CCCApply California Community Colleges Chancellors Office 21005 10222004

CCCApply California Community Colleges Chancellor’s Office 2/10/05 10/22/2004 1

CCCAPPLY Electronic Records Exchange Projects TTAC Presentation February 22, 2006 Tish Mc. Namara, Project Director 2/10/05 2

A What Is CCCApply? • The statewide online application and access center for California Community Colleges • Combines individual college images and processes with system-wide consistency, compliance, and support • Provides “one-stop shop” for student access to the CCCs 2/10/05 3

CCCApply Subscribers 2/10/05 4

A More than an Application Form • • Campus tours and key facts, FAQs Search for campuses, programs Common application for admission International Student application Spanish language version BOG Fee Waiver application AB 540 form and FAFSA link with data transfer 2/10/05 5

A CCCApply Home Page 2/10/05 6

A “About the Colleges” Page (SFS Interface) 2/10/05 7

A Customized “College Introduction” Page 2/10/05 8

A CCCApply-International Application 2/10/05 9

A BOG Fee Waiver 2005/6 2/10/05 10

A Special Features • • Smart algorithms like Residency determination Integrates with SFS (California. Colleges. edu) First OCR approved application ANYwhere First large-scale ADA compliant application Posts data to federal financial aid forms automatically USPS CASS address verification and correction Data sharing across applications Custom email communications with business rules 2/10/05 11

FAFSA Data Transfer Page 2/10/05 12

A Special Links & Opportunities Page AB 540 Links 2/10/05 13

A Control Center 2/10/05 14

A Application for Admission Smart Algorithms • • • Residency status Documentation proofs required Integrity checks AB 540 eligibility Enrollment eligibility (HS minors) Financial aid referral 2/10/05 15

A Application for Admission Residency status (screen 1) 2/10/05 16

A Application for Admission Residency status (screen 2) 2/10/05 17

A Application for Admission Residency status (screen 3) 2/10/05 18

A BOG Fee Waiver Smarts • Dependency Status • Eligibility Method(s) International Application Smarts • Hours of English instruction • The power of the Process Manager – Build your own ‘smarts’ 2/10/05 19

Smart Formatting • Shows, omits or states questions and prompts based on other answers • Done when displaying a screen; cannot skip or alter within screen due to ADA compliance 2/10/05 20

A BOG Fee Waiver 2005/6 2/10/05 21

A Spanish language features Phase 1 – Application form only • • Questions, answers, error messages Navigation and submission Account creation and logons Privacy policy, tech support Printable packet, links Toggle between English and Spanish on every page Spanish flag turned on at submission only NOT college customizations (see Phase 2) 2/10/05 22

A Spanish language features Phase 2 – Entire website • College customizations – Program majors and Term names – Supplemental page questions/answers – College introduction pages • FAQs • Home page • Everything except SFS modules 2/10/05 23

A Spanish app (English) 2/10/05 24

A Spanish app (Spanish) 2/10/05 25

A New Special Features • E-signature on application for admission • Student Print document • Process Manager and Document Manager 2/10/05 26

A E-signature 2/10/05 27

A Signature Page 2/10/05 28

A Student Print-document 2/10/05 29

A Process Manager • Create documents – with text, answers, images, objects – Static or interactive • Create customized workflow – – Stages (one must complete before the next) Steps (can occur parallel or in sequence as specified) Automatic advancing to other steps based on outcomes Automatic emails • Complete logging of correspondence and events – Can also create private or public notations on the record 2/10/05 30

Process Manager: : Overview 2/10/05 31

Settings: : Steps 2/10/05 32

Forms: : Creating 2/10/05 33

E-Mail: : Stages and Steps Stages 2/10/05 34

Adding Notes: : Steps and Stages 2/10/05 35

A In the Pipeline… • Program Review and Student Learning Outcomes (SLO’s) • Data Entry Form • Matriculation support 2/10/05 36

A Why a Data Entry Form? • Capture 100% of apps in CCCApply – The 5 -20% coming in by paper • Take advantage of powerful editing • Get smart algorithm results • Easier to train staff to use CCCApply than internal ERP systems • Address emails to all applicants • Get system reports for all applicants • Support foreign language outreach 2/10/05 37

A Improved Services to Students • Simplifies enrollment application – Standardized format – “Anywhere, anytime” Internet access – Eliminates traveling and standing in line • Retains all entered data – Incomplete applications saved for later completion – Data re-use for multiple and future applications • Allows applicants to check application status at any time • Facilitates access to Financial Aid and other services – BOG Fee Waiver, AB 540, FA referral flag • Direct links to college web sites and other online resources 2/10/05 38

A Student Application Status 2/10/05 39

Application Manager Link to Status 2/10/05 40

Application Status 2/10/05 41

Stage/Step Details 2/10/05 42

Completing Forms 2/10/05 43

Uploading Files 2/10/05 44

A Expanded Web Presence for Colleges • • • SFS web site, californiacolleges. edu Chancellor’s Office web site, cccco. edu State of California web site, my. ca. gov Xap web site, xap. com Federal Student Aid web site, studentaid. ed. gov • Working to expand presence to other portals 2/10/05 45

