2013 Annual Updates. The New Online Gateway to the California Community Colleges

Transcription

1 2013 Annual Updates The New Online Gateway to the California Community Colleges

2 CCCApply Annual Updates - Timeline Schedule Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Accept and evaluate requests Draft specifications Finalize specifications Program changes Develop test plan Develop messaging to users TEST changes Program corrections Implement messaging to users Validate and sign-off changes Go LIVE 4/5 Plan next year s enhancements >

3 New CCCApply Website New, streamlined look and feel Representative of diverse populations Easy access to college Admissions pages Easy access to support / help Manage the transition to new application Site went LIVE in November 2012 CCCApply.Org

4 New CCCApply Website - Now students never miss your important admissions information and links Directs students to your website Admissions page for news and information You control the link to the online application

5 New CCCApply Website - New Support Services 24/7 Helpdesk 96% of calls resolved successfully Password resets, security questions, general questions Professional support from Xerox 87% of support calls answered in 30 seconds or less by a human

6 New CCCApply Website CCCHelp.Info 24/7 Community-powered Support for CCCApply Knowledgebase contains over 750 FAQs, topics and questions Questions are answered by students for students. Official FAQs provided by CCC Tech Center.

7 Changes to VISA Types and Corresponding Algorithms Problem: Currently, the online application has several issues pertaining to VISA types that also affect residency algorithms. VISA type Other or None causing errors and confusion VISA type X is not a valid VISA type Lettered VISAs are defined incorrectly Errors in AB540 algorithm logic regarding nonimmigrant VISAs AB540 algorithm returning faulty eligibility information Why are VISA types important? Affect preliminary residency determination Affect eligibility for financial aid and fee waivers What algorithms are affected? Residency algorithm AB540 Waiver algorithm APPROVED for Xap and new CCCApply

8 Changes to VISA Types and Corresponding Algorithms Change VISA Type Other or None to OTHER Currently applicants can choose VISA type other or none and not check the no documents checkbox in the Citizenship section of the application. Ambiguous: Unable to distinguish whether they have a VISA or not. Redundant: No Documents checkbox included in error logic Inefficient: Creates unnecessary work for Admissions Remove VISA Type X Officially, there is no VISA type X. Apparently in the past, our listing of X was used to identify an Employment Authorization Document Card (EAD). Employment card types should not be included in the VISA types listing. APPROVED for Xap and new CCCApply

9 Changes to VISA Types and Corresponding Algorithms Solution Change VISA type Other or None to OTHER Eliminates confusion and potential for errors Applicants must choose a VISA type (including Other) or check the No Documents box Correct the error checking between visatype and nodocuments Remove VISA Type X Remove any potential confusion Changes made to VISA types listing. Final Determination: APPROVED for Xap and New CCCApply

10 Changes to VISA Types and Corresponding Algorithms Solution Correct the AB540 algorithm logic: All lettered VISAs will be considered non-immigrant VISAs Holders of lettered VISAs will not be eligible for fee waiver New Logic: If Visa Type is not null = then applicants is disqualified Correct AB540 eligibility info, links and descriptions Properly identifies eligible fee waiver applicants Final Determination: APPROVED for Xap and New CCCApply

11 Residency Clarification for Distance Learners Residing Outside of California Problem: The residency question: When did your stay in California begin? does not provide a clear option for distance education students who reside outside of California. Why is this a problem? Distance education in California is growing! In 1995, 0.63 percent of all course sessions were considered distance education. By 2011, number grew to 9.06% DE students aren t relocating to California More work for Admissions APPROVED for Xap and New CCCApply

12 Residency Clarification for Distance Learners Residing Outside of California Solution Modify the question to include distance education learners: Check if not yet arrived in California or do not plan to relocate to California. Modify the question to include out-of-state distance learners The field notcaresident is not used in residency algorithm directly. There should be no problem in modifying the language of the question. Final Determination: APPROVED for Xap and New CCCApply

