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ConnectND

Common Bio-Demo Handbook

PeopleSoft | Version 9.0

DISCLAIMER

Written by the North Dakota University System, September, 2006. Updated August 2007;

Updated April 2008; Updated November 2008; Updated May 2011; Updated September 2011; Updated December

2011; Updated April 2012; Updated June 2015; Updated March 2017

This training manual is considered to be proprietary and confidential and may not be reproduced for any reason

other than stated below without prior written consent of the North Dakota University System.

This manual is the policy for creation and maintenance of Name, Address, and ID information for students, faculty,

and other individuals within the North Dakota Core Technology Systems Computer Network.

EXCLUSION

This training manual has been prepared exclusively for End-User Training. Information contained within this

document may be used by NDUS campuses for the sole purpose of personnel training. Additional manuals may be

reproduced and edited as needed for training purposes ONLY. All other uses are prohibited without prior written

consent from the North Dakota University System.

Copyright 2006 North Dakota University System. All Rights Reserved.

TABLE OF CONTENTS

HISTORY AND CHRONOLOGY OF PROJECT...................................5History.....................................................................................................................................................5

Chronology..............................................................................................................................................6

Common Elements..................................................................................................................................8

Description of Database..........................................................................................................................8

GENERAL.............................................................................9Bio-Demo Element Creation and Maintenance Personnel......................................................................9

Process for Finding Existing Records in CS.........................................................................................10

Process for Finding Existing Records in HRMS...................................................................................10

Name Creation.......................................................................................................................................12

Name Creation Philosophy................................................................................................................12

Name Types and Description.............................................................................................................12

Rules for Name Creation....................................................................................................................13

Process for Name Creation in CS.......................................................................................................13

Address Creation...................................................................................................................................14

Address Types and Description..........................................................................................................14

Address Element Definitions..............................................................................................................15

Rules for Address Creation................................................................................................................16

NAME MAINTENANCE...........................................................19Name Change Philosophy......................................................................................................................19

Individuals with Current Record........................................................................................................19

ConnectND Bio-Demo—NDUS May 2016

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Individuals without Current Status or Activity...................................................................................19

Minor Name Variations.....................................................................................................................20

Major Name Changes - Description.......................................................................................................20

Monitoring Name Changes....................................................................................................................21

ADDRESS MAINTENANCE.......................................................21Address Change Philosophy...............................................................................................................21

Rules for Address Maintenance.............................................................................................................22

Address Usage Table..............................................................................................................................24

NATIONAL ID MAINTENANCE..................................................26Common Bio/Demo elements...............................................................................................................27

Marital Status....................................................................................................................................27

Gender...............................................................................................................................................28

Date of Birth......................................................................................................................................28

Military Status...................................................................................................................................29

Campus ID..........................................................................................................................................30

Visa/Permit Data...................................................................................................................................30

Citizenship.............................................................................................................................................31

PHONE..............................................................................32Phone Types and Description............................................................................................................32

E-Mail Address...................................................................................................................................33

Race/Ethnicity....................................................................................................................................34

Disabled Veteran...............................................................................................................................34

VA Benefit..........................................................................................................................................34


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Relationships – examples include......................................................................................................34

Privacy Release Indicator...................................................................................................................35

CAMPUS SOLUTIONS REPORTING AND SECURITY ROLES..............35Available Bio Demo Reports..............................................................................................................35

Security Roles........................................................................................................................................40

NORTH DAKOTA UNIVERSITY SYSTEM.............................43NAME CHANGE REQUEST FORM.......................................................................................................43

History and Chronology of Project

HistoryA Common NAID Number for all students in the 11 NDUS was recommended to the Chancellor by the

HECN in 1994. The NDUS Chancellor’s Cabinet recommended that a committee be formed to evaluate

the proposal.

The committee met twice and the proposal for the Common NAID Number was approved on May 14,

1994. The Council of College Faculties reviewed and approved the proposal shortly thereafter.

The Common NAID numbering system was converted to the PeopleSoft EMPLID System in March of

2003. The legacy Common NAID number is used to maintain a link between the legacy and PeopleSoft

Systems.


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A Bio-Demo Complexities Committee was established in 2008 to review many of the complexity issues

arising from the use of two separate databases to store employee and student data. The need for one

authoritative “source of truth” for this data resulted in recommendations for record maintenance and

the need to move to bio-demo synching between the two databases.

The recommendations from the Complexities discussions along with a “sync” process moving data from

one database to another were implemented on December 17, 2015.

Chronology1994 Proposal for Common NAID Number submitted to North Dakota University

System by HECN.

May 14, 1994 Project approved.

May, 1996 UND NAID Subcommittee formed to develop process for conversion clean up.

July, 1997 Employee hired part-time in UND Admissions and Records Office to begin clean-up process in preparation for merging on July 1, 1998.

October, 1997 On-line clean-up of all institution records begins.

November, 1997 Training meetings conducted (Fargo, Bismarck). Draft of NDUS Common NAID Handbook distributed.

April-May, 1998 Cleanup of “duplicated” data completed at UND in conjunction with each NDUS campus.

July 1998 Conversion to Common NAID Number System (invisible to the user).

March, 2003 Conversion to PeopleSoft EMPLID Numbering System. Data cleanup continued in the PeopleSoft system.

December 21, 2009 Personal Data (Bio-Demo) Integration Final Report.

March 4, 2012 NDUS HR/FIN split from State Government HR/FIN.

December 17, 2015 Bio-Demo synch process between NDUS HRMS database and NDUS Campus Solutions (CS) database implemented.


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Common ElementsBeginning in July, 1998, the Name and Address files for individuals were merged (using the most recent

data for the individual). Since that time, each institution accessed the shared or common file with the

NAID unique to the student at that institution. In other words, one individual had several NAID

numbers, but only one Name/Address record (file).

