PeopleSoft Campus Community 9.0 Fundamentals PeopleBook

Designing Campus Community

This chapter provides an overview of designing Campus Community and discusses how to:

Review or define Campus Community installation settings.
Set up Campus Community and PeopleSoft Human Resources Management (HRMS) shared elements.
Establish name usages.
Establish name type defaults.
Establish salutations.
Establish address usages.
Establish phone usages.
Establish campus locations.
Establish ID delete control.
Establish Search/Match criteria.
Establish Family Educational Rights and Privacy Act (FERPA) privacy control.
Establish 3C deletion policy control.

Designing Campus Community

Before you can fully implement Campus Community, you must verify settings and establish elements for people and organization processing.

Verify that your system's default settings reflect your institution's design decisions and reset them if they do not.

Reviewing these settings can provide insight into some of the values that your system automatically displays or formats. For example, reviewing the ID settings in the Installation Table component (described in the PeopleSoft Campus Solutions 9.0 Application Fundamentals PeopleBook) helps you identify where seed numbers are set for the automatic sequencing and assigning of ID numbers. Reviewing the country, state, and province codes (described in this chapter) ensures that the codes that your institution uses are available and that the standard address format that is set to appear for each, will serve your institution's needs.
Set up name and address formats and identify types to manage individual names and addresses.
Create usages to identify which types of names or addresses to use in specific circumstances.
Review the National ID table to determine if the predefined national ID types, which PeopleSoft ships, include the identification numbers for the countries and formats that your institution requires.

National ID numbers provide a method of identifying and tracking individuals. PeopleSoft ships national ID number formats predefined per country, including United States social security numbers (SSNs) and Canadian social insurance numbers (SINs).
Establish salutations for use in communications with individuals in your system, set priority criteria to control the addition and deletion of records in your system, and specify the sets of data to use to detect duplicate or multiple records.
Designate the types of information to control about individuals so that all departments in your institution can use the system to comply with government privacy regulations and any internal privacy policies.
(NZL) Enable online NSI processing and set default values to use for the National Student Index (NSI) provider code and, current file number.
Define the communication preferences that your institution wants to support to communicate with the student population.

After you establish these basics, you can create records and begin using the full functionality of PeopleSoft Campus Solutions.

Warning! Before adding records or entering and updating data, you must be familiar with PeopleSoft applications, including the Add, Update/Display, Include History, and Correct History modes and the PeopleSoft method of applying effective dates with active or inactive statuses.

See PeopleTools: PeopleSoft Applications User's Guide "Understanding Effective Dates."

Reviewing or Defining Campus Community Installation Settings

To review Campus Community installation settings, use the Campus Community Installation component (INSTALLATION_CC).

This section lists prerequisites and discusses how to: review or define Campus Community default installation settings.

Review or define default installation settings for events, relationships, SEVIS, checklists, national IDs and communication preferences.
Review or define default installation settings for name and address types.
(NZL) Review or define default installation settings for National Student Index processing.

Prerequisites

Some tables are delivered with predefined values in them so that default installation values can be established. If you must change default settings (for example for event types, salutations, address types, and so on) and the values that you desire are not available, you can modify or add values to those tables.

See Also

Defining Event Types

Establishing Salutations

Managing Biographical Information

Page Used to Review or Define Campus Community Installation Settings

Page Name	Definition Name	Navigation	Usage
Installation Default - CC	INSTALLATION_CC	Set Up SACR, Install, Campus Community Installation, Installation Default - CC	Review or define Campus Community default installation settings for events, relationships, checklists, SEVIS, national IDs and communication preferences.
Names / Addresses	SCC_INSTALL_CC2	Set Up SACR, Install, Campus Community Installation, Names / Addresses	Review or define Campus Community default installation settings for names and addresses.
Extensions	SCC_INSTALL_EXT	Set Up SACR, Install, Campus Community Installation, Extensions	Review or define Campus Community default installation settings for New Zealand's National Student Index (NSI).

Reviewing or Defining Default Installation Settings for Events, Relationships, SEVIS, Checklists, National IDs and Communication Preferences

Access the Installation Default - CC page (Set Up SACR, Install, Campus Community Installation, Installation Default - CC).

Event Type Defaults

Course Event Type

The default value is Course. Do not change this value.

PeopleSoft Student Records treats courses as events. Therefore, the Course Event Type field must be set to Course so that you can schedule classes.

Default Event Type

The default value is Meeting.

You can override this value (using the Events component) if your institution wants to set a different default value for the type of event.

