How to Look Up a Student via Colleague Scenario
Updated 03-03-2011Changes are in Green Italics
Slide 1: How to Look Up a Student via Colleague
Slide 2: Tutorial Objectives
Find the best way to look up someone in Colleague
Learn Colleague tips to search accurately and faster
Think critically about novel situations within Colleague
Slide 3: After logging into Colleague, select ST for the Student System from the Apps Menu.
Slide 4: Type NAE, ORGP, or another mnemonic associated with name look up in the Quick Access box.
Then click the Go button.A person look up screen will display.
Slide 5: Student Number (if available)
The best way to look up a student in Colleague is to search by
student number because it uniquely identifies a student.
Type the student number and then click the OK button to bring up the student’s record.
Slide 6: Social Security Number (if available)
The Social Security Number is another way to look up a student because it uniquely identifies the student.
The Social Security Number may be used even if one does not have view access to Social Security Numbers.
Type the student’s Social Security Number, e.g., 111111111. Then click on the OK button to bring up the student’s record.
Slide 7: Example of results from entering a Student Number or Social Security Number.
Slide 8: Last Name, First Name
When using last name, first name, you must make sure to enter the last name and the entire first name, e.g. Tyler, Steven.
There must be a comma (,) between the last name and first name.
Then click on the OK button to bring up the resolution screen.
Slide 9: Partial Name- Last Name, First Name
When using a partial last name, enter the first 3-4 letters of the last name and 3-4 letters of the first name or less if you are unsure.
There must be a comma (,) between the last name and first name. If not, Colleague will treat the entry as a last name.
Then click on the OK button to bring up the resolution screen.
Slide 10: First Name Last Name
When using first name last name, you mustmake sure to enter the first name and last name. There must be a space between the first and last name.
Slide 11: Partial Name- First Name Last Name
When using a partial first and last name, enter the first 3-4 letters of the first name, and 3-4 letters of the last name.
There must be a space( ) between the first name and last name.
Then click on the OK button to bring up the resolution screen.
Slide 12: Example of a resolution screen from entering a partial name.
Slide 13: Use the @ symbol to bring up the last student that you were working with previously in a
session.
In Colleague, the more information that is entered, the more limited the search will become,
therefore, entering less information will yield more possibilities.
Slide 14:To get a better list of possibilities on the resolution screen put in a partial name.
This method is a good one to use if you are not sure whether the individual is in Colleague
already.
It is also the preferred method if there is any reason to believe that the person might have two
Colleague ID numbers (duplicate records) or if you are unsure of the spelling of either first or
last name.
Slide 15: The following slides include questions and scenarios to better prepare you for using Colleague.
You will have 5 opportunities to answer each question correctly.
The last slide will display your score and course results.
Slide 16: Where do you enter the mnemonic? e.g. NAE, SPRO, etc.
Click on the correct area of the screen.
Then Click Clear, Back, Skip or Submit to to submit your answer and continue to the next
question.
Slide 17: Which symbol do you use to bring up the last student that you were working with in Colleague?
Select your answer.
Then Click Clear, Back, Skip or Submitto submit your answer and continue to the next
question.
Slide 18: In Colleague, the more information that you enter will give you more possibilities.
Select True or False.
Then Click Clear, Back, Skip or Submit to submit your answer and continue to the next
question.
Slide 19: Arrange the best ways to look up a student in Colleague in sequence.
Then Click Clear, Back, Skip or Submit to submit your answer and continue to the next
question.
Slide 20: You received a telephone call from a student named Sarah or Sara Connor or Conner.You are
unsure of the spelling of her first and last name.
Slide 21: How would you look up her record in Colleague?
Type your answer in the box.
Then Click Clear, Back, Skip or Submit to submit your answer and continue to the next
question.
Slide 22: In Colleague, if you are unsure of the entire spelling of the first and last name, it is best
to enter part of the last name and part of the first name and get a list of possibilities.
Entering the entire name could eliminate some possibilities.
Slide 23: Terra Boyd-Wilkins is a student and she has a question about her account. However, she does
not know her student number or Social Security Number.
Slide 24: How would you look up Terra in Colleague by her last name?
Type your answer in the box.
Then Click Clear, Back, Skip or Submit to to submit your answer and continue to the next
question.
Slide 25: How else would you look up Terra in Colleague by her last name?
Type your answer in the box.
Then Click Clear, Back, Skip or Submit to to submit your answer and continue to the next
question.
Slide 26: In Colleague, you must seach by either portion of the hyphenated last name, e.g., Boyd-Wilkins.
Slide 27: David O'Brien is a student, and he has a question about his account. However, he does not know his student number or Social Security Number.
Slide 28: How would you look up David in Colleague by his last name?
Type your answer in the box.
Then Click Clear, Back, Skip or Submit to submit your answer and continue to the next
question.
Slide 29: In Colleague, you do not have to enter the apostrophe, e.g., O'Brien when looking up a student
record.
However, for data entry purposes, you will want always to include an apostrophe in the name
if it appears.
Slide 30: Luis Antonio Gomez Rosario is a student and he has a question about his account.
However, he does not know his student number or Social Security Number.
Slide 31: How would you look up Luis in Colleague by his last names?
Type your answer in the box.
Then Click Clear, Back, Skip or Submit to submit your answer and continue.
Slide 32: In Colleague when the two last names, e.g. Gomez Rosario are not hyphenated, you must enter
the first portion of the non-hyphenated last name and then part of the first name.