How to Add, Update, End Memberships in Colleague

The CORM (Campus Organization Membership) screen in Colleague allows users to add, modify and end membership to a campus organization. Only maintain your organization and do not update other organizations as this information is exported into other systems to allow people to have login privileges and access to special areas, for example, Blackboard organizations.

Adding Advisor

Advisors are added to organizations in Colleague (will be done in Presence once it is launched):

  1. In Colleague enter CORM 
  2. At the Campus Org LookUp dialog box, enter the organization code
    • if the code is not known, type ... and press enter for a list of organizations, then double click on the appropriate one
  3. In the Advisor section at the bottom of the screen, click on the next open (blank) line at the bottom of the list of advisors
  4. Enter the SHU ID number or do a name search to find the person you want to add to the organization 
  5. The COAA (Campus Org Advisor Assignment) screen will appear
  6. In the Start Date and End Date fields, enter the dates that this person will serve as Advisor to the organization (if an end date is not available, leave it blank)
  7. In the Role field enter ADV for Advisor
  8. Click Save and then Save and Update

Adding Membership

Organization membership can be added in two ways:

  1. Using the Student Membership Application for users granted permissions (soon to be replaced by Presence)
  2. Directly in Colleague, with appropriate Colleague access:
    1. One person one at a time on CORM (Campus Org Membership) screen
      1. In Colleague enter CORM 
      2. At the Campus Org LookUp dialog box, enter the organization code
        • if the code is not known, type ... and press enter for a list of organizations, then double click on the appropriate one
      3. In the Member section at the top of the screen, click on the next open (blank) line at the bottom of the list and enter the SHU ID number or do a name search to find the person you want to add to the organization
      4. Another screen will appear COMD (Campus Org Membership Detail)
      5. In the Membership Periods section, enter the start date of the membership and choose an appropriate status if needed
      6. In the Roles section, enter the role in the first column (type … and press Enter to see the complete listing but the most frequently used is MEM for Member)
      7. Enter the start date of when they became associated with this organization, and assign an appropriate status  if needed
      8. Click Save and then Save and Update
    2. Groups of members in a batch on AASM (Auto-Assign Membership)
      1. In Colleague enter AASM
      2. more to come...

Updating/Ending Membership

Organization membership can be updated/ended in two ways:

  1. Using the Student Membership Application for users granted permissions (soon to be replaced by Presence)
  2. Directly in Colleague, with appropriate Colleague access:
    • In Colleague enter CORM 
    1. At the Campus Org LookUp dialog box, enter the organization code
      • if the code is not known, type ... and press enter for a list of organizations, then double click on the appropriate one
    2. Click on the document icon near the person’s name to detail into the COMD screen
    3. Edit the date(s) as needed
      • If an end date is entered in the Membership Periods section, it will be added to all memberships in the Roles section
      • If a specific role needs to be ended, then update the date in the Roles section
        • Since membership in an honor society is for lifetime – you want to leave the end date blank ?
  3. Click Save and then Save and Update

NOTE:  You must click the Save Update button in order for all of the changes to be saved

Viewing Membership

Organization membership can be viewed in two ways: 

  • Using the Student Membership Application for users granted permissions (soon to be replaced by Presence)
  • Using the Campus Organization Membership report in Reporting Services for users granted access
  • Directly in Colleague, with appropriate Colleague access:
    • By the organization using CORM (Campus Org Membership)
    • By the individual using COAF (Campus Org Affiliations)

Printing Membership Information

Organization Membership can be printed in the following ways, with the appropriate Colleague access:

  • Print a roster of members and advisors for one or more organizations using CORS (Campus Organization Roster)
  • Print mailing labels for the members of campus organizations using COML (Campus Org Membership Labels)
  • Print ID cards for organization members or advisors using COID (Campus Org ID Cards)

Frequently Asked Questions

Why do I put an END DATE on a member instead of just deleting it when they are no longer a member?

We are using the start and end dates of membership so that we have a history of when and how often a student is associated with various organizations. 

A student already has a record in the MEMBER section of the screen – but they have a different ROLE.  Can I just change the ROLE instead of adding a second line?

Again, to keep a full history of each student’s association with an organization we want to have a start and end date for each position that is held within the same organization.  The way to achieve this is by creating multiple records for a student with the different roles.  For example, if I were to be a member of Beta Delta Phi Sorority and have held the roles of Member in 09/01/2002 – 05/31/2005 (my entire association with the sorority), Treasurer in 09/01/2003 – 05/31/2004, and Vice President in 09/01/2004 – 05/31/2005, I would have 3 separate lines with each role listed separately.

If someone is an advisor for 2 different time periods that are not consecutive, how do I enter the multiple date ranges?

This screen allows you to enter people on more than one line, so you would enter their first appointed date range on the first entry.  Then create a second entry for the same person and assign the second appointed date range on that line.

How will people in these organizations appear in Blackboard Learn?

Those people who are added in the student area of CORM will become 'participants' in the organization on Blackboard Learn.  Those added as advisors will become 'leaders' in the organization.

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