The College Credit Plus (CCP) application module is to be used by all EMIS reporting entities and Higher Education Institutions (HEI) as means to verify College Credit Plus enrollment, as well as the credit hour rate charged for those courses, for payment to Higher Education Institutions. The EMIS Reporting entities, the Higher Education Institutions, ITC Staff and ODE DEW personnel all have access to this applicationmodule.
Users can gain access to the CCP application module within ODDEX by using the CCP application link on the navigation bar. Depending upon the user's SAFE OEDS roles, the user may have access to CCP Student course and/or Agreement data.
Higher Education users will see an additional option from the drop down menu for reports.
If a user account has access to more than one LEA/HEI, select the appropriate entity from the drop down in the navigation bar. For historical purposes, entities that are closed may be listed in the drop down.
Users will want to select the year of the data they wish to view from the drop down in the navigation bar.
Navigation
The options available from the main navigation bar will vary depending on the user's SAFE roles. The view of the data within the CCP options will be dependent upon if the user has access through an LEA or HEI. Each of the views will be discussed in their own sections within this documentpages.
Local Educating Agency Student Course View
Local Educating Agency Agreement View
Higher Education Institution Student Course View
Higher Education Institution Agreement View
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- Home - Returns user to Landing Page
- CCP - College Credit Plus options. This is a drop-down menu containing
- Students, for viewing Student Course records
- Agreements, for viewing credit hour rate agreements between the LEA and HEI
- Reports, for obtaining reports generated by ODE DEW to aid in reconciling College Credit Plus data. The reports option is available to HEI's only.
- Setup - Application configuration options
- Users - Edit and view of district user information
- Agencies - Edit and view of district level information
- Help
- Opens a new browser window for the ODDEX documentationAbout - Shows information regarding the ODDEX application - Logout
- Logs the user out of ODDEX
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Find/Export
The LEA will have the ability to find student course records based on several options. The name, SSID and Reported by HEI options are at the student level. Review Status and Record Age are at the student course level.
Find by Term uses the course term that was submitted by the Higher Ed Institution
- AU - Autumn/Fall
- WI - Winter
- SP - Spring
- SM - Summer
The find by Review Status includes these choices:
- Blank - all records
- New
- No Activity
- New flags/comments
- Flags/Comments
- Reviewed
- ODE override
- ODE Aged out
- Inactive
When selecting any of the Review Status options which contain New , an additional input field will appear allowing the user to specify the number of Days Since New. Enter a numeric value in this field that signifies the number of days to count backwards to, from the current date, for a staring point in the lookup. For example, if the current date is March 15th and you wish to see all records which are new since March 1st, enter 15 in the Days Since New field. If a value is not entered in the Days Since New field, the users last login date will be used to determine which records are new.
Record Age is determined by calculating the number of days between the last modified date and the current date. Find by Record Age includes the following choices:
- 15 days or less
- 16-30 days
- 31-45 days
- age over 45 days
Reported By HEI allows an LEA the ability to select a specific HEI who is reporting your students as attending. All HEI's who have reported students pointing to your LEA are included in this selection drop down.
Active Only allows a district to eliminate students from the listing who do not have any active course data.
Escalated Only allows for filtering by only those records that have been escalated to ODE.
Not Escalated Only allows the user exclude those records that have been escalated to ODE from the listing.
Selecting the Clear link resets the query filters to empty/default values.
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Export
Using the Export button, the user has the ability to export Course or Payment data for each student course included in the current selections (Find selections). The data is exported in a TAB delimited format that can be saved and imported into a spreadsheet.
CCP Student Summary Screen
In this summary screen, students and higher education course combinations are listed. Each row represents all courses a student is taking at that higher ed.
Status Icons
- Red / X Icon
- No funding
- Yellow / Exclamation Point Icon
- Green / Check Mark Icon
The icons in the summary screen represent the most severe situation with the student's courses at that higher ed.
Columns in the grid whose headings are blue and contain are sortable. The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading,
The Earliest Age Out column represents the earliest date any courses the student is taking at that higher ed reaches the 45 day time-out. This column is not sortable. Districts wanting to select the courses that reach the 45 day time-out first, should use the Record Age option within the query box.
Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.
A student may appear in this summary listing more than once. Each entry for a student represents a different higher ed that is reporting courses for this student.
