Basic Troubleshooting Issues in Colleague

1. Basic Troubleshooting Issues in Colleague Presented by – Deborah Cox June, 2006 Basic Troubleshooting Issues in Colleague

2. Some of the most common problems or questions • Terminology • Records Lock • What causes it • How to avoid it • Messages, Restrictions, and Rules • Scripts • Colleague Applications • Data Entry • Terms – CU vs. CE and BSP • Entry of Course Prefix and Number • Multi-Valued fields • Concept • I entered it – where did it go? Basic Troubleshooting Issues in Colleague

3. Some of the most common problems or questions - continued • Help on Help • Field Help • Process Help • Other References • NCCCS Training Videos • Various Demonstration Videos • http://www.nccommunitycolleges.edu/Training/docs/CIS_Training/Camtasiafiles/New_media_for_training.html • CPCC Demonstrations • Various Demonstrations including Registration andSchedule, and Grades, GPA, and Transcript • Student page - http://www1.cpcc.edu/myservicesinfo • Employee page - http://inside.cpcc.edu/myservicesinfo/ • MediaSite Videos • Sites are still under construction Basic Troubleshooting Issues in Colleague

4. Terminology Colleague – CPCC’s College Information System. Datatel – The company that created Colleague. WebAdvisor – The web component of Colleague. User Interface (UI) – The non-web component of Colleague. This consists of screens that are accessed by a Mnemonic. Mnemonic – Usually a 4-letter code (sometimes 3-letter) that is keyed into the Mnemonic or Quick Access box at the top of the Colleague UI screen. “Closed” class – A class that is filled. “Petition” for course – A class that requires a signature. Synonym – Phone Code. Basic Troubleshooting Issues in Colleague

5. Records Lock Records Lock occurs when two people are trying to look at the same record at the same time. A user has retrieved Colleague ID 0216741. As long as this record is pulled up, it is locked. If another user attempts to retrieve the same record, they will get the following message. Basic Troubleshooting Issues in Colleague

6. Records Lock - continued If this record remains locked for several minutes, then the person who has is locked needs to be contacted. To find out who has it locked, use XLOC. Log into the live account, and enter XLOC as the Mnemonic. Click GO. Basic Troubleshooting Issues in Colleague

7. Records Lock - continued The screen seen below will appear. In this example, Colleague ID 0216741 is locked. Look for this ID, and you will see who has it locked. This person needs to be contacted, to alert them to the fact that they have a record pulled up in Colleague, and others need access to it. Make sure that you are looking at the correct entry on XLOC. Be sure, as in this example, that the Person file Key that is displayed in the Alert box matches what is displayed in the XLOC display screen. A big Plus for WebAdvisor – with WebAdvisor, records lock dosen’t occur. Once a record is pulled into WebAdvisor, it is released. Basic Troubleshooting Issues in Colleague

8. Messages, Restrictions and Rules MESSAGES - As in any system, we need notification when permissions or approvals are required. Whether we are registering or doing a drop/add, alert boxes will appear to warn the user of the problem or error. Below we see some of the most common ones. Time Conflicts:At no time will the user have the capability of overriding a time conflict. Pre-requisites: Register the student only if permission is granted according to proper procedures. Co-requisites: Register the student only if permission is granted according to proper procedures. If the student has taken the co-requisite in a previous term, this alert will not appear. Basic Troubleshooting Issues in Colleague

9. Messages, Restrictions and Rules - continued MESSAGES - continued Petitions:Departmental permission required. Petitions are cleared via the STPE (Student Petition) screen.(and soon thru ISASORR). Overload: Register the student only if permission is granted according to proper procedures. Permission to register for overload is given via the STPE screen. (and soon thru ISASORR) Repeat Courses – Register the student only if permission is granted according to proper procedures. Past date of Registration– Cannot allow registration – the time to register or add this class is past. Basic Troubleshooting Issues in Colleague

10. Messages, Restrictions and Rules - continued MESSAGES - continued Closed:The class is filled. Colleague calls this a “closed” class. In these instances, we will use “C” for Cancel and register the student only if proper permission is given. However, if we click on “R” (Register), the following alert box will Not Found– The class is cancelled or is not active. It may be, also, that the operator has not entered the proper term. Basic Troubleshooting Issues in Colleague

11. Messages, Restrictions and Rules – continued RESTRICTIONS & RULES - In Colleague, restrictions equate to administrative holds and can be applied for many reasons. Most of them are more or less self-explanatory. Age check for Registration: This student is under 18 and does not have underage approval. He cannot register until this is corrected. Business Office Hold: This student has a business office hold. The student must be given approval. Residency Status Rule: This student a CU academic level and no residence status. System does not know what to charge. Library fineRestriction:Unpaidlibrary fine. Basic Troubleshooting Issues in Colleague

