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Last updated on April 23, 2020
Master Repository of Changes to Colleague
Due to COVID-19
This document is being updated every day as we receive new information and guidance from the
Chancellor’s Office. To locate the most recent version of this document, you can visit the Ellucian
Customer Center, which requires an Ellucian Customer Account (check with someone on your IT
team to get your institution’s username & password).
Article #000047097
Article Details
Title
Colleague: Resources for COVID-19
Summary
Colleague Action Line is receiving inquiries for how to change specific data in Colleague to
accommodate for adjustments due to COVID-19 (Coronavirus). This article is intended to
be a master repository for those types of situations.
Solution Details
Purpose
Colleague Action Line is receiving inquiries for how to change specific data in Colleague to
accommodate for adjustments due to COVID-19 (Coronavirus). This article is intended to be a
master repository for those types of situations.
ALERT: If your current/preferred contact information has changed due to remote work please
indicate your updated contact information when opening a case with Action Line as part of the case
description.
Colleague Student
• Articles:
o 196.354: How to build holidays for a range of days
§ If you need to create holidays for multiple days on your campus calendars
due to closures.
o 000032880 - Colleague: Changing Course section after students have
registered
§ The section start/end date or instructional method needs to be changed after
the students have registered.
o 000047113: Colleague NSC - Impact regarding Term Date ChangesLast updated on April 23, 2020
o 000047174: How can the Grade Scheme be changed after students
have enrolled?
o 000047177 - Colleague: Changing All sections and classes for a term
to Pass/No pass
o 000047178: Is there a batch process to terminate room assignments
or meal plans?
§ Note: There is no batch process for terminations but there is this
workaround.
o000047284 - Colleague: How to update an individual student's
registered section to Pass/No Pass
• Change Requests - Enhancements:
o How to Request a Status Update for a Change Request
o CR 215.115 Term Date Changed on RYAT - How to Recover
§ This Enhancement Request highlights what you would need to review if you
need to adjust RYAT dates retroactively; in it you will find all files/fields that
need to be updated.
o CR 23624.78: Request for a batch student withdraw process
§ SWTH can withdraw a single student from registration, room and meal
assignments, followed by running BILL. If you need a batch process to
withdraw multiple students at once please reference and follow this
Enhancement request
Colleague Accounts Receivable
• 000046329: Colleague AR- How to use the Registration Refund Formula Reset
(RRFR) process. If you need to force Colleague to re-evaluate refunds due to changes made
to courses, refund policies, etc.
• 7119: What dates are used for Refund Calculations? Reference Article for what
dates are used where for registration billing refunds. If these dates are changed this Article
references how, where, and why they are important.
• 9645: Changing an Invoice Date or Invoice Due Date If invoice dates and due dates
need to be modified.
• 000047327 Colleague Awarding Emergency Funds-COVID Awarding and refunding
approaches to distribute funds to students per the CARES Act
Colleague System & Tools
• 000047085: Allowing UI 5 access outside of the network
o If you need to allow remote access to Colleague UI from outside of your on-site
network.
Colleague CoreLast updated on April 23, 2020
• At this time there are no current documents related to Colleague Core and COVID-19.
Colleague Human Resources
• 47103: Colleague HR/Payroll - How to Track COVID-19 FFCRA Earnings
Separately from Regular Pay
o If you need to add a new earnings type for tracking time entry and/or leave.
o See also: Colleague HR and the Families First Coronavirus Response
Act (FFCRA)
• 47095: Colleague Payroll - College campus shut-down, can we re-process
prior payroll with different end date?
o If you need to adjust payroll processing due to campus closures.
• 47111 - Colleague Payroll - Time Recording Types, Schedules, and Entering
time vs Auto-generating time
o If you need to know how to approach auto-generating time for payroll.
• 47164 - Colleague Payroll - Editing a Web Time Entry or Self-Service form
to include only COVID-19 EARN Types
o If you want the default "Regular" Earn Type to use a specific earn type in WTEA or
SSTE without using Earnings Type Groups (ETGR).
• 47115 - Colleague Payroll - How can we force the Prenote process on Direct
Deposit setup
• If you need to prenote and make the next payroll payment a live direct deposit.
Colleague Financials
• 000047186 Colleague Finance: What are the recommendations for Tracking
expenses related to COVID-19
• 000047235: Colleague Self Service: Request a Payment
Colleague Financial Aid
Awarding Emergency Funds-COVIDLast updated on April 23, 2020
4/21/20 The U.S. Department of Education provided a new FAQ for HEERF grants that has
been added to their CARES Act Site listed in the links section below. The FAQ outlines some
guidance on distributing the HEERF grants. Below are just a few key items:
• Students must be Title IV eligible. If the student did not file a FAFSA, they outline the
requirements to consider them reasonably eligible (e.g., citizen/eligible non-citizen, valid SSN,
selective service registration, and high school completion).
• HEERF grants cannot be distributed to a student who is enrolled exclusively in an on-line only
program
• HEERF grants cannot be used to pay tuition, fees, or any other institutional expenses and
cannot be used to create future scholarships
000047327 Colleague Awarding Emergency Funds-COVID
How to Purge a R2T4 Calculation
Information regarding how to Remove a Return of Funds Calculation can be found in Article
#000037668: Colleague FA – Remove a Return of Funds Calculation. You may need
this information if a R2T4 calculation is done in error.
New Grades and FA Satisfactory Academic Progress
Grade updates due to COVID and Satisfactory Academic Progress
Excluding a grade from Satisfactory Academic Progress due to COVID
disruptions
Excluding a grade from Satisfactory Academic Progress due to COVID
disruptions
Adjust the Financial Aid Disbursement Dates Links to Guidance from the
Department of Education and NASFAA
Clients may find they need to adjust disbursement dates in Colleague in batch.
Article #000042968: Colleague FA – What does DCTL require in order to work?
Links to Guidance from the Department of Education and NASFAA
Electronic Announcements:
• March 5, 2020
• April 3, 2020
• April 9, 2020
• April 21, 2020
US Department of Education Website:Last updated on April 23, 2020
• COVID-19 ("Coronavirus") Information and Resources for Schools and School
Personnel
• CARES Act: Higher Education Emergency Relief Fund
NASFAA Coronavirus (COVID-19) Web Center:
• https://www.nasfaa.org/covid19
Colleague Advancement
• 000047163: Advancement: Resources for COVID-19
Additional Resources
• COVID-19: The Power of Together - Community space dedicated to Q&A related
to COVID-19
• 000047023 : Coronavirus (COVID-19) and Ellucian Customer Engagement &
Project Delivery
• 05-MAR-2020: From: Office of Postsecondary Education, Subject: Guidance
for interruptions of study related to Coronavirus (COVID-19)
• US Department of Education Website: COVID-19 ("Coronavirus") Information
and Resources for Schools and School Personnel
• NASFAA Coronavirus (COVID-19) Web Center: https://www.nasfaa.org/covid19
• Coronavirus (COVID-19) Web Center: This web center has been created to keep
NASFAA members and the financial aid community updated on pertinent news related
to the coronavirus (COVID-19).
• 000047310: COVID-19 Colleague Recommendations for California
Community Colleges
• Colleague Student Instant Enrollment Update for COVID-19You can also read
