Overview
For information about how person types are assigned and removed from person records, please review the Person Type Administration article, found here.
The main consideration for person types is that by design, there are many different SS&E user types included in SS&E "People" records besides students.
- As there are different user types in SS&E besides students, many items and actions that apply to a student record are not applicable to other user types, such as faculty or staff.
- If not leveraging person types, staff and faculty will always show up in the student filter results, and be included on the Student page "Everyone" filter/list.
With the introduction of Person Types in the 7.0 (June 2022) feature release, SS&E introduces the Applicant and Prospect person types.
- By associating person types to person records in SS&E, institutions can categorize the different user types included in SS&E so that when staff/non-student users are viewing a specific person type, the UI will only display tabs and actions that are relevant for the selected person type.
Person Types allow institutions to categorize users based on the items and actions that should be visible and available when viewing person records with a certain person type.
Person Types are associated with a Person record, and are used to group the same type of users together so that their person records display information that is relevant to the viewer.
- For example, it is expected that institutions will want to see different data about students and faculty. Therefore, student users can be associated with a Student person type while non-student staff/faculty users can be associated with a Staff or Faculty person type.
Student Filters
By design, Student Filters are also scoped to Person Types.
- If not leveraging Person Types, all staff/faculty/student users, eg. student and non-student users, will be included in the student filter results when filtering on the current student status.
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- If Person Types is not enabled, then by default, in the default Advise App, student filter results will always include "everyone", not just students.
- By design, Staff are considered current.
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Department Apps
If the Departmental Apps add-on is not enabled and Person Types is not enabled, then all person types will be included in the default Advise App.
- If person types is enabled, then each department app will include a separate staff view with separate filtered views and a different "Everyone" scoped list for each person type.
How to display person records by Person Type
In order to remove staff/non-student users from being included in "Everyone" student filter results and display person records by their person type:
- The different person type settings need to be configured in Person Types Administration
- Person types needs to be enabled in Application Administration
- Person types need to be assigned to person records in the data extract definitions.
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- Once Person Types is enabled, every record importing from the SIS must be associated with one or more person type(s)..
- For more detailed information about person type configuration, please review the Person Types Administration article, found here.
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Person Types Setup - Flowchart
From Person Types Administration, the following flowchart helps demonstrate what changes will appear to staff users on the UI when using Person Types.
Person Types
Person Types determine what items and actions display and are accessible to use to target a Person record when viewing a certain person type. A user may have more than one person type.
Person Types are configured in People & Roles Administration on the Person Types Administrative menu. Configuration settings include which actions, items, details, filters, and tabs display for each person type.
There are five Person Types in Person Types Administration:
- Applicant
- Faculty
- Prospect
- Staff
- Student
Person Types determine what is displayed on a person record when staff users are viewing a person record with a certain person type.
- When looking at a person record, it may not display all data associated with the person record. This is by design since viewing a person record through a Person Type applies a filter on the staff view so that only relevant person data is displayed on the UI.
- Viewing a person record by selecting the Person Type will only change what is visible and accessible from the UI, yet this does not change any of the underlying person data. For this reason, if the same person record is associated with multiple person types, the same person may display different information on the UI, depending on the person type being viewed.
- If users are assigned multiple person types, when searching for a person from the Global Search, you will be prompted to select which of their "person type" records to view.
- Person Types, by design, can change what is displayed/hidden on the UI for each person record.
Person Types are different than Roles in that:
- Roles determine what each user can view/access based on their role permissions.
- Person Types determine what is available to use and what is displayed on the UI when a staff user is viewing a specific person type.
For example, Staff Person Type configuration will most likely disable "Show Advisor/Coach/Followers On Profile Tab" in Person Types Administration, since this most likely does not apply to staff. When disabled, the system will remove the People section from displaying on the UI when viewing Staff Person Type records. However, this does not mean that all Staff users do not have anyone on their success team, it only means that the People section is not visible when viewing a person record with a Staff Person Type.
- Post release, person types import is set to false, and the student person type will continue to include everyone, including faculty and staff, same as prerelease.
- However, once Person Types is enabled (eg. set to true in Application Administration) and implemented to import on the Person data feed, all person records will only display on the UI based on their assigned Person Type(s).
How are Person Type Settings enabled?
Person Types are enabled/disabled to display on the UI when they're assigned to an app in Departmental App Administration*. This is what determines which Person Types are accessible within each App. For example:
- Applicant and Prospect are usually the only Person Types enabled in the Recruit App.
- Student is usually the only Person Type enabled in the Advise App.
- Student is usually the only Person Type enabled in the Instruct App.
*A pre-requisite is that the Departmental Apps add-on feature is unlocked in Institution Administration.
What Happens Upon Release?
Upon the 7.0 June 2022 release, all users will display under the Student Person Type and Person Type Usage is disabled.
In addition, each user is also assigned a person type based on each of their assigned security roles. Everything will look the same as prerelease with two exceptions in that:
- Reports using the Person data source that filter/display on Person Type will show the system-assigned role-based person type(s).
- People Administration will also display the system-assigned role-based person types.
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- Users that are only assigned the Student person type are assigned the Student app.
- Users that are assigned both Staff and Student person types are assigned the Advise app.
- A user with a Staff or a Faculty person type are assigned the Advise app.
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By design, the Admin App is not associated with any Person Types since the Admin App is not a department app and it is only assigned to users with the Administrator role.
Resources is also not a department app yet this displays within the app switcher and is listed on the assigned Apps on each person record - user details.
Once Person Types is Enabled:
UI Changes
When viewing different Person Types, each Person Type view will look different -
- Person Type Admin Settings configure what displays and is accessible on a person type.
- Once Person Types is enabled in Application Administration and implemented to import on the Person data feed, when a Person Type is selected from the primary navigation menu bar, all pages, filters, and information (person record tabs) displayed for each person will look different between apps and between person types depending on the Person Type configuration and Departmental App configuration settings.
People Administration
There are three different ways that person types can get assigned to users:
- Role-Based person types are assigned when the application administration person type import is set to false.
- UI person types can always be manually assigned via People Administration Bulk Actions.
- SIS Import person types import from the SIS when the application administration person type import is set to true.
The person type source determines if/how/when a person type gets removed. In general:
- A person type added via the UI (People Administration bulk actions) is the only person type that will not be removed when it is not importing on the person record from the SIS via the Person data feed (once the person type import is enabled).
- If the person type was previously added via role-based person type assignments or assigned via the SIS import, and it is no longer importing from the SIS, then it will be removed from the person record.
Caseload
Each Person Type will have it's own Caseload.
A Person Type Caseload includes all Person records that are assigned the Person Type and are within the logged-in user's Caseload.
Since the "Student Page" is now segmented by Person Type via the People dropdown, Messaging Filters will also display each Person Type Caseload in the dropdown messaging options.
- Anywhere caseload is referenced outside of the specific Person Type Page, it will be replaced with a Person Type Caseload.
Report Source
The Person Report Source has options for Person Type both in the report data and the report filters.
Daily Digest
If a staff member has subscriptions with different Person Types, the Daily Digest will display all people with different person types on the same Daily Digest. When linking to a person, it will open within the Person Type "view".
If a staff user has multiple Apps, and the Person Type is associated with multiple Apps, the staff user will be prompted to choose the App they want to use to view the Person record.
