Colleague Outage


As part of Project FOCUS, Financial Services will be performing maintenance over the Christmas holidays. This will impact access to administrative systems during the break, Dec. 23 to Jan. 1, inclusive. 

A full shutdown of Colleague, our enterprise resource planning system, is required during this time; however, the scheduled dates may be adjusted if maintenance work is completed faster than expected. The project team is currently investigating the impact to determine how the shutdown affects the UNB community, as no interactions with Colleague can be done during the outage. 

Determining the full effects of a Colleague shutdown requires engagement and communication with stakeholders across both campuses. Members of the project team, led by Cindy Flann, worked with various representatives from the Fredericton and Saint John campus communities to identify and minimize potential issues. Consultations are still ongoing and we will be providing further updates on how this outage affects the university. 

It is a difficult time of year to bring our services down, and our goal is to complete the required maintenance as quickly as possible to minimize the service disruption. If maintenance work finishes prior to Jan. 1, communications will be sent out to the campus community via email advising that services are available.

  

FAQ

Can I submit/check grades during the outage?
What if I need to change courses during the break?
Will D2L be available?
Why is this outage taking place right after exams?
What won’t be available during the outage?
Why is this work being undertaken?
What if I have more questions?

Can I submit/check grades during the outage?

Grade submission and viewing will be down during the outage, as will course registration and changes. Class schedules will also be unavailable.
 

What if I need to change courses during the break?

Course changes will not be available to anyone during the outage. As per the university’s calendar of academic dates, students have until Jan. 12 to add/drop winter term courses. Winter term courses dropped up to and including this date are not shown on your academic transcript. After Jan. 12, a notation of "W" (withdraw no academic penalty) will be shown on the academic transcript. Jan. 12 is also the last day to withdraw from full-year courses without academic penalty.  After Feb. 23, a grade of "WF" (withdrawn fail) will apply.

Will D2L be available?

Faculty and students will be able to access and use D2L normally during the Colleague outage. However, no changes can be made to courses or class registrations. For example, no new courses can be added, and students cannot be enrolled into existing courses while Colleague is shut down. The system data will be as it was immediately before the outage.
 

Why is this outage taking place right after exams?

Given the length of time required for this exercise to be completed, the Christmas closure is the only opportunity we have as the university is officially closed from Dec. 23 to Jan. 1.

Completing this work at another time of year, such as Easter or during the summer, could minimize the effects on some university groups, but would require others to halt their work completely. Based on the time period recommended to the project team by our Colleague vendor, Ellucian, the Christmas closure is the only window of opportunity available.

What won’t be available during the outage?

Although the full effects of the outage are not yet known, the project team is engaged in consultations to determine how this impacts the university.

The following services will be available, with minimal impacts:

  • O365 services including email will be fully accessible
  • The Portal will be up; however, certain links from the Portal will not be available
  • UCard – door access will be unaffected, money can be added to accounts; no accounts can be added or removed, no changes in meal plans
  • D2L - services will be available as normal during the outage, but courses cannot be published/students cannot add or drop courses
  • Labs and printing are available as normal
  • Library e-resources will be available as normal

The following are some of the services which will be unavailable during the outage:

  • Students will not be able to view marks
  • Course registration and changes will be unavailable
  • Students cannot view their student accounts
  • No access to class schedules and the class timetable
  • Transcripts cannot be requested or processed 
  • Grade submission will be unavailable
  • Teaching schedules will be unavailable to view
  • Room changes cannot be requested or processed
  • Class and wait lists will not be accessible
  • Advising and student transcripts will be unavailable
  • Viewing course contracts through the Portal will not be available
  • Pay advice/T4 information will not be available
  • Financial transactions related to research will be unavailable
  • Staff will not be able to view pay advice/T4 information
  • Time entry will be unavailable
  • Financial transactions and budget/reporting will not be available
  • Vacation and leave information will be unavailable

The university is officially closed from Dec. 23 to Jan. 1 for the holiday season. Most transactions to and from Colleague would not be processed until UNB reopens on Jan. 2, 2018.

As we engage in further consultations and complete testing, we will learn more about what services will and won’t be affected and share these details with the UNB community.

Why is this work being undertaken?

Completing this maintenance is one of the foundational pieces required to provide more efficient and effective services in the future through Project FOCUS. The initiative is designed to help UNB harness the full potential of our enterprise resource planning system, which touches almost every aspect of academic and administrative life at the university.

What if I have more questions?

More details will be shared as they become available. Please check back for updates or email project-focus@unb.ca.