CCCApply and Datatel Interfacing Related Tech Questions
CCCApply is recommended by the Chancellor’s Office as a viable solution to the online
application needs of California community colleges. Cabrillo College is in the process of
studying the feasibilities of adopting an online application, searching for vendors, and
investigating technical issues, as well as cost and staffing needs. Below are the findings
from working with Xap, the company responsible for the development and operation of
CCCApply to seek answers to some of the essential questions between Feb 8 and 12, and
March 8, 2002. The content of our work has been transformed into this Q&A document.
___________________________________________________________
Inquirer:
Jing Luan
Chief Planning and Research Officer
jing@cabrillo.cc.ca.us
Respondent:
Jessica Wagner
Account Manager
jwagoner@xap.com
Tel: 310.842.9800 x303
Fax: 310.842.9898
___________________________________________________________
1) Could you send me the list of the colleges belonging to California community
colleges that have signed on to the service?
As of today (Feb 7, 2002), 20 colleges have signed on to the CCCApply project, 10 of
which were pilot (*) colleges. Below I have listed all of the colleges.
Butte College*
Chaffey College (sent contract out to them today)
Columbia College*
Contra Costa College*
Copper Mountain College
Cuesta College*
Cuyamaca College
Diablo Valley College*
El Camino College*
Evergreen Valley College
Grossmont College
Los Medanos*
MiraCosta College
Modesto Junior College
Mt. San Jacinto (sent contract out to them today)
Ohlone College
Pasadena City College
San Jose City College
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Santa Rosa Junior College*
West Hills College
Yuba College*
2) Do you have any technical advice or information pertaining to the communication
between CCCApply and Datatel?
Most of the colleges that have singed on to CCCApply are Datatel colleges. This is very
fortunate for other Datatel users that decide to participate. The EDI Datatel output format
for the CCCApply application has already been created. Mojdeh Mehdizadeh from
Contra Costa College has offered to share their file format. Our system will simply copy
it into your college's EDI Wizard tool. Therefore, that completes your file layout. With
the Auto-Downloader tool, you can automatically download your application files onto
your college computer. The Auto-Downloader will also launch your upload program if
your college has one for Datatel. If you do not, Mojdeh Mehdizadeh has also offered to
assist in this part of the process.
3) Regarding the technical aspect of CCCApply/Datatel, if I understand it correctly,
there are three components involved. EDI Datatel Output, Auto Downloader Tool,
and Datatel Upload Program. EDI Datatel Output will interface with our Datatel
EDI Wizard (or does it become our EDIWizard?). Where does the Auto
Downloader come from?
The EDI Wizard tool can create an output format for Datatel. You can do it yourself with
this tool. Yet, since other colleges have already created this output format, we would
simply copy their EDI project into your EDI Wizard. You can then use that project to
download your application files.
The Auto-Downloader is the tool that allows you to automatically download your
application files, so you don't have to log on to our Control Center website and download
them manually. You can also set up a schedule for your download process. The AutoDownloader capability to launch your upload program or FTP program.
4) Do any of these components cost us anything?
No.
The Datatel Upload program is not part of CCCApply and we do not offer this program. I
mentioned that in my last message. Yet, you can work with other CCC schools that have
created this program. Most of them said they would be willing to either share it or
provide assistance to the college building such a program.
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5) Do any Datatel representative have to be involved?
No.
6) How much programming and maintenance does our own IT department have to
provide? We have online regi running.
For the EDI file format, that all depends on if you plan to create your own EDI output or
use the EDI file created by the other colleges. If you use another college's EDI file, then
you don't need any IT staff on it.
The upload piece into Datatel would take some of your IT staff time. I am not sure how
much time it would take. If you can get a copy or at least a specification on how the other
colleges have uploaded to Datatel that will save you a lot of time. Yet, if you decide to
create your own upload program that will take at least a few weeks.
7) I noticed that there are some fees associated with CCCApply. Could you specify
what the fees cover? For example, I remembered that we were to pay a few
thousand dollars a year for the service. Does it cover on-site support?
Programming? etc.
The costs you are referring to are the operation and maintenance costs. That covers all
support online or by phone. It covers the hosting, maintenance and yearly updates of the
online application. It also covers all of Management Tools of the online application
including the Supplemental Design Kit and Auto-Downloader. Below is a brief listing of
all of the operations costs.