12. Messages, Restrictions and Rules – continued RESTRICTIONS & RULES - continued Parking fine Restriction: Unpaid parking fine. Disciplinary restriction rule: Restricted from registering until this is cleared. Registrar’s restriction rule: Must come in and see the registrar in order for this to be removed. Bookstore Hold: This student has an unpaid balance at the bookstore. Basic Troubleshooting Issues in Colleague

13. Messages, Restrictions and Rules – continued RESTRICTIONS & RULES - continued Senior Citizen Rule: The student is a senior citizen and an NC resident, butdoes not have a student type of Sr citizen. Prevent Deceased students from registering:This student has been marked as deceased. Date of Birth Required: Date of birth missing. Section registration restriction rules: Clicking OK will take you to RLES (Rules Evaluation Results Screen) where the rule is explained. Register the student only if permission is granted according to proper procedures. Basic Troubleshooting Issues in Colleague

14. Scripts Every so often, users will encounter problems when they log-in. Mostly, this is due to their scripts in their computer need “refreshing”. At various times, the Colleague system must be updated due to changes or corrections in the system. These go in as “patches”. As a result of these patches, “scripts” must be refreshed. Sometimes a user will receive a message in effect telling them this. All they have to do is click OK, and the system does the rest. However, sometimes, they will receive the message “Never found the UNIX Prompt.” When this happens, the user must have the scripts “pushed-out” to their machine. This is handled by the IT department. When scripts are being refreshed, this screen will appear. And once scripts are refreshed, the Datatel application must be restarted. Now the user should be able to log on successfully. Basic Troubleshooting Issues in Colleague

15. Colleague Applications Colleague has a variety of applications. Occasionally, when a user receives a new computer, or if their computer has to be re-imaged or some other maintenance is performed, as a result, the user may not be in their normal application when they log in. If a user calls in stating they cannot pull up a screen that they normally use, it could be the result of being in the wrong application. Basic Troubleshooting Issues in Colleague

16. Colleague Applications - continued Click on Apps, and then click on the proper application. In this instance, for the ADSU mnemonic, this is a Student mnemonic, so it is under the ST application. Basic Troubleshooting Issues in Colleague

17. Colleague Applications - continued Now that the user is under the proper application, they should be able to access the needed mnemonic with no problem. If the user is still receiving an “Invalid Selection” alert, this could indicate their Colleague security will not allow them access to this screen. Basic Troubleshooting Issues in Colleague

18. Data Entry Terms – CU vs. CE and BSP Users will have to be careful when entering terms in Colleague. Colleague terms require a 4-digit year, followed by a code for the term. CU terms are indicated differently than CE/BSP. Example: For the 2006 Calendar Year For Curriculum 2006SP – Spring 2006 2006SU – Summer 2006 2006FA – Fall 2006 For Continuing Education/Basic Skills 2006CE1 – Spring 2006 2006CE2 – Summer 2006 2006CE3 – Fall 2006 Basic Troubleshooting Issues in Colleague

19. Data Entry Terms – CU vs. CE and BSP - continued When looking up courses, the user needs to be aware if the course is curriculum, continuing education or basic skills. If the wrong term is entered, the system will not be able to locate the course/section. In the example to the right, 2006SU is entered as the term to look-up the basic skills course ABE 6001 01. The result is the alert box below. Basic Troubleshooting Issues in Colleague

20. Data Entry Terms – CU vs. CE and BSP - continued Now, with the correct term entered, the system is able to locate the course/section. Basic Troubleshooting Issues in Colleague

21. Data Entry Entry of Prefix and Course Number In Colleague a dash – or a space must be entered between the course prefix & course number. 2006SP CIS110 will not be recognized in the system. However, 2006SP CIS 110 is recognized in the system. Basic Troubleshooting Issues in Colleague

22. Data Entry Multi-valued fields Colleague has single-valued, and multi-valued fields - multi-valued meaning that this same field can contain more than one value. In the Type field, Home/Permanent is about to be selected as the 1st entry in this multi-valued field. Notice the 1 beside the Type label. Once it is selected… …notice the number beside the Type label. It is now 2, but the text box is empty. The value “Home/Permanent” is stored in the 1st entry of the Type field. Sometimes, user think their entry is not in the field. Colleague automatically moves up to the next empty entry.To view it, click on the arrow buttons beside the field. When the upper arrow is clicked, the system takes you back to the 1st entry. The 1 is now beside the Type label, and an H is in the field, showing that the Home/Permanent entry is in the 1st occurrence of this field. Basic Troubleshooting Issues in Colleague

23. Help on Help Colleague offers help, not only from using the red question mark, but also from the menu toolbar at the top of the screen. Field help works exactly the same way as the red question mark. When you select a field, and then select Field Help, the system gives help on that particular field. Basic Troubleshooting Issues in Colleague

24. Help on Help Function Help lists short-cut function keys. Basic Troubleshooting Issues in Colleague

25. Help on Help Process Help gives detailed information about the screen itself. Basic Troubleshooting Issues in Colleague