june, 2006 basic troubleshooting issues in colleague 1 presented by – deborah cox june, 2006

June, 2006June, 2006 Basic Troubleshooting Issues in ColleagueBasic Troubleshooting Issues in Colleague 11

Basic Troubleshooting Issues Basic Troubleshooting Issues in Colleaguein Colleague

Presented by – Deborah CoxPresented by – Deborah Cox

June, 2006June, 2006


Terminology Terminology Records Lock Records Lock

• What causes itWhat causes it• How to avoid itHow to avoid it

Messages, Restrictions, and RulesMessages, Restrictions, and Rules ScriptsScripts Colleague ApplicationsColleague Applications Data EntryData Entry

• Terms – CU vs. CE and BSPTerms – CU vs. CE and BSP• Entry of Course Prefix and NumberEntry of Course Prefix and Number• Multi-Valued fieldsMulti-Valued fields

ConceptConcept I entered it – where did it go?I entered it – where did it go?

Some of the most common problems or questionsSome of the most common problems or questions


Help on HelpHelp on Help• Field HelpField Help• Process HelpProcess Help

Other ReferencesOther References• NCCCS Training VideosNCCCS Training Videos

Various Demonstration VideosVarious Demonstration Videos http://www.nccommunitycolleges.edu/Training/docs/CIS_Training/Camtashttp://www.nccommunitycolleges.edu/Training/docs/CIS_Training/Camtas

iafiles/New_media_for_training.htmliafiles/New_media_for_training.html

• CPCC DemonstrationsCPCC Demonstrations Various Demonstrations including Various Demonstrations including Registration andRegistration and ScheduleSchedule, and , and

Grades, GPA, and TranscriptGrades, GPA, and Transcript Student page - Student page - http://www1.cpcc.edu/myservicesinfohttp://www1.cpcc.edu/myservicesinfo

Employee page - Employee page - http://http://inside.cpcc.edu/myservicesinfoinside.cpcc.edu/myservicesinfo// • MediaSite VideosMediaSite Videos

Sites are still under constructionSites are still under construction

Some of the most common problems or questions Some of the most common problems or questions - continued- continued


TerminologyTerminology

ColleagueColleague – CPCC’s College Information System. – CPCC’s College Information System.

DatatelDatatel – The company that created Colleague. – The company that created Colleague.

WebAdvisorWebAdvisor – The web component of Colleague. – The web component of Colleague.

User Interface (UI)User Interface (UI) – The non-web component of Colleague. This consists of – The non-web component of Colleague. This consists of screens that are accessed by a Mnemonic.screens that are accessed by a Mnemonic.

Mnemonic Mnemonic – Usually a 4-letter code (sometimes 3-letter) that is keyed into the – Usually a 4-letter code (sometimes 3-letter) that is keyed into the Mnemonic or Quick Access box at the top of the Colleague UI screen.Mnemonic or Quick Access box at the top of the Colleague UI screen.

““Closed” class Closed” class – A class that is filled.– A class that is filled.

““Petition” for course Petition” for course – A class that requires a signature.– A class that requires a signature.

Synonym Synonym – Phone Code.– Phone Code.


Records LockRecords LockRecords Lock occurs when two people are trying to look at Records Lock occurs when two people are trying to look at

the same record at the same time.the same record at the same time.

A user has retrieved A user has retrieved Colleague ID 0216741. As Colleague ID 0216741. As long as this record is pulled long as this record is pulled up, it is locked. If another up, it is locked. If another user attempts to retrieve user attempts to retrieve the same record, they will the same record, they will get the following message.get the following message.


Records Lock - continuedRecords Lock - continuedIf this record remains locked for several minutes, then the If this record remains locked for several minutes, then the

person who has is locked needs to be contacted. To find out person who has is locked needs to be contacted. To find out who has it locked, use XLOC.who has it locked, use XLOC.

Log into theLog into the live live account, and enter XLOC as the Mnemonic. account, and enter XLOC as the Mnemonic. Click GO.Click GO.


Records Lock - continuedRecords Lock - continuedThe screen seen below will appear. In this example, The screen seen below will appear. In this example,

Colleague ID 0216741 is locked. Look for this ID, and you Colleague ID 0216741 is locked. Look for this ID, and you will see who has it locked. will see who has it locked.

This person needs to be contacted, to alert them to the fact that they have a This person needs to be contacted, to alert them to the fact that they have a record pulled up in Colleague, and others need access to it.record pulled up in Colleague, and others need access to it.

