Colleague School Questionnaire

Owned by Zeke Rogers (Unlicensed)
Last updated: Dec 14, 2017
5 min read

This questionnaire is for Colleague schools implementing the Course Exchange so that we can determine your setup and configure your system.

General Questions

  1. Quarter or Semester System?
  2. Single or Multi College?
  3. What are the MIS Code(s) of the college(s)?
  4. What e-mail addresses identify faculty and staff (ex: staff@school.edu)?
  5. What e-mail addresses, if any, identify students (ex: student@student.school.edu)?
  6. Have you populated C-ID on courses?
  7. Have you populated CCC IDs for students?

SSO Authentication to MyPath, Course Exchange, Canvas, etc

  1. What EPPN suffix is used to identify students who use SSO to log in to MyPath, Course Exchange, Canvas, etc? (ex: if the student authenticates as student@student.school.edu then the suffix is student.school.edu)
  2. What EPPN suffix is used to identify faculty and staff who log in through SSO to log in to MyPath, Course Exchange, Canvas, etc? (ex: if the student authenticates as staff@school.edu then the suffix is school.edu)

Student Questions

  1. Do you store CCC ID in Alternate ID (on the mnemonic DADD) and if so, what are the Alternate ID type(s) that you use?
    1. If not, where do you store the CCC IDs (mnemonic and/or data field)?
  2. What residency status(es) identify California residents?
  3. What residency status(es) identify non-residents?
  4. What residency status(es) identify AB540 students (if any)?
    1. If these students are identified using another method, please indicate.
  5. What residency status(es) identify VACA students (if any)?
    1. If these students are identified using another method, please indicate.
  6. Do you identify concurrent enrollment students with a residency status or with a student type?
    1. If so, what are the residency status(es) or student type(s)?
    2. If these students are identified using another method, please indicate.
  7. Do you identify incarcerated students? If so how?
  8. When assigning a student to a cohort to identify them as a Course Exchange participant, there are two options for resolving which Academic Level to use. Please choose one:
    1. Use the first academic level assigned to the student (default)
    2. Always use a specific academic level (please specify):
    3. Note: By definition Course Exchange students are enrolling in credit courses. If you use Academic Levels to differentiate coursework by Credit, Non-credit and/or Community Ed you should probably use the second option to ensure that the cohort is assigned to their Credit Academic Level.

Cohort Questions

  1. When assigning students to a cohort to indicate Course Exchange, what should the two letter prefix of the cohort be? The default is CE, however, if you have other cohorts that start with the letters CE you might consider choosing a different two letter prefix such as CX.
    1. Note: the rest of the cohort is fixed and indicates term and year, ie CEF17 = Fall 2017

Matriculation Questions

  1. Orientation Matriculation Requirement
    1. Do you have a rule for registration that checks whether students have completed orientation or are exempt from orientation? If so, what is the name of the rule or rules?
    2. If you do not identify these students using a rule, how do you identify them?
    3. If you are using SARS to track orientation, how often do you import this information into your SIS?
      1. Do you import the SARS data as a "contact" in the CASM / CON mnemonics?
  2. Assessment Requirement
    1. Do you have a rule for registration that checks whether students have completed assessment or are exempt from assessment? If so, what is the name of the rule or rules?
    2. If you do not identify these students using a rule, how do you identify them?
    3. If you are using SARS to track assessment, how often do you import this information into your SIS?
      1. Do you import the SARS data as a "contact" in the CASM / CON mnemonics?
  3. Ed Plan Requirement
    1. Do you have a rule for registration that checks whether students have completed an ed plan or are exempt from completing an ed plan? If so, what is the name of the rule or rules?
    2. If you do not identify these students using a rule, how do you identify them?
    3. If you are using SARS to track ed plans, how often do you import this information into your SIS?
      1. Do you import the SARS data as a "contact" in the CASM / CON mnemonics?
  4. Registration Priorities
    1. Does your current registration setup ensure that a student has completed all matriculation requirements before being assigned a registration priority date?
    2. Does your current registration setup ensure that during open registration a student has completed all matriculation requirements?
    3. How do you accommodate students who complete their matriculation requirements after registration priorities are first created for a term?
      1. Do you manually (or automatically) assign students registration priority dates as needed when they complete the requirements?
      2. If so, do you also manually (or automatically) update the SIS with the data that identifies that they have met the requirements?

Application and Registration Questions

  1. Do you require students to fill out a new application periodically or if the student is absent for a length of time? Please specify under what conditions you require a student to complete a new application.
  2. Do you have a rule for registration that checks whether students have a current application on file? If so, what is the name of the rule?
  3. What registration rules do you currently use, other than ones identified above by matriculation and current application status, that check to see if the student has holds that prevent them from registering? Please list the name and purpose of each rule.

Financial Aid Questions

  1. What Financial Aid Awards do you use for the BOG Fee Waiver?
  2. What action code(s) or status(es) indicate that a Financial Aid award is active? (This is the code on AIDE next to the dollar amount labeled "Act")
  3. When adding units to the "additional units" portion of FRCC for Course Exchange courses taught by a teaching schoool, what fields should be populated with units? If you don't want all fields being populated, please indicate which should be populated (Inst, Pell, Reg, TIV, and/ or DL).

Advanced / Optional / Hypothetical Financial Aid Options

The following options currently do not need to be addressed as the Course Exchange does not offer Summer courses. If the Course Exchange ever does, however, these options give some flexibility in determining what Financial Aid Year to use when it's not entirely clear.

  1. When adding "Additional Credits" to FRCC for Course Exchange courses taken at another college through the Course Exchange, it's possible that more than one Financial Aid Year will have an Award Period matching the term of enrollment. In the event that occurs should the FIRST or LAST year found be used? The default is FIRST.
    1. Example (note this is hypothetical as the Course Exchange does not offer Summer courses at this time): A student has an FA award in 2016-17 for the Summer 2017 award period as well as 2017-18 for the Summer 2017 award period. Should FRCC be populated for 2016-17 (FIRST) or 2017-18 (LAST)?
  2. When populating BOGW with data and the term of enrollment matches more than one Financial Aid Year, should the FIRST or LAST year be used? The default is LAST.
    1. Example (note this is hypothetical as the Course Exchange does not offer Summer courses at this time): A student takes a Summer course via the Course Exchange at your college. The home college sends you their BOGW data. Should it populate BOGW for 2016-17 (FIRST) or 2017-18 (LAST)?