CCCApply Redesign - Low-Hanging Fruit #2 - December 13, 2018

Change Requests

Redesign Project Goals

The Redesign Workgroup is exploring ways to redesign CCCApply to be student-friendly, simple and straightforward, and to collect enough data to initiate the onboarding of students.

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Short-term Redesign:

• Identify low-impact changes (low-hanging fruit) to implement to the current version
• Support non-credit students with a residency-exempt version of the Standard Application
• Incorporate recommendations from the Ideas42 behavioral study

��Long-Term Redesign:

• All-new microservices-based form engine with new Download Client 2.0
• All-new student-centric UI with mobile-friendly, multi-language, modern support services
• Fully integrated with MyPath and SuperGlue for cohesive matriculation

CCCApply Redesign Project

Change Approval Process

Need: Review proposed change requests & obtain approval in writing to begin development

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Use the documents and audio recording below with this slide deck - to complete the review and approval process. Use the Approval Form to submit your approval responses and feedback.�

1. Zoom Audio recording: CCCApply Low-Hanging Fruit #2 <<< Zoom Link
2. Change Request: 2018-37B: CCCApply Redesign Low-Hanging Fruit #2
3. Change Request Approval Form: < Use this Approval form to submit your approval votes for each change requirement proposed.

Approve = I approve the change requirement as specified

Decline = I decline to approve the change requirement as specified

Defer = I defer approval of this request because further review/discussion is required;

Defer = I defer approval of this request because I want to suggest a different solution

Approval Process Information

Summary of Changes

Revise & Remove Questions on the Residency Page

• Remove/Hide three Special Residency questions
• Reorder questions on the Residency Page
• Revise the Out-of-State Activities section�

Revise & Remove Questions on the Education Page

1. Remove/Hide college questions on the Education page by default
2. Add logic in the College Enrollment Status question to hide/show questions based on college enrollment status�

Revise & Remove Questions on the Needs & Interests Page

1. Remove first four questions from the Needs & Interests page for all users
2. Reconfigure the Athletic Interest question to be “opt-in” for colleges

Change Requests Summary

Revise & Remove Questions on the Residency Page

1. Remove/Hide the first three Special Residency questions - not required for all users
2. Reorder the layout to only show questions that are required for all users
3. Reformat the Out-of-State Activities questions and add skip logic to display hidden Special Residency questions

CCCApply Redesign Project

Anchor link to this section in the change request document: 2018-37B: Low-Hanging Fruit #2

Apply Enhancements

Current Residency Page Layout

Current Residency Page Layout

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The current layout has the Special Residency Categories positioned before the Out-of-State Activities, requiring all users to answer all the questions.

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Go to next page

Change Requests: Residency Page

Current Residency Page Layout Continued

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• Currently, Out-of-State Activities questions are asked last
• No opportunity to benefit from skip logic.

Change Requests: Residency Page

1. Remove/Hide Special Residency Questions by Default

These questions don’t need to be asked of all users.

They are meant to be residency exceptions for non-residents

We don’t identify non-residents until we ask the Out-of-State Activity questions.

• Hide the "California State College Employee" question
• Hide the "California Public School Employee" question
• Hide the "California Seasonal Agricultural Worker" question�

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Note: Once these questions are hidden, the section is moved to the bottom of the page. Skip logic is added to the Out-of-State Activities question to SHOW these questions IF one or more Out-of-State Activities questions = YES.

Change Requests: Residency Page

Current Special Residency Section Layout

Change Requests: Residency Page

Current Layout of Special Residency Questions

�This is how the questions appear today

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• All five questions are displayed and REQUIRED
• First three only benefit non-residents
• Only the Homeless Youth & Foster Youth questions are truly “required”

Special Residency Questions to be Removed

Hide Three Special Residency Questions by Default

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• These questions only benefit non-residents and/or “possible residents”�

2018 Data�Percentage* of “Yes” responses to Special Residency questions:��CA College Employee = 2.6%��CA Public School = 2.8%��CA Seasonal Ag Worker = 2.6%

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*Based on 2,451,319 applications submitted by 12/15/18

Change Requests: Residency Page

2. Reorder Questions on the Residency Page

Move the Special Residency questions down below the Out-of-State Activities section so that students who have reported activities outside California can benefit from the special residency questions.

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The new order will be:

• California Resident for 2 years - ALWAYS DISPLAY - REQUIRED
• Out-of-State Activities section - ALWAYS DISPLAY - OPTIONAL
• Special Residency Categories section - ALWAYS DISPLAY - REQUIRED if Displayed
• State College Employee (conditional, based on response to out-of-state activity)
• Public School Employee (conditional, based on response to out-of-state activity)
• Seasonal Agricultural Worker (conditional, based on response to out-of-state activity)
• Homeless Youth - ALWAYS DISPLAY - REQUIRED
• Foster Youth - ALWAYS DISPLAY - REQUIRED

Change Requests: Residency Page

Change Requests: Residency Page

New Layout after Sections are Reordered

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• Only required questions for everyone are showing
• Three special residency questions are hidden
• Homeless Youth & Foster Youth will display for all users�

Benefit�New layout shortens the application for 97.5% of users

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*Based on 2,451,319 applications submitted by 12/15/18

3. Revise the "Out of State Activities" Section

1. Combine the four Out-of-State Activity questions into ONE new checkbox question using the original questions as the response options
2. Change the format of the new response options from required Yes/No radio buttons, to optional checkboxes, with set the default to "No/False".
3. Revise the question text/language and the response options text, for non-minors and minors
4. Add skip logic to the new question to hide or display specific Special Residency questions* based on response to out-of-state activities within two years of the RDD
5. No other data field changes to fields logic, output formats, or downloads.

