Changing the Academic Program to All Online

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.  Here are the steps to complete to update Colleague completely:

1. Update the Academic Program to reflect it is now exclusively taught and completed online.

1. Log into Colleague
2. Go to PROG
3. Lookup the academic program code that needs to be updated
4. Change the All Online field to be AOL (All Online)
5. Click SAVE ALL

2. Update the location and meeting time locations on all Course Sections that fall on or after the effective date of this change so that they no longer have an on-ground/hybrid location nor meeting times locations that reflect anything other than online.

• Run a report in Reporting Services to identify all of the course sections that you will need to update
• Log into Colleague
• Go to SECT
• Lookup a course section that needs to be updated
• In the Location field, enter OL (for general/Fairfield online), GRIOL (for Griswold specific online), SVCOL (for SVC specific online), or other online location deemed appropriate
• Detail into the Offering Info area
• In the Schedule Print Times area, for each meeting time, change the Bldg to ON and the Room to LINE
• Click SAVE ALL​
• Note: Bldg and Room of TBA will not reflect as on-line meeting times in our data warehouse calculations. 

3. If the academic program also has specific student types associated with it, those will have to be updated as well

1. Notify your Admin IT System Analyst to let them know which student types need to have their location updated so that they can complete these steps:
   1. Log into Colleague
   2. Go to STTC
   3. Enter the Student Type Code
   4. Change User8 to be OL (for general/Fairfield online), GRIOL (for Griswold specific online), SVCOL (for SVC specific online), or other online location deemed appropriate
   5. Click SAVE ALL

4. For every student program record that is still active, you will need to update the location as well

1. Run a report in Reporting Services to identify all active and inactive students that have this academic program coded as active 
2. Log into Colleague
3. Go to SACP
4. Enter a student ID or do a name lookup
5. Select the academic program associated with the student to update
6. Update the Location field to have OL (for general/Fairfield online), GRIOL (for Griswold specific online), SVCOL (for SVC specific online), or other online location deemed appropriate
7. Click SAVE ALL

5. Ask your Admin IT System Analyst to send an email to the following to notify them that the academic program has been changed to be exclusively taught online:

1. !Administrative_Computing (this covers both Admin IT and OID)
2. Registrar@sacredheart.edu (so they can share with all of their staff so future records are coded appropriately)
3. Admissions Liaison (UG or GR depending on which academic level the program falls under so they can share with all of their staff and update the Admissions CRM if necessary)