2/10/051 CCCApply California Community Colleges Chancellor’s Office CCCApply 10/22/2004

2/10/052 CCCAPPLY Electronic Records Exchange Projects TTAC Presentation February 22, 2006 Tish McNamara, Project Director

2/10/053 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 A A

2/10/054 CCCApply Subscribers

2/10/055 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 AB540 form and FAFSA link with data transfer A A

2/10/056 CCCApply Home Page A A

2/10/057 “About the Colleges” Page (SFS Interface) A A

2/10/058 Customized “College Introduction” Page A A

2/10/059 CCCApply-International Application A A

2/10/0510 BOG Fee Waiver 2005/6 A A

2/10/0511 Special Features 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 communications with business rules A A

2/10/0512 FAFSA Data Transfer Page

2/10/0513 Special Links & Opportunities Page AB540 Links A A

2/10/0514 Control Center A A

2/10/0515 Application for Admission Smart Algorithms A A Residency status Documentation proofs required Integrity checks AB540 eligibility Enrollment eligibility (HS minors) Financial aid referral

2/10/0516 Application for Admission Residency status (screen 1) A A

2/10/0517 Application for Admission Residency status (screen 2) A A

2/10/0518 Application for Admission Residency status (screen 3) A A

2/10/0519 BOG Fee Waiver Smarts A A Dependency Status Eligibility Method(s) International Application Smarts Hours of English instruction The power of the Process Manager –Build your own ‘smarts’

2/10/0520 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

2/10/0521 BOG Fee Waiver 2005/6 A A

2/10/0522 Spanish language features Phase 1 – Application form only A A 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)

2/10/0523 Spanish language features Phase 2 – Entire website A A College customizations –Program majors and Term names –Supplemental page questions/answers –College introduction pages FAQs Home page Everything except SFS modules

2/10/0524 Spanish app (English) A A

2/10/0525 Spanish app (Spanish) A A

2/10/0526 New Special Features E-signature on application for admission Student Print document Process Manager and Document Manager A A

2/10/0527 E-signature A A

2/10/0528 Signature Page A A

2/10/0529 Student Print-document A A

2/10/0530 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 s Complete logging of correspondence and events –Can also create private or public notations on the record A A

2/10/0531 Process Manager:: Overview

2/10/0532 Settings:: Steps

2/10/0533 Forms:: Creating

2/10/0534 : Stages and Steps Stages Steps

2/10/0535 Adding Notes:: Steps and Stages

2/10/0536 In the Pipeline… Program Review and Student Learning Outcomes (SLO’s) Data Entry Form Matriculation support A A

2/10/0537 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 s to all applicants Get system reports for all applicants Support foreign language outreach A A

2/10/0538 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, AB540, FA referral flag Direct links to college web sites and other online resources A A

2/10/0539 Student Application Status A A

2/10/0540 Application Manager Link to Status

2/10/0541 Application Status

2/10/0542 Stage/Step Details

2/10/0543 Completing Forms

2/10/0544 Uploading Files

2/10/0545 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 A A

2/10/0546 Online Application Growth 6,961 74, , , ,262

2/10/0547 Sample College Growth: 2001 to 2004 Cuesta and Ohlone now receive over 80% of their applications through CCCApply: Napa receives 100%!

2/10/0548 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)

2/10/0549 CCCApply Annual Update Schedule JanFebMarAprMayJunJulAugSepOctNovDec 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 live mid-March A A

2/10/ Steering Team Colleges Subscrib ed SizeDistrictRegionSIS Butte CCD PilotSm/MedSingleNorthDatatel Contra Costa CCD PilotLgMultiNorthDatatel MiraCosta College 2001MedSingleSouth PeopleSo ft Grossmont- Cuyamaca CCD 2001MedMultiSouthIn-house Cuesta College PilotSm/MedSingleSouth Santa Rosa Riverside Community College 2002LgSingleSouthDatatel El Camino College PilotMedSingleSouthDatatel Chabot-Las Positas 2003Med/LgMultiNorthBanner A A

2/10/0551 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 A A

2/10/0552 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.

2/10/0553 Master Plan – Objectives 1.Financial Aid track and forms 2.Matriculation 3.Transfer credit and evaluation 4.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

2/10/0554 Master Plan – Objectives 8.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. 9.Support universal student identification. 10.Facilitate Outreach and Promotion efforts. a. To Colleges (subscribers) b. To Students, parents and influencers.

2/10/0555 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 A A

2/10/0556 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 A A

2/10/0557 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) A A

2/10/0558 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 A A

2/10/0559 For More Information Vendor: Jessica Wagoner, Xap, , Project Manager: Tish McNamara, , Chancellor’s Office: Catherine McKenzie, , Steering Team: Chairperson: Bill Mulrooney, El Camino College, ,