As of March, 2003 all Bio/Demo files for individuals within the North Dakota University System and the

North Dakota State Government HR System were merged into one PeopleSoft file called EMPLID. These

files are linked to the legacy Common NAID number to provide continuity. The link to the legacy system

was removed when the final five campuses migrated to PeopleSoft in the summer of 2005.

Description of DatabaseThis handbook describes the policy and procedure for the creation and maintenance of all INDIVIDUAL

RECORDS OR FILES within the PeopleSoft database. The NDUS database was converted to PeopleSoft in

March, 2003. Originally this database was merged from individual institutions databases on July 1, 1998.

Extensive clean-up occurred before the 1998 merger and prior to the 2003 conversion to PeopleSoft.

Duplicate record cleanup continues with legacy records as well as EMPLID records created in Campus

Solutions and HRMS.

Students – Enrolled

Any individual who had enrolled at (at least) one NDUS institution since 1983

Students- Prospective

Any record on the legacy system with a Common NAID for a student who may or may not

have been admitted but who never attended

Faculty

Any individual faculty member who was employed in March, 2003 at one or more of the

ConnectND pilot institutions. For the remaining nine institutions, current faculty records


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were converted as of the end of February, 2004. If a new faculty member did not attend an

NDUS institution, their EMPLID is created on the HRMS database and moved to the CS

database through the Bio-Demo sync process.

Employees

Any individual employed at one or more of the ConnectND pilot institutions in March, 2003.

(For the remaining nine institutions, current non-teaching employee records were converted

as of the end of February, 2004. If a new employee did not attend an NDUS institution, their

EMPLID is created on the HRMS database and moved to the CS database through the Bio-

Demo sync process.

General

Bio-Demo Element Creation and Maintenance PersonnelThe NDUS will designate at each institution a limited number of offices and personnel positions within

those offices with the ability and security clearance to CREATE AN INDIVIDUAL on the NDUS system. A

larger, but still limited group of personnel will have ability and security clearance to update Bio-Demo

information.

Personnel do not create and maintain institutional data. The data is created and shared system-wide.

This requires careful controls on each campus to ensure records remain clear, accurate, and

unduplicated.

Primary responsibility for records maintenance on each campus shall be within the following offices:

Student Records - Admissions/Registrar’s Office (Student or Academic Affairs).

Employee Records - Payroll/Personnel (Human Resources) If a student employee, a

record with EMPLID will already exist.


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PROCESS FOR FINDING EXISTING RECORDS IN CSA. If a person exists on the CS System, their information is accessed utilizing search match

capabilities. Various combinations for search match may be used. The combinations include:1. First name, Last name, Date of Birth, National ID2. Last name, Date of Birth, National ID3. Date of Birth, National ID4. First Name, Last Name, National ID5. Last Name, National ID6. National ID7. First Name, Last Name, Date of Birth8. Last Name, Date of Birth9. First Name, Last Name, City10. Last Name, City11. First Name, Last Name

B. If the match does not exist in the system, the message “FUNNEL SEARCH FOUND NO MATCHES”.If this message is displayed, check to determine if the information was entered correctly and search with other demographic information.

C. Every effort should be made to use only complete legal names in CS. Therefore, if the name provided is Bob, please search with Robert also. Other examples include, but are not limited to: Dick – or Rick or Richard, Bill – or Will or William, Liz – or Beth or Elizabeth.

D. On National ID – do not use dashes within number. For example: 111-22-3333 should be entered as 111223333.

PROCESS FOR FINDING EXISTING RECORDS IN HRMSA. To verify whether or not a new hire already has an EmplID, go to Workforce

Administration>Personal Information>ND Hire. 1. The employee’s last name, National ID (Social Security Number), and birth date

must be entered on the search page. 2. Hyphens may be used when entering the National ID but they are not required. 3. ND Hire begins with a search on SSN. If the SSN entered returns a match from

either the CS or HR system, then the chance of it being an incorrect match is minimal.

4. ND Hire then searches the individuals name and birthdate. The system searches for a similar last name and exact birth date in both CS and HR. If either piece of information does not match, the search will not return a value. In other words, if either database contains an error, the search will not be successful.

5. ND Hire does increase the chance for a successful match by searching for similar last names or similar parts of last names. For example, if Anderson is entered, the search may return Anderson-Smith, Smith-Anderson or Anderson. Similarly, a search for “son” will return names such as Anderson, Gunderson, Sonmor, Sonderlan, etc. Searching for part of a last name can be used to anticipate different spellings: for example, if Anderson returned no matches, a search for Anders may return the name Andersen.


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6. ND Hire was written using the AND function for birthdate and name. This limits the possibility of returning numerous pages of matches. However, the AND function does apply to all the information entered in the search. Thus, the more items entered in the initial search, the lower the chance a match will be found, but if the initial search returns multiple matches, adding more items to the search will narrow the results, increasing the chances for a correct match. (Entering part of a last name will have more chance of returning a short list of possible matches if part of the first name is also entered.)

7. The ND Hire search will return as many matches and near-matches as possible and will indicate whether the record was found in the CS (student) system or the HR system. It will also indicate the Empl Record number and whether or not the employee is in the system as a future hire, active, or terminated as of that time. It also displays the Business Unit.

8. If the same person displays with two different EmplIDs, file a help desk ticket so the HR team to determine the correct one to use.

B. If the search is unsuccessful and the system displays the following message: “No Employee

records were found that matched your search criteria”, click on the Continue icon.

C. If a matching record is found only in the Campus Solutions (SA system), select the student’s

EmplID by placing a check mark in the box in the select column on the right side of the page,

click Continue. This action will prevent the creation of a second EmplID.

1. After selecting the SA EmplID and clicking continue, there will be a slight delay while the data is returned from Campus Solutions. If the following message is received, “BioDemo data transfer from Campus Solutions not completed”, click OK to return to the ND Hire search page and click Continue again.

