Purpose

To allow the creation and maintenance of Person Aliases

SubSystem

Enrolments

Person block

This form can be accessed in two ways - either directly from the Main Menu, or as part of the Enrolment process, from the Record Enrolments form (ENRF3000), through the Alias button.

Accessing the Maintain Person Aliases form directly from the menu allows the user to query details in the Person Detail block and retrieve a number of records one after the other.

If the form is accessed from ENRF3000, as a step in the Enrolment process, it opens with a Student ID carried forward as the context record. In these circumstances it is not possible to query any other person details.

Note: The person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

The Person block displays details of the person for whom Aliases may be displayed and/or recorded.

For example, during the Enrolment process, the Alias details of the enrolling student can be checked or recorded by selecting the button in the Record Enrolments form.

At other times, this form may be accessed directly. Individuals can be found (queried) in the Person block and Alias details recorded or checked.

Person Alias block

The Person Alias block is used to record and display former and/or alternative names for the person displayed in the block above. Each record can be Start and End Dated to indicate the period for which the Alias applied. A text field may be used to record comments relating to each Alias. Records are sorted by Surname with open Aliases listed first followed by End Dated Aliases. This information is used in searches when a query is executed in the Find Person (ADMF1211) form.

For example, this form may be used to record details such as Maiden Names, Former Names resulting from deed poll changes or Assumed Names (for instance where a person adopts an anglicised name).

The Person block contains:

• Person ID
• Sex
• Date Of Birth

The Person Alias block contains:

• Alternate Person ID
• Person ID Type
• Start Date
• End Date

• Ensure that the correct person record is displayed
• Navigate to the Person Alias block
• The Person Alias details default to the context person's details when an empty record is selected. Modify the Surname, Given Name or Title as required
• Enter the effective Date range of the Alias in the Start Date and End Date fields where the Alias is applicable to a defined period. (optional)
• Enter any Comments relating to the Alias in the Comment field. (optional)
• Save

Rules/Notes:

A Person Alias must contain either a Surname, a Given Name or both and must contain a Title.

To modify an Alias record for a person using the Maintain Person Aliases form:

• Find the record to be modified
• Modify the record as required
• Save

To delete an Alias record from a person using the Maintain Person Aliases form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

Whilst Alias records can be deleted, it is preferable to retain them for future reference by supplying an End Date.