colleague core using demographics...demographics include privacy warning messages for demographic...

Colleague CoreUsing Demographics

Release 18March 2018

© 2012 - 2018 Ellucian.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.

In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting, and other similar professional services from competent providers of the organization's own choosing.

Ellucian2003 Edmund Halley DriveReston, VA 20191United States of America

Revision History

Publication Date Summary

March 2018 Removed archived ethnic code information as part of SU018551.

September 29, 2016 Added “Create a saved list from SSNs or SINs” on page 85 as part of SU015843. Also updated formatting throughout.

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Contents

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

The Demographics Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

The Core application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Colleague and the Demographics module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Demographics Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Codes Defined in the Demographics Module . . . . . . . . . . . . . . . . . . . . . 17

Codes used in the Demographics module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Define demographics codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Set Up Demographics Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Demographics parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Define privacy warning messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Define staff and volunteers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Define address security: individual mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Define address security by office code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Name and Address Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

3ing Demographics | Contents

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High-level steps to set up name and address hierarchies . . . . . . . . . . . . . . . . . . . 30

Create name and address type codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Create and maintain hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Associate name type codes to names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Associate address type codes to addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Modify Ellucian-provided hierarchies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Create custom hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Use specific hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Set Up Chapters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Assign rules to chapters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Assign chapters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Add and Update a Person’s Information . . . . . . . . . . . . . . . . . . . . . . . . . 38

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Name and address entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Zip code cross-references . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Phone types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Preferred addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Address change source codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42


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Add Online Demographic Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Record Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Maintain relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Define relation types codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Designate relation parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Maintain person relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Add spousal relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Correct an accidentally recorded marriage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Record other relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Maintain preferred residence address for spouses . . . . . . . . . . . . . . . . . . . . . . . . 49

Add members to a family . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Maintain sibling relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Maintain organization relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

View organization contact relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

View relations information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

View relationship summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

View affiliation relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Add roles to relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Enter Emergency Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54


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Enter emergency information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

View emergency contact information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Record a Divorce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Record a divorce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Record a Death . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Enter unverified information about a deceased person . . . . . . . . . . . . . . . . . . . . . 58

Enter information about a confirmed deceased person . . . . . . . . . . . . . . . . . . . . . 59

Correct an accidentally recorded death . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Record Academic History and Credentials . . . . . . . . . . . . . . . . . . . . . . . 62

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Enter academic history and credentials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

View Academic Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Enter reunion classes to a person’s record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

View academic program details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

View institution degree details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Enter Miscellaneous Person Information. . . . . . . . . . . . . . . . . . . . . . . . . 70

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Maintain person interests and achievements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

View and maintain clippings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71


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Convert a Person to an Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Convert a single individual’s record to an organization record. . . . . . . . . . . . . . . 74

Convert multiple individual records to organization records . . . . . . . . . . . . . . . . 75

Converting an Organization to a Person . . . . . . . . . . . . . . . . . . . . . . . . . 76

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Convert a single organization’s record to a person record . . . . . . . . . . . . . . . . . . 76

Convert multiple organization records to individual records . . . . . . . . . . . . . . . . 77

Resolve Person Duplicate Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Duplicate person records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

High-level steps to mark person duplicates as resolved . . . . . . . . . . . . . . . . . . . . 80

Define duplicate match criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Locate person duplicates in Colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Report on person duplicates within Colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

View person duplicates within Colleague . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Resolve person duplicates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Create a saved list from SSNs or SINs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Update Mail Codes and Source Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Update mail codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Update source codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87


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Add and Maintain Organization Information . . . . . . . . . . . . . . . . . . . . . . 90

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Organization name and address entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Maintain additional organization information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Maintain an organization’s financial information . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Maintain grant information for an organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Maintain funding preferences for an organization . . . . . . . . . . . . . . . . . . . . . . . . . 94

Report organization roster information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Add and Maintain Institution Information . . . . . . . . . . . . . . . . . . . . . . . . 96

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Add an institution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Additional information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Maintain Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Address processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Delete an address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Additional information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Generate Address Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Address verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Generate the address validation report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Generate the address type duplicates report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106


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Maintain Employment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Enter new employment information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Maintain employment information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Maintain employee information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110


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Introduction

This manual provides task-oriented procedures for using Colleague to create and maintain personal and organizational information including names, addresses, employment, relationships, and other information.

The following sources of information provide additional assistance for using the Demographics module.

If you need additional information about installing and setting up the Demographics module, see your system administrator. You can also refer to the following resources.

Type of information See

Detailed information about each form and field in the Demographics module

Online help

Instructions for performing basic functions (such as accessing forms, entering data, and accessing online help) using each of the available Colleague interfaces

Guide to User Interface

In-person instruction for using the Demographics module

Training classes offered by Ellucian

Procedures for using modules that interface with the Demographics module

Other procedural manuals:

Using Academic Records

Using Activities and Events

Using Accounts Receivable/Cash Receipts

Using Communications Management

Using Recruitment/Admissions Management


Planning your implementation of the Demographics module

Student System Implementation Handbook

Installing the Colleague software Installation Procedures for your Colleague release level

10ing Demographics | Introduction

https://ellucian.force.com/clients/069G00000011e47

https://ellucian.force.com/clients/069G00000011dts

https://ellucian.force.com/clients/069G00000011dw4

https://ellucian.force.com/clients/069G00000011dtx

https://ellucian.force.com/clients/069G00000011e0k

https://ellucian.force.com/clients/069G00000011dxa

https://ellucian.force.com/clients/069G00000011dwn

https://ellucian.force.com/clients/069G00000011dxf

https://ellucian.force.com/clients/069G00000011dxk

https://ellucian.force.com/clients/069G00000011dte

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Setting up Demographics codes and parameters

“Demographics Codes” on page 14

“Set Up Demographics Parameters” on page 25

Getting Started with Colleague Student

Detailed information about each Colleague subroutine, file, field, form, procedure, validation code, list specification, and batch process

Technical documentation

Known problems and bugs Saleforce


11ing Demographics | Introduction

https://ellucian.force.com/clients/069G00000011dti

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The Demographics Module

The Demographics module is a part of the Colleague Core. The Demographics module improves your institution’s ability to add and maintain demographic information about individuals and organizations.

Colleague

Colleague is an administrative software solution, designed to support every aspect of an institution from student services and financial management to human resources. All four of Colleague’s applications rely on the Demographics module:

• The Core application is at the center of Colleague, providing a central location for information and processing rules used throughout Colleague.

• Colleague Student provides an automated administrative solution for all aspects of student services provided by your institution.

• Colleague HR focuses on your institution’s employees, and helps you take a proactive role in planning for tomorrow’s needs and today’s demands.

• Colleague Finance helps your institution’s financial office keep pace with the changing nature of your industry, as well as prepare for your institution’s financial future.

The Core application

The Core application is divided into seven modules. Of these modules, the Demographics module is the most widely used and shared module in Colleague. All other applications and modules depend on the information you record in the Demographics module.

The Demographics module

The Core Demographics module maintains all of the demographic information for Ellucian’s applications. Each application divides demographic information into two primary areas (person demographics and organization demographics) that can be tailored to meet the specific requirements of your institution.

Person demographics includes data about applicants, students, and alumni, and is used throughout Ellucian’s applications. Within person demographics, your institution can enter and maintain biographical, address, academic, employment, relation, and emergency information.

12ing Demographics | The Demographics Module

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Corporation demographics includes data about corporations and organizations, as well as individuals who are incorporated. Within organization demographics, your institution can enter and maintain detailed corporate profiles, including information about subsidiaries, branches, employees, addresses, industry class, and much more. Organization demographics also allows your institution to enter and maintain information about secondary and post-secondary institutions, including institution type, primary contacts, transfer evaluations, and FICE or CEEB numbers. With the Demographics module, you can do the following:

• Add and update personal information.

• Record information about academic history, credentials, relationships, divorces, and deaths.

• Convert a person’s record to an organization record and an organization’s record to a person record.

• Add and maintain corporation and institution information.

• Add and maintain employment data.1

Colleague and the Demographics module

There are many ways to set up access to Colleague, and the setup at your institution may differ from that at another institution. Because of these differences, Ellucian does not provide procedures for accessing Colleague. Your supervisor or system administrator should provide you with your Colleague login ID, password, and step-by-step instructions for accessing the application.

When in Colleague, you can access forms in the Demographics module. See the Guide to User Interfaces manual for information about accessing a form and navigating around a form.

Your system administrator can set up Colleague to restrict access to certain parts of the system for each user. If you find that you cannot access a form that you need to perform your work, see your supervisor or system administrator.

1.Should not be confused with information recorded in the Human Resources application.

13ing Demographics | The Demographics Module



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Demographics Codes

This chapter provides information on how to use and define the different demographics codes in Colleague.

A code is a character or group of characters (alphabetic, numeric, or combined alpha and numeric) used to represent a piece, or pieces, of related information. Codes provide a short cut method for handling data because you can group together many pieces of information under one code and a simple one- or two-character abbreviation may represent a much larger body of information.

Codes are also extremely helpful in standardizing data entry, providing the following advantages:

• establish standard values for certain data elements, thereby ensuring consistent data entry

• increase data entry efficiency and speed

• limit the valid responses a user has for data entry

• simplify data entry by storing several related pieces of information in a single code that can be added to a record in one step

Codes are used throughout the Core System. Table 1 contains a list and description of all code within the Core System (CORE) application. All of the modules within the application, and the abbreviations for the other applications, are listed across the top of the table. An alphabetical list of all the codes in the Core System are along the side of the table. Note that this table lists the actual file name for each code file and the record name for each code table. Beneath each code name is the mnemonic of the form used to maintain the code.

The modules that use each code are marked with an open box (o). The modules from which you may maintain each code are marked with a shaded box (n).

Table 1: Codes Included in the CORE Application

Code Name

Core System Modules Other Applications

AE CC DM FP SC ST CF HR FR

ADDRESS.CHANGE.SOURCES(CORE.VALCODES)

n

ADDRESS.HIERARCHY.TYPES(CORE.VALCODES)

n

ADDRESS.ROUTE.CODES(CORE.VALCODES)

n

ADREL.STATUSES(CORE.VALCODES)

n

14ing Demographics | Demographics Codes

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ADREL.TYPES(CORE.VALCODES)

n

CHAPTERS n

COUNTIES n

CORP.TYPES n

COUNTRIES n

DENOMINATIONS n

DEPTS o

DIVISIONS o

EQUIPMENT o

ETHNICS o

INST.TITLES o

INST.TYPES(CORE.VALCODES)

n

LOCATIONS o

MAIL.RULES(CORE.VALCODES)

n o

MARITAL.STATUSES(CORE.VALCODES)

n

NAME.ADDR.HIERARCHY n

NAME.HIERARCHY.TYPES(CORE.VALCODES)

o

OCCUPATIONS n

OTHER.CCDS o

OTHER.DEGREES o

OTHER.DIVISIONS o

OTHER.LOCATIONS o

OTHER.MAJORS o

OTHER.MINORS o

PERSONAL.STATUSES(CORE.VALCODES)

n

Table 1: Codes Included in the CORE Application (continued)

Code Name




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PERSON.ORIGIN.CODES(CORE.VALCODES)

n

PHONE.TYPES(CORE.VALCODES)

n

PREFIXES(CORE.VALCODES)

n

REUNION.CLASSES n

SCHOOLS o

SOURCES(CORE.VALCODES)

n

STATES n

SUFFIXES(CORE.VALCODES)

n

TIME.ZONES(CORE.VALCODES)

n

ZIP.CODE.XLAT o

Table 1: Codes Included in the CORE Application (continued)

Code Name




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Codes Defined in the Demographics Module

None of the Core System codes are defined within the Demographics module. Most of these codes are defined using the Core Parameter Definition forms and used throughout all modules, including the modules in Colleague Advancement, Colleague Finance, Colleague Human Resources, and Colleague Student.

Codes used in the Demographics module

The following code files and tables are used to validate fields on forms in the Demographics module.

Address status codes

Address status codes describe the status of an address, such as current or former. These address status codes are user-defined, but they use special processing codes to indicate how the system handles the address, as indicated below.

When you mark an address with a status that uses special processing codes of “Former,” the address is processed like a move or change of address. Address status codes are maintained on the Validation Codes (VAL) form. These codes are stored as ADREL.STATUSES in the CORE.VALCODES file.

Table 2: Address Status Codes

Special Processing Code Description

1 Current

2 Former

3 Last Known

4 Pending

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Address types

Address types identify various types of addresses, such as home or business. These codes use sequence numbers as special processing codes to determine how the addresses are handled as listed below.

Address types are maintained on the Validation Codes (VAL) form. These codes are stored as ADREL.TYPES on the CORE.VALCODES file.

Note: The delivered codes of “H” and “B” should not be modified. Functionality in Colleague relies on these two codes and modification of these codes, including moving their position in the validation code table, could result in the selection of an incorrect address.

Address change source codes

Address Change Source codes identify the source of information used when changing an individual’s address information. If this optional validation code table is activated, you must enter a source code when changing an address. Address Change Source codes are maintained on the Validation Codes (VAL) form. These codes are stored as ADDRESS.CHANGE.SOURCES in the CORE.VALCODES file.

Address route codes

Address route codes represent options for sorting and targeting mass mailings. They are built based on groups of zip codes in a specific region. Address route codes are maintained on the Validation Codes (VAL) form. These codes are stored as ADDRESS.ROUTE.CODES in the CORE.VALCODES file.

Chapter codes

Chapter codes represent specific chapters of national organizations. Chapter codes are maintained on the Chapters Definition (CHP) form. These codes are stored in the CHAPTERS file.

Table 3: Address Types

Special Processing Code Description

1 Home

2 Business

3 Web Address (address obtained through the Web)

7 Correction


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Country codes

Country codes represent various countries throughout the world. They are used to specify information from countries other than your home country. Country codes are maintained on the Countries Definition (CTRY) form. These codes are stored in the COUNTRIES file.

County codes

County codes represent counties or regions within states. These codes are cross-referenced to zip codes. When you enter a zip code, the system automatically finds the appropriate county code for that zip code if the link is defined. County codes are maintained on the Counties Definition (CNTY) form. These codes are stored in the COUNTIES file.

Ethnics codes

These codes, together with the Races codes, determine the person's race/ethnicity category for regulatory reporting, such as the IPEDS survey. Specifically, these codes are used to validate the Ethnics field, which answers the question “Are you Hispanic or Latino?” Ellucian delivers the following ethnic codes, which may be modified to meet your institution’s needs.

These codes can be modified, and additional codes can be added, but each code must have one of these special processing codes.

Ethnic codes are maintained on the Validation Codes (VAL) form. These codes are stored as PERSON.ETHNICS in the CORE.VALCODES file.

Formatted name types

Formatted name type codes represent your name types when you create name and address hierarchies. In the first special processing column for each formatted name type code, enter Y if you want to use soundex or indexing for this name type. Enter N or leave this field blank if you do not want to use soundex or indexing for this name type. In the second special processing column for each formatted name type code, enter a number to indicate the length (in number of characters) to allow for this name type during data entry.

Formatted name type codes are maintained on the Validation Codes (VAL) form. These codes are stored as FORMATTED.NAME.TYPES in the CORE.VALCODES file.

Table 4: Ethnic Codes

Code DescriptionSpecial Processing

Code

HIS Hispanic/Latino H

NHS Non-Hispanic/Latino N


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Interests

Interests codes represent the things that a person has an interest in doing. For example, a person may be interested in photography, football, or the theatre. The interest codes are defined on the Interests (INTR) form. These codes are stored in the INTERESTS file.

Mail rule codes

Mail rules identify the mailings that should either be received by or restricted from an individual or an address. Mail rules are maintained on the Validation Codes (VAL) form. These codes are stored as MAIL.RULES in the CORE.VALCODES file.

Marital status codes

Marital statuses describe the marital status of an individual, such as married or divorced. Marital statuses are maintained on the Validation Codes (VAL) form. These codes are stored in the MARITAL.STATUSES record of the CORE.VALCODES file.

Occupation codes

Occupations codes identify different occupation types. These codes are defined on the Occupations (OCC) form. These codes are stored in the OCCUPATIONS file.

Office codes

Office codes identify the office or offices that an individual staff member belongs to. The system uses the office code information associated with an individual staff member to identify whether that individual has access to office-specific information. For example, in the Communications Management module, office codes identify which offices can use specific document codes. Individuals who are not assigned to an office cannot use that office’s document codes. Office codes are maintained on the Validation Codes (VAL) form. These codes are stored as OFFICE.CODES in the CORE.VALCODES file.

Personal status codes

Personal status codes define the status of an individual’s record, such as active or deceased. Personal status codes are maintained on the Validation Codes (VAL) form. These codes are stored as PERSONAL.STATUSES in the CORE.VALCODES file.


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Person origin codes

Person origin codes indicate how a person first made contact with the institution. Examples of origin codes are alumni, mailing list, and registrars office.Person origin codes are maintained on the Validation Codes (VAL) form. These codes are stored as PERSON.ORIGIN.CODES in the CORE.VALCODES file.

Phone type codes

Phone types define the various types of telephone numbers, such as business, fax, or home. Phone types can be associated either with a place (such as home or business) or with a person (such as a car phone or portable phone). The following types of phone type codes require special processing codes so that the appropriate phone number is displayed in header blocks, on forms, and on reports.

