Colleague Data Report Request

FAQs:

  1. What is a Data Request? A report (generally excel) of student or course data pulled from Colleague based on a requestor's query parameters.  Example, "A data file with: student ID’s, placement, high school, and term for directly matriculated students entering MVC summer 17, fall 17, summer 18, and fall 18."

  2. What is the process of submitting a Data Report Request?

    1. Create a ticket for a data report request

    2. If your request has all of the required information, we will attempt to complete every request within 5 business days; however, based on the complexity of the request and workload this may impact the estimated time frame.

      1. If you didn't provide enough information to generate the report, you may receive a ServiceDesk notification stating that more information is required

    3. When the report is ready, you will receive a ServiceDesk notification stating that your output file is ready

  3. How long do requests generally take? Requests generally take up to 5 business days to fulfill.  Please submit your requests as early as possible as there are other reports in queue

  4. What information is required for a data request? Report description and output columns (Student ID, First Name, etc...), term(s) if applicable, College or District, program of study

  5. What if my attachment is large? The attachment limit for ServiceDesk is 10MB.  If your file is too large, you can email or use OneDrive to share your file (see article on how to share files via OneDrive)

  6. Do I need to password protect my excel? If your input file contains sensitive information, to avoid data transmission violations and to protect people's personal information, you must encrypt your input file.  You wouldn't want your personal information floating around the internet unprotected, please respect other people's right to privacy

  7. How do I send the input file to the agent? Attach the file in the ServiceDesk ticket

  8. How do I communicate the password to the recipient? You can call your agent and tell them the password, or you can send them an encrypted email containing the password.

    1. RCC - Rosa Vargas 

    2. MVC - Vincent Alonzo

    3. NC - Alex Zuniga

  9. Can I just encrypt an email containing the input file? You could, but we'd prefer that you kept all communications within ServiceDesk to enforce requests to be made via ServiceDesk.

  10. Can I request the data to be a Colleague Savedlist? Yes, please specify in the ticket description