Annual License Fee and Hosting
Annual Updates and Changes
Includes All Application Management Tools
EDI Wizard
Print Wizard
Download Manager
Term On/Off Control
Application Download Manager
Auto-Downloader
Supplemental Design Kit
Fee and List Files
Notice to Applicants
Prospect Files
Rule Wizard (Download Filters and Term Filters)
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8) If we went with CCCApply, I would assume that a student who wants to enroll to
Cabrillo and happens to be on Cabrillo's website, is s/he being taken to the following
page: (http://www.cccapply.org/AdmissionApp/) Or some other page that's
completely customized for Cabrillo.
That is not correct. They will be taken directly into your online application's introduction
screen. Under the CCCApply contract, Xap will provide your college with a direct URL
into your online application. Shown below is an example of the CCCApply direct link.
This link takes the student directly into the college's introduction screen of the
application. Yet, when the student clicks on "Begin Application", the Log In and Create
An Account information is branded with the CCCApply site.
http://www.elcamino.cc.ca.us/why_ecc.htm
(Click on "application for admission on-line.")
Xap can provide your college with a way to have a fully seamless pass-through into your
online application. Yet, it is not covered by the CCCApply contract. This link also takes
the student directly into the college's introduction screen of the application. The
difference is that after they click "Begin Application", the Log In and Create An Account
screens are branded with your college's logo. The cost for this type of link is $1,000 (onetime).
http://www.admissions.tcu.edu/
(Click on "Apply Online.")
9) If s/he is taken to the url above, has any college complained about the fact that
students may be confused by having to select from all the colleges that are on the
drop down list? Won't they be expecting to see the college they have in mind?
As I stated above, your college will be given a direct URL to link to your college's online
application.
10) On average, what's the percent of students that have chosen to apply online on a
semester basis? (Maybe a question for the colleges)
Yes, this is a question for the colleges. Yet, I can provide you with some information on
the subject. CSUMentor, our largest system, had over 70% of their applications
submitted online this Fall 2002. Many other colleges we work with have similar figures.
The trend to apply online is definitely growing.
11) How and who to weed out all kinds of errors in student data entry, including
fake accounts, wrong name, wrong ssns, etc.
The CCCApply online application has numerous validation rules throughout the
application screens. A student is not allowed to advance to the next screen if certain
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"required" information is not inputted or if they enter the information in an incorrect
format such as an alpha character in the ssn. However, it can't stop all errors such as the
student entering in their wrong name. Those types of errors are very rare, but cannot be
prevented. How could our system know if the name is correct or not?
As for fake accounts, most of the applications we host have an application fee, which
prevents most fake accounts. Since CCCApply colleges do not have an application fee,
you are more at risk to have fake applications. Yet, the CCCApply online application has
many validation rules. Without the applicant completing the entire application and
completing it with valid information, the application will not submit. Therefore, it would
be a lot of effort for a person to submit a fake application.
12) How does CCCApply handle Spanish version of online app?
CCCApply does not yet have a Spanish version of the application. As a company, we
have had an increase in such requests for Spanish translations. A few other of our sites
are converting to a Spanish version, but I have not heard of any plans yet to do this for
CCCApply. However, I will bring it up at the next CCCApply meeting on April 4th.
13) How does CCCApply handle international students applying via the web?
International students do have to pay application fees to community colleges.
Currently, international students are applying the same way as domestic students. I am
assuming the fee is collect at the time of registration, but that is only my guess. Our
application can accept a fee, it has just not been requested by any CCCApply college.
14) How does CCCApply handle coding related input fields. By that we mean we
ask students their last college and last high school attended. We would like want
them to give us raw text names. If there a drop down list with which they can find
their school name and click to select the code?
Yes, we have a database of college and high school names. All of these schools have
address and code information. We have CDS codes, CEEB codes, FICE codes and ACT
codes in our database. The applicant would click on the name of the school from a dropdown list and the information auto-populates those fields in the application. If they
cannot locate their school, they have the option to manually enter in the information.
15) How does CCCApply handle questions that are native to a particular college.
For example, we'd like to ask questions about their choice of a transfer institution.
Perhaps you can send me the screen shot or the list of input fields in the CCCApply
application? I went there, but did not complete my application.