• your institution’s primary business phone type code must have a special processing code of “B” (special processing field 2)

• your institution’s primary home phone type code must have a special processing code of “H” (special processing field 2)

• your institution’s primary personal phone type code must have a special processing code of “P” (special processing field 1)

Phone types are maintained on the Validation Codes (VAL) form. These codes are stored as PHONE.TYPES in the CORE.VALCODES file.

Prefix codes

Prefixes for individuals’ names, such as Mr. or Mrs., are defined as codes to standardize the way they are stored in the database. If a prefix code is specific to a gender, you can specify the gender as “M” or “F.” With this specification, the system can determine the sex of the individual when you enter a prefix (if the prefix is gender-specific).

Prefixes are maintained on the Prefix and Suffix Definition (PPS) form. These codes are stored as PREFIXES in the CORE.VALCODES file.

Privacy codes

Privacy codes identify the various levels of privacy warning messages that your institution uses. These codes are linked to warning messages defined on the Person Privacy Warnings (PID5) form. You may want to define privacy codes related to specific pieces of restricted information, such as grades, addresses, telephone numbers, or inclusion in the campus telephone directory.Privacy codes are associated to individuals on the Biographic Information (BIO) form. When a user looks up an individual, the system compares the individual’s privacy code to staff members level of privacy access to determine whether the staff member can access the individual’s record or release specific information about the individual.


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Privacy codes are maintained on the Validation Codes (VAL) form. These codes are stored as PRIVACY.CODES in the CORE.VALCODES file.

Other awards codes

Other awards codes identify the awards a person receives. For example awards could include pageant winners, employee of the moth, or Olympic medalists. Award codes are assigned to individuals on the Interests and Achievements (INAA) form.

Other awards codes are defined on the Other Awards Code Maintenance (OTAW) form.

Other award code types

Other awards code types categorize and describe the type of award code your institution uses. The type is linked to an other award code on the Other Awards Code Maintenance (OTAW) form. You may want to define the types related to categories of awards, such as humanitarian, athletic, or professional.

Other awards code types are maintained on the Validation Codes (VAL) form. These codes are stored as OTHER.AWARDS.CODES.TYPES in the CORE.VALCODES file.

Races codes

These codes, together with the Ethnics codes, determine the person's race/ethnicity category for regulatory reporting, such as the IPEDS survey. Specifically, these codes are used to validate the Races field. Ellucian delivers the following race codes, which may be modified to meet your institution’s needs.

These codes can be modified, and additional codes can be added, but each code must have one of these special processing codes.

Race codes are maintained on the Validation Codes (VAL) form. These codes are stored as PERSON.RACE in the CORE.VALCODES file.

Table 5: Race Codes


Code

AN American/Alaska Native 1

AS Asian 2

BL Black or African American 3

HP Hawaiian/Pacific Islander 4

WH White 5


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Relation type codes

Relation type codes identify the relationship between individuals and organizations. Relation type codes do not represent a gender. Each relation type has a generic description and may have a gender-specific description as well.

Relation type codes are maintained on the Relation Type (RELT) form.

Source codes

Source codes describe a person’s relationship to your institution. Examples of sources include alumni, friends, parents, or organizations. These codes are used for CFAE (Council for Aid to Education) reporting.

Source codes are maintained on the Validation Codes (VAL) form. These codes are stored as SOURCES in the CORE.VALCODES file.

Staff status codes

Staff status codes identify the status of staff members and volunteers at your institution. Typical staff statuses include current and former.

Staff status codes are maintained on the Validation Codes (VAL) form. These codes are stored as STAFF.STATUSES in the CORE.VALCODES file.

Staff type codes

Staff type codes identify groups of staff members at your institution. Examples of staff types could include staff members, volunteers, consultants, counselors, and advisors.

Staff type codes are maintained on the Validation Codes (VAL) form. These codes are stored as STAFF.TYPES in the CORE.VALCODES file.

Suffix codes

Suffixes for individuals’ names, such as Jr. or III, are defined as codes to standardize the way they are stored in the database.

Suffixes are maintained on the Prefix and Suffix Definition (PPS) form. These codes are stored as SUFFIXES in the CORE.VALCODES file.

Time zone codes

Time zone codes identify international time zones for addresses or phone numbers. Time zone codes are maintained on the Validation Codes (VAL) form. These codes are stored


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as TIME.ZONES in the CORE.VALCODES file. Time zone codes use special processing to calculate the relative difference (in hours) between your time zone and the time zone that the code identifies. Use a positive or negative number to indicate the difference between the two time zones.

Vocation codes

Vocation codes identify different types of vocations. These codes are defined on the Vocations (VOC) form. These codes are stored in the VOCATIONS file.

Define demographics codes

Complete the following steps to define Demographics codes:

1. Understand the different Demographics codes and how they are defined. Read “Codes used in the Demographics module” on page 17

2. Complete the worksheets for each code. Remember that code setup is a process that involves all offices within the institution who will use those codes.

3. Define each code.

• Use the form indicated in the description of each code to define that code.

• For codes defined using the Validation Codes (VAL) form, be sure to access the form from within the Core application.Getting Started


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Set Up Demographics Parameters

This chapter provides information and procedures for setting up demographics parameters.

Before you begin

These tasks that must be complete before you can continue with the procedures in this chapter.

Demographics parameters

Some of the parameters defined in the Core System affect the way that demographics-related data is stored, accessed, and maintained. The parameters that affect demographics include privacy warning messages for demographic information, record ID and LookUp parameters, and codes used for vocations, offices, occupations, and ethnic and race origins.

Each of the parameters is maintained on a separate form. Step-by-step procedures for maintaining these parameters are included later in this chapter. You should set up these parameters before using Colleague.

Staff setup

To take advantage of many of the privacy and security features available within the system, all staff members using the software must be defined within the system both with PERSON records and with STAFF records. STAFF records associate your staff members with particular offices, privacy levels, correspondence, and address security. Staff records are created for existing PERSON records on the Staff and Volunteers (SVM) form.

Table 6: Before You Begin

Task Reference

Ensure you have the appropriate security access to the forms used to define demographics-related parameters.

See your system administrator.

Set Record ID and LookUp parameters. Getting Started with Colleague Core

Set Address processing options.

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Address security

You can secure addresses from unauthorized updates based on the address type. You can set up address security for individual staff members or by office codes. For address security for individual staff members, you can list the address types that the staff member can update. For address security based on office codes, you can link address types to office codes.

Address security prevents unauthorized changes to addresses, but all users can see any address type if it is used in an address hierarchy, displayed on the Address Summary (ADSU) form, appears in the header block, or is the preferred address.

Use the Address Record Security (ADRS) form to secure addresses by office codes. Use the Staff and Volunteers (SVM) form to secure addresses on an individual basis.

Privacy warning messages

Privacy warning messages work with your existing privacy settings, which use record-level security to restrict access to some or all information about individuals in your database for unauthorized users. You can define privacy messages that appear during login, reminder messages to appear when authorized users access restricted information, or a generic error message that is displayed when an unauthorized user attempts to access restricted information. Reminder messages are linked to the privacy codes defined in the PRIVACY.CODES validation code table.

Privacy warning messages are defined on the Person Privacy Warnings (PID5).

ID and LookUp parameters

Most of the record ID and LookUp parameters used in your system are defined during system installation and setup. Some of the most common ID and LookUp parameters include defining how IDs are assigned, defining how records are indexed, and defining length limits for individual and organization record IDs.

These parameters should be finalized before using Colleague for live processing. Record ID and LookUp parameters are defined on the ID and LookUp Parameters (PID2) form.

Address processing options

The address processing options used in your system can be defined during system installation and setup.These parameters should be finalized before using Colleague for live processing. Address processing options are defined on the Address Processing Options (ADRO) form.


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Demographics-related codes

Several codes should be defined for use in the Demographics module. Before you add personal and employment-related information, be sure to define the following codes in the Core System:

• Vocations

• Occupations

• Offices

• Ethnics

• Races

• Privacy codes

• Staff Statuses

• Staff Types

See “Demographics Codes” on page 14 for step-by-step procedures for defining codes.

Define privacy warning messages

Complete the following steps to define privacy warning messages.

1. Review your institution’s privacy settings and rules related to privacy. Work with all of your institution’s implementation representatives to determine these settings and rules.

2. Define the privacy codes that you want to use at your institution.

3. Access and complete the Person Privacy Warnings (PID5) form to define the privacy-related warning messages that you want to use. Create a warning message for each privacy code used.

4. Save the record.

Define staff and volunteers

Complete the following steps to define staff members and volunteers in your system.

This procedure assumes that PERSON records already exist for your staff members and volunteers. If you need to add PERSON records, see “Add and Update a Person’s Information” on page 38.

If you want to define address security for individuals (and you have already defined address types and decided which address types each person can update) you can enter


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that information when you create the staff records. See “Define address security: individual mode” on page 28 for more information.

1. Determine the following information for each staff member or volunteer that you want to define:

• Staff Code (usually initials).

• Operator ID for this person, if you defined one on the Operator Definition (SOD) form.

• Office(s) in which this person works.

• Privacy level of access for this person.

Work with all of your institution’s implementation representatives to compile this information.

2. Define the following codes:

• Office codes

• Privacy codes

• Staff Type codes

• Staff Status codes

3. Access and complete the Staff and Volunteers (SVM) form to create STAFF records for each staff member and volunteer.

• To link this person to one or more offices and take advantage of office level security, list the offices in which this staff member works in the Office Codes field.

• To restrict the information that a person can access about a student or other individual based on privacy settings, enter the privacy codes corresponding to the level of privacy that this user can access in the Privacy Access field.

4. Save the record.

Define address security: individual mode

Complete the following steps to define address security for your institution for individual staff members. You can define address security for individual staff members when you create the staff records or at a later date.

To define address security based on office codes, see “Define address security by office code” on page 29.

1. Define the address types that you want to use at your institution.

2. Determine the address types that each staff member can update. Work with all of your institution’s implementation representatives to compile this information.

3. On the Staff and Volunteers (SVM) form, access a staff record for which you want to define address security.


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4. In the Address Security Overrides field, list the address types that this staff member can update.

5. Save the record.

Define address security by office code

Complete the following steps to define address security based on office codes.

To define address security for individual staff members, see “Define address security: individual mode” on page 28.

1. Define the address types that you want to use at your institution.

2. Determine the address types that each office can update. Work with all of your institution’s implementation representatives to compile this information. All staff members associated to an office can update the address types defined for that office.

3. Access and complete the Address Record Security (ADRS) form.

• For each office code, list the address types that members of this office can update.

• If an office can update more than one address type, list the office code again and associate it with an additional address type.

4. Save the record.

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Name and Address Hierarchies

This chapter provides information and procedures about setting up name and address hierarchies in Colleague.

Name and address hierarchies let you specify alternate names or addresses to use during some processes. For example, if an individual or an organization uses a separate name or address for accounts receivables correspondence, you can set up a hierarchy that searches for and uses accounts receivable (AR) name and address types if they exist for a record during processing.

You can set up complex hierarchies that have many levels. In this example, you can set up the hierarchy to use another name and address type if the AR name/address type does not exist for a record. You can list many name/address types for a particular hierarchy, and the system will search each record for that type and use the first one it finds. If the list is exhausted and none of the types are found, the system uses the preferred name and address as the default.

Before you begin

The procedures in this chapter assume that you have the appropriate security access to the forms used to define name and address hierarchies. If you do not have the appropriate level of security to access the forms discussed in this chapter, see your supervisor or your system administrator.

High-level steps to set up name and address hierarchies

There are several high-level steps involved in setting up name and address hierarchies. Each of the following steps is covered in more detail later in this chapter.

1. Define the name and address type codes that you want to use for each hierarchy that you plan to build. See “Create name and address type codes” on page 32.

2. Associate the type codes to name and address records. See “Associate name type codes to names” on page 33 and “Associate address type codes to addresses” on page 33.

3. Customize the Ellucian-provided hierarchies or create new ones as needed. The hierarchies specify the order of the name and address types that the system searches for and uses during processing. See “Modify Ellucian-provided hierarchies” on page 34 and “Create custom hierarchies” on page 34.

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4. For user-created hierarchies, specify the hierarchy on the appropriate form. See “Use specific hierarchies” on page 35.

When these setup steps are complete, the name and address hierarchies will be used automatically during any process that uses the hierarchies.

Name and address type codes

Name and Address type codes are defined using validation code tables in the Core application. Name type codes are defined in the FORMATTED.NAME.TYPES validation code table. Address type codes are defined in the ADREL.TYPES validation code table.

Address Type codes use special processing for some special address types, such as the codes used for home addresses, or the code used for an address correction. For more information about address types, see ““Maintain Addresses” on page 99.

For additional information about name and address type codes, see “Demographics Codes” on page 14.

Ellucian-provided hierarchies

Several default hierarchies are provided for use in specific processes. These hierarchies can be modified to suit your institution’s needs. The Ellucian-provided hierarchies are listed and described in table .

Table 7: Ellucian-Provided Hierarchies

Hierarchy Name Where Used

AP.CHECK Accounts Payable module check printing/voucher routines

AR Accounts Receivable module voucher printing routines

BUSINESS Communications Management module mail routines

FAC.OFFICE Faculty module print routines

HR.W2 Payroll module routines

LENDER

LOCAL Communications Management module mail routines

MAIL Communications Management module mail routines

PAYCHECK Paycheck printing routines

PB

PERSONAL Registration module routines1

PO Purchasing module routines


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Customized hierarchies

In addition to the Ellucian-provided hierarchies, you can create your own customized hierarchies for use in other processes. Many label and batch processes provide an option for using a customized hierarchy. The forms for these processes include a field where you can specify the name of the customized hierarchy that you want to use.

Testing your hierarchies

You should test all of your hierarchies to be sure that they work as you expect them to. When you modify or create a hierarchy, run a test sample of the process or report to make sure you get the results you anticipated.

Create name and address type codes

Name type codes are defined in the FORMATTED.NAME.TYPES validation code table (in the Core application). Address type codes are defined in the ADREL.TYPES validation code table (in the Core application). For step-by-step procedures for creating or modifying these codes, see “Set Up Demographics Parameters” on page 25.

PREFERRED Overall default hierarchy used unless another hierarchy can be specified

SPECIAL

TN99 Payroll and Accounts Payable module routines

VENDOR Vendor forms and batch process routines in Accounts Payable and Payroll modules

1.The top level address type in this hierarchy must be “PR” (preferred residence).

Note: These hierarchy records must exist, even if they do not specify a hierarchy. Do not delete these hierarchy records.

Table 7: Ellucian-Provided Hierarchies (continued)

Hierarchy Name Where Used


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Create and maintain hierarchies

Use the Name and Address Hierarchy (NAHM) form to view and maintain name, address, and e-mail hierarchy search records. Processes use these records to decide which name should be used or displayed. Name hierarchies are used for displaying header blocks, printing checks, printing mailing labels, and defaulting data into screens.

Your institution can modify the Ellucian-provided name, address, and e-mail hierarchies. You can also add your own name, address, and e-mail hierarchies for use by your institution.

Warning! Do not delete the Ellucian-provided name, address, and email hierarchies.

Associate name type codes to names

Complete the following steps to associate formatted name type codes to person records. The formatted name type codes must already be created. For more information about creating formatted type codes see “Set Up Demographics Parameters” on page 25.

1. Access the Formatted Names (FNM) form.

2. Enter the individual’s or organization’s ID or identifying information in the “Organization/Person LookUp” field.

3. Select the name type code from the “Formatted Names Type” field that you want to associate a name to.

4. Enter the name in the “Name” field that you want to display when using the name type code you selected. For example, if you have a record for a person named “John Smith” and you want to print checks for that person using the name “Jonathan B. Smith,” associate the check name with the formatted name type code for checks.

5. Save the record.

Associate address type codes to addresses

Complete the following steps to associate address type codes to address records.The address type codes must already be created. For more information about creating formatted type codes see “Set Up Demographics Parameters” on page 25.

1. Access the appropriate form for each ADDRESS record that you want to mark as a specific address type.

• For individual’s addresses, use the Addresses (ADR) form.

• For corporate addresses, use the Organization Profiles (ORGP) form.


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If you want to add a new address, see “Add an address record” on page 99. When you add the new address, you can mark it with an address type as described below.

2. Go to the Address Type field.

3. Enter the address type code that you want to use for this address. Address type codes can also be used to correct or delete an address. Some of these address types use special processing codes. For more information about maintaining address types, see ““Maintain Addresses” on page 99.

4. Save the record.

Modify Ellucian-provided hierarchies

Complete the following steps to modify the Ellucian-provided hierarchies.

1. Understand name and address hierarchies. See “Demographics parameters” on page 25 for more information.

2. Access the Ellucian-provided hierarchy that you want to modify from the Name and Address Hierarchy (NAHM) form. See Table 7 on page 31 for a list of Ellucian-provided hierarchy records.

3. Enter the hierarchy of codes that you want to use for names and addresses by entering the formatted name type codes and address type codes in the fields indicated.

4. Save the record.

Create custom hierarchies

Complete the following steps to create your own custom hierarchies.

1. Understand name and address hierarchies.See “Demographics parameters” on page 25 for more information.

2. Access the Name and Address Hierarchy (NAHM) form and create a new record. The hierarchy record you create cannot be named the same as a Ellucian-provided hierarchy. See Table 7 on page 31 for a list of Ellucian-provided hierarchy records.

