major
Education Goal
App Language setting
College MIS
All In-Progress data should be stored in Admin database table, separately from submitted data, so it can be used configuring custom Messages and Rules
Add new utility module for ‘In-Progress Applications’ in the Administrator
Implement a UI summary table and minimal feature functionality in order for colleges to manage their incoming applicaitons on their own time
Summary table for colleges to manage their In-progress apoplications Ability for the college to request (pull) and refresh (update) the incoming data to the summary table
to get refresh or
User interface and admin configuration to manage
with applications that were started but never finished/submitted to their college all record for each application that was started but never finished for their college
Flip the Layout
We propose flipping the layout so that the collection of the parent or guardian information is collected at the top, and the “I do not have a parent or guardian…” option is clearly shown below.
The question is required and the student must either provide parent information or check the “I do not have a parent or guardian….” checkbox. When data is entered into the parent information input fields, the “I do not have a parent or guardian…” checkbox will be disabled.
Revise the Language
In addition to flipping the layout, the language needs to be revised to clarify why the student’s parent information is being collected, not just for undocumented and nonresident minors, but all minors. Acknowledging that their parents' data will be protected and not shared, will reassure the student with clear, non-threatening language.
Change: “By California law, qualification for resident tuition is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. The following questions will be used to determine whether or not you need to provide parent or guardian information for the purposes of determining residency. Your response will not affect your admission to college.”
TO: “Determining your California 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. Nonresident students who meet eligibility requirements may apply for nonresident tuition exemption (AB540 / SB68). This information is protected by federal and state laws and will not be shared or used outside of the admission process.
Enter the name of your parent or guardian below, or check the box indicating you do not have a parent or guardian.”
NO CHANGE will be needed to the <dependent_status> data field or the parent info fields. The proposed changes would be strictly cosmetic.
Legal Information
From the SAAM:
Self-Supporting Student
Two-Year Care & Control:
Residency for Minor
From CCCApply Standard Application Data Dictionary v.2019.3)
Dependent of Parent/Guardian
Data Element: | dependent_status |
Description: | Whether applicant is a minor subject to care and control of guardian per residency law—and if not, whether applicant is a non-minor or an independent minor. |
Format, Length: | bpchar, 1 |
Values: | 1 = Applicant is dependent. Selected “None of the statements above is true about me.” 2 = Applicant is under 19 and independent. Selected “At least one of these statements is true about me”. 3 = Applicant is 19 or older and therefore independent. The applicant will not have been presented with the parent/guardian questions. |
Allows Null: | No |
Default: | 3 |
Usage: | If this field = 1, parent/guardian questions are asked and many residency-related questions are reworded to refer to parent/guardian rather than “you”. |
Notes: | General law identifies a ‘Minor’ as under age 18; however, the “Evidence of Intent” rules in the Student Attendance Accounting Manual (Chapter 2), based on Title 5 section 54024, specify ‘under 19 years’ as the differentiating criterion, superseding general law. |
Hover help | Whether applicant is a minor subject to care and control of guardian per residency law—and if not, whether applicant is a non-minor or an independent minor. |
Question Text: | Select the statement that applies to you: At least one of the following statements is true about me:
|
Conditions: | Appears only if the applicant will be under 19 at RDD. |
Additional Text: By California law, qualification for resident tuition is based on the residency of your parent(s) or guardian(s) until you are 19 years of age, except in certain special circumstances. The following questions will be used to determine whether or not you need to provide parent or guardian information for the purposes of determining residency. Your response will not affect your admission to college. | |
Response Options: | Must select one of the two radio buttons. |
Pop-Up Help: | If any of the hyperlinks in the Question Text is clicked, a pop-up is displayed with the following text: Parent: For the purposes of this college application, your parent is a natural or adoptive mother or father with whom you live and/or who provides your support, care, and control. If you have two parents, you can enter the name of either one. Guardian: For the purposes of this college application, your guardian is a person other than a parent who has been legally appointed to provide your support, care, and control. If you have two guardians, you can enter the name of either one. Emancipated: Being emancipated means that you have been legally released from the care and control of parent(s) and/or guardian(s), and are now responsible for your own care and control. To be considered legally emancipated for the purposes of this college application, you must have received a declaration of emancipation from a California court, or have been legally emancipated in another U.S. state. Self-Supporting: You are considered to be self-supporting if you do not receive any financial support from a parent or legal guardian in the year leading up to the start of the term for which you are applying. Financial support you may receive from colleges, institutions, or individuals who are not your parent or legal guardian does not affect whether you are considered self-supporting.
Foster Care includes, but is not limited to, placement in out-of-home care under the supervision of the Juvenile Probation Department. As long as you were placed within the foster care system by order of a court, you were in foster care. Having a legal guardian does not necessarily mean that you have been in foster care. If you need assistance with determining whether you were in foster care, you can contact the California Foster Care Ombudsman's office at (877) 846-1602 or fosteryouthhelp@dss.ca.gov |
Field Error Check: | None |
Page Error Check: | Required selection; else error message, “You must select one of the options related to your parent or guardian status.” |
Notes: | This question determines whether someone who will be under 19 on RDD is subject to care and control of guardian for purposes of determining residency. For residency purposes (unlike in general law), a minor is defined as someone under 19 years of age. |
Data Element: | dependent_status |
Additional fields:
Parent/Guardian First Name
Parent/Guardian Last Name
Parent/Guardian Relationship
These fields, along with the Dependency question above, only appear if:
Only displayed if previous response indicates the person is under 19 and not independent. |