Student Information

Student information includes detailed personal information such as address, contact information, SSN, academic interest, expected start date, previous education, etc.

You can select the Student Profile for a student so that you can view and edit the Student Information that includes:

  • Personal Information
  • Contact Information
  • Recruitment Information
  • Note

Prerequisites

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

Access Method

Select the Students tile and search for the student's name > expand Contact Manager > select Student Information.

Procedure to Manage Student Information

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

    AgeClosed The age that Anthology Student calculated based on the date of birth (DOB) that was specified for the student.

    Agency SponsorClosed The agency or sponsor that the student is associated with. If you want to add agencies or specify specific branches of the agencies, use the Agency Affiliations tile (Select the Students tile > select the student name in the list > expand Contact Manager).

    Last NameClosed The last name of the student, staff member, or other person.

    Last Four Social Security NumberClosed The last four digits of the Social Security Number (SSN). You must be authorized to work with SSNs.

    Alien NumberClosed 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 IndicatorClosed 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.

    Maiden NameClosed If any, the maiden name of the student or person. The character limit is 19 to 50.

    Marital StatusClosed The marital status of the person.

    CitizenshipClosed 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 BirthClosed The date of birth (DOB) in the format MM/DD/YYYY.

    Middle NameClosed The middle name of the student or person.

    NationalityClosed If your institution enrolls international students, the nationality of the student. The values can be configured by your institution.

    DisabledClosed Disability status of the student. When you are adding the Student Profile, Unspecified is the default.

    Driver’s License NumberClosed The driver's license number for the student or person.

    NicknameClosed If the student has a substitute for their proper name, the name. The character limit is 14-50.

    Non-Immigrant StudentClosed 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).

    Driver’s License StateClosed The state where the driver's license for the student or person was issued.

    EthnicityClosed The ethnicities of the student. The values are configured by your institution.

    PINClosed The 4-digit Personal Identification Number (PIN) selected by the student. If you do not specify the PIN or change the Social Security Number, the program defaults the PIN to the last four characters 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 characters of the Social Security Number are 0398, the PIN will be 1398.

    Preferred NameClosed 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.

    Extracurricular InterestClosed 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 IndicatorClosed 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 not to 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.

    Preferred LanguageClosed A student's preferred language.

    PronounsClosed The preferred pronouns of the person. The values that can be selected are configured by your institution.

    FERPA Indicator Modified DateClosed The date when the FERPA Indicator was last modified.

    First NameClosed The first name of the student. staff member, or other person.

    Social Security NumberClosed The Social Security Number (SSN) or an equivalent value associated with the person. You must be authorized to work with SSNs. If the SSN format is defined for the country selected in the profile, this field will display the appropriate input mask to specify a value. You can specify free-form text values (maximum 30 characters) in this field if there is no SSN format defined for the selected country.

    Student NumberClosed 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.

    GenderClosed The gender of the student or person. The values that can be selected are configured by your institution.

    Hispanic/LatinoClosed Indicates whether (Yes/No) a student is of Spanish or Latin American descent.

    SuffixClosed Select the suffix for the person's name. Anthology Student displays the description of the suffix. For example, Anthology Student displays Third instead of III.

    TitleClosed The title for the person associated with the record.

    VeteranClosed The veteran status of the student.

    You can:

    • Identify a student as an athlete who 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 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.

  2. 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.

    CityClosed The name of the city where the building, person, or organization is located. Other Phone NumberClosed Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).
    CountryClosed The country of residence. If you are specifying a country, the field 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. Preferred Phone NumberClosed 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.

    CountyClosed The county for the address.

    SMS ProviderClosed Specifies the cell phone provider for the student. If you select the Subscribe to SMS check box, you must also specify a Mobile Phone Number for the student to receive the text messages. This field is not displayed when "Enable SMS via Anthology Cloud" is set to Yes under Advanced Settings.

    Email AddressClosed The email address of the student, person, or organization. StateClosed If within the United States, the name of the state.

    ExtensionClosed Extension for the phone number.

    		Street AddressClosed The street address. For student addresses, if an address exceeds 40 characters, the additional characters in the address line will not be extracted and sent to COD but will be truncated. For this property, the Advanced Search Operator list displays the Starts With option only.
    Invalid Student Phone NumberClosed When selected, specifies that there is an error in the phone number for the student.

    Subscribe to SMSClosed Specifies that the student wants to receive SMS text messages. If you select the check box, you must also specify the Mobile Phone Number for the student to receive text messages. The student can also use the Student Portal. When a student sends a STOP message, the system changes the field to No and updates the Audit. When a Student sends a START message, the system updates this field to Yes and updates the Audit.

    Invalid Student AddressClosed When selected, specifies that there is one more error in the address for the student (such as the address is incomplete or the mail has been returned).

    		Subscription StatusClosed This field indicates the subscription status. When a staff member selects the Subscribe to SMS field, a Contact Manager task is created, and the student receives a notification asking whether the student wants to subscribe to SMS. Based on the student's response, this field is populated. If the response is STOP, the Subscribe to SMS check box is cleared, and the Subscribe Status is set to Unsubscribed. If the response is START, the Subscribe Status is set to Subscribed. If there is no response, the Subscribe Status displays Pending.
    Mobile Phone NumberClosed The mobile phone number.

    Telephone NumberClosed Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).

    Other Email AddressClosed If the student has more than one email address, the secondary email address. Work Phone NumberClosed 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 CodeClosed 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, state, or both, the list contains the valid ZIP codes.

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

    Admissions RepresentativeClosed 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. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Prospect DateClosed The date when the prospective student contacted the institution.
    CampusClosed 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. ProgramClosed The programs that the student is interested in. You can select more than one program.

    Current LDAClosed Displays the updated value each time 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 through the enrollments.

    Prospect SourceClosed The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and 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. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options.

    Education History GPAClosed The grade point average (GPA) for the highest level of education for the student. Prospect TimeClosed The time of day the Student Profile record was first created for the new prospect or student.

    Education History Level (Previous Education)Closed The highest level of previous education for the student. Select a value from the drop-down list if the field is not pre-populated based on the Application record. The values available for selection will depend on the policies and procedures at your institution. When "College" is selected in Recruitment Information on the Student Profile or in Configuration > Education Levels, the system requires an ATB record under Student Profile > Admissions > Previous Education. This ATB entry triggers the correct StudentEligibilityCode for COD. Without the ATB record, COD returns a "Missing Previous Education" validation. High School and GED automatically map to Student Eligibility Codes 06 and 07. These do not require additional ATB configuration. By contrast, "College" can correspond to multiple eligibility codes (02, 09, 14), so the ATB record is necessary to determine the correct one.

    Prospect TypeClosed The type of prospect. The values are configured by your institution to classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources to analyze market effectiveness and determine the category of prospect sources that generates the most prospects. In the Task Schedule, this field only appears when you select Applicant/Enrollment, Document Lists, Documents, Prospective Student, or Task in the "Schedule Task For" list.

    Expected Start DateClosed 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. School Status Closed The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

    InterestClosed The program group that the student is interested in. Program groups classify program versions that have some common characteristics and are configured by your institution. The interest determines program-related documents and required tests that are added to the student profile.

    		ShiftClosed Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.

    Original Student Expected Start DateClosed This is the original expected start date of the student at the time of enrollment. The date is determined at the time of the student's first enrollment. This date is frozen.

     

  4. In Note, specify comments or additional information.

  5. 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