2. Modify a Person will populate with the data from Campus Solutions.3. New effective dated rows can be entered to update the employee’s current data.

D. If a matching record is found in the HR system for your business unit, return to Workforce

Administration>Job Information>Job Data. Do NOT click on the Continue button; exit the ND

Hire page. Enter the EmplID in Job Data to find an existing value.

1. While in Job Data, note the existing Empl Record number(s) and Benefit Record

number(s) of the person and whether each record is Regular or Temporary.

i. If the record is Terminated, enter a new effective dated row and follow the business process for a Rehire.

ii. If the record is Active, follow the business process for Add a Concurrent Job.

E. If matching records were found in the HR system, but not for your business unit, follow the

business process for Add Employment Instance. Do NOT click on the Continue button; exit the

ND Hire page.


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F. If no records were found that matched the search criteria, click Continue to proceed with the

hiring. The system will assign the individual an EmplID when all the required data is saved.

Name CreationNAME CREATION PHILOSOPHYEvery effort shall be made to create an individual with a COMPLETE LEGAL NAME, a SOCIAL SECURITY

NUMBER, and a BIRTH DATE. A person’s record will not be created without a valid birthdate for the

individual. The social security number and the birth date will be required from all individuals to the

extent legally permissible.

Generally speaking, a complete and signed uniform NDUS Admission Application Form (Electronic or

hardcopy) shall be considered a primary document for creating a student record.

Generally speaking, a Personal Data Form, completed and signed, shall be considered a primary

document for creating an employee record. All new employees will be required to provide a copy of

their social security card. The name on the card shall be considered the complete legal name for

creating a new record. If a recent name change has occurred, a copy of the appropriate legal document

should be attached to the copy of the updated social security card.

NAME TYPES AND DESCRIPTIONThe PeopleSoft System allows for the creation and maintenance of multiple name types. They include:

Name Type Description

Father/PG2 Name of father or male legal guardian/ Parent or Legal Guardian if more than


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Name Type Description

one name is needed. Previously used Father name converted to

Parent/Guardian 2

Former Former Name

Maiden Birth name of anyone whose legal name is different

Mother/PG1 Name of mother or female legal guardian/Parent or Legal Guardian. Previously

used Mother name converted to Parent/Guardian 1

Preferred Name by which student/faculty/staff prefers to be addressed

Primary Legal name of individual. This is required for creation of an EMPLID.

RULES FOR NAME CREATIONA. Use the complete first/middle names as provided.

B. Use middle name when provided, middle initial if provided, Junior/Senior or II if indicated to

create the most complete record possible.

C. No periods, spaces or accent marks are used in names except:

1. St Clair, John

2. O’Keefe, John

3. Hetland-Morrison, Judith

D. Use spaces on name as indicated on and individual’s social security card. If proper spacing is not

known, do not include spaces in name.

1. Vanness, John (this name is John Van Ness)

2. McArthur, John

3. MacArthur, JohnE. NO titles such as REV, DR, FR, SR, etc., are permitted in the name fields. There is a separate TITLE

field available in the system. F. Periods will not be used with initials.


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PROCESS FOR NAME CREATION IN CSA. Every effort should be made to use only complete legal names in CS.

B. Nicknames should not be used. Examples of nickname, currently in the system include Butch,

Chip, Skip and/or Bud etc. If a Bio/Demo Record is currently in use with a nickname such as the

ones previously mentioned, please obtain documentation of the complete legal name, update

the person’s legal name field with the full name and enter the nickname in the preferred name

field.

C. The prefix should not be considered part of the name. Titles such as Dr., Miss, Mr., Mrs., Ms,

Rev., are not part of name and should be excluded from the name field.

D. The Suffix should not be considered part of the name. Suffixes such as Jr. III, etc. are not part of

the name and should be excluded from the name field.

Address CreationADDRESS TYPES AND DESCRIPTIONThe PeopleSoft System allows for the creation and maintenance of multiple address types. They include:

ADDRESS TYPE DEFINITION

Campus Used by employees to identify campus address where the individual is employed.

Dormitory Student’s current residence hall or campus housing address. This is added to CS nightly with information from the Housing software (Adirondack).

Home Street address at which the individual resides.

Mailing Postal address to which correspondence should be sent.

Permanent Address for permanent records, usually the hometown. For International Students this is their home country address.

Other WHAT IS THIS USED FOR?

Billing Address for billing purposes.

Parent/PG1 Parent/Guardian address. Previously used Parent address was converted to


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ADDRESS TYPE DEFINITION

PG1 if a Mother’s name was available

Parent/PG2 Parent/Guardian address if more than one address is needed. Previously used Parent address was converted to PG2 if a Father’s name was present.

Every effort shall be made to create an individual’s record with at least one of the above-listed

addresses.

ADDRESS ELEMENT DEFINITIONSThe address consists of the following:

CountryUse one of the provided foreign country codes provided. The format of the address fields may

automatically alter, based on the chosen country code. If the correct code is known it may be

entered here.

Address Line 1

Address line used for the street address.

Address Line 2

Additional line for street address where required. It Should NOT be used unless extremely necessary.

Address Line 3

Additional line for street address where required. Like Address Line 2, it should not be used unless

extremely necessary.

City

The address CITY.

State


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The address STATE for the corresponding country. Use the standard 2-character abbreviation

for state/province for the corresponding country. The list of available states may automatically

alter, based on the chosen country code.

Postal Code

The address ZIP CODE. Use the 5 digit ZIP CODE or the 9 digit ZIP+4 CODE for U.S. addresses.

The postal code format may automatically alter based on the chosen country code.

County

The US county name will auto populate based on city, state & zip code entered. The city, state,

zip code and county must match approved United States Postal Service guidelines in order to

save address in CS.

