Individual Tab

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The Individual tab on the Person Information Details page includes details about the person's name, including Campus Name and any additional names or alternate identifiers. From this page, you can:

View current and historical name information
Update name information and other details, including visibility in the Campus Portal, FERPA restrictions, and current address code
Note
A historical name record is created whenever name information is updated.
View, create, and update additional names and alternate identifiers
View and update user-defined fields

User-Defined Fields

You can capture additional information about individuals with user-defined fields. User-defined fields are managed by your System Administrator and can be useful for internal reporting. Click the User-Defined Fields button to review or add more details to an individual's record.

Additional Names and Alternate Identifiers

Jenzabar One users can have multiple names associated with their ID number (e.g., married name, legal name, etc.). These additional names can be displayed on reports, in the Campus Portal, and throughout Jenzabar One.

Schools that use external systems in addition to Jenzabar One (e.g., PowerFAIDS) can use Alternate Identifiers to note how the user is identified in the other system.

Desktop Location

Most of the information available on the this tab is also available in Desktop's Name Entity window, on the Individual tab.

Database Location

Name information is maintained in the NameMaster table. When name information is updated, historical name records are saved in the NAME_HISTORY table.

Fields

Most name information is added to the system via the internet submission process. The following fields can be edited to maintain accurate records.

Campus Name information is the person's name that appears throughout the system.

Field	Description
First Name	Required. Up to 30 characters.
Middle Name	Up to 30 characters.
Last Name	Required. Up to 60 characters.
Birth Name	Up to 30 characters.
Preferred Name	Up to 30 characters.
Nickname	Up to 15 characters.
Title	Up to 30 characters.
Status	Indicates whether the name record is active (current) or inactive (out of date). Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "name_sts" column name.
Prefix	Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "prefix" column name.
Suffix	Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "suffix" column name.
Joint Prefix	Indicates the prefix used when spouses are referenced together (e.g., Dr. and Mrs., Mr. and Mrs., etc.). This field can be used in reports or queries for mailings. Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "joint_prefix" column name.

Field	Description
Source	Denotes how the information was added to the system. In most cases, this field is autofilled when information is added via the Process Internet Submission process or another import process.
Owner	Indicates who is responsible for maintaining the name record in the system. Available options are defined on the Maintain Table Values page under the "primary_responsibl" Column Name.
Confirmed On	The date entered information was verified or confirmed. The default is today's date.
Stop All Mail	When the checkbox is selected, the person should no longer receive any mailings from the institution. This checkbox does not impact any Jenzabar One processes.
FERPA Restricted	When the checkbox is selected, the person wants their education records and personally identifiable information protected under FERPA guidelines. The Family Education Rights and Privacy Act of 1974 (FERPA) protects the privacy of student records. FERPA provides students the right to inspect and review their education records and to limit disclosure of information from the records. This act applies to all institutions that are recipients of federal funding and to all persons currently enrolled or formerly enrolled in higher education institutions, regardless of their age or status in regard to parental dependency.
Show in Campus Portal	Determines whether the person's name is visible in the Campus Portal. The options are: N - None (not visible) E - Web (visible to students and faculty)
Third Party ID Type	Identifies the third party assigned to pay certain fees. Available options are defined in Desktop in the Maintain Definitions window for the "third_pty_bill_type_def" table.
Private	Indicates that the person does not want their name information shared (e.g., in phone calls or conversations with others).
Current Address Code	Indicates the address to use for mailings. Options are the address codes defined on the Contact Definitions page in the Campus-wide Definitions hub.

Field	Description
Name Type	Required. Available options are maintained on the Additional Name Types page in the Campus-wide Definitions hub.
First Name	Required. Up to 30 characters.
Middle Name	Up to 30 characters.
Last Name	Required. Up to 60 characters.
Prefix	Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "prefix" column name.
Suffix	Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "suffix" column name.
Joint Prefix	Indicates the prefix used when spouses are referenced together (e.g., Dr. and Mrs., Mr. and Mrs., etc.). This field can be used in reports or queries for mailings. Available options are managed in the Campus-wide Definitions hub on the Maintain Table Values page under the "joint_prefix" column name.
Start Date	Required. The date the additional name can be used in the system.

Field	Description
Identifier Type	Required and cannot be edited after the record is created. Indicates the system where the identifier is used (e.g., PowerFAIDS, Jenzabar Financial Aid, etc.). Available options are managed on the Identifier Types page in the Campus-wide Definitions hub.
Identifier	Required and cannot be edited after the record is created. Up to 255 characters. Typically the ID number associated with the person's name in the other system.
Start Date	Required. The date when the alternate identifier was created and active. Default is today's date.
End Date	The date the alternate identifier is no longer active.

Permissions Required

To view and work with name information, you must be in a Person Management role (or a copy of it) with the appropriate permissions. For additional information about permissions, see Person Management Permissions.

