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DATATEL COLLEAGUE GENERAL STUDENT ACCESS SCREENS AND NEW USER INTERFACE 1.0

A good staring point for obtaining information on a student is the SPRO screen - the Student Profile Screen. Start a session of Colleague (Datatel) UI by double-clicking on the icon on your desktop.

Key in your UserID and password. In the Database field, choose sandbxui for training, or clive_ui for Live student data by clicking on the black arrow on the right side of the field and highlighting your choice. Click on Okay or hit Enter. The main menu appears.

In the box next to the word Mnemonic, type in SPRO – this is the name of the Student Profile Screen . Click on Go or hit the Enter key. Or click on File→Run and enter the mnemonic name in the Dialog box:

Sandbxui is the test

account. Clive_ui is real data.

Click here to see choices

Use Lower Case

Minimum of 6 characters and numbers, is case sensitive

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The SPRO screen will appear, and you are prompted to key in the student you wish to view data for by the Student Lookup dialog box:

Key in the student’s name in one of these forms: • Last, First e.g., Edwards, John (must be separated by the comma)

OR • First Last e.g., John Edwards

OR • Key in the first 3 letters of the last name and the first initial e.g., Edw, J to get John Edwards.

OR

You may also key in the student’s: • Social Security Number without the dashes

OR • Colleague’s Student ID number

OR

Use the Lookup wildcard of three dots (…) combined with at least part of the student’s name; e.g, : Gon… means “starts with Gon” …lez means “has the letters lez in the name” Gon…lez means “starts with Gon and ends with lez” The Person Lookup Screen will appear.

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To pick the student off the list, highlight the box in the leftmost column, or key in the sequence number in the bottom of the screen. Next click on File→Save or click on the Floppy disk icon in the lower right hand corner of the screen to “save” your pick.

Colleague ID number

Sequence Number. Click in box or enter sequence number here to choose

Save & Exit

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SPRO for my sample student appears as below:

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Click on these buttons to go up and down list of values – in this case, to see all student’s programs

To STAT; STAT to ACTD

To STRS; then to STDT

Where student is on a given day, NOT the student’s schedule. See STSC for schedule

For list of courses, grades, credits, go to TRCL. Close screen and click on File→Run→TRCL

The symbol indicates you can “detail in” to another screen; e.g. detail to SACP from here

Numbered field means could have more than one program

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On the SPRO screen, fields with the symbol have more detail behind them. To access or to “drill down to” the next screen click on this symbol; or with your cursor blinking in the field click on File→Detail or hit the F2 key at the top of your keyboard. For example, if you click on the field Academic Program, then click on File→Detail, you will be brought to screen SACP, Student Academic Program. Here you can check the status of a student’s program. SACP- Student Academic Program: Again, click File→Cancel to go back to the previous screen, SPRO.

When you have finished viewing this screen, click on File→Close and you will return to the SPRO screen. From SPRO, if you click on the field Terms, then File→Detail, you will get the screen with terms attended and credits completed, on the STRS (Student Terms Summary) screen.

A=Active G=Graduated and check end date.

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STRS (Student Terms Summary).

To get more detail on the term information above, click on a term and then File→Detail to drill down to the next screen, STDT (Student Terms Detail).

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STDT –Student Term Detail

Exit out by clicking on File→Cancel until you are back to SPRO for this student. (If you detail in on the Student Program field, you will go to SACP Student Academic Program).

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STAT From SPRO, detail in on the field Transcipts to get to STAT. The following dialog box may appear, prompting to key in the Transcript Grouping Lookup. If your screen matches the sample below, click OK.

To all all possible values for this field and what they mean, type in three dots:

The list of all possible values for this field will appear. Click in the box in front of the Grouping of your choice.

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The STAT screen appears. Notice that this student has all terms marked with a (G) for graduated.

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Detail in on a semester to go to ACTD:

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Other useful screens: TRCL - Use the Transcript Course Listing (TRCL) screen to view a list of a student's academic credit by transcript groupings. The TRCL screen displays a list of all of the student's courses and the associated:

• grade earned • credits attempted • credits completed • credit calculated • academic term

When you access this screen, you will be prompted to choose a Transcript Grouping. Accept the default value UG.DA for Undergraduate.

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You can navigate TRCL using the PageUp and PageDown keys as by well as clicking your mouse on the tool bar on the right of the screen. When detailing in on a course record on TRCL, you will be brought to the Student Academic Credit Detail (SACD) screen to view additional student-course information including: • academic level • credit type • grade scheme • attempted, completed and GPA credit/CEU totals • replaced code

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STSC Student’s Schedule Inquiry Screen. You will be prompted for a termcode before the schedule appears.