Clicking on the SSID or higher ed hyperlinks will open a popup window showing the full details of the student course and payment information as available. The detail screen is where all flagging is initiated. Each student course record must be reviewed and approved or flagged by the LEA. If not approved or flagged with an issue within 45 days, the course record will be considered approved by ODE and payment will occur.
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The student detail screen is divided into 4 sections.
- Biographical data as reported by the LEA within the SCR data submissions.
- Higher Education Reported Data is the course details reported by the HEI.
- LEA Payment Responsibility section is the ODE derived data. This section is populated as the payment information is calculated and provided by ODE.
- K12 Reported Data section includes all the CCP courses the LEA has reported for the student. The list of K12 Reported Data is not restricted to courses for the HEI listed on the Higher Education Reported Data section.
The Higher Education Reported Data is the section where districts will focus to review their CCP courses. The data here is that reported by an HEI indicating payment responsibility or there may be data displayed in this section that represents an LEA reported CCP course for which no HEI agency reported a course for this student.
There is no match up of the data reported in the K12 section and the Higher Education section. The LEA reported course are listed as a reference point.
Districts will want to visually map the Higher Education Reported Data to any displayed LEA Payment Responsibility data rows by matching up the course. The LEA Payment data provides the details on how the payment was calculated. Due to the volume of data displayed, some users may have to scroll right to view all the columns or adjust browser window size. Data in the far right columns is the least important data and likely only needed when there is a resolution needed with that payment. This Payment Responsibility section may include payments another LEA is responsible for. Inclusion of this data will be seen when the Pmt by Reporting LEA column includes PROP.
Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.
Student course details may be printed by clicking on the Printer icon in the upper left corner.
Using the Return to Summary button will return the user to the Summary listing. When using this function, the selections used in the prior query are preserved and the same list of students and HEIs are displayed.
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By clicking on one of the Review buttons, Review or Approve, the LEA can review a course. When selecting the Review button, the user is placed in a new screen where they have the opportunity to set flags of contention for a student course or approve the course for payment as reported. The flag options included in this screen shot are for display purposes only, as they may change at any given time. Districts should refer to the ODE web site and CCP reporting documentation for specifics on the flag options available for the current processing year.
In the Note box, districts can add comments about the flag they set. These notes are visible to the HEI that reported the student, all personnel in your district with access to CCP, your ITC support staff and ODE. Notes entered and saved, can not be deleted. What is entered will appear in the detail screen in the column labeled 'Comments'. See more details on the use of 'Comments' in following sections of this document.
When setting the flags, the following submission buttons may be available:
- Save Flags - Saves the flag(s) checked by the district and any notes entered about the flag(s)
- Reviewed - No Flags - District is indicating the student has been approved for CCP payment
- Clear Flags & Mark Reviewed - this is indicating the student did have a flag set, but the flag can be cleared now and the student course is approved for CCP payment
- Cancel - Leaves the screen with no changes saved
All saved information is written back to the database and is available immediately for viewing by both the HEI and LEA.
When selecting the Approve button, the course is approved with no option to enter comments or flags. If after selecting to Approve the user needs to comment or set any review flags, simply select the Review button from the course row.
Once a flag has been set, the status icon at the far left of the course information from the student detail may change depending upon the type of flag(s) set. Full details on the flag(s) set may be seen by clicking on the course hyperlink or status icon, opening a Course Details popup window.
Information pertaining to the review will appear in the Reviews section of the Course Details popup.
The flag(s) that were set will appear in the "Review Flags" column of the Reviews section. If the reviewer included a note when setting the flag, it will appear in the Comments column. The LEA may add additional comments to the review by clicking on the add comment icon .
Commenting
Once a review has been added by the LEA, the ability to comment on the review will be available. Comments may be added by clicking the Add Comment icon in the Reviews section of the student course detail popup. Comments entered and saved, can not be deleted or modified.
After clicking on the Add Comment icon, an additional popup window is opened that allows a comment to be added. The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through CCP. By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved. Comments are available immediately for viewing once the comment has been saved.
HEI's will have the ability to add comments to a review as well.
If comments are present for a student course, the name of the individual who posted the comment will be a hyperlink. Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.
The process of Review and adding comments may occur multiple times.