Effective Date

As it states, the date the address becomes effective. Present and future dates may be used, but

past dates may not be entered. Future dated rows will not be visible once saved until the

specified date.

RULES FOR ADDRESS CREATIONA. Include the street address, P.O. Box number, rural route number, or the highway contract route

number.B. Use consistent abbreviations as approved by the USPS. They are identified below.

Apartment AP Falls FLS Ranch RNCH

Avenue AVE Floor FL Road RD

Building BLDG Freeway FWY Room RM

Boulevard BVD Gateway GTWY Route RTE


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Canyon CYN Highway HWY Square SQ

Center CTR Island IS Station STA

Circle CIR Landing LNDG Street ST

Creek CRK Lane LN Suite STE

Crescent CRES Meadow MDW Trail TRL

Crossroad XRD Orchard ORCH Turnpike TPK

Department DEPT Place PL Unit UNIT

Drive DR Plaza PLZ Village VLG

Expressway EXPY Prairie PR

C. Include the following information on address line 1 when available:

Rm – The room number where the mail is being directed

700 Logan Dr Rm 5

Ste – The suite where the mail is being directed

259 Fortingham St Ste A

Apt – The apartment number where the mail is being directed

108 Johnson Ave Apt 111

D. Indicate whether it’s N (north), E (east), W (west), or S (south) Street

458 N Crow St

E. Use the ZIP CODE and if available, use the ZIP+4 code.F. With the exception of the hyphen in the zip+4code, punctuation marks are not used in addresses.

The abbreviations provided above without periods is preferred by the U.S. Postal Service


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744 E Huntington RdG. Numbered streets should be entered as follows:

First – Ninth Street or Avenue should be spelled out

709 First Ave S

10th and above Street or Avenue should appear without the ‘th’ or ‘nd’ as follows:

900 10 St

501 11 Ave

266 19 St

2009 22 Ave

Numeric street names should be spelled out only when there are duplicate street names

within a postal delivery area.

H. If all delivery address line information cannot be continued in the delivery address line above the

city, state and zip code, place the secondary address information on the line immediately above the

delivery address line

Mr. M. Murray

APT C

6800 Springfield Gardens Circle

Springfield VA 22162-1058

I. The attention line should be in the first row of the organizations address.

ATTN: John Doe

1491 Main ST

Falls Church VA 22042-1441

J. If dual addresses are used, place the delivery address in the line directly above the city, state, zip

code. This is normally the P O Box.

1201 Broad Street


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P O Box 100

Falls Church VA 22042-0100

K. Overseas military addresses must contain the APO or FFO designation along with the “state”

abbreviation and the zip code.

State Codes include

AE - Armed Forces in Europe, the Middle East, Africa and Canada

AP – Pacific

AA – Americas excluding Canada

Name Maintenance

Name Change PhilosophyIf an individual changes his/her complete legal name, the NDUS system will, upon student request and

with appropriate legal documentation, change the individual’s record accordingly. A history of all names

must be maintained for audit purposes. This includes documentation to validate the change.

INDIVIDUALS WITH CURRENT RECORDAn individual who is currently enrolled or employed will be given the opportunity to change his/her

name on the NDUS file. Some changes will be considered minor name variations and will require

completion of a Name Change Form, an Application for Admission but no documentation. (See II.2.3.1

for example)

Other changes will be considered major name changes and will require a signed name change request

along with complete legal documentation of the name change and an updated social security card. The

signed name change form and copies of the legal documentation must be retained by the

institution/office processing the change.

In some cases, such as gender change, copies of appropriate documentation must be attached and

retained. (See II.3.2.1 for examples).


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For HR purposes, regardless if the name change is considered minor or major, a Name Change Request

form is required along with an updated and signed copy of the Social Security Card.

INDIVIDUALS WITHOUT CURRENT STATUS OR ACTIVITYUpon request and with required legal documentation, a former student or employee may change

his/her name on the NDUS computer system. Each institution will develop and maintain an internal

system of cross-referencing with older file systems and paper file systems. A history of all names must

be maintained.

MINOR NAME VARIATIONSMinor name variations shall be completed with a Name Change Form, an Application for Admission, or

for HR purposes, a Name Change Request form. Examples of this include adjusting a name from Rich to

Richard or a middle initial of S adjusting to Scott.

The following are considered minor name changes:

An initial to a full name, such as G Robert to George Robert A variation or shortened form to a full or formal form, such as Bill to William, Rob to Robert,

Peggy to Margaret The addition of a title, such as Johnson, Malcolm to Johnson, Malcolm Rev or Lee, Annabelle to

Lee, Annabelle Dr

The following examples of minor name changes must be determined from a variety of forms or inquiries

supplied by the individual such as an Application for Admission. The rules shall be strictly followed when

a student Application for Admission is entered and a record already exists, or in such situations as a

student becoming an employee or vice versa.

Always maintain the most complete name on the record. Example: George Robert is preferred over G. Robert.

A full middle name is preferred over a middle initial. Last names with two parts (VanHorn) should be spaced as it is on the updated Social Security

Card. Periods will not be used with initials.


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Major Name Changes - DescriptionThe following shall be considered major name changes:

Change in last name because of marriage or dissolution of marriage. Replacement of a middle name with a former name. Change in part or all of the name because of gender change. Replacement of part or all of the name with a different or unrelated name; for instance, a

change from Rob to Robert is a minor variation; a change from Robert to Peter is a major name change.

A completed and signed name change form will be required for all major name changes. In addition,

copies of legal documentation detailing the change of name and the updated Social Security Card must

be kept with the form. Copies of these documents must be retained for audit purposes. In the case of

gender change, copies of appropriate court documents showing the previous and current names and

gender change, along with the updated social security card must be included with the name change

request. Copies of these documents must be retained for audit purposes.

