Viewing a Student s Bio Demo Data, Name, Address, Phone and

Transcription

1 Enterprise Information Systems Financial Management + Human Resources + Student Administration Viewing a Student s Bio Demo Data, Name, Address, Phone and Business Process Guide

2 Updates Date Action Page(s) 11/22/04 Created 3/22/07 Updated navigation for version /5/07 Updated screen shots. Student Administration System 2

3 Table of Contents Viewing Bio/Demo Data, Name, Address, Phone & Overview Viewing Bio/Demo Data, Name, Address, Phone & Viewing Bio Demo Data Bio/Demo Data Addresses Viewing Names Viewing Data Viewing Phone Data Student Administration System 3

4 Viewing Bio/Demo Data, Name, Address, Phone & Overview A student s name and address in Safari use the insertion of dated rows to capture historical changes. This process of adding rows is called effective dating. Effective dating regulates what the most current information is and reflects the history of the record. Changes in the information are indicated by adding effective dated rows rather than deleting or changing current or historical rows. Phone numbers and addresses are not effective dated; therefore, there will only be current data recorded for these. Name Types: Primary Legal name, must match that of a social security card or the like Preferred The student s preferred name, can be updated on Safari Web by the student Degree Indicates name to be printed on Diploma Former 1 5 Indicates former names (up to 5 of them can be recorded) Address Types: Preferred Mailing indicates where a student prefers to get his/her mail Home/Permanent indicates a student s permanent address Preferred Billing indicates where a student prefers to get his/her bills Student Dormitory is an address loaded by Housing Services programmatically Diploma indicates where a student s diploma should be mailed Country Issuing VISA is for International students and indicates their home country Employee Campus Mail Stop indicates the mail stop for an employee of CWU; this is maintained by Human Resources Phone Types: Daytime Evening Cellular Fax Pager1 Student Housing Load loaded by Housing Services programmatically ISIR Load Only indicates a Financial Aid Program address; this is not maintained by CWU but rather is only what the student reported on his/her original Financial Aid inquiry form Types: Campus Central s official form of communication to students Home Will only be used by Admissions for Applicants and Prospects Student Administration System 4

5 1.0 Viewing Bio/Demo Data, Name, Address, Phone & 1.1 Viewing Bio Demo Data Navigation: Home > Campus Community > Student Services Center 1. To access an existing student s Demographic Data from the Student Services Center, follow the Navigation path listed above. 2. A search dialogue box entitled Find an Existing Value will appear. Steps for Viewing Bio Demo Data 3. Enter the student s CWU ID number into the ID field. If the ID of the individual is not known, you may search using the student s Last Name (will bring up all students who have that last name choose one) or both Last Name and First Name. You may also carry out a search by entering the student s SSN into the National ID field. 4. Click the button. Student Administration System 5

6 If the Search Results appear, you will need to click on the link for the student whose information you wish to view. (You will only need to do this if you had to search for the student by name and there happens to be more than one student by that name.) 1.2 Bio/Demo Data Navigation: Home > Campus Community > Student Services Center > Student Center > Personal Information Note that this student has requested a FERPA restriction. 5. Contact Information lists the Home & Mail address types, Daytime phone and Campus 6. Click on Demographic Data hyperlink for demographic information. Student Administration System 6

7 7. Gender If gender is unknown, the default value of Unknown will be displayed. 8. Date of Birth indicates the birth date of the student. Birth Country & Birth State These fields may contain something if the individual you are viewing is a CWU employee who has chosen to enter that information into the system. 9. Marital Status identifies the individual s marital status. This field will be left to the default value of Single as CWU does not record this information for students. This field may contain something other than the default value of Single if the individual you are viewing is a CWU employee who has chosen to enter that information into the system. 10. Military Status will not be recorded for students and will display as Not Indic. Student Administration System 7

8 11. National Identification Number will show the individual s Social Security Number. This number will be masked to show only the last 4 digits. 12. Ethnic Group 13. Citizenship 14. Driver s License 15. Visa or Permit Data 1.3 Addresses Navigation: Home > Campus Community > Student Services Center > General Info > Addresses 16. All students will have, at the very least, a Home Address Type in the system. See page 4 of this guide for a listing of other Address Types that students may have in the system. 17. Status refers to the date the address is the date the address will take effect. Status indicates if the address is usable (Active) or unusable (Inactive). Note the Status to ensure you are mailing to an active address for the student. Student Administration System 8

9 1.4 Viewing Names Navigation: Home > Campus Community > Student Services Center > General Info > Names Steps for Viewing Name Data 18. Name Type all students will have a Primary name see page 4 for other Name Types 19. Status idicates if the name is usable (Active) or unusable (Inactive). 1.5 Viewing Data Navigation: Home > Campus Community > Student Services Center > General Info > Addresses Steps for Viewing Data 20. There can only be one address listed per Type. Again, this data is not effective dated; therefore, there will not be a record of historical addresses. 21. CWU will be using the Campus address as its official notification address. Student Administration System 9

10 1.6 Viewing Phone Data Navigation: Home > Campus Community > Student Services Center > General Info > Phones Steps for Viewing Phone Data 22. You will see a Phone Type and a Phone Number. These fields are not effective dated; therefore, there is no record of historical phone numbers. Student Administration System 10