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The LEA will have the ability to escalate records onto ODE for review. Once a record has reached the Aged Out status, the LEA will be able to escalate to ODE for review. No prior comment is required in order for the escalation ability to be available for aged out records. The escalation iconwill appear in the Review display area, on the left side, once the review status has been set to ODE Aged Out.
Escalation Form
Clicking the escalate icon will bring up a new page where the user will indicate through a flag why they are escalating the record along with a descriptive reason. An escalation flag must be selected and a descriptive reason must be entered into the text area in order for the escalation to be accepted.
The ODE Area Coordinator assigned to the district involved will receive notification on their Landing Page a record has been escalated for review.
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Do not enter any student identifying information such as student/parent name, address, social security number into the text area as ODE is not permitted to have this information. |
Once the escalation has been saved, it will appear in the Review display area with the 'Reason for Escalation' text being displayed in the Comments column of the reviews. The escalation flag will be displayed in red in the 'Review Flags' column.
Closing/Canceling an Escalation
If the issue regarding a student is resolved after a record has been escalated, or the record was escalated in error, the LEA will have the ability to cancel the escalation to ODE. Once a record is escalated, a 'Cancel Escalation' button will appear next to the course. Clicking on the 'Cancel Escalation' button will close the escalated review and reactivate the ODE Age Out.
Reviews area after canceling an escalation
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Information pertaining to the agreement between the LEA and HEI may be found and reviewed from Agreements menu option under CCP on the main navigation bar. The records appearing in the Summary view may be filtered using the following options:
The LEA will review the Agreement by clicking on the "Review Agreement" button. Clicking on this button will take the user to a new screen where they may approve or reject the agreement. If rejecting the agreement, a reason for the rejection must be entered in the "Comment" area of the form.
The agreement is either approved or rejected. The HEI may continue to submit Agreement data until the Agreement between the two entities is approved.
Aging Out
Agreements will age out based upon the latter of the last modified date or the term aging start date. Each term has a specific aging date as follows
- Summer - September 1
- Fall - September 1
- Winter - December 1
- Spring - February 1
If the agreement has not been modified, approved or rejected in 45 days, the agreement will be automatically aged out and considered approved for funding.
Clicking on the Higher Ed Agency hyperlink from the Summary view will bring up a popup window showing the full details on the Agreement.
The user may print the agreement details by clicking on the Printer icon in the upper left corner.
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Find/Export
The HEI will have the ability to find student course records based on several options. The name, SSID and Reported by LEA options are at the student level. Review Status, Term and Record Age are at the student course level.
Find by Term uses the course term submitted by the Higher Ed Institution
- AU - Autumn/Fall
- WI - Winter
- SP - Spring
- SM - Summer
The find by Review Status includes these choices:
- Blank - all records
- New
- No Activity
- New flags/comments
- Flags/Comments
- Reviewed
- ODE override
- ODE Aged out
- Inactive
When selecting any of the Review Status options which contain New , an additional input field will appear allowing the user to specify the number of Days Since New. Enter a numeric value in this field that signifies the number of days to count backwards to, from the current date, for a staring point in the lookup. For example, if the current date is March 15th and you wish to see all records which are new since March 1st, enter 15 in the Days Since New field. If a value is not entered in the Days Since New field, the users last login date will be used to determine which records are new.
Record Age is determined by calculating the number of days between the last modified date and the current date. Find by Record Age includes the following choices:
- 15 days or less
- 16-30 days
- 31-45 days
- age over 45 days
Reported by LEA allows an HEI the ability to select a specific LEA that is reporting CCP student course data pointing to your HEI. All LEA's who have reported students pointing to your HEI are included in this selection drop down.
Active Only allows a district to eliminate students from the listing who do not have any active course data.
Escalated Only allows for filtering by only those records that have been escalated to ODE.
Not Escalated Only allows the user exclude those records that have been escalated to ODE from the listing.
Selecting the Clear link resets the find filters to empty/default values.
The query box is collapsible using the icon in the lower left corner of the query box. The icon acts as a toggle allowing you to collapse and expand the query box as desired.
Export
Using the Export button, the user has the ability to export Course or Payment data for each student course included in the current selections (Find selections). The data is exported in a TAB delimited format that can be saved and imported into a spreadsheet.