Monitoring Name ChangesA report listing all changes to names relating to individuals at your specific institution will be available in

CS at Home – NDU Applications – NDU Campus Community – Student Info by Individual – NDU Name

Change Report. Individuals with specific security (Role – NDUS CC Biodemo Report) are able to run this

report. This provides a list of all the individuals at the user’s campus with name changes since the last

time this report was run by the campus user.

Address Maintenance

ADDRESS CHANGE PHILOSOPHYStudents and employees may update specific addresses associated with their EMPLID through the address

link on Student Center (students) or through the Personal Information Summary (employees) on


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Employee Self-Service. Address updates also are made by personnel with the required security any of the

following offices as determined by the campus and address type (i.e. dormitory)

- Admissions and Recruitment

- Student Financial Aid

- Registrar/Records

- Business Office

- Payroll/Personnel

- Student Health Services

- Housing

- Human Resources

Rules for Address MaintenanceA. Include the street address, P.O. Box number, rural route number, or the highway contract route

number.

B. Use consistent abbreviations as approved by the USPS. They are identified below.

Apartment AP Falls FLS Ranch RNCH

Avenue AVE Floor FL Road RD

Building BLDG Freeway FWY Room RM

Boulevard BVD Gateway GTWY Route RTE

Canyon CYN Highway HWY Square SQ

Center CTR Island IS Station STA

Circle CIR Landing LNDG Street ST

Creek CRK Lane LN Suite STE

Crescent CRES Meadow MDW Trail TRL


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Crossroad XRD Orchard ORCH Turnpike TPK

Department DEPT Place PL Unit UNIT

Drive DR Plaza PLZ Village VLG

Expressway EXPY Prairie PR

C. Include the following information on address line 1 when available:

Rm – The room number where the mail is being directed

700 Logan Dr Rm 5

Ste – The suite where the mail is being directed

259 Fortingham St Ste A

Apt – The apartment number where the mail is being directed

108 Hanson Ave Apt 111

D. Indicate whether it’s N (north), E (east), W (west), or S (south) Street

458 N Crow St

E. Use the ZIP CODE and if available, use the ZIP+4 code.

F. Do not use periods. The abbreviations provided above without periods are preferred by the

USPS.

744 E Huntington Rd

G. Numbered streets should be entered as follows:

First – Ninth Street or Avenue should be spelled out

709 First Ave S

10th and above Street or Avenue should appear without the ‘th’ or ‘nd’ as follows:

900 10 St

501 11 Ave


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266 19 St

2009 22 Ave

Address Usage TableAn Address Usage Table was created for use in letter generation and report production. The table

shows the choices to be used and the address usage hierarchy behind each choice. The address choices

include:

ALLADDR All Addresses – Home, Perm, Mailing, Parent/Guardian1, Parent/Guardian2, Bill, Dorm, Other, Campus

BiMaDoho Billing, Mailing, Dormitory, Home

BiMaHo Billing, Mailing, Home

DoHoMaPe Dormitory, Home, Mailing, Permanent

DoMaHo12 Dormitory, Mailing, Home, Parent/Guardian 1, Parent/Guardian2

DoMaHo21 Dormitory, Mailing, Home, Parent/Guardian2, Parent/Guardian 1

Email Email -Campus, Personal, Business

Emailcamp Email – Campus only

Emailhoot Email Personal, Campus, Business


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HoMaBi12 Home, Mailing, Billing, Parent/Guardian 1, Parent/Guardian 2

HoMaBi21 Home, Mailing, Billing, Parent/Guardian 2, Parent/Guardian 1

HoMaPe12 Home, Mailing, Permanent, Parent/Guardian 1, Parent/Guardian 2

HoMaPe21 Home, Mailing, Permanent, Parent/Guardian 2, Parent/Guardian 1

HoPeMaBi Home, Permanent, Mailing, Billing

Loan Mail

Loan Perm

MaHoPe Mailing, Home, Permanent

MaHoPeBi Mailing, Home, Permanent, Billing

MaHoPe12 Mailing, Home, Permanent, Parent/Guardian 1, Parent/Guardian 2

MAHoPe21 Mailing, Home, Permanent, Parent/Guardian 2, Parent/Guardian 1

12PeHoMa Parent/Guardian 1, Parent/Guardian 2, Permanent, Home, Mailing

21PeHoMa Parent/Guardian 2, Parent/Guardian 1, Permanent, Home, Mailing

12PeMaHo Parent/Guardian 1, Parent/Guardian 2, Permanent, Mailing, Home

21PeMaHo Parent/Guardian 2, Parent/Guardian 1, Permanent, Mailing, Home


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PeHoMaCa Permanent, Home, Mailing, Campus

PeHoMaDoCa Permanent, Home, Mailing, Dormitory, Campus

PeMaHoDoCa Permanent, Mailing, Home, Dormitory, Campus

National ID Maintenance

For most students, this is the number assigned by the Social Security Administration to the individual.

This number must be unique. Changes to existing Social Security numbers in Campus Connection will

not be corrected without an actual Government-issued photo ID and the individual’s Social Security

Card.

The following forms of valid identification are acceptable:

- State-issued ID (Driver’s License, State ID, Commercial Driver’s License, or Concealed Carry Permit);

- United States military ID, or Passport, or Transportation Worker Identification Credential (TWIC, federal-issued ID).

Exception:

Medicare card – Could be used in lieu of a social security card because it includes the valid SSN.

It would need to be combined with a government-issued photo ID in order to make a change to

the SSN in CS.


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Students with no Social Security Number or XXX-XX-XXXX can be added based on receipt of one of the

following:

Application for admission,

Medicare Card,

Military Transcripts,

Other college transcripts, or IRS forms W9 and W9S, or an electronic version of forms W9 or

W9S.

Since there would not already be a National ID in the system, there is no need to require a student’s

Social Security card with a W9 or W9S.

Copies of all documentation used for the change must be retained for audit purposes according to the

Records Retention schedule.

