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Creating an Institutional Record in Colleague - from KB

Creating an Institutional Record in Colleague - from KB

  • In progress

    • Information and Preparation

    We receive requests for institutions to be created from Undergraduate Admission, Graduate Admission, The Office of the Provost, and internal Registrar staff. We require specific information to build the record and add the institution into Colleague.

    • Complete Name of the Institution

    • Complete address - the address needs to be more than a Post Office Box. Colleague identifies Post Office Boxes as mailing addresses, but cannot be used for the institution’s physical location.

    • Institution's email address

    • Website

    • Telephone number

    • Accreditation through a regional agency or organization. International institutions are accredited by organizations like the Ministry of Education. https://www.chea.org/directories can be used to find domestic and international institutions, programs, and accreditation agencies or organizations.

    • We may ask for a copy of the student's transcript if we have complications with the institution.

    A search must be performed in Colleague to see if the institution already exists. There are numerous abbreviations that were previously used that may make an institution difficult to find. Shorten the name for the lookup screen to display a broader list.

    A list is available from the College Board to confirm the institution’s CEEB code. The list is updated annually and the following link is used to access the PDF.

    https://satsuite.collegeboard.org/media/pdf/sat-score-sends-code-list.pdf

    An Informer query is done for reference. It helps to determine if the record has a duplicate, if a CEEB code has a duplicate, and if the record already exists in Colleague with a possible abbreviation. The Informer query pull all institutional records in Colleague having an institution type of:

    CU – College/University
    LS – Law School
    IN – International University
    TEST – Test Code: Records that were inadvertently created by other departments and weren’t used. They are coded as TEST to flag them as records that can be used for another purpose, provided there isn’t any information institutional, or personal demographic, located on the record. The record can only have TEST as the institution type and nothing more.
    SEM – Seminary
    JC – Junior College
    PR – Proprietary School
    MED – School of Medicine
    ACU – Military University / Academy

    Some colleges and university have been created in Colleague with a Source Code of OTO (Other Organization), COR (Corporation), LAW (Law School -International). LAW should actually be an institution type and not a source code and needs to be fixed.

    Processing in Colleague

    1. Go to INST

    2. Type in the name of the institution you are wanting to create. A box will populate on the screen, saying the “Record is not found.” Choose the “Add” option.

    3. You are now in the ORGP Screen.

    a. SOURCE: From drop down box, choose INS for Institution.

    b. ORIGIN/DT: Origin drop down box will always be NT for New Transcript. The Date will be the date the transcript was received, or the date the request was made to add the new institution.

    c. NAME and MAIL LABEL will populate with the institution’s name. If you want to change how the name appears, you may do so in these two fields. (Such as changing S Piedmont Community College to =South Piedmont Community College to correct the default in Colleague.)

    4. Go to the College Board Website: http://www.collegeboard.com/

    a. Enter the name of the institution you are adding. It will bring up the school and next to the name of the school, you will see a 4-digit CEEB Code. The website will also provide you the address information and contact information for the institution. This information will be added to the address field in ORGP.

    5. Enter the Address information.

    a. Address type will be B for Business.

    b. Enter the phone number and code it as BT.

    6. Detail on ADDL INFO. A menu will display to select AORG.

    a. Enter the website address in the Website Address field.

    b. Enter the email address, if available

    7. Update (F9) in the ORGP Screen.

    8. You are now back in the ORGP screen, save out F9 once, to return to INST

    a. In the INSTITUTION TYPE/LEVEL Field, choose the appropriate institution type from the drop-down list. There will be other selections that are not colleges, or universities. Review the list and select the Institution Type appropriate to the institution that is being created. The College Board Website can provide some assistance if trying to determine if the institution is a 2-year, or 4-year college.

    b. Enter the 4-digit CEEB code in the CEEB field. F9 once to save.

    NOTE: International institutions will only be on the College Board website if it has been assigned a CEEB code. International institutions will be accredited through agencies within the country they are located. It is important to identify what accreditation agency is affiliated with the international institutions to prevent fraud. At one point we were not accepting transcripts from Nigeria due to a counselor acting as an intermediary between the school and the student and was providing fraudulent transcripts. We addressed this issue and are now accepting transcripts from Nigeria from accredited colleges.

    Screen Samples: