Colleague

If access is needed to student or finance data in Colleague, follow these steps in the article in order to request new access or update existing access for Colleague.

We have occasion where a student's class standing does not update during the regularly scheduled run of CLUP (Class Standing Update) in the Process Handler.

ERP solution for Student and Financials.

This will allow for a student with two different active programs to be billed appropriately as long as one program type is billing by course section and the other by billing table.

After transactions are posted to the General Ledger, a user might expect to see the transactions on both AHST and ENCI immediately in the General Ledger area of Colleague. There are instances where they won't.

How the business office opens a fiscal year.

There are times when a group of records needs to have a restriction added. This can be done in Colleague by users who have access to the ACDR screen using a Savedlist of records with the PERSON ID (7 digit number including leading zeroes).

Article gives step to make a faculty member an advisor in Colleague.

The Ellucian Customer Center is the most efficient way to get information about Colleague, SPA (Student Planning & Advising), create cases, and other relation issues.

To add a printer to the available printer in Colleague one me perform 2 distinct tasks in this article. This article also contains information on HP printer font settings for Colleague printers.

Steps on how to add an Alternate ID in Colleague.

How to Add and Update Email Addresses.

How to Add and Update Names.

How to Add or Update Phone Numbers.

How to Add Student Remarks.

How to Add, Update, End Memberships.

This article shows the steps to add a CIP (Classification of Instructional Programs) Code to be used with academic programs on PROG or major codes on MAJR.

How to adjust the degree date.

How to assign registration priorities.

Do you need us to bulk update one specific data field for many records in Colleague? If you need a value updated into one field and the number of records that need to be updated is greater than 50, we may be able to help! We will need a minimum of 2 weeks advanced notice of your timeline so we can plan out and test.

When you need to batch update academic standings, follow these steps. The same process is used for Dean's List and all other standing codes but you will not need to change anything on ALST for the Dean's List processing.

How to batch update student programs.

How batch verifying final grades.

Incoming freshmen applicants may change Residency status due to the decision to become a commuter, withdraw from SHU, or defer to a future term. Information is needed regarding incoming transfer applicants.

You are notified that a program that used to be completely on-ground or hybrid will now be exclusively taught and completed online. There is more to do than just changing the academic program record to All Online. This article outlines the steps to update Colleague completely.

If you are questioning a student who registered for a course section that has prerequisites, corequisites, restrictions or petition required, check the following in this article.

Financial Aid awards are imported from PowerFAIDS to Colleague daily. There is a process in the Accounts Receivable module of Colleague that needs to be run manually to select awards to post to student receivables.

How to Check Login Issues.

As we are starting to get a little closer to the time when advisement in a semester will occur, I wanted to remind you of 2 reports that you should review on Reporting Services (Report Manager) and do data clean up as a result in Colleague to help faculty advisors with what they see.

Provides instructions on how to close blanket purchase orders as well as purchase orders in Colleague.

Guidelines for adding or updating a cohort for a full-time undergraduate students.

Includes the required steps to code the current academic program directors in Colleague.

How to Complete Online Registration Checklist for Registrar.

This utility can be used when you want to copy an existing course section and you don't want to recreate all the detail. This is useful when a section has a similar setup to an existing course section that has a lot of detail.

How to Create a New Academic Program on PROG

How to create a savedlist using SLED and SLCR.

How to create and copy new catalog year.

How to Create and Maintain Favorites List of Mnemonics.

How to create cashier batch import ELF file.

How to create files to be used with the GLIM process.

How to Decease (and Un-decease) a Person's Record.

Steps to defer applicants to a new term.

In Colleague, you have the ability to equate different course numbers together so that when a degree/program evaluation is run for the student, he/she will be credited as completing the appropriate courses towards his/her degree. Sometimes the evaluation does not pick up equated courses correct because they are not consistently coded on ACOI.

The Financial Reporting Export provides a normalized “snapshot” of Colleague General Ledger data to facilitate reporting and analysis. The FRXE process provides export of general ledger activity from Colleague, which gets imported into Synoptix.

How to Fix Colleague Report or Process Appears Hung and/or Does Not Display Results on Screen as Expected.

If a course is showing as IN PROG on a transcript in a term that the student is not currently registered there are a few things that need to be checked and fixed. This will typically only happen when a student has been transcripted for a course that they are later approved to be removed from the course.

This article also shows how to reactivate a student program or how to remove the active status of a student program if needed.

How to Fix Reports Not Appearing in Report Browser Window.