To view and edit user-defined fields, you must have "Can edit UDEF data" permission for the appropriate fields on the User-Defined Fields tab.

How To

View Individual Person Information Details

Use the global search to access the person's summary page.
From the Person options drop-down, select Person information details. The Person Information Details page opens.
The Individual tab is the default view. Use the View Individual Updated on drop-down to view historical name records.
In the Additional Information section, select "Additional Names" or "Alternate Identifiers" from the drop-down to view those records.
Click the Expand icon to see more information.

Edit Campus Name Information

Caution

Updates to name information may impact reports or processes in Jenzabar One and connected systems.

On the Person Information Details page, Individual tab, click the Edit icon next to Campus Name Information.
Make the needed updates to one or more fields. For additional information, see Fields.
Click Update. After updates are made, the previous information is saved as a historical name record with today's date.

Edit Other Name Details

On the Person Information Details page, Individual tab, click the Edit icon next to Other Details.
Make updates to any of the available fields. For additional information, see Fields.
Click Update.

Edit Person Information Details User-Defined Fields

Access the Person Information Details page. User-defined fields are used on the Individual, Contact Info, and Biograph tabs.
Click the User-Defined Fields button.
On the User-Defined Fields Edit Data pop-up, edit the fields as needed.
Click Save.

Create an Additional Name Record

On the Person Information Details page, Individual tab, select Additional Names in the Additional Information section.
Click Create additional name record. The Create Additional Name Record pop-up opens.
Click in the Name Type field and select an option from the drop-down. Required. Available options are the Additional Name Types defined in the Campus-wide Definitions hub.
Enter a First Name (up to 30 characters). Required.
Enter a Middle Name (up to 30 characters).
Enter a Last Name (up to 60 characters). Required.
Select a Prefix.
Select a Suffix.
Select a Joint Prefix.
Enter a Start Date. Required. The default is today's date.
Note
The End Date is disabled. It is updated when an Additional Name of the same type with an earlier Start Date is added to the system.
Click Create.

Copy an Additional Name Record

On the Person Information Details page, Individual tab, select Additional Names in the Additional Information section.
Use Quick Filters and column sorting to find a name record.
Click the Actions button and select Copy. The Copy Additional Name Record pop-up opens.
To change the Name Type, click the Remove icon for the existing selection and select another option from the drop-down.
Make updates to the following fields as needed.
1. First Name (required)
2. Middle Name
3. Last Name (required)
4. Prefix
5. Suffix
6. Joint Prefix
7. Start Date (required)
Click Create.

Edit an Additional Name Record

On the Person Information Details page, Individual tab, select Additional Names in the Additional Information section.
Use Quick Filters and column sorting to find a name record.
Click the Actions button and select Edit. The Edit Additional Name Record pop-up opens.
To change the Name Type, click the Remove icon for the existing selection and select another option from the drop-down.
Make updates to the following fields as needed.
1. First Name (required)
2. Middle Name
3. Last Name (required)
4. Prefix
5. Suffix
6. Joint Prefix
7. Start Date (required)
Click Update.

Delete an Additional Name Record

On the Person Information Details page, Individual tab, select Additional Names in the Additional Information section.
Use Quick Filters and column sorting to find a name record.
Click the Actions button and select Delete.
In the Delete Definitions? pop-up, click Yes, delete.

Create Alternate Identifier Definitions

On the Person Information Details page, Individual tab, select Alternate Identifiers in the Additional Information section.
Use Quick Filters and column sorting to find a name record.
Click Create definitions. The Create Alternate Identifier pop-up opens.
Select an Identifier Type. Required; cannot be changed after saving.
Enter a unique Identifier (up to 255 characters). Required; cannot be edited after saving.
Enter a Begin Date. Required. The default is today's date.
If needed, enter an End Date.
Click Save and create another or Create and close.

Edit an Alternate Identifier Definition

On the Person Information Details page, Individual tab, select Alternate Identifiers in the Additional Information section.
Use Quick Filters and column sorting to find a name record.
Click the Edit icon for a record. The Edit Alternate Identifier pop-up opens.
Make updates to the Begin Date or End Date. The Identifier Type and Identifier cannot be updated.
Click Update.

Delete Alternate Identifiers

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download Alternate Identifiers to Excel

On the Person Information Details page, Individual tab, select Alternate Identifiers in the Additional Information section
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.

FAQ

Why don't I see the User-Defined Fields button?

Access to view and edit user-defined fields is based on permissions granted by your organization. Contact your campus support team for more information.

Why can's I see additional names or alternate identifiers for a student?

You may not have the right permissions. Contact your campus support team for more information about your access.

Where are additional name types and identifier types defined?

Additional name and identifier types are defined in the Campus-wide Definitions hub. See the help for each page for additional information.

Why would a student have multiple name records?

Students may prefer to use a name that isn't their legal name throughout Campus Portal. Additional name records allow students to see the name they prefer to use in the system, although their legal name is used for reporting purposes.