3. Enter the hierarchy of codes that you want to use for names and addresses by entering the formatted name type codes and address type codes in the fields indicated.

4. Save the record.


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Use specific hierarchies

Many label and batch processes provide an option for using a specific hierarchy. The forms for these processes include a field where you can specify the name of the customized hierarchy that you want to use. When you enter the name of a hierarchy in the appropriate field, these processes use your hierarchy automatically.


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Set Up Chapters

This chapter provides information and procedures about setting up chapter parameters and assigning a chapter to persons in Colleague.

In Colleague chapters codes are used to indicate to which chapters of national organizations a person belongs. Chapters in Colleague are tied to a zip code. A person can be in multiple chapters because a person can have multiple addresses, and there can be multiple chapters on each address. The chapter codes are stored in ADDR.CHAPTERS, a data field in the person file that is associated to the person's addresses. Thus, if a manual override is done on ADR, it applies only to that person and not to everyone at the same address. ADDR.CHAPTERS is subvalued so it can accommodate multiple chapters for the same person/address combination.

Colleague enables you to create chapters, associate chapters with rules, and assign chapters to selected persons or batch of persons. The Person Chapter Assign. Parms. (CHPP) form allows you to assign specific rules to the chapters that you created on the Chapters (CHP) form. You can use these rules later for an automatic batch assignment of persons to chapters on the Chapter Assignment (CHPA) form.

Before you begin

The procedures in this chapter assume that you have already setup the chapter codes using the Chapters (CHP) form. For information about CHP, see the online help for the form.

Assign rules to chapters

Use the Person Chapter Assign. Parms. (CHPP) form to assign specific rules to the chapters that you created on the Chapters (CHP) form. You can use these rules later for an automatic batch assignment of persons to chapters on the Chapter Assignment (CHPA) form. For example, you may need to assign a specific chapter to a person because the person lives at a particular zip code and also has a source of Alumni.

Follow the steps below to assign rules to chapters to be used later for automated chapter assignment.

1. Access the Person Chapter Assign. Parms. (CHPP) form.

2. Enter the rules for the associated chapters, as required.

3. Update out of CHPP.

After you assign rules to chapters on CHPP you can assign those chapters to persons who pass the associated rules during the evaluation. To assign the chapters that use the

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rules entered on CHPP, use CHPA. Colleague will associate a person to a chapter for each rule listed on CHPP that evaluates to true. You can also manually assign the chapters using the Chapters field on the Additional Demographics (DADD) form.

You may repeat the use of a rule to assign more than one chapter to a person based on that rule being true. You may also create more than one rule that is used to assign a single chapter to more than one person.

Assign chapters

Use the Chapter Assignment (CHPA) form to automatically assign chapters in a batch. This process assigns the chapters with which a person is directly associated.

This process does not assign the address-based chapters.

Follow the steps below to automatically assign chapters.

1. Access the Chapter Assignment (CHPA) form.

2. In the Use Rules field, indicate whether or not you want to use rules associated with the chapters.

3. In the Clear Manual Chapters field, indicate whether or not you want to clear the manually assigned chapters.

4. Enter additional information such as saved list name, sources, mail codes, and additional selection criteria, as required.

5. Update out of CHPA.

Using CHPA you can either assign the chapters using the rules associated with the chapter or assign a specific chapter without using any rules. Use the Person Chapter Assign. Parms. (CHPP) form to define the chapter rules used for batch assignment. If you assign a specific chapter without using rules, it is considered a manual update.

Additionally, you may manually assign the chapter on the Additional Demographics (DADD) form.

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Add and Update a Person’s Information

This chapter provides information about adding and updating personal information to your database.

Before you begin

Before you add a new person, you should:

• Become familiar with your institution’s specific use of the Name and Address Entry (NAE) form.

• Become familiar with your institution’s policies and procedures for adding records to the database and checking for duplicate records.

• Review “Name and address entry” on page 38.

Name and address entry

Use the Name and Address Entry (NAE) form to quickly add a person’s name and preferred residence information to your database.

Add a person

Follow the steps below to enter information about a person who does not already exist in your database.

1. Access the Name and Address Entry (NAE) form.

2. At the Person LookUp, enter the name of the person. Because duplicate records can cause serious problems for your institution, you must thoroughly search the database for an existing record for a person before you add a new record. Use Person LookUp and carefully follow your institution’s procedures for preventing duplicate records.

3. Enter the demographic information according to the guidelines defined by your institution.

4. Save your entries on NAE.

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Update a person’s data

Follow the procedures below to update information for an existing person record.

This procedure assumes that the person whose information you want to update or change already has an existing record in your database. For a procedure for adding a person’s record to the database, see “Add and Update a Person’s Information” on page 38.

1. Access the Name and Address Entry (NAE) form.

2. At the Person LookUp, select the person whose information you want to maintain. Enter the Person ID if you know it, or use LookUp to locate the correct person in the database.

3. Update any necessary information for this person. Additional demographic information is maintained on other forms. See Table 8 on page 39 for more information about these other forms and the additional data you can record for an individual. If necessary, you may need to access another form to record additional demographic information.

If you change address information and your institution uses address change source codes, you must enter a code in the Change Source field to indicate the source of information used when updating the address.

Be aware that NAE shows only the preferred residence. To update other addresses for this individual, use the Person Addresses (ADR) form.

If you want to make another residence the preferred address for this individual, see “Update the preferred address” on page 100.

4. Save the record.

Table 8 lists forms you can use to add or maintain other information about a person.

Table 8: Additional Forms to Supplement NAE Information

Form Purpose

Person Addresses (ADR) Maintain address records and indicates the preferred residence.

Biographic Information (BIO) Maintain additional detailed name and other demographic data, including privacy settings.

Employment Information (EMPL)

View and maintain employment information for a person.

Foreign Person Information (FINF)

Maintain information about a foreign person, including alien status, birth country, and native language.

Emergency Information (EMER) Maintain emergency information.

Additional Demographics (DADD)

Maintain additional detailed demographic data about an individual’s occupation, disabilities/special needs, immigration information, and veteran and selective service information.


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Zip code cross-references

To speed up data entry for the CSZ (city, state, zip) group in addresses, the Core System creates a cross-reference that links a specific zip code with a specific city and state.

When you go to the City field of the CSZ group, enter only the zip code for the address. If the zip code you enter has been cross-referenced, the system automatically fills in the city and state information. If the system has not yet created a cross-reference for the zip code you enter, then the zip code is moved to the Zip field, and you fill in the City and State fields. When you save the record, a zip code cross-reference is created in the ZIP.CODE.XLAT file. The next time the zip code is entered in an address field, its corresponding city and state are automatically filled in.

You can add new zip code cross-references and update or correct existing cross-references using the Postal Code Translation (PCDX) form.

Phone types

In the Core application you can store multiple phone numbers per address and per person. NAE maintains only the preferred address. Use the Person Addresses (ADR) form to maintain other addresses. You can designate each phone number entered as a specific type of phone in the Type field of the Phone/Ext/Ty group on NAE. Phone number types may include:

• H – Home

• B – Business

• C – Car or Cell Phone

• F – Fax

Phone types are stored in the PHONE.TYPES validation code table. Use the Validation Codes (VAL) form in the Core application to enter and maintain phone types.

Formatted Name (FNM) Maintain formatted names for a person and indicates the preferred name for specific instances, such as paychecks.

Person Contact Information (PCIN)

Maintain personal phone numbers, phone numbers associated with the address, and e-mail information.

Table 8: Additional Forms to Supplement NAE Information (continued)

Form Purpose


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Phone types: address-associated and personal

The Home, Business, and FAX phone number types are address-associated phone number types. That is, they are for phones that are plugged in at a specific address, rather than for phones that travel with a person, like a car phone. Address-associated phone numbers are stored in the Core application in specific address records, so when you change someone’s preferred address or when you use a seasonal address, you know which phone numbers go with that address. All persons at these addresses share the address-associated phone numbers.

The Car phone type is a personal phone number type. Personal phone number types are stored with general demographic information, and they are not associated with an address. Your system administrator can create additional personal phone types (like hand-carried or boat phone) if your institution needs to record this level of detail.

Phone types in the header block

If you want a specific type of home phone number to be displayed in header blocks that display a Home Phone, be sure that the phone number is the first Home-type phone to appear in the Phone/Ext/Ty group (at the top of the list of phone numbers) for the preferred address.

The same applies for displaying Work Phone in header blocks. Be sure that the number you want to display in the header block is the first of the Business-type phone numbers in the list for the business address.

Preferred addresses

A person’s preferred address is the mailing address to which all correspondence is sent, unless an address hierarchy is used to select an alternate address. The preferred residence differs from the preferred address in that the preferred residence is where the person lives; the preferred address is where the mail is sent. For example, some people may prefer to receive correspondence at their work address. You would then indicate the work address as the preferred address. Only one address can be flagged as the preferred address.

Because the Name and Address Entry (NAE) form accesses only the preferred residence, you can use it to quickly determine which address is the preferred residence. The address that appears in the Address field is the current preferred residence for the individual.

For a procedure for changing the preferred address, see “Update the preferred address” on page 100.


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The Change Source field on NAE is an optional field that your institution can use to record the source of an address change. If your institution does not record this level of detail, you can skip this field on the form or enter any free-form data in it.

If your institution does record this level of detail, you must enter one of the pre-defined codes for this field whenever you change an existing address. When you add a new person and record the preferred address for the first time, however, you do not have to enter a code in the Change Source field.

Check with your system administrator if you are not sure whether your institution uses these codes.


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Add Online Demographic Information

Use the Online Demographics (ODEM) form to maintain a person's online information in your database.

1. Access the Online Demographic (ODEM) form.

2. At the Person LookUp, enter the name of the person.

3. Enter the demographic information according to the guidelines defined by your institution.

4. Save your entries on ODEM.

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Record Relationships

This chapter provides procedures for recording person and organization relationships to other individuals and organizations in your database.

Before you begin

Before you add relationship information for individuals or organizations, those individuals or organizations must already be defined in the system. For details on adding an individual, see “Add and Update a Person’s Information” on page 38. For details about adding an organization, see “Add and Maintain Organization Information” beginning on page 90.

Before you add a new person or organization to your database, be sure that you follow your institution’s procedures for searching your database for duplicate records.

Relationships

You can record special relationships between individuals as well as organizations in Colleague Core. For an individual, these relationships include spousal, parent-child, sibling, step-sibling, in-law, and organization contact relationships. For an organization, these relationships include parent-subsidiary, foundation, affiliate, and contact relationships.

The relationships recorded in the Core System are reciprocal. That is, when you record one side of a relationship, the reciprocal relationship is automatically recorded. For example, if you mark one individual’s record as the parent of a second individual’s record, the second individual’s record is automatically marked as the child of the first individual’s record.

To the extent possible, a generic relationship is modified to reflect the gender of the individuals in the relationship. If you mark a female’s record as a parent to a male’s record, the female’s record is marked as “mother” (rather than “parent”) from the male record’s point of view. Similarly, the male record is marked as “son” (rather than “child”) from the female record’s point of view. If the gender of an individual is not recorded, the Core System retains the gender-neutral term for the relationship.

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Maintain relationships

Relationship codes and parameters are defined and maintained on the Relation Type (RELT) and Relation Parameters (RELP) forms. Using RELT you can define and maintain codes to identify the relationship between individuals and organizations. Using the RELP form you can designate relation types outside of the relation forms such as Person Relations (PREL) and Organization Relations (OREL).

Relationship information is recorded on the PREL, OREL, Relationships (RELE), Family Definition (FAMD), and Sibling Relationships Maint (SIBD) forms.

Using these forms, you can record an unlimited number of relationships for an individual or organization. PREL lets you maintain relationships for an individual. OREL lets you maintain relationships for an organization. RELE you can maintain general information about all the relationships. FAMD lets you relate various members of the family whenever a spouse or a child is added on PREL for an existing person. Use SIBD to maintain sibling relationships between the children of spouses.

Some of these forms use Ellucian’s Workflow Management System (WfMS). PREL and FAMD are part of the REL (Manage Person Relations) work flow, which is a Workflow Management System work flow in Colleague Core. For information about Ellucian’s Workflow Management System (WfMS), see the Workflow Management System documentation.

You can view a summary of relationships on the Relationship Summary (RELS) form. RELS displays summarized information about all the people or organizations related to the selected person or organization, with a specified relation type.

Define relation types codes

Use the Relation Type (RELT) form to define and maintain codes used to identify the relationship between individuals and organizations.

Relation types codes do not represent a gender. Each relation type has a generic description and may have a gender-specific description as well. Colleague translates and displays a gender-specific description of a relation type when it can determine the gender of the ID. Gender-specific descriptions may include relations such as mother, father, brother, sister, and spouse, depending on the genders of the people in the relationship. Relation type codes that support Organizational relationship as well as the relationship between an organization and a person do not have gender-specific descriptions.

Follow the steps below to define and maintain codes to identify the relation types between individuals and organizations.

1. Access the Relation Type (RELT) form. and when the Relation Type LookUp prompt appears, follow your institution’s policy for using LookUp to find or add a record. Any existing information for the selected record is displayed.

2. Update the information about the relation type, as needed.

3. Update out of RELT.


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Designate relation parameters

Use the Relation Parameters (RELP) form to designate additional relation types outside of the relation forms such as Person Relations (PREL) and Organization Relations (OREL). You can also use RELP to change relationships in the event of death or divorce.

Follow the steps below to add and maintain additional relation types.

1. Access the Relation Parameters (RELP) form.

2. Add or update the code and description for the specific relation types as required. A relation type cannot be entered in more than one field on this form.

3. Update out of RELP.

Maintain person relationships

Use the Person Relations (PREL) form to view and maintain information about people and organizations related to the selected person. This form provides a snapshot view of all relationship information entered in Colleague for a person, and enables you to add or remove a relationship.

Ellucian recommends that you always use the REL work flow to access PREL. The REL work flow uses PREL as the first form in the work flow.

The relationships established using PREL are reciprocal. When you associate a person or organization with the selected person, and then save the information, Colleague updates the records appropriately with the inverse relationship for all people and organizations involved.

When adding a new relationship for the selected person, you can add a new person or organization to Colleague if needed. If you are in one of the fields that calls for a Person record, Colleague opens the Name and Address Entry (NAE) form. See “Add and Update a Person’s Information” on page 38 for procedures on how to add a person to your database. If you are in the Organization field, Colleague opens the Organization Profiles (ORGP) form. See “Add and Maintain Organization Information” on page 90 for procedures on how to add an organization to your database.

If the Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

When you finish out of NAE or ORGP, Colleague opens the Relationships (RELE) form so you can establish the relationship between the person you selected on PREL and the person or organization you just added to the database.

Also, to maintain relationship between the selected person and the related person or organization already existing in Colleague, detail to RELE from the particular person or the organization on PREL. RELE is displayed below.


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Add spousal relationships

When you record marriage information for two individuals, you may enter this information through the Person Relations (PREL) form. When you relate a person as a spouse to the selected person and save the information, Colleague establishes a spousal relationship between the two persons unless one or both of the persons is already recorded as married.

When you add a spouse for the selected person on PREL Colleague opens the Relationships (RELE) form where you can confirm the spousal relationship and maintain additional relationships information. If you are adding a new person as a spouse, the Name and Address Entry (NAE) form is displayed. See “Set Up Chapters” on page 36 for procedures on how to add a person to your database. When you finish out of NAE, RELE is displayed.

When you finish your work on RELE Colleague returns you to PREL. After you update out of PREL you are taken to the Spouse Addresses (SPOA) form where you can maintain the preferred residence address for the two spouses that you just related on PREL. See “Maintain preferred residence address for spouses” on page 49 for information about maintaining spouse addresses. When you finish your work on SPOA Colleague displays the Family Definition (FAMD) form where you can maintain relationships between family members such as the spouse and the children of the selected person. See “Add members to a family” on page 49 for information about adding members to the family.

You can also access SPOA directly from the menu later. In that case, FAMD will not be displayed automatically when you update out of SPOA.

Follow the procedures below to record spousal information for an individual.

1. Read “Relationships” on page 44.

2. Access the REL work flow. Colleague displays Person Relations (PREL) form. Select the person for whom you want to record spousal information.

3. In the Spouse field enter the spouse for the selected person. Colleague automatically displays the Relationships (RELE) form where you can confirm the spousal relationship and maintain additional relationships information. If you add a new person as the spouse, the Name and Address Entry (NAE) form is displayed. See “Add and Update a Person’s Information” on page 38 for procedures on how to add a person to your database.

If the Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records. When you finish your work on NAE Colleague displays RELE.

Update out of RELE to return to PREL.

4. Update out of PREL to save the spousal relationship that you just added.

5. Complete SPOA as needed and update out of the form.

6. On FAMD maintain relationships between various members of the family as needed and save the information.


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Correct an accidentally recorded marriage

Follow the procedures below to correct a marriage that was recorded by mistake.


2. Access the REL work flow. Colleague displays Person Relations (PREL) form. Select one of the persons for whom you want to correct the marital information. When you access one of the married persons on PREL, the person’s spouse is displayed automatically. If the Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

3. From the Spouse field, detail to the Relationships (RELE) form.

4. Is the spousal relationship the only relationship between the two persons?

• No. Delete the spousal relationship row on RELE and update from the form. Colleague returns you to PREL. Continue with the next step.

