Business Process Overview Address Changes... 2

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1 Humboldt State University Campus Community - Updating Bio/Demo Address & Phones Business Process Guide Last Updated: September 17, 2013 Table of Contents Business Process Overview Address Changes... 2 Bio/Demo Changes Addresses and Phones (from an Admissions Perspective)... 2 Other Department Specific Address Hierarchy Priorities:... 3 Special Address Procedures for Students in Campus Housing... 4 Special Address Procedures for Refund Processing in Accounting... 4 General PeopleSoft Information... 4 Active Address Types... 5 Address Change Procedures Level 1 Address Update Permissions... 5 To Change an Existing Address... 6 To Add a New Address Type... 7 To Inactivate an Existing Address... 7 Reactivating an Inactive Address?... 9 Address Change Procedures Level 2 Address Update Permissions To Change an Existing Address To Add a New Address Type To Inactivate an Existing Address Reactivating an Inactive Address? Address Change Troubleshooting & Additional Reference Adding Two Rows to the Same Address Type on the Same Day Alternate Navigation to Change an Existing Address Level 2 Permissions Only US Postal Service Standards Auditing Address Changes through Query Viewer Business Process Overview Phone Number Changes Telephone Number Change Procedures Level 1 Phone Update Permissions Telephone Number Change Procedures Level 2 Phone Update Permissions CC BPG Bio Demo Changes - Addresses and Phones.docx Page 1

2 Version Control Date By Action Pages M H Swank Release of BPG approved by HSU Bio Demo CC Team All M H Swank Updated Refund Processing Section to use type BUSN M H Swank Added Auditing Address Changes through Query Viewer M H Swank Added accessibility functionality, no content changed All M H Swank, K Mack Updated to remove PROS type in favor of Hobsons as the Prospect system of record. Updated MDB phone type with CELL (Mobile) as approved by RUF on 9/12/13 2,3, Business Process Overview Address Changes Bio/Demo data is the biographical / demographical information that is collected and maintained within the PeopleSoft system under the Campus Community menus. Bio/Demo data ownership is shared between Human Resources and Student Administration. Where appropriate, distinctions have been made within this guide when procedures vary for specific departments. In addition, this section contains reference materials helpful in understanding the overall business process of changing address and phone records. Students and applicants can change their own HOME and MAIL addresses and phone numbers in the student self-service system, Student Center. Staff members should encourage them to do so! Staff and faculty and student workers need to submit either a SPAR [Student Payroll Action Request] form or an EAR [Employee Action Request] form to Payroll or Human Resources so that their addresses will be updated on the state PIMS system. This is especially critical for HOME addresses, as they are what Payroll puts into the state PIMS system, and the State of California sends out W2 tax forms to the PIMS address. Workers whose address is changed show up in an automated report produced by ITS and used by the Payroll office. Bio/Demo Changes Addresses and Phones (from an Admissions Perspective) Current Applicants Once a prospective student applies for admission, he/she can make updates in Student Center to both MAIL and HOME address types and also MAIL, HOME, and CELL (Mobile) phone types. If we receive an address change request from a current applicant via phone or , we need to inform the applicant (either on the phone or by replying to the request) that addresses must be changed on Student Center. This ensures validation of the address, because only the applicant can log into his/her Student Center. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 2

