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General Access Information

 
Updated 11/01/11

Privacy Notice:

Information obtained from computer screens described below is for internal college use only. It may be used within the institution for official educational business.

However, an educational institution must obtain written approval of students before releasing personally identifiable information outside of the college (34 C.F.R. 99.30), unless the information concerned is directory information. This written consent must be signed and dated by the student involved and must include:

1. Specification of the records or information to be disclosed,

2. The purpose or purposes of the disclosure, and

3. The party or class of parties to whom the disclosure may be made.

When disclosure is made, the college must, upon request by the student, provide a copy of the record which is disclosed to the student, assuming there has been no waiver of the right to inspect.

Any information released using the screens described below must follow the rules of the Buckley Amendment described above.


Employee Access:

Information Services will assign each employee a unique login and password for use in accessing the mainframe at Odessa College. The  password is your login password and is only entered once when you login to the IBM system.  This password will give employees access to inquiry-only screens that can access the student, employee and budget data bases. The following procedure defines what is necessary in order to attach to the IBM mainframe and obtain data from any of the student or employee databases.

If you would like some "hands-on" training concerning logging-on to the IBM mainframe and using any of these screens, please call Information Services and set up a time to come over and we will be happy to show you how to use the IBM system to obtain your data.

 

Machine Access:

 

Function:    
Mainframe: Telnet:
    oc.odessa.edu     -or-    65.198.183.2
Dialup:
    337-0146, 337-0147, 337-0148
Odessa College's IBM mainframe which houses the Colleague Database System.
Web: www.odessa.edu

 
E-Mail:  (pop3) wrangler.odessa.edu Email access for those employees with a dedicated personal computer in their office
-or-
Email access for those employees with a home computer with internet access.

 

Computer Software:

 

The approved software for accessing the mainframe is PowerTerm and Datatel's User Interface (UI).  This software supports full function key access to Colleague screens using Wyse-60 terminal emulation. If you need this software installed on your PC, call Information Technology at ext. 6677.  Some basic training is required in order to use UI. User documentation on UI is on this web site, just click on the button. 

 

Accessing the Mainframe:

 

1: Boot the PC and click on the PowerTerm Icon or the UI  Icon (OC Database).
2.  At this point, you should get one of the following three responses on the screen: (1) Please Login (Lower Case Only):--this indicates the system is waiting for you to type in your IBM login; (2) login:--this also means the system is waiting for you to type in your IBM login; or (3) ???'s Password:--this means that the login has already been entered and the system is waiting for you to enter your login password.  If this does not work, there is a problem with the network connection and Information Technology should be called (6677).
3. Login to the IBM by typing your unique login (in lower case letters). After typing your login, press the return key (This can only be done following the login prompt described above). At this point, you should get a message asking for the login password to be entered. Type in your login password (in lower case letters) followed by pressing the return key. Next, you may get a screen that asks you to enter what type of terminal that you are using (this can be preset if you are not sharing a port with someone else and you are not dialing in from a modem). Next, you should get the O.C. ACCESS MENU. You should choose Colleague (Live) from this menu.  You should now set the capslock key on the keyboard as any character entered from this point on must be in all upper case letters. You are now ready to enter any of the inquiries or modules that are described in this memo.  Once you reach the colon prompt, you may access the menu system by entering OC at the colon prompt..  
4. When you are finished at the terminal, please logoff the system by typing LO at any menu prompt (Example: LO) and pressing return.

 

Information Inquiries/Reports Available for Faculty and Staff:

 

Important information concerning TERMINOLOGY and CODES that must be entered on some of the screens is listed at the bottom of this web page.

 

OC Enter OC following the colon prompt and then press the return key. This will display a menu of all of the systems written by Information Services. You may select any of the systems on this menu by entering their appropriate code. Once in any of these systems, you have access to any of the INQUIRY screens. This will display the following menu from which you can choose the area you want to explore:

                1 XOC2  O.C. Student Related Items   
                2 XOC3  O.C. Course Related Items 
                3 XOC4  O.C. Budget Related Items 
                4 XOC5  O.C. Misc Un-Related Items 
                5 XOC6  O.C. Payroll/Personnel Info
		6 XOC1  O.C. Other O.C. Menus   
                7 ST    Student System       
                
                  

Item 7 (ST) are programs written by Datatel and you need special training and a function key template in order to use these screens. Please do not attempt these screens without training or you may lock up your terminal.

O.C. PAYROLL/PERSONNEL INFO

XHRL

LEAVES INQUIRY
Enter XHRL at the menu prompt and then press the return key. The system will ask you to enter your SSN, Colleague ID#, or name (legal last name, a comma, and legal first name. It will then display your vacation, sick leave, and personal business information.

