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 Act Failure to protect the confidentiality of student or employee information could subject you or the College to legal liability. Your Login and Password Colleague 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 dashes If not known or not found, THEN: Last Name, first initial If not known or not found, THEN: Last name If 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: HOMEHome CELLCell Phone WORKWork OFFOffice FAXFax BUSBusiness

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. Address – Enter the type of address (drop-down menu) and the address; if more than one 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: HOMEHome CELLCell Phone WORKWork OFFOffice FAXFax BUSBusiness SAVE; this will take you to the INST screen.

Creating a New Institution Record INST Screen Minimum 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: HOMEHome CELLCell Phone WORKWork OFFOffice FAXFax BUSBusiness SAVE; this will take you to the VEND screen.

Creating a New Vendor Record VEND Screen Minimum 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 Screen Vendor 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: HOMEHome CELLCell Phone WORKWork OFFOffice FAXFax BUSBusiness

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. Address – Enter the type of address (drop-down menu) and the address; if more than one address, designate which is preferred. SAVE; this will take you to the VEND screen

Creating a New Vendor Record VEND Screen Minimum 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.