Change Requests: Residency Page

Proposed "Out of State Activities" Question Format

As of <RDD minus 2 years>, has your parent or guardian engaged in any of the following activities? Check each activity that applies.�

Taxes were paid outside of California

Registered to vote outside of California

Attended a college or university outside of California

Filed for a lawsuit or divorce outside of California

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Current Format

New Proposed Format

NEW Out-of-State Activities Question Format

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Format Change:

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• One optional question instead of 4 required questions
• Checkbox format allows the question to be optional and can have a Null value

Benefit: �User does not have to answer unless they have a True/Yes response

Change Requests: Residency Page

Proposed "Out of State Activities" Language & Format

Proposed Format with Corresponding “Year” Field Displayed

NEW Proposed Out-of-State Activities Question Format

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2018 Data�Percentage* of “Yes” responses to Out-of-State Activity questions::

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• Taxes outside CA = 1.5%
• Voted outside CA = 1.1%
• Attended College = .005%
• Filed Lawsuit = .001%

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*Based on 2,451,319 applications submitted by 12/15/18�

NEW Proposed Format with “Year” Field Displayed

Change Requests: Residency Page

New Proposed Residency Page Layout

As of <RDD minus 2 years>, has your parent or guardian engaged in any of the following activities? Check each activity that applies.�

Taxes were paid outside of California

Registered to vote outside of California

Attended a college or university outside of California

Filed for a lawsuit or divorce outside of California

Proposed Residency Page Layout

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This is how it will look on the page after changes

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• This is the new layout that everyone will see
• Conditional questions are hidden

Benefit: �User does not have to answer unless they have a True/Yes response

Change Requests: Residency Page

Proposed Residency Page Layout

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This is how it will look on the page:

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• If out-of-state activity = Yes, then “Year” field displays
• Display hidden Special Residency questions, and require a response

Benefit: �Out-of-state activities trigger a “B2 status = possible resident” in Area B residency logic. Special residencies give users a chance to obtain residency

Change Requests: Residency Page

Revise & Remove Questions from the Education Page

• Remove/Hide college questions on the Education page by default
• Add skip logic to the College Enrollment field to show/hide college questions based on enrollment status

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Change Requests: Education Page

Anchor link to this section in the change request document: 2018-37B: Low-Hanging Fruit #2

Current Education Page Layout for All Users

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This is how the page looks right now for all users

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• Regardless of enrollment status
• Regardless of high school education status
• High School transcript questions are also masked by skip logic, depending on HS Education response

Change Requests: Education Page

1. Revise & Remove Questions on the Education Page

• Hide college questions on the Education page for all users by default

Hide the College Education Level question�Hide the Colleges Attended Section question(s) �

• Add skip logic to the College Enrollment Status field to show/hide the college questions based on user’s response��College Enrollment Status

IF response = “1 = First time in college (after leaving high school)” �THEN do not display college questions

IF response is NOT “First-time in college”, THEN, DISPLAY the College Education Level & Colleges Attended questions and enforce all conditions, field logic, and error validation.

Change Requests: Education Page

New Proposed Education Page Layout

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This is how the page will look for all users by default:

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• College questions are hidden until the user selects a “College Enrollment Status”

Hidden Questions:

• College Education Level
• Colleges Attended Section

Change Requests: Education Page

Change Requests: Education Page

Add Logic to College Enrollment Status Field

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College questions WILL NOT appear if enrollment status is “first-time students in college (after leaving HS)

2018 Data*

• 39.9% = First-time in college
• 27.5% = Returning; same college
• 21.1% = Returning to college
• 11.5% = Dual enrollment

*Based on 2,451,319 applications submitted by 12/15/18

Proposed Education Page Layout

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This is how the page will look with college questions hidden by default

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• College questions are hidden until the user selects a “College Enrollment Status”

Benefit: �User experience is more streamlined and the process is much quicker

Change Requests: Education Page

Change Requests: Education Page

Education Page Layout for Returning Students

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This is how the page will look (same as current layout)

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• If “College Enrollment” status is NOT ‘First-time student in college” all college questions will DISPLAY = current layout�

Revise & Remove Questions from the Needs & Interests Page

• Remove questions from the Needs & Interests page for all users by default
• Reconfigure the Athletic Interest question to be an “opt-in” flexible form element for colleges

Anchor link to this section in the change request document: 2018-37B: Low-Hanging Fruit #2

