Colleague SaaS Migration — Frequently Asked Questions
Arizona Western College is migrating its Colleague platform to Ellucian's latest Software as a Service (SaaS) environment — a project 18 months in the making. The final cutover begins Thursday, May 21, 2026 at 3:00 PM and is estimated to conclude by Thursday, May 28, 2026.
During this window, several core systems will be temporarily unavailable. Find answers below.
About This Migration
- What is changing?
AWC is moving Colleague (our core platform for student records, HR, and finance) from on-campus servers to Ellucian’s secure cloud environment (SaaS). - Why are we making this move?
To modernize aging infrastructure, improve system reliability, enable automatic security patches, and deliver faster access to mobile-friendly self-service tools. - What is the cutover timeline?
Systems go offline Thursday, May 21 at 3:00 PM and are expected to return by Thursday, May 28. - Will the system look or work differently?
Core day-to-day processes remain the same. Over time, interfaces like Colleague Self-Service will become cleaner and easier to navigate.
For Students — During Maintenance (May 21–28)
What students can and cannot access during the maintenance window.
- Will I be able to access Self-Service?
No. Colleague Self-Service will be unavailable from May 21 @ 3:00 PM through approximately May 28. You will not be able to view your schedule, account balance, financial aid status, or other Self-Service functions during this time. - Will I be able to pay my student tuition bill?
No. Online payments and the on-campus Cashier Office will be unavailable during the maintenance window. Please make any payments before May 21 @ 3:00 PM. - I have a payment plan set up for the Spring term that still has pending scheduled payments. Will my payment be considered late if the system is down?
No, your payment will process once the system is back up. We will waive any late fees during this time. - I have a payment plan set up for the Summer term that has a scheduled payment on May 28. Will my payment be considered late if the system is down?
No, your payment will process once the system is back up. We will waive any late fees during this time. - Will I be able to request an appointment or receive walk-in assistance for Financial Aid?
Walk-ins are welcome if you need assistance during the shutdown. - Will I be able to request a transcript or student records?
No. Student transcript requests and access to student records will be unavailable during maintenance. If you have an urgent need, please contact the Registrar's Office before May 21. - Will I be able to register for a class?
No. Student registration will be unavailable during the maintenance window. Please complete any registration changes before May 21 @ 3:00 PM. - Will I be able to pay using my student ID card?
No. The Student ID Card System will be unavailable during maintenance. Plan accordingly for any on-campus purchases that require your ID card. - Will I be able to change my password or reset MFA?
Yes. Microsoft Account password resets and Multi-Factor Authentication (MFA) support remain available throughout the maintenance window. - Will I be able to access my AWC email?
Yes. Your AWC email remains fully available throughout the maintenance window. - Will I be able to access my OneDrive and Office 365 apps?
Yes. Office 365, OneDrive, Microsoft Teams, and all Microsoft apps remain fully available. - Will I be able to meet with my Student Advisor?
Self-Service Student Planning and Degree Evaluations will be unavailable during maintenance. We recommend meeting with your advisor or pulling your degree evaluation before May 21. In-person advising availability may vary — contact your advisor's office directly. - Will I be able to access my courses in Canvas?
Yes, with one exception. Current students can access Canvas and view course content as normal. If you are a new student who has not yet set up your account, your Canvas login may be delayed until systems are restored. Contact the IT Service Desk if you need assistance. - Will I be able to submit a housing application for on-campus housing?
Yes, with one exception. Current students can submit a housing application as normal. If you are a new student who has not yet set up your account, you will be unable to submit an application until systems are restored. - Will I be able to attend a tutoring appointment in the Student Success Center?
Student Services will not offer any tutoring appointments until summer sessions start, which is June 1.
For Employees — During Maintenance (May 21–28)
Important updates regarding staff and faculty systems during the transition.
- Will I be able to access Self-Service to enter my timecard?
No. Colleague Self-Service will be unavailable from May 21 @ 3:00 PM through approximately May 28. Please submit timecards and HR entries before maintenance begins. Contact HR or Payroll with questions about arrangements for that pay period. - Will I be able to run or access any Insights reports?
No. Colleague Insights (Reporting) will be unavailable during the maintenance window. If your department relies on scheduled or recurring reports, pull what you need before May 21 @ 3:00 PM. - Will I be able to access Colleague UI?
No. Colleague UI will be fully unavailable from May 21 @ 3:00 PM through approximately May 28. Any processes that require direct Colleague access should be completed before the maintenance window begins. - Will I be able to process payments or use the Cashier system?
No. Cashier and online payment systems will be unavailable during maintenance. Complete any pending financial transactions before May 21 @ 3:00 PM. - Will I be able to access my email, Teams, and SharePoint?
Yes. Office 365, email, Microsoft Teams, SharePoint, and Gryphon file shares all remain fully available throughout the maintenance window. Day-to-day communication and file access are unaffected. - Will Canvas be available for faculty?
Yes. Canvas remains available for faculty to view and manage course content. Some features tied to Colleague (such as new student enrollment or grade passback) may be delayed until systems are restored. - Will new student account setup continue during maintenance?
No. New student account setup will be paused during the maintenance window. Accounts will resume once systems are restored. - Who should I contact if something is not working after systems are restored?
Contact the IT Service Desk: servicedesk@azwestern.edu | (928) 317-5392. Functional Testing Leads in each department will also be conducting post-restoration validation — if you are a Testing Lead, watch for outreach from the ITSS team.
Support and Contact Information
If you encounter issues after systems come back online, contact the IT Service Desk:
- Email: servicedesk@azwestern.edu
- Phone: (928) 317-5892