Add or Edit a Student or Prospect Profile

You can add or edit a prospective student or student. You add a student and then start their Student Profile by specifying the basic contact, personal, and recruitment information. Once the Student Profile is started, other staff in your organization can use it to work with the student.

You can mask all digits of the social security number except the last 4 digits, without changing the functionality of current permissions such as view all and hide all. Specific staff members can access only the last 4 digits to conduct their business process with added security benefits.

If you are editing an existing Student Profile and the address selected as the default in Related Addresses is not the Student Profile and you change any of the following values, Anthology Student saves the values you specify in the record for the Student Profile but redisplays the values from the record for the related address.

• Phone Number
• Work Phone Number
• Email Address
• Street Address
• City
• State
• Zip Code/Postal Code
• Country

If you would rather change these values in the record for the related address, you must edit the record for the related address using Related Addresses. (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Related Addresses tile.)

If an address other than Student Profile is selected as the default in Related Addresses, the following fields can be edited here, but Anthology Student does not synchronize them for you with Related Addresses.

• Other Phone Number
• Mobile Phone Number
• Other Email address
• County

If you want them to be consistent, you must change them here and in Related Addresses.

Prerequisites

Depending on your task, you must have Common - Student - Edit, New, and View authorization

If you want to manually generate the student number, your institution must have selected "Do not generate" for the following setting when it configured general in the system settings for Anthology Student: Student Number Generation Select the required option for your institution's student number generation. The options are: - Sequential Number: Anthology Student maintains a sequential number which is assigned to each new prospect when it is entered. This number is never duplicated and can be used as a unique ID for a student. You can then specify the starting number in the Student ID field. - Use Student ID Format: The format string for student ID is: YY=Year, MM=Month, DD=Day, ####=Next Number, L=Last Name, F=First Name. - Do not generate: Institution keeps track of student IDs manually. Anthology Student does not allow a duplicate ID to be assigned to a student.

Your institution configures whether the full, the last 4 digits, or none of the Social Security Number (SSN) is displayed on the Student Profile and whether or not the SSN can be edited. (The last 4 digits are read-only.)

If you are responsible for managing security or the visibility of SSNs, refer to Manage Security > Control Access to Data in Fields in the Administration and Configuration Help for the version of the product at help.anthology.com .

If you have set Enable SMS via Anthology Cloud This feature allows students to receive SMS message through your institution's number. When you set this feature to Yes, a unique toll-free number is allocated to you. This functionality is only available for Standard Web App customers. When you use this new feature, the system will not verify the SMS Service Provider. to Yes (Select the Settings tile > expand System > select Advanced Features.), you can append your number with country code if the SMS is not being successfully delivered. Additionally, verify if masking has been applied in Phone Masking (Select the Configuration tile > locate Admissions > select Countries.)

Access Method

Select the Students name.

Procedure to Add or Edit a Prospect or Student

1. If you want to: 

   • Add a student, select the New Student button

   • Add a prospect, select the New Prospect button

   • Edit a student or prospect, select the name in the list

   The Profile fields are displayed in the working area.

2. Expand Personal Information and review, specify, or change the following values.

   Note: If your institution checks for duplicate students, specify First Name, Last Name, and then tab or place your cursor in another field before you select the Save button for the first time. This ensures that you specified the required values and the record is saved.

   Age Age that Anthology Student calculated based on the date of birth (DOB) that was specified for the student. Agency Sponsor Select the agency or sponsor that the student is associated with. If you want to add additional agencies or specify specific branches of the agencies, use the Agency Affiliations tile (Students tile > select the student name > Contact Manager). Alien Number If the student is not a U.S. citizen, the alien registration number for the student. The number is up to 9 digits. CH Data Block Indicator If your institution is sending enrollment reporting data to Clearinghouse, select the check box if the student does not want their name and/or attendance dates sent to third parties by Clearinghouse. Citizenship The citizenship status of the student. The citizenship status is used to determine whether a student is eligible for financial aid. A citizenship status of a Non-Citizen is usually associated with an alien registration number. A Non-Citizen who is eligible for financial aid should be designated as an Eligible Non-Citizen. A Non-Citizen who is not eligible for financial aid should be designated as an Ineligible Non-Citizen. Date of Birth The date of birth (DOB) in the format MM/DD/YYYY. Disabled Disability status of the student. When you are adding the Student Profile, Unspecified is the default. Driver’s License Number The driver's license number for the student or person. Driver’s License State The state where the driver's license for the student or person was issued. Ethnicity The ethnicities of the student. The values are configured by your institution. Extracurricular Interest The extracurricular activities that interest the student (such as intramural sports and clubs). The label for this field and the values that it contains are configured by your institution. FERPA Indicator When it is selected, indicates that the student has chosen to block the release of their directory information under the Family Educational Rights and Privacy Act (FERPA). If your institution configured the campus as Partial, the student can select to not share specific information on their FERPA page. If the student does not select the FERPA Indicator, all of the information configured by your institution for the FERPA group for that campus can be shared. FERPA Indicator Modified Date The date when the FERPA Indicator was last modified. First Name The first name of the student or person. Gender The gender of the student or person. The values that can be selected are configured by your institution. Hispanic/Latino Indicates whether a student is of Spanish or Latin American descent. The options are Yes or No.

