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Enterprise Information Systems Financial Management + Human Resources + Student Administration

Viewing a Student’s Bio Demo Data, Name,

Address, Phone and Email Business Process Guide

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Updates

Date Action Page(s) 11/22/04 Created 3/22/07 Updated navigation for version 8.9. 7/5/07 Updated screen shots.

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Table of Contents

Viewing Bio/Demo Data, Name, Address, Phone & Email Overview......................................................... 4

1.0 Viewing Bio/Demo Data, Name, Address, Phone & Email ......................................................... 5

1.1 Viewing Bio Demo Data........................................................................................................ 5

1.1.1 Biographical Details .................................................................................................. 6

1.1.2 Names...................................................................................................................... 8

1.1.3 Addresses................................................................................................................. 8

1.1.4 Ethnicity, Military, Veteran......................................................................................... 9

1.2 Viewing Names .................................................................................................................. 11

1.3 Viewing Address Data ........................................................................................................ 12

1.4 Viewing Email Data ............................................................................................................ 15

1.5 Viewing Phone Data........................................................................................................... 17

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Viewing Bio/Demo Data, Name, Address, Phone & Email 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 email 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 1­5 – 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

Email Types: • Campus – Central’s official form of communication to students • Home – Will only be used by Admissions for Applicants and Prospects

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1.0 Viewing Bio/Demo Data, Name, Address, Phone & Email

1.1 Viewing Bio Demo Data Navigation: Home > Campus Community > Personal Information > Add/Update a Person

1. To access an existing student’s Bio Demo Data pages, follow the Navigation path listed above.

2. A search dialogue box for Bio Demo Data 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. Check the checkbox to insure you are seeing all prior information regarding the student’s Bio Demo Data. This will help you determine whether or not your data is the most recent.

5. Click the button.

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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.)

1.1.1 Biographical Details Navigation: Home > Campus Community > Personal Information > Add/Update a Person > Biographical Details

Note that this student has requested a FERPA restriction.

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6. In the Person Information, Date of Birth indicates the birth date of the student. Birth Information may be complete if a CWU staff supplies the information. Campus ID is not used.

Effective Date indicates when the Bio/Demo Data was created or last updated.

7. Biographical History ­ use the View All link or the left and right arrows to view the prior dated information. Effective Date indicates when the Bio/Demo Data was created or last updated.

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. Gender of the individual you are viewing may be found. If gender is unknown, the default value of “Unknown” will be displayed.

8. Under National ID, Country indicates the country from which the national ID originates. This field will be left to its default value of “USA.” CWU will not record national IDs from non­USA countries. This field may contain information if the individual you are viewing is a CWU employee who has chosen to enter that information into the system.

9. National ID will show the individual’s Social Security Number. This number will be masked in the near future to show only the last 4 digits.

10. The checkbox will be left to the default value of checked.

11. Addresses: 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.

12. If a student has more than one Address Type in the system, use the View All link or the yellow left and right arrows in the Address Type area to view the other Address Types associated with the student.

13. Phones: Student phones will be listed. See page 4 of this guide for a listing of Phone Types that students may have in the system.

14. Email: All students will have, at the very least, a “Campus” Email Type in the system. See page 4 of this guide for a listing of other Email Types that students may have in the system.

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1.1.2 Names Navigation: Home > Campus Community > Personal Information > Add/Update a Person > Biographical Details

15. If the student has more than one name type, use the View All link or the yellow left and right arrows in the Name Type area to view all name types that the student has.

16. Likewise, in the Name History area, use the View All link or the yellow left and right arrows to view the prior names associated with the name type listed in the Name Type field.

17. Prefix indicates the appropriate prefix for the individual. The “Miss” value will not be used by CWU.

18. The First Name field indicates the student’s first name.

19. The Middle field indicates the student’s middle name or initial.

20. The Last Name field indicates the student’s last name.

21. Suffix will indicate the individual’s generational qualifier or other suffix.

1.1.3 Addresses Navigation: Home > Campus Community > Personal Information > Add/Update a Person > Addresses

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22. Use the View All link or the yellow left and right arrows in the Address Type area to view all address types that the student has such as a preferred mailing address, a home/permanent address, and a dormitory address.

