Purpose

To permit the creation of person records. (i.e. Add users to the System)

Explanation

The Maintain Person Details form is used to add people to the System, usually where the person is not a student. Particular uses include adding assessment supervisors who might otherwise not be known to the System and recording personal details of Callista users. This form can also be used to bar potential applicants who have been listed on the Australian Vice Chancellor's Committee list published each year.

Details can be displayed of a person who is already recorded on the System. Simple queries can be performed to retrieve person records where precise query criteria can be entered. Otherwise, the Find Person facility can be invoked from the form to perform more complex queries.

This form is accessed from the main menu.

The Person block contains:

• Person ID
• Surname
• Given Names
• Title (LOV)
• Date Of Birth
• Sex (Pop)
• Preferred Given Name
• Email Address
• Staff Member check box
• Deceased check box

  Buttons

• Find Person (ADMF1211)
• Encumbrances (ENRF6310)
• Alternate ID's (ENRF3010)
• Aliases (ENRF3020)
• Addresses (ENRF3030)
• Notes (ENRF3070)

Rules/Notes:

Security Restrictions

If a user or a user’s security role has the ‘Person Name Update Restriction’ Advanced Function (SECF0062, SECF0063), they will be prevented from updating a person’s:

• Surname
• Given Names
• Preferred Name
• Title.

The fields are disabled after a query when the update restriction has been applied. The fields can still be queried.

If a person name change restriction does not apply to the user, the user will be able to perform functions in this form as currently allowed.

A restricted user can change a person’s name details on the day the record was created, if the user was the creator of the person record. The Person History details are used to determine the Creation Date and creator of the person record.

A warning is displayed if the user is trying to commit a person name (Surname, Given Names or Preferred Name) that contains special characters (such as %, @, #) or numbers. The allowable characters are all alpha characters and apostrophe (‘) and hyphen (-).

To display person details, for a person already recorded in the System, using the Maintain Person Details form:

Either:

• Enter Query mode
• Enter the Person's ID number or Surname and at least part of a Given Name in the appropriate fields
• Execute query

or:

If the Person's ID number is not known it is preferable to:

• Select the Find Person icon. The Find Person form will be displayed
• Follow the instructions for the Find Person form (ADMF1211)

Rules/Notes:

The Person details cannot be deleted under the following criteria:

• If utilised by an Agency Agent (ADMF0510)
• Admission Test Results exist (ADMF3518)
• Utilised in Previous Person Institution (ADMF32J0)
• Person Other Qualification exists (ADMF3210)
• Duplicate person record exists (ADMF1214)
• Duplicate person exists (ADMF1214)

To view a history of Person Details go to AUDF3191 - Person Detail History Inquiry

• Use the instructions above to check that the person is not already recorded in the System. If not:
  • Enter the person's Surname, Given Names and Title in the appropriate fields
  • Enter the person's Date Of Birth, Sex, Preferred Given Name and Email Address in the appropriate fields. (optional)
  • If the person is a staff member, select the Staff Member check box
  • Save
• To add Alternate ID, Aliases or Addresses for the person, select the appropriate button at the bottom of this form

To modify details for a person, using the Maintain Person Details form:

• Locate the record to be modified using either of the methods described in 'To display person details….' (above)
• Modify the record as required
• Save
• If modifying Alternative ID, Aliases or Addresses, use the buttons at the bottom of the form to navigate to the correct maintenance form

Rules/Notes:

This function would normally be used for people with security access or casual/occasional staff members only, not for student details.

To bar a potential applicant using the Maintain Person Details form:

• Add a person to the System as described in 'To add a person....' (above)
• Select the Encumbrances button. This navigates (in context) to the Maintain Basic Person Encumbrance Details form (ENRF6310). In this form, an institution defined Encumbrance Type can be selected to bar applicants from applying to the institution
• Select Exit to return to this form

Rules/Notes:

This function is used to maintain the list of names, published by the Australian Vice Chancellor's Committee, of people who have attempted to apply for courses with falsified documentation.