13 2013 Board of Governor s Fee Waiver Application Problem: The Board of Governor s (BOG) Fee Waiver application for includes new eligibility requirements, new information for applicants, and modifications to the Method B income levels. New Changes to the BOG Fee Waiver App: Combines the California Dream Act and the BOG: Three new data questions / data fields Pre-Determinations: California Residency AB540 Eligibility Non-Resident Tuition Exemption Due to Immigration Status New Method B Income Standards Solution: 2013 Xap BOG app coming soon! CCCApply BOG due Fall 2013 APPROVED for Xap and new CCCApply

14 AB620: Inclusion of Sexual Orientation, Gender Identity, and Gender Expression Questions Problem: California law (AB620) requires the California Community Colleges to collect aggregate demographic information regarding the sexual orientation, gender identity, and gender expression of students. It also requests annual transmittal of summary demographic reporting to the Legislature and posting of such summary information on the CCC Chancellor s Office web site. Additional Aspects of the Law: AB620: Equality and equal access for higher education Reinforce laws that forbid discrimination on the basis of sexual orientation or gender identity, Provide access to student services which meet the unique needs of LGBT students PENDING for Xap and new CCCApply

15 AB620: Inclusion of Sexual Orientation, Gender Identity, and Gender Expression Questions Review Critical Issues and Risks Sensitivity of subject matter A/R concerns with parents and dealing with minors Risk of data breeches across the system High number of breeches across the US Distributing data to 112 Colleges Overloaded IT departments Lack of resources, under-staffed Difficult to focus on security Risk of building a statewide database of millions of people in perpetuity Currently 7.5 million student accounts Our goal is to make it very clear to the student: This information is only used for summary demographic reporting. Your answers are kept anonymous. It will not be saved with your student account or application to college. It will not be available to admissions personnel. PENDING for Xap and new CCCApply

16 AB620: Inclusion of Sexual Orientation, Gender Identity, and Gender Expression Questions Solution Solution: Modify the Personal Information page by: Change the title of the Gender question to discriminate between biological sex and gender. Sex This information will be used for state and federal reporting purposes. It is optional and voluntary and will not be used for a discriminatory purpose. Sex Refers to the biological distinction between Male, Female and Decline to State PENDING for Xap and new CCCApply

17 AB620: Inclusion of Sexual Orientation, Gender Identity, and Gender Expression Questions Solution Add section to bottom of Personal Information page. Add optional question with conditional question format: Do you wish to answer voluntary questions about your sexual orientation, gender identity, and gender expression? Question DOES NOT appear If the applicant is a minor. Gender / Sexual Orientation Do you want to answer voluntary questions about your sexual orientation, gender identity, and gender expression? This information is only used for summary demographic reporting. Your answers are kept anonymous. It will not be saved with your student account or application to college. It will not be available to admissions personnel. California law requires the California Community Colleges to collect aggregate demographic information regarding the sexual orientation, gender identity, and gender expression of students. It also requests annual transmittal of summary demographic reporting to the Legislature and posting of such summary information on the CCC Chancellor s Office web site. Using conditional questioning, questions pertaining to Gender/Sexual Orientation will appear ONLY if the applicant answers Yes to optional question. PENDING for Xap and new CCCApply

18 AB620: Inclusion of Sexual Orientation, Gender Identity, and Gender Expression Questions Solution Add Questions: 1. Please indicate your sexual orientation Homosexual (Gay/Lesbian), Heterosexual (Straight), Bisexual (Bi), Other, Decline to State 2. Please indicate your gender identity Male, Female, Other, Decline to State 3. Please indicate your gender expression Male, Female, Other, Decline to State Hover Help text for sexual orientation, gender identity, gender expression is same as links pop-up. Links Pop-Up Sexual Orientation Sexual orientation describes an enduring pattern of attraction emotional, romantic, sexual, or some combination of these to persons of the opposite sex, the same sex, or to both sexes, as well as the genders that accompany them. Gender Identity means one s private sense of being male or female. "Gender Expression" means a person's gender-related appearance and behavior, whether or not stereotypically associated with the person's assigned sex at birth. PENDING for Xap and new CCCApply

