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Understanding Colleague Data and Using ItUnderstanding Colleague Data and Using It

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The “X” FactorThe “X” Factor

File names that begin with an “X” are files that are File names that begin with an “X” are files that are part of the NC Community College customization.part of the NC Community College customization.

Dictionary items that begin with an “X” are part of Dictionary items that begin with an “X” are part of the NC Community College customization.the NC Community College customization.

File names that begin with an “X” followed by File names that begin with an “X” followed by college’s 3 digit finance code is a local file.college’s 3 digit finance code is a local file.

Dictionary items that begin with an “X” followed by Dictionary items that begin with an “X” followed by college’s 3 digit finance code is a local dictionary college’s 3 digit finance code is a local dictionary item.item.

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Characteristics of ColleagueCharacteristics of Colleague

Colleague is an integrated data base (1 entity, 1 Colleague is an integrated data base (1 entity, 1 record).record).

Colleague is a “de-centralized” data base.Colleague is a “de-centralized” data base. In legacy system, SSN was the id of the student In legacy system, SSN was the id of the student

master files (STUDMAST and CESTUDMAST).master files (STUDMAST and CESTUDMAST). Often times, SSN was also the id to other files Often times, SSN was also the id to other files

(TRANSCRIPT2 and CE.TRANSCRIPT) or it was part (TRANSCRIPT2 and CE.TRANSCRIPT) or it was part of another file’s id (REG.HOLD).of another file’s id (REG.HOLD).

This made it easy to “link” data from one file with This made it easy to “link” data from one file with data from another file.data from another file.

In Colleague, fields in one file are often “pointers” to In Colleague, fields in one file are often “pointers” to another file.another file.

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Characteristics of ColleagueCharacteristics of Colleague

Pointers are the Colleague internal id of the other Pointers are the Colleague internal id of the other file.file.

Example – There is a Colleague file called Example – There is a Colleague file called PERSON.ST who’s id is the individual’s Colleague id PERSON.ST who’s id is the individual’s Colleague id (0075292).(0075292).

In the PERSON.ST file, there is a field called In the PERSON.ST file, there is a field called PST.RESTRICTIONS.PST.RESTRICTIONS.

You may be tempted to think that you could LIST You may be tempted to think that you could LIST PERSON.ST PST.RESTRICTIONS and see the PERSON.ST PST.RESTRICTIONS and see the student’s restrictions.student’s restrictions.

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Characteristics of ColleagueCharacteristics of Colleague

The PST.RESTRICTIONS field points to the The PST.RESTRICTIONS field points to the STUDENT.RESTRICTIONS file.STUDENT.RESTRICTIONS file.

The data in the PST.RESTRICTIONS field is the The data in the PST.RESTRICTIONS field is the internal id to the STUDENT.RESTRICTIONS file. It internal id to the STUDENT.RESTRICTIONS file. It will be a number (like 27 for example).will be a number (like 27 for example).

To see this student’s restriction, you would need to To see this student’s restriction, you would need to look at record # 27 on the look at record # 27 on the STUDENT.RESTRICTIONS file.STUDENT.RESTRICTIONS file.

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STUDMAST & CESTUDMAST STUDMAST & CESTUDMAST

PERSONPERSON XNC.PERSONXNC.PERSON FOREIGN.PERSONFOREIGN.PERSON ADDRESSADDRESS STUDENTSSTUDENTS INSTITUTIONS.ATTENDINSTITUTIONS.ATTEND STUDENT.PROGRAMSSTUDENT.PROGRAMS APPLICATIONSAPPLICATIONS

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STUDMAST & CESTUDMASTSTUDMAST & CESTUDMAST

STUDENT.ACAD.LEVELSSTUDENT.ACAD.LEVELS ACAD.CREDENTIALSACAD.CREDENTIALS STUDENT.ADVISEMENTSTUDENT.ADVISEMENT STUDENT.RESTRICTIONSSTUDENT.RESTRICTIONS

