NWEUG
2015
CUSTOMIZING THE
COLLEAGUE AAI
Kami Jenks
North Idaho College
July 31, 2015
Information Technology
Coeur d’Alene, Idaho
SESSION RULES OF ETIQUETTE

Please turn off you cell phone/pager

If you must leave the session early, please do so as discreetly as
possible

Please avoid side conversation during the session
Thank you for your cooperation!
Coeur d’Alene, Idaho
NWEUG
2015
INTRODUCTION

How North Idaho College customized the Colleague Admissions
Application Interface

Provides tips & tricks from our implementation
Coeur d’Alene, Idaho
NWEUG
2015
SESSION AGENDA
1.
AAI Environment
2.
Online Admissions Applications
3.
Admissions Office Web Application
4.
Colleague
5.
NIC Customizations
6.
Reference Materials
Coeur d’Alene, Idaho
NWEUG
2015
AAI ENVIRONMENT
Coeur d’Alene, Idaho
NWEUG
2015
AAI ENVIRONMENT
[Slide intentionally left blank]
Coeur d’Alene, Idaho
NWEUG
2015
ONLINE ADMISSIONS APPLICATIONS
Coeur d’Alene, Idaho
NWEUG
2015
ONLINE ADMISSIONS APPLICATIONS

Developed by:

Working with the Admissions Office

Using reference materials:

Common application

Colleague manual, “Using the Admissions Application Interface”

Admissions Application Interface Data Mapping File (Excel spreadsheet)
Coeur d’Alene, Idaho
NWEUG
2015
ONLINE ADMISSIONS APPLICATIONS



NIC has 3 online applications:

Degree

Dual Credit

Non-Degree
Data in dropdown lists corresponds to Colleague data (except for
Start Term and Program of Study)

Data Orchestrator export from Colleague into NIC’s Data Mart

Data Mart feeds SQL database with data for dropdown lists

Helps avoid errors during the Colleague Import Process
Demo of Dual Credit application
Coeur d’Alene, Idaho
NWEUG
2015
ADMISSIONS OFFICE WEB
APPLICATION
Coeur d’Alene, Idaho
NWEUG
2015
ADMISSIONS OFFICE WEB
APPLICATION

Developed by working with the Admissions Office

Application has authentication & authorization
Coeur d’Alene, Idaho
NWEUG
2015
ADMISSIONS OFFICE WEB
APPLICATION

Allows the Admissions Office to:




Process applications submitted online

Determine residency

Add CEEB Code for institution – VERY IMPORTANT!

Include/exclude applications from upload files

Create upload files for Colleague (Summary, Main, Institutions Attended)
Manage data relevant to the online applications

Start Terms

Programs of Study
Perform File Maintenance
Demo of Admissions Office Web application
Coeur d’Alene, Idaho
NWEUG
2015
COLLEAGUE
Coeur d’Alene, Idaho
NWEUG
2015
COLLEAGUE

The Admissions Application Interface is an optional, purchased
module

ELF Process

Setup



AIFS screen

AIPS screen
Importing Data into Colleague – 3 Steps

FTP Process

Populating Intermediate Files

Populating Colleague Files
Demo of Colleague File Import (EAPP screen)
Coeur d’Alene, Idaho
NWEUG
2015
NIC CUSTOMIZATIONS
Coeur d’Alene, Idaho
NWEUG
2015
NIC CUSTOMIZATIONS


Added ALTID to ELF Specification

Ties institution record to the main record as well as to the nonColleague, SQL database record

Included in upload files (last entry in each record for main and
institutions attended files)
Answernet 7221 (was 5151) – Modify Duplicate Record Merge
Criteria
Coeur d’Alene, Idaho
NWEUG
2015
REFERENCE MATERIALS
Coeur d’Alene, Idaho
NWEUG
2015
REFERENCE MATERIALS


Colleague AAI Manual – “Using the Admissions Application Interface
Reissued Manual as of November 21, 2011”

Download from Ellucian Hub

Search for Colleague AAI
Admissions Application Interface Data Mapping File (Excel
spreadsheet)

Download from clients.datatel.com (as of July 21, 2015)

http://clients.datatel.com/uploads/5529384F-B744-11D5AF4F0002A5070708/AAImapping.xls

Does not include mappings for IPEDS (Ethnicity & Race) – See Answernet
2328.22 - Updates to Using the Admissions Application Interface
Coeur d’Alene, Idaho
NWEUG
2015
SESSION SUMMARY

The Colleague Admissions Application Interface is an optional,
purchased module

Use Colleague data (Code Tables and Code Files) in online
applications to avoid import errors

Include CEEB Code if importing institutions attended
Coeur d’Alene, Idaho
NWEUG
2015
QUESTIONS & ANSWERS
Coeur d’Alene, Idaho
NWEUG
2015
THANK YOU!
Kami Jenks
[email protected]
Coeur d’Alene, Idaho
NWEUG
2015