Provides the ability to allow SPA users to grant secure proxy access to other users for select SPA pages and workflows. Users can designate one or more persons or employees as a proxy and can grant each proxy permission to view and act on information, ex: provide parents access to grades.

If you need to identify students who are registered for courses but do not have the proper pre or co-requisites, you can run the Requisite Mismatch Report in Colleague. Note this must be run in Colleague, it is not a Reporting Services report.

An import process exists to write finance aid data into Colleague's data structure so Financial Assistance does not have to manually enter the data. There is an automated process with a run time every 8 hours (6:33, 14:33, 20:33) to select award records from the Financial Aid application that are not on Colleague.

Includes steps that need to be done to complete the process of importing course section records from Infosilem to Colleague.

Steps to link advisors and advisees in Colleague.

Steps to login and logout of colleague.

How to Look Up a Student GPA.

How to Maintain Graduation Application Parameters.

Hot to Maintain Report Years and Terms.

How to Maintain Student Academic Program.

How to Manage Grade Changes.

When student types need to be added or updated in Colleague, you can manually change it per student or do it via a batch update.

Follow the steps for how to inactivate, add, update, and update subjects in Colleague.

How to Manage Volunteers.

During registration, course sections fill up quickly and often go into waitlists. Waitlists are monitored and managed by each subject area's department. To manage your waitlists, there is a Reporting Services report you will want to run first. Then you can manage the waitlists within Colleague if you need to give someone permission to register.

How to manually add a PERC​ (Person Restrictions).

Students who have blocks/restrictions on their accounts in Colleague can have them ended by people authorized to do so. If you have access to end a restriction (PERC).

Occasionally, a duplicate record is created in Colleague for the same person, institution, or vendor. When it is identified, all departments that have data on either record need to agree as to which record will be used ("good") while the other gets flagged as a duplicate ("bad").

There are two Colleague screens that allow you to monitor course enrollments. RGAM - Registration Activity Monitor and SMIN - Section Meeting Inquiry. Both provide valuable information on the enrollment in course sections and should give you the total enrolled.

Occasionally, when a Slate contact record and its corresponding applications are submitted to Colleague, the system generates a new Colleague ID for the individual instead of updating the existing record. When this happens, you have to mark the new record as a duplicate in Colleague, cancel the associated applications, and update the original record accordingly.

There are situations when a billing rate for housing needs to be overridden, ex: RHD assignment, a special program providing discounted or free housing. The article shows the steps top add or remove the override.

There are cases when users would like to print reports to their local network printer.

If there is ever a case where a student was incorrectly registered for a course or needs to be removed from a course after it's already been graded as if it had been dropped, the following steps need to be completed.

Includes steps on how to remove transfer credit equivalency if entered incorrectly in Colleague.

How To Request a New Student Type/Academic Program.

​There are times when a user's Colleague session must be ended. This task is also referred to as unblocking, ending, or terminating a user session. This article provides the steps for requesting to log off a user.

When a new GL code is needed for Colleague, send a request with the following information contained in the article.

If a student is billed for the incorrect number of credits, as determined through discussion between the Registrar and Bursar (Student Accounts), then the Bursar may be instructed to adjust the number of billing credits on the RGBS (Registration Billing Summary). SCBO (Section Billing Override) screen. See example below to illustrate this problem.

Provides Business Office guidance on how to prepare for the Year End Close.

When you want to batch change grades, most commonly Incomplete or Incomplete Extension to Failing follow the instructions below based on the scenario you wish to change.

This article contains the following steps that are needed for adding a new billing table for housing in Colleague.

The purpose of this article is to explain the steps needed to setup Course Section Billing Information on Colleague.

There are times when we see that the academic program on SACP with a graduation status of G is not what the student was coded as graduating with​ on IASU. Several instances occur ... one where it appears to be a data conversion issue ... other when it wasn't updated completely. Step through the following corrective steps (provided by Ellucian) to get both forms back in sync.

How to Troubleshoot the Batch Grade Change Update Process (BGCU).`

There are times when Slate and Colleague are out of sync and manual updates must be performed. Several reports show mismatched data.

Department Chairs change annually and need to be updated manually into Colleague's FCTY form. If you have a chair that needs to be changed log into Colleague and remove the code from the former department chair and add to the new department chair.

If you find that a student is registered for classes but has an overall registration status of X -or- some other type of mismatch is status and actual records you can go and update the status to the correct one.

Steps to clear out values in Colleague if backspace and delete keys do not work.

Password Policy for Colleague

Student Records Release is the Colleague and SPA module that allows students to designate people who can speak with the university staff – aka FERPA release. This replaces the previous MS Form Request process.