Colleague UAT / Field Mappings

Testing the Ethos/Colleague integration typically happens in two phases:

• Element451 → Ethos/Colleague
• Ethos/Colleague → Element451

Element451 → Ethos/Colleague testing is usually completed first. This phase tends to take longer, as errors often originate in Colleague and require investigation and updates on the partner side.

Ethos/Colleague → Element451 testing is typically much faster, as there are fewer issues to resolve.

Both phases should begin after the Applications and Decisions modules have been configured and test records are available.

Triggering the Integration

During testing, integrations should be triggered manually. Once live, they can be automated.

For instructions, see How to Sync Records (Ethos).

Testing Element → Ethos/Colleague#

Preparation#

Create test student records with applications. These should cover a wide range of scenarios used on your campus.

Note: These records will sync to your TEST SIS environment and should be removed before go-live.

Testing#

Follow the steps in How to Sync Records (Ethos) to trigger a sync.

Review the Sync Result#

After each sync, check the Integration Log:

• If there are errors:
  • Review Integration Errors - Troubleshooting (Ethos)
  • If needed, reach out in Basecamp for assistance.
• If the record is successful:
  • Proceed to validate the data in Colleague

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Validate Data in Colleague#

Once a record has synced successfully:

• Review the record in Colleague
• Compare values using the Field Mappings section and/or testing script
• Validate:
  • Element451 fields (slugs)
  • Corresponding Colleague screens and fields

The Field Mappings reflect the standard integration configuration. If your implementation includes customizations, use this as a baseline and add any additional validation checks as needed.

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Testing Script/Checklist#

An Excel file is available to support testing.

The file includes:

• Tabs for each data area
• Field-level comparisons between Element451 and Colleague
• Space to track validation and notes

Notes:

• This file is optional and does not need to be submitted
• It is provided to help organize testing

Recommended usage:

• Create a copy for each test student
• Rename the file with the student name or ID
• Use it to track which fields have been validated and any issues identified

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Field Mappings#

Below is an overview of the Element451 fields (slugs) and corresponding Colleague screens/fields included in the standard integration.

Testing Ethos/Colleague → Element#

Preparation#

Identify the records you want to test.

• If testing updates:
  • Use records previously synced from Element451 → Ethos/Colleague
  • Make changes in Colleague (e.g., phone, address, race, etc.)
• If only using Ethos/Colleague → Element:
  • Select a group of recent Colleague applicants
  • Note their name and Colleague ID

We recommend testing at least 5–10 records to cover a variety of scenarios.

Request a Sync#

Notify Element staff via Basecamp with the records to be synced:

• If using previously synced records:
  • Provide a list of Element IDs
• If syncing new records from Colleague:
  • Provide Colleague names and Colleague IDs

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Review the Sync Result#

Element staff will notify you once the records have been processed.

After notification:

• Check the Integration Log for any errors
• Resolve any issues if needed

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Validate Data in Element#

Once the sync is complete:

• Review the records in Element451
• Confirm that:
  • New records appear as expected, or
  • Updates made in Colleague are reflected correctly

Use the Field Mappings section and/or testing script to validate field-level accuracy.

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Testing Script / Checklist#

An Excel file is available to support testing.

The file includes:

• Tabs for each data area
• Field-level comparisons between Element451 and Colleague
• Space to track validation and notes

Notes:

• This file is optional and does not need to be submitted
• It is provided to help organize testing

Recommended usage:

• Create a copy for each test record
• Rename the file with the student name or ID
• Use it to track validation progress and issues

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Field Mappings#

Below is an overview of the Element451 fields (slugs) and corresponding Colleague screens/fields included in the standard integration.