O.C. BUDGET RELATED ITEMS

X008

DEPARTMENT BALANCE
Enter X008 at the menu prompt and then press the return key. The system will then ask you to enter a 5 digit department number and a fiscal year. Enter each and press the return key. This screen will list all accounts for that department showing the current balance of each account. No detail information will appear.

X006

BALANCE INQUIRY
Enter X006 at the menu prompt and then press the return key. The system will then ask you to enter an 11 digit account number and a fiscal year. Enter each and press the return key. This screen will list all totals for that one account and the remaining balance in that account. No detail information will appear.

X007

GENERAL LEDGER DETAIL
Enter X007 at the menu prompt and then press the return key. The system will then ask you to enter a fiscal year and an 11 digit account number. This screen will list all detail transactions against that account number.

X048

FIXED ASSET SERIAL NUMBER INQUIRY
Enter X048 at the menu prompt and then press the return key. The system will then ask you to enter the serial # of the fixed asset. It will display the cost, vendor, ect. about the equipment.

O.C. STUDENT RELATED SCREENS: All screens work for both Credit and CE Students

X009 ALPHABETIC NAME SEARCH
Enter X009 at the menu prompt and then press the return key. This will request a persons name, social security number, or database id number. If you choose to enter a name, you may enter either the first 3 (or more) characters of the last name followed by a comma followed by the first 2 (or more) characters of their first name or you may enter their first name followed by a space followed by their last name. 
Examples:

SMI,JO
JOHN SMITH

This will display a persons name, address, social security number, id. number for the Colleague software, and a list of all semesters that the person has attended Odessa College.
XOAZ

TRANSCRIPT INQUIRY
Enter XOAZ at the menu prompt and then press the return key. This will display the students complete transcript for credit and non-credit classes completed at Odessa College. This is a restricted access screen and is not available from all logins.

X002

STUDENT SCHEDULE INQUIRY
Enter X002 at the menu prompt and then press the return key. This will display all courses being taken by a student in a given semester. You must enter term and student name or number.

X014

STUDENT SCHEDULE INQUIRY WITH ADDS/DROPS
Enter X014 at the menu prompt and then press the return key. This will display all courses being taken by a student in a given semester. It will also display courses that have been added and dropped for that term.

X035

APPLICATION FOR RE-ADMISSION
Enter X035 at the menu prompt and then press the return key. You will then enter the SSN for the student and the screen will print the application on the auxiliary printer attached to your PC. 

XOBE

ENROLLMENT VERIFICATION SCREEN
Enter XOBE at the menu prompt and then press the r eturn key. This will display an enrollment verification screen that lists all terms a student has attended and their completed hours and degrees.

O.C. COURSE RELATED ITEMS: All screens work for both Credit and CE Courses

X001

CLASS ROSTER INQUIRY
Enter X001 at the menu prompt and then press the return key. This will display the class roster of any continuing education class or credit class.

X005

COURSE SECTION INQUIRY
Enter X005 at the menu prompt and then press the return key. This will display all important data about a particular credit or non-credit class. You must enter term, department code, class number, and section number.

X003

CLASS ENROLLMENT REPORT
Enter X003 at the menu prompt and then press the return key. This will display a class enrollment report for any term for both CE and Credit classes.

X004

EXTENSION CLASS ENROLLMENT REPORT
Enter X004 at the menu prompt and then press the return key . This is the same as X003 above, but will list only Extension and/or TV classes.

X015

CLASS ROSTER INQUIRY WITH ADDRESSES
Enter X015 at the menu prompt and then press the return key. This is the same as X001 above, but will list the address of each student on the roster.

X016

INSTRUCTOR TEACHING LOADS
Enter X016 at the menu prompt and then press the return key. This will list all courses being taught by each instructor in a department. You can enter multiple terms and departments

X017

CANCELED/CLOSED CLASSES LIST
Enter X017 at the menu prompt and then press the return key. This will list all closed/canceled classes for a term. It lists classes alphabetically by course abbreviation.

X036

CROSS REFERENCE CLASS REPORT
Enter X036 at the menu prompt and then press the return key. You will then enter the term and the screen will list all of the cross listed classes for the term.

X044

FLEX ENROLLMENT REPORT
Enter X044 at the menu prompt and then press the return key. You will then enter a date range and the screen will display all Flex entry classes for that range.

X045

PERCENT ENROLLMENT REPORT
Enter X045 at the menu prompt and then press the return key. You will then enter the term and the screen will display all classes for that term that have an enrollment of 75 percent or more of the maximum enrollment allowed for the classes.

X050

ROSTER WITH E-MAIL AND LOGIN
Enter X050 at the menu prompt and then press the return key. You will then enter the term, subject, course number and section. The screen will display the e-mail addresses and logins for the students in the class (the logins are only associated with Blackboard classes).

OTHER O.C. MENUS:

XMJR

JOB REQUEST SYSTEM
Enter XMJR following the menu prompt and then press the return key. This will allow an employee to check the status of any job request by request number. You have access to both the inquiry and report screens on this menu.