3 If we learn of a new address for an applicant in an alternate validated manner (e.g., returned mail with a new address provided on envelope by US Postal Service, or returned mail prompts us to call the applicant to get new address), we can update the MAILING address manually, by following the directions below. If we get a new validated MAILING address, we should inactivate the current PROS address, following directions below. For Admissions purposes, the only address we will send mail to is the MAIL (Mailing) type address. HOME (or Permanent ) address is not imported into Hobsons. If an applicant does not have an active MAIL type address in Campus Solutions, s/he will not be able to receive letters in the mail from Admissions. Prospective Applicants Prospects (people interested in HSU who do not have a current application for admission on file) do not have access to Student Center, so they cannot change their addresses there. Current prospect data is not stored in PeopleSoft. The source of authority for all prospect data is Hobsons Connect CRM; any bio/demo changes to prospective, non-applicant students should be performed in Hobsons not in PeopleSoft regardless if the prospect has a record in PeopleSoft. Validating addresses for prospects: A new address provided on an envelope returned by the US Postal Service is considered validated. We can also validate when we call the prospect to get a new address, or if the prospect either s us directly using the address on file to request a mailing address correction OR if s/he responds to an we sent from the Office of Admissions requesting an address correction. These new addresses should be considered MAILING addresses. Other Department Specific Address Hierarchy Priorities: Benefits: (1) MAIL, (2) HOME Financial Aid (1) MAIL, (2) HOME Housing: (1) HOUSING, (2), MAIL, (3) HOME Payroll: (1) HOME Student Financials: (1) MAIL, (2) HOME for billing, refunds, 1098T tax forms, tax offset and collections o NOTE: In some cases, use of the REFUND HOUSING type may be used in order to issue refund checks. See Special Address Procedures for Refund Processing in Accounting notes below. Student Records: (1) MAIL, (2) HOME CC BPG Bio Demo Changes - Addresses and Phones.docx Page 3

4 Special Address Procedures for Students in Campus Housing Daily, Housing sends a current resident file export from the Housing System that is run through a process and then loaded into the Housing address type in PeopleSoft (PS). The process compares the most recent Housing file to the last file loaded and then: 1. If an address in the export matches an existing HOUSING address, nothing will happen. 2. If an address in the export does not match an existing HOUSING address, it will be added to PS as the new HOUSING address and the new MAIL address. In addition an will be sent to the student stating that we have done so and offering them the option of updating their MAIL address if they would like. The also states that Housing will always mail to the Housing address. 3. If a HOUSING address exists in PS, but not in the export file, it will be made inactive. If a MAIL address exists that matches this HOUSING address, it will also be made inactive. We will also inactivate all Housing addresses 5 business days before the end of the spring semester (Monday of finals week). The student is sent an telling them we know they have left the residence halls and their Housing address (and Mailing if it is a match) has been inactivated. The instructs the student to log into Student Center to update their Mailing address. Special Address Procedures for Refund Processing in Accounting In order to process refunds for students who have elected direct deposit, the PeopleSoft system will not currently issue a refund if there is no active address, regardless if it is a paper check or direct deposit refund. HSU s business process is that if no current address is available, then all address types should display as inactive; as a workaround for refund processing the Accounting Department will make use of the Business address type as follows: 1. Using the Level 1 procedures below ADD A NEW ADDRESS TYPE using the Business or BUSN type, effective dated for the intended date of refund processing and with the campus address of 1 Harpst Street, Arcata CA At the same time, schedule the deactivation of the Business type by following the INACTIVATE AN EXISTING ADDRESS steps below, making the effective date of the status change to inactive the date by which refund processing will be completed. General PeopleSoft Information Most information in PeopleSoft is maintained using effective dated rows which allows display of historical information as of specific dates. Addresses are maintained in this same manner. For example, we do not inactivate an old address within an address type when adding a new address. While the status of the former address will still show active, processes will automatically use the most recent effective dated row for each address type and ignore the rest. Phone numbers do not use effective dated rows. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 4

5 Active Address Types The following are the address types currently available for updating, their ownership and their intended use. MAIL mailing address, updatable in Student Center HOME used by HR for payroll mailings mailing to staff and Student workers, permanent address for Students, updatable in Student Center PROS Prospect address, un-authenticated and populated by Admissions / CRM only; other campus areas may be users of this information for prospect mailings or reference information. Not updatable in Student Center HOUS Housing address used by Housing department only for residence hall addresses. Not updatable in Student Center. Address Change Procedures Level 1 Address Update Permissions Navigation - Campus Community > Personal Information > Biographical > Addresses/Phones > Addresses CC BPG Bio Demo Changes - Addresses and Phones.docx Page 5

To Change an Existing Address From the Addresses page: Look at the specific Address Types on the left side to find the Address Type you wish to inactivate. But don t click here!

