CCC Electronic Transcript Project

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CCCAPPLY Electronic Records Exchange Projects

• TTAC Presentation February 22, 2006
• Tish McNamara, Project Director

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What Is CCCApply?
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• 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

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CCCApply Subscribers
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More than an Application Form
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• Campus tours and key facts, FAQs
• Search for campuses, programs
• Common application for admission
• International Student application
• Spanish language version
• BOG Fee Waiver application
• AB540 form and FAFSA link with data transfer

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CCCApply Home Page
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About the Colleges Page (SFS Interface)
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Customized College Introduction Page
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CCCApply-International Application
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BOG Fee Waiver 2005/6
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Special Features
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• Smart algorithms like Residency determination
• Integrates with SFS (CaliforniaColleges.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

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FAFSA Data Transfer Page
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Special Links Opportunities PageAB540 Links
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Control Center
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Application for Admission Smart Algorithms
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• Residency status
• Documentation proofs required
• Integrity checks
• AB540 eligibility
• Enrollment eligibility (HS minors)
• Financial aid referral

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Application for Admission Residency status
(screen 1)
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Application for Admission Residency status
(screen 2)
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Application for Admission Residency status
(screen 3)
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BOG Fee Waiver Smarts
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• Dependency Status
• Eligibility Method(s)

International Application Smarts

• Hours of English instruction
• The power of the Process Manager
• Build your own smarts

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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

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BOG Fee Waiver 2005/6
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Spanish language featuresPhase 1 Application
form only
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• 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)

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Spanish language featuresPhase 2 Entire website
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• College customizations
• Program majors and Term names
• Supplemental page questions/answers
• College introduction pages
• FAQs
• Home page
• Everything except SFS modules

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Spanish app (English)
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Spanish app (Spanish)
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New Special Features
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• E-signature on application for admission
• Student Print document
• Process Manager and Document Manager

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E-signature
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Signature Page
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Student Print-document
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Process Manager
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• 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

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Process Manager Overview
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Settings Steps
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Forms Creating
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E-Mail Stages and Steps
Steps
Stages
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Adding Notes Steps and Stages
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In the Pipeline
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• Program Review and Student Learning Outcomes
  (SLOs)
• Data Entry Form
• Matriculation support

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Why a Data Entry Form?
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• 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

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Improved Services to Students
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• 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, AB540, FA referral flag
• Direct links to college web sites and other
  online resources

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Student Application Status
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Application Manager
Link to Status
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Application Status
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Stage/Step Details
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Completing Forms
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Uploading Files
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Expanded Web Presence for Colleges
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• SFS web site, californiacolleges.edu
• Chancellors 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

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Online Application Growth
577,262
413,375
207,434
74,210
6,961
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Sample College Growth2001 to 2004
Cuesta and Ohlone now receive over 80 of their
applications through CCCApply Napa receives
100!
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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)

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CCCApply Annual Update Schedule
 
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2001-2003 Steering Team Colleges
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CCCApply Task Teams
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• 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

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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.

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Master Plan Objectives

• Financial Aid track and forms
• Matriculation 
• Transfer credit and evaluation
• Various applications for admissions including
  non-credit and community services.
• International Student admission and SEVIS.
• State mandates.
• Digital and/or electronic signatures and student
  authentication

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Master Plan Objectives

• Expand information available to students
• a.      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.
• Support universal student identification.
• Facilitate Outreach and Promotion
  efforts.a.      To Colleges (subscribers)
• b.      To Students, parents and influencers.

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Cost Structure
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• 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
• 33 Funding Program for CCCApply Basic
• 3 years 100 operation
• 3 years sliding scale 75, 50, 25
• Initial setup cost (one-time) covered

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Discounts
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• 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

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Fees
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• 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)

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Financial Considerations
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• 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 Chancellors Office
• Free setup and annual support
• Combination of powerful performance and low cost
  makes CCCApply an exceptional value

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For More Information

• Vendor Jessica Wagoner, Xap, 310.945.0505,
  jessica_at_xap.com
• Project Manager Tish McNamara, 530.295.9080,
  ccc_at_justish.com
• Chancellors Office Catherine McKenzie,
  916.322.0833, cmckenzi_at_cccco.edu
• Steering Team team_at_cccapply.org
• Chairperson Bill Mulrooney, El Camino College,
  310.660.3421, bmulrooney_at_elcamino.edu