Person Records

Manage core person demographic data.

Overview

Person records store:

• Identity information
• Contact details
• Demographic data
• Related records (names, addresses, phones, emails)

Viewing Persons

1. Navigate to People > Search People
2. Search by name, ID, or email
3. Click a record for details

Search matches any part of a first, last or full name, an email address, a student number or a Colleague ID, not only the beginning (trigram indexes, migration 269). A person who matches on several names is listed -- and counted -- once. The header search box shows the first five matches in each group.

A viewer whose people grant is scoped below ALL searches in directory mode: people who opted out of directory disclosure are left out, and names marked not searchable are not matched.

Creating a Person

1. Click Add Person
2. Complete the form:

Identity

Field	Description
First Name	Legal first name
Middle Name	Legal middle name
Last Name	Legal last name
Suffix	Jr., III, etc.
Date of Birth	Birth date
Gender	Gender identity

Contact

Field	Description
Primary Email	Main email address
Primary Phone	Main phone number

3. Click Save

Names

People can have multiple name records, each with a name type:

• Legal Name (Primary) - The record name, used on transcripts and official documents
• Legal Name (Secondary)
• Preferred Name - The name the person goes by; screens show it in place of the legal name
• Maiden Name, Former Name - Previous names

Names that come from Colleague

The nightly import writes the legal name, previous names from Colleague's name history, and -- since migration 298 -- each person's chosen name from Colleague as their current Preferred Name, when it differs from the legal name. A name the import wrote is marked as coming from Colleague (source = 'ODS') and is kept in step with Colleague, including being removed when Colleague drops it. A Preferred Name typed into the SIS is never overwritten by the import.

While Colleague holds names, change a legal name in Colleague: the import rewrites the legal name from Colleague every night, so an edit made only in the SIS is undone.

Instructors are shown by a third name: Colleague's faculty listing name, stored on the teacher record. See Faculty.

Adding Names

1. Open person record
2. Go to Names tab
3. Click Add Name
4. Select name type and enter details

Addresses

Multiple address types:

• Permanent - Legal home address
• Mailing - Where to send mail
• Campus - On-campus address
• Billing - Financial correspondence

Address Management

1. Go to Addresses tab
2. Add, edit, or deactivate addresses
3. Set primary address per type

Phone Numbers

Track multiple phones:

• Mobile
• Home
• Work
• Emergency

Email Addresses

Multiple emails with types:

• Institutional (assigned)
• Personal
• Work

Demographics

Track demographic information:

• Citizenship (the primary citizenship country)
• Ethnicity/Race
• Veteran status

Immigration and visa status moved to the International tab (migration 281).

International

A person is international when a citizenship is on file and none of their citizenships is the institution's home country. The International tab appears only for such people, on both the person record and the student record.

• Home country is the HOME_COUNTRY setting (Admin > System Settings, an ISO 3166 two-letter code, default US). It must name an active country; a typo would otherwise make nobody international.
• Citizenships. The primary citizenship is on the Demographics tab; additional ones are listed on the International tab. Holding the home country's citizenship in either place makes the person domestic, so a dual national is never flagged. A person with no citizenship recorded is not international.
• Immigration status records the visa type, status (Pending, Active, Expired, Terminated), document issue and program dates, entry date and port of entry, orientation date, sponsor, financial support, health insurance end date and work authorization (CPT, OPT, STEM OPT, on-campus, other) with its dates. The SEVIS status and form type (I-20 or DS-2019) appear only when the home country is US. Immigration status cannot be added for a person who is not international.
• Documents. Passport, I-94, EAD and I-20 / DS-2019 numbers are identifiers, not visa fields, so they are kept, revealed and audited like every other identifier. I-94 and EAD numbers are sensitive (encrypted, revealed on request).

The tab is gated on PEOPLE.TAB.INTERNATIONAL and STUDENTS.TAB.INTERNATIONAL, granted to the same roles as the Demographics tabs.

Identifiers

Manage identity numbers:

• Student ID
• Employee ID
• SSN (secured)
• External IDs

Related Topics

• User Accounts
• Students