Purpose

To permit the creation of Person records (i.e. to 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 for 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)
• Name Format (LOV)
• Date Of Birth
• Gender (Pop)
• Preferred Given Name
• Email Address
• Staff Member check box
• Deceased check box
• Comments

  Buttons

• Find Person (ADMF1211)
• Encumbrances (ENRF6310)
• Alternate IDs (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.

Name Format
If the Name Format for the current person is different to the default Callista Name format, then the required Name format should be selected in the Name Format field. These Name Format values are defined in ADMF0620.
Only Name Formats with a System Name Format Type of PERSON, in ADMF0620, can be selected.
Only Name Formats that are not closed in ADMF0620, can be selected in the Name Format field.

Comments
The Comments field can be used to record a note to assist in distinguishing between Person records with the same name details (for example, the same surname and given names).
All changes to the Comments field are recorded in the Person Detail History Inquiry form (AUDF3191).

The Alternate IDs button navigates to the Maintain Alternate Person Ids form (ENRF3010) where an alternate ID can be set up for a user, if required.
(Note: Currently this button is not used for Agents, including Agents using Applicant Portal.)

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, Gender, Preferred Given Name and Email Address in the appropriate fields. (Optional.)
  • If the format of the person's name is not standard then select the required Name Format.
  • 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.