Understanding Colleague Data and Using It

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 (0075292). • 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 • Email 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