Online Application Growth 577, 262 413, 375 207, 434 74, 210 6, 961 2/10/05 46

Sample College Growth: 2001 to 2004 Cuesta and Ohlone now receive over 80% of their applications through CCCApply: Napa receives 100%! 2/10/05 47

Application Subscribers • CCCApply Basic – In operation 4 years: 83 colleges • BOG Fee Waiver – In operation 1 year: 26 colleges • CCCApply-International – Released January 2006: 5 colleges • CCCApply-in-Spanish – Rolling out March 2006: (8 testing) 2/10/05 48

A CCCApply Annual Update Schedule Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Research, define enhancements Review, approve requests Draft specifications Technical review by Xap Finalize specifications Development by Xap Testing by Colleges Changes during testing Sign-off and go 2/10/05 live mid-March 49

A 2001 -2003 Steering Team Colleges Subscrib ed Size District Region SIS Butte CCD Pilot Sm/Med Single North Datatel Contra Costa CCD Pilot Lg Multi North Datatel Mira. Costa College 2001 Med Single South People. So ft Grossmont. Cuyamaca CCD 2001 Med Multi South In-house Cuesta College Pilot Sm/Med Single South Santa Rosa Riverside Community College 2002 Lg Single South Datatel 2/10/05 50

A CCCApply Task Teams • Financial Aid Design Team – BOG Fee Waivers and Financial Aid Track – College Financial Aid directors, CCCCO staff – Mix of subscribers and non-subscribers • CCCApply-International Design Team – 5 Pilot Colleges – Subscribers only – Requirements developed by open workshops (non-subscribers) • CCCApply-in-Spanish – Spanish-speaking advisors/evaluators – Subscribers and non-subscribers • Ad-hoc teams as needed – Data Integrity test pilots 2/10/05 51

Master Plan • MISSION: CCCApply supports the California Community College by offering online an interactive, comprehensive view of the services and opportunities available. CCCApply provides convenient means to evaluate, choose, apply for and finance attendance at participating colleges. • VISION: CCCApply is the virtual resource for information and access to each and all of the California Community Colleges. 2/10/05 52

Master Plan – Objectives 1. 2. 3. 4. Financial Aid track and forms Matriculation Transfer credit and evaluation Various applications for admissions including non-credit and community services. 5. International Student admission and SEVIS. 6. State mandates. 7. Digital and/or electronic signatures and student authentication 2/10/05 53

Master Plan – Objectives 8. Expand information available to students: • • • College resources such as program information, student guides, catalogs, and maps. b. Virtual advisement center. c. Career opportunities and profile track. d. Information in multiple languages. e. Personalized, customizable views to clients. a. 9. Support universal student identification. 10. Facilitate Outreach and Promotion efforts. a. • 2/10/05 b. To Colleges (subscribers) To Students, parents and influencers. 54

A Cost Structure • “Basic Cable plus HBO” subscription – Must subscribe to CCCApply to get other apps – No setup fees for the additional apps – Only CCCApply Basic is funded by CCCCO • 3+3 Funding Program for CCCApply Basic – 3 years 100% operation – 3 years sliding scale 75%, 50%, 25% – Initial setup cost (one-time) covered 2/10/05 55

A Discounts • Annual appreciation capped at 2% (industry average is 6 -10%) • 15% discount for multi-college signup (3+) • 35% discount for small college (5000 FTES) • 10% discount for complete suite 2/10/05 56

A Fees • CCCApply Setup $5, 050 Annual $10, 100 • International with Process Manager $8, 500/yr • Spanish language $3, 500/yr – Includes spanish tech support – Includes ALL changes to CCCApply Basic app • BOG Fee Waiver $2, 000 – (formerly 3 -year contract, now yearly) 2/10/05 57

A Financial Considerations • Increases enrollment – Expands the pool of potential applicants – Makes the application process easier • Improves operating efficiency – Complete, accurate, fully compliant enrollment applications • Pays for itself quickly – Addition of just 3 FTEs covers annual cost of CCCApply – 2 -3 FTES covers annual cost of International application • Mini-grant from Chancellor’s Office – Free setup and annual support • Combination of powerful performance and low cost makes CCCApply an exceptional value 2/10/05 58

For More Information Vendor: Jessica Wagoner, Xap, 310. 945. 0505, jessica@xap. com Project Manager: Tish Mc. Namara, 530. 295. 9080, ccc@justish. com Chancellor’s Office: Catherine Mc. Kenzie, 916. 322. 0833, cmckenzi@cccco. edu Steering Team: team@cccapply. org Chairperson: Bill Mulrooney, El Camino College, 310. 660. 3421, bmulrooney@elcamino. edu 2/10/05 59