About Person Records

Campus Café creates a person record for all individuals in the system, including students, faculty, staff and donors. The system is designed so every individual has only one person record and an individual may fall into multiple categories. For example, a student could also be a donor. In another example, an inquirer record will convert to an applicant if the inquirer applies.

Create Person Record

Inquirer records are created upon submission of an inquiry form.

Applicant and student records are generally created through the admissions application process. Upon submission of an application Campus Cafe automatically generates the necessary data to indicate the individual is an applicant. Once the applicant is admitted or deposits (depending on system configuration) the system automatically updates the record as a student.

Parent (mother, father, aunt, uncle, etc. of a student) records are created by navigating to All Users > Add Non-Student/Org and selecting the Constituent module. Permission #1129 is required to access this function.

Faculty and staff records are created by navigating to All Users > Add Non-Student/Org and selecting the Faculty/Staff module. Permission #1128 is required to access this function.

Donor records are created by navigating to All Users > Add Non-Student/Org and selecting the Constituent module. Permission #1129 is required to access this function.

View/Edit Person Record and Biographical Information

Permission #983 is required to access this function.

Navigate to the individual > main menu > Person Selected > Bios OR on the individual’s profile click the ID number

Name & Spouse Fields

Salutation: A greeting used in a letter or other written or non-written communication. Options set using STParm XXXXSU

First Name: The individual's first name, typically the legal name

Middle Name: The individual's middle name, typically the legal name 

Last Name: The individual's last name, typically the legal name 

Suffix: Text appended to the end of an individual's name. Options set using STParm XXXXSF

Nick Name: The individual's preferred first and/or last name

Maiden Name: The individual's name prior to marriage

Former Name: A prior name used by the individual

Marital Status: The relationship status of the individual. Options set using STParm SBMACD

Gender Code: The gender of the individual. Options may not be changed and are used by delivered processes such as the IPEDS report, which recognizes only the male and female genders

Birth Date: The individual's birthday

Death Date: The individual's day of passing

Deceased Code: Indicates an individual has died

Alumni Class Of: The class year the individual identifies with (e.g. 2020 if the individual identifies with the class of 2020)

Other Fields

Privacy Code: A Y indicates if the student wishes to restrict the release of information your institution deems directory information. If set to Y will indicate on the National Student Clearinghouse report the student has a FERPA block.

Text Allowed: Indicates the individual has consented to receiving text messages. Must be checked to allow texting to the student if the texting custom control is set to require the box to be checked.

SSN: The individual's Social Security Number. Campus Cafe will populate the student's ID number if the student has no SSN. Permission #433 is required to see this box.

Alternate ID: An a substitute identification number for the individual 

Citizen Status: The individual's legal status in the United States. Options may not be changed as they are used by delivered processes.

Citizen Country: The individual's country of citizenship. Options set using STParm XXX2CN

International Code: A Y indicates an international student

Visa Type: The individual's legal immigration status. Options set using STParm SBGDCD

Language Code: The parlance written or spoken by the individual. Options set using STParm SBLGCD

Region Code: A geographic area associated with the individual. Options set using STParm SBREGN 

Handicap Code: Indicates the individual has a disability. Options set using STParm SBHNCD

County Code: A legally recognized geographic area associated with the individual. Options set using STParm SBCOUN

Religious Pref: The spiritual denomination associated with the individual. Options set using STParm SBRLPR

Veterans Code: Indicates whether the individual has an association with the armed services. Options set using STParm SBVTCD

Preferred Address Code: The location where the individual prefers to receive mail. 

Gender Identity: The sexual orientation preferred by the individual. Permission #1255 is required to see this field. Options set using STParm GENDID

Pronoun: The third person preferred by the individual. Permission #1259 is required to see this field. Options set using STParm PRNOUN

Racial Background

Ethnic Code: The culture associated with the individual. Delivered reports such as IPEDS do not use this field. Options set using STParm SBETCD 

Hispanic (Federal): Indicate if the individual considers themselves Hispanic. Options may not be changed and are used by delivered processes such as the IPEDS report, which recognizes only yes or no for Hispanic.

Race (Federal): Indicate one or more races. Options may not be changed and are used by delivered processes such as the IPEDS report, which recognizes only American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, or White.

Merge Records

If two person records are created for the same individual they may be combined into one. Refer to documentation on deleting and merging user accounts.