6 To Change an Existing Address From the Addresses page: Look at the specific Address Types on the left side to find the Address Type you wish to inactivate. But don t click here! On the right side, in the Edit/View Address Detail column, click on the Edit/View Address Detail link for the Address Type you with to inactivate. Note: The former address will still show as active however effective dating rules prevail that prevent this address from being used. IMPORTANT! Refer requests from employees to the HR or Payroll Departments so they can update the appropriate address change form for State of California notification. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 6

7 To Add a New Address Type [note that if an address type already exists, it will have an asterisk next to it] In the Add Address Types column, click on the box next to Mailing (or other appropriate address type) Click on Edit Address link to bring up edit area, enter data, then click on OK button: Click on yellow Submit button Click on Save button in lower left corner of page To Inactivate an Existing Address [when we know this address is bad, but we have nothing to replace it] From the Addresses page Look at the specific Address Types on the left side to find the Address Type you wish to inactivate. But don t click here! On the right side, in the Edit/View Address Detail column, click on the Edit/View Address Detail link for the Address Type you wish to inactivate It is possible that all addresses could be inactive - if we do not have any current addresses available. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 7

8 Now click on + to add another row. This duplicates the prior row of data. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 8

Now change the Status of the top row to Inactive and click OK. If another address type exists with the same bad address, remember to inactivate that address type too. Reactivating an Inactive Address?

9 Now change the Status of the top row to Inactive and click OK. If another address type exists with the same bad address, remember to inactivate that address type too. Reactivating an Inactive Address? When you later receive a valid address for the address type that you previously inactivated, do not just go back and change the status for the bad address from Inactive to Active. Instead, add a new row (with active status) to hold the new value, with today s date as the Effective Date. Trying to update the same address type twice in one day? See Troubleshooting & Reference section for hints! END OF LEVEL 1 ADDRESS UPDATE SECTION CC BPG Bio Demo Changes - Addresses and Phones.docx Page 9

10 Address Change Procedures Level 2 Address Update Permissions There are different ways to change an address. The following example is the preferred method, providing less risk of changing the wrong address. Tip! Remember to refer requests from employees to the HR or Payroll Departments so they can update the appropriate address change form for State of California notification! Navigation: Campus Community > Personal Information > Add/Update a Person Enter values to find your person. Check the Include History box, and click on Search button to bring up the bio/demo pages. To Change an Existing Address In the Bio/Demo pages (below), click on either the Address Tab or the blue Addresses link to take you to the Address page: CC BPG Bio Demo Changes - Addresses and Phones.docx Page 10

11 In the Address page (below), find the Mailing address (but don t click on the Mailing link), and then click on the Edit/View Address Detail link. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 11

12 Below, you can see all the address data rows for this Address Type and the date that each row was created. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 12

Click on the Update Addresses link, which brings up an editable page

13 Click on the + sign of the top row to open up a new row. Note that the default effective date of the new row is today s date. Click on the Update Addresses link, which brings up an editable page (below). (Do not use the Address Linkage link.) CC BPG Bio Demo Changes - Addresses and Phones.docx Page 13

14 If you need to change the country, click on the special link; the format may change slightly. Otherwise, just type in your changes, right on top of what you see below. Don t fill in County. Click on OK, then click on OK again, then click on SAVE. (Don t click on SUBMIT.) Note: The former address will still show as active however effective dating rules prevail that prevent this address from being used. To Add a New Address Type Ordinarily, Campus Solutions users will be updating only the Mailing address type, but if you do need to add another Address Type, follow the navigation to the Addresses page. Human Resources & Payroll primarily use the Home address type for payroll records, and the Mailing address type for Benefits. [Note follow the address update policy in effect in your office also included in the Business Process Overview section of this document. HSU does not use all the Address Types that you can see on the page.] Warning: Before you add a new address type, be aware that only 2 address types show at one time on the Addresses page. In the example below, this student already has 3 address types. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 14

brings up the Edit Address page; type in the new

15 To add a new address type, from the Addresses page, click on the Edit Address blue link (see below): This brings up the Edit Address page; type in the new address. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 15

Click on OK, then (back on the Addresses page), check the box for the new address type you are inserting. In the example below, I ve selected Prospect type. Next, click on the Submit button.