19 AB620: Inclusion of Sexual Orientation, Gender Identity, and Gender Expression Questions Solution Data Storage Requirements To protect the anonymity of students and to address security concerns, this data will be stored: Separate from the submitted application database. Individual rows in the table will NOT contain PII data elements Extreme caution WILL be given to the inclusion of fields that may be used in combination with other databases to identify individuals in the event of a breach. Data Reporting & Download Reporting and download of the anonymized table data will only be accessible via the CCC Report Center PENDING for Xap and new CCCApply

20 AB 2478: Change to Recently Discharged Military Act Problem: Per recent legislation (effective January 2013), the residency requirements for specified discharged military* have been extended from one year to two years to establish residency. New Law: Provides for a one year exemption within a two year period Stationed in California one year immediately prior to discharge If student leaves and returns to CA within the first year, they may file an Intent to establish Residency affidavit and claim one year exemption. *Restricted to an honorable, general, or less than honorable discharge to be eligible for nonresident exemption Dishonorable or bad conduct discharge shall not be eligible APPROVED for Xap and new CCCApply

21 AB2478: Change to Recently Discharge Military Act Good news! There is no impact on CCC Apply other than adding a new question. New CCCApply Solution: Add an new question to identify Type of Discharge Solution AB2478 maintains the limitation of the one year exemption, but within two years after their discharge date. Colleges have more flexibility in starting the exemption clock relative to the start of the term. Final determination: Steering Committee DECLINED changes in Xap due to cost. Final Determination: APPROVED in new CCCApply D E C L I N E D in Xap due to cost

22 AB 2171: Disclosure of Prior Expulsion from a California Community College Problem: AB 2171 allows California Community College districts to require applicants to disclose any prior expulsion from another college or university and allows denial of enrollment for specified serious or violent offenses. The Law: District has authorization to deny or permit ENROLLMENT Expulsion - or going through expulsion - within past 5 years Board must hold hearing before taking action to determine risk or threat District can request info, and must provide info, by another CCC Important Note about AB2171: We still have to admit these students; however, we are not required to let them register for classes. APPROVED for Xap and new CCCApply

23 AB 2171: Disclosure of Prior Expulsion from a California Community College Solution New CCCApply Solution: Add optional, self-disclosing question to the Education > Colleges Attended section: Click here if you were expelled, or are in the process of being expelled, from a college or university with the past 5 years Add new question and a corresponding summary flag To simplify the logic, a summary flag is set if the user indicates that he/she has been expelled from any listed college/university. It is intended that a college could download this one summary flag and if set True, could investigate further. Final determination: Steering Committee DECLINED changes in Xap due to cost. Final Determination: APPROVED in new CCCApply D EC L I N E D in Xap due to cost

24 Problem: Clarify Education Section for K8 Applicants and Modify Error Checking for High School Graduation Date Eighth graders (>13 years old) are confused by the choices in the Education section; Students end up selecting answers that generate error messages; Omit answers because they don t believe they pertain to them; Error checking not allowing enough years for them to graduate Final determination: Steering Committee DECLINED changes in Xap application due to cost. Changes will appear in new CCCApply. APPROVED for Xap and New CCCApply

25 Clarify Education Section for K8 and Modify Error Checking of High School Grad Date Example With no other options, K8 students are compelled to either answer untruthfully Or not answer at all. Either way, contradicting answers create errors APPROVED for Xap and New CCCApply

26 Clarify Education Section for K8 and Modify Error Checking of High School Grad Date Solution: Modify question in High School Education section: High school completion date (the date you graduated, or are planning to graduate if in K-12, passed the GED, or received a certificate of high school equivalence. If unsure of the exact day, please estimate) Or not answer at all. High school completion date (the date you graduated, or are planning to graduate if in K-12, passed the GED, or received a certificate of high school equivalence. If unsure of the exact date, please estimate: Either way, contradicting answers create errors Modify the question to include an option for pre-high school aged applicants (>13 yrs). Final Determination: APPROVED in new CCCApply D E C L I N E D in Xap due to cost