• Yes. Cancel out from RELE. Colleague returns you to PREL. Delete the ID in the Spouse field. Continue with the next step.

5. Update from PREL.

6. Access the Biographic Information (BIO) form for each of these two persons. In the Mar Stat field change the marital status back to Single.

Record other relationships

Follow the procedures below to record other relationship information for an individual, such as parents, children, or organizations.


2. Access the REL work flow. Colleague displays the Person Relations (PREL) form. Select the person for whom you want to record relationship information.

If you need to add a new person, the Name and Address Entry (NAE) form is displayed. If the Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

3. Complete PREL for all relationships that you want to record.

If you need to add a new person as a relation for the selected person, NAE is displayed. If you need to add a new organization as a relation for the selected person, the Organization Profiles (ORGP) form is displayed.

If the Person or Organization Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records before adding a person or an organization.

To enter additional relationship information for any relationship, access the Relationships (RELE) form from the specific relationship record.

4. Save your work.


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Maintain preferred residence address for spouses

Use the Spouse Addresses (SPOA) form to maintain the preferred residence address for spouses. This form is automatically displayed by the REL work flow when you update out of the Person Relations (PREL) form after adding a spouse. You can also access SPOA form.

Before being related as spouses on PREL these two people may have been at different addresses, but after relating them on PREL you can use SPOA to set a preferred residence address for them.

SPOA appears whenever you add a spouse on PREL and update from the form. SPOA cannot be used for a person who does not have a spouse.

SPOA is also useful when you edit the preferred residence of one spouse, and householding of addresses is not enabled in the system. If householding is enabled, the system should automatically update the spouse's preferred residence, if it is the same as the preferred residence of the other spouse. SPOA is useful even if the person does not already exist in Colleague, because, when you enter a spouse on the Name and Address Entry (NAE) form you do not need to re-type the spouse’s preferred residence.

Follow the steps below to add or update the preferred residence address for spouses.

1. Access the Spouse Addresses (SPOA) form.

2. Enter the ID or the name of the person whose preferred residence address needs to be maintained on this form. You can also use the Person LookUp to search for the person’s record. If you are detailing to SPOA from another form, the ID and name of the person will already be displayed in the header. The preferred residence address and spouse information related to the person will be displayed.

3. Indicate the preferred residence address to be used for both spouses. Detail to the Person Addresses (ADR) form to maintain the address information, if required.

4. Update out of ADR and SPOA.

Add members to a family

Use the Family Definition (FAMD) form to relate various members of the family whenever a spouse is added or a child is added for an existing person on the Person Relations (PREL) form.

If the selected person has a spouse, you can relate that person’s children to the spouse and vice-versa, as required. You will be automatically taken to FAMD whenever you add a child or a spouse for an existing person on PREL, or you can directly access FAMD.

Follow the steps below to relate members of a family whenever you add a new member including a child or a spouse.


2. Access the Family Definition (FAMD) form.


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3. Enter the ID or the name of the person whose child or spouse is being related on this form. You can also use the Person LookUp to search for the person’s record. If you are detailing to FAMD from another form, the ID and name of the person will already be displayed in the header. The names of the children or the spouse related to the person in the header will be listed.

4. Relate the children to the spouse or detail to the Sibling Relationships Maint (SIBD) form to relate the children to each other, as required.

5. Update out of SIBD and FAMD.

Maintain sibling relationships

On the Sibling Relationship Maint (SIBD) form you can maintain sibling relationships between children of a person and children of the spouse, if present, listed on the Family Definition (FAMD) form. SIBD lets you add or maintain a sibling relationship for each child-to-child pair.

Follow the steps below to add and maintain sibling relationships.


2. Access the Sibling Relationship Maint (SIBD) form.

3. At the Person LookUp prompt enter the ID or the name of the person whose children are being related as siblings on this form. You can also use the Person LookUp to search for the person’s record.

4. Indicate whether you want to display only the unrelated pairs of children or all the pairs of children related to the person in the header and the spouse, if any. Information will be displayed accordingly.

5. Enter the sibling relationship type to relate the children, as required.

6. Update out of SIBD.

Maintain organization relationships

Use the Organization Relations (OREL) form to maintain and view information about organizations and people related to the selected organization. This form provides a snapshot view of all the relationships entered in Colleague for an organization, and enables you to add or remove a relationship.

Similar to the relations set up on the Person Relations (PREL) form, the relations set up on OREL are reciprocal. When you relate an organization or a person with the selected organization, and then save the information, Colleague updates the records appropriately for all organizations and persons involved.


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If your institution also uses Colleague Campus Organizations to manage a person’s affiliations, you will also update the information in Campus Organizations when you finish from OREL.

When adding a new relationship for the selected organization, you can add a new organization or person to Colleague if needed. If you are in one of the fields that calls for an organization record, Colleague opens the Organization Profiles (ORGP) form. See “Add and Maintain Organization Information” on page 90 for procedures on how to add an organization to your database. If you are in the Person field, Colleague opens the Name and Address Entry (NAE) form. See “Add and Update a Person’s Information” on page 38 for procedures on how to add a person to your database.

If the Organization or Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

When you finish out of ORGP or NAE, Colleague opens the Relationships (RELE) form so you can establish the relationship between the organization you selected on OREL and the person or organization you just added to the database.

Also, to maintain relationship between the selected organization and the related organization or person already existing in Colleague, detail to RELE from the particular organization or person on OREL.

Follow the steps below to view and maintain information about an organization’s relations.


2. Access the Organization Relations (OREL) form for the organization whose relationship information needs to be recorded.

If you need to add a new organization, the Organization Profiles (ORGP) form is displayed.

If the Organization Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

3. Complete OREL for all relationships as needed.

If you need to add a new organization as a relation for the selected organization, ORGP is displayed. If you need to add a new person as a relation for the selected organization, the Name and Address Entry (NAE) form is displayed.

If the Person or Organization Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records before adding a person or an organization.

To enter additional relationship information for any relationship, access the Relationships (RELE) form from the specific relationship record.

4. Save your work.


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View organization contact relationships

Use the Org Contact Relationships (OCNR) form to view information about an organization contact. Using this form you can view a snapshot of all the relationships between the person and the organization. You can access OCNR as part of the REL work flow. From an organization relationship record on the Person Relations (PREL) form detail to the Relationships (RELE) form, and from the organization contact record on RELE detail to OCNR.

From OCNR you can detail to the Organization Contact Detail (ORCD) form to maintain details of a particular contact relationship between the person and the selected organization. You can also use OCNR to delete an organization contact relationship.

View relations information

Use the Relations Inquiry (RELI) form to view the relations for the selected person or the organization. Using this form you can view all the people and organizations related to the person or the organization in the header, without any categorization.

Also, by entering a date range, you can view the relationships active during a certain time period.

View relationship summary

Use the Relationship Summary (RELS) form to view a summary of all relationships of the same type for a person or an organization. On RELS you can view summarized information about all the people or organizations related to the ID displayed in the header of the form, with a specified relation type.

From this form you can detail to the Relationships (RELE) or the Person Addresses (ADR) form to maintain information about each relationship.

Depending on whether you select a person or an organization at the LookUp prompt, the related information is displayed.

Note: Before entering the details on RELS, you must define the relation type on the Relation Type (RELT) form.

Follow the steps below to display and update information for an existing relationship summary record.

1. Access the Relationship Summary (RELS) form.

2. When the Person or Organization LookUp and Relation Type LookUp prompts appear, follow your institution’s policy for using LookUp to find a record to be displayed. Any existing information for the selected record is displayed.


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3. Add, delete, or change any relationship details as required.At this point you can also add and update information about role when the relationship is between a corporation and a person. To maintain the role information you can detail from the Relation ID field on RELS to the Relationships (RELE) form and then detail from the Relationship field on RELE to the Relationship Roles (RERO) form.

4. Update out of RELS.

View affiliation relationships

Use the Affiliation Relationships (AFFL) form to view a summary of the affiliation relationships for a person or organization. The affiliation relation type that Colleague uses to determine which relationships to display on the AFFL is defined in the Affiliation Relation Type field on the Relation Parameters (RELP) form.

When you look up a person on AFFL, you can view all the organizations to which the person is affiliated. When you look up an organization, you can view all the people or organizations that are affiliated with the organization you selected.

On AFFL you also have the option of adding or deleting an affiliation. For more information about how to enter a new relationship see, “Maintain person relationships” on page 46.

Add roles to relationships

Use the Relationship Roles (RERO) form to add and maintain roles for relationships. Using RERO you can identify different capacities in which a person has participated in this relationship with the organization. RERO is a detail only form and you can detail to it from the Relationships (RELE) form.

A role can only exist for a relationship between a person and an organization, and is considered to be the role of the person. Roles can be used as selection criteria and to allow categorization of relationships between people and organizations.

Roles should not be confused with employment positions. Employment is represented as a relationship between people and organizations, but the position should be noted on the Employment Detail Information (EMPD) form that can be accessed through the Employment Summary (EMPL) or Employee Summary (EMSU) form. Roles are typically used to characterize non-employees. For example, the relationship might be a contact of an organization; the role might be Chairman of the Board of that organization, which is usually not an employee position.

Follow the steps below to add and maintain roles for the relationships.

1. Access the Relationship Roles (RERO) form.

2. Update existing information or enter A to add the new role if a LookUp prompt is displayed. Enter the details related to the new role as required.

3. Update out of RERO.


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Enter Emergency Information

This chapter provides information and procedures for entering emergency related information for a person.

Before you begin

Before you can enter emergency information, be sure that you have defined the necessary codes. See the Getting Started with Colleague Core manual for more information about the validation code used.

Enter emergency information

Use the Emergency/Missing-Person Contacts (EMPC) form to enter emergency contact information, hospital preference, health conditions, and insurance information.

The steps below explain how to enter emergency contact information for a person.

1. Access the Emergency/Missing-Person Contacts (EMPC) form.

2. In the Person LookUp prompt, enter the person for whom you want to enter emergency information.

3. Enter the emergency contact information for the person, including the emergency contact name, relationship, and daytime, evening, and other phone number information for the contact. Enter the date that this person’s emergency contact is effective.

4. Enter hospital preference, health conditions pertinent in case of an emergency, and insurance information for the person.

5. In the Date Last Confirmed field, enter the date the emergency information was last confirmed to be accurate.

6. Enter any comments about the emergency information.

7. Update from the form to save the information.

View emergency contact information

Use the following forms to view emergency information for a person:

54ing Demographics | Enter Emergency Information

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• Use the Emergency Information (EMER) form to view all the people who have been identified as people who should be contacted in case of an emergency. EMER includes additional information that can be updated. This is the same information that can be updated on the Emergency/Missing-Person Contacts (EMPC) form therefore does not need to be updated on both forms.

• Use the Missing-Person Contacts (MISS) form to view all the people who have been identified as people who should be contacted when a person is reported as missing. Personal Information

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Record a Divorce

If your records indicate that two individuals have divorced, you can update your database to record the divorce. When you divorce two individuals’ records, the relationship between the two individuals is changed from a spousal relationship to a former spouse relationship. After recording a divorce, the former spouse is shown as an ex-spouse on the Person Relations (PREL) form for both individuals.

To record the divorce in your database, enter an end date on the Relationships (RELE) form for that spousal relationship. After you save the record the relation type in your database is changed to ex-spouse.

If you have accidentally recorded a marriage between two individuals and want to correct it, rather than recording a divorce between the two individuals, you should check the existing relationships between the two persons on RELE. If there are more relationships than just the spousal relationship, delete the spousal relationship between the two persons on RELE, leaving any other relationships as it is. If the spousal relationship is the only relationship between the two persons, cancel from RELE, field delete the Spouse ID on PREL instead and save your work on PREL. Also, access the Biographic Information (BIO) form for each of the two persons and ensure that their marital status is marked Single.

Before you begin

Before you record a divorce in the Demographics module, the individuals that you want to divorce must already be recorded as a married couple. For more information about recording a marriage, see “Add spousal relationships” on page 47.

Record a divorce

Follow the procedures below to record a divorce between two formerly married individuals.


2. Access the Person Relations (PREL) form for one of the individuals for whom you want to record a divorce. When you access one of the married individuals on PREL, information about the individual’s spouse is displayed automatically.

If the Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

3. Detail from the Spouse field on PREL to access the spouse’s record on the Relationships (RELE) form.

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4. Go to the End Date field in the Relationship table and enter an end date for the relationship. Colleague adds another row to display the changed relationship in the Relationship column and the appropriate start date for the new relationship in the Start Date column.

5. Update out of RELE. and save your work on PREL.

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Record a Death

In the Demographics module, you can record when a person dies. When you record a death, the status of the individual’s record is marked as “deceased.” When a record has a status of “deceased,” the individual is automatically excluded from mailing lists and other processing.

Use the Unverified Deceased (UDEC) and Deceasing (DEC) forms to record a death in Colleague. When the death of a person is not confirmed use UDEC to enter an unverified deceased status. After the information about the death of a person is confirmed use DEC to enter a verified deceased status.

Note: You can no longer use the Biographic Information (BIO) form to record a death by entering the deceased date. Use the Unverified Deceased (UDEC) form to record an unverified death and Deceasing (DEC) form to record a verified death.

Before you begin

Before you record the death of an individual in your database, that individual should already exist in your database. For details on adding an individual, see “Add and Update a Person’s Information” on page 38.

Enter unverified information about a deceased person

Use the Unverified Deceased (UDEC) form to enter information about a death when you receive information about a death but have not yet verified the information. For example, receiving a gift in memory of a person is an indication that the person is deceased, but it is not verified.

You can enter only person-related information on UDEC, and not organization related.

Follow the steps below to enter unverified information about a deceased person.

1. Access the Unverified Deceased (UDEC) form.

2. At the Person LookUp prompt enter the ID or the name of the person whose deceasing information is to be recorded. You can also use the Person LookUp to search for the person’s record.

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3. Enter all the deceasing information that you have received about the selected person including the notification date, unverified deceased date, and other details, as required.

4. Update out of UDEC.

Enter information about a confirmed deceased person

Use the Deceasing (DEC) form to enter details upon confirmation that a person is deceased. If you have previously entered information about this person on the Unverified Deceased (UDEC) form, you must use DEC to update the status of the person after the death is verified. This is the only form that enables you to change the status to verified deceased.

You can enter only person-related information on DEC, and not organization related.

Follow the steps below to enter verified information about a deceased person, upon confirmation of death.

1. Access the Deceasing (DEC) form.

2. At the Person LookUp prompt enter the ID or the name of the deceased person whose information is to be recorded. You can also use the Person LookUp to search for the person’s record.

3. Enter all the verified information you have received about the deceased person including the status, verified deceased date, verification source, and other details, as required.

4. Update out of DEC.

Correct an accidentally recorded death

Follow the procedures below to correct an accidentally recorded death.


2. Do you need to reverse Verified Deceasing?

• No. To reverse unverified deceasing, on the Unverified Deceased (UDEC) form, access the person for whom you want to correct the accidentally recorded death. Follow your institution’s policy for using LookUp to find a record and for searching for duplicate records. Remove the deceasing information for the person, and update out of the form.

• Yes. Continue with the next step.

3. On the Deceasing (DEC) form, access the person for whom you want to correct the accidentally recorded death.


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4. If the status is Verified Deceased, note the deceased date for later use. Change the status to Active, and clear any additional information that had been entered about the incorrect deceasing.

5. Update out of DEC. Continue with the next step only if the status had been Verified Deceased.

6. Access the REL work flow for the person for whom you want to correct the accidentally recorded death. Colleague displays the Person Relations (PREL) form for the person. Follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

7. If a Spouse was present, find that ID in the Other field.

8. Detail on the late spouse’s ID to access the spousal relationship on the Relationships (RELE) form for the person and delete the Late Spouse relationship that was created, if applicable.

9. Also, remove the end date from the spousal relationship, if applicable.

10. Next, from the Joint Mailing field, detail to the Joint Mailing (JTML) form for the person.

11. Check the Joint Mail and Joint Solicitation fields to verify that these fields have a value of Y (these fields would have been set to N upon deceasing).

12. Update out of JTML and RELE. Colleague returns you to PREL.

13. Detail on each ID in the Organization field and check for relationships that Colleague may have ended on the deceased date such as employments, contact relationships, and relationship roles. (All these relationships are ended when an individual is deceased). Depending upon the relationship role, Colleague displays one of the following forms:

• Employment Relationships (EMPR)

• Employment Detail (EMPD)

• Relationship Roles (RERO)

• Org Contact Relationships (OCNR)

14. Remove the end dates where appropriate and update out of the form for each organization thus checked. Colleague returns you to PREL.

15. Update out of PREL. If you had to adjust a spouse earlier in this procedure, you will receive a warning to delete a Blank Line in the “Others” relationship. This is the void left by moving the spouse out of “Others” and into “Spouse.” You must delete the blank line before you can continue.

16. Access the Biographic Information (BIO) form for the person. Update the spouses’ marital status in the Mar Stat field appropriately, if applicable.

17. Access the Address Summary (ADSU) form for the person to restore any addresses that were moved to Former on the date the person was deceased. You must also the “DE” address type from the address to completely restore the address.

18. For non-employment, non-organization contact relationships, access the Campus Org Affiliations (COAF) form to verify the correct status of the membership and any roles that may also have been made deceased.

