Notre Dame of Maryland University R18

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Octavia Philomena Hill
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1 Notre Dame of Maryland University R18

2 Contents Colleague Applications 1 Logging in & out of Colleague.. 2 Menu Main Menu.. 3 Menu symbols.. 4 Screen Examples.. 5 NAE (Basic person information) LookUp Procedures.. 6 Screen components.. 7 SPRO (Student information).. 8 RGN (Registration).. 9 Frequently Used Mnemonics.. Appendix A Reports/Data.. Appendix B X Menu Ad Hoc Queries(Query Builder) Requesting Information Function Keys / Keystrokes.. Appendix C docs on coldat\welcome\welcome to Colleague contents.doc

3 Colleague (Datatel) Integrated Applications Client Financials Accounts Payable Vendors Budget Management Budget Request Fixed Assets General Ledger CORE Person & Organization Demographics i.e., name address phone Student Academic Records Recruitment/Admissions Accounts Receivable Campus Organizations Cash Receipts Curriculum Management Degree Audit Faculty Information Financial Aid Human Resources Confidentiality Employees of the Notre Dame of Maryland University are accountable for the responsible use of University information and for ensuring the confidentiality, integrity, and accuracy of that information. 1

Logging in and out of Colleague To Log in: Double-click http://ui.ndm.

4 Logging in and out of Colleague To Log in: Double-click USER ID / PASSWORDS User ID is the same as the Network User ID Passwords are case sensitive. Same as network password. User ID: Enter Network User ID Password: Enter Network Password To Log out: Logout File Logout Alert System Maintenance occurs periodically. DO NOT access the designated account when maintenance is occurring. Thursday mornings 6:00 AM - 8:00 AM. 2

User Interface 4.2 Icons and Terminology Option Term Use Add to Person Favorites Add person records to your favorites. Add to Form Favorites Add forms to your favorites.

Choose from multiple person records. Open, remove, map, or add the person to favorites directly from the Results panel. The active card is labeled Active Context.

5 User Interface 4.2 Icons and Terminology Option Term Use Add to Person Favorites Add person records to your favorites. Add to Form Favorites Add forms to your favorites. Advanced Search Search for person records using additional criteria. Card Card selector Results Panel Card Scroller Individual record that contains information about a person or organization. Choose from multiple person records. Open, remove, map, or add the person to favorites directly from the Results panel. The active card is labeled Active Context. Scroll between person cards Context Area Context Area Close Out button Context Area Help button Launch Copy Window Header of UI Window that holds information about a specific card you have selected. Close out of the currently selected context card or all cards. Provides help information for the context area. Copy information from the active card.

Print Form Print the current form to a local or network printer. Search Results Panel (Card View) Search results that display search results in card form.

6 User Interface 4.2 Icons and Terminology Form Search Search for Colleague forms. Search by mnemonic, form title and keywords in the form title. Mapping button Map a specific card or all cards selected. Person Search Search for person records. Search for person records by name, ID, and advanced person search criteria. Print Form Print the current form to a local or network printer. Search Results Panel (Card View) Search results that display search results in card form. Search results with 3 or more columns will be displayed in Card View. Search Results Panel (Grid View) Search results that display search results in sortable rows and columns. Search results with 3 or less columns will be displayed in Grid View. Slider Bar Tabs Timestamp Window Group Change the scale of all or current form. Tabs used to navigate between search results, the Navigation Menu (previously menu tree), and Favorites. Inserts time, date and user on individual comments. Displays when there are fields arranged in columns and rows attached to unique fields.

Main Menu Current Account -- Application Save All Exit Cancel All Field Help Save Cancel Resize Form Form Search enables the user to access any form

7 Main Menu Current Account -- Application Save All Exit Cancel All Field Help Save Cancel Resize Form Form Search enables the user to access any form directly by entering its mnemonic, or by using the drop-down menu button to select a recently used mnemonic. Press ENTER or click GO to display the selected form. 3

Menu Symbols Folder Maintenance Data can be entered or changed NOTE: Some user s positions only allow for read-only access even though it is a maintenance form.

8 Menu Symbols Folder Maintenance Data can be entered or changed NOTE: Some user s positions only allow for read-only access even though it is a maintenance form. Inquiry Reporting View information without changing, i.e., history of a general ledger account. Generate a report based on user specifications. Produce report, labels, cards, etc. Processing Start a program to manipulate records, i.e., assign advisor, batch billing, process correspondence, posting transactions. 4

9 Form Mnemonic Form Name Screen Examples Context Area NAE Name & Address Data Area PRSP Prospect Summary SPRO Student Profile 5

10 Finding a Person (Person Lookup) Use any of these Person LookUp options to find a record. ID Use Colleague ID if known. Quickest and most accurate LookUp. SSN Most registered students, faculty and staff can be located using this unique number. Name Last name, first name Partial last name, first name Nickname (to find Barbara Streisand) Former name (to find Rosalyn Carter) docs on coldat\core\person_data Entry Policies & Procedures\Welcome\LookUp PERSON.doc 6

Finding a Person (Person Lookup) More Useful LookUp Hints Multi-Part Names with spaces: Enter the spaces using the underscore character or leave out the spaces all together.

