Colleague II

CORE Data/Data Standards

Colleague II – CORE Data/Data Standards

Data Privacy Data Standards Importance of Look-Ups Person Records Institution Records Vendor Records Printing Screens Help

Data Privacy

Confidentiality FERPA – Family Educational Rights and

Privacy ActFailure to protect the confidentiality of student

or employee information could subject you or the College to legal liability.

Your Login and PasswordColleague keeps track of who updates what in

the system based on user login information.

Data Standards

Why do we need Data Standards? Consistent way to enter & maintain records Prevent creation of duplicate records Professional appearance – we use this info for

reports, letters, mailing labels Vital Information – how we contact people and

organizations

Person Records

At the Person LookUp prompt, try (in this order):

Student ID Number (Colleague ID)If not known or not found, THEN:

Social Security Number (SSN) – No dashesIf not known or not found, THEN:

Last Name, first initial If not known or not found, THEN:

Last nameIf not known or not found, THEN:

First 3 characters of last name, followed by ellipsis (…)

Person Records

ALWAYS do thorough look-up first – all steps

If found, update the existing record;

DO NOT add a new record. If not found, choose to Add the person:

NAE screen

Creating a New Person Record

Names Always completely spell out and include a

prefix and/or suffix if appropriate. Nicknames can be entered - use the BIO

screen (detail from NAE – Add’l Info). NEVER enter a space in a last name. You can work in all upper or all lower

case; the system will adjust it.

Creating a New Person Record

Names For last names with unusual configurations,

i.e., hyphenated names, names with a capital letter in the middle, or names with an apostrophe: Enter an EQUAL SIGN (=) on the Name line before

entering that name. The equal sign tells Colleague to leave the name exactly as you have entered it.

=LeBlanc =VanHalen =DuPont

=O’Brien =MacDonald =Jones-Gregory

Creating a New Person Record

Names Enter Last Name, First Name, Middle Initial

in appropriate fields. If there is a prefix, select it from the drop-

down menu. If there is a suffix, select it from the drop-

down menu. Suffixes are always abbreviated.

Creating a New Person Record

Mail Name Will appear on letters and labels – limited

to 30 characters. (Colleague places a period or comma in the name if needed.)

If mail name exceeds 30 characters, shorten it by re-entering the name on Pref Name and Mail Name lines

Creating a New Person Record

Shortening Mail Name The comma between the last name and suffix may be

eliminated if only one space is needed. The middle name can be abbreviated to a middle

initial, or omitted completely. If space still limited, first and middle names can be

abbreviated to first and middle initials. If space still limited, use the first initial on its own.

Creating a New Person Record

Address Enter Bldg, Apt, Suite, etc. on line 1, if applicable. If address includes Bldg, Apt, etc., enter Number and

Street on line 2; otherwise Number and Street go on line 1.

If an address has a PO Box, enter it on line 3. The PO Box appears just above the city and state in an address.

Addresses with PO Box, RD, RFD, or RR will always be abbreviated with no punctuation.

Creating a New Person Record

Address The line that immediately precedes City, State, Zip must

be a post office deliverable address. It cannot be room or apartment number, a building or a college name unless there is no street address of any kind.

Where space permits, addresses should be completely spelled out, but you are limited to 30 characters.

By entering the zip code in the City field, all other information for this line will automatically populate.

Be sure to spot-check it! Country is only entered for a foreign address.

Creating a New Person Record

Phone Numbers Enter the 10-digit number – include area code Enter numbers only – no dashes or spaces Assign proper phone type:

HOME Home CELL Cell Phone WORK Work OFF Office FAX Fax BUS Business

Creating a New Person Record

The following info is not required in order to create a person record, but should be input if given:

SSN (Social Security Number) – enter numbers only; no dashes or spaces. Colleague will format.

Birth Date – enter numbers only, in MMDDYY format. Colleague will format.

E-Mail Address – Enter the type of email address (drop-down menu) and the e-mail address; if more than one e-mail address, designate which is preferred.