Means Grades are F Final and V Verified

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SRSI To view a roster for a course on-line, add the term to the course and section number to limit your search through the sections file:

Termcode refers to the code we use to identify terms at Bergen. For example, the code for Spring 2003 on the credit side is 2003SP. Continuing Education termcodes are different. For example, Summer 2003 is coded 2003C1. Keying in the course name will produce a list on screen. Detail in on a student and Colleague will take you to SPRO.

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XFCL To get a screen display of courses with instructor names, course status, location, days and times, number of students in a course, key in XFCL.

Key in the term code when prompted

Can key in subject only, or course only, or course and section . MAT for all Math MAT-1 for all 100 level math courses, MAT-101 for 101 only

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XCSL To produce a printout for a course:

Enter code for term here: 2000SP, e.g. for Spring 2000

Key in Course and Section with hyphens!

This number is specific to your printout. You must run XESP to get it to print to the printer.

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XNAR To get a printout of the names, addresses, phone numbers, Social Security Numbers, Colleague ID numbers for students in a selected section for a term AND create a saved list to use for creating mailing labels.

After entering the term, hit enter as instructed.

Hit Enter if you do not have a save list of courses to print rosters for.

Any printout must be released by going to XESP.

Click on File→Run→XESP. See notes for XESP to generate printout. If you chose to create a saved list, the name is in this format: 2000SP.MAT-101-003. See notes for Producing Labels to print labels from your saved list.

Key in your course and section number as shown.

Your job is spooled to the printer. To release it, click on File→Run XESP to release your printout to the printer

Creating a saved list will allow for label printing using Communications Management in Colleague and MS Word Mail Merge

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XNAD

The XNAD screen enables the user to print class rosters for a specific term by subject, course, section, instructor or division. The output lists all active students or students registered within a user-specified date range (“new” registrants.) In addition, the user can opt to print phone numbers OR email addresses of students. Start Colleague. At the main menu, enter in the Mnemonic box, XNAD, and click on Go. (Or click on XBCC→XRGM→XNAD)

The XNAD screen opens up. Enter the fields specifying the criteria for the roster. The more information entered in the fields, the more the scope of the results will be limited.

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For example, in order to produce a set of rosters for the Applied Music Courses for

Spring 2002, the XNAD screen would be completed as in the sample that follows.

Enter Y to get email addresses

Saved list pointing to the Person file. Can be used to print out mailing labels using DMP and a Colleague "document" (label

To print only new students, enter N and the desired date range to capture

d

TERMS is a required field. Enter the code.

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Field #7: Since the option to print Phone Numbers in the sample is “Yes”, phone numbers and not email addresses will print.

Note the name of the saved list created by this job:XNAD_BTHELEN- that is, XNAD_<my login id> This list name “points” to the PERSON file, and can be used on DMP to produce mailing labels to every student enrolled in one of the specified courses.

Field #8: If entering Y to New Reg(istrations) Only, the start and end dates for new registrations must be entered in fields 9 and 10.

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XSIP

The mnemonic XSIP (Students in Program) will produce a list of students enrolled in a term and program as specified by the user. In addition, a saved list of every student meeting these specifications (pointing to the Person file) is created. This saved list can be used in Communications Management to produce mailing labels (among other uses.) Start by entering XSIP in the MNEMONIC box and clicking on Go:

XSIP will open. 1. In the field labeled Term, enter the code for the term in which the student must be registered. Use code values for terms such as 2002FA for Fall 2002, etc.

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2. In the field Acad Program enter the code for the specific program(s) in which the student is currently matriculated. Note that you may choose more than one program, and XSIP produces a separate report for each program, but only one saved list of EVERY student who meets the criteria entered on this page.

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In the sample above, two separate listings (one for each academic program) will be created, but only one saved list of students in all programs requested (XSIP.BTHELEN) is produced.

Click on File→Save→Update (or ). The following screen appears. To print the listing, change nothing. (To view and not print output, change the P in Output Device to H for Hold/Browse.)

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Save the above screen.

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XSIP will process, and produce:

1. A report with name, address, telephone number, email address for each academic program

2. A summary page with total for each program and grand total 3. A saved list in form XSIP.<<your user id>> pointing to the Person file

Page 1 of sample report (note saved list name):

Summary Page of Sample Report