Relationships

Create Reciprocal Relationship	The system selects this check box by default. When it is selected, the system automatically creates the reciprocal relationship between the related ID and the primary ID when you create a relationship on the Relationships page between a primary ID and another ID (the related ID) within the system. For example, if you create a relationship between Mary Smith (the primary ID, as the mother) and Denise Strauss (the related ID, as the daughter), the system automatically creates the reciprocal relationship for Denise Strauss, identifying her as daughter with a relationship to Mary Smith, as mother. If you clear this check box, only Mary Smith's record reflects the mother/daughter relationship.
Default for All Gender	The default value is A(all). Do not change this value. The system uses the value in this field to create the reciprocal relationship. Changing the value here changes genders throughout your system, which you might not intend to do.
Default Salutation Type	The default value is Primary. The system displays and uses this value, which appears by default from the Joint Salutation Type page, as the salutation for two people with a relationship that are set up to receive joint communications on the Relationships page.
Address for Primary ID	The default value is Home. When you create a relationship between two individuals on the Relationship page, the system uses this value to display an address for the primary ID individual on the Relationship Address page. For example, with the default value set to Home, the system displays the home address for the primary ID as defined on the Addresses page, unless otherwise instructed.
Address for Related ID	The default value is Home. When you create a relationship between two individuals on the Relationships page, the system uses this value to display an address for the related ID individual on the Relationship Address page. For example, when the value is Home, the system displays the home address for the related ID as defined on the Addresses page, unless otherwise instructed.

SEVIS Defaults

Extract Batch ID

The system displays the batch number used in the SEVIS XML file produced during the SEVIS Export process. The SEVIS Export process controls and sequentially numbers the extract batch ID value with each new run.

See Generating an XML File to Send to SEVIS.

Checklist Type

Checklist Type

Enter the checklist type that you want to use for associating a checklist with a communication. This checklist type is the only type that can be associated with a Comm Key. You associate the checklist type with a communication in the Checklist Table page.

See Setting Up Checklists.

NID Type for AD and FA Loads

National ID (NID) types and their formats are defined on the National ID Type Table page.

See Defining National ID Types.

If the Default check box for an NID type is selected on the National ID Type Table page, the system uses that NID type as the default for the National ID Type field required when creating new people in your system. You can choose to set or not set a default NID type to use to populate this field when creating new people.

Because the NID Type field is required when creating new people in your system, the delivered Admission data load processes (such as ACT, ADA, AP, and so on) and the Financial Aid load processes (Financial Aid PROFILE, Need Access Process or Financial Aid ISIR) require a default National ID type. Use the National ID Type field in this group box to set a default National ID type for these processes to use if no default National ID type is selected on the National ID Type Table.

Country

The system displays the installation country specified on the Installation Table component (INSTALLATION_TBL3) page.

National ID Type

Enter the default value for Admissions and Financial Aid processes to use in the National ID Type field when no default value is selected on the National ID Type Table page.

An NID value here is relevant only if your institution:

Uses the delivered Admission data load processes (such as ACT, ADA, AP, and so on) or the Financial Aid load processes (Financial Aid PROFILE, Need Access Process or Financial Aid ISIR).
Does not want to save a default National ID when creating new IDs for which no National ID is provided inside the data load.

Communication Preferences

Use this group box only if your institution supports multiple languages or multiple methods or both multiple languages and multiple methods for communications, and you want to give administrators and self-service users the opportunity to specify the language or method by which a student prefers to receive communications from you.

Warning! Only communications generated by the Communication Generation process can use communication preferences. No other delivered processes are configured to consider either language or method preferences.

This table lists the pages and page elements affected by the selections that you make in the Communication Preferencesgroup box.

Note. Pages whose object names that begin with SCC are administrator pages and pages whose object names begin with SS_CC are self-service pages.

Page	Page Elements
Communication Preferences page (SCC_COMM_PREF)	The Preferred Language field appears on this page when the Support multiple languagescheck box is selected on the Installation Default - CC page. The Preferred Communication Method field appears on this page when the Support multiple methods check box is selected. Note. If you do not take advantage of the communication preferences options, do not give your administrators security access to the administrative Communications Preferences page.
Languages page (SCC_LANGUAGES)	The Set Preferred Communication Language link appears when the Support multiple languages check box is selected on the Installation Default - CC page. The link transfers the administrative users to the Communication Preferences (SCC_COMM_PREF) page.
Communication Preferences page (SS_CC_COMM_PREF)	The Preferred Language field appears on this page when the Support multiple languagescheck box is selected on the Installation Default - CC page. The Preferred Communication Method field appears on this page when the Support multiple methods check box is selected on the Installation Default - CC page. Note. If you do not take advantage of the communication preferences options, do not give your self-service users security access to the self-service Communication Preferences page.
Languages page (SS_CC_LANGUAGES_L)	The Set Preferred Communication Language link appears on this page when the Support multiple languages check box is selected on the Installation Default - CC page. The link transfers the self-service user to the self-service Communication Preferences (SS_CC_COMM_PREF) page.
User Preferences (SS_CC_USER_PREF)	The Set Communication Preferences link appears on this page when either the Support multiple languages or Support multiple methods check box is selected or when both check boxes are selected on the Installation Default - CC page. The link transfers the self-service user to the self-service Communication Preferences (SS_CC_COMM_PREF) page.
Personal Data Summary (SSS_PRSNLDATA_SUMM)	The Set Communication Preferences link appears on this page when either the Support multiple languages or Support multiple methods check box is selected or when both check boxes are selected on the Installation Default - CC page. The link transfers the self-service user to the self-service Communication Preferences (SS_CC_COMM_PREF) page.

