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NCCCS Student Overview Session. Introduction. Meeting objectives. Meeting Objectives : Introduction to the Student Implementation Overview of the Student Module Recruitment/Admissions Registration/Academic Records AR/CR Financial Aid Degree Audit Continuing Education Workflows

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NCCCS Student Overview Session

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Presentation Transcript
meeting objectives
Meeting objectives

Meeting Objectives:

  • Introduction to the Student Implementation
  • Overview of the Student Module
    • Recruitment/Admissions
    • Registration/Academic Records
    • AR/CR
    • Financial Aid
    • Degree Audit
    • Continuing Education Workflows
    • Basic Skills Workflows
  • Break out sessions
  • Questions/Answers/Wrap-Up
common terms


“CIS” System









Training sessions

Set-up sessions

“Testing” sessions

Common terms
common terms1










Drill Down



Common terms





Human Resources





Shared information or processes that all application areas need to access. Includes:

  • Demographic data
  • Rules
  • Communications Management
  • Other Institution set-up like departments, location, and building codes.
communications management
Communications Management
  • Records documents received
  • Records documents sent
  • Output includes printouts, labels, Word documents, and email
  • Postings occur by individual and group data entry and automatic rules setup
  • Available throughout all of Colleague
document setup
Document Setup
  • DOC—Document screen lets you choose the type and customize the message sent
individual pending correspondence
Individual Pending Correspondence
  • IPC—The Pending Correspondence screen shows all outgoing and pending communications to a person
communication received
Communication Received
  • CRI—The Communication Received entry screen shows all incoming contact
ncccs student overview session1

NCCCS Student Overview Session

Recruitment and Admissions

recruitment and admissions
Recruitment And Admissions

Recruitment and Admissions include:

  • Tracking prospects
  • Entering applications for potential students
  • Automated incoming and outgoing correspondence
prospect recruitment
Prospect Recruitment
  • Create prospective student records
  • Capture data about prospective students
  • Track recruitment activities
prospect lookup
Prospects may be looked up by:

First Name Last Name

Last Name, First Name

Partial Name


Colleague ID


Prospect Lookup
  • PRSP – Prospect Summary Screen used for entering data about potential applicants
name and address information
Name and Address information
  • For new records, data is entered on NAE
  • Create student application records
  • Enter multiple applications
  • Record Test Score Data
  • Give credit for transfer work
  • Track Institutions Previously Attended
  • Assign students to output documents through data entry and/or automatic processing using rules.
short application entry
Short Application Entry
  • SHAP—Short Application screen is used to enter individual applications
institutions attended summary
Institutions Attended Summary
  • IASU—Institutions Attended tracks any previous applicant schools
high school attended
High School Attended
  • HSA—High School Attended records data on an applicant’s high school career
test summary
Test Summary
  • TSUM—Enter and look up an applicant’s entrance and placement tests
external transcript summary
External Transcript Summary
  • EXTS—Shows summary of transfer work and any equivalencies earned
ncccs student overview session2

NCCCS Student Overview Session

Curriculum Management & Faculty Information

curriculum management
Curriculum Management

Curriculum Management Includes:

  • Maintaining Courses
  • Creating Sections
  • Updating Academic Programs

Courses are templates for offered sections

  • Most are downloaded from the System Office
  • Schools may create their own offerings and submit to the system office for approval
  • Some CU courses and many CE courses can be copied at your institution. Almost all can be split into multiple offerings
  • CRSE—The course screen defines offering values which will default to sections
course requisites
Course Requisites
  • CREQ—Courses can have state or local prerequisites as well as optional or required corequisites

Sections are the scheduled classes that students register for

  • Most of the information is populated from courses, some of which may be changed
  • Sections have scheduled, specific meeting times
  • Almost all have faculty assigned to them
  • Sections may copied individually or in batch
  • SECT—The anchor screen for sections
section scheduling
Section Scheduling
  • SOFF—Setting meeting times
faculty assignment
Faculty Assignment
  • FASC—Assigning faculty members
academic programs
Academic Programs

Academic Programs are what students apply to and are assigned

  • They are a combination of major and academic level
  • Specified as degree, certificate, or diploma
  • They are attached to catalogs and have specific requirements that can be updated
  • CE, BSP, AHS, & SPEEDE are delivered; most CU programs will be converted
academic programs1
Academic Programs
  • PROG—The anchor screen for programs
program requirements
Program Requirements
  • APRS—Catalog specific parameters
faculty information
Faculty Information