11 Finding a Person (Person Lookup) More Useful LookUp Hints Multi-Part Names with spaces: Enter the spaces using the underscore character or leave out the spaces all together. Example: van_buren or vanburen to retrieve a record for the name Van Buren. Limiting the Search: Limit a name search by entering a semicolon followed by one of the abbreviations listed below after the name. Retrieve records for any Jen Smith whose preferred residence state is Virginia. * c = city * st = state * z = foreign country Retrieve Last Record: Enter [@] to retrieve the last record you accessed. This option can be used to retrieve the last record you worked with on a different screen., Duplicate Record: WARNING! Do NOT delete records! Record may appear as Duplicate Record See ID # It is a difficult, time-consuming task to locate, compare & combine duplicate record information because data is stored in many Colleague files. docs on coldat\core\person_data Entry Policies & Procedures\Welcome\LookUp PERSON.doc 7

$MAI STA STU VEN Applicants Person.AR (Person w Accounts Receivable) Corporation/Foundation Faculty Financial Aid Foreign Person Institution Mailing Staff Students Vendors X:\UI 4.$

12 Lookup Screen Components Source: (frequently used) Where Used: ELI FAC INS REN STA STU VEN English Language Institute Faculty Institution Renaissance Staff Student Vendor APP ARP COR FAC FIN FOR INS MAI STA STU VEN Applicants Person.AR (Person w Accounts Receivable) Corporation/Foundation Faculty Financial Aid Foreign Person Institution Mailing Staff Students Vendors X:\UI 4.3\Welcome\pg 8 Lookup.doc page 8

13 SPRO Student Profile Class Dept Degree Major Student Types: ACC COOP ELI GRD REN WEC WOM Advisors Detail to: Biographic Relation Name & Address Etc. 9

14 RGN Registration 10

15 Frequently Used Mnemonics Office Screen/Report Description Admissions Prospect Summary PRSP Overall Admissions information Admissions Applications APPN application information Admissions Institution Attended Summary IASU Summary of institutions attended Admissions Test Summary TSUM Test summary on SAT/ACT, etc Admissions References/apptmnts/counselor REFA Counselor assignments Admissions Honors/Activities HACT Activities (for SPIN letters) Admissions Communications received CRI Houses all communication codes Admissions Remarks AREM List of all pertinent conversations with students Admissions Miscellaneous (see description) AMSC Misc 1 - scholarships; Misc 2 - first generation/esl Mnemonic Misc 3 - Morrissy Misc 4 - STARS Misc 5 - not being used Admissions Correspondence Request Definitions CRRD List of all required application documents (by program) Admissions Additional demographics DADD Religious preference information tracked here Advising Student Profile SPRO Overall Student profile information Advising Section Summary SSUM Summary of all courses and their status Advising Section Roster Inquiry SRSI Class list Advising Student Schedule STSC Student's schedule with times, dates, rooms, etc. Advising Student Academic Transcript STAT Term Summary information Advising Student Academic Credits STAC Student's History (gpa, courses, transfer, etc) AR Pending Financial Aid Inquiry PFAI Pending FA award information by term AR AR Term Summary Iquiry ARTI Complete account history AR AR Transaction Type Inquiry ARTY Detailed account information by term CORE Name/Address NAE demographic information - name, address, phone, dob, SSN,etc. CORE Address Summary ADSU tracks all addresses and status (current, former) CORE Biographic Information BIO Quick biographic information (address, phone, ssn, etc) CORE Foreign Person Information FINF Citizenship information CORE Formatted Names FNM Location to track parent names for mailings for WOM Financial Aid Financial Aid Status Info FASI Overall financial aid information Financial Aid Award Detail Entry AIDE detailed financial aid information by award Registrar Student Profile SPRO Overall Student profile information Registrar Course Waitlist Inquiry CWLI General information (by course) with waitlisted information Registrar Section Waitlist Inquiry SWLI Waitlist information by section with student's names listed Registrar Courses CRSE Course (catalog) file; should contain all courses offered Registrar Student Acad Level STAL Academic level for individual student Registrar Student Academic Credits STAC general credit information for students (CND, TR, etc) Registrar Student Hiatus Summary SHIS Students Hiatus summary information (withdrawal, leave, etc) Registrar Student Term Detail STDT Student summary of all classes (usually accessed through SPRO) Registrar Student Misc Fields STMC Student miscellaneous fields: Misc 2 = Morrissy Misc 3 = Partnership codes Res Life Campus Box # (Addn'l Demographics) DADD Additional demographic information (used by various depts) Res Life Room Assignment by term RMAS Look up student's residence life information by term Appendix A

16 Reports/Information X Menus Query Builder Requested Information X Menus Menus and menu options created by the University begin with X. Depending on your security access, you will see menu(s) for your function/department. Specific data is used for these reports. Review all output prior to use. Example of X Menu Query Builder Query Builder is a utility for generating quick reports using a single file. It serves as a form for entering the statements and selection criteria necessary to create a database query. This utility is for advanced users that are knowledgable on the location and use of data. Appendix B

17 Keyboard Shortcuts Keyboard Shortcuts not Note: Some of these shortcuts may not work in all browsers. Browser plug-ins or other applications may override these shortcuts and activate different commands. Guide to User Interface 4.2, January 24, Datatel, Inc.

18 User Interface 4.2: Navigating User Interface 4.2 within Note: Some of these shortcuts may not work in all browsers. Browser plug-ins or other applications may override these shortcuts and activate different commands. 70 Guide to User Interface 4.2, January 24, Datatel, Inc.

User Interface 4 Fundamentals

User Interface 4 Fundamentals Contents About this Course... 4 Your Workbook... 4 The Colleague UI Window... 5 Menu Bar... 6 File Menu... 6 Options Menus... 6 Clear History Menu... 6 Reload Colleague Session...