CCCApply 2011 Annual Update Specifications for Changes

Rev 1.3 CCCApply 2011 Annual Update Specifications for Changes March 15, 2011 The CCCApply Steering Committee has considered the following requests for changes for the 2011 Annual Update to CCCApply This document provides specifications for all approved change requests that have not been previously implemented It also records for reference all requests that have already been implemented, all deferred requests, and all declined requests Approved Requests 2011-02 Remove ‘New to California’ from Residency Help 2011-03 Fix Confusing Text in Residency Help .6 2011-05 Modify Text of Contra-Indicator Questions 2011-07 Remove Residency Intent from Control Center Profile 2011-10 Revise Home Page Reference to Number of Students 2011-13 Update Visa Types Menu for International Applications 10 2011-14 Add Help Pop-up for Name Fields 13 2011-15 Revise Residency Error Checking 15 2011-19 Make All ‘raceGroup’ Values Digits 16 2011-20 Revise Instructions for Colleges Attended 17 2011-21 Fix ‘Date Attended’ and Other Date-Related Error Messages 18 2011-22 Add Test Option for Email Tasks .19 2011-24 Use Day-Before-Term-Start as Residency Reference 20 2011-27 Increase Visibility of Spanish/English Toggle 21 2011-30 Comply with Federal Higher Education Opportunity Act 22 2011-34 Error Check for HS Ed Level and Foreign School 23 2011-38 Require Middle Name in Account Creation and Application .24 2011-39 Change Required Fields for International Addresses .27 2011-A Updates and Corrections to Residency Pages and Algorithm 28 Approved Requests: Prior Completion 36 2011-08 Update FAQ: Cost of College 36 2011-09 Update Website for New Colleges 38 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Deferred Requests 39 2011-11 Revise the Residency Status Change Logic .39 2011-17 Fix Race & Ethnicity Demographic Report .40 2011-18 Add Parent Education Level to Demographic Report .41 2011-23 Add ‘Online-Only’ Checkbox for Colleges Attended 42 2011-28 Add ‘Preferred Name’ Field to Application 43 2011-29 Improve Accuracy of CDS Codes .44 2011-31 Resolve Issues with Non-CA and Non-US CDS Codes 45 2011-36 Enhance Supplemental Questions to Support PINs 46 2011-37 Add ‘Other’ Option for Gender 47 Declined Requests 48 2011-01 Disallow Special-Character-Only in Name Fields .48 2011-04 Make ‘Credentialed Employee’ Question Conditional 49 2011-06 Add Name Suffix on BOGFW Application 50 2011-12 Remove ‘I’ from Name Suffix Options .51 2011-16 Revise Residency Logic for Out-of-State Activities 52 2011-25 Clarify When Term Is Closed for Resumed Application 53 2011-26 Separate CCCApply and Xap Email Systems 54 2011-33 Allow Contingent Questions in Application 55 2011-40 Lengthen First Name and Last Name Fields 56 Appendix A Resident Tuition for Military per Federal Law 57 Chancellor’s Office Legal Opinion O10-05 .58 Steering Committee Analysis 64 Change Log The following changes were made in revision 1.2 of the Annual Update Specifications:  Made several changes to 2011-A, including a major revision of Table A-1, addition of Figure A-1, and several changes to the use of term-related dates on Residency  Added 2011-40 to Declined Requests  Updated Reason for Deferring in 2011-17 and 2011-29 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Annual Update Schedule Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Accept and evaluate requests Validate and 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 4/7 — — — —> Plan next year’s enhancements Contacts For information about changes to CCCApply, contact: Project Manager Tim Calhoon 530-965-0634 calhoonti@cccnext.net Committee Chair Bill Mulrooney 310-660-3421 bmulrooney@elcamino.edu Documentation Mark Howell 530-295-8080 MarkHowell27@aol.com of 64 Xap Account Rep Stephanie Lin 310-945-0523 Stephanie@xap.com CCCApply 2011 Annual Update Specifications Rev 1.3 Approved Requests Change requests in this section were approved by the Steering Committee and implemented by Xap as part of the regularly-scheduled 2010 Annual Updates 2011-02 Remove ‘New to California’ from Residency Help Requestor: Mark Howell, 2/8/10 User Notification Required: No Change to Data Download: No Spanish Translation Required: No (deletion only) Problem Statement The help pop-ups for the first three questions in the Residency section ‘Additional Residency Factors’ begin with the underlined phrase in the following example: If you are new to California and are a full-time credentialed employee of a California public school taking coursework that is required to fulfill your credential, select Yes This phrase about “new to California” is vague and does not reflect the actual question asked Solution Request Remove “are new to California and” in all help text where it occurs Specifications Delete the phrase “are new to California and” from the Help pop-ups for the three questions in the Additional Residency Factors section of the Residency page as indicated in the following illustrations of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Note: See 2011-03 for additional changes to Full-time Credentialed Employee Help Make corresponding deletions in the Spanish translations of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-03 Fix Confusing Text in Residency Help Requestor: Mark Howell, 2/8/10 User Notification Required: No Change to Data Download: No Spanish Translation Required: Yes Problem Statement The help pop-up for the second question in the Residency section ‘Additional Residency Factors’ includes: If you are new to California and are a full-time credentialed employee of a California public school taking coursework that is