Make sure that you are looking at the correct entry on XLOC. Be sure, as in Make sure that you are looking at the correct entry on XLOC. Be sure, as in this example, that the Person file Key that is displayed in the Alert box matches this example, that the Person file Key that is displayed in the Alert box matches what is displayed in the XLOC display screen.what is displayed in the XLOC display screen.

A big Plus for WebAdvisor – with WebAdvisor, records lock dosen’t occur. Once A big Plus for WebAdvisor – with WebAdvisor, records lock dosen’t occur. Once a record is pulled into WebAdvisor, it is released. a record is pulled into WebAdvisor, it is released.


Messages, Restrictions and RulesMessages, Restrictions and RulesMESSAGES MESSAGES - As in any system, we need notification when - As in any system, we need notification when

permissions or approvals are required. Whether we are registering permissions or approvals are required. Whether we are registering or doing a drop/add, alert boxes will appear to warn the user of the or doing a drop/add, alert boxes will appear to warn the user of the problem or error. Below we see some of the most common ones. problem or error. Below we see some of the most common ones.

Time Conflicts:Time Conflicts: At no time will the At no time will the user have the capability of overriding a user have the capability of overriding a time conflict. time conflict.

Pre-requisites:Pre-requisites: Register the student only if Register the student only if permission is granted according to proper permission is granted according to proper procedures.procedures.

Co-requisites:Co-requisites: Register the student only if Register the student only if permission is granted according to proper permission is granted according to proper procedures. If the student has taken the co-procedures. If the student has taken the co-requisite in a previous term, this alert will not requisite in a previous term, this alert will not appear.appear.


Messages, Restrictions and Rules - continuedMessages, Restrictions and Rules - continuedMESSAGES - continuedMESSAGES - continued

Petitions:Petitions: Departmental permission required. Departmental permission required. Petitions are cleared via the STPE (Student Petitions are cleared via the STPE (Student Petition) screen.Petition) screen. (and soon thru ISASORR).(and soon thru ISASORR).

Overload:Overload: Register the student only if permission is Register the student only if permission is granted according to proper procedures. granted according to proper procedures. Permission to register for overload is Permission to register for overload is given via the STPE screen. (and soon thru given via the STPE screen. (and soon thru ISASORR)ISASORR)

Repeat CoursesRepeat Courses – – Register the student only if Register the student only if permission is granted according to proper permission is granted according to proper procedures. procedures.

Past date of RegistrationPast date of Registration – Cannot allow – Cannot allow registration – the time to register or add this registration – the time to register or add this class is past. class is past.


Messages, Restrictions and Rules - continuedMessages, Restrictions and Rules - continuedMESSAGES - continuedMESSAGES - continued

Closed:Closed: The class is filled. Colleague calls The class is filled. Colleague calls this a “closed” class. In these instances, we this a “closed” class. In these instances, we will use “C” for Cancel and register the will use “C” for Cancel and register the student only if proper permission is given.student only if proper permission is given.

Not FoundNot Found – The class is cancelled or is not – The class is cancelled or is not active. It may be, also, that the operator has active. It may be, also, that the operator has not entered the proper term.not entered the proper term.

However, if we click on “R” (Register), the However, if we click on “R” (Register), the following alert box willfollowing alert box will


Messages, Restrictions and Rules – continuedMessages, Restrictions and Rules – continuedRESTRICTIONS & RULES -RESTRICTIONS & RULES - In Colleague, restrictions equate to In Colleague, restrictions equate to

administrative holds and can be applied for many reasons. Most of administrative holds and can be applied for many reasons. Most of them are more or less self-explanatory. them are more or less self-explanatory.

Age check for Registration:Age check for Registration: This This student is under 18 and does not have student is under 18 and does not have underage approval. He cannot register underage approval. He cannot register until this is corrected.until this is corrected.

Business Office HoldBusiness Office Hold:: T This student has a his student has a business office hold. The student must be business office hold. The student must be given approval.given approval.

Library fineLibrary fine RestrictionRestriction:: UnpaidUnpaid library fine.library fine.

Residency Status RuleResidency Status Rule:: This student a This student a CU academic level and no residence CU academic level and no residence status. System does not know what to status. System does not know what to charge.charge.