If the student has more than one National identification number (i.e. a foreign student with work

authorization), the United States SSN must be show as the primary National ID on the students bio-

demo record

Individual Taxpayer Identification Number (ITIN)

If the number the student provides begins with a 9 and has a 7 or 8 in the fourth digit, it is an ITIN, not

an SSN. (Example: 9XX-7X-XXXX). These should be entered into the system with the National ID Type of

“ITIN.”

Common Bio/Demo elementsMARITAL STATUS


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Common-Law

Divorced

Head of Household

Married

Separated

Single

Unknown

Widowed

This information is self-reported. It is changed at the request of the individual without documentation.

GENDERMale

Female

Unknown

A change may be made if the individual appears bearing photo government issued ID when the change

is apparent. Bona fide gender changes must be documented.

DATE OF BIRTHThis is an essential element required when creating an individual record. This is not optional. While it

cannot be required, every effort should be made to obtain it. MM – DD – YY must all be included. A

false date of birth (i.e. 1-1-1900 etc.) should not be used.

MM = month DD = day of month


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YY = year

No change should be made to ‘date of birth’ without documentation.

MILITARY STATUSThis is the current military status. The choices listed below relate to HRMS Federal Veterans Services

Employment Reporting requirements. The definitions are provided by PeopleSoft.

Active Reserve A person who is currently on Active reserve

Both Veteran No definition

Inactive Reserve A person who is currently on Inactive Reserve.

Miscellaneous Veteran No definition

No Military Service A person who has no former or current military service

Not A Veteran N definition

Not Indicated A person whose military status was not indicated

Not A Vietnam Era Vet A person who is not a Vietnam Era veteran

Other Protected Veteran This value should be used only for U.S. employees who meet the criteria of Other Protected Veteran. This field is used to generate the VETS 100 report so it is important that this value be used only for those that meet the criteria of an Other Protected Veteran as defined by the Veterans Administration.

Post Vietnam Era Veteran A person who served after the Vietnam Era veteran

Pre Vietnam Era Veteran A person who served prior to the Vietnam Era veteran

Retired Military A person who is currently retired from the military

Vietnam and Other Protected Veteran

This value is designed to specify an employee who meets both the requirements of a Veteran of the Vietnam Era and the requirements for Other Protected veteran. An example of this would be an employee who served in World War II and in Vietnam. Starting with the 2000 reporting year, the VA requires tracking employees who are


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both under both categories.

Vietnam Era Vet A person who us a Vietnam Era veteran

Vietnam Veteran This should be used only for eligible US Vietnam-era veterans. This field is used to generate the VETS-100 report, so it is important that this value not be used for any employee except those who meet the VA criteria for an Eligible Vietnam Era Veteran.

CAMPUS IDThe number listed is the Common NAID from the Legacy system. This provided the link in the interface

between the legacy and ConnectND systems to facilitate information flow between the two systems

during the implementation of PeopleSoft. The record marked invalid because of a Duplicate EMPLID for

the individual will have the notation DUPLICATE in this field. The field also indicates the source of the

information if the bio-demo record was not created manually. The following choices may appear in this

field:

ACT Load HR Ind. Imp (Historical)

AP Load HR Interface (Historical)

Duplicate K-12 Import

GRE Load Prospect (Historical)

Hobson Load SAT Load

HR Import TFL Load

Visa/Permit DataThis area indicates the type of VISA the individual holds. All international students within the NDUS

should have a Visa Country of USA and the appropriate visa type listed.


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The institution’s designated immigration official responsible for immigration issues is the only person

who should modify the information on this page.

Fields listed here include: Country; Visa Type; Effective date; Visa Number; Status; Status Date; Duration

(months); Issue Date; Date of Entry into Country; Expiration Date; Issuing Authority; and Issue Place. It

also includes a place to note supporting documents that may be needed.

In the HR system, Visa/Permit data is entered in: Workforce Administration>Personal

Information>Citizenship>Identification Data. The data is interfaced from a third-party software system

into HR (for those campuses utilizing the third-party software system) or by manual entry.

CitizenshipAll records in Campus Solutions will have a USA Citizenship row. International students should have a

row from their home country with the appropriate status.

This information is self-reported. It may be changed at the request of the individual provided they

supply the government issued documentation of the change. An example of this is a green card for a

permanent record. Copies of all documentation must be retained.

The designated immigration official is responsible for immigration issues on the campus and the only

person who should modify the information.

While the citizenship status field includes a number of choices for United States citizens, the choices that

should be used include the Citizenship status include:

- Alien Temporary – A person who is a refugee or asylee and holds a Temporary Resident Card.

- Native – A person born in the United States or related territory such as Puerto Rico, Guam, or

U.S. virgin Islands;


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- Naturalized – A person not born in the United States, but obtained citizenship through the legal

process by which a person may acquire nationality of the United States.

- Nonresident Alien – A person who is not a citizen or national of the United States and who is in

the country on a J1 or F1 visa or temporary basis and does not have the right to remain

indefinitely

- Other - A person who is not a citizen of the United States but who has been admitted as a legal

immigrant for the purpose of obtaining permanent resident status. Individual holds an alien

registration card (Form I-551 or I-151). Also code natives of American Samoa in this category;

- Unknown – Individuals fitting the criteria for Deferred Action for Childhood Arrivals (DACA) as

well as those with renewable two-year work permits

Phone

PHONE TYPES AND DESCRIPTIONThe PeopleSoft System allows for the creation and maintenance of multiple phone types. They include:

PHONE TYPE DEFINITION

Business General phone number for the institution where the individual is employed.

Campus Used by employees to identify campus phone number where the individual can be reached directly.

Personal Cell Individual’s personal cell phone number.

Dormitory Phone number of dormitory where student resides on campus.

Fax Used by employees to identify the department fax number where the individual is employed.