required to fulfill your credential, select Yes You will need to present verification of your employment and need for the coursework to the admissions office AFTER you complete this application The second sentence is awkward and difficult to understand Solution Request Rewrite this text to make it less confusing Specifications Modify the Full-time Credentialed Employee Help pop-up so that the first non-bold paragraph is as follows: If you are a full-time credentialed employee of a California public school taking coursework that is required to fulfill your credential, select Yes If you are new to California and obtain residency qualification based on this employment, you may need to present the following to the admissions office: 1) verification of employment at a California public school, and 2) verification of coursework requirements Make corresponding changes in the Spanish translation of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-05 Modify Text of Contra-Indicator Questions Requestor: Mark Howell, 2/8/10 User Notification Required: No Change to Data Download: No Spanish Translation Required: Yes Problem Statement The Residency page includes the following question: Since , have you registered to vote in another state? Since one could have registered several years ago but voted within the last years, the following wording would be more appropriate (highlighted words added): Solution Request Replace the existing text with: This change would also be more consistent with the SAAM wording: “Maintaining voter registration and voting in another state.” Specifications Modify the second question in the Out-of-State Activities section of the Residency page as follows: Since , have you voted or registered to vote in another state? Make corresponding changes in the Spanish translation of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-07 Remove Residency Intent from Control Center Profile Requestor: Mark Howell, 3/1/10 User Notification Required: No Change to Data Download: No Spanish Translation Required: No Problem Statement In the Residency screen of the Applicant Profile on the Control Center, the ‘intent question’ remains, though we have removed that question from the application Solution Request Remove the intent question on the Residency screen of the Applicant Profile Specifications In the Control Center, on the Residency screen of the Applicant Profile, remove the intent question circled in the illustration below: of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-10 Revise Home Page Reference to Number of Students Requestor: Catherine McKenzie, 10/27/10 User Notification Required: No Change to Data Download: No Spanish Translation Required: No Problem Statement The CCCApply.org home page says, “Each year at our 112 colleges, more than two million students from all over the world build their career skills, prepare for transfer to four-year colleges and universities, or simply enrich their lives through learning.” The current number is nearly three million students Solution Request Change the statement on the CCCApply.org home to “Each year at our 112 colleges, nearly three million students from all over the world build their career skills, prepare for transfer to four-year colleges and universities, or simply enrich their lives through learning.” Note: The Steering Committee declined Mark Howell’s request to change the number of colleges to “more than 110” Specifications On the CCCApply.org home page, make the text change indicated as indicated by the strikethroughs and underlining below Each year at our 112 colleges, more than two nearly three million students from all over the world build their career skills, prepare for transfer to four-year colleges and universities, or simply enrich their lives through learning of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-13 Update Visa Types Menu for International Applications Requestor: Mark Howell, 3/15/10 User Notification Required: Yes Change to Data Download: Yes Spanish Translation Required: No Problem Statement For the 2010 Annual Updates, we updated the menu of Visa Types for the Standard app, but did not make the same updates for the International App Is there any reason not to so? Solution Request Update Visa Types menu in International Application to match the Visa Types menu in the Standard Application Specifications On the Visa Information page of the International Application, update the menu for Current visa type and the stored values for CCC: Visa type to match the current coding for visa types in the Standard Application: Select a visa type A-1 A-2 A-3 B-1 B-2 BCC BE C-1 C-1D C-2 C-3 C-4 D-1 D-2 E-1 E-2 E-3 E-3D E-3R F-1 (Student Visa) F-2 F-3 G-1 G-2 10 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-06 Add Name Suffix on BOGFW Application Requestor: Mark Howell, 2/19/10 Problem Statement The BOGFW form, page 1, currently does not include a field for the suffix (JR, III, etc.) with the rest of the name fields Should we add one? (And while we’re at it, should we go ahead and ask for Middle Name rather than Middle Initial?) The paper form does not label an area for the suffix, but the student could easily include it: Reason for Declining No problems with current situation, which conforms to paper app 50 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-12 Remove ‘I’ from Name Suffix Options Requestor: Jolie Chevalier, Student Services Assistant, Ohlone College, 3/10/10 Problem Statement “I noticed that on our online application there is a choice of using “I” as a suffix as in “Jolie Chevalier the First”, which is not a valid suffix, unlike Jr, Sr, III, IV, etc Is there any way this