Creating a New Person Record

Foreign Addresses Country must be spelled correctly and should be

CAPITALIZED, if possible. If you are unsure of the correct spelling, check the

valid codes If the document you are reading has 3 or 4 address

lines, enter it as given. If more than 4 address lines, put city and country on

same line (Cty/St/Zp field). This way, it will fit on a mailing label.

Institution Records

INST Screen At the Institutions Lookup prompt, try (in this order): Colleague ID Number

If not known, THEN: First 3 letters of the FIRST name of the Institution,

followed by “…” If not found, THEN:

First 3 characters of Institution’s name, followed by “…”If not found, THEN:

Use the full name of the institution as it appears in the Higher Education Directory

Institution Records

ALWAYS do a thorough look-up first – all steps

If found, update or choose the existing record; DO NOT add a new record.

If not found, choose to Add the Institution. This will take you to the ORGP screen.

Creating a New Institution Record

Institution Names Will populate itself based on last look-up Mail Label field – will self-populate Other Name field – Use for other

recognizable name (e.g., Use “Baldwinsville” for Charles W. Baker H.S.)

Sort Name field – will populate itself with Mail Label and Name information

Creating a New Institution Record

Address Enter Bldg, Apt, Suite, etc. on line 1, if applicable If address includes Bldg, Apt, etc., enter Number and

Street on line 2; otherwise Number and Street go on line 1.

If an address has a PO Box, enter it on line 3. The PO Box appears just above the city and state in an address.

Addresses with PO Box, RD, RFD, or RR will always be abbreviated with no punctuation.

Creating a New Institution Record

Address The line that immediately precedes City, State, Zip must

be a post office deliverable address. It cannot be room or apartment number, a building or a college name unless there is no street address of any kind.

Where space permits, addresses should be completely spelled out, but you are limited to 30 characters.

By entering the zip code in the City field, all other information for this line will automatically populate.Be sure to spot-check it!

Country is only entered for a foreign address. Select Address Type from the drop-down menu.

Creating a New Institution Record

Phone Numbers Enter the 10-digit number – include area code Enter numbers only – no dashes or spaces Assign proper phone type:

HOME Home CELL Cell Phone WORK Work OFF Office FAX Fax BUS Business

SAVE; this will take you to the INST screen.

Creating a New Institution Record

INST ScreenMinimum Input: Academic Calendar – Q (Quarter) or S (Semester) Funded By – P (public) or I (Independent) Credit Conversion – will self-populate Institution Type – Required field – Choose the appropriate

value from the drop-down menu CEEB – Enter CEEB code

SAVE; the Institution Record has now been created!

Vendor Records - CF Application

At the Vendors Lookup prompt, try (in this order): Full first word of the vendor’s name, followed by “…”

If not found, THEN:

If the name begins with initials, etc., use the “…” both before and after the first full word of the vendor’s name.

If not found, THEN:

The first 3 characters of the vendor’s name, followed by “…”

Vendor Records

ALWAYS do a thorough look-up first – all steps

If found, update the existing record; DO NOT add a new record.

If not found: choose to Add the Vendor record When prompted, indicate if the new vendor is a

Corporation (C) or Person (P) “C” takes you to the ORGP screen “P” takes you to the NAE screen

Creating a New Vendor Record

Corporations – ORGP Screen Source and Origin Date – Leave blank

Vendor Name – Corporation Spell everything out; no abbreviations Capitalize initials, but omit punctuation

e.g., ABC Company If name begins with initials, enter initials first, with

no punctuation. E.g., =GB Stringer Incorporated Remember to use the “=“ at the beginning of the

name to keep initials all upper case!

Creating a New Vendor Record

Address – Corporation Enter Bldg, Apt, Suite, etc. on line 1, if applicable If address includes Bldg, Apt, etc., enter Number and

Street on line 2; otherwise Number and Street go on line 1.

If an address has a PO Box, enter it on line 3. The PO Box appears just above the city and state in an address.

Addresses with PO Box, RD, RFD, or RR will always be abbreviated with no punctuation.

Creating a New Vendor Record

Address – Corporation The line that immediately precedes City, State, Zip must

be a post office deliverable address. It cannot be room or apartment number, a building or a college name unless there is no street address of any kind.