27 Clarify Education Section for K8 and Modify Error Checking of High School Grad Date Solution: In Last High School Attended section, re-order list of options in drop down menu. If you graduated from high school, identify the high school from which you graduated. If you did not graduate from high school, identify the last high school you attended. If you are in grades K-8, please select the high school you plan to attend. If you did not attend high school at all, check Did not attend High School. Final Determination: APPROVED in new CCCApply D E C L I N E D in Xap due to cost

28 Clarify Education Section for K8 and Modify Error Checking of High School Grad Date Solution: Modify error checking so that high school completion date is required and may be six (6) years in the future. High school completion date (the date you graduated, or are planning to graduate, from high school, passed the GED, or received a certificate of high school equivalency. If unsure of the exact date, please estimate: Or not answer at all. Either way, contradicting answers create errors Require high school completion date for concurrent students and Extend estimated completion date to 6 years in to the future. Final Determination: APPROVED in new CCCApply D E C L I N E D in Xap due to cost

29 Change Descriptive Text for Residency Status 2 Question: Should the description used for Residency Status 2 be changed? The words proof needed imply that no proof is needed if the Residency Status is 1. Solution: Change the header to Preliminary Residency Status Preliminary Residency Status Potential Resident, proof needed (code 2) Revise Code 2 text to Potential Resident, Proof Needed Final Determination APPROVED for Xap and new CCCApply

30 Identify Emancipated Minors More Accurately Problem: In the Parent/Guardian Status section of the current application, a question asks if a student under 19 years old is under the care or control of their parent/guardian. Misinterpreting the question, many times the student says No, which flags them as an emancipated minor when they are not. A true emancipated minor has documentation for proof A correction form is needed to obtain additional parent information Creates extra paper work for Admissions APPROVED for Xap and new CCCApply

31 Identify Emancipated Minors More Accurately Solution Modify the wording and reverse the order of the two questions No new data or error logic is needed but will modify error message accordingly Final Determination: APPROVED in Xap and new CCCApply

32 Link to Foster Care Help from Aged Out and Emancipated Problem: The XAP Help text for Foster Care includes definitions for aged out and emancipated ; therefore, it makes sense to link from these words to the Help pop-up. Solution: Link instances of aged out and emancipated on the Foster Youth question to the Foster Youth Help pop-up Final Determination APPROVED for Xap and new CCCApply

33 AB1456: Update the Per-Unit Tuition in Cost of College FAQ Problem: On July 1, 2012, the per-unit tuition fee for all California Community Colleges was increased to $46/unit. All instances in print and/or online must be updated. Solution: Update all online resources: FAQ on CCCApply.org All Tech Center websites CCCHelp.info (shown here) Final Determination APPROVED for Xap and new CCCApply

34 DEFERRED Change Requests Reclassify VISA Type TPS or Add Similar VISA Types Problem Statement TPS (Temporary Protected Status) does not appear to be a VISA type, but rather a status like Refugee or Asylee, but temporary and not leading to a green card. Should it be listed in the Visa Types menu? Should similar statuses be added, such as Family Unity Program Beneficiary, or VAWA Self-Petition Grantee. Reason for Deferring CCCApply Steering Committee concluded that "no problems have been reported by users and any changes would need full and careful analysis. Defer until further notice. Modify Ed Goal, Major for SB 1440 Transfer Degrees Problem Statement Currently, CCCApply does not clearly present SB1440 degrees and associated benefits, nor do they guide incoming students with plans to transfer, to the SB1440 degrees over similar AA/AS degrees which don t have the same benefits Reason for Deferring Educational goals are defined by MIS. Therefore, more time for discussion and careful consideration is needed by the Steering Committee to properly define the role of CCCApply in educating applicants about SB 1440 degrees and their benefits. As this issue develops, the committee will continue to review. DEFERRED for Xap and New CCCApply