   Last Name The last name of the student or person. Last Four Social Security Number The last four digits of the Social Security Number (SSN). You must be authorized to work with SSNs. Maiden Name If any, the maiden name of the student or person. The character limit is 19 to 50. Marital Status The marital status of the student. The values are configured by your institution. Middle Name The middle name of the student or person. Nationality If your institution enrolls international students, the nationality of the student. The values can be configured by your institution. Nickname If the student has a substitute for their proper name, the name. The character limit is 14-50. Non-Immigrant Student Specifies whether a student is an international (non-immigrant) student. This field is disabled if your institution does not enroll international students. This field is required for Student and Exchange Visitor Information System (SEVIS) processing for the Immigration and Naturalization Service (INS). PIN The 4-digit personal identification number (PIN) selected by the student. The portal requires the student to enter his or her Student ID and PIN to log in. If you do not specify the PIN or change the social security number, the program defaults the PIN to the last four numbers of the social security number. If the last four characters begin with a zero, the PIN defaults to a 1 followed by the last 3 characters of the number. For example, if the last 4 digits of the social security number are 0398, the PIN is 1398. Preferred Name The preferred name of the student, prospect, or alumnus. The preferred name is stored in the SyStudent table in the database. The Advanced Search tool provides the option to search by preferred name if the staff member has the specialized permission “Allow User to Customize Search Form". The header of the student, prospect, or alumnus profiles can be customized to display the Preferred Name. The Preferred Name option can also be selected in the Student Name field of the Class Roster by Course and Class Roster by Instructor reports under Academic Records. Pronouns The preferred pronoun of the student. The values that can be selected are configured by your institution. Social Security Number The person's Social Security Number (SSN). You must be authorized to work with SSNs. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Suffix Select the suffix for student or person's name. Anthology Student displays the description of the suffix. For example, Anthology Student displays Third instead of III. Title The title for the person. Veteran The veteran status of the student.

   You can:

   • Identify a student as an athlete that can be displayed in the Student Profile header. Similarly, an international student or a veteran can also be identified with an icon in the Profile header on the same row.

   • Select the Customize Header Properties icon () to add or remove the Athlete, International (Student) text indicator from the Student Profile header, and Veteran text indicator from the Student Profile header. For more information, refer to Customize the Header for Student Profiles.

   Select the Non-Immigrant header property to display the text and International Student icon. To enable the Immigrant icon, you must select the Non-Immigrant header property.

3. Expand Contact Information and specify or change the values. If you select Subscribe to SMS, you must specify values for Mobile Phone Number and SMS Provider.

   If you have set Enable SMS via Anthology Cloud This feature allows students to receive SMS message through your institution's number. When you set this feature to Yes, a unique toll-free number is allocated to you. This functionality is only available for Standard Web App customers. When you use this new feature, the system will not verify the SMS Service Provider. to Yes (Select the Settings tile > expand System > select Advanced Features.), you can append your number with country code if the SMS is not being successfully delivered. Additionally, verify if masking has been applied in Phone Masking (Select the Configuration tile > locate Admissions > select Countries.)

   Note: In release 24.3.2, as with previous versions, the Anthology Student system supports only one-way communication. If a student opts out of SMS notifications by sending "STOP," this action is recorded by the third-party service we use for SMS delivery. Once this happens, no further messages will be delivered to the student, and all outgoing messages will result in a failed delivery status. However, the Anthology Student system does not track or record that the student has unsubscribed from SMS notifications. Institutions are responsible for establishing their own business processes to manage and facilitate opt-in/opt-out functionality (Subscribe to SMS Specifies that the student wants to receive SMS text messages. If you select the check box, you must also specify a value for the Mobile Phone Number and select a provider in the SMS Provider list for the student to receive the text messages. The student can also use Portal.) for SMS notifications.

   It should be noted that this SMS functionality is not intended for emergency communications.

   City The name of the city. Country The country of residence. If you are specifying a country, it defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. County The county for the address. Email Address The email address. Extension If needed, the extension for the work phone number. Invalid Student Phone Number When selected, specifies that there is an error in the phone number for the student. Invalid Student Address When selected, specifies that there is one more error in the address for the student (such as the address is incomplete or mail has been returned). Mobile Phone Number The mobile phone number. Other Email Address If the student has more than one email address, the secondary email address.