can be removed? This results in errors after downloading that require me to manually input all student data into our records system, Datatel.” Note: Mark Howell added: Should we add ‘V’? What about beyond ‘V’? CSU supports ‘V’ but does not support ‘VI’ or beyond PESC XML supports the same set of suffix options that are currently offered in CCCApply Reason for Declining A simple submission rule could be written to disallow a value of ‘I’ in the suffix Also, filtering options may be available on the back end, during or after downloading At this time, the Steering Committee does not see a need to depart from the set of suffix options used by CCCApply and PESC XML 51 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-16 Revise Residency Logic for Out-of-State Activities Requestor: Mark Howell, 4/8/10 Problem Statement Current Residency logic assigns non-resident status if an applicant has been in CA for more than yr but less than yrs, and has answered Yes to one of the questions under Out-of-State Activities Per the SAAM, if the applicant has not engaged in the Out-of-State Activity in the last year, the residency status should be resident-upon-evidence-of-intent Therefore, the Residency Algorithm is currently misclassifying some applicants as Residency Status instead of Residency Status One solution would be to assign Residency Status if an applicant has been in CA for more than yr but less than yrs, and has answered Yes to one of the questions under Out-of-State Activities Colleges would then need to determine the date of the out-of-state activity, as well as obtain evidence of intent, before granting residency I believe a better solution would be to change the response options in the 'Out-of-State Activities' section to distinguish between activities within year of start-of-term and activities to years before start-of-term Then we could give Residency Status if the activity is to years before start-of-term, or Residency Status if the activity is within year of start-of-term, as specified in the SAAM Reason for Declining The Committee recognizes that the Residency Algorithm does not distinguish status B2 (Activity more than one year ago) and B0 (activity within one year) per SAAM Students who receive B0 in this case can appeal and demonstrate residency 52 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-25 Clarify When Term Is Closed for Resumed Application Requestor: Mark Howell, 5/11/10 Problem Statement Currently, there is a problem with the way applications are resumed If the selected term has been closed or deleted between when the application was started and when it was resumed, questions on Residency (and other pages with prompts and error checks involving term start date) are asked and error-checked in relation to the start date of the closed or deleted term Only when the application is submitted does the user find out that the term is closed, at which point the user must repeat several pages of the application This can be confusing and annoying Solution Request When a user resumes an application for which the selected term is no longer open, CCCApply will immediately indicate that a term needs to be selected Specification When a user resumes an application, first check to see if the selected term is open If it is, go to the ‘current page’, as is currently done If the selected term is no longer open, resume the application at the Enrollment Information page, with no selection in the Term applying for field, and with the following error message: You must select the term you are applying for [Spanish: “Debe seleccionar el periodo para el que está solicitando admisión.”] Reason for Declining Xap declines to make this change for technical reasons Instead, Xap “would suggest doing the following process that the California State University has in place:  If a user has an un-submitted application sitting in the queue where the user hasn’t resumed the application since January 1, 2009, the application will be deleted and the student must start a new application OR  If a user has not resumed an application that has been sitting in their queue but the enrollment term that they had originally selected is closed, the application will be deleted.” The Steering Committee does not believe these options are appropriate Since there not appear to have been any complaints from users, no change will be made at this time 53 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-26 Separate CCCApply and Xap Email Systems Requestor: Mark Howell, 5/21/10 Problem Statement Xap reported that in May, a virus on a Xap employee’s computer caused spam to be sent from Xap, resulting in the temporary black-listing of Xap emails including automated CCCApply emails Therefore, we would like to separate the CCCApply and Xap email systems in a way that will prevent CCCApply emails from being affected by problems on Xap employees’ computers Reason for Declining Xap’s explanation of the email issue in May was incorrect: “this was not a virus that had attacked a Xap employee’s computer causing spam email to be sent from Xap What had happened around this time was that Xap was blacklisted from several organizations causing delays in emails triggered for any of the Application Follow-up Tasks setup by colleges The CCCApply and XAP email systems are separate.” 