SAVEDLISTS and HOLD files

AIS, with input from some of our Power Users, has established guidelines for deletion and retention of SAVEDLISTS and HOLD files.

SAVEDLISTS:  retained for 45 days. Any SAVEDLIST over 45 days old will be deleted on the 6th of each month, with exception of any savedlist that begins with "XSMC". 

HOLD files:  retained for 100 days, any HOLD file over 100 days old will be deleted on the 6th of each month. If you need to keep a file longer than 100 days, you may save to your PC, or contact AIS to have it moved to an archived Colleague folder. (HOLD files are created when you send a report to "HOLD" instead of a printer or email.)

How YOU Can Help Make Registration Easier for Students

October 18-21 is Jan Term registration for undergraduates

Students register for classes through GaelXpress, which connects them directly to the Colleague database. Because you, at your desktop, are also connecting to Colleague, the way that you work in Colleague can affect the student experience, either negatively or positively.

How can you help students register with fewer problems?

1.  Log out when you are not actively using Colleague. This is absolutely critical in the hours between 12:30 and 2:00PM, and again from 3:30 to the end of the work day. All  desktop logins use software licenses, and students registering also use software licenses. If administrative staff use up all the licenses, there won't be enough for students.  PLEASE LOG OUT. 

2.  Keep out of student records as much as possible. Adding information or changing a record actually locks up the records, so that others cannot change the record at the same time. When you lock the record of a student, the student cannot register (because the record is locked!).  If you need to work on a record, open it, do your work quickly, and finish out. While you are in the record, what the student sees is an hourglass, and they think "the system is down", when really, it is just that their record is in use.

These two modifications to the way you use Colleague during registration week can have a huge impact on how quickly students are able to register.



Questions?  Email AIS@stmarys-ca.edu