   Other Phone Number If the student has a phone number where they can be contacted in addition to their mobile or work phone, the phone number. The format will depend on how your institution configured phone numbers (such as whether it uses parentheses and hyphens). Preferred Phone Number The preferred phone number to contact the student. The options are Telephone Number, Mobile Phone, Work Phone and Other Phone. The default value is Telephone Number. SMS Provider Specifies the cell phone provider for the student. If you select the Subscribe to SMS check box, you must also specify a value for Mobile Phone Number for the student to receive the text messages. State If within the United States, the name of the state. Street Address The street address. For student addresses, if an address has more than 40 characters, the additional characters in the address line will not be extracted to be sent to COD but will be truncated. Subscribe to SMS Specifies that the student wants to receive SMS text messages. If you select the check box, you must also specify a value for the Mobile Phone Number for the student to receive the text messages. The student can also use Portal. Telephone Number The telephone number. The format will depend on how your institution configured phone numbers (such as whether or not it uses parenthesis and hyphens). Work Phone Number The work telephone number for the student, staff, or person. The format will depend on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). When a student is placed in a job using student placement, the program automatically updates the number with the phone number for the employer. If it applies, the extension is also updated. ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid zip codes.

4. Expand Recruitment Information and specify or change the values.

   Admissions Representative The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Current LDA Displays the updated value each time when attendance is posted. In Anthology Student, a student's last date of attendance (LDA) is stored on the enrollment record. Schools need the ability to access the most current LDA without having to search though the enrollments. Education History GPA The grade point average (GPA) for the highest level of education for the student. Education History Level The highest level of previous education for the student. If selected in a report, the report contains the name of the institution, and the status (such as graduated). If the student graduated, it also shows the graduation date and year. Expected Start Date The date the student is expected to start the enrollment at your institution. This date will automatically be updated when a change is made to the student’s enrollment Expected Start Date or a new enrollment record is added to the student’s record. If the student has multiple enrollments, it is the date the student is expected to start the most current enrollment with the status in the highest status category in the hierarchy. Interest The program group that the student is interested in. Program groups classify program versions that have some common characteristic and are configured by your institution. The interest determines that program related documents and required tests that are added to the student profile. Original Student Expected Start Date This is the original student expected start date at the time of enrollment. The date is determined at the time of the student's first enrollment. This date is frozen.

   Prospect Date The date when the prospective student contacted the institution. Program The programs that the student is interested in. If you are selecting the values, you can select more than one program. Prospect Source The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and they indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub vendors. Prospect Time The time of day the Student Profile record was first created for the new prospect or student. Prospect Type The type of prospect. The values are configured by your institution. They are categories that classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources into groups to analyze market effectiveness and determine the category of prospect sources that generates most prospects. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled. Shift The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution.

5. In Note, specify comments or additional information.

6. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button

   • Add another item to the list, select the Save & New button

Details About How Anthology Student Determines the Expected Start Date to Use

The expected start date for the highest status, most current enrollment. If the student has:

• Only one enrollment, Anthology Student displays the date from the one enrollment.

• Multiple enrollments with different dates, Anthology Student displays the date for the enrollment with the status in the highest status category in the hierarchy. For example, if two enrollments have the same date and one enrollment has a status in the status category Attending and the other enrollment has a status in the status category Future Start, Anthology Student displays the date for Attending.

• Multiple enrollments with the same status, Anthology Student displays the date for the most current enrollment. For example, if the student has two enrollments with a status in the status category of Attending, Anthology Studentdisplays the date for the most current enrollment.

For information about the status category hierarchy, refer to Background for Status Changes.

If the Student is a Duplicate

Your institution can configure Anthology Student to check for duplicates when a student is added. For example, your institution can configure that you are notified when the same values are specified for: 

• Student ID
• Social Security Number
• Phone Number
• Date of Birth and Student Name (combined)
• Driver's License Number
• E-mail address

Your institution can also configure whether or not you can add the duplicate students. If your institution: 

• Allows duplicates and you are in a staff group that has permission, you can add override duplicate checking and add another Student Profile for the student

• Does not allow duplicates, a dialog is displayed so that you can select the existing Student Profile to edit

If Your Institution Tracks Multiple Inquiries

If Anthology Student is configured to track multiple inquiries and you change any of the following fields, it displays a message asking you if you want to update the corresponding fields for the student inquiries (Select the Students tile > select the name in the Students list > expand Admissions > select the Inquiries tile.).

• Prospect Type
• Prospect Source
• Program
• Interest

If the policy at your institution is to keep the information consistent, select Update Inquiry on the dialog.