19. Next, access the DMI Registry User Setup (DRUS) form to recreate the PERSON.PIN for the person.


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20. If the person's spouse had made any gifts during the time this record was inadvertently deceased, those transactions will need to be voided and reposted to insure appropriate donor recognition processes are updated.

21. Delete the DECEASED.PERSON record if there is any for this person. Create a saved list of this PERSON record and run it through the Recreate Where Used (REWU) process.

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Record Academic History and Credentials

You can record academic history and credentials for individuals in Colleague Core. Primarily, academic history and credentials are recorded for your institution’s faculty members for subsequent use in preparing vitae and other documents that require faculty credential information. You can also record academic history or credentials for students that already hold degrees or certificates of completion.

Academic history and credentials include any earned degrees or certificates from high schools, technical/vocational schools, colleges and universities, or certificate-granting organizations. The forms used to capture this information are not designed to record life experience information, such as 20 years of experience in a particular field. Information recorded on the forms used in this procedure must be linked to an educational institution or certificate-granting organization.

These forms do not interact with the faculty qualification forms in Colleague Student Faculty Information. Faculty qualification information is maintained separately and is used only during course/section scheduling to make sure that a faculty member meets the required qualifications to teach a particular course. For more information about faculty qualifications, see the Using Faculty Information manual.

Before you begin

Before you add academic history or credentials for an individual, you should have already defined any institutions at which the individual earned the credentials. For details on adding an institution, see “Add and Maintain Institution Information” on page 96.

Enter academic history and credentials

The starting point for entering academic history and credentials is through the Institutions Attended Summary (IASU) form. From this form, you can enter academic history and credential information for individuals. If necessary, you can add a new record for an individual from this form, but you can not create a new institution if the one you need is not defined in your database. For information about adding a new institution, see “Add and Maintain Institution Information” on page 96.

Before you add a new person to your database, be sure that you follow your institution’s procedures for searching your database for duplicate records. For more information about adding a person, see “Add and Update a Person’s Information” on page 38.

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When you access an individual’s record on IASU, you can then enter the details for each institution attended. The type of institution you enter determines the forms that appear and the information you should enter. Institutions are coded as either high schools or colleges.

For more information about entering high school information, see “High school academic history and credentials,” below. For more information about entering college information, see “College academic history and credentials” on page 64.

High school academic history and credentials

When you enter a high school institution on IASU, the High Schools Attended (HSA) form is automatically displayed.

HSA allows you to enter detailed academic information about a person’s high school career. Additional forms are automatically displayed when information is entered into the following fields:

• Contact

• Acad Credentials

High school contact information

If you enter counselor information in the Contact field on HSA, the Organization Contact Detail (ORCD) form is automatically displayed if the counselor is in the NAE database. If the counselor is not in the NAE database, the user will be prompted to add the counselor to the database and NAE will be displayed automatically. After the counselor has been added to the NAE database, ORCD will be displayed automatically. ORCD allows you to enter detailed contact information for the specified counselor. Be aware that if you enter a contact, the system automatically records the contact as a organization contact with a role of counselor for the high school.

High school academic credentials

When you enter specific credential information in the Acad Credentials field on HSA, the High School Academic Credentials (HSAC) form is automatically displayed. HSAC allows you to enter detailed information about specific honors and specializations that a person received during their high school career.

Record high school academic history

Follow the procedures below to record high school information for an individual.

This procedure assumes that the person whose information you want to update or change already has an existing record in your database. For more information about adding a person’s record to the database, see “Add and Update a Person’s Information” on page 38.

1. Access the Institutions Attended Summary (IASU) form.


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2. At the Person LookUp prompt, access the record of the individual for whom you want to add high school academic history information.

3. In the Institutions Attended field, access the high school from which this individual earned a degree.

When you enter a high school, the High Schools Attended (HSA) form is automatically displayed.

If the high school you need is not defined in the database, you cannot add it from this form. See “Add and Maintain Institution Information” on page 96 for details on adding an institution.

4. Complete HSA.

• If you enter counselor information in the Counselor field, the Organization Contact Detail (ORCD) form is automatically displayed if the counselor is in the database. If the counselor is not in the database, the Name and Address Entry (NAE) form will be displayed. Complete this form and save your work to display ORCD. Complete ORCD and save your work to return to HSA.

• If you enter specific degree information in the Acad Credentials field, the Academic Credentials (HS) form is automatically displayed. Complete this form and save your work to return to HSA.

Be aware that if you enter counselor information, the counselor you specify is automatically recorded as a contact for the associated high school.

5. Save the record.

When you save your changes from HSA, you are returned to IASU. You can either add more academic history/credential information for this individual, or you can save your changes to exit the form or add academic history information for another individual.

College academic history and credentials

When you enter a college institution on IASU, the External Institution Attended (INAT) form is automatically displayed.

INAT allows you to enter detailed academic information about a person’s college career at another institution. It can contain information about degrees received, transfer credits, and equivalents.Additional forms are automatically displayed when information is entered into the following fields:

• Acad Credentials

• Counselor

Transfer credits and equivalents

If the individual for which you are recording academic history has attended an institution but did not receive a degree, you may want to record the number of equivalent credits earned and/or transferred in the Summary Credits group. Be aware that the information you enter here does not affect transfer equivalencies in Colleague Recruitment/Admissions Management or academic program requirements in Colleague Degree Audit.


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If you enter transfer equivalencies for an individual using Recruitment/Admissions Management, that information does not appear on this form.

For more information about transfer equivalencies, see the Using Recruitment/Admissions Management manual.

College academic credentials

If the individual for which you are recording academic history or credentials received a degree from an institution, record that information in the Acad Credentials group. If you enter academic credentials for a particular individual at a specific college institution, the Academic Credentials (AACR) form is automatically displayed.

If you need to record more detailed academic credential information for an individual at an institution, you can access the Additional Acad Credentials (ADCR) form as a detail form from the Addnl Cred Info field on AACR. ADCR lets you record honors and theses/dissertations for an individual.

College contact information

If you enter information in the Contact field on INAT, the Organization Contact Detail (ORCD) form is automatically displayed if the counselor is in the NAE database. If the counselor is not in the NAE database, the user will be prompted to add the counselor to the database and NAE will be displayed automatically. After the counselor has been added to the NAE database, ORCD will be displayed automatically. ORCD allows you to enter detailed contact information for the specified contact. Be aware that if you enter contact information for this college, the system automatically records the contact as a organization contact with the role of counselor for the college.

Record college academic history and credentials

Follow the procedures below to record college information for an individual.

This procedure assumes that the person whose information you want to update or change already has an existing record on your database. For more information about adding a person’s record to the database, see “Add and Update a Person’s Information” on page 38.


2. Access the Institutions Attended Summary (IASU) form.

3. Access the record of the individual for whom you want to add college academic history/credential information. Follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

4. Access the college institution from which this individual earned a degree.

When you enter a college institution, the Institutions Attended (INAT) form is automatically displayed.




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If the college institution you need is not defined in the database, you cannot add it from this form. See “Add and Maintain Institution Information” on page 96 for details on adding an institution.

5. Complete INAT.

• If you enter specific college degree information in the Acad Credentials field, the Academic Credentials (AACR) form is automatically displayed. Complete this form and save your work to return to INAT.

• To record information about theses, dissertations, and honors associated with a particular credential, access the Additional Academic Credentials (ADCR) form from the Addnl Cred Info field on AACR. Complete this form and save your work to return to AACR.

• If you enter counselor information in the Counselor field, the Organization Contact Detail (ORCD) form is automatically displayed if the counselor is in the database. If the counselor is not in the database, the Name and Address Entry (NAE) form will be displayed. Complete this form and save your work to display ORCD. Complete ORCD and save your work to return to INAT.

Be aware that if you enter counselor information, the counselor you specify is automatically recorded as a contact for the associated college.

6. Save the record.

When you save your changes from INAT, you are returned to IASU. You can either add more academic history/credential information for this individual, or you can save your changes to exit the form or add academic history information for another individual.


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View Academic Information

Colleague stores information about a person in different files depending on the particular type of information. For example, general information about a person is stored in the PERSON file record. Information about academic programs such as credentials, diplomas, specializations, and so on, is stored in the STUDENT.PROGRAMS file.

Also associated with a person’s record are reunion classes. Reunion classes are defined using the Reunion Classes (RCLS) form.

Use the Academic Overview (ACAO) form to view academic information such as the following:

• Reunion years

• Programs and associated status code

• Academic and class levels

• Majors and credentials

• Institutions attended

• Degrees earned

ACAO uses the following primary files to retrieve information:

• PERSON

• STUDENT.PROGRAMS

• INSTITUTIONS.ATTEND

• ACAD.CREDENTIALS

The upper part of ACAO (in the Student Information section) displays information about the person’s academic program at your institution. The lower part of ACAO (in the Institutions Attended section) displays information about all institutions attended by the person as recorded in Colleague.

Use ACAO to record reunion classes for individuals. The reunion class information you define for a person using ACAO is stored in the REUNION.CLASS field of the PERSON file record.

You can also view the following information about the person:

• Specific details about the associated academic program at your institution.See “View academic program details” on page 68.

• Specific details about all institutions attended by the person. See “View institution degree details” on page 69.

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Enter reunion classes to a person’s record

Perform the following steps to enter reunion classes to a person’s record.

1. Access the Academic Overview (ACAO) form.

2. At the Person LookUp prompt, enter the name or ID of the person.

3. In the Reunion Years field, enter the reunion class year you want to associate to this person. Use Reunion Class LookUp to help you find the year.

4. Save the information on ACAO.

View academic program details

Use the Academic Program Details (ACPD) form to view additional information about a person’s academic program stored in the STUDENT.PROGRAMS and ACAD.CREDENTIALS files. You can access ACPD by detailing from the Program field on ACAO.

ACPD displays the following information associated with the academic program you detailed from on ACAO:

• Catalog year.

• Additional CCDs (Certificate, Credential, or Diploma).

• Additional majors, minors, and specializations.

• Honors codes.

• The name of a custom program title.

• CCDs, majors, minors, and specializations inherited from the academic program.

Perform the following steps to view details about a person’s academic program.



3. From a program in the Program field, detail to access the Academic Program Details (ACPD) form.

4. View the information, then finish from ACPD.

5. Save the information from ACAO.


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View institution degree details

Use the Institution Degree Details (INDD) form to view a person’s degree information from a particular institution stored in the ACAD.CREDENTIALS and INSTITUTIONS.ATTEND files. You can access INDD by detailing from the Institutions field on the Academic Overview (ACAO) form.

The INDD form displays the following information:

• Degree and/or CCD and date received.

• The start and end dates associated with the academic credentials.

• The location for the academic credentials.

• Majors and minors

• Specializations

• Honors and awards

Perform the following steps to view a person’s institution degree details.



3. From an institution in the Institutions Name field, detail to access the Institution Degree Details (INDD) form.

4. View the information, then finish from INDD.

5. Save the information from ACAO.


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Enter Miscellaneous Person Information

This chapter provides information about entering clippings, which is information that has been found in publicly available about a person or organization. Also in this chapter is information about entering person interests and achievements.

Before you begin

Before you can enter person interests and achievements the following codes must be defined:

• INTERESTS

• REUNION CLASSES

• OTHER.AWARDS.CODES

Before you can enter clipping information the CLIPPING.ATTACHMENT folder must exist and any clippings you want to associate to a person must exist in that folder. See you System Administrator for more information about the CLIPPING.ATTACHMENT folder.

Maintain person interests and achievements

Colleague provides functionality where you can maintain information about various interests a person may have, including religious affiliations. You can also enter information about a person's achievements and any recognitions of a non-academic nature.

Use the Interests and Achievements (INAA) form to maintain information about a person’s interests, including religious affiliations. You can also use this form to maintain information about a person’s achievements and any recognitions of a non-academic nature.

Technical Tip: You can record information about a person’s academic credentials and awards on the Institutions Attended Summary (IASU) form.

You can enter only person-related information on INAA and not organization related. Organization related interests can be entered on the Additional Organization Info (AORG) form.

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The person whose information is being added on this form should already have been created using the Name and Address Entry (NAE) form. You cannot add a new person from INAA.

Follow the steps below to add or update information about a person’s non-academic interests and achievements.

1. Access the Interests and Achievements (INAA) form.

2. Enter the ID or the name of the person whose interests and achievements need to be maintained. You can use the Person LookUp to search for the person’s record.

3. In the Denomination field, enter religious denomination for the person. If the person belongs to a particular sect or group of the denomination you enter, you can use the Groups field to enter that information. The Groups field allows you to enter free-form text and is for informational purposes only.

4. In the Reunion Classes field, enter the class year to which the person belongs.

5. In the Interest field, enter the interests the person has.

6. In the Achievements field, enter the achievements for the person that are not related to the person’s academic credentials. The Achievements field is free-form text which allows you to enter the exact award or recognition the person received.

7. In the Other Awards field, enter the award code for the award the person received. You can also enter the date the award was received and additional information about the award by using the Date and Specifics fields.

8. Save your entries on INAA.

View and maintain clippings

Clippings can be used to view general information about a person or an organization. This is the information that has been found in publicly available sources such as newspapers, web articles, and other publications. Because the information is widely available, it is not considered privileged for any one office. Colleague enables you to view and record clipping related details through the Clipping (CLIP) and the Clipping Detail (CLDT) forms. CLIP displays all the clipping entries for the selected person or the organization, and displays information such as publication, date, and a summary of the clippings content. You can access CLDT by detailing on an entry on CLIP. From CLDT you can enter a new clipping. When you enter a new clipping you can include information such as publication name, date, reference number, full text, summary, name, and keywords. On CLDT you can also create attachments, including.pdf files,.html files, pictures, or other documents. If you detail on an attachment you can view the file. The people associated with the clipping are also indicated on this form.

Use CLIP to view clipping information about a person or an organization. This could be the general information found in publicly available sources such as newspapers, web articles, and other publications. CLIP lists all the clipping entries for the selected person or organization including information such as publication, date, and a brief summary of each of the clippings content.


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From CLIP you can detail to the Clipping Detail (CLDT) form to add a new entry, delete an entry, or view additional information about an entry.

Use the Clipping Detail (CLDT) form to enter new clipping related information about a person or an organization. This is the information printed in newspapers, magazines, or other publications. When you enter a new clipping on CLDT, you can include information such as publication name, date, reference number, full text, summary, names, keywords, and attachments. You can access CLDT by detailing from an entry on CLIP.

On CLDT you also have the option of associating files of any type to the clipping. If you attach a file to the clipping, you do not need to enter the full text of the clipping on this form.

Note: To set up attachments, see your system administrator.

If you do not have the ability to attach the clipping you can copy the text of the clipping in the Text field.

View clippings

Follow the steps below to view the clippings.

1. Access the Clipping (CLIP) form.

2. At the LookUp prompt, enter the Person or the Organization ID if you know it, or use LookUp to locate the required record in the database. CLIP displays information about all of the clipping entries for the selected person or the organization.

3. Detail on an existing entry to view or modify information about that clipping on the Clipping Detail (CLDT) form.

4. To create a new Clipping record, go to a blank line and detail to CLDT. Complete CLDT as needed, and then save your work and return to CLIP.

5. Exit from CLIP when you are done viewing or entering information.

Enter clippings

Follow the steps below to enter clippings.

1. Access the Clippings (CLIP) form.

2. At the LookUp prompt, enter the Person or the Organization ID if you know it, or use LookUp to locate the required record in the database.

3. Detail on an existing entry to access the Clipping Detail (CLDT) form to edit the record.

4. Detail on an empty row to access CLDT to enter a new clipping record.

5. In the Publication, enter the name of the publication where the clipping was found.

6. In the Date field, enter the date the clipping was published in the publication.

7. In the Summary field, enter a brief description of the clipping.


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8. To be able to access the clipping, enter the name of the clipping in the Attachments field as it is stored in the CLIPPING.ATTACHMENT folder. If the clipping is not available for viewing, you can enter the text of the clipping in the Text field.

9. Enter any other information about the clipping, such as page number, keywords, or names of the people mentioned in the clipping. If you enter additional names in the Names field, the clipping can be viewed on CLIP for each person listed in the Names field.

10. Finish from CLDT to save the clipping.

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Convert a Person to an Organization

In the Demographics module, individual and organization records are stored in the same file, with similar structures. In some cases, individuals may be mistakenly entered as corporations, or vice versa. If you find that there is an individual’s record in your database that should be converted into an organization, you can convert the record so that it is recognized properly.

The major differences in individuals and organizations are the names and address types. Individuals have first, middle, and last names, while organizations do not. Also, the address types for individuals and organizations are different.

Note: When converting a person to an organization, you should remember that a person can participate in relationships that an organization cannot. When converting a person to an organization, relationships for that person that cannot support a mixed person-corporation definition will be deleted (the Organization Relationship field for the relation type on RELP must be null for this not to occur). For any relationships that are still valid, Colleague may move IDs from one field to another on the Person Relations (PREL) and Organization Relations (OREL) forms as appropriate.

If you have only one individual’s record to convert to an organization, you can access that record on the Organization Profiles (ORGP) form and save the record to convert it to an organization record. If you have many individuals’ records that you must convert to organizations, you can create a saved list of the records and convert them using the Person to Organization Conversion (PECC) form.

Before you begin

Before you convert one or more individuals to organizations, be sure that you have identified the appropriate record for conversion. To convert an organization record to an individual record, see “Converting an Organization to a Person” on page 76.