Messages, Restrictions and Rules – continuedMessages, Restrictions and Rules – continuedRESTRICTIONS & RULES - continuedRESTRICTIONS & RULES - continued

Parking fine Restriction:Parking fine Restriction: Unpaid parking fine. Unpaid parking fine.

Disciplinary restriction ruleDisciplinary restriction rule:: Restricted from Restricted from registering until this is cleared.registering until this is cleared.

Registrar’s restriction ruleRegistrar’s restriction rule:: Must come in Must come in and see the registrar in order for this to be and see the registrar in order for this to be removed.removed.

Bookstore Hold:Bookstore Hold: This student has an unpaid This student has an unpaid balance at the bookstore. balance at the bookstore.


Messages, Restrictions and Rules – continuedMessages, Restrictions and Rules – continuedRESTRICTIONS & RULES - continuedRESTRICTIONS & RULES - continued

Senior Citizen RuleSenior Citizen Rule:: The student is a senior citizen The student is a senior citizen and an NC resident, butand an NC resident, but does not have a studentdoes not have a studenttype of Sr citizen.type of Sr citizen.

Prevent Deceased students from Prevent Deceased students from registering:registering: This student has been marked as This student has been marked as deceased. deceased.

Date of Birth RequiredDate of Birth Required:: Date of birth missing. Date of birth missing.

Section registration restriction rules:Section registration restriction rules: Clicking OK will take you to RLES (Rules Clicking OK will take you to RLES (Rules Evaluation Results Screen) where the rule is Evaluation Results Screen) where the rule is explained. Register the student only if explained. Register the student only if permission is granted according to proper permission is granted according to proper procedures.procedures.


ScriptsScriptsEvery so often, users will encounter problems when they log-in. Mostly, this is due to their Every so often, users will encounter problems when they log-in. Mostly, this is due to their scripts in their computer need “refreshing”. At various times, the Colleague system must scripts in their computer need “refreshing”. At various times, the Colleague system must be updated due to changes or corrections in the system. These go in as “patches”. As a be updated due to changes or corrections in the system. These go in as “patches”. As a result of these patches, “scripts” must be refreshed. Sometimes a user will receive a result of these patches, “scripts” must be refreshed. Sometimes a user will receive a message in effect telling them this. All they have to do is click OK, and the system does message in effect telling them this. All they have to do is click OK, and the system does the rest. However, sometimes, they will receive the message the rest. However, sometimes, they will receive the message “Never found the UNIX “Never found the UNIX Prompt.”Prompt.” When this happens, the user must have the scripts “pushed-out” to their When this happens, the user must have the scripts “pushed-out” to their machine. This is handled by the IT department.machine. This is handled by the IT department.

When scripts are being refreshed, When scripts are being refreshed, this screen will appear.this screen will appear.

And once scripts are refreshed, the And once scripts are refreshed, the Datatel application must be Datatel application must be restarted. Now the user should be restarted. Now the user should be able to log on successfully.able to log on successfully.


Colleague ApplicationsColleague ApplicationsColleague has a variety of applications. Occasionally, when a user receives a new Colleague has a variety of applications. Occasionally, when a user receives a new computer, or if their computer has to be re-imaged or some other maintenance is computer, or if their computer has to be re-imaged or some other maintenance is performed, as a result, the user may not be in their normal application when they log in. performed, as a result, the user may not be in their normal application when they log in.

If a user calls in stating they cannot pull up a screen that they normally use, it could be the If a user calls in stating they cannot pull up a screen that they normally use, it could be the result of being in the wrong application. result of being in the wrong application.


Colleague Applications - continuedColleague Applications - continued

Click on Apps, and then click on the proper application. In this instance, for the ADSU Click on Apps, and then click on the proper application. In this instance, for the ADSU mnemonic, this is a Student mnemonic, so it is under the ST application.mnemonic, this is a Student mnemonic, so it is under the ST application.


Colleague Applications - continuedColleague Applications - continued

Now that the user is under the proper application, they should be able to access the Now that the user is under the proper application, they should be able to access the needed mnemonic with no problem. needed mnemonic with no problem.

If the user is still receiving an “Invalid Selection” alert, this could indicate their Colleague If the user is still receiving an “Invalid Selection” alert, this could indicate their Colleague security will not allow them access to this screen.security will not allow them access to this screen.


Data EntryData Entry

Terms – CU vs. CE and BSPTerms – CU vs. CE and BSP

Users will have to be careful when entering terms in Colleague. Colleague terms Users will have to be careful when entering terms in Colleague. Colleague terms require a 4-digit year, followed by a code for the term. CU terms are indicated require a 4-digit year, followed by a code for the term. CU terms are indicated differently than CE/BSP.differently than CE/BSP.