Home Individual’s home phone number if different than personal cell number.

Other Other phone number the individual can be reached at.

Pager Used by employees to be reached during work hours or on-call.


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PHONE TYPE DEFINITION

Parent/Guardian 1 Parent/Guardian phone number. Previously used Parent address was converted to PG1 if a Mother’s name was available.

Parent/Guardian 2 Parent/Guardian phone number if more than one number is needed. Previously used Parent address was converted to PG2 if a Father’s name was available.

Work General phone number of the department where the individual is employed.

The phone number may be updated through the Bio-demo area on the Student Center page or the Self-

Service on HRMS.

Upon request, an individual may change his/her phone number s through any of the following offices

determined by the institution and phone type.

- Student Financial Aid

- Registrar/Records

- Business Office

- Payroll/Personnel

- Student Health Services

- Housing

E-MAIL ADDRESSThe following e-mail types may be maintained in PeopleSoft.

E-MAIL TYPE DESCRIPTION


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Campus Reserved for campus e-mail system

Personal (Home) Personally selected e-mail Hotmail, gmail, yahoo account

Business Student/Employee work e-mail (off-campus)

RACE/ETHNICITYThis information is provided by the individual according to IPEDS categories. Those categories include

the following:

- Hispanic

- For non-Hispanics

- American Indian/Alaska Native

- Asian;

- Black or African American;

- Native Hawaiian or other Pacific Islander;

- White

DISABLED VETERANAt this time, this information is not used in CS.

VA BENEFITThis information is not used in CS at this time.


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RELATIONSHIPS – EXAMPLES INCLUDEThis is used by specific modules to connect people. For example, Student Financial Aid uses this area to

create Parent Plus Loans for students. Student Finance uses relationships to connect dependent

students to employees to track waivers. It is possible to create the relationship to a student with an

EMPLID and the corresponding EMPLID or with a parent name. Relationships include:

Alumni (L)

Student Application (A)

Employee

Financial Aid (F)

Prospect (P)

Student (S)

Student Financials (I)

Recruiter (RCR)

Advisor (AVS)

Instructor (IST)

Friend (FND)

PRIVACY RELEASE INDICATORThe window shade on a student’s record in CS indicates that information about this student is held due

to a FERPA (Family Educational Rights and Privacy Act) hold.

The red FERPA release hold (circle with a line through) indicates who the student has indicated should

be allowed access to their designated educational information.


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Campus Solutions Reporting and Security Roles

AVAILABLE BIO DEMO REPORTS

NDU Invalid Address AD (Admissions) (NDU 0122 CC)

Produces a list of admissions applicants with address data that is not valid (i.e. city does not match state or zip code).

NDU Invalid Address PR (Prospects) (NDU 0122 CC)

Produces a list of Prospects with address data that is not valid (i.e. city does not match state or zip code). Since Prospect data is no longer stored in Campus Solutions, there is little usable data in this report and this will most likely be deleted in the PS 9.2 upgrade.

NDU Invalid Address SR (Student Records) (NDU 0122 CC)

Produces a list of individuals at the student level with address data that is not valid (i.e. city does not match state or zip code).

NDU MSEP Student Data (NDU 0147 CC) Produces data needed for annual MSEP/MHEC reporting per MHEC requirements.

NDU Minnesota Reciprocity Semester Report (NDU 0148 CC)

Produces files of data that are then sent to the State of Minnesota by CTS in compliance with the Minnesota/North Dakota Reciprocity agreements. Contains multiple files designed per State of Minnesota requirements

NDU Residency for Tuition Purposes (NDU CC 0173)

Produces a list of students at the specified institution and for the specified terms who received North Dakota Instate tuition and which of the nine North Dakota Instate tuition categories they met to qualify for this tuition rate.


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Headcount Minnesota Enrolled Students (NDU CC 0185)

Reviews all students considered by the state of Minnesota to be from Minnesota and then produces a list of programs and the number of Minnesota students in each program. Specifies the NDUS institution and program and term(s).

NDU Address Type Listing (NDU 0096 CC) Creates a list of enrolled students with an inactive address for the address type specified on the prompt screen.

NDU Reported Residency by Geographic Origin (NDU CC 0177)

Creates a list of students and their corresponding Geographic origin (i.e. city, state, county, zip code, country) as specified in the prompt (Institution, career, term and residency report option).

NDU State Auditor Residency Data (NDU CC 0233) Creates various lists of students formerly used by ND State Auditors to review student residency.

NDU Residency Page Audit Report (NDU CC 0234) Creates a list of students whose residency was added/adjusted by the specified campus user. Used for audit purposes.

NDU Student Emails (NDU CC 0269) Creates a list of email addresses for the students enrolled at the specified institution for the institution(s), terms, careers and citizenship.

NDU Student with Residency Changes (NDU CC 0291)

Creates a list of all students enrolled at the specified institution for the specified term and provides student information according to the types of NDUS residency (i.e. address, geographic origin, and tuition)


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NDU Residency Discrepancy (NDU CC 238) Creates a list of students whose residency sections (Main Residency, Admission Residency, FA Federal Residency, FA State Residency, and Tuition Residency do not match)

NDU WUE Report (NDU 0146 CC) Produces data needed for annual WUE reporting, per WUE specified criteria. This is in the process of being revised.

NDU Residency by Geographic Origin Cleanup (NDU CC 0179)

Creates a list of students from the specified institution for the specified term whose residency geographic origin does not include all needed criteria (i.e. missing county)

NDU Name Change Report (NDU 0080 CC) - Creates a list of students whose name was changed at the specified institution during the dates specified. The from date is the date the report was last run by the specific campus user

NDU Process Duplicates (NDU 0107 CC) Creates a list of enrolled students whose record at the specified institution was marked as a duplicate EMPLID. Indicates the data to be moved from the invalid record to the valid record in order for the EMPLID to fall off the list. Prompts by institution and beginning and end dates

NDU FERPA Restrictions (NDU 0115 CC) Creates a list of students at the specified institution for the specified term who have restricted access to their data. Includes both FERPA and HRMS Data Privacy indicators.