Faculty Information includes:

  • Creating faculty members and assigning them to teach sections
  • Giving faculty members non-instructional roles and assignments
  • Making faculty advisors and assigning them advisees
  • FCTY—Faculty member anchor screen
faculty memberships
Faculty Memberships
  • FMBS—Faculty can be members or advisors to groups and receive load or a contract for their work
faculty advising
Faculty Advising
  • FADT—Faculty can be assigned advisees manually or in a batch using rules
colleague financial aid
Colleague Financial Aid


To be the single source for financial aid and student aid data designed to overcome institutional challenges and maximize enrollment while ensuring regulatory compliance.

colleague financial aid1
Colleague Financial Aid

The Industry Leading Financial Aid System provides:

  • Full regulatory compliance with 1st to market updates
  • Seamless integration with Academic Records and Student Accounts
  • Event driven Communications Management
  • Robust Fund Management and Reporting Tools
  • Student Self-Service
guiding strategies
Guiding Strategies
  • 1st to Market Regulatory Updates
    • Import ISIRs sooner
    • Generate award letters faster
  • Streamline the Financial Aid Process
    • ISIR Transaction History
    • Auto-Packaging
    • Automated COD processing
  • Maximize Student Services and Increase Productivity
    • WfMS
    • Student self-service
regulatory compliance
Regulatory Compliance

Our Analysts are always on top of the latest regulatory changes so you don’t have to be.

  • First to market with regulatory updates
  • Automated Return of Title IV funds
  • Automatic exchange of FAFSA, COD, and FFELP data
  • Need Analysis calculations include:
    • The College Board’s Institutional Methodology (IM)
    • Unique and flexible Supplemental Methodology (SM)
    • Federal Methodology (FM)
seamless integration
Seamless Integration

An easy to use, on-line, real-time, and highly integrated data structure is provided to meet your FA Offices’ needs.

  • Automated Satisfactory Academic Progress calculation and student notification system
  • Data integrity checking to the field level
  • Cross department work-flows designed to maximize institutional effectiveness
communications management1
Communications Management

Colleague provides the means to collect, manage, and distribute financial aid information to the institution and community.

  • Manage & coordinate large or small mailings such as award letters or default prevention information
  • Streamline missing information tracking
  • Event driven user defined rules
  • Output via email, reports, labels, brochures, etc.
fund management and reporting tools
Fund Management and Reporting Tools

Colleague provides you the right data at the right time to maximize decision making during critical times

  • Rules based and event driven automatic packaging and awarding criteria
  • Automated award re-calculation based on enrollment patterns and award eligibility
  • Variety of delivered reports and processes designed to provide quick access to data and to maximize fund management control.
student self service
Student Self-Service

Students accessing data anywhere, anytime ensures top notch customer service.

  • Current award information by year and by term
  • Complete account summary including pending and awarded financial aid
  • Missing/received documentation
  • Award letters
  • Loan application
  • Increase/decrease loan amounts
  • Accept/reject awards
benefits from colleague
Benefits from Colleague

What can you expect with Colleague?

  • Increased enrollments and decreased audit findings
  • Quality communication with all constituents
  • Shared data resulting in inter-departmental communication and the elimination of repetitive data entry
  • Automatic data exchange allows back-office data processing staff to become front-office student service providers
  • More time with students, less time administering
  • Self-service for students means fewer phone calls
2005 key deliverables
2005 Key Deliverables
  • ISIR Transaction History
  • Printed ISIR
  • NSLDS Transfer Monitoring
  • Regulatory projects
What is coming next for the

FA Module from Datatel?

2006 projects
2006 Projects
  • 2006/07 FAFSA III (18164.89) - 2/20/06
  • XML Architecture (19501.22) – June
  • CommonLine Reconciliation (15357.37) – June
  • 2006/07 FISAP (19741.81) – June
  • Secure FFELP Data Exchange (19764.37) – July
  • FA Annual Setup Asst. (19765.25) – Aug.
  • 2007/08 FAFSA Proc. (19769.63) – Sept.
  • 2007/08 INAS PROFILE (19770.74) – Nov.
  • 2007/08 ISIR Proc. (19772.44) – Dec.
  • Grad PLUS updates
future projects
Future Projects
  • CommonRecord: CommonLine
  • Reconciliation & Reauthorization spec changes
    • Grad PLUS, Loan limits, R2T4, etc.
  • FA Leveraging/Predictive Modeling
  • Student Aid Inquiry
  • FA Annual Awarding
  • Award History
  • Multi-year Packaging
  • Multi-college Packaging
  • Common Data Set
breakout session
Breakout Session:
  • Resources
  • How Datatel communicates with clients
  • NC Communication methods
  • Documentation sources
  • Suggestions to make your implementation smooth!
creating records in colleague
Basic Skills creates records through the custom LEIS screens, starting on XLSP.