23. In the Edit/View Address Detail area, use the left and right arrows to view the historical addresses associated with the address type listed in the Address Type field. The View All link and the left and right arrows will only be active if the student has more than one Address Type and/or Address History.

1.1.4 Ethnicity, Military, Veteran Navigation: Home > Campus Community > Personal Information > Add/Update a Person > Regional

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24. Ethnic Group

25. Military Status will not be recorded for students and will display as “Not Indic.”

26. The checkbox will not be used by CWU.

27. The checkbox and the checkbox are not being used by CWU Admissions.

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1.2 Viewing Names Navigation: Home > Campus Community > Personal Information > Biographical > Names

28. To access an existing student’s Names pages, follow the Navigation path listed above.

29. A search dialogue box for Names entitled Find an Existing Value will appear.

Steps for Viewing Name Data

30. 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.

31. Check the checkbox to insure you are seeing all prior names. This will help you determine whether or not your data is the most recent.

32. Click the button.

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33. If the student has more than one name type, use the View All link or the yellow left and right arrows in the Name Type area to view all name types that the student has.

34. Likewise, in the Name History area, use the View All link or the yellow left and right arrows to view the prior names associated with the name type listed in the Name Type field.

35. Prefix indicates the appropriate prefix for the individual. The “Miss” value will not be used by CWU.

36. The First Name field indicates the student’s first name.

37. The Middle field indicates the student’s middle name or initial.

38. The Last Name field indicates the student’s last name.

39. Suffix will indicate the individual’s generational qualifier or other suffix.

1.3 Viewing Address Data Navigation: Home > Campus Community > Personal Information > Biographical > Addresses/Phones > Addresses

40. To access an existing student’s Addresses pages, follow the Navigation path listed above.

41. A search dialogue box for Addresses entitled Find an Existing Value will appear.

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Steps for Viewing Address Data

42. Enter the student’s CWU ID number into the ID field. This number may default in from your previous search and take you directly into the student’s Addresses page. If so, skip to step 13. If you wanted to search for a different student’s address, click the button and continue following these directions.

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.

43. Check the checkbox to insure you are seeing all historical address information. This will help you consider whether or not your data is the most recent.

44. Click the button.

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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.

45. Use the View All link or the yellow left and right arrows in the Address Type area to view all address types that the student has such as a preferred mailing address, a home/permanent address, and a dormitory address.

46. In the Edit/View Address Detail area, use the left and right arrows to view the historical addresses associated with the address type listed in the Address Type field. The View All link and the left and right arrows will only be active if the student has more than one Address Type and/or Address History.

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1.4 Viewing Email Data Navigation: Home > Campus Community > Personal Information > Biographical > Addresses/Phones > Electronic Addresses

47. To access an existing student’s Electronic Addresses pages, follow the Navigation path listed above.

48. A search dialogue box for Electronic Addresses entitled Find an Existing Value will appear.

Steps for Viewing Email Data

49. Enter the student’s CWU ID number into the ID field. This number may default in from your previous search and take you directly into the student’s Electronic Addresses page. If so, skip to step 19. If you wanted to search for a different student’s electronic address, click the

button and continue following these directions.

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.

50. Click the button.

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51. There can only be one email address listed per Email Type. Again, this data is not effective dated; therefore, there will not be a record of historical email addresses.

52. CWU will be using the Campus email address as its official email notification address.

53. The URL Information field is not being used.

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1.5 Viewing Phone Data Navigation: Home > Campus Community > Personal Information > Biographical > Addresses/Phones > Phones

54. To access an existing student’s Phones pages, follow the Navigation path listed above.

55. A search dialogue box for Phones entitled Find an Existing Value will appear.

Steps for Viewing Phone Data

56. Enter the student’s CWU ID number into the ID field. This number may default in from your previous search and take you directly into the student’s Phone Numbers page. If so, skip to step 26. If you wanted to search for a different student’s electronic address, click the

button and continue following these directions.

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.

57. Click the button.

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58. 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.