Support multiple languages and Language

Select the Support multiple languagescheck box only if your institution sets up and supports more than one language for communications. Enter each language that your system is set to support.

Support multiple methods and Communication Method

Select the Support multiple methodscheck box only if your institution sets up and supports more than one method of communications. Enter each method.

Note. As of the date of this publication, the Communication Generation process supports the methods of letters and emails only.

Allow Deletes from 3C Pages

Select the Person or Organization check boxes in this group box to allow users to delete individual communications, comments, and checklists for people, organizations, or both. To delete individual communications, comments, and checklists, click the trash can icon on the appropriate pages. Note that batch deletion is not affected by these settings and will delete items regardless of them.

See Deleting Communications.

See Deleting Comments.

See Deleting Checklists.

Reviewing or Defining Default Installation Settings for Name and Address Types

Access the Names / Addresses page (Set Up SACR, Install, Campus Community Installation, Names / Addresses).

Search/Match setup, Type Control functionality, various reports, and other functions throughout PeopleSoft Campus Solutions rely on values in the fields on this page, especially Type of Name, Home Address Type, and Mailing Address Type.

Names

Type of Name

Select the name type that is the most important for your business processes to use as an individual's name.

Addresses

Home Address Type	Select the address type that is the most important for your business processes to use as an individual's home address.
Mailing Address Type	Select the address type that is the most important for your business processes to use as an individual's mailing address.

See Also

Setting Up Search/Match

Setting Up Type Control

(NZL) Reviewing or Defining Default Installation Settings for National Student Index Processing

Access the Extensions page (Set Up SACR, Install, Campus Community Installation, Extensions).

In addition to setting installation values for NSI in Campus Community, you must turn on New Zealand functionality for Student Administration on the Installation Student Administration page.

See Selecting Country-Specific Features and Enabling CRM for Higher Education Feature.

New Zealand – National Student

Provider Code

Enter the code granted by Ministry of Education.

Current File Number

This number is used to create a unique extract file name to send to NSI. It is also tied to all individuals whose data needs to be sent to NSI. NSI Suspense Table, the Extract, Load, Post NSI Data batch processes and the Purge NSI Suspense Table process use this number.

Note. Every time the Extract NSI Data process is run, this number increases by increments of one. See the Extracting NSI Data section for more information on how the file number works.

Enable Online NSI Processing

Your institution must inform the MOE of changes made to student records in your database that have an NSN. By selecting this check box, PeopleCode triggers an insert action in the NSI Suspense table every time you make a change to these student's records to either their first name, last name, middle names, gender, date of birth, residential status, or to the verification fields for name/DOB or residential status. Then, the next time the Extract NSI process runs, it will extract the changed records and submit them to MOE.

Note. You must select this check box if your institution is required to report changes to individual NSI records. Those records with changes are sent as part of the NSI process, Update Insert Request.

Setting Up Campus Community and PeopleSoft HRMS Shared Elements

This section provides an overview of Campus Community and HRMS shared elements and references the PeopleSoft Human Resources 9.0 PeopleBooks that discuss how to:

Set up name prefixes, suffixes, titles, and types.
Set up address types.
Administer country codes.
Add the states or provinces for a country.
Define national ID types.
Define citizen status codes.
Define ethnic groups.
Set up visas and permits.
Set up physicians.
Set up diagnosis codes.
Set up accommodation types.
Set up regulatory regions.
Set up language codes.
Set up jobs.
Define departments and locations.
Set up licenses and certificates.
Set up memberships.

Understanding Campus Community and PeopleSoft HRMS Shared Elements

Campus Solutions uses some functionality from PeopleSoft Human Resources Management (HRMS). If you have already licensed and implemented PeopleSoft HRMS, many of the setup tasks listed in this section might have been completed. If not, you should know that some values in Campus Community are defined using the HRMS pages, and that you should read about and set these up as described in the HRMS documentation. For example, country codes are delivered in Campus Solutions, but are set up and reside on an installation table in HRMS.

In addition, regulatory regions, job codes, job locations, job code tasks, accommodations, and disabilities are all set up on HRMS pages and appear on some pages in Campus Community. If your institution has licensed HRMS, you might require all of these fields, in which case your human resources administrators should read the HRMS documentation to set these up. Some of these fields might be optional in Campus Community. If you have licensed only Campus Solutions, you might still want to know about them and set them up.

This section lists the Campus Community and HRMS shared elements and provides cross-references to the appropriate HRMS documentation for detailed setup information.

Note. If you are implementing separate instances of PeopleSoft Campus Solutions and PeopleSoft HCM, you should read the additional documentation describing those integrations. Certain items and business processes that are detailed in this PeopleBook may vary depending on how you configure your separated systems. The CS-HCM Integration Information Knowledge Document details the additional documents that describe the setup, functional, and technical implementation considerations.