Where space permits, addresses should be completely spelled out, but you are limited to 30 characters.

By entering the zip code in the City field, all other information for this line will automatically populate.Be sure to spot-check it!

Country is only entered for a foreign address. Select Address Type from the drop-down menu.

Creating a New Vendor Record

Phone Numbers Enter the 10-digit number – include area code Enter numbers only – no dashes or spaces Assign proper phone type:

HOME Home CELL Cell Phone WORK Work OFF Office FAX Fax BUS Business

SAVE; this will take you to the VEND screen.

Creating a New Vendor Record

VEND ScreenMinimum Input: AP Types – Enter “…” to look up valid codes; select

the appropriate AP Type Vendor Type – Enter “…” to look up valid codes;

select an appropriate vendor type if applicable. Active – indicate “Yes” Approved Vendor – Indicate “Yes”

SAVE; the Vendor (Corp) record has now been created!

Creating a New Vendor Record

Vendor as a Person – NAE ScreenVendor Name – Person Prefix – Select from the drop-down if applicable; otherwise leave

blank Name LFM –

Enter the full last name, up to 30 characters; no spaces Enter the full first name, up to 30 characters; no nicknames Enter the middle name, if available; otherwise, enter middle initial,

if available. If neither is available, leave blank. Suffix - Select from the drop-down if applicable; otherwise

leave blank Pref Name, Mail Name – Enter as requested

Creating a New Vendor Record

Address – Person Enter Bldg, Apt, Suite, etc. on line 1, if applicable If address includes Bldg, Apt, etc., enter Number and

Street on line 2; otherwise Number and Street go on line 1.

If an address has a PO Box, enter it on line 3. The PO Box appears just above the city and state in an address.

Addresses with PO Box, RD, RFD, or RR will always be abbreviated with no punctuation.

Creating a New Vendor Record

Address – Person The line that immediately precedes City, State, Zip must

be a post office deliverable address. It cannot be room or apartment number, a building or a college name unless there is no street address of any kind.

Where space permits, addresses should be completely spelled out, but you are limited to 30 characters.

By entering the zip code in the City field, all other information for this line will automatically populate.Be sure to spot-check it!

Country is only entered for a foreign address. Select Address Type from the drop-down menu.

Creating a New Vendor Record

Phone Numbers Enter the 10-digit number – include area code Enter numbers only – no dashes or spaces Assign proper phone type:

HOME Home CELL Cell Phone WORK Work OFF Office FAX Fax BUS Business

Creating a New Vendor Record

SSN (Social Security Number) – enter numbers only; no dashes or spaces. Colleague will format.

Birth Date – enter numbers only, in MMDDYY format. Colleague will format.

E-Mail Address – Enter the type of email address (drop-down menu) and the e-mail address; if more than one e-mail address, designate which is preferred.

SAVE; this will take you to the VEND screen

Creating a New Vendor Record

VEND ScreenMinimum Input: AP Types – Enter “…” to look up valid codes; select

the appropriate AP Type Vendor Type – Enter “…” to look up valid codes;

select an appropriate vendor type if applicable. Active – indicate “Yes” Approved Vendor – Indicate “Yes”

SAVE; the Vendor (Person) record has now been created!

Printing Screens

There is no print-screen capability within the Colleague UI.

To print a screen, you can copy and paste: With the Colleague screen as your active window,

hold down the Alt and press the PrtScn key; this copies the image to the Windows Clipboard.

With your document open in Word or WordPad, paste the image in, then print.

Help

You must be in a screen in order to access the Help menu

Field Help Function Help Process Help

Help

Field Help Place your cursor on a field; click on Help, then Field

Help. Brief information about the field will be displayed, along with a dialog box. Click on Enough – returns to the original screen Click on More – displays another screen that provides more

detailed information about the field.

Help

Function Help Keyboard Shortcuts and Function Keys

Process Help Provides info about the process of a screen. Place your cursor on a field; click on Help, then

Process Help. Brief information about the screen will be displayed, along with a dialog box. Click on Enough – returns to the original screen Click on More – displays another screen that provides more

detailed information about the process screen.