Change Requests: Needs & Interests Page

Current Needs & Interests Page - TOP

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This is the top half of the Needs & Interests page now, before changes

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• Main Language
• Financial Assistance
• Athletic Interest

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Change Requests: Needs & Interests Page

Current Needs & Interests Page - Bottom

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This is the bottom half of the Needs & Interests page now, before changes

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• Programs & Services list

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Change Requests: Needs & Interests Page

1. Remove Questions from the Needs & Interests Page

• Remove the following questions from the Needs & Interests page for all users
1. Main Language -
1. “Are you comfortable reading & writing English?”
2. Financial Assistance -
• “Are you interested in receiving information about financial aid?”
• "Are you receiving TANF/CalWorks, SSI, or General Assistance?"
3. Athletic Interest -
• “Are you interested in participating in a sport while attending a college?”
• NOTE: Two data fields are included in this section:
1. Athletics Intercollegiate
2. Athletics Intramural

Change Requests: Needs & Interests Page

Questions To Be Removed from Needs & Interests Page

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Main Language

• Only 4.5% said they’re NOT Comfortable with English

Financial Assistance:

• 71% said Yes they’re interested in receiving information on Financial Aid
• 11% said Yes, they are receiving TANF/SSI/GA

Athletic Interest

• 14% said Yes they interested in intercollegiate sports
• 12% said Yes, they interested in intramural sports

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Change Requests: Needs & Interests Page

NEW Proposed �Needs & Interests Page

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This is how the page will look after the questions are removed

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• Programs & Services will be the only section on the page
• 95% of colleges are using these Programs & Services fields to trigger email & error Rules

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Benefit: �Programs & Services are also used to trigger Advisor cards in the MyPath student portal for colleges using the service

Change Requests: Needs & Interests Page

2. Reconfigure Athletic Interest Question to be Optional

• Reconfigure the Athletic Interest question to be an “opt-in” form element that colleges can show or hide.
• Redesign the front-end code to be shown or hidden in existing application platform
• Ensure Null value is allowed for both athletic fields
• Ensure no other changes are made to the data output
• Setup interim process for colleges to “opt-in” to display

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Change Requests: Needs & Interests Page

Reconfigure the Athletic Interest Question

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The Athletic Interest section supports Title IX regulations

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In 2018:

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• 89 colleges (79%) are using the Athletic Interest question to trigger an email rule
• 84 colleges (74%) are using the college-branded “Title IX Survey” developed by the Tech Center

Note: Toggles to manage the display of optional data form elements (Hide/Show) such as the Athletic Interest and other optional functionality, may be added to the CCCApply Administrator. Currently this work is not funded for FY19.

Make the Athletic Interest Question Opt-In for Colleges

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• Reconfigure the Athletic Interest section to be an “opt-In” form element
• Colleges can opt-in to display

Benefit: �Approximately 80% of colleges are currently using the Athletic Interest question to trigger Email Rules to send students their custom online Title IX survey (available from the Tech Center)

Change Requests: Needs & Interests Page

NEW Needs & Interests Page

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This is how the page will look with the Athletic Interest opt-in section

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• With the first three questions removed - the Programs & Services is the only section on the page

Benefit: �Programs & Services are used to trigger rules & messages by every college. These also trigger rules in the MyPath portal for colleges using the tool

Change Requests: Needs & Interests Page

2018-2019 CCCApply Release Schedule

CCCApply Redesign Project - Release Schedule

Change Development Deadlines

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• Approvals Must Be Submitted in Writing: Use the Approval Form.
• Final Deadline for March Priorities Approved requests must also go through a budget review. Year-end and the holidays adds a constraint to the timeline.
• Approved Changes are Groomed & Estimated. �This is the critical deadline for understanding size and capacity. Big changes move to June.

CAUTION �Budget and development resources determine which stories are included in the March release. By Jan 11 date, there are only 2 sprints left before code freeze.

Considerations Before Approving Change Requests

Many of the changes proposed in this series request removing or hiding questions in order to streamline or shorten the application for students. This sounds easy, right? But in fact, removing questions is quite complicated and the impacts on stakeholders should be considered fully during the approval process..

�In order to help you make informed, data-driven decisions on these changes, data stats have been added to sidebars where possible, and links to additional information and research has been provided throughout.

�Development Considerations

• Careful analysis of the business requirements and development of the change specifications
• Assessment of the risks, dependencies on code changes, algorithms, data integration services
• Release/deployment activities, hotfixes, reboots, roll-back plans for Pilot & Production

Impacts on Our Colleges

• Changes to questions/data fields Impact business operations, SIS configuration, reporting
• IT, A&R, Financial Aid, Research, Student Services - all rely on incoming data from CCCApply
• Communication! Even small changes can have a big impact on scheduling, training, support�

Approval Process Information

Thank you & Reminders

• Use the Approval Form to submit your approvals.
• Deadline is December 31st - or as soon as possible.
• Comments can be sent directly to Patty Donohue, pdonohue@ccctechcenter.org

Change Request Form: 2018-37B: CCCApply Redesign Low-Hanging Fruit #2

Change Requests: Needs & Interests Page