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PERSONPERSON

Demographic DataDemographic Data Name, SSN, Birth Date, Alternate IDName, SSN, Birth Date, Alternate ID Ethnic Code and GenderEthnic Code and Gender Visa Type and CountryVisa Type and Country Email AddressEmail Address ““Where Used” field Where Used” field Pointer to ADDRESS filePointer to ADDRESS file

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XNC.PERSONXNC.PERSON

Additional NC required demographic dataAdditional NC required demographic data Entered on XNCA screenEntered on XNCA screen Head of Household FlagHead of Household Flag Academically or Economically DisadvantagedAcademically or Economically Disadvantaged Limited English Speaking AbilityLimited English Speaking Ability Inmate FlagInmate Flag Education LevelEducation Level Last High School Attended DateLast High School Attended Date High School TrackHigh School Track

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Other Student FilesOther Student Files

FOREIGN.PERSON – Alien StatusFOREIGN.PERSON – Alien Status ADDRESS – Street Address, CSZ, County, PhoneADDRESS – Street Address, CSZ, County, Phone STUDENTS – Academic Level and Programs, STUDENTS – Academic Level and Programs,

Miscellaneous Student Data from LegacyMiscellaneous Student Data from Legacy INSTITUTIONS.ATTENDED – Key is INSTITUTIONS.ATTENDED – Key is

PERSON.ID*INSTITUTION.IDPERSON.ID*INSTITUTION.ID STUDENT.PROGRAMS – Details of the student’s STUDENT.PROGRAMS – Details of the student’s

programs; Key is PERSON.ID*PROGRAMprograms; Key is PERSON.ID*PROGRAM APPLICATIONS – Program, Status, Application DateAPPLICATIONS – Program, Status, Application Date

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Other Student Files (Cont)Other Student Files (Cont)

STUDENT.ACAD.LEVELS – Start and End Dates, STUDENT.ACAD.LEVELS – Start and End Dates, Federal Cohort; Key = PERSON.ID*ACAD.LEVELFederal Cohort; Key = PERSON.ID*ACAD.LEVEL

ACAD.CREDENTIALS – Degree InformationACAD.CREDENTIALS – Degree Information STUDENT.ADVISEMENT – Student’s Advisor, Start STUDENT.ADVISEMENT – Student’s Advisor, Start

and End Dates, Commentsand End Dates, Comments STUDENT.RESTRICTIONS – STUDREGFLAGSTUDENT.RESTRICTIONS – STUDREGFLAG STUDENT.NON.COURSES – MISC.TESTSTUDENT.NON.COURSES – MISC.TEST STUDENT.ACAD.CRED – TRANSCRIPT2, STUDENT.ACAD.CRED – TRANSCRIPT2,

CE.TRANSCRIPT, ROSTER, CEROSTER, REG.HOLDCE.TRANSCRIPT, ROSTER, CEROSTER, REG.HOLD

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The “X” FilesThe “X” Files

XCU.ICR – Curriculum ICR Work FileXCU.ICR – Curriculum ICR Work File XCE.ICR – CE ICR Work FileXCE.ICR – CE ICR Work File XFC.TEST.SCORES – Fire Certification Test ScoresXFC.TEST.SCORES – Fire Certification Test Scores XLE.STUDENTS – LEIS Student DataXLE.STUDENTS – LEIS Student Data XSB.CLIENT – Small Business Center Client XSB.CLIENT – Small Business Center Client

Referrals and CounselingReferrals and Counseling

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Tips For Finding DataTips For Finding Data

““Process Help” on screens will sometimes list the Process Help” on screens will sometimes list the file or files updated by screenfile or files updated by screen

““Field Help” on fields will sometime give the Field Help” on fields will sometime give the fieldname that is updatedfieldname that is updated

Conversion Documents on SO Website often have Conversion Documents on SO Website often have file layouts which shows “where” converted data is file layouts which shows “where” converted data is written to in Colleaguewritten to in Colleague

List the dictionary of a fileList the dictionary of a file

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Closure and QuestionsClosure and Questions