Updates - January 2007

As most of you have already learned, the majority of our student refunds are now being processed through a company called Higher One. Through Higher One, students have the option of choosing one of three refund preferences; Easy Refund (refunds deposited directly into an account with Higher One), ACH (refunds deposited into another bank account) or a paper check. All eligible students will receive an SNHU OneCard and must use that account number to log in to www.snhuonecard.com to choose their refund preference.

Each time a student has to replace a card (for various reasons), SNHU is charged a $20 fee by Higher One. In our first week of carding we were already in the position of replacing cards because the name in Colleague was incorrect, and therefore, incorrect on the card. We would like to take this opportunity to remind users of the importance of clean and accurate data entry. The names recorded in Colleague are the names embossed on the card. Additionally, other pieces of information are also being used to capture the eligible student population. Let’s be careful out there!

COUNTRY CODES

The US code in the Country field on NAE is not to be used for domestic addresses. The code description clearly states “for Fin Aid Purpose Only” and it should not be used when creating new person records. Domestic addresses should never have a country code.

REMEMBER THIS?

Sometimes we forget about cool tools that can be used to assist us in our jobs. In this newsletter we’d like to remind you of two of them!

XEZS EZ Spooler – This X-menu item allows the user to gain access to EZ Spooler to check on a printer status. How many times have you wondered if your printer is ‘online’ when something doesn’t print? Just go to XEZS and choose Display Spooler System Status from the menu. A list of printers your ID is currently attached to will display. Just look for the word ‘attached’ to verify that your printer is ‘online.’ If it says ‘detached’ then you will need to reattach your printer by choosing Attach a Printer from the menu. If you experience difficulty, or see the wrong printer, or don’t feel comfortable doing this, do not hesitate to contact Database Management for assistance.

XRLO Record Locks – Use this X-menu item to find out who’s locking you out of a record. If you can’t get out of the record lock to run this yourself, just ask someone else in your department to run it for you. In a matter of seconds you’ll have the name of the offender and the department they’re working in.

LAST ATTENDED DATE

A while ago we asked that you fill in the Last Date Attended field on the SRGC form when you withdraw a student. This field is used for financial aid purposes and is printed on reports that financial aid uses when calculating a student’s financial aid return of funds. For the most part, you are doing a great job, but financial aid has been noticing an increase in the number of blank dates on their report. Please help them by remembering to enter the last date of attendance in the field labeled Last Attended Date on the SRGC screen.

CATALOG YEAR

In preparation of the Degree Audit module launch, we want to have you be aware that the catalog year will be of utmost importance when this module is implemented. A degree audit evaluation will be run against an academic program in a particular catalog year. Whether you have a change of major or are adding a new academic program, be sure that the catalog year reflects the appropriate year. More information will be coming once degree audit is live.

HELP US HELP YOU!

Frequently employees change positions within the university. We’re happy to see that employees want to stay with the university, and this helps the new department since the employee is already trained and familiar with many procedures.

As many of you know, when an employee changes positions, the DBM office does a review of their Colleague access to be sure they have the access they need to perform their new job. As part of that review we also update their Colleague printer and other information to allow them a seamless transition. Unfortunately, that transition is not always seamless because we don’t always find out that an employee has transferred until a week or two after the fact (and after we’ve received phone calls asking why they can’t print, or don’t have access to a particular form in Colleague).

Help us help you – when you’ve hired an employee from another department, let us know the start date for that employee. That way we can have everything ready for the moment they log in that first day!

STUDENT REMARKS

Please do NOT delete remarks other people have entered on STRK. If there is an issue with something someone else has recorded, talk to them about it, but DO NOT delete their remark! Please be aware that your ID is recorded as part of a file every time you change/update a record. If it is determined that someone has deleted remarks that other people have entered on STRK, that person’s maintenance access to this form will be revoked.

ADDRESS CHANGES

There were 4,948 address changes in August; 4,063 address changes in September; 1,994 address changes in October; 2,582 address changes in November; and 2,002 address changes in December!

Address changes can be sent to us by fax at 9778, interoffice mail, or via e-mail at adrchg@snhu.edu. An address change form is available on the SNHU website by following these links: About SNHU >> Administrative Offices >> Database Management >> Additional Colleague Information.

TRAINING SCHEDULE

The Colleague training schedule is no longer being copied and distributed via interoffice mail. When a new schedule is created, a notice with a link will appear in the SNHU News. The current schedule is viewable by following these links on the SNHU website: About SNHU >> Administrative Offices >> Database Management >> Colleague Training.