Example: For the 2006 Calendar YearExample: For the 2006 Calendar Year

For CurriculumFor Curriculum2006SP – Spring 20062006SP – Spring 2006

2006SU – Summer 20062006SU – Summer 20062006FA – Fall 20062006FA – Fall 2006

For Continuing Education/Basic SkillsFor Continuing Education/Basic Skills2006CE1 – Spring 20062006CE1 – Spring 2006

2006CE2 – Summer 20062006CE2 – Summer 20062006CE3 – Fall 20062006CE3 – Fall 2006


Data EntryData EntryTerms – CU vs. CE and BSP - continuedTerms – CU vs. CE and BSP - continued

When looking up courses, the user needs to be aware if the course is curriculum, continuing When looking up courses, the user needs to be aware if the course is curriculum, continuing education or basic skills. If the wrong term is entered, the system will not be able to locate education or basic skills. If the wrong term is entered, the system will not be able to locate the course/section.the course/section.

In the example to the right, 2006SU is entered as the term to In the example to the right, 2006SU is entered as the term to look-up the basic skills course ABE 6001 01. The result is the look-up the basic skills course ABE 6001 01. The result is the alert box below.alert box below.


Data EntryData EntryTerms – CU vs. CE and BSP - continuedTerms – CU vs. CE and BSP - continued

Now, with the correct term entered, Now, with the correct term entered, the system is able to locate the the system is able to locate the course/section.course/section.


Data EntryData EntryEntry of Prefix and Course NumberEntry of Prefix and Course Number

In Colleague a dash – or a space must be entered between the course prefix & course number.In Colleague a dash – or a space must be entered between the course prefix & course number.

2006SP CIS110 will not be recognized in the system. 2006SP CIS110 will not be recognized in the system.

However, 2006SP CIS 110 is However, 2006SP CIS 110 is recognized in the system. recognized in the system.


Data EntryData EntryMulti-valued fieldsMulti-valued fields

Colleague has single-valued, and multi-valued fields - multi-valued meaning that this same Colleague has single-valued, and multi-valued fields - multi-valued meaning that this same field can contain more than one value. field can contain more than one value.

In the In the TypeType field, Home/Permanent is about field, Home/Permanent is about to be selected as the 1to be selected as the 1stst entry in this multi- entry in this multi-valued field. Notice the 1 beside the Type valued field. Notice the 1 beside the Type label. Once it is selected… label. Once it is selected…

……notice the number beside the Type label. notice the number beside the Type label. It is now 2, but the text box is empty. The It is now 2, but the text box is empty. The value “Home/Permanent” is stored in the 1value “Home/Permanent” is stored in the 1stst entry of the Type field. Sometimes, user entry of the Type field. Sometimes, user think their entry is not in the field. think their entry is not in the field. Colleague automatically moves up to the Colleague automatically moves up to the next empty entry.To view it, click on the next empty entry.To view it, click on the arrow buttonsarrow buttons beside the field. beside the field.

When the upper arrow is clicked, the system When the upper arrow is clicked, the system takes you back to the 1takes you back to the 1stst entry. The 1 is entry. The 1 is now beside the Type label, and an H is in now beside the Type label, and an H is in the field, showing that the Home/Permanent the field, showing that the Home/Permanent entry is in the 1entry is in the 1stst occurrence of this field. occurrence of this field.


Help on HelpHelp on HelpColleague offers help, not only from using the red question mark, but Colleague offers help, not only from using the red question mark, but also from the menu toolbar at the top of the screen.also from the menu toolbar at the top of the screen.

Field help works exactly the same way as the red question mark. Field help works exactly the same way as the red question mark. When you select a field, and then select Field Help, the system gives When you select a field, and then select Field Help, the system gives help on that particular field.help on that particular field.


Help on HelpHelp on HelpFunction Help lists short-cut function keysFunction Help lists short-cut function keys..


Help on HelpHelp on HelpProcess Help gives detailed information about the screen itself.Process Help gives detailed information about the screen itself.

june, 2006 basic troubleshooting issues in colleague 1 presented by – deborah cox june, 2006

Documents

colleague id

basic troubleshooting

colleague ui screen

nonweb component of

transcript student page

rules messages

records lock dosent

stpe student petition