Student Module

The Student Module is Live in Colleague XE!

All of the data relating to student's information, classes, academic records, and financial aid was migrated to Colleague XE over the weekend of October 12-16.  Colleague XE is a cloud-based system that is more robust and flexible than our previous system, Legacy Colleague (also known as Datatel). This migration also afforded us the opportunity to eliminate many customizations so that it can run more efficiently. 

What to Expect, and What is New

horizontal ruleStudents

Third Party Proxy Access to Your Information - For third party proxy access to academic records and financial aid information, you need to re-authorize it.

  • Third parties are able to view financial aid information through a new online Self Service interface and discuss this information with Student Financial Services over the phone only if you re-authorize access.
  • Seattle University is able to discuss specific items from your academic record with a third party only if you re-authorize access.  The specific items are outlined in the Release of Information form on the Office of the Registrar website, which should be filled out and submitted to the Office of the Registrar.  Grades and your class schedule are no longer available online for an authorized third party to view.
  • Although existing access to financial (payment) information in the Student Account Center is not affected by this change, to grant new access see Third Party Proxy Instructions.

SU Online looks slightly different (color/theme), and some links have changed or been removed. Others connect you to a different, more user-friendly Self Service interface, which is the same interface you currently use to access financial aid information.

horizontal ruleFaculty (including Faculty Advisors)

The following changes to SU Online affect Faculty:

Grading Change - If entering a failing or incomplete grade, Faculty must also input the last day of class that the student attended. This change is intended to bring the university into compliance with federal financial aid regulations. Detailed instructions coming soon.

Email My Advisees - This option from the Faculty Menu in SU Online is now the most convenient way to send a message to your advisees. The advisee "ZZ Email Lists" in Outlook are no longer being supported.

Course Description Editor - This process has been simplified. All relevant course information should now be included in the single text field that is available. Detailed instructions (coming soon).

Confirming Third Party Proxy Access - As of October 13th, all third party permissions to students' financial aid information and grades have been revoked, and must be re-authorized by the student for you to be able to share information.

  • It is a violation of FERPA to share student information with someone who has not explicitly been given access to that information by the student.
  • Even authorized third parties (proxies) will no longer be able to view grades online.  Their access will be verbal only.
  • Faculty/Faculty Advisors are under no obligation to share information with anyone other than the student, even if third-party access has been granted. 
  • To confirm that third party access to information has been granted, look in "Advising Notes."

horizontal ruleColleague Users (including Faculty and Staff)

Getting to Colleague XE - To access Colleague XE:

Open Internet Explorer and navigate to http://colleague.seattleu.edu

Mac users can access Colleague from Safari or Firefox if the Silverlight Plugin is enabled.  See the ITS website support article for more information.

Colleague XE Security - The security classes that govern access to Colleague XE screens have been re-written. All access to Student Module data must be authorized by the Data Steward, Erin Morgan. 

If you believe that there is a problem with your security assignment because you cannot access a screen that is required for you to do your job, contact revsu@seattleu.edu.

Colleague Account Changes -

  • Student Module: New Colleague XE accounts / changes were accepted on November 1.
  • HR and Finance Modules: New Colleague XE accounts / changes were accepted and reviewed in October but not enacted until November 1.
  • If you need to request access to Colleague XE, please have your supervisor use the process on ITS' Forms and Requests Page.

SUDDS - SUDDS will continue to be used for non-financial reporting through Fall Quarter.

  • Photo rosters for Fall Quarter will still be accessible through SUDDS.
  • See the InformSU project page for more information on reporting. 

horizontal ruleProfessional Advisors

Getting to Colleague XE - To access Colleague XE:

  • Open Internet Explorer and navigate to http://colleague.seattleu.edu
  • Mac users can access Colleague from Safari or Firefox if the Silverlight Plugin is enabled.  See the ITS website support article for more information.

Colleague XE Security - The security classes that govern access to Colleague XE screens have been re-written. All access to Student Module data must be authorized by the Data Steward, Erin Morgan. 

  • If you believe that there is a problem with your security assignment because you cannot access a screen that is required for you to do your job, contact revsu@seattleu.edu.

Colleague Account Changes -

  • Student Module: New Colleague XE accounts / changes were accepted on November 1.
  • HR and Finance Modules: New Colleague XE accounts / changes were accepted and reviewed in October but not enacted until November 1.
  • If you need to request access to Colleague XE, please have your supervisor use the process on ITS' Forms and Requests Page.

SUDDS - SUDDS will continue to be used for non-financial reporting through Fall Quarter.

  • Photo rosters for Fall Quarter will still be accessible through SUDDS.
  • See the InformSU project page for more information on reporting. 

Third Party Proxy Access to Student Information - All students who want to continue to grant third party proxy access to their grades and financial aid information need to re-authorize it on or after October 16th. 

  • Third parties' (Authorized Users') ability to log into the Student Account Center to view and pay bills is NOT affected.
  • Third parties are now able to view financial aid information through a new Self Service portal or discuss this information with Student Financial Services over the phone only if the students re-authorize access.
  • Third parties will are now able to discuss grades over the phone with Advisors or the Registrar's Office Staff only if the students have re-authorized access. Academic information is no longer directly available online.
  • Although existing access to financial (payment) information in the Student Account Center was not affected by this change, to grant new access, students use instructions on the Student Financial Services website.

Confirming third party proxy access - It is a violation of FERPA to share student information with someone who has not explicitly been given access to that information by the student.

  • As of 10/13/17, all third-party permissions to Financial Aid information and Academic Records are revoked and must be re-authorized by the student.
  • Advisors are under no obligation to share information with anyone other than the student, even if permission has been granted.
  • To confirm that third party proxy access to information has been granted, look in “Advising Notes.”
  • "Remembered permission" is not sufficient.  You must check the Advising Notes before sharing information.

SU Online - SU Online looks slightly different (color/theme), and some links on the student menu are different.

  • Email My Advisees – This is now the most convenient way to send a message to your advisees. The advisee “ZZ Email Lists” in Outlook are no longer being supported.

Contact us with your questions or comments at:

RevSU@seattleu.edu

 

 Downloadable Document:

Student Acad Cred Job Aid