XMSU

SUPER CIRCUIT SYSTEM
Enter XMSU following the menu prompt and then press the return key. This will allow you to inquire into super circuit visits.

XMCS

COURSE SCHEDULING SYSTEM
Enter XMCS at the menu prompt and then press the return key. This allows access to various course scheduling screens used to build the class schedule for each term.

XMEV

UPWARD EVALUATION SYSTEM
Enter XMEV at the menu prompt and then press the return key. This allows access to the upward evaluation system.

XMLB

MAILING LABEL SYSTEM
Enter XMLB at the menu prompt and then press the return key. This allows users to create/maintain their own mailing label lists.

XMPE

PE TRACKING SYSTEM
Enter XMPE at the menu prompt and then press the return key. This menu allows tracking of students in certain PHED classes.

XMPK

PARKING SYSTEM
Enter XMPK at the menu prompt and then press the return key. This menu allows access to various parking/driver information.

XMTU

TUTORING TRACKING SYSTEM
Enter XMTU at the menu prompt and then press the return key. This menu allows access to the Tutoring Tracking System.

XMCA

O.C. CALENDAR OF EVENTS
Enter XMCA at the menu prompt and then press the return key. This menu allows access to the O.C. Calendar of events by day, week, month or year. It also allows access to what rooms are in each building on campus.

O.C. MISC UN-RELATED ITEMS:
XPXD

AUTHORIZED O.C. DRIVERS LIST
Enter XPXD at the menu prompt and then press the return key. This screen lists who is authorized to drive a college vehicle.

X011

LOAN AMORTIZATION SCHEDULE
Enter X011 at the menu prompt and then press the return key. This screen allows you to calculate a loan amortization schedule.

XPTR

SET PRINTER SCREEN
Enter XPTR at the menu prompt and then press the return key. This screen allows you to set which printer your reports go to.

XQUE

PRINT QUE CONTROLS
Enter XQUE at the menu prompt and then press the return key. This screen allows you to view and control the printing of your reports.

XLU

LIST USERS
Enter XLU at the menu prompt and then press the return key. This screen displays all of the users that are currently logged in to the system.

 

IMPORTANT INFORMATION FOLLOWS

The following screens are part of the software that Odessa College purchased from Datatel. Simply enter the Module abbreviation at the colon prompt and a menu of screens that you have access to will appear. When using these Colleague screens, some of the function keys on the keyboard must be used to perform various functions from the terminal. Information Services has prepared a keyboard template for each type of terminal that you might be using. You can come by the Computer Center and pick up a template or give us a call and we will send you one in campus mail. Please do not attempt to use these screens without this template and some basic training from Information Services or someone on campus who has used these screens. If you do, you will probably end up getting your terminal locked and will be unable to use it for anything else until it is cleared. Turning it off and back on will do no good whatsoever.

When using any of these Colleague screens, you will get a prompt at the bottom of the screen which looks like this:

Enter the Selection Number, Mnemonic or Finish:

You cannot enter the word FINISH. You must look at your keyboard template and enter the appropriate keystrokes that correspond to FINISH. You may also enter two other choices that are not mentioned in the prompt. You can enter EX or LO. If you enter EX, the system will exit that menu and return to the colon prompt. If you enter LO, the system will exit that menu and log you completely off the IBM mainframe. Also, this entry cannot have any characters following the valid entries so you may have to use the space bar to remove any trailing invalid characters you may have entered by mistake.

CF Main Financial System Menu


GL G/L Module general menu.

ACBL Account Balance Inquiry

AHST Account History Inquiry

ENCI Encumbrance Inquiry

GLRQ Requisition Inquiry

LGLA List G/L Activity

GLB List Budget Reports

GLSA Summary of Account Availability

GLBS Budget Status Report


AP Accounts Payable Module general menu.

VEN Vendor Menu

VENI Vendor Inquiry

VOUI Voucher Inquiry

VOIS Voucher Item Summary

CHKI Check Inquiry


PU Purchasing Module general menu.

VEN Vendor Menu

POM Purchase Order Menu

BPM Blanket Purchase Order Menu

VENI Vendor Inquiry

POIS Purchase Order Item Summary

PINQ Purchase Order Inquiry

BINQ Blanket PO Inquiry


ST Main Student System Menu

AC Academic Records Menu

STR Student Records Menu

SASM Academic Summary

LOCR Student Locator


AR Accounts Receivable Menu

RGBS Registration Billing Summary

ARSI AR Summary Inquiry

ARAI AR Account Inquiry

ARTI AR Term Inquiry

PFAI Pending Fin. Aid Inquiry


CU Curriculum Management Menu

CSS Course Section Menu

SINQ Section Inquiry

SRSI Section Roster Inquiry

SMIN Section Meeting Inquiry

 

 
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