1. Using Student Management
  2. Manage Persons

Manage Persons

As an administrator, you can manage information about persons associated with your academic institution. For example, you can view, add, or update personal information of applicants and students, including name, address, gender, date of birth, emergency contacts, and so on.

To manage persons, use the Person Profiles work area: From Student Central, click Search and search for Person Profile Search.

Here's what you can do in Person Profiles:

  • Create a person.

  • Search for a person.

  • View or edit personal information, such as name and contact information.

  • View or edit deceased information.

  • View or edit national identifiers, such as SSN.

  • Assign attribute tags, such as an athlete or a military tag.

  • Assign service hold tags, such as a library service hold tag.

  • View a summary of academic data related to the person, such as the enrolled academic program.

  • View admissions applications of a person.

  • Review the tasks and complete a task on behalf of the person.

  • View or edit residency information to specify whether student is a resident of the state, province, or country where your institution is located.

  • View managed student group relationship, such as whether the person is a child of another person in a group.

Activating Users

Each person record is identified by a constituent ID. In an academic institution, constituents are persons such as applicants, students, or faculty members. When you search for a person, the results may show a mix of records with and without constituent IDs. The ones with constituent IDs are active in Oracle Student Management Cloud Service. Those with no constituent IDs in the search results aren't active in Student Management but they're active in the other products, such as Oracle Financials Cloud Service and Oracle Global Human Resources Cloud Service.

In Person Profiles, if a user doesn't have a constituent ID, you can click Activate User to activate the user in Student Management.

Tasks and Checklists

You can view the individual tasks, as well as checklists with their accompanying tasks, assigned to a student or applicant. Locate the student using the Person Profiles work area, and then click the To-dos tab. The tab highlights which tasks are upcoming and need attention; it also keeps the completed task history for the person. You will see all incomplete or completed tasks assigned to the student, whether individual tasks or part of a checklist. Click any task to drill down into its details and view its progress. You can also complete tasks or checklists on the person's behalf. If the task is a document submission task, you can upload the document or download the submitted documents. Upload only a PDF document with a maximum size of 5 MB.

You can also reassign one or more tasks, if the task was set up to allow reassignment to another person. For the task, select Actions > Reassign Task. When you find the reassignment recipient, click the Reassign button next to their name.

Delete Personal Information

You can't delete a person record but you can delete some of the personal information using the Person Profiles work area. Here are some examples of the personal information that can be deleted:

  • An email address if more than one email address exists for the person.

  • A phone number if more than one phone number exists for a person.

  • An address if more than one address record exists for a person.

Tags

To assign, view, or remove tags, search for the person in the Person Profiles work area.

Click Attributes on the person profile page for general type tags. For example, assign an attribute tag named Military to a person.

Click the Service Holds tab for service hold type tags. When assigning a service hold tag, you can:

  • Indicate whether the end user, to whom the hold is assigned, can view the hold on their My Account page.

  • Specify the duration of the hold.

  • Edit information on how to resolve the hold, such as mitigation steps, mitigation contact, and so on.

Self-Service

Self-service users, such as students and applicants, can:

  • View or edit personal information, such as name and contact information.

  • View a summary of academic data, such as the enrolled academic program.

  • View received communications, such as an applicant admitted confirmation.

  • View service holds tags assigned to them, if the administrator has selected the Visible to Recipient option.

  • Assign general tags to themselves.

  • View national identification information.

  • View residency information.

  • View admissions applications.

  • Review assigned tasks and checklists.

  • View or edit the locale preferences, such as preferred date format and time format.

  • View their relationship with another person in a managed student group.

Profile Option for Missing Person Contacts

To enable the Missing Person Contacts section on the Emergency Contacts page, set the ORA_HEY_MISSING_PERSON_CONTACT_ENABLED profile option. Use the Manage Administrator Profile Values task in the Setup and Maintenance work area to manage profile options.