Student Summary Screen
In this summary screen, basic student and course identifiable information is included. The icon in the left most column represents the status of the student's CCP data.
Status Icons
- Red / X Icon
- Yellow / Exclamation Point Icon
- Green / Check Mark Icon
Columns in the grid whose headings are blue and contain are sortable. The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading.
Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.
A student may appear in this summary listing more than once. Each entry for a student represents a different LEA that is reporting the student.
Clicking on the SSID or LEA hyperlinks will go to a page showing the full details of student course and payment information as available. Each student course record must be reviewed and approved or flagged by the LEA. If not reviewed or approved within 45 days, the course record will be considered approved by ODE and payment will occur.
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The student detail screen is divided into 4 sections.
- Biographical data as reported by the LEA.
- Higher Education Reported Data is the course details reported by the HEI.
- LEA Payment Responsibility section is the ODE derived data. This section is populated as the payment information is calculated and provided by ODE.
- K12 Reported Data section includes all the CCP courses the LEA has reported for the student. The list of K12 Reported Data is not restricted to courses for the HEI listed on the Higher Education Reported Data section.
The Higher Education Reported Data is the section where districts will focus to review their CCP courses. The data here is that reported by an HEI indicating payment responsibility or there may be data displayed in this section that represents an LEA CCP course for which no HEI agency reported a course for this student.
There is no match up of the data reported in the K12 section and the Higher Education section. The LEA reported course are listed as a reference point.
Higher Ed agencies will want to visually map the Higher Education Reported Data to any displayed LEA Payment Responsibility data rows by matching up the course. The LEA Payment data provides the details on how the payment was calculated. Due to the volume of data displayed, some users may have to scroll right to view all the columns or adjust browser window sizes. Data in the far right columns is the least important data and likely only needed when there is a resolution needed with that payment. This Payment Responsibility section may include payments another LEA is responsible for. Inclusion of this data will be seen when the Pmt by Reporting LEA column includes PROP.
Inactive records will be displayed with a strike-thru and are not taken into consideration for payment.
Student course details may be printed by clicking on the Printer icon in the upper left corner.
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Commenting/Reviews
Once the LEA has reviewed a student course record, the review information will be displayed in the course details popup window. The HEI may get to this by selecting either the course link or status icon on the student detail page. If the LEA set a flag, the flag will appear in the "Review Flags" column. Any associated comments posted by the LEA regarding the flag will appear in the Comments column of the Reviews section. The HEI may add a comment to the review by clicking on the Add Comment icon .
After clicking on the Add Comment icon, an additional popup window is opened that allows a comment to be added. The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through CCP. By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved. Comments are available immediately for viewing once the comment has been saved.
If comments are present for a student course, the name of the individual who posted the comment will be a hyperlink. Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/HEI/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.
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HEI's will have the ability to escalate records, which have been flagged by the LEA with a funding related error, onto ODE for review. This is intended to be used if the HEI and LEA are unable to come to a resolution working with one another to resolve the dispute. At that time, an escalation icon will appear on the left side in the Reviews display area of the Course Details popup.
Clicking the escalate icon will bring up a new page where the user will indicate through a flag why they are escalating the course along with a descriptive reason. A descriptive reason must be entered into the text area in order for the escalation to be accepted.
The ODE Area Coordinator assigned to the district involved will receive notification on their Landing Page a record has been escalated for review.
| Note | ||
|---|---|---|
| ||
Do not enter any student identifying information such as student/parent name, address, social security number into the text area as ODE is not permitted to have this information. |
Once the escalation has been saved, it will appear in the Review display area with the 'Reason for Escalation' text being displayed in the Comments column of the reviews. The escalation flag will be displayed in red in the 'Review Flags' column.
Closing/Canceling an Escalation
If the issue regarding a student is resolved after a record has been escalated, or the record was escalated in error, the HEI will have the ability to cancel the escalation to ODE. Once a record is escalated, a 'Cancel Escalation' button will appear at the bottom of the course detail popup. Clicking on the 'Cancel Escalation' button will close the escalated review and reactivate the original review opened by the LEA re-establishing the review flag(s) that were set by the LEA.
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Aging Out
Agreements will age out based upon the latter of the last modified date or the term aging start date. Each term has a specific aging date as follows
- Summer - September 1
- Fall - September 1
- Winter - December 1
- Spring - February 1
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