16 Click on OK, then (back on the Addresses page), check the box for the new address type you are inserting. In the example below, I ve selected Prospect type. Next, click on the Submit button. Note, below, that there are now 3 address types, although you can see only 2 at a time. Now click on SAVE. Note: Alternately, you could click first on the checkbox in Add Address Types, then click on the Edit Address link, type address, then Submit, then Save. Either way works. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 16

17 To Inactivate an Existing Address If we need to inactivate a current address (e.g., mail was returned; we have no idea what the correct address is for this address type), from the Addresses page, click on Edit/View Address Detail (just like you did to insert a new address): CC BPG Bio Demo Changes - Addresses and Phones.docx Page 17

18 Now click on + to add another row. This duplicates the prior row of data. Now change the Status of the top row to Inactive and click OK. Reactivating an Inactive Address? When you later receive a valid address for the address type that you previously inactivated, do not just go back and change the status for the bad address from Inactive to Active. Instead, add a new row (with active status) to hold the new value, with today s date as the Effective Date. Trying to update the same address type twice on the same day? See Troubleshooting & Reference section for hints! END OF LEVEL 2 ADDRESS UPDATE SECTION Address Change Troubleshooting & Additional Reference Adding Two Rows to the Same Address Type on the Same Day You cannot add two rows to the same address type on the same day. If attempted the following error message will result: CC BPG Bio Demo Changes - Addresses and Phones.docx Page 18

You can change the Effective Date of the new row to tomorrow s date, then click on OK and then on SAVE. (Don t click on SUBMIT.) Note that this is how you can create a future address.

19 You can change the Effective Date of the new row to tomorrow s date, then click on OK and then on SAVE. (Don t click on SUBMIT.) Note that this is how you can create a future address. Alternate Navigation to Change an Existing Address Level 2 Permissions Only The example used in the procedures is the preferred method as it reinforces the concept of address rows and does not require the submit function. As there are different ways to change an address, from the Addresses page you can: Click on the specific Address Type on the left side Check the box in the Add Address Types column indicating the address type you wish to change Click on the blue Edit Address link to make changes as outlined above Click on Submit Click on Save Note: The former address will still show as active however effective dating rules prevail that prevent this address from being used. You can change the status to inactive if you choose. Tip! Take care to ensure you have marked the appropriate Address Type checkbox for the desired address to update! US Postal Service Standards According to US Postal Service standards, addresses should be formatted with a uniform left margin. While uppercase letters are preferred on all lines of the address block; lowercase letters are acceptable provided they meet postal guidelines; HSU utilizes an upper & lowercase format for its presentation purposes in communications. Punctuation should be omitted, with the exception of the hyphen in the ZIP+4 code. Post Office (PO) box addresses should be displayed as PO BOX ### with no space or periods between the P and O and one space between PO, BOX and the box number. Secondary address unit designators, such as Apartment or Suite should be placed at the end of the delivery CC BPG Bio Demo Changes - Addresses and Phones.docx Page 19

20 address line. Standard unit designations should be used, the pound sign (#) should not be included. Standard unit designations include: APARTMENT BUILDING APT BLDG DEPARTMENT DPT FLOOR ROOM SUITE TRAILER UNIT FL RM STE TRLR UNIT The last line is reserved for City State ZIP. City names should be spelled in their entirety. PeopleSoft provides different fields for City, State abbreviation and Zip code information; for reference, USPS standards are one space between the City and State, and two spaces between the State and Zip code. Additional information can be found at Auditing Address Changes through Query Viewer Occasionally, you may need more information about a specific name change. The HUM_BIODEMO_ADDRESS query is available for researching address changes and is available for use with appropriate security. Navigation: Reporting Tools > Query Viewer The query viewer search page will present two fields: Search by: Leave the default of Query Name unchanged Begins with: Enter HUM_BIODEMO_ADDRESS and click the Search button. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 20

