NCCCS Student Overview Session

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NCCCS Student Overview Session

• Introduction

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NCCCS Student Overview Session

• Curriculum Management Faculty Information

3
Curriculum Management

• Curriculum Management Includes
• Maintaining Courses
• Creating Sections
• Updating Academic Programs

4
Courses

• Courses are templates for offered sections
• Most are downloaded from the System Office
• Schools may create their own offerings and submit
  to the system office for approval
• Some CU courses and many CE courses can be copied
  at your institution. Almost all can be split
  into multiple offerings

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Courses

• CRSEThe course screen defines offering values
  which will default to sections

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Course Requisites

• CREQCourses can have state or local
  prerequisites as well as optional or required
  corequisites

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Sections

• Sections are the scheduled classes that students
  register for
• Most of the information is populated from
  courses, some of which may be changed
• Sections have scheduled, specific meeting times
• Almost all have faculty assigned to them
• Sections may copied individually or in batch

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Sections

• SECTThe anchor screen for sections

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Section Scheduling

• SOFFSetting meeting times

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Faculty Assignment

• FASCAssigning faculty members

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Academic Programs

• Academic Programs are what students apply to and
  are assigned
• They are a combination of major and academic
  level
• Specified as degree, certificate, or diploma
• They are attached to catalogs and have specific
  requirements that can be updated
• CE, BSP, AHS, SPEEDE are delivered most CU
  programs will be converted

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Academic Programs

• PROGThe anchor screen for programs

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Program Requirements

• APRSCatalog specific parameters

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Faculty Information

• Faculty Information includes
• Creating faculty members and assigning them to
  teach sections
• Giving faculty members non-instructional roles
  and assignments
• Making faculty advisors and assigning them
  advisees

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Faculty

• FCTYFaculty member anchor screen

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Faculty Memberships

• FMBSFaculty can be members or advisors to groups
  and receive load or a contract for their work

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Faculty Advising

• FADTFaculty can be assigned advisees manually or
  in a batch using rules

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Web Advisor For Faculty
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My Advisees
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Online Class Roster
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NCCCS Student Overview Session

• Recruitment, Admissions, and
• Communications Management

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Recruitment And Admissions

• Recruitment and Admissions include
• Tracking prospects
• Entering applications for potential students
• Automated incoming and outgoing correspondence

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Prospect Recruitment

• Create prospective student records
• Capture data about prospective students
• Track recruitment activities

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Prospect Lookup

• Prospects may be looked up by
• First Name Last Name
• Last Name, First Name
• Partial Name
• SSN
• Colleague ID
• Phonetically

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Prospects

• PRSP Prospect Summary Screen used for entering
  data about potential applicants

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Name and Address information

• For new records, data is entered on NAE

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Admissions

• Create student application records
• Enter multiple applications
• Record Test Score Data
• Give credit for transfer work
• Track Institutions Previously Attended
• Assign students to output documents through data
  entry and/or automatic processing using rules.

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Short Application Entry

• SHAPShort Application screen is used to enter
  individual applications

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Institutions Attended Summary

• IASUInstitutions Attended tracks any previous
  applicant schools

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High School Attended

• HSAHigh School Attended records data on an
  applicants high school career

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Test Summary

• TSUMEnter and look up an applicants entrance
  and placement tests

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External Transcript Summary

• EXTSShows summary of transfer work and any
  equivalencies earned

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WebAdvisor For Applicants
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Applicant Test Score Viewing
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Applicant Search For Classes
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Communications Management

• Records documents received
• Records documents sent
• Output includes printouts, labels, Word
  documents, and email
• Postings occur by individual and group data entry
  and automatic rules setup
• Available throughout all of Colleague

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Document Setup

• DOCDocument screen lets you choose the type and
  customize the message sent

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Individual Pending Correspondence

• IPCThe Pending Correspondence screen shows all
  outgoing and pending communications to a person

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Communication Received

• CRIThe Communication Received entry screen shows
  all incoming contact

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Applicant Document Tracking
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NCCCS Student Overview Session
Financial Aid
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Datatel Leading the Market

• Datatel is the first to deliver
• Integrated enterprise suite for HE (1979)
• Integrated Communications Management (mid 1980s)
• Completely date-driven system (1996)
• Rules-based configuration (1996)
• FA regulatory releases (1995 Present)
• Degree audit online (1999)
• Built-in e-commerce (2000)
• Automated (with A/R) Return of Title IV Funds
  (2001)
• Built-in SEVIS Monitoring and Reporting (2002)
• Student Educational Planning (2002)
• Instant Enrollment for CE students (2002)
• Award Acceptance Loan Change (2002)
• Automated FA data exchange (2003)
• Built-in workflow engine (2003)
• Full e-recruitment suite (2003)
• Smart Registration (2004)

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Colleague Financial Aid

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

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Colleague Financial Aid

• The Industry Leading Financial Aid System
  provides
• Full regulatory compliance with 1st to market
  updates
• Seamless integration with Academic Records and
  Student Accounts
• Event driven Communications Management
• Robust Fund Management and Reporting Tools
• Student Self-Service

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Guiding Strategies

• 1st to Market Regulatory Updates
• Import ISIRs sooner
• Generate award letters faster
• Streamline the Financial Aid Process
• ISIR Transaction History
• Auto-Packaging
• Automated COD processing
• Maximize Student Services and Increase
  Productivity
• WfMS
• Student self-service

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Regulatory Compliance

• Our Analysts are always on top of the latest
  regulatory changes so you dont have to be.
• First to market with regulatory updates
• Automated Return of Title IV funds
• Automatic exchange of FAFSA, COD, and FFELP data
• Need Analysis calculations include
• The College Boards Institutional Methodology
  (IM)
• Unique and flexible Supplemental Methodology (SM)
  
• Federal Methodology (FM)

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Seamless Integration

• An easy to use, on-line, real-time, and highly
  integrated data structure is provided to meet
  your FA Offices needs.
• Automated Satisfactory Academic Progress
  calculation and student notification system
• Data integrity checking to the field level
• Cross department work-flows designed to maximize
  institutional effectiveness

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Communications Management

• Colleague provides the means to collect, manage,
  and distribute financial aid information to the
  institution and community.
• Manage coordinate large or small mailings such
  as award letters or default prevention
  information
• Streamline missing information tracking
• Event driven user defined rules
• Output via email, reports, labels, brochures,
  etc.

