Data Maintenance Policies

• “Incomplete programs” refers to programs that 1) do not operate on a rolling admissions schedule (according to data entered into the program entry), 2) do not have any upcoming application or enrollment deadlines (i.e., the date has not yet passed) listed in their program entry, and 3) are currently labeled as active in the CCP database.*
• “Complete programs” will refer to programs that either 1) operate on a rolling admissions schedule (according to data entered into the program entry), 2) have upcoming application or enrollment deadlines (i.e., the date has not yet passed) listed in their program entry, and 3) are currently labeled as active in the CCP database.*
• “Incomplete status” will refer to the status of an incomplete program.
• “Complete status” will refer to the status of a complete program.
• “Relevant contacts” will refer to both any Provider Portal logins that have editing privileges over the program entry.

* See section labeled Understanding Inactivity for more information on what it means for a program to be labeled active or inactive, and how an inactive program may be made active again.

On the first of each month, the CCP system will locate incomplete programs and send an automated email to relevant contacts.

This notification email will inform relevant contacts:

1. that there are one or more programs to which said contacts have editing access that are either incomplete or unverified;
2. how to view further information about this notification via the Provider Portal, including whether said programs are incomplete or unverified and what the deadline for completion or verification is; and
3. that failure to respond to this notification with the appropriate update by the deadline for said update will result in inactivation.*

* See section labeled Understanding Inactivity for more information on what it means for a program to be labeled active or inactive, and how an inactive program may be made active again.

In order to change a program’s status from incomplete to complete, the program entry must either:

1. be labeled as operating on a rolling admissions schedule, or
2. contain upcoming program application or admissions deadlines (i.e. the date has not yet passed).

In order to label a program as operating on a rolling admissions schedule, it must operate on one of the following schedule types or an alternate schedule type that is approved by the CCP Data Maintenance team.

1. The program accepts individuals as they apply and does not have deadlines for application or enrollment.
2. The program allows participants them to proceed through the program as an individual without a cohort.
3. The program operates on a regular cadence with cohorts or sessions beginning 10 weeks or less apart from each other, such that an applicant will be placed in the next upcoming cohort.
4. The program is self-paced without definite start or end dates, or application or enrollment dates.

Additionally, a program labeled as operating on a rolling admissions schedule must describe the type of rolling admissions schedule on which they operate. In order to label a program as operating on a rolling admissions schedule and to describe this schedule, an individual with login credentials must access the program entry through the Provider Portal. From there, the individual must navigate to the program entry edit screen. There, the individual will be able to add upcoming dates. For an in-depth guide on navigating the Provider Portal, click here.

If the program does not operate on an approved rolling admissions schedule, the program must contain upcoming program application or admissions deadlines. In order to add these upcoming dates, an individual with login credentials must access the program entry through the Provider Portal, navigate to the program entry edit screen, and click through to the second page of the program entry. There, the individual will be able to add upcoming dates under the section “Program Cycles”.

Once the program is either labeled as operating on a rolling admissions schedule or contains upcoming program application or admissions deadline, the program entry will be considered complete.

• “Unverified programs” will refer to programs that 1) are active*, and 2) have not seen an individual with login credentials read through both pages of this program entry in the last 4 months or more.
• “Verified programs” will refer to programs that 1) are active*, and 2) have seen an individual with login credentials read through both pages of this program entry within the last 4 months.
• “Verified status” will refer to the status of a verified program.
• “Unverified status” will refer to the status of an unverified program.
• “Relevant contacts” will refer to both any Provider Portal logins that have editing privileges over the program entry.

* See section labeled Understanding Inactivity for more information on what it means for a program to be labeled active or inactive, and how an inactive program may be made active again.

On the first of each month, the CCP system will locate incomplete programs and send an automated email to relevant contacts.

This notification email will inform relevant contacts:

1. that there are one or more programs to which said contacts have editing access that are either incomplete or unverified;
2. how to view further information about this notification via the Provider Portal, including whether said programs are incomplete or unverified and what the deadline for completion or verification is; and
3. that failure to respond to this notification with the appropriate update by the deadline for said update will result in inactivation.*

* See section labeled Understanding Inactivity for more information on what it means for a program to be labeled active or inactive, and how an inactive program may be made active again.

In order to change a program’s status from unverified to verified, an individual with login credentials must read through both pages of the program entry. 

Program entries that exist in the CCP database are only deleted in the case of duplicate program entries. Otherwise, all program entries exist indefinitely in the database and are labeled as either “active” or “inactive”.

A program entry labeled as “active” (otherwise referred to as an “active program”) is considered sufficiently complete, accurate, and up-to-date, and so is displayed on the CCP user-facing directory and the CCP Funder Portal. The relevant contacts associated with an active program are eligible to receive automated update emails, as described in the sections Maintaining Upcoming Dates and Verifying Program Information.

A program entry labeled as “inactive” (otherwise referred to as an “inactive program”) is considered insufficiently complete, accurate, and/or up-to-date, and so is not displayed on the CCP user-facing directory and the CCP Funder Portal. As stated previously, these programs continue to exist in our database. They continue to be accessible for editing to those with appropriate login credentials via the Provider Portal. The relevant contacts associated with an inactive program will no longer receive automated update emails regarding the inactive program, as described in the sections Maintaining Upcoming Dates and Verifying Program Information.

In other words, while inactive program entries still exist in the database, they are not discoverable by program seekers via the user-facing directory or by funders via the Funder Portal. Active programs are discoverable on both platforms.

The status of a program as either active or inactive is not fixed and may change over time. Generally, in order to change a program status from inactive to active (referred to as “reactivating” said program), the information in the associated program entry must be changed in order to qualify the program entry as being sufficiently complete, accurate, and up-to-date.

In the case of a program status changing from active to inactive (otherwise referred to as “inactivating” said program entry) due to missing upcoming dates, the program entry must be completed by adding upcoming dates and/or designating the program as operating on a rolling admissions schedule in the Provider Portal. For more on this procedure, see the sub-section Completing an incomplete entry in the section Maintaining Upcoming Dates.

In the case of a program entry being inactivated due to remaining unverified past its verification deadline, the program entry must be verified by viewing both pages of the program entry via the Provider Portal. For more on this procedure, see the sub-section Verifying a program entry in the section Verifying Program Information.