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The CCCApply application is a Common Application. I can fax you the screen shots, but
you could also log into the beta site at beta.cccapply.org and complete an application.
You can use my test account to log in. The user name is "jessica" and the password is
"wagoner."
It is also possible for me to email you the various screen shots of the application.
You should know that the CCCApply Application allows each college to create their own
Supplemental Application. Using our Supplemental Design Kit tool, each college can
create a supplemental page to the Common Application. You can add over 100 questions
to it. Once you completed it, you can deploy it to your live application. It will appear as
an additional screen (seamless to the applicant) on the application that will be labeled
"Campus Specific". The fields in your supplemental application can be downloaded into
your EDI file. In addition, you can modify your supplemental screen as often as needed.
16) What are some of the security measures that CCCApply have taken.
Parents/students might be concerned about their data being intercepted/leaked, etc.
The CCCApply application is very secure. All of your questions should be answered by
reading the CCCApply Privacy Statement. To read this document click on the link
below.
http://www.cccapply.org/privacy.asp
17) The issue of duplicated records was brought up. How does CCCApply handle
duplicated records? Does it alert the applicant that the same SSN already exists in
the system and ask the applicant to edit?
We do have measures to prevent duplicate records. We do not alert them regarding the
same SSN. First, SSN is not a required field. Second, a few students enter in wrong
SSNs and we don't want to prevent another student from applying because of another
applicant's error.
Each student that creates an account with CCCApply is consider in our database as a
unique visitor and is assign a unique Order ID. When this person applies to a college for
a specific term, our system will NOT allow them to apply again for the same college for
the same term. They can apply for another term for the college if that college has another
open term. This prevents duplicate applications.
18) Related to 6, does CCCApply allow applicants to save and revisit their
application?
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YES. When they create an account with CCCApply, we save their information in our
database. Therefore, they can complete their application at any time and on numerous
visits.
19) Does CCCApply handle California Residency Check?
At the end of this document are the details for the Residency check. Keep in mind this
may have been updated in the recent set of changes.
20) How long does it typically take from the day we sign onto the service to the day
it goes live? This is probably a bit too vague, as there can be a variety of factors.
This is really a question for your college. But from our side, once you sign the contract
and send us your list of majors, we can have your application ready within a few days.
You can put it live the day you receive the completed application from Xap. But many
colleges want to first test their EDI upload before they put it live. That is why it is up to
your college.
21) What is the typical process (work plan, phases) that a college goes through in
implementing CCCApply. This is probably something best answered by a college
that has done it.
Yes, I would consult with another college that has been through the process. Here is what
I can tell you. First, you must provide us with your majors list. Once that is done, we can
complete your application. You can also provide us with your logo to put on the
application and PDF files to put as downloaded form on the introduction page and/or
submittal page.
Next, you must review the application and sign off on it. Once that is done we can post it
live.
You may also want to build your supplemental application using the Supplemental
Design Kit tool. That could take a few minutes to a few days. That all depends on your
college.
You also need to create either a print or EDI project of your application data. Most likely
it will be an EDI output format to upload into your SIS. To do that you can use our EDI
Wizard tool to create your flat file. If you are using Datatel, Banner or PeopleSoft, we
can provide you with a copy of an output format used by other colleges in your system.
If you are not on any of these SISs then you can create your own using the EDI Wizard.
Again, the time to develop the flat file is up to your college. It could take a few days to a
few months.
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Finally, if you are uploading our data you need to have an upload program. Once again,
if you are using Datatel, Banner or PeopleSoft we can assist you with this process. If not,
you will have to develop it on your own, which could take weeks to months.
I remember your college uses Datatel. If that is the case, this process will be expedited.
Most of the colleges that have signed on with CCCApply are Datatel campuses.
Therefore, we can simply copy their EDI output file into your college's EDI Wizard. That
should complete the flat file process. As for the upload program, the Datatel campuses
have already completed one. They also have offered to provide the program to other
Datatel colleges at no charge. Your college should be set, unless you decide to make
modifications to the file or the upload program.
22) How aware are you of the electronic signature problem? Some colleges may
allow a student to register for classes the second he submits the online app and some
colleges may require a student to turn in their signed signature sheet before s/he can
register.
