OAA Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for OAA

Audience: All College Staff

Online Admissions Application Meeting Information

Gap Analysis (Listen & Learn)

Topic: OAA

Meeting Date/Time:

March 7, 2017 2:00 - 3:00pm

March 21, 2017 2:00 - 3:00pm

Meeting Facilitator: Amy MacNeill

Meeting Information: OAA WebEx Recording

March 7, 2017

Due to the personal information available within this Listen & Learn remediation session, the recording is being hosted in the Community of Practice Canvas course. This is in keeping with our FERPA commitment. All SSN/Bank Data are redacted. Please contact Jo Munroe for viewing access.

March 21, 2017

OAA WebEx Recording

Meeting Attendees:

  • WA171: Sheri Carrol, admissions manager and April Mallicoat, web admissions
  • WA172: Jennifer Curtis, app processing
  • WA220: Karen Erickson, program specialist; Tanjagay Martin, admissions; and Nadine Lavochina

Meeting Objectives

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  

Key CS Modules Involved

  • Admissions
  • Bio/Demo

Meeting Notes and Decisions

Citizenship and Residency

  • WA220: Citizenship info - Status is not required; needed for FA, ordering of status options (US Citizenship after permanent resident), concern over status options (specifically “Naturalized” would like to be removed, “Not Indicated” and “Other” are redundant); Residency questions - Don’t automatically show from yes/no question, want questions to drop down if “no” selected
  • WA171: Agree w/TCC
  • WA172: RS doesn’t determine residency, currently goes through each student and changes residency status; agree with other colleges

Name Capitalization

  • All satisfied with change to App Search
  • Refunding issues (doesn’t like all caps), Canvas course attendance roll call (wants mixed case), ID Cards (wants mixed case)

Students Not Understanding Process to Enroll

  • WA220: Getting apps where completed but not submitted, would like directive to return to main menu and submit as well as overall status; issues submitting using Mac; submitting another application for different plan or term - causing additional work for staff to mitigate additional apps; do not want students to be able to submit additional applications after initial app is submitted
  • WA172: Agree with TCC, receive calls that applicant don’t know what to do next
  • WA171: Apps are completed can’t find out why application hasn’t been/can’t be submitted (ticket # 16089); also want students to only apply once but see the need for Transitional Studies students to go back and be prompted to answer residency questions, etc.

Alert Applicant of Required and Missing Fields

  • WA171: Address, ZIP
  • WA172: Agree with SCC, missing phone number does not allow matriculation

Other

  • WA172: OAA password reset/question issues  Tara informed of work already in progress/testing to resolve

Added from 3/21

Running Start Residency

  • WA171: Codes all RS as in-state up front; also would like residency questions on OAA
  • WA172: Agrees w/TCC, wants residency questions on OAA; has to call students for residency when below college level classes are taken; would be beneficial for students who are transitioning after graduation and who take summer classes
  • WA220: Our first choice for gathering Running Start student’s residency information would be to make it part of the OAA and have it standardized.<br />If this is not an option then my suggestion would be the development of a form that Running Start offices can provide all new Running Start students that would again ask residency in a way that makes it clear that it is not required. This process could certainly be accomplished by each college individually, but a standardized form would ensure the language represents the true intent of gathering the information.”

High School Information Search

  • WA171: Foreign applicants have difficulty finding their high school information; receive an error message after manual entry of college
  • WA220: Applicants click Add after inputting their school information which creates a blank row - they attempt to save and receive an error message; searching for international schools is difficult when entering too many characters in search criteria

Using “My School Not Listed” Kicks Applicants Out of OAA

  • WA171: Has received calls from applicants of this occurrence; do not have current examples but will forward any further occurrences to remediation team

Extra Rows in Previous College

  • WA220: Demonstrated functionality and WA171 agrees this is no longer an issue

Required Fields

  • WA171: When applicant doesn’t fill in a phone number, staff cannot matriculate without removing that line; would like all address, zip code, email, and phone number fields to be required
  • WA172: Concerned that if phone number field is mandatory and applicant does not have a number, they will make up a random number; would like phone number to be mandatory
  • WA220: Shares same concern as WA172; hesitant to require number

Citizenship

  • WA220  applicant was determined as IS based on residency questions, but citizenship is not USA; looking for clarification as to how the residency was determined and if the college should be coding based on the questions or the citizenship entered

Other

Incomplete/complete apps lingering in app search

  • WA171: Mandy responded on ticket regarding incomplete and complete apps in OAA search; will continue work through the ticket agreed to table as a remediation item

Consecutive applications being submitted

  • WA220: Applicants are submitting multiple apps with different terms, program/plans, etc.

Meeting Action Items and Follow Up

  1. Citizenship Status
    1. How the questions are asked and if they are required
      1. The Admissions Application Work Group chair as well as Scott Copeland have been asked to address
  2. Residency
    1. Need 1st question to go away
      1. This will be requested in a solution design document for OAA changes
  3. Application Search
    1. Currently in CAB awaiting cost estimate to fix
      1. Check with Ciber for cost estimate
  4. Students not understanding process to enroll
    1. Students can’t figure out how to submit (find the submit button)
    2. Student has all green check marks but the submit errors
      1. This will be addressed in a solution design document for OAA changes
  5. Alert applicant of required and missing fields
    1. Address incomplete
      1. This will be addressed in a solution design document for OAA changes
  6. OAA password reset/question issues
    1. Stated that Jonathan Rider’s team is working on the issue
      1. Check with Jonathan on solution timeline
  7. RS doesn’t determine residency
    1. Amy will follow up with Barbara to learn details
      1. WebEx scheduled for Monday, 3/20
  8. Running Start Residency
    1. Governance Issue
      1. This will be addressed in a solution design document for OAA changes
  9. High school information search
    1. Maximum number of institution error
      1. Issue identified and will be resolved immediately.
    2. School Search works best with 3 letter
      1. This will be addressed in a solution design document for OAA changes
    3. School Add button confusion
      1. This will be addressed in a solution design document for OAA changes
  10. Using “My school not listed” kicks applicants out of OAA
    1. Need examples from college
  11. Phone Number
    1. Phone number blank row error
      1. OAA defect will be reported and addressed immediately
    2. Phone number should be required
      1. Governance Issue
      2. This will be addressed in a solution design document for OAA changes
  12. Incomplete/complete apps lingering in app search
    1. WA171  Mandy responded on ticket regarding incomplete and complete apps in OAA search; will continue work through the ticket agreed to table as a remediation item
  13. Consecutive applications being submitted
    1. WA220  applicants are submitting multiple apps with different terms, program/plans, etc.
      1. Continues to be item to discuss

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • Refunding issues (doesn’t like name in all caps), Canvas course attendance roll call (wants mixed case), ID Cards (wants mixed case)
    • Will research with finance on name issue
    • Canvas populated from Golden Gate can work with Data Warehouse team to address

Topics and Associated Remediation Tickets

Online Admissions Application

Ticket # Requirement ID Requirement Description Assoc. Topic
21293 RA104-Application Processing “Support streamlined admissions processing (e.g.,  for standard admissions without credit assessment, such as high school and diplomas, through campus and admissions offices, not department, etc.).”

0 Comments

Add your comment

E-Mail me when someone replies to this comment