FAQ

Contents:

General

Colleague

Grading

Payroll W-2 

GENERAL

Q: What is RevSU?

A: RevSU is the name given to Seattle University’s ERP implementation. ERP stands for Enterprise Resource Planning, and refers to a collection of systems we will use to run the University’s business.  The ERP systems include student records, HR functions, financial records and more.

Q: What are some of the benefits of RevSU?

A: RevSU will improve engagement with students, faculty, and staff through process refinements and new features such as a mobile application, a new portal, student planning, and more. We will also gain additional reporting and analytic capabilities to help us when making important decisions.

Q: Why did we update to RevSU (a new ERP system)?

A: The former system was nearly twenty years old with many unique customizations that make it impossible to access its latest features and best practices. This situation increased the risk of disruption and also limited innovation and/or effective communication with other systems.

Q: How is RevSU different than some other recent technology implementations?

A: Given the magnitude of the changes, RevSU formed an Implementation Steering Committee with over 25 representatives across the university. There is also a change team responsible for developing communications and training to avoid surprises. Further, this FAQ and the RevSU website are here to answer your questions throughout the implementation, in addition to special forums and other events planned to provide you an opportunity to learn more about the project.

Q: How can we provide feedback?

A: Email us!- We’re checking our email daily and will do our best to answer your questions and concerns. Additionally, we’re continuing to identify the best ways to reach various departments and groups of people across campus. If you have an idea, we’d love to know about it.

Q: Will there be a single definition of "Academic Year"?

A: No. Though this has been raised as a pain point, RevSU will not address this.

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COLLEAGUE

Q: How can I get or expand access to Colleague?

A: Please use the Colleague Access Request form.  It should be filled out by your supervisor and emailed to the appropriate Data Steward.  (The information is on the form.)

Q: How do I get to Colleague User Interface (UI)?

A: See the ITS support article for full instructions with screen shots.

Q: I used to be able to see a screen in Colleague that I can’t see any more.  What is going on?

A: Security Classes in Colleague XE have been re-written.  It is possible that the classes you have been assigned do not allow you to view/edit areas that you could previously.  If you want to request that your access be changed, please use the Colleague Access Request form.  It should be filled out by your supervisor and emailed to the appropriate Data Steward.  (The information is on the form.)

Q: How do I reset my password in WebAdvisor?

A: The password reset link that was in SU Online does not exist in Web Advisor.  To reset your Seattle University password please refer to the ITS Support Article on resetting passwords.

Q: How can I see the Class Schedule if I am a Staff or Guest?

A: View Class Schedule is available to Staff by going to the Faculty or Student menu.  Guests can view class information by going to the Student Menu for the time being, while a longer-term solution is developed that displays only the course information that they need.  Eventually, a version of the Class Schedule that does not include class location or instructor will be available to Guests without loggin in.

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GRADING

Q: Is the requirement to track Last Day Attended (LDA) specific to Seattle University?

A: No. The requirement comes from the US Department of Education (34 CFR 668.22).

Q: Why do Faculty need to document the LDA?

A: Last Date Attended (LDA) as well as Lack of Attendance are used for tracking financial aid eligibility.  Since knowledge about a specific student's Financial Aid is private, and many students receive Financial Aid of some kind or may do so in the future, we need to track this for all students.  Faculty are the people who are in a position to know this information.

Q: Is this a new practice?

A: No.  In the past, Student Financial Services had to follow up with individual Faculty to determine the LDA whenever a failing grade was given.  The re-implementation of Colleague created an opportunity to include this information on the grading screen, saving everyone time and hassle.

Q: What if I don't take attendance?  How will I know the LDA?

A: If you do not take attendance (attendance is not part of the official record at Seattle University) you can give the last date the student participated in an “academically-related activity.”

Academically related activities include:

  • physically attending a class;
  • submitting an academic assignment;
  • taking an exam;
  • participating in computer-assisted instruction;
  • attending an assigned study group;
  • participating in an online discussion about academic matters; and
  • initiating contact with a Faculty member to talk about the academic subject studied in the course.

For distance education or online courses, merely logging in to Canvas is not considered participation.  Examples of academic participation in online courses include:

  • submitting an academic assignment;
  • submitting an exam;
  • participating in an interactive tutorial or computer-assisted instruction;
  • posting to an online study group that is assigned by the institution;
  • posting to an academic discussion forum showing the student’s participation in an online discussion about academic matters; and
  • emailing a faculty member to ask a question about the academic subject studied in the course.

Q: Do Faculty need to be able to document the last date the student participated in an “academically-related activity?”

A: Yes.  You should be able to support your determination of the LDA or last date the student participated in an “academically-related activity.”

Q: What are the implications for the student?

A: Reduced attendance or lack of attendance along with a failing grade may reduce a student's eligibility to receive financial aid.

 

PAYROLL W-2

Q: I have already provided my consent to receive my W-2 electronically.  Why do I need to do it again?

A: The records of which employees consented to receive W-2s electronically were not migrated from the Legacy system to Colleague XE.  In general, it is a good practive to renew consent of this kind occasionally and we decided to start fresh with the new Colleague XE system.  We apologize for any inconvenience that this causes you.

Q: Where is my W2 for 2017?

A: You will get your W-2 in the same place where you provide consent to receive it electronically.  Please see the Payroll website for instructions.

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