With these search results, click the action you wish to take Run to HTML will be the most commonly used option to receive an onscreen display of the results so you can track down the source of the

21 With these search results, click the action you wish to take Run to HTML will be the most commonly used option to receive an onscreen display of the results so you can track down the source of the change. This will return an ID box for you to enter the ID number you wish to research. Click the View Results button to see the history of all address changes; scroll to the far right to see the Last Update Date / Time and HSU Username of the person who made the change. Business Process Overview Phone Number Changes There are many phone types available in the PeopleSoft system however HSU uses only the following types: SHORT DESC (Long Descr) MAIL (Mailing Address Phone) HOME (Home) Mobile (Cellular Phone) USAGE Phone number associated with the mailing address. This is the preferred phone for updating & contact. For Extended Ed, this is the daytime number provided on their registration form. This is available for changing in Student Center. Home phone number. This is available for changing in Student Center. Cellular phone number. This is also populated from the CSU Mentor Load. The value CELL displays as Mobile in HSU tables and as Cellular in Chancellor s Office tables. This is available for CC BPG Bio Demo Changes - Addresses and Phones.docx Page 21

22 changing in Student Center. While you may notice TEXT (Emergency Notification Phone) type in the list of all PeopleSoft phone types, please be aware that phone numbers for text / notifications in the event of a campus emergency are stored and maintained in Account Center. Information on emergency contacts for individual students is stored in the Emergency Contacts section of Campus Community, separate from this phone number procedure.note: student and employee records may include additional phone types such as MDB or PROS from past usage, but the only phone types actively maintained by HSU Admissions are those listed above. Telephone Number Change Procedures Level 1 Phone Update Permissions Navigation - For Student Workers with Permissions to Update Phones Campus Community > Personal Information > Biographical > Addresses/Phones > Phones Click on the yellow Add button to add another Phone Type. If you need to change an existing Phone Type s number, just type over the old one. No history is kept of phone numbers. To delete a Phone Type, click on the sign to remove the row. One type needs to be checked as Preferred; typically it is the MAIL Type. Example of Phone Types displayed on student navigation phone page which retrieves from the Biographical Details page and displays phone type descriptions (versus displaying a code): CC BPG Bio Demo Changes - Addresses and Phones.docx Page 22

END OF LEVEL 1 PHONE UPDATE SECTION Telephone Number Change Procedures Level 2 Phone Update Permissions Navigation - For Staff Members: Campus Community > Personal Information > Add/Update a Person

23 END OF LEVEL 1 PHONE UPDATE SECTION Telephone Number Change Procedures Level 2 Phone Update Permissions Navigation - For Staff Members: Campus Community > Personal Information > Add/Update a Person In the example below can be seen the typical Phone Types in use at Humboldt State University. One type needs to be checked as Preferred; typically it is the MAIL Type. History of phone numbers is not kept. The Mobile Type typically comes in from the CSU Mentor application, where applicants have indicated a cellular phone. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 23

To delete a Type entirely, use the - button to remove the row. To add a new Type, click on the yellow Add button. To change the phone number in an existing Type, just overtype.

24 To delete a Type entirely, use the - button to remove the row. To add a new Type, click on the yellow Add button. To change the phone number in an existing Type, just overtype. Students/applicants can manage their HOME and MAILING phone types in Student Center, including determining which type is preferred. CC BPG Bio Demo Changes - Addresses and Phones.docx Page 24

25 Example of Phone Types displayed on staff navigation phone page which retrieves from the Biographical Details page and displays phone type codes (versus displaying a description): END OF LEVEL 2 PHONE UPDATE SECTION CC BPG Bio Demo Changes - Addresses and Phones.docx Page 25

How to query general person information. Last Updated: 22-Nov-2010

How to query general person information Table of Contents How to view, modify or create a person...3 How to view and modify existing records...4 How to create a new person record...5 How to view, add and