See Also

CS-HCM Integration Information, posted to My Oracle Support https://support.oracle.com

Pages Used to Set Up Campus Community and PeopleSoft HRMS Shared Elements

Page Name	Definition Name	Navigation	Usage
Name Prefix Table	NAME_PREFIX_TABLE	Set Up HRMS, Foundation Tables, Personal, Name Prefix	Set up or review name prefixes.
Name Suffix Table	NAME_SUFFIX_TABLE	Set Up HRMS, Foundation Tables, Personal, Name Suffix	(Optional) Set up or review name suffixes for prompting pages with names data. Alternatively, you can manually include the suffix after the individual's last name on those pages.
Royal Name Prefix	NM_ROYAL_PREFIX	Set Up HRMS, Foundation Tables, Personal, Royal Name Prefix	Set up royal designations to precede a name.
Royal Name Suffix	NM_ROYAL_SUFFIX	Set Up HRMS, Foundation Tables, Personal, Royal Name Suffix	Set up royal designations to follow a name.
Name Title	TITLE_TBL	Set Up HRMS, Foundation Tables, Personal, Name Title	Set up titles that go with names. Titles can be royal, political, religious, and so on.
Name Type Table	NAME_TYPE_TBL	Set Up HRMS, Foundation Tables, Personal, Name Type	Define name types and the order in which to use them.
Address Type Table	ADDR_TYPE_TBL	Set Up HRMS, Foundation Tables, Personal, Address Type	Define address types and the order in which to use them.
Country Description	COUNTRY_DEFN	Set Up HRMS, Install, Country Table, Country Description	Review or update country descriptions and codes.
Address Format	ADDR_FORMAT_TABLE	Set Up HRMS, Install, Country Table, Address Format	Specify the address format for the country that is selected from the Country Table.
Valid Address page	EO_ADDR_VALIDAT	Set Up HRMS, Install, Country Table	Specify the county, state, and city for the country that is selected from the Country Table.
Country Table Report - Run Control page	PRCSRUNCNTL	Set Up HRMS, Install, Country Table Report	Run the Country Table report (PER708) that prints a list of all country character codes.
State or Province Table	STATE_DEFN	Set Up HRMS, Install, State/Province	Add a state, province or equivalent entity for the country that is selected from the Country Table.
National ID Type Table	NID_TYPE_TABLE	Set Up HRMS, Foundation Tables, Personal, National ID Type	Define or review default National ID values for a country.
Language Table	LANGUAGE_TABLE	Set Up HRMS, Common Definitions, Accomplishments, Language Table	Define language codes.
Citizen Status	CITIZEN_STATUS	Set Up HRMS, Foundation Tables, Personal, Citizen Status	Define codes for country citizenship.
Supporting Document Table	SUPPORT_DOC_TABLE	Set Up HRMS, Common Definitions, Supporting Documents	Define identification codes for documents that are required to obtain I-9 verification for individuals.
Visa/Permit Table	VISA_PERMIT_TABLE	Set Up HRMS, Product Related, Workforce Administration, Visas/Permits	Define codes for visas and permits required for noncitizens and their dependents.
Ethnic Groups	ETHNIC_GROUP_TBL	Set Up HRMS, Product Related, Workforce Administration, Ethnic Groups	Define ethnic groups.
Name (Physician Table)	HS_PHYSICIAN_DATA1	Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Physician Table, Name	Enter or review the name of a physician or other medical professional in your database.
Address (Physician Table)	HS_PHYSICIAN_DATA2	Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Physician Table, Address	Enter or review the address of a physician or other medical professional in your database.
Phone Number (Physician Table)	NE_PERS_DTAPH_SEC	Click the Phone link at the bottom of the Address (Physician Table) page.	Enter or review the phone numbers of a physician or other medical professional in your database.
Diagnosis Table	DIAGNOSIS_TABLE	Set Up HRMS, Product Related, Workforce Monitoring, Health and Safety, Diagnosis Table	Create or review codes for injuries and illnesses that your institution wants to track.
Accommodation Type Table	ACCOM_TYPE_TABLE	Set Up HRMS, Product Related, Workforce Administration, Labor Administration, Accommodation Type	Set up codes for the types of accommodations that your institution makes for individuals with health restrictions and disabilities.
Regulatory Region	REG_REGION	Set Up HRMS, Install, Regulatory Region	Define or review regulatory region descriptions and security access. Your system is delivered with regulatory regions predefined for Canada, the United States, Canadian provinces, and other areas. Use this page to set up additional regulatory regions.
Job Code Profile	JOBCODE_TBL1_GBL	Set Up HRMS, Foundation Tables, Job Attributes, Job Code Table, Job Code Profile	Define or review job codes. Job codes are used on the Accommodation Job Task page within Campus Community.
Business Units by Location	LOC_BU_SEC	Click the business units that use this setID link on the Location Address page.	View a list of the business units that use this setID.
Location Address	LOCATION_TABLE1	Set Up HRMS, Foundation Tables, Organization, Location Table	Identify or review physical locations such as headquarters, satellite campuses, or remote recruiting offices. Job locations are used on the Accommodation Job Task page within Campus Community. Note. Do not confuse this location page with the Location Addresses page on which you set up campus location addresses.
Phone Number	BUS_PHONE_SEC	Click the Phone link on the Location Address page.	Enter a phone number and fax number for a physical location.
Job Code Task Table	JOBCODE_TASK_TABLE	Set Up HRMS, Foundation Tables, Job Attributes, Job Code Task Table	Define or review job tasks associated with a job code. Job code tasks are used on the Accommodation Job Task page within Campus Community.
Department Profile	DEPARTMENT_TBL_GBL	Set Up HRMS, Foundation Tables, Organization, Departments	Identify an internal business entity or department. Departments are used on the Service Indicator Data 1 and Org Comm Recipients pages within Campus Community.
License/Certification Table	LICENSE_CERTIF_TBL	Set Up HRMS, Common Definitions, Accomplishments, Licenses and Certifications	Set up licenses and certificates of interest to your institution.
Membership Table	MEMBERSHIP_TABLE	Set Up HRMS, Common Definitions, Accomplishments, Memberships	Create codes for the memberships that your institution wants to track.

