Work with the Students List

You can use the Students tile on the home page of the Student web app to access the Students list and the functionality to add records for a new student, new alumnus, or new prospect and delete records.

• Prospect records are created for students who have applied to the institution or have already been accepted but haven't enrolled yet. Institutions can create templates for the fields required in prospect records. Usually, the fields include just basic personal information such as name, email address, date of birth, state, and country.

• Student records include detailed personal information such as address, contact information, SSN, academic interest, expected start date, previous education, etc. Newly created student records are assigned a School Status indicating whether an interview has been scheduled or completed and other statuses configured by your institution. Student records can also include recruitment information such as lead source and lead type as well as the admissions representative assigned to the student.

• Alumnus records include the personal information, contact information, and program information of a student who previously attended your institution.

The Students list page contains all student records at your campuses and is used across all areas of your institution. You can view and edit the information for a student, prospect, or alumnus record.

You can search for and select a record so that you can complete tasks specific to your area (such as your department or office). For example, you can search for and then select the student so that you can: 

• Add and remove documents for the student or add and remove the student from groups (Contact Manager area) 

• Add, edit, and remove the previous education and test scores for a student (Admissions area) 

The Students list is displayed and sorted by last and then first name. It is also filtered to display the students for your default campus.

Prerequisites

To view the page, you must have Common - Student - View authorization.

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 the security or the visibility of SSNs, refer to Manage Security > Control Access to Data in Field in System Administrators.

Access Method

Select the Students tile.

Actions Available

Columns

Admissions Rep 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. DOB The date of birth (DOB) in the format MM/DD/YYYY. Email Address The email address. Last Four SSN The last four digits of the Social Security Number (SSN). You must be authorized to work with SSNs. Mobile Number The mobile phone number. Name The descriptive name of the item. Other Email Address If the student has more than one email address, the secondary email address.

Other Phone 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). Phone Number The phone number. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). 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. SSN 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. 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. Work 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.

Filters

You can filter the list by specifying one or more of the following parameters and selecting the Apply Filters button.

All Students Specifies that all students should be displayed. 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. Program The name of the program. Programs are configured by your institution. Program Version Select the program versions you want to use to filter. You must have selected one or more programs in the Program list to display the list of program versions.

SSN 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. Student Status (School) 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.