Convert a single individual’s record to an organization record

Follow the procedures below to convert a single individual’s record to an organization record.


2. On the Organization Profiles (ORGP) form, access the individual’s record.

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When you access an individual’s record on ORGP, a warning message is displayed indicating that the record will be converted to an organization record if you save the record from this form.

If the Person or Address Resolution forms are displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

3. Save the record. When you save the record, the system converts it to an organization record.

Convert multiple individual records to organization records

Follow the procedures below to convert multiple individual records to organization records.


2. Create a saved list of the individual record IDs that you want to convert. See your database management software documentation for information about creating a saved list of records.

3. Access the Person to Organization (PECC) form.

4. Enter the name of the saved list you created.

5. Save your changes to start the process.

You can run this process in background mode by selecting this option from the Process Handler form.

When the process is complete, you are returned to the menu from which you accessed PECC.

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Converting an Organization to a Person

In the Demographics module, individual and organization records are stored in the same file, with similar structures. In some cases, individuals may be mistakenly entered as corporations, or vice versa. If you find that there is an organization’s record in your database that should be converted into an individual, you can convert the record so that it is recognized properly.

The major differences in individuals and organizations are the names and address types. Individuals have first, middle, and last names, while organizations do not. Also, the address types for individuals and organizations are different.

Note: When converting an organization to a person, you should remember that an organization can participate in relationships that a person cannot. When converting an organization to a person, relationships for that organization that cannot support a mixed person-corporation definition will be deleted (the Organization Relationship field for the relation type on RELP must be null for this not to occur). For any relationships that are still valid, Colleague may move IDs from one field to another on the Person Relations (PREL) and Organization Relations (OREL) forms as appropriate.

If you have only one organization’s record to convert to an individual, you can access that record on the Name and Address Entry (NAE) form and save the record to convert it to an individual’s record. If you have many organizations’ records that you must convert to individuals, you can create a saved list of the records and convert them using the Organization to Person Conversion (CCPE) form.

Before you begin

Before you convert one or more organizations to individuals, be sure that you have identified the appropriate record for conversion. To convert a person record to an organization record, see “Convert a Person to an Organization” on page 74.

Convert a single organization’s record to a person record

Follow the procedures below to convert a single organization’s record to an individual record.

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2. On the Name and Address Entry (NAE) form, access the organization's record.

When you access an organization’s record on NAE, a warning message is displayed indicating that the record will be converted to an individual record if you save the record from this form.

If the Person or Address Resolution forms are displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

3. Save the record. When you save the record, the system converts it to an individual’s record.

Convert multiple organization records to individual records

Follow the procedures below to convert multiple organization records to individual records.


2. Create a saved list of the organization record IDs that you want to convert. See your database management software documentation for information about creating a saved list of records.

3. Access the Organization to Person (CCPE) form.

4. Enter the name of the saved list you created.

5. Save your changes to start the process.

You can run this process in background mode by selecting this option from the Process Handler form.

When the process is complete, you are returned to the menu from which you accessed CCPE.

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Resolve Person Duplicate Records

This chapter describes how to resolve Colleague PERSON record duplicates.

Before you begin

Complete the following actions before you continue with the procedures in this chapter:

Duplicate person records

Your Colleague database may contain PERSON file records that could be duplicates of the same person or organization. There are different circumstances that could cause a duplicate record to be created for a person who had an existing PERSON file record. For example, the PERSON file record for John Albert Smith may have existed in your database when someone at your institution created a PERSON record for John A. Smith. Similarly, someone else may have created a PERSON record for John Smith, not knowing that two other records already existed for the same person.

Ellucian has developed processes and reports to help you identify duplicate PERSON records within Colleague. Some of these processes populate and report on a new Colleague file, PERSON.DUPLICATES.

The processes in this chapter help identify duplicates and possible duplicates but do no merge the records. Colleague does not provide processes to merge duplicate records. Refer to Support Solution 156.747 for information on how to mark records to limit or prevent access to the duplicate record you do not want used.

PERSON.DUPLICATES file

The PERSON.DUPLICATES file stores information about possible duplicates between Colleague PERSON records. The Locate Person Duplicates (LPDP) process identifies duplicates or possible duplicates between Colleague PERSON records and stores the PERSON IDs of the possible duplicate records in the PDUP.IDS field of the

Action Reference

Familiarize yourself with duplicate match criteria.

Getting Started with Colleague Core

Create any saved lists of person records to use with these procedures.

Use your site’s normal saved list creation procedures.

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PERSON.DUPLICATES file. Each PERSON.DUPLICATES record represents a possible match between two PERSON records. For example, if your PERSON file contained the three John Smith records mentioned earlier, the LPDP process would create three PERSON.DUPLICATES records for the three possible matches:

• John Albert Smith and John A. Smith

• John Albert Smith and John Smith

• John A Smith and John Smith

Note: Another process also populates the PERSON.DUPLICATES file with matches between Colleague PERSON records and Benefactor PERSON records. The Locate Benefactor Person Matches (LBPM) process is designed to find matches between Benefactor and Colleague. You only need to run those processes if you are a Benefactor site preparing to migrate to Colleague Advancement. For more information about this and other processes, see Preparing for Colleague Advancement.)

PERSON.DUPLICATE.STATUES validation code table

The PERSON.DUPLICATE.STATUSES validation code table is used by the Resolve Person Duplicates (RPDP) form for resolving duplicates within the Colleague PERSON file as identified using the Locate Person Duplicates (LPDP) process. These validation codes are also used on the Person Duplicates Report (PDPR) form to limit the selection of PERSON.DUPLICATES records to include in the report. This user-maintainable validation code table is delivered with two status codes as shown in Table 9.

You may add other statuses as needed. When defining additional status codes, you must specify special processing codes for all statuses that represent resolved statuses. Before the LPDP process updates the information in the PERSON.DUPLICATES file on any pair Colleague PERSON records, it first looks to see if a record already exists with a resolved status. If so, the LPDP process ignores this pair of IDs and moves on. Because the validation code table is user-maintainable, the LPDP process must identify resolved statuses using the applied special processing codes. Any status code with a special processing code of 1 or 2 is considered a resolved status. Definitions for the special processing codes are as follows:

• 1 = Resolved duplicate/match

• 2 = Resolved non-duplicate/non-match

Table 9: Codes Delivered with PERSON.DUPLICATE.STATUSES Validation Code Table


R Resolved duplicate 1

K Known non-duplicate 2


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If you have Benefactor

In certain scenarios, Benefactor’s LBPM process will automatically assign a resolved status, either for a match or a non-match, to a PERSON.DUPLICATES record. The LBPM process will use the first status code it finds with appropriate special processing code. If you want to use more than one status code with special processing of “1,” make sure to place the code you want the LBPM process to use before any other codes with special processing of “1.”

High-level steps to mark person duplicates as resolved

The following is a high-level procedure for resolving person duplicates within Colleague. Note that each step contains a reference to additional information about the particular step and form or process involved.

1. Define duplicate criteria using the Duplicate Match Criteria (DUPC) form.

2. Run the Locate Person Duplicates (LPDP) process in Colleague to create a record in the PERSON.DUPLICATES file for possible duplicates within Colleague’s PERSON file. The LPDP process generates a report on what it processed. See “Locate person duplicates in Colleague” on page 81.

3. Optionally, run the Person Duplicates Report (PDPR) process to produce additional reports of possible duplicates within Colleague. See “Report on person duplicates within Colleague” on page 82.

4. Use Person Duplicates Summary (PDPS) form to view a list of possible duplicates for an individual. See “View person duplicates within Colleague” on page 83.

5. Detail from one of the possible duplicates on PDPS to access the Resolve Person Duplicates (RPDP) form where you can resolve the duplicates. See “Resolve person duplicates” on page 84.

Define duplicate match criteria

Create your own duplication criteria if the standard duplication checking criteria (IBIO.PERSON) supplied by Ellucian does not meet your needs. IBIO.PERSON is used by the Electronic File Transfer (ELF) processes, so you probably should modify it. Use the Duplicate Match Criteria (DUPC) form to define custom duplication criteria you want ELF to use when evaluating the intermediate file for duplicate records.

Perform the following steps to define duplicate match criteria to use on the Locate Person Duplicates (LPDP) form.

1. From Colleague Core, access the Duplicate Match Criteria (DUPC) form.


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2. At the Duplicate Criteria LookUp prompt, enter the ID of the duplicate criteria you want to create, or use LookUp to help you find the ID of the criteria you want to use.

3. In the Description field, enter a short description of your criteria.

4. In the Intermediate File field, enter INTER.BIODEMO.

5. In the Colleague File field, enter PERSON.

6. In the remaining fields, enter the information you want to use for duplicate selection criteria. For additional information about DUPC and creating duplicate match criteria, see the Getting Started with Colleague Core manual.

7. Save your entries on DUPC.

Locate person duplicates in Colleague

Use the Locate Person Duplicates (LPDP) process to identify duplicates and possible duplicates among Colleague PERSON records.

The duplicate criteria and saved lists you specify on LPDP are run against Colleague’s PERSON file.

LPDP first identifies the PERSON records to analyze based on the saved list, the names entered in the Person ID and Name fields, or the Additional Selection Criteria. Normally you should enter either pre-defined saved list of PERSON records or enter individual names, but not both. (For example, if you use a saved list of PERSON records with the last name of “Smith,” then enter individual names with different last names, the LPDP process will not select any records because the individual names are not part of the saved list.) If specified, the additional selection criteria is applied against the records in the saved list, or from the individual names. For example, if you use a saved list of PERSON records with the last name of “Smith,” then enter additional selection criteria WITH STATE EQ ‘VA’ then the LPDP process will evaluate only Smiths from Virginia. Using saved lists with smaller number of records will transmit faster through DMI transactions. Ellucian recommends that the your saved lists contain no more than 10,000 records.

If you run the LPDP process without a saved list and without specifying individual IDs, the process will run against the entire PERSON file. This could take several hours depending on the number of records you have in your PERSON file.

After the PERSON records are identified, then the LPDP process applies the matching criteria based on the entry in the Duplicate Criteria field.

The LPDP process creates a record in the PERSON.DUPLICATES file and populates the PDUP.IDS field with IDs of the duplicate PERSON records.

Perform the following steps to locate duplicate records within the Colleague database.

1. From Colleague Core, access the Locate Duplicate Records (LPDP) form.

2. In the Duplicate Criteria field, enter the ID of the duplicate criteria record you want to use for selection. Use Duplicate Criteria LookUp to help find the defined criteria you want to use. This is the duplicate criteria record you created in the “Define duplicate match criteria” on page 80.


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3. Do you have a saved list of Colleague PERSON records you want to use to select from?

• Yes. Enter the name of the saved list in the Saved List field.

• No. Enter separate Colleague PERSON ID records in the Person ID and Name fields, or leave blank.

4. Do you want to specify additional selection criteria?

• Enter Yes in the Additional Selection Criteria field.

• Enter No in the Additional Selection Criteria field.

If you leave the Saved List, Person ID and Name, and Additional Selection Criteria fields blank and run the LPDP process, you’ll select all records in your PERSON file. This could take several hours.

5. Save the information on LPDP.

If you entered “Yes” in the Additional Selection Criteria field, Colleague opens the Additional Selection Criteria form so that you can enter the information you want. Update from the Additional Selection Criteria form.

Report on person duplicates within Colleague

Use the Person Duplicates Report (PDPR) process to produce a report of possible duplicates identified in Colleague by the Locate Duplicate Records (LPDP) process and stored in the PERSON.DUPLICATES file.

The PDPR process selects the Colleague PERSON.DUPLICATES records identified as duplicates or possible duplicates and stored in the PERSON.DUPLICATES file. You can use a saved list of PERSON.DUPLICATES records, or enter person names individually. To further limit the selection of records, you can specify different limiting criteria such as a specific status and category and between a certain duplicate rating range.

The PDPR process selects the PERSON.DUPLICATES file records that have the PDUP.IDS field equal to the PERSON record IDs you specify. The PDPR process will limit those records based on any additional selection criteria you specify.

Perform the following steps to report duplicate person records within the Colleague database.

1. From Colleague Core, access the Person Duplicates Report (PDPR) form.

2. Do you have a saved list of Colleague PERSON.DUPLICATES records you want to use to select from?

• Yes. Enter the name of the saved list in the Saved List field.

• No. Enter separate Colleague PERSON ID records in the Person ID and Name fields.

3. Do you want the PDPR process to select only those records with a specific current status? Valid codes are stored in the PERSON.DUPLICATE.STATUSES validation code table.


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• Yes. Select one or more status codes in the Current Status field.

• No. Leave the Current Status field blank.

4. Do you want the PDPR process to select only those records with a specific duplicate category? Valid codes come from the Ellucian-defined DUPL.CATEGORIES validation code table and are stored in the PDUP.CATEGORY field of the PERSON.DUPLICATES record.

• Yes. Select a category code in the Duplicate Category field.

• No. Leave the Duplicate Category field blank.

5. If you want to select only those records whose duplicate rating value is between a certain range, enter the lower limit of the range in the Duplicate Rating Between Begin field and/or the upper limit of the range in the Duplicate Rating Between End field. You do not have to specify a lower or upper limit. However, if you do specify both, the value of the lower limit must be less than or equal to the value of the upper limit.

6. If you did not specify a saved list in the Saved List field, enter the individual Colleague PERSON records whose corresponding PERSON.DUPLICATES records you want to select.

7. Do you want to specify selection criteria in addition to any criteria you defined?

• Enter Yes in the Additional Selection Criteria field.

• Enter No in the Additional Selection Criteria field.

8. Save the information on PDPR.

If you entered “Yes” in the Additional Selection Criteria field, Colleague displays the Additional Selection Criteria form for you to enter the information you want. Update from the Additional Selection Criteria form.

Review the report and determine which records you want to resolve. Continue with “View person duplicates within Colleague” on page 83.

View person duplicates within Colleague

After you run the Locate Person Duplicates (LPDP) form, you can view a list of the duplicates and possible duplicates for a particular Colleague PERSON record.

Technical Tip: To help you identify the records that have duplicates or possible duplicates, run the Person Duplicates Report (PDPR) process to produce a report of Colleague PERSON records and any duplicates or possible duplicates. See “Report on person duplicates within Colleague” on page 82 for details.

Use the Person Duplicates Summary (PDPS) form to display a list of duplicates and possible duplicates for a specific Colleague record. PDPS displays the ID and name of all duplicates, their associated category codes, rating values, and current statuses.


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To resolve a duplicate or possible duplicate, detail from the Person field to access the Resolve Person Duplicates (RPDP) form. Continue with “Resolve person duplicates” on page 84.

Resolve person duplicates

To resolve duplicates or possible duplicates, access the Resolve Person Duplicates (RPDP) form by detailing from the Person field on the Colleague PERSON record using the Person Duplicates Summary (PDPS) form.

From RPDP, you can resolve the duplicate or possible duplicate, or change the status to acknowledge that this record is a known non-duplicate and therefore a valid PERSON record. You can also add any comments about this duplicate. (Comments are stored in the PDUP.COMMENTS field of the PERSON.DUPLICATES record.)

RPDP displays the current duplicate category and the rating value calculated by the system when locating the duplicate. The current status, status date, and changed by operator is also displayed. If you change the status in the New Status field, that new status will be the current status next time this record is accessed using RPDP. If the new status you enter is the same as the current status, then nothing happens.

The lower portion of RPDP displays the PERSON record in question, and also displays the duplicate or possible duplicate from which you detailed on PDPS.

Perform the following steps to resolve duplicate person records within Colleague.

1. From Colleague Core, access the Person Duplicates Summary (PDPS) form.

2. From the Person field, detail from the duplicate you want to resolve to access the Resolve Person Duplicates (RPDP) form.

3. Examine the information on RPDP.

4. If you want to research the Colleague PERSON records, detail from the record to access one of the following Core demographic forms:

• Name and Address Entry (NAE)

• Biographic Information (BIO)

• Additional Demographics (DADD)

• Address Summary (ADSU)

• Institutions Attended Summary (IASU)

• Foreign Person Information (FINF)

• Emergency Information (EMER)

5. Select an appropriate status from the New Status field. The following are the Ellucian-delivered statuses:

• R – Resolved Duplicate

• K – Known non-duplicate


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You may have additional user-defined statuses from which to select.

6. If you want to add any comments about this resolution, do so in the Comments field. You can detail from the Comments field to access a multi-line text editor.

7. Save the information on RPDP.

Create a saved list from SSNs or SINs

Use the Create Saved Lists from SSNs (CSFS) process to generate the following:

• An output saved list of unique Colleague IDs that match a given Social Security number (SSN) or Social Insurance Numbers (SIN).

• An output saved list of SSNs or SINs that do not match a given SSN or SIN in Colleague.

1. Access the Create Saved Lists from SSNs (CSFS) process.

2. Enter an input saved list of SSNs or SINs. This process assumes that the numbers are formatted as either 999-99-9999 or 999-999-999.

3. Use the SSN Display Option field to define how SSNs and SINs are displayed on the Matched IDs report.

4. Use the Matched IDs Output Saved List Name field to enter the name of the output saved list in which you want to store Colleague IDs that the system successfully matched to SSNs or SINs. The matched output saved list also captures multiple matching Colleague IDs if there are any.

5. Use the Unmatched SSNs Output Saved List Name field to enter the name of the output saved list in which you want to store SSNs or SINs that the system could not successfully match to Colleague IDs.

