Using Colleague Mnemonics to View Student Information

Colleague mnemonics are shortcuts used to access specific information, such as application status, transcript records, program details, or academic standing. This guide explains the general steps for using any Colleague mnemonic. 

Access Requirements

  1. FERPA training– Must complete training before accessing student records.FERPA
  2. Request Colleague account System Access 
  3. Supervisor submits IT request for read-only access to Colleague.
  4. Access VPN Request

Commonly Used Mnemonics

Mnemonic Purpose
APPN Check application status
SACP View current program or major
IASU Confirm transcripts received
XERC/PERC View holds or missing items
TSUM View test scores (GRE, TOEL, etc.)
NAE View contact information
STAC View enrollment history
XTRNU View or print unofficial transcript
SACS Check academic standing
XGPS/XDPS Review graduation standing
XSPRO View student profile (advisor, residency, etc.)
EVAL View degree audit

Accessing Student Information in Colleague

  1. Open Colleague.
  2. In Quick Access, type the mnemonic (e.g., APPN, SACP, or TSUM) and press Enter.
  3. Search for the student by entering one of the following:
    • Colleague ID (recommended)
    • Student name
    • Last four digits of the SSN (only if needed for identity confirmation)

 Privacy Reminder: Never ask for a student’s full SSN. You may confirm the last four digits if needed to verify identity.

  1. If you are continuing with the same student record, press Shift + 2, then Enter to reload the previous student.
  2. Select the correct student record:
    • Click the box next to the correct student and press Enter, or
    • If multiple records appear, type the number in the Select # field and click Open.
  3. Review the information displayed on the screen.
    • Each mnemonic shows specific data depending on its purpose (for example, APPN shows admission status codes, while SACP lists academic programs).
  4. To view more details, click the blue box next to any item.
  5. When finished, click Cancel to return to the previous screen.

Status Tips and Shortcuts

  • Shift + 2 → Enter — Reopen the same student record.
  • Output Device = H — Hold for PDF preview when printing transcripts.
  • Common Codes: Each screen may include unique codes (e.g., admission codes or standing statuses). Refer to the Graduate Admissions Training Guide for code definitions.

Additional Guidance

  • For changes to a student’s record, submit the appropriate Registrar/Graduate School Change Form.
  • For assistance accessing Colleague, request support through the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.

 

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Colleague Commonly Requested Mnemonics
Faculty, staff, and advisors may use these common mnemonics when working with students in the registration process. Supervisors must request mnemonics for employees. Access is granted by the department with mnemonic ownership. When requesting mnemonics, please indicate inquiry or edit mode.