Setting Up Name Prefixes, Suffixes, Titles, and Types

Set up name prefixes, suffixes, titles, and types in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Managing Profiles," Creating and Updating Person Profiles

Setting Up Address Types

Set up address types in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up Personal Information Foundation Tables," Defining Address Types

Administering Country Codes

Set up country codes in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up and Installing PeopleSoft HRMS," Administering Country Codes

Adding the States or Provinces for a Country

Add states or provinces for a country in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up and Installing PeopleSoft HRMS," Administering Country Codes, Adding the State, Province, or Equivalent Entity for a Country

Defining National ID Types

Define national ID types in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up Personal Information Foundation Tables," Assigning a National ID Type to a Country Code

Defining Citizen Status Codes

Define citizen status codes in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up Personal Information Foundation Tables," Defining Citizen Status Codes

Defining Ethnic Groups

Define ethnic groups in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Administer Workforce, "Setting Up the Administer Workforce Business Process," Defining Additional Employment Setup Data, Defining Ethnic Groups

Setting Up Visas and Permits

Set up visas and permits in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Administer Workforce, "Setting Up the Administer Workforce Business Process," Defining Employee Identification, Defining Visas and Work Permits

Setting Up Physicians

Set up physician codes in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Monitor Health and Safety, "Setting Up Incident, Injury, and Illness Tracking," Defining Medical Services Information, Entering Physician Information

Setting Up Diagnosis Codes

Set up diagnosis codes in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Monitor Health and Safety, "Setting Up Incident, Injury, and Illness Tracking," Defining Injuries and Illnesses, Defining Medical Diagnoses

Setting Up Accommodation Types

Set up accommodation types in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Administer Workforce, "Entering Additional Data in Human Resources Records," Tracking Disabilities, Documenting Disability Accommodations

Setting Up Regulatory Regions

Set up regulatory regions in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up and Installing PeopleSoft HRMS," Setting Up Regulatory Regions

Setting Up Language Codes

Set up language codes in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Manage Profiles, "Maintaining Profiles," Creating and Updating Person Profiles

Setting Up Jobs

Set up jobs in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up Jobs"

Defining Departments and Locations

Define departments and locations in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up Organization Foundation Tables," Maintaining Departments

Setting Up Licenses and Certificates

Set up licensees and certificates in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Manage Profiles, "Maintaining Profiles," Creating and Updating Person Profiles

Setting Up Memberships

Set up memberships in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Manage Profiles, "Maintaining Profiles," Creating and Updating Person Profiles

Establishing Name Usages

To establish name usages, use the Name Usage Table component (NAME_USAGE_TABLE).

This section provides an overview of name types and usages and discusses how to define name usage types:

Understanding Name Types and Usages

Names are important when maintaining data about and communicating with individuals. You should configure names in your database for consistent use across your institution. To configure names, use name parts (first, middle, and last name), name types to define a name (for example, legal, maiden, primary, or preferred) and name usages to identify the order in which the name parts will be presented for that type.

Define name prefixes and suffixes (use HRMS setup pages) to further identify and address individuals in your campus community. Standard prefixes (Mr, Mrs, and Miss) and suffixes (Esq, MD, PhD) are predefined. You can set up additional prefixes or suffixes, including royal prefixes and suffixes.

See PeopleSoft Application Fundamentals for PeopleSoft HRMS 9.0 PeopleBook, "Setting Up Additional Name Information"

PeopleSoft delivers name format configurations that are preformatted and preparsed based on country. When you enter the format code on the Names page, the system provides name fields in the predefined format.

The following list shows the name fields and the order in which they appear for each name format. After you enter the name parts and save the record, the system displays the name, concatenated according to the specified format, in the Name field.