6. Save your work on CSFS.


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Update Mail Codes and Source Codes

This chapter describes how to maintain mail codes and source codes for a group of people.

Mail Codes, also known as mail rules, determine the types of correspondence that are permitted on a person-by-person basis. Mail codes identify the mailings that should either be sent or not sent to an individual. For example, people may indicate that they do not want to receive e-mail from your institution or they may not want to be called at work. You can assign the appropriate codes to indicate the person’s preference. Some examples of mail codes could be No Mail, Bad Address, No Solicitations, and No Work Calls.

Mail codes are maintained on the Validation Codes (VAL) form. These codes are stored in the MAIL.RULES record of the CORE.VALCODES file. After you have defined your mail codes in the MAIL.RULES validation code table in Colleague Core, you must also define rules using the mail codes. The use of rules during correspondence processing allows you greater control over the correspondence sent by your institution.

Source codes define the individual’s or the organization’s relationships to your institution. A person or an organization may have more than one source. Some examples of source codes are Alumni, Friend, Parent, Trustee, Staff, and Foundation. Source codes are maintained on VAL. These codes are stored in the SOURCES record of the CORE.VALCODES file.

When defining the SOURCES validation code table using VAL, the first special processing field is used to specify a sort order for the source codes. Sources are sorted and stored according to the special processing order when you update a record in the PERSON and CORP files.

Sources that do not have special processing appear in a sorted list after the ones with a special processing code, in the order entered. Any source codes that have the same special processing code will remain in the order entered, within that sort group.

The single-valued SOURCE field is always stored as the first value of the PERSON.MULTIPLE.SOURCES field in the PERSON file record.

For more information about mail and source codes, see “Demographics Codes” on page 14.

Update mail codes

Use the Update Mail Codes (UMAI) form to maintain mail codes for a group of people. You have the option of adding a mail code, deleting a mail code, or both.

The UMAI process can be used to maintain mail codes only for a person and not for an address.

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When you run the UMAI process, Colleague updates the MAIL.RULES field in the PERSON file.

Perform the following steps to update the mail codes using UMAI.

1. Access the Update Mail Codes (UMAI) form.

2. In the Add Mail Code field, select the mail code that you want to assign to the selected persons. For each person that you select, the mail code entered here, if not already present, is added to their PERSON record.

You can leave this field blank if you are entering a value in the Delete Mail Code field. To run the process you must enter a value in either the Add Mail Code field or the Delete Mail Code field. You cannot leave both the fields blank.

3. In the Delete Mail Code field, select the mail code that you want to delete from the selected persons. For each person that you select, the mail code entered here, if present, is removed from their PERSON record.

You can leave this field blank if you are entering a value in the Add Mail Code field. To run the process you must enter a value in either the Add Mail Code field or the Delete Mail Code field. You cannot leave both the fields blank.

4. If you want to print a report with the results of the UMAI process, enter Yes in the Print Report field.

5. Use the Saved List Name field and the Person field to select the people whose mail codes you want to update. If you have created a saved list of the specific persons that you want to process, enter the name of that saved list in the Saved List Name field.

6. If you want to use a query to select people for this process, enter Yes in the Additional Selection Criteria field.

7. Save your entries on UMAI.

8. If you entered “Yes” in the Print Report field, complete the Change Peripheral Defaults form according to your preferences.

9. Complete the Process Handler form according to your preferences.

10. Colleague updates the mail codes for the selected people. If you entered “Yes” in the Print Report field, Colleague produces the Update Mail Codes Report.

Update source codes

Use the Update Source Codes (USRC) form to maintain source codes for a group of people. You have the option of adding a source code, deleting a source code, or both. You can also use this process for re-sorting only without entering any source codes to be added or deleted.

When you run the USRC process, Colleague updates the PERSON.MULTIPLE.SOURCES and the SOURCE fields in the PERSON file.


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Perform the following steps to update the source codes using USRC.

1. Access the Update Source Codes (USRC) form.

2. In the Add Source field, select the source code that you want to assign to the people that you select. You can also leave this field blank.

3. In the Delete Source field, select the source code that you want to delete from the selected persons. You can also leave this field blank.

You can leave both the Add Source field and the Delete Source field blank. If you leave both these fields blank, the USRC process will simply re-sort the PERSON.MULTIPLE.SOURCES field in the PERSON file record without adding or deleting any source code. Ellucian recommends that you re-sort your sources after changing your validation code table.

4. If you want to print a report with the results of the USRC process, enter Yes in the Print Report field.

5. Use the Saved List Name field and the Person field to select the people whose source codes you want to update. If you have created a saved list of the specific persons that you want to process, enter the name of that saved list in the Saved List Name field.

6. If you want to use a query to select people for this process, enter Yes in the Additional Selection Criteria field.

7. Save your entries on USRC.

8. If you entered “Yes” in the Print Report field, complete the Change Peripheral Defaults form according to your preferences.

9. Complete the Process Handler form according to your preferences. Colleague updates the source codes for the people selected. If you entered “Yes” in the Print Report field, Colleague produces the Update Source Codes Report.

Source codes sorting order

When defining the SOURCES validation code table using VAL, the first special processing field is used to specify a sort order for the source codes. Sources are sorted and stored according to the special processing order when you update a record. Sources that do not have special processing appear in a sorted list after the ones with a special processing code, in the order entered. Any source codes that have the same special processing code will remain in the order entered, within that sort group.

The single-valued SOURCE field is always stored as the first value of the PERSON.MULTIPLE.SOURCES field in the PERSON file record.

For example, say that you have defined the following SOURCES validation codes (numeric values correspond to the value in the first special processing field):

• T = 1

• A = 2

• P = 3

• F = 4


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• S = 4

• FS (no special processing)

• FP (no special processing)

If the source codes are entered in the order shown below:

FS, P, S, A, FP, F

the source codes are resorted in the following order based on their definition:

A, P, S, F, FS, FP

The second special processing field contains A if this source code is for Alumni.

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Add and Maintain Organization Information

This chapter provides information about adding and maintaining organizational information in your database.

Before you begin

Complete the following actions before you add a new organization.

Organization name and address entry

Use the Organization Profiles (ORGP) form to add and maintain information about any type of organization except educational institutions. Use the Institutions (INST) form to add and maintain information about educational institutions. The remainder of this section describes some of the more important fields on ORGP. For details about entering educational institution information, see “Add and Maintain Institution Information” on page 96. You can enter additional organization information using the Additional Organization Info (AORG) form. For details about entering additional organization information, see “Maintain additional organization information” beginning on page 93.

Add an organization

Follow the steps below to add name and address information for an organization. Be sure to carefully follow your institution’s procedures for LookUp and record identification before you add a record to your database.

Action Discussion

Become familiar with your institution’s specific use of the Organization Profiles (ORGP) form.

Refer to your institution’s procedural manual, if one is available.

Become familiar with your institution’s policies and procedures for adding records to the database and checking for duplicate records.

Refer to your institution’s procedural manual, if one is available.

Review “Relationships” on page 44

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1. Review “Relationships” on page 44.

2. Access the Organization Profiles (ORGP) form.

3. Enter the name of the organization in the Organization LookUp field, or select “Add” to begin creating the new organization record.

4. Complete ORGP.

5. Save the record.

Change the organization’s home office address

Follow the steps below to update an organization’s home office address. Be sure to carefully follow your institution’s procedures for LookUp and record identification before you add a record to your database.

1. Review “Relationships” on page 44.

2. Access the organization’s record on the Organization Profiles (ORGP) form.

3. Go to the Home Office field.

4. Mark this address as the home office address. Enter Y in the Home Office field to mark this address as the home office address. Your entry indicates that this address is the home office address for all correspondence. Be aware that if another address was previously indicated as the home office address, that address record is changed to indicate that it is no longer the home office address.

5. Save the record.

Additional information

Zip code cross-references

To speed up data entry for the CSZ (city, state, zip) group in addresses, the Core System creates a cross-reference that links a specific zip code with a specific city and state.

In the City field of the CSZ group, enter only the zip code for the address. If the zip code you enter has been cross-referenced, the system automatically fills in the city and state information. If the system has not yet created a cross-reference for the zip code you enter, the zip code is moved to the Zip field and you fill in the City and State fields. When you save the record, a zip code cross-reference is created in the ZIP.CODE.XLAT file. The next time the zip code is entered in an address field, its corresponding city and state are automatically filled in.

You can add new zip code cross-references and update or correct existing cross-references using the Postal Code Translation (PCDX) form.


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Address types

Address types allow you to categorize addresses according to the way your institution uses the address. Address Types can also indicate the types of correspondence sent (for example, billing correspondence is sent to the Accounts Receivable [AR] address). For organizations, you should reserve the home address type for the organization’s home address. For all other organization addresses, you should not use an address type of “business.” Unlike individuals, organizations do not have both “home” and “business” addresses. An address type of “business” should be reserved for use only with individuals.

Your system administrator should have also defined an address type for address corrections. The address type of “correction” is a special address type used to delete an address. See ““Maintain Addresses” on page 99 for detailed information about deleting addresses.

Phone types

In the Core application you can store multiple phone numbers per organization. ORGP maintains phone numbers for each address defined for an organization. You can designate each phone number entered as a specific type of phone in the Type field of the Phone(s) group. Types of phone numbers may include the following:

• H – Home Office

• F – Fax

• M – Modem

For forms that display organization information in the header block, all address-specific information comes from the organization’s home address. If you want a specific phone number for an organization to display in header blocks that display a phone number, be sure that the phone number you want to appear in the header block is the first phone number in the list of phone numbers for the organization’s home address.

Home office addresses

A home office address for an organization is equivalent to the preferred address for an individual. If an address is marked as an organization’s home office, that address is the mailing address to which all correspondence is sent, unless you are mailing to a particular individual at the organization. Individuals who request that they receive correspondence at their work address, and their work address is not the same as the one marked as the organization’s home office, the mail is sent to their specific work address. The specific work address of an individual may or may not be the same as the organization’s home office address.

Only one address can be flagged as the organization’s home office address. If you indicate a new address as the home office address of an organization, the previous home office address is updated so that it is no longer marked as the home office address.


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The Change Source field on ORGP is an optional field that your institution can use to record the source of an address change. If your institution does not record this level of detail, you can skip this field on the form or enter any data in it.

If your institution does record this level of detail, you must enter one of the pre-defined codes for this field when you change an existing address. When you add a new organization and record an address for the first time, however, you do not have to enter a code in the Change Source field.

Check with your system administrator if you are not sure whether your institution uses these codes.

Maintain additional organization information

Use the Additional Organization Info (AORG) form to maintain business information about organizations. Fields on this form such as the Organization Type, Standard Industry Code (SIC), Industry Class, Federal Interagency Commission on Education (FICE) number, the Employer Tax ID, GST/HST Number, and Principal Contact are used by corporations and other organizations.

AORG is available from the menu system and as a detail form from the Organization Profiles (ORGP) form.

Before you add business information about an organization, that organization must already be defined in the system. For details on adding an organization, see “Add and Maintain Organization Information” on page 90.

Follow the steps below to maintain the additional business information about organizations.

1. Access the Additional Organization Info (AORG) form for the organization whose business information needs to be maintained. If you detailed to AORG from another form, the name of the selected organization will be displayed in the header of the form.

2. Complete the form as needed.

3. Save your work.

Maintain an organization’s financial information

Use the Organization Financials (ORGF) form to maintain information about the financial state of an organization. The information often comes from publicly distributed annual reports, and can be used by your institutional advancement office to assess possible relationships with the organization. You can only add organization related financial information on this form. No information about persons can be added on this form.


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The organization must already exist, it cannot be added from this form.

Follow the steps below to view or maintain an organization’s financial attributes.

1. Access the Organization Financials (ORGF) form.

2. Enter or change the financial information for the organization on this form as necessary, as well as maintain the related information on the detail forms including the Employee Summary (EMSU), Organization Grants (GRNT), and Org Funding Preferences (ORFP) form. Additionally, you can detail to the Organization Relations (OREL) form to view the selected organization’s relationships with other organizations or people. Update out of the detail form to return to ORGF.

3. Update out of ORGF.

Maintain grant information for an organization

Use the Organization Grants (GRNT) form to maintain information about the grants given by an organization. You can add only organization related information on this form and no people related information.


Follow the steps below to view or maintain details about grants awarded by an organization.

1. Access the Organization Grants (GRNT) form.

2. Access the record for the organization whose grant related information is to be maintained.

3. View, add, or update the details about the grants awarded by the organization, as required.

4. Update out of GRNT.

Maintain funding preferences for an organization

Use the Org Funding Preferences (ORFP) form to maintain information about the funding preferences of an organization such as the purposes for which the organization may contribute to the institution and ways in which the organization prefers to contribute. You can add only organization related information on this form and no people related information.


Follow the steps below to view or maintain details about funding preferences of an organization.


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1. Access the Org Funding Preferences (ORFP) form.

2. Access the record for the organization whose funding preferences need to be maintained.

3. View, add, or update the details about the funding preferences of the organization, as required. From the Contacts and Appointments field you can detail to the Contact Appointment Summary (CASM) form to maintain the organization’s contacts with the institution.

4. Update out of CASM and ORFP.

Report organization roster information

Use the Organization Roster (OROS) form to specify criteria for, and run the Organization Roster Report. The Organization Roster Report lists people who are related to an organization. You can run the report for multiple organizations at one time. Along with a list of people, the report shows the types of relationships each person has with an organization, the roles associated with those relationships, and the effective dates of the relationships.

The Organization Selection fields determine which organizations will be included in the report. The Relationship Selection fields determine which person relationships will be included for those organizations. Every organization specified will be included in the report, even if there are no qualifying person relationships with that organization.

Many people may be related to an organization in the Colleague database. A person may be related to a single organization with several relation types (for instance employee and board member). Each relation type between a particular person and organization may have a start and end date. Finally, several roles may be specified for each relation type between a particular person and organization. Each of these roles may have a start and end date.

Follow the steps below to specify report parameters on OROS and run the Organization Roster report.

1. Access the Organization Roster (OROS) form.

2. Specify either a saved list name or organizations that you want to use to select the organizations included on the report.

3. Specify the criteria you want to use to determine the relationships you want to include on the report for an organization. For example, if you want to print a roster of all the people with the employee relationship, you would enter the type for employee in the Relation Types Include field.

4. If you want to exclude deceased individuals from the roster, enter Yes in the Exclude Deceased Individuals field.

5. If you want to save the IDs of the people included on the roster to a saved list, enter the name of a saved list in the Output Saved List Name field.

6. Update out of OROS.


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Add and Maintain Institution Information

An institution is an educational entity: a high school, community college, trade school, or university. Institutions and organizations are very similar. Most of the information that defines an institution is the same as the information that defines an organization (addresses, phone numbers, contact names). However, an institution needs to have more information specified for it, such as the specific type of institution, the academic calendar used, and the method to use for converting credit types.

Before you begin

Before you add a new institution, your Institution Types codes must already be defined. You should also be familiar with your institution’s policies and procedures for adding records to the database and checking for duplicate records.

The procedure for adding an institution involves adding organization information using the same procedure defined in “Add and Maintain Organization Information” on page 90. You should be familiar with the process of adding an organization before you add institutions to your database.

Add an institution

Use the Institutions (INST) form to capture this additional information for institutions.

Be sure to carefully follow your institution’s procedures for LookUp and record identification before you add a record to your database.


2. Access the Institutions (INST) form.

3. Create a new institutions record. When you add a new institution from INST, the Organization Profiles (ORGP) form is automatically displayed. If the Institution Resolution form or the Address Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records.

4. Complete ORGP. When you save your changes on ORGP, you are returned to INST.

5. Complete INST. In the Institution Type/Level field, be sure to enter the appropriate code for this type of institution. If you enter contact information in the Contacts group, the Organization Contact Detail (ORCD) form is automatically displayed. When you save your changes on ORCD, you are returned to INST. Institution type codes are

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flagged as either high school or college codes. If you are not sure of the appropriate code to enter, see your office manager or system administrator.

6. Save the record.


Converting credits

Based on the type of academic calendar you specify for an institution, the credit conversion rate is automatically calculated based on the academic calendar of your institution. For example, if your institution is on a semester-based academic calendar and you define an institution with a quarter-based academic calendar, the credit conversion rate defaults to 0.67. If you define an institution that uses the same academic calendar as your institution, the credit conversion rate defaults to 1.00. This conversion rate is used as the default when evaluating transfer credits from this institution. You can override the default credit conversion rate by replacing the entry in the Credits Conversion field.

Institution types and levels

When defining an institution, you should enter a code to specify the type of institution. These codes are user-defined, but each code is flagged as either a high school type code or a college type code. Table shows examples of some Institution Type codes and how they are flagged.

Be careful to enter the appropriately flagged code for each type of institution. The system uses the flags associated with these codes to separate the types of institutions an individual has attended, so that colleges and universities can be counted separately from high schools attended. The system also uses these codes to determine the appropriate form to display when you are entering academic history and credential information for an individual. If you are not sure which code to use, see your office manager or system administrator. For more information about entering academic history and credential information for an individual, see “Record Academic History and Credentials” on page 62.

Table 10: Examples of Institution Type Codes

Institution Type Code Description

High School/College Flag

HS High School H

PS Prep School H

CC Community College C

UNP Private University C


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Other ways to look up institutions

If you enter information in any of the following fields on INST, you can use this information during LookUp to locate this institution.

