Where Used

Where Used on the selection card identifies files that have records associated with the selected Colleague ID. Having a record in a file does not necessarily mean that the record is enabled/used—eg. do not assume a user is an employee just because they have a record in EMPLOYES or HRPER, they could have an employment end date and no longer be employed. (In this particular example, it is better to check EMPS.)

Mappings are available in VAL under valcode WHERE.USED.FILES

SQL query:

SELECT *
FROM VALS
WHERE VALCODE_ID = 'WHERE.USED.FILES'

Where Used shortlist

🚩purpose/📝list
If the user has this code, the user has probably previously...

• APP: had an application submitted to become a student.
• EMP: been entered as an employee (staff, faculty, casual, student worker, some vendors).
• FAC: been entered as faculty.
• FIN: had financial aid information entered.
• HRP: been processed by HR, required for employment and payroll.
• MAI: set up a mailing address.
• PER: been added to Colleague with NAE… basically everyone has this.
• STA: been entered as staff; usually the HR Person table is used instead of this, unless for example the user needs the ability to apply restrictions which is still provided by a Staff record.
• STU: been entered as a student manually, or had their application accepted and moved to student automatically.
• VEN: been entered as a vendor; for "non-employees" like some student workers and occasionally casuals, they are entered as vendors instead so they can be paid.

Some Colleague shops may be different! The above list may be inaccurate, but follows general Ellucian guidelines. Random people with access to Colleague may have also created records for the user and not actually done anything with them, or the user’s records may be inactive/revoked but still appear in Where Used, so be warned.