Country	Name Part
(BEL) Belgium	Name First Name Last name Initials Preferred First Name Title
(BZL) Brazil	First Name Middle Name Last Name Preferred First Name
(CHE) Switzerland	Name Name Prefix First Name Middle name Last name Name Suffix
(CHN) China	Prefix First Name Middle Name Last Name Suffix
(DEU) Germany	Prefix Royal Prefix Name Title First Name Last Name Royal Suffix
(ESP) Spain	Name Name Prefix First Name Last Name Second Last Name
(FRA) France	Name Prefix First Name Middle Name Last Name
(HGK) Hong Kong	Name Prefix First Name Preferred First Middle Name Last name AC Name
(ITA) Italy	Name Name Prefix First Name Last Name
(JPN) Japan	Name Last Name First Name Name Alternate Character
(MEX) Mexico	Name Prefix First Name Last Name Second Last
(NLD) Netherlands	Name Name Prefix First name Last Name Preferred First name Initials Title
English (USA and all others)	Name First Name Middle Name Last Name Name Prefix Name Suffix

To create usages and define the name parts for each usage, define hierarchical orders by which to search for other name types in case the name type that you specify does not exist for an individual. For example, you might create a usage of Admit for sending an admissions letter to an applicant. You might want to search for and use the individual's preferred first name. If no data exists for that name type, you might then want to search for and use the individual's formal name, and so on. You can create general or specific usages and specify one name type or a hierarchy of many name types within each usage.

Arrange name types in the order that they should appear in an application. For example, when you print an admissions letter and envelope, the applicant's name appears first in the salutation of the letter and then on the envelope. If you select the Admit usage previously described, the preferred first name (first in the hierarchical order) appears first (Dear Dave), and the formal name next in the hierarchical order appears next (David Miller).

Page Used to Set Up Name Usages

Page Name	Definition Name	Navigation	Usage
Name Usage	NAME_USAGE_TABLE	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Name Usage Table	Define name usages to specify the hierarchies of name types that you want to use in a specific usage.

Defining Name Usages

Access the Name Usage page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Name Usage Table).

Warning! The Name Usage Table is a fundamental table shared across all applications in PeopleSoft Campus Solutions. Coordinate carefully with other departments to define and update the Name Usage table to ensure that these values meet the needs across your institution.

Joint Usage

Select this check box to set this name usage for joint communication, or clear the check box to set it for general name usage.

The elements that appear in the Usage Definition area of the page vary depending on whether you select the Joint Usage check box. If the Joint Usage check box is selected, the Salutation Type field becomes available.

Create joint usages if your institution uses the Joint Communication Management feature. The joint name usages are used to define what salutation type you want to use on a letter sent jointly to two individuals when you use the letter generation process.

Usage Definition

Usage Order	Displays the order in which the system will search for and use the associated data. The system displays the sequential usage order each time that you add a new row. You can change the numbers to rearrange the order in which the system searches for and uses the name or salutation types.
Name Type and Part of Name	If Joint Usage is not selected, the Name Type and Part of Name fields appear. Enter the type of name to use and select the name part to use within the specified name type.
Salutation Type	If Joint Usage is selected, the Salutation Type field appears.
Salutation Type	Enter the salutation type for which you want the system to search. Salutation types are defined on the Joint Communications page.

See Also

Managing Communications

Establishing Name Type Defaults

To establish name type defaults, use the Name Type Defaults component (NAME_TYPDFLT_TABLE).

This section discusses how to establish the name types to create by default when adding a new person ID.

Page Used to Establish Name Type Defaults

Page Name	Definition Name	Navigation	Usage
Name Type Defaults	NAME_TYPE_DFLT_TBL	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Name Type Defaults	Define name types to create by default when adding a new person ID (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Name Type Defaults).

Defining Name Type Defaults

Access the Name Type Defaults page.

Add each name type that your institution wants a user to define when they create a personal record for an individual.

Establishing Salutations

To establish salutations, use the Salutation Table component (SALUTATION_TABLE) and Joint Salutation Type Table component (SALU_TYPE_SETUP).

This section provides an overview of salutations and discusses how to:

Create salutations.
Define salutation types for joint communications.

Understanding Salutations

You can set up salutations and salutation types for use in generating communications. The salutation types that you define are available for use on the Joint Communication Management page in the Relationship component. You can reduce joint communications data entry by setting fields within a salutation type to define how two names will appear in the address and the greeting of a joint communication.

For example, if you select the salutation type of Primary select the Two separate lines check box, and define and format the name type as Primary. Then, when you select the salutation of Primary on the Joint Communication Management page, the system places each of the two individual's (primary) names on separate lines.

Also use salutation setup to maintain consistent use of a salutation type, assuring that all users entering data for joint communications use the same rules to enter the names. For example, if you set up a salutation type of Friend and define it to use only the individuals' first names, users can use the Friend salutation type to consistently use the same more personal greeting where appropriate in joint communications.

Pages Used to Set Up Salutations

Page Name	Definition Name	Navigation	Usage
Salutations	SALUTATION_TABLE	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Salutation Table	Create the salutations to make available in your system. The Joint Salutation Type Table page uses salutations created here.
Salutation Type for Joint Communications	SALU_TYPE_SETUP	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Joint Salutation Type Table	Define salutation types to make available for joint communications. The Joint Communication Management page (in the Relationships component) and the Name Usage page use the salutation types created here.

