1 Understanding Colleague Data and Using It

2 The “X” Factor  File names that begin with an “X” are files that are part of the NC Community College customization.  Dictionary items that begin with an “X” are part of the NC Community College customization.  File names that begin with an “X” followed by college’s 3 digit finance code is a local file.  Dictionary items that begin with an “X” followed by college’s 3 digit finance code is a local dictionary item.

3 Characteristics of Colleague  Colleague is an integrated data base (1 entity, 1 record).  Colleague is a “de-centralized” data base.  In legacy system, SSN was the id of the student master files (STUDMAST and CESTUDMAST).  Often times, SSN was also the id to other files (TRANSCRIPT2 and CE.TRANSCRIPT) or it was part of another file’s id (REG.HOLD).  This made it easy to “link” data from one file with data from another file.  In Colleague, fields in one file are often “pointers” to another file.

4 Characteristics of Colleague  Pointers are the Colleague internal id of the other file.  Example – There is a Colleague file called PERSON.ST who’s id is the individual’s Colleague id ( ).  In the PERSON.ST file, there is a field called PST.RESTRICTIONS.  You may be tempted to think that you could LIST PERSON.ST PST.RESTRICTIONS and see the student’s restrictions.

5 Characteristics of Colleague  The PST.RESTRICTIONS field points to the STUDENT.RESTRICTIONS file.  The data in the PST.RESTRICTIONS field is the internal id to the STUDENT.RESTRICTIONS file. It will be a number (like 27 for example).  To see this student’s restriction, you would need to look at record # 27 on the STUDENT.RESTRICTIONS file.

6 STUDMAST & CESTUDMAST  PERSON  XNC.PERSON  FOREIGN.PERSON  ADDRESS  STUDENTS  INSTITUTIONS.ATTEND  STUDENT.PROGRAMS  APPLICATIONS

7 STUDMAST & CESTUDMAST  STUDENT.ACAD.LEVELS  ACAD.CREDENTIALS  STUDENT.ADVISEMENT  STUDENT.RESTRICTIONS

8 PERSON  Demographic Data  Name, SSN, Birth Date, Alternate ID  Ethnic Code and Gender  Visa Type and Country  Address  “Where Used” field  Pointer to ADDRESS file

9 XNC.PERSON  Additional NC required demographic data  Entered on XNCA screen  Head of Household Flag  Academically or Economically Disadvantaged  Limited English Speaking Ability  Inmate Flag  Education Level  Last High School Attended Date  High School Track

10 Other Student Files  FOREIGN.PERSON – Alien Status  ADDRESS – Street Address, CSZ, County, Phone  STUDENTS – Academic Level and Programs, Miscellaneous Student Data from Legacy  INSTITUTIONS.ATTENDED – Key is PERSON.ID*INSTITUTION.ID  STUDENT.PROGRAMS – Details of the student’s programs; Key is PERSON.ID*PROGRAM  APPLICATIONS – Program, Status, Application Date

11 Other Student Files (Cont)  STUDENT.ACAD.LEVELS – Start and End Dates, Federal Cohort; Key = PERSON.ID*ACAD.LEVEL  ACAD.CREDENTIALS – Degree Information  STUDENT.ADVISEMENT – Student’s Advisor, Start and End Dates, Comments  STUDENT.RESTRICTIONS – STUDREGFLAG  STUDENT.NON.COURSES – MISC.TEST  STUDENT.ACAD.CRED – TRANSCRIPT2, CE.TRANSCRIPT, ROSTER, CEROSTER, REG.HOLD

12 The “X” Files  XCU.ICR – Curriculum ICR Work File  XCE.ICR – CE ICR Work File  XFC.TEST.SCORES – Fire Certification Test Scores  XLE.STUDENTS – LEIS Student Data  XSB.CLIENT – Small Business Center Client Referrals and Counseling

13 Tips For Finding Data  “Process Help” on screens will sometimes list the file or files updated by screen  “Field Help” on fields will sometime give the fieldname that is updated  Conversion Documents on SO Website often have file layouts which shows “where” converted data is written to in Colleague  List the dictionary of a file

14 Closure and Questions