35 DEFERRED Change Requests College Defined Questions by Term Problem Statement Citrus College would like to be able to ask term-specific questions to incoming applicants through the online application to college. They see the benefit of having certain questions appear only for certain terms, as opposed to all terms. Reason for Deferring Need for further clarification and research before a decision can be made. A suggestion was to use the Supplemental Questions Page per term or a term-specific survey. Issue will be resubmitted to the Steering Committee for further review at next meeting. Web Services to Pull Statewide Student Identifier (SSID) from CSIS into CCCApply Problem Statement Per Patrick Perry, relating a discussion from his K-20 data workgroup, there is strong confirmation that a module would need to be built into CCCApply that would hit the CSIS database to pull out csis_id from the k-12 world and populate it into our world. He noted that SB1298 mandates this action. Reason for Deferring This issue is deferred for further discussion. Per Tim Calhoon, CSIS data would most likely be put into the CCCApply application on the education page. DEFERRED for Xap and New CCCApply

36 Declined Change Requests Require the Date When Stay in California Begins Problem Statement Golden State College has requested that the question, When did your current stay in California begin? be a required field on the application to college. This field is used to determine an applicant s residency status, Steering Committee Response / Reason for DECLINING The Tech Center IT determined this to be a technical bug found in the college s Banner SIS. No changes will be made to the CCCApply application. Modify Error Logic for Blank Alien Registration Problem Statement Currently, the Alien Registration Number (ARN) is an optional user response if citizenshipstatus = 3 (Temporary Resident / Amnesty) or = 4 (Refugee / Asylee). It was suggested that, in such cases where ARN is blank, should there be a requirement that No documents to be checked? Steering Committee Response / Reason for DECLINING Per the Steering Committee, an applicant can have documents without having an ARN. Therefore, this request is denied. DECLINED for Xap and New CCCApply

37 Declined Change Requests Make BOGFW References Consistent Problem Statement There are inconsistencies in representation of the Board of Governors Fee Waiver grant and program throughout the CCCApply application and other online and in-print materials. The following examples were noted to be appearing BOGFW, BOGFW App, BOGW, BOG Fee Waiver, Board of Governors Fee Waiver, and BOG Waiver. Steering Committee Response / Reason for DECLINING After careful review through the BOG Fee Waiver Data Dictionary and the CCCApply screen specifications, no references to BOGFW or BOGW were found as noted in request. The CCCApply Steering Committee agreed to decline this request and ensure consistency on all future application releases. Support New MIS Date such as SG01/02 Military Status Problem Statement There have been several requests and questions about supporting new MIS Data Elements (especially Military Status, SG01 & SG02) in CCCApply. Steering Committee Response / Reason for DECLINING Currently, CCCApply supports all of the new MIS data elements that it can support. No further action is required; therefore, this request is denied. DECLINED for Xap and New CCCApply

38 Declined Change Requests AB 2133: Priority Registration for Veterans Problem Statement Per 2013 legislature mandate there will be an increase, from 4 to 15, in the number of years after leaving active duty that a veteran, who is a resident of California, is eligible for priority registration. A veteran who has a dishonorable discharge, however, is NOT eligible. Steering Committee Response / Reason for DECLINING The CCCApply Steering Committee declined this request, declaring that no action required. Add Gender Field Next to Parent/Guardian Education Question Problem Statement A request was made by the Institutional Research department at the College of the Canyons to add a gender field next to the parent/guardian education question for the purpose of collecting the responses as data. Steering Committee Response / Reason for DECLINING The request was declined on December 11, 2012, due to lack of relevance to the application process. DECLINED for Xap and New CCCApply

39 Declined Change Requests Electronic Signature Requirement in Xap CCCApply Problem Statement A new update to the California education code ( Electronic Applications and Electronic Signatures) includes new standards for electronic signatures in admissions applications. The esignature technology currently available in Xap CCCApply is not compliant and would require significant development work to meet the new standard. The new OpenCCCApply is currently compliant. Steering Committee Response / Reason for DECLINING CCCApply Steering Committee voted to decline this request due to cost and because we are nearing the end of our master contract with Xap. DECLINED for Xap and New CCCApply

40 CCCApply Project News & Resources: Application Site: Terry McCune: IT Project Lead Patty Donohue: Project Mgr