• CEEB

• FICE

• Other ID

• Local ID

• Previous Colleague ID

Institution contact information

On INST, you can specify one or more contacts for an institution. You can add a new person as a contact if the person you want to add does not already exist in the database. For details about adding a new person to your database, see “Add and Update a Person’s Information” on page 38. The person you specify as a contact will automatically be defined as an employee of the institution.


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Maintain Addresses

Before you begin

The procedures in this chapter assume that you are maintaining address information for individuals or organizations that already exist on the system. These procedures also assume that you are familiar with Envision terms and concepts and are familiar with the interface you are using to access Colleague.

See the table below if you need more information about any of the assumptions mentioned here.

Address processing

The Demographics module provides you with a number of options for special processing of addresses. This section describes these special processing features. The procedures discussed in this chapter require access to the Person Addresses (ADR) form. Use ADR to maintain address data for an unlimited number of addresses. To see all of the addresses associated with an individual or organization, use the Address Summary (ADSU) form. The data you can maintain includes the preferred address, preferred residence, address type, address rules, seasonal dates, and more.

Add an address record

Use the Person Addresses (ADR) form to add address information for an individual. Use the Organization Profiles (ORGP) form to add address information for an organization. If the record for which you want to add an address does not exist in your database, see “Add and Update a Person’s Information” on page 38 for procedures for adding a person to your database, ““Add and Maintain Organization Information” on page 90” for procedures for adding an organization to your database, or “Add and Maintain Institution Information” on page 96 for procedures for adding an institution to your database. Be sure to carefully

For information on See

Adding an organization “Add and Maintain Organization Information” on page 90.

Adding an institution “Add and Maintain Institution Information” on page 96.

Adding a person “Add and Update a Person’s Information” on page 38.

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follow your institution’s procedures for LookUp and record identification before you add a record to your database.

Update the preferred address

Follow the steps below to update a person’s preferred address. This procedure assumes that the person, organization, or institution whose information you want to update or change already has an existing record on your database.

1. Review “Address processing” on page 99.

2. Access the address record on the appropriate form.

• Access addresses for individuals on the Person Addresses (ADR) form.

• Access addresses for institutions or organizations on the Organization Profiles (ORGP) form.

3. Go to the Mail Pref field.

4. Mark this address as the preferred address.

Enter Y at the Mail Pref field to mark this address as the preferred address. Your entry indicates that this address is the preferred address for all correspondence.

Be aware that if another address was previously indicated as the preferred address, that address record is changed to indicate that it is no longer the preferred address.

To determine the preferred residence for an individual, access the record for this individual on the Name and Address Entry (NAE) form. NAE always displays the preferred residence in the address fields.

5. Save the record.

Delete an address

Follow the steps below to delete an address. This procedure assumes that the person whose information you want to update or change already has an existing record in your database. For a procedure for adding a person’s record to the database, see “Add and Update a Person’s Information” on page 38.

1. Review “Address processing” on page 99.

2. Access the address record on the appropriate form.

• Access addresses for individuals on the Person Addresses (ADR) form.

• Access addresses for institutions or organizations on the Organization Profiles (ORGP) form.

3. Go to the Address Type field and enter the code for the “correction” address type. The address type codes and descriptions are defined by your system administrator, but they use special processing codes to tell the software how to perform in specific situations. Your system administrator should have defined an address type code for


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“correction” (usually CO). If you do not know what your address type code for “correction” is, see your system administrator.

4. Save the record. When you save the record, the system deletes the address.


Preferred Addresses

A person’s preferred address is the mailing address to which all correspondence is sent, unless an address hierarchy is used to select an alternate address. The preferred residence differs from the preferred address in that the preferred residence is where the person lives; the preferred address is where the mail is sent. For example, some people may prefer to receive correspondence at their work address. You would then indicate the work address as the preferred address.

Only one address can be flagged as the preferred address. You update the person’s preferred address by simply entering Y in the Mail Pref field on ADR. After you save this record, this address becomes the preferred address. If another address was previously indicated as the preferred address, that address record is changed to indicate that it is no longer the preferred address.

Because the Name and Address Entry (NAE) form accesses only the preferred residence, you can use it to quickly determine which address is the preferred residence. Simply access NAE and enter the person’s system ID or use LookUp to find the record you need. The address that appears in the Address field is the current preferred residence. The preferred residence is also displayed on the Registration Person Entry (RGPE) form in Colleague Student.

To change the preferred address, see “Update the preferred address” on page 100.

Seasonal addresses

You can enter start and end dates for an address to create a seasonal address. If a seasonal address has been entered for this person, the seasonal address overrides the preferred address during the time that the start and end dates are in effect. All correspondence goes to the seasonal address while it is active, unless an address hierarchy is used to select an alternate address.

Pending addresses

You can record a pending address if you receive notification of an address change that has not yet taken place. When you enter the new address, you can specify a future


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starting date for the address and specify an address status of “pending.” Note that the pending address does not become the current address until the Pending Address Update (PADU) process is run.

Former addresses

When you enter a new address, the previous address automatically changes to the former address (unless you choose not to keep address history). If you ever need to reinstate a former address as a current address, you must change the address status to current and remove the end date.

Householded addresses

If several people live at the same address you can use the same address record for each person. After you save from the Person Addresses (ADR) form, Colleague searches for a matching address record. How Colleague handles matching address records is controlled by the flags set in Address Processing Options (ADRO) form. If the Single Hit Address Resolution flag is set to “Yes” and Colleague finds a match, and address resolution form is displayed. You can select and address causing householding or you can create a new address record by not selecting an address. If the Disable Address Householding flag is set to “No” and Colleague finds a match, the address becomes a household address with all the residents associated with the same address record.

You have the ability to disable address householding if you want to create separate address records for each individual. For more information about disabling address householding, see “Address processing options” on page 26.

Household moves

When you modify or change an address for an individual and there are other individuals residing at the same address, the system asks if the address change applies to the individual only or to the entire household. This feature—called the household move feature—lets you easily update the address for all individuals residing at one address. You can also choose to update the address for one individual only and leave all other individuals at the current address.

Zip code cross-referencing

To speed up data entry for the CSZ (city, state, zip) group in addresses, Core creates a cross-reference that links a specific zip code with a specific city and state.

When your cursor lands on the City field, enter the zip code for the address. If the zip code you enter has been cross-referenced, the system automatically fills in the city and state information. If the system has not yet created a cross-reference for the zip code you enter, the zip code is moved to the Zip field and you fill in the city and state fields. When you save the record, a zip code cross-reference is created in the ZIP.CODE.XLAT file. The


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next time the zip code is entered in a City field, its corresponding city and state are automatically filled in.

After the system has created a zip code cross-reference, you can update or correct it using the Postal Code Translation (PCDX) form.

Address types

Address types allow you to categorize addresses according to the way your institution uses the address. Address Types can also indicate the types of correspondence sent (for example, billing correspondence is sent to the Accounts Receivable [AR] address). The most common address types are Home and Business addresses.

Your system administrator should have also defined an address type for address corrections. The address type of correction is a special address type used to delete an address. See “Delete an address” on page 100 for detailed information about deleting addresses.

Phone types

In the Core application you can store multiple phone numbers for each address. You have the option of designating each number as a specific type of phone in the Type field of the Phone/Ext/Ty group. Examples of phone number types are listed below:

• H – Home

• B – Business

• F – FAX

• C – Car or Cellular Phone

Phone types are stored in the PHONE.TYPES validation code table. Use the Validation Codes (VAL) form in the Core application to enter and maintain phone types.

The Home, Business, and Fax phone types are address-associated phone number types. That is, they are for phones that are plugged in at a specific address rather than for phones that stay with a person, like a car phone. Address-associated phone numbers are stored in Core with specific address records. So when you change someone’s preferred address or when you use a seasonal address, you know which phone numbers go with each address. All persons at the address share the address-associated phone numbers.

The Car phone type is a personal phone type. Personal phone number types are stored with general demographic information and are not associated with an address. Your system administrator can create additional personal phone types (like hand-carried, or boat phone) if your institution needs to record this level of detail.

If you want a specific home phone number to be displayed in header blocks that display a Home Phone, be sure that number is the first Home type phone number to appear in the Phone(s) group (at the top of the list of phone numbers) for the preferred address. The same applies to Work Phone. Be sure that the number you want to display in the header


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block is the first of the BUSINESS type phone numbers in the list for the business address.


The Change Source field on NAE is an optional field that your institution can use to record the source of an address change. If your institution does not record this level of detail, you can skip this field on the form or enter any free-form data in it.

If your institution does record this level of detail, you must enter one of the pre-defined codes for this field when you change an existing address. When you add a new person and record the preferred address for the first time, however, you do not have to enter a code in the Change Source field.

See the online help for a listing of the valid Address Change Source codes. Check with your system administrator if you are not sure whether your institution uses these codes.


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Generate Address Reports

This chapter provides information about how to generate the Address Validation report and the Address Type Duplicate Report.

Address verification

When sending correspondence to an individual, there is basic information that is required to be on the mailing label. For example, if you are sending a letter to an address in the United States of America, you must include the street number and name on one line and the city, state, and zip code on a second line. If you are mailing to an address in Canada, you must include the street name and number on one line and the city, providence, and postal code on a second line with the appropriate spacing between each piece of text. For more information about the requirements for mailing labels check with you post office.

Colleague provides functionality that allows you to verify that you have the required address information. The Address Validation (AVER) process generates a report that lists addresses that are not valid according to the patterns provided by the postal authorities, and indicates why each address is not valid. You can select which addresses you want to validate by entering a change date, where they are used in a particular area of Colleague, or by their address type. This allows you to verify only the addresses you need and not all the addresses in Colleague. Colleague uses the country entered on the International Parameters (INTL) form to know which address standards to verify addresses against.

You can then use the report to update the address in Colleague using the Person Addresses (ADR) form or any other form where address information can be entered.

Generate the address validation report

Use the Address Validation (AVER) form to generate a report of addresses that are not valid.

Colleague verifies each selected address against basic formats required by the Untied States Postal Service or Canada Post. If the address is not valid according to the patterns provided by the postal authorities, Colleague adds the address to the report and provides an explanation as to why the address in not valid.

You can then use the report to help you correct the addresses as needed.

Follow these steps to generate the Address Validation report.

1. Access the Address Validation (AVER) form.

2. To restrict the addresses selected to those changed during a specific date range, enter dates in the Last Address Change Start and End Date fields.

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3. TO limit the addresses selected based on a particular group, enter files in the Resident Where Used Code field. For example, if you want to select addresses for donors you would select the CONSTITUENT file.

4. To indicate the code that has been defined at your institution for the Unites States, enter the code in the Country Code for Unites States field.

5. To indicate the code that has been defined at your institution for Canada, enter the corresponding country code in the Country Code for Canada field.

6. Save your entries on AVER.

7. Complete the Peripheral Defaults and Process Handler forms according to your preferences. Colleague generates the Address Validation Report.

Generate the address type duplicates report

Use the Address Type Duplicates Rpt (ATDR) form to generate a report that lists people who have multiple active or future addresses of the same address types. For example, if the person has two current home addresses or business addresses, the addresses would be included on the report.

The report includes the following information:

• Address

• Duplicate Type

• Other Types

• Effective Start Date and End Date

• Seasonal Dates

• Other Residents

Follow the steps below to generate the Address Type Duplicates Report.

1. Access the Address Type Duplicates Rpt (ATDR) form.

2. To limit the people or organizations selected, enter a saved list that contains IDs from the PERSON file.

3. Save your entries on ATDR.

4. Complete the Change Peripheral Defaults form and the Process Handler form according to your preferences. Colleague produces the Address Type Duplicates Report.

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Maintain Employment Information

This chapter provides information about maintaining employment information.

Before You Begin

The procedures in this chapter assume that you are maintaining employment information for individuals that already exist in your database and that the organizations for which the individuals work also already exist in your database. See the table below if you need more information about any of the assumptions mentioned here.

Employment

In Colleague Demographics, you can record current and former employment for individuals. The information you can record includes the employment role, the length of employment, the status of the employment (such as current or former), contact information (whether the person is primary contact at the organization), overall employment status (such as part time, full time, or retired), mail codes used for the person, and overall income level. An individual can have more than one current employer.

Each record of employment includes start and end dates. Current employment records do not have end dates defined. Former employment records are identified by records with end dates that have already passed. If you enter a future end date for an employment record, the employment is considered current until the future end date passes.

Employment information is recorded on the following forms:

• Employment Summary (EMPL). Provides an overall view of an individual’s current and former employment

• Employment Detail (EMPD). Provides detailed information about one specific employer

• Employee Summary (EMSU). Provides summarized information about an organization’s employees

For information about See

Adding an organization “Add and Maintain Organization Information” on page 90.

Adding an individual “Add and Update a Person’s Information” on page 38.

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• Employment Relationships (EMPR). Enables you to view and access employment relationship information between a person and a specific employer

• Self/Unknown Employment (EMPS). Enables you to view and access self and unknown employment information.

Enter new employment information

Colleague provides the ability to enter a person’s employment at a corporation, self-employment, and unknown employment, meaning you know the person is employed but you are not sure who they work for. Entering new employment information is a two step process that uses the Employment Summary (EMPL) and Employment Detail (EMPD) forms.

Before you add employment information about a person, that person must already exist in Colleague. You cannot add a person on EMPL. Use the Name and Address Entry (NAE) form to add a person before adding employers or employment details on this form.

Use EMPL to view the summarized information as well as maintain information about a person's employers. This form provides a snapshot view of all the employment information for a person.

Employment information displayed on this form includes details such as if the selected person is the principal contact person at that organization or not and for a person with multiple employers, indicates whether this organization is the primary employer of the person or not. Also, you can use this form to view a person's self-employment information and other additional employment information.

Use the Employment Detail (EMPD) form to enter and maintain detailed information about a person's specific employment (current or former).

You cannot delete an employment from EMPD. Use EMPL or EMSU to delete an employment. You cannot add an employer from this form either. You must enter the employer on the form from which you detail to EMPD and that employer will be displayed in the header of EMPD.

Add employment information for an individual

Follow these steps to add employment information for an individual.

1. Access the Employment Summary (EMPL) form.

2. At the Person LookUp, enter the person’s ID if you know it, or perform a LookUp to locate the person in the database.

3. When Colleague displays the Employer LookUp, enter the name or record ID for the organization for which this individual works. If this individual is self-employed, enter S. If this is employment but the organization is unknown, enter U.

4. Colleague displays the Employment Detail (EMPD) form.


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5. Complete EMPD and save your entries. Colleague returns you to EMPL.

6. Complete the remaining fields on EMPL, as required. From EMPL, you can repeat this procedure to add additional employment information for this individual.

7. Save your work.

Delete an employment record

To delete an employment record for an individual, access EMPL for that individual and delete any employment records that you do not want. Be aware that deleting employment records does not retain employment history. You should delete an employment record only if it was entered incorrectly.

To mark an individual’s employment as former, access EMPD for that employment record and enter an end date for the employment period.

Maintain employment information

During the course of a person’s employment, changes may occur. Colleague provides away for you to maintain the information to allow you to have accurate employment information for a person.

Organization employment

You can modify information about a person’s employment with an organization. Use the Employment Relationships (EMPR) form to view employment information about person who is employed at an organization. Use this form to view all instances of a person employment with an organization. You can access EMPR by detailing from an employment record with an organization on the Employment Summary (EMPL) form. From EMPR you can detail to the Employment Detail (EMPD) form to maintain details of a particular employment instance. You can also use this form to add new employment with a organization information.

Self and unknown employment

You can modify information about a person’s self-employment or unknown employment. Use the Self/Unknown Employment (EMPS) form to view employment information about a person who is self-employed or has an unknown employer. Use this form you to view all instances of a person’s self or unknown employment. You can access EMPS by detailing from an employment record for self employment or unknown employment on the Employment Summary (EMPL) form. From EMPS you can detail to the Employment Detail (EMPD) form to maintain details of a particular employment instance. You can also use this form to add new self or unknown employment information.


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Maintain employee information

Use the Employee Summary (EMSU) form to view of all the employee information for an organization. From EMSU you can also maintain the list of an organization's employees.

Information displayed on this form includes details such as the Pri Con/Empl fields that indicate whether an employee has been designated as the principle contact for the selected organization, and for employees with more than one employer, indicates whether or not this organization is the employee's primary or preferred employer.

Before you enter employee information for an organization that organization must already exist in Colleague. Use the Organization Profiles (ORGP) form to add an organization. For information about adding an organization, see “Add and Maintain Organization Information” beginning on page 90.

From EMSU you can detail to the Employment Relationships (EMPR) form to view and access employment relationship information.

Follow these steps to maintain employee information for an organization.

1. Access the Employee Summary (EMSU) form.

2. At the Organization LookUp, enter the organization’s ID if you know it, or perform a LookUp to locate the organization in the database.

3. Enter the name or ID for the person who works for this organization. If the Person Resolution form is displayed, follow your institution’s policy for using LookUp to find a record and for searching for duplicate records. When you specify a person employed by this organization, the Employment Detail (EMPD) form is displayed.

4. Enter the employment details on EMPD form, as required, and update out of EMPD. Colleague returns you to EMSU. From EMSU, you can repeat this procedure to add additional employee information for this organization.

5. Save your work.


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