We have dealt with both types of colleges. The ones that want to accept the application
and register them use our Auto-Downloader tool, which download the files and
automatically upload them. I think they collect the signature at the time of registration or
collect it when it is mailed into them. The other colleges are allowing the students to
submit the application online, but will only download their file once they receive the
signature page. The would use our Download From List file function. This function
allows them to view all of the applicants during a specified time period and they can
check the names of the students they want to download.
I know the Chancellors Office is looking into future advances of the electronic signature.
I would recommend contacting them on this issue. The person I would talk to is Joy
Gadbois, Director.
23) What about if we want to first edit the data before we load it into Datatel?
Should we be concerned about what database CCCApply uses? Can we edit the data
directly with your database or we must load it into our own database (Access/SQL)
to edit?
As I mentioned above, you should be able to use another college's copy of their Datatel
output format. If you want to make edits to their file, you can do it using our EDI Wizard
tool. If you want special programming in the fields, you will have to send your requests
directly to Xap and we can make the edits in a very quick turn around. We have done this
for other colleges such as Mira Costa. You may also make the edit in your upload
program. I think that is the way the other Datatel campuses have done it.
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24) Do you have the exact names of the people who are responsible for the system
operation between CCCApply and their local campus and their email id?
Butte College*
> > Don Gray
> > Doug Houston
> > Sharon Ewing
> > Kathleen Tull
>>
GrayDo@butte.cc.ca.us
HoustonDo@Butte.cc.ca.us
EwingSh@Butte.cc.ca.us
TullKa@butte.cc.ca.us
Chaffey College
> > Sherri Taylor
taylors@smccd.net
Columbia College*
> > Susan Agostini
> > Richard Jaspar
AgostiniT@Yosemite.cc.ca.us
JasparR@mail.yosemite.cc.ca.us
Contra Costa College*
> > Mojdeh Mehdizadeh
> > Derek Smith
mojdeh@collegesofcc.cc.ca.us
dsmith@4cd.net
Copper Mountain College
> > Kay Ragan
kragan@cmccd.cc. ca.us
Cuesta College*
> > Steven Budke
> > Joy Gadbois
> > Eric McDonald
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> > Kristin Pimentel
JGadbois@bass.cuesta.cc.ca.us
EMcDonal@bass.cuesta.cc.ca.us
KPimente@bass.cuesta.cc.ca.us
Sbudke@cuesta.org
Cuyamaca College
> > Don Zarlengo
don.zarlengo@gcccd.net
Diablo Valley College
> > Mojdeh Mehdizadeh
> > Derek Smith
>>
mojdeh@collegesofcc.cc.ca.us
dsmith@4cd.net
El Camino College*
> > Bill Mulrooney
> > Alex Kelley
> > Lucy Dao
BMulrooney@elcamino.cc.ca.us
AKelley@ElCamino.cc.ca.us
Lcao@elcamino.cc.ca.us
Evergreen Valley College
> > Paul Klepac
> > Linda Harris
Linda.Harris@sjeccd.cc.ca.us
paul.klepac@sjeccd.cc.ca.us
Grossmont College
> > Don Zarlengo
>
don.zarlengo@gcccd.net
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Los Medanos*
Mojdeh Mehdizadeh
Derek Smith
mojdeh@collegesofcc.cc.ca.us
dsmith@4cd.net
MiraCosta College
Trudy Fore
tfore@yar.miracosta.cc.ca.us
Modesto Junior College*
Susan Agostini
Richard Jaspar
Darryl Paulson
Joanne Nielson
AgostiniT@Yosemite.cc.ca.us
JasparR@mail.yosemite.cc.ca.us
paulsond@yosemite.cc.ca.us
nielsonj@yosemite.cc.ca.us
Ohlone College
Jacque Bradley
Ron Travenick
jbradley@ohlone.cc.ca.us
RTravenick@ohlone.cc.ca.us
Pasadena City College
Matthew Lee
matthew@noraleeetal.com
San Jose City College
Paul Klepac
Linda Harris
Linda.Harris@sjeccd.cc.ca.us
paul.klepac@sjeccd.cc.ca.us
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Santa Rosa Junior College*
Bev Johnson
Ken Fiori
Ken Lofgren
BJohnson@SantaRosa.edu
kfiori@santarosa.edu
KLofgren@SantaRosa.edu
West Hills College
Keith Stearns
Darlene Georgatos
Idelle Mahrt
Michelle Kozlowski
keithstearns@westhillscollege.com
darlenegeorgatos@westhillscollege.com
idellemahrt@westhillscollege.com
kozlowmd@whccd.cc.ca.us
Yuba College*
Karen Trimble
ktrimble@yuba.cc.ca.us
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Preliminary Residency Determination
(Note: the following algorithm is for information only. Newly revised algorithm is
forthcoming)
The residency determination that will be made by the CCC Application Service is a
"preliminary” residency determination only, not an actual or final residency
determination. The applicant will not be asked by the Service for proofs of residency in
any form. Actual residency determination still remains the responsibility of the college to
which the student applies. The applicant is required to submit a legally acceptable
signature with the application.