Page Name

Definition Name

Navigation

Usage

Salutations

SALUTATION_TABLE

Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Salutation Table

Create the salutations to make available in your system.

The Joint Salutation Type Table page uses salutations created here.

Salutation Type for Joint Communications

SALU_TYPE_SETUP

Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Joint Salutation Type Table

Define salutation types to make available for joint communications.

The Joint Communication Management page (in the Relationships component) and the Name Usage page use the salutation types created here.

Creating Salutations

Access the Salutations page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Joint Salutation Type Table).

Note. When you create a salutation, do not include punctuation in the salutation.

Defining Salutation Types for Joint Communications

Access the Salutation Type for Joint Communications page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Joint Salutation Type Table).

Used For

Select the relationship (All Relationships or Spouse Only) for which this salutation should be available on the Joint Communication Management page. For example, if you specify All Relationships, this salutation will be available for all. If you are setting up a joint salutation format that will create something like Mr. and Mrs. Smith, select Spouse Only to make this salutation a valid choice only when a spousal relationship exists.

Salutation Types

Type Usage

Select the area of the joint communication where this salutation type should be used. For each salutation type that you create, set up one Address Block Name usage and one Salutation usage.

Address Block Name: The salutation that appears in the address area of the joint communication.

Salutation: The salutation that appears in the greeting of the joint communication.

Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.

Salutation Type Usage Detail

Two separate lines

Select this check box to print each of the two names on a separate line for this salutation. For example:

John Smith

Mary Fletcher

Name 1; Name 2

Use fields in the Name 1 and Name 2 areas to configure each name for this joint communication salutation type.

Warning! Select gender and salutation carefully for each name. If you select a salutation directed to a specific gender and neither individual in the relationship is that gender, you could inadvertently offend the recipients. For example, if you select the gender of Female and the salutation of Dear Ms. but neither individual in the relationship is female, the result might be Dear Ms. Robert Smith and David Jones.

Using the Salutation Type for Joint Communications page reduces data entry only. Users should always validate that the names are correct and that the salutations reflect the appropriate genders.

Gender

Use gender to control the order in which the recipient names appear in this salutation.

Female: The system places the female name first in the salutation.

Male: The system places the male name first.

Unknown: The system places the names in the order in which they are listed in the Relationships component and based on the gender specified for the individual on the Biographical Details page.

If you do not specify a gender, the system places the primary ID name first and the related ID name next.

Salutation

Select the salutation opening (for example, Dear Mr., Dear Ms., or Mr. and Mrs) to precede this Name 1 or Name 2 individual's name.

For example, if you select Dear Mr. for Name 1 and Dear Mrs. for Name 2, and you selected the two separate lines check box, the salutation would look like this:

Dear Mr. John Smith

Dear Mrs. Mary Fletcher

Name Usage Detail

Name Order

Displays the order in which the system searches for and uses the associated data. The system assigns the next sequential usage order each time that you add a new row.

You can change the numbers to rearrange the usage order.

Type of Name

Select the type of name for which to search.

Part of Name

Select the name part for which to search within the specified name type.

Establishing Address Usages

To establish address usages, use the Address Usage Table component (ADDR_USAGE_TABLE).

This section provides an overview of address usages, and discusses how to define or review address usages.

Understanding Address Usages

Addresses are as fundamental as names to tracking people in your database. It is important to be able to maintain multiple addresses and phone numbers for an individual, including electronic addresses and campus locations.

Define sets of address types that you routinely want to search for and use for a specific business purpose. For example, if you're sending an admissions letter, you might want to use the individual's home address for the correspondence. If no data exists for the home address type, you might want to search for and use the individual's mailing address. If no data exists for the mailing address, you might want to search for and use the individual's permanent address type, and so on.

You can enter specific campus addresses and physical locations (headquarters, satellite campuses, and remote recruiting offices) to indicate where to contact students or staff at your institution or to specify locations where classes and other events are held.

See Also

Managing Biographical Information

Page Used to Establish Address Usages

Page Name	Definition Name	Navigation	Usage
Address Usage	ADDR_USAGE_TABLE	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Address Usage Table	Define or review address usages by specifying hierarchies of address types to search for and use in a specific usage.

Defining or Reviewing Address Usages

Access the Address Usage page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Address Usage Table) .

Warning! The Address Usage Table is a fundamental table shared across all applications in PeopleSoft Campus Solutions. Coordinate with other departments to define and update the Address Usage table to ensure that these values meet the needs across your institution.

Usage Order

Displays the order in which the system searches for and uses the associated data. The system displays the sequential usage order each time that you add a new row.

You can change the numbers to rearrange the usage order.

Usage Type

Enter either the usage type (for example, Address or Email) to identify how the address type to search for is used.

Values for this field are delivered with your system as translate values. Except for Home and Mail, you can modify these translate values.

Note. When the Usage Type is Email, the system extracts the specified email address, but it does not produce or send an email communication.

Address Type

Appears when the usage type is Address. Select the type of address to search for (for example, Billing, Home, or Mailing).

