MCCC Knowledge Base

Colleague- Login, Navigation, and Shortcuts

2015

Colleague- Login, Navigation, and Shortcuts

 

What is Colleague?

MCCC uses Colleague as our ERP (Enterprise Resource Planning) management system.  Colleague is used for college- wide database housing for information on student, faculty, and staff, which is broken down into specific reports depending on what type of data is needed for a specific task. 

Note: Often time’s individuals at MCCC refer Colleague and Datatel interchangeably.  However, Datatel was the name of the previous company that provided the Colleague software.  Colleague is now owned by Ellucian. 

Introduction

Prior to accessing Colleague information, you will need to have an account created by the IT Department for your specific use.  The supervisor will send a request to the IT Help Desk including what level of access you require and task you will be performing in the system.  

Note: This document will provide users with information on the basic navigation of the software.  Access is limited and you may not be able to access all screens.  Check with your supervisor to see that you have the appropriate access to the system. 

Log in

Note: Recommend logging into the system using either Internet Explorer or Firefox. Chrome is not compatible. 

1.

 On the MC3 Portal page, under Applications, click Colleague UI- Weekly Maintenance…

 
2.

Type your MCCC username and password into the designated spaces

3. Click the Login button.
4.

After reading the FERPA agreement, click the OK button.

 

 

Navigation

Form Search - allows you to search specific forms within the system.  

 

Note: If you are not able to find the desired report by typing in the key word, try either shorting the report name OR see the Mnemonic documentation for report codes.

Person Search - Click on the circle icon to change the search from Forms to Person Search.   This allows you to search for individuals within the system.

Note: The system will search with the “Sounds like” option.  It will provide you with a list of individuals that might fit into the search requirements.

TIP:

  • If too many names are found or if the one you are looking for is not found, try any of the following by inserting a slash ( / ) in front of the name.  The slash will temporarily change the way look-ups are done.  With a slash, only the names with the exact spelling you entered will be returned.  Also, use this method if you are not sure of the spelling of the first name.
    • o /BARRON, MARY
    • o /BARRON, MARYLOU
    • o /BARRON, MARY_LOU
    • o /BARRON, M…
  • The ‘LookUp’ is not case sensitive.

 

Advance Person Search - allows you to look for individuals based on specific fields.

SEARCH RESULTS Tab — This search brings up a list of individuals that might possibly match the search.   In the view, will provide the following for quick reference:

  • Student photograph
  • Name
  • ID
  • Last four digits of social security number
  • Address
  • Date of birth

Example: STU is a current or former student. 

  • APP is Applicant
  • FIN — Student has received financial aid

Note: Images are added to the system within 24 hours after the image was taken.  Pictures are generally from the students Photo ID card.

TIP :  To close the Search Results, Navigation, or Favorites window, click on an area outside of the drop down window.

NAVIGATION Tab — What Applications or Reports that would be used.

  • UT — Utilities Menu (default application)
  • ST — Student System — for student files and registration, Lookup and Reservations
  • CF - Financial Systems- for Budget and Purchase Orders
  • HR - Human Resources and Payroll

 

Note : You will only be able to access reports that associate with your department.  Not all reports listed here will be shown.

 

FAVORITES Tab- This area is great to store the reports or individuals you might look up on a frequent bases.  To add items to the favorite area, look for the star icon next to individual reports or people’s names.

Note: An individual must be present in the Active Context area in order to make a report a favorite.

Active Context — Individual

From the Search Results List,double clicking on the searched name, the individuals name will appear with all the information found in the Search Results.  

Card or Active Context — This is an individual record that contains information about the person or organization The Active Context area is the specific information displayed.

Note: Any report brought up now will correspond to that individual student.

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

 

Card Scroller — This allows you to scroll between the individual record cards.  The software keeps a running record of individual records (1 of X).

 

 

Add to Person Favorite button — add an individual records to your favorites. 

Launch Copy Window button — Copy information from the active card. 

Context Area Help button — Provides help information for the card area.  

Close (X) — To close the current individuals report.

Report View and Navigation

After clicking back to Form Search view, type in the search area either a Mnemonic code (i.e. STAT ) or form keyword (i.e. transcript) to locate the desired report.

Search Results Panel — (Grid View) Search results that display search results in sortable rows and columns.   Search results with (3) three or less columns will be displayed in grid view.

 

Person LookUp - If no Active Context was added prior to looking for a report.  Type the individuals name in or ID number.

 

 

Note : Once a report appears, all navigational information located under the Active Context will be specific to the individual report.  Also, no data exported or printed will be included above the Report name; including the students Active Context information.

Keep Context Open — (Default) This allows you to move to different reports while keeping the individual identified in Active Context open.

 

Auto-Close Context — This option allows you to close the individual’s information in Active Context each time you save or cancel, but keeps the report open.

 

@ symbol  -

Recommend using the Save All option.  

Save — The Save button only saves the active view.  

Save All — This button will save the current form and all sub-forms.

Recommend using the Cancel All option.  

Cancel — Will close and not save the active window in the tab area, but keep all previous windows will remain open.  Also, this will take you back to the previous screen.

Cancel All — Will close all windows open in the tab area and not save any of the information added. Also, will take you back to the Main Menu.

Zoom Slider Bar — is based on the individual report.  You will need to adjust for each report, but it will maintain the adjustments each time the report is opened.

Print — Print information listed within the report.  Remember no student name or information will be included in the print out. 

Favorites — Report can be saved to Favorites for further use.

Help — Provides you with information about the active report and related how to documentation.

Report tab - This tab identifies what report is visible and what current fields are open. 

Note: Only one report can be active at a time, but subpages will be listed in tabs going to the right.

1-      Next any item indicates that there could be additional records in this field.  Clicking the number 1 will allow you to delete the record or add a record.  (i.e. delete a current address or add a new address). 

To view all the available records, click in the white textbox area. 

Window Group — Displays when there are fields arranged in columns or rows attached to unique fields.

Excel icon — All content listed can be exported to Excel when the icon appears.
TIP : This is a great feature when searching through all courses registered and those the students have dropped.

Keyboard Shortcuts:

To view designated keyboard shortcuts for Colleague, click the File button and ,

@

In Search field, the @ symbol returns to last record.

[Alt]+[F1]

Gives information on a particular field.

[SHIFT]+[2]

Display student’s information that you previously viewed.

F8

Clears the screen and does not save the information that has been entered.

/

In the Search field, add before exact spelling of name.

F9

Clears the screen and saves any information entered. Hit the Enter button to go back to previous menu.

Type three consecutive periods will allow you to view detail information for a field.

F10

Clears the screen and saves any information entered.  Will bring you back to the same page.

F2

Takes you to another screen with more details about that screen.

 

 

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