See reference statements below for specific rationale supporting the structure of the
algorithm.
Preliminary Residency Determination Algorithm
Step Evaluation statement
Coded interpretation
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Citizenship = US
Citizenship = Visa or Other
Visa Type = {A-1,A-2,A-3,E-1, E2,G-1,G-2,G-3,H-1B,H-B,H-4, I, K1,K-2,L-1,L-2,O-1,O-3,R}
Alien/Visa status not expired?
(Alien/Visa Expiration Date >
Today's Date AND not blank)
OR "No Expiration" option chosen
On active (or recent) military duty or Military Status = 2, 3, 4
a dependent of someone that is?
CA the home state of record?
Home Of Record = CA
7
8
If discharged within last year?
Stationed in CA?
9
Stationed in CA for educational
Educational Purpose = Yes
purposes only?
In CA for over a year before start of Two Year Resident = Yes or Startterm?*
Of-Current-Stay-In-CA > 1 year + 1
day from Start-Date of TermApplied-For as determined by the
College-Applied-For.
Intend to make CA permanent
Intend-Permanent-Home = Yes
home?*
Do indicators support intent?* (All All the following = No:
contra-indicators are negative)
 Declared non-resident of CA for
tax purposes,
 Registered to vote in other state,
 Resident student at out-of-state
institution,
 Petitioner for divorce or lawsuit
as resident on another state?
State College/University Employee State College/University Employee =
or dependent?*
Yes
Credentialed employee of a public
Credentialed Public School
1
2
3
4
5
10
11
12
13
14
US Citizen?
Here on Visa or Other?
Can establish residency?
Military Status = 4
Stationed in CA = Yes
YES
NO
step 5
step 3
step 4
step 2
step 4
RESIDENT
STATUS=3
step 5
RESIDENT
STATUS=3
step 6
step 10
RESIDENT
STATUS=1
Step 11
step 9
step 7
RESIDENT
STATUS=3
step 11
Step 8
RESIDENT
STATUS=3
RESIDENT
STATUS=1
Step 13
step 12
Step 13
RESIDENT
STATUS=1
Step 13
RESIDENT
STATUS=2
RESIDENT
step 14
step 15
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15
16
school?*
Qualified seasonal agriculture
worker or dependent?*
Intent to stay in CA questionable?
Employee = Yes
Seasonal Agricultural Worker or
dependent = Yes
Both steps 10 & 11 evaluate to Yes
STATUS=2
RESIDENT
STATUS=2
RESIDENT
STATUS=2
Step 16
RESIDENT
STATUS=3
* Answers supplied in reference to the parent/guardian if the applicant is under age 19
(calculated from Birthdate) and unmarried (using Marital Status). “Evidence of Intent” rules in
the Student Attending Accounting Manual (Chap 2), based on Title 5 section 54024, specify
"under 19 years" as the age criterion, superceding the definition of a “Minor” in general law as
under age 18.
Affirmation of intent to make CA the permanent home is required for all applicants, even
those who have been in CA for over 2 years (per Student Attendance Accounting Manual
Chap 2 section “Evidence of Intent”).
Several special conditions or cases of residency have been deferred for later implementation.
Colleges are nonetheless required or authorized to examine these cases among their applicants.
These conditions include:





Emancipated minors establishing residency without parent/guardian
Adults deriving residency from returning and staying with qualified residents
Adults deriving residency from two years' care and control by a qualified resident
Clarification of applicants for VISA or Alien Registration who are in transition (filed
paperwork but have not completed the process).
Gaining residency as employees of state agencies, including working out of the state in the
service of the state.
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