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Fund Management and Reporting Tools

• Colleague provides you the right data at the
  right time to maximize decision making during
  critical times
• Rules based and event driven automatic packaging
  and awarding criteria
• Automated award re-calculation based on
  enrollment patterns and award eligibility
• Variety of delivered reports and processes
  designed to provide quick access to data and to
  maximize fund management control.

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Student Self-Service

• Students accessing data anywhere, anytime ensures
  top notch customer service.
• Current award information by year and by term
• Complete account summary including pending and
  awarded financial aid
• Missing/received documentation
• Award letters
• Loan application
• Increase/decrease loan amounts
• Accept/reject awards

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Benefits from Colleague

• What can you expect with Colleague?
• Increased enrollments and decreased audit
  findings
• Quality communication with all constituents
• Shared data resulting in inter-departmental
  communication and the elimination of repetitive
  data entry
• Automatic data exchange allows back-office data
  processing staff to become front-office student
  service providers
• More time with students, less time administering
• Self-service for students means fewer phone calls

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NCCCS Student Overview Session

• Accounts Receivable and
• Cash Receipts

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Accounts Receivable

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

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Accounts Receivable

• With Colleague easily
• Meet regulatory requirements
• 1098T generation
• Calculate deferred revenue
• Transfer payments from one term to another
• Apply Financial Aid to outstanding charges
• Split revenue between multiple GL numbers
• Access account balance information
• Create reoccurring invoices

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Accounts Receivable

• Complete integration with
• Registration
• Financial Aid
• General Ledger
• Accounts Payable
• HR/Payroll

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Accountholder Inquiry Screens
INQUIRY SCREENS AR Summary AR Term Summary AR
Detail AR Account by AR Code AR Invoice AR
Invoice Balance Pending Financial Aid
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Cash Receipts

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

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Cash Receipt Entry Screen
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WebAdvisor Functionality

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

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Web Account Summary Screen
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Web Make-A-Payment Screen
You choose Accepted Payments Terms Receipt
format Partial Payment
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NCCCS Student Overview Session

• Break

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NCCCS Student Overview Session

• Enhancements

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Student System Enhancements

• CCL1/CCL2
• LEIS
• Human Resource Development
• Small Business Center
• Fire Certification/Regional Calendar
• Developmental Education Reporting
• Program Auditing
• New and Expanding Industry Training
• Career Planning and Placement
• Research and Institutional Effectiveness

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Other Enhancements

• Facilities Management
• Parking
• Safety
• Equipment Inventory

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NCCCS Student Overview Session

• Conversions

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17 Student Conversions

• LCC Local Courses
• STU_DEM Student Demographics
• XNCP Additional (NC) demographics
• HST-POS Historical Programs of Study
• STU Primary academic program
• PGM Additional academic programs
• TST Test scores
• STA Students advisors
• IIA1 High schools attended

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17 Student Conversions (cont.)

• IIA2 Other colleges attended
• IIA3 Home institution credentials
• SBC - Small Business Center
• HRD Human Resources Development
• ARI Student account balances
• Holds Student restrictions
• LEIS Literacy Education Info. Sys.
• STC Student Transcripts

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Examples of Data being converted

• Demographics
• Degrees
• Transcripts
• AR Balances
• Test scores

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How do we do it?

• Coltest
• Create a 30-50 saved list of students
  representing all areas/scenarios possible
• IT Dept. creates files, move and convert
• Functional areas have to validate success and
  correct errors
• Errors will be identified in extract creation as
  well as during the conversion
• Any user setup needed prior to a conversion will
  be covered in training classes

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Support

• Weekly conversion calls
• SO Help Desk
• Extract creation for each conversion is menu
  driven on IIPS
• Each Colleague conversion has separate
  documentation

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Coltest Timeline

• April, 2005 November, 2005
• Coltest conversions scheduled to benefit and
  enhance user training and testing requirements
• Coltest conversions help identify data cleanup
  necessary on legacy system prior to converting
  into Collive account

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Collive Timeline

• December, 2005 June, 2006
• Conversions scheduled to support go-live dates

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NCCCS Student Overview Session

• Implementation Team

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ACS Project Manager Assignments

• Rhon Hammond
• Forsyth
• Wilkes
• Linda Edmondson
• Haywood
• Stanly
• Judy Carter
• Isothermal
• Gaston

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ACS Project Manager Assignments

• Brian Finegan
• Piedmont
• Sampson
• Nash
• Tommy Holder
• Wake Tech
• Richmond
• Sandhills

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ACS Project Manager Assignments

• Melissa Poe
• Johnston
• James Sprunt
• Mark McNiff
• Beaufort
• Edgecomb
• Vanessa Richards
• Lenoir
• Brunswick

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Role of ACS Project Manager

• Review implementation plan with campus teams
• Provide implementation guidance and consulting
• Facilitate communication across teams
• Support workflow testing
• Provide status reports

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Timeline

• Meet ACS Project Manager today
• Set up initial campus visit
• Review implementation plan with campus Project
  Manager
• Review implementation plan with campus teams
• Set regular campus visit schedule with ACS PM

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NCCCS Student Overview Session

• Question/Answer