Values for this field are delivered with your system as translate values. Except for Home and Mail, you can modify these translate values.

Establishing Phone Usages

To establish phone usages, use the Phone Usage Table component (PHONE_USAGE_TABLE).

This section provides an overview of phone usage types, and discusses how to define or review phone usage types.

(CAN) Understanding Phone Usages

If your system's installation country is CAN, phone usage values are used for ESIS Current phone reporting.

To create an address usage for ESIS Current address reporting:

Access the Phone Usage page.
Add an Address Usage of RPT_PHONE.
In the Description field, enter Phone Priority for Cdn Rpts.
In the Short Description field, enter Cdn Reports.
Using the Usage Ordr and Phone Type fields, insert rows for all phone usage types.

Page Used to Establish Phone Usage Types

Page Name	Definition Name	Navigation	Usage
Phone Usage	PHONE_USAGE_TABLE	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Phone Usage Table	Define Canadian (CAN) reporting phone usage values for ESIS (Extended Student Information System) reporting.

Defining Phone Usage Types

Access the Phone Usage page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Phone Usage Table).

Usage Order

Displays the order in which the system searches for and uses the associated data. The system displays the sequential usage order each time that you add a new row.

You can change the numbers to rearrange the usage order.

Phone Type

Enter the phone type to search for (for example, Dormitory, Home, or Mailing).

Values for this field are delivered with your system as translate values. Except for Home and Mailing, you can modify these translate values.

Establishing Campus Locations

To establish campus locations, use the Location Address Table component (LOC_ADDR_TABLE).

This section discusses how to define campus addresses for your institution.

Page Used to Define Campus Locations

Page Name	Definition Name	Navigation	Usage
Location Addresses	LOC_ADDR_TABLE	Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Location Address Table	Define or review campus addresses for your institution.

Defining Campus Addresses

Access the Location Addresses page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Location Address Table).

Note. Be careful not to confuse this page with the HRMS Job Locations - Location Address page, on which you set up job locations at your institution.

Enter address information for this campus location.

Establishing ID Delete Control

You can establish priority data to control and prevent the deletion of individual records in your system.

See Deleting Individual IDs.

Establishing Search/Match Criteria

You can establish criteria and search orders to detect and identify duplicate records in your system.

See Setting Up Search/Match.

Establishing FERPA Privacy Control

You can specify the data that your institution must control to comply with the U.S. FERPA (Family Educational Rights and Privacy Act) regulation and with any other internal privacy policies that your institution might have.

See Managing FERPA Privacy Control.

Establishing 3C Deletion Policy Control

This section discusses how to:

Set 3C deletion policy parameters.
Set 3C deletion policy exceptions.

Pages Used to Establish 3C Deletion Policy Control

Page Name	Definition Name	Navigation	Usage
3C Delete Policy Manager	SCC_3CD_POL_MGR	Set Up SACR, Common Definitions, 3C Deletion, 3C Deletion Policy Manager	Set broad parameters for 3C deletion so that the system can then automatically identify and delete them with authorization.
3C Deletion Exceptions	SCC_3CD_EXCEPTION	Set Up SACR, Common Definitions, 3C Deletion, 3C Deletion Exceptions	Identify service impacts that the system must consider as exceptions to 3C deletion processes.

Setting 3C Deletion Policy Parameters

Access the 3C Delete Policy Manager page (Set Up SACR, Common Definitions, 3C Deletion, 3C Deletion Policy Manager).

The fields on this page change depending on the 3C Type selected. Your institution's deletion parameters can be as broad or as narrowly defined as necessary. Aging thresholds can be set that apply to any 3C, using the Threshold (days) field. For example, financial aid communications may need to be kept longer than prospect inquiry responses and that can be reflected in this setup.

Unlike batch 3C deletion or individual deletion of communications, checklists and comments, which are controlled by 3C Group security, access to this page is controlled by PeopleTools permission lists to limit its exposure. Please note that 3C Group Security does not apply to the 3C Deletion Policy Manager.

When you click the Run button, the system runs the 3C Delete - Policy Manager Application Engine process (SCC_3CD_PMGR). The process sweeps through the 3C records and deletes target items and their related record rows, following the parameters set on this page.

In exceptional circumstances it may be necessary to identify particular EmplID's 3C items that the 3C Delete - Policy Manager process should avoid. You can use the 3C Deletion Exceptions page to attach a service impact via a service indicator to the EmplID's record.

Setting 3C Deletion Policy Exceptions

Access the 3C Deletion Exceptions page (Set Up SACR, Common Definitions, 3C Deletion, 3C Deletion Exceptions).

Service impacts identified here are recognized by the 3C deletion process as indicating EmplIDs whose 3C items are to be excepted from deletion. Note that to apply such exceptions, a service indicator that references a service impact listed here, must be applied to an EmplID.

Service impacts are defined on the Service Impact Table page. Service indicators that refer to a service impact, and would be associated with the EmplID to be exempted, are defined on the Service Indicator Table component.

See Also

Setting Up Service Impacts

Setting Up Service Indicator Codes and Reasons