54 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-33 Allow Contingent Questions in Application Requestor: Frances Lippmann, Admissions & Records Manager, Fresno City College, 9/2/10 Problem Statement I have been asked the question if our online application can be set up similar to the CSU Mentor in regard to suppressing or adding questions based upon a Yes or No answer of previous question Being new to the CCCApply world, I am not certain what type of programming is available at what cost and so on Reason for Declining Due to ADA requirements at the time CCCApply was designed, contingent questions could not be supported This was explained to requestor, who was satisfied but hopes for smarter pages in the future 55 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011-40 Lengthen First Name and Last Name Fields Requestors: Steering Committee, 2/2/11 Problem Statement Starting in Summer 2011, colleges are required to report students’ First and Last Names in their MIS reporting The MIS fields have maximum lengths of 30 characters for First Name and 40 characters for last name CCCApply field lengths are 20 and 25 characters, respectively Solution Request For consistency with the MIS fields, change CCCApply First Name fields to 30 characters and Last Name fields to 40 characters Specifications Expand database, input, and download field lengths as follows: ‘Student name – last’: up to 40 characters ‘Student name – first’: up to 30 characters ‘Other name – last name’: up to 40 characters ‘Other name – first name’: up to 30 characters Reason for Declining Xap declined, 2/8/11: “At this time, we cannot take on this request as it requires extensive analysis on all where these fields appear and the potential impact on the system and to users We would have to perform a search and analysis of all instances of the field and this alone would be very costly.” 56 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Appendix A Resident Tuition for Military per Federal Law Reauthorization of the federal Higher Education Opportunity Act) mandates in-state tuition rates for members of the armed forces, their spouses, and dependent children The requirements were reviewed in a Chancellor’s Office Legal Opinion (O10-05), and the impact on CCCApply was addressed in an analysis by the Steering Committee The Legal Opinion and the Steering Committee’s analysis are provided on the following pages 57 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Chancellor’s Office Legal Opinion O10-05 58 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 59 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 60 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 61 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 62 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 63 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Steering Committee Analysis Effects on CCCApply of Changes in Federal Law Regarding Resident Tuition for Military and Dependents as Described in CCCCO Legal Opinion O10-05 Per Legal Opinion O10-05, the Higher Education Opportunity Act affects the CCCApply application and residency algorithm in several ways: 1) Our Military Status option is: "Dependent of currently active military" The Federal Law (as quoted in Legal Opinion O10-05) refers to "the spouse or dependent child" We might want to clarify the wording for our Military Status option 2; for example: "Spouse or dependent child of currently active military" 2) In the Federal Law, being "stationed in CA for educational purposes only" is not a factor in the residency determination We can therefore remove that question from the application (or just remove it from the residency algorithm, if colleges still want to know the answer) 3) The Federal Law applies to military members and dependents who are not currently stationed in CA but whose legal residence (i.e., domicile) is in CA Legal residence/domicile is not the same as "military home of record"; therefore, we probably need to add a question in the Military Status section to determine the military member's state of legal residence/domicile, and include the response in the residency algorithm 4) The Legal Opinion states that physical presence of the military member or dependent is required by State Law, but not required by Federal Law However, the CCCApply residency algorithm does not require presence in CA for active military or their dependents, so no change to the residency algorithm appears to be necessary for this aspect of the Federal Law 5) The Federal Law states that in-state residency applies as long as the military member or dependent maintains continuous enrollment This does not affect CCCApply since continuously enrolled students not use CCCApply after the initial enrollment In summary, it appears that the following changes to CCCApply residency calculation are needed if CCCApply is to meet current requirements of the Higher Education Opportunity Act:  Modify the wording for one Military Status option  Modify intro wording for military questions (clarify that questions refer to military member, not dependent)  Remove one question (in CA for education only) for military members/dependents  Add one question (military state of residency) for military members/dependents  Add help pop-ups for home of record, state of residency  Modify Area C of the residency algorithm for added and deleted questions 64 of 64 ... dates on Residency  Added 2011- 40 to Declined Requests  Updated Reason for Deferring in 2011- 17 and 2011- 29 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 Annual Update Schedule Apr May... ciudad.] 27 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011- A Updates and Corrections to Residency Pages and Algorithm Requestor: See 2011- 15, 2011- 24, 2011- 30, 2011- BUG03 User Notification... algorithm for the added and deleted questions Specifications See 2011- A, Update and Correct the Residency Pages and Algorithm 22 of 64 CCCApply 2011 Annual Update Specifications Rev 1.3 2011- 34