NDU Bio Demo Extract (NDUDMPCC) Creates a “Data Dump” of all Campus Community information for all students at the specified institution for the specified term.


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NDU Solomon Amendment (NDU 0118 CC) Creates a list of enrolled students with data needed to meet the specifications for the Federal Solomon Amendment report. Prompts by institution, term and data source.

NDU Homeland Security Report (NDU 0128 CC) Creates a list of enrolled students with data needed to meet the specifications of the Homeland Security Report. Prompts by institution and term.

NDU Open Doors (NDU 0149 CC) Creates a list of enrolled students with data needed to meet the specifications of the Open Doors requirements. Prompts by institution and term.

NDU External Org Name Change Report (NDU 0174 CC)

Creates a list of external orgs (schools) that were assigned to a student at the school specified on the prompt page that have an updated name row since the date specified on the prompt page.

NDU Decedent Data Report (NDU CC 0286) Creates a list of students enrolled for the specified campus/term who were marked deceased.

NDU Enrolled Student Survey (NDU 0115 CC) Creates a list of students at the specified school for the specified term who will be 18 years of age by the specified date. Includes name, email and other specified information.

NDU Missing Citizenship Status (NDU CC 0189) Creates a list of students for the specified institution and term whose citizenship is blank.

NDU Student Citizenship Error Report (NDU CC 0224)

Creates a list of students for the specified institution and term whose USA citizenship status is unknown or not indicated.


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NDU History of NID Changes (NDU CC 0258) Provides a list of students with an updated National ID Prompts include Institution, from and to terms, beginning and end dates.

NDU National ID Comparison (NDU CC 0259) Provides a list of enrolled students with different NID’s Listed in various locations in Campus Solutions.

Security RolesNDUS_CC_ADDRESS_PHONE_AU NDUS Address Phone Add-Update – Allows access to the

specified address and phone pages for a Campus User to update the address and or phone number for a student. This does not allow access to the basic bio-demo page.

NDUS_CC_BIO_DEMO_(AU) NDUS Bio-Demo Add/Update – Allows access to the basic Bio-Demo fields for a Campus User to add and or update the student’s Bio-Demo information

NDUS_CC_BIO_DEMO_(DO) NDUS Bio-Demo Display Only – Allows access to the basic Bio-Demo fields for a Campus User to view the student’s Bio-Demo information.

NDUS_CC_INTERNATL_STUDENT_AU NDUS International Student Add/Update – Allows access to update the Citizenship and Visa Data fields for a Campus User without basic Bio-Demo add/update access

NDUS_CC_INTERNATL_STUDENT_DO NDUS International Student Display Only – Allows access to view the Citizenship and Visa Data fields for a Campus User without basic Bio-Demo Display only access

NDUS_CC_NATIONAL_ID_REPORTS NDUS National ID Reports – Includes access to the following reports:

NDU History of NID Changes


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NDU National ID Comparison

NDUS_CC_PRIMARY_NAME_CHANGE NDUS Primary Name Change – Allows a Campus User add a new effective dated row to a specified name type under Bio-demo information.

NDUS_CC_PRIMNAME_CHANGE_CORR NDUS Primary Name Change Correction – Allows a Campus User to correct the existing name for a specified name type under Bio-demo information.

NDUS_CC_SSN_UPDATE NDUS SSN Update – Allows a Campus User to add a National ID

NDUS_CC_STUDENT_ADDRESS_REPORT NDUS Student Address Reports – Includes access to the following reports:

NDU Invalid Address AD NDU Invalid Address PR NDU Invalid Address SR NDU MSEP Student Data NDU Minnesota Reciprocity Semester Report NDU Residency for Tuition Purposes Headcount Minnesota Enrolled Students NDU Address Type Listing NDU Reported Residency by Geographic Origin NDU State Auditor Residency Data NDU Residency Page Audit Report NDU Student Emails NDU Student with Residency Changes NDU Residency Discrepancy NDU WUE Report NDU Residency by Geographic Origin Cleanup

NDUS_CC_STUDEMT_BIODEMO_REPORT NDUS Student Bio Demo Reports – Includes Access to the following reports:

NDU Name Change Report NDU Process Duplicates NDU FERPA Restrictions


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NDU Bio Demo Extract NDU Solomon Amendment NDU Homeland Security Report NDU Open Doors NDU External Org Name Change Report NDU Decedent Data Report NDU Enrolled Student Survey NDU Missing Citizenship Status NDU Student Citizenship Error Report NDU Pick High School Data

NDUS_CC_STUDENT_PHOTO NDUS Student Photo – Includes access to view a photo in Campus Solution


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NORTH DAKOTA UNIVERSITY SYSTEM

NAME CHANGE REQUEST FORMI hereby request that my name, as it appears on my student academic demographic record, be changed

as indicated below. This change will appear on any academic records created in the North Dakota

University System after September 1982 and also converted to the ConnectND system after July 2004 .

All name change requests must be accompanied by the corresponding legal documentation showing

the change. Examples of legal documentation include marriage license or court documents. This

request will only change the name on the student academic record. All changes to payroll records must

be made with the payroll office.

Complete

Legal Name

Last First Middle

Most Recent

Former NameLast First Middle

Other Former

NamesLast First Middle

Social Security Number Birth Date

EMPLID

Signature Date

ConnectND Human Resources—NDUS May 2016

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ConnectND Human Resources—NDUS May 2016

43

Documents

History and Chronology of Project - cts.ndus.educts.ndus.edu/.../uploads/2012/06/Updated-Bio-Demo-DR… · Web viewThe NDUS database was converted to ... Email Personal, Campus,