Continuing Education creates records and registers via the RGPE and RGN screens.

Curriculum creates records via the Admissions Office.

Creating records in Colleague
registration can be accomplished through
Registration can be accomplished through…
  • In-person registration
  • Web registration
  • Telephone registration
  • Block registration


RGN – in-person registration screen used for:

  • Original registration
  • Add
  • Drop
  • Official student withdrawals

All three academic levels use the same registration screen

registration qualities
Colleague can check:



Rules – age, major, residency status


Time conflicts

Office holds

Schools set up registration users and determine who may override or not override registration for students that fail to meet registration requirements.

Registration qualities
telephone registration
Students have pin # access to register for classes via the telephone…

Plus – much more!

Add/Drop classes



Academic standing

Financial Aid

Pay bill via credit card

Telephone Registration
web registration
Web Registration

Express Registration

web express registration
Web Express Registration

Or by subject and course number

Register by Synonym

courses are added
Courses Are Added

Can get acct balance and make payments

ncccs student overview session4

NCCCS Student Overview Session

Accounts Receivable and

Cash Receipts

accounts receivable
Accounts Receivable
  • Contains functionality for:
    • Invoicing
      • Both Registration and Non-Registration (misc. billing)
      • One time set-up and all students billed correctly
      • Allows separate billing for class sections
    • Sponsor (3rd Party) Billing
      • Student Sponsorship
      • Section Sponsorship
    • Payment Plans
    • Deposit Management
    • Refunding
accounts receivable1
Accounts Receivable

With Colleague easily:

  • Meet regulatory requirements
    • 1098T generation
  • Calculate deferred revenue
  • Transfer payments from one term to another
  • Apply Financial Aid to outstanding charges
  • Split revenue between multiple GL numbers
  • Access account balance information
  • Create reoccurring invoices
accounts receivable2
Accounts Receivable
  • Complete integration with:
    • Registration
    • Financial Aid
    • General Ledger
    • Accounts Payable
    • HR/Payroll
accountholder inquiry screens
Accountholder Inquiry Screens


AR Summary

AR Term Summary

AR Detail

AR Account by AR Code

AR Invoice

AR Invoice Balance

Pending Financial Aid

cash receipts
Cash Receipts
  • Contains functionality for:
    • Complete receipt tracking by cashier
    • Automated reconciliation processes
    • Eliminates need for cash registers
    • Accept multiple forms of payments in the same transaction
    • Supports decentralized cashiering
    • Creating invoices while creating a receipt
    • Viewing account balances while receipting
webadvisor functionality
WebAdvisor Functionality

Give students the access to view their account information and make payments online

web make a payment screen
Web Make-A-Payment Screen

You choose:

Accepted Payments


Receipt format

Partial Payment

ncccs student overview session5

NCCCS Student Overview Session

Academic Records and Degree Audit

academic records
Academic history


Advisor history and assignments

Restrictions (flags)


Academic Standing

Transcript request history

Enrollment verification

Graduation processing

National Student Clearinghouse

Academic Records
In Colleague, a transcript is a selection of the academic credit on a student’s record. It may include:

Transfer credit

Test equivalencies

Life experience credit

Institutional credit

Institutional credit may include:

Basic Skills

Continuing Education



Transcript groupings give you the flexibility to decide what credits show on which transcript!

degree audit
Degree Audit

Graduation readiness… and more.

Can be used for any diploma, certificate, or degree program – CU, CE and AHS.

features of degree audit
Features of Degree Audit
  • Evaluations can be run individually or in a batch process
  • Students may view their evaluations over WebAdvisor
  • Can perform ‘What-If’ scenarios on other programs – (on the web too)
  • Requirements complete flag for potential graduates can be updated automatically