Person Types Administration

Updated October 09, 2024 12:37

Watermark Support

Overview

UI Changes

As soon Person Types are enabled, if any Department App is assigned multiple person types then the UI will change for all users.

To avoid confusion, we recommend communicating with staff and faculty before enabling this feature!

In addition, before Person Types is enabled, all Person records must import from the SIS with at least one person type. Therefore, this should be planned ahead to ensure that the Person data extract definitions have the proper logic to assign and remove person types as needed.

Before:

All (person type) records are accessed from the Student Page.

After :

If multiple person types are enabled in a Department App, the Student page will change to a People dropdown so that users can select the Person Type they are wanting to view/work with.

Administration

Person Type Administration Settings determine what actions, items, details, filters, and tabs display and are accessible for staff users when viewing a person type.

There are five Person Types:

1. Applicant
2. Faculty
3. Prospect
4. Staff
5. Student

By configuring different person types, viewing a Person Type creates a different filtered staff view based on what is relevant for each person type. Person Types do NOT change anything on the Student View.

To check and confirm that nothing has changed on the Student View, impersonating a student will display what a student sees based on their associated data and student role permissions.
The above Person Types only determine what is displayed and accessible from a person record when viewing a person record from a Staff view, eg. any logged-in user that is not only a student.

To learn more about Person Types, click here.

Department Apps Administration Person Types determine which Person Type populations are available within each department app.
Person Types Administration replaces the Student Filter Settings Administration menu item since the filter settings have moved into each individual Person Type configuration.
Person Types Administration determines which items are accessible from the UI for each person type from within a Department App.

The difference between Person Types and Roles

Person Types determine what is displayed on a person record when staff users are viewing person records with a certain person type.

Roles determine what each user has permissions to view/use throughout Student Success & Engagement or SS&E.

What Happens Upon Release?

Upon 7.0 June 2022 release, Person Types will not be enabled and all person type people records will still appear under the Student person type on the UI, same as prerelease.

Until the Person Type Import setting is enabled in Application Administration, users will only see the Student person type displayed on the primary navigation menu bar.
The primary navigation bar Student Person Type will change to a People dropdown after Person Types is enabled IF the Department App you are currently viewing is assigned multiple person types in Department Apps Administration.

In addition:

Upon release, and while Person Type Import is disabled, existing and new users will be assigned a Person Type(s) based on their assigned security role(s).
Upon release, all users will still appear under the Student Page on the UI, so there is no change to how different types of users (staff/faculty/students) displayed prerelease, and all users will still be grouped all together, potentially scoped together in filters on the Student page.
Upon release, the Application Setting "PersonTypeImportEnabled" will default to False so that the Person Types field on the Person data feed import is not used.
- - To enable person types, please reach out to your CSM or a technical consultant.
  - When set to True, the Person Type field will be required to import on the Person data feed via the SIS Import process, and the imported Person Type values must match one of the available person types in SS&E.
  - Once enabled, users will be able to select and scope a specific Person Type using the People dropdown to view/filter/take action upon depending on which person types are assigned to each Department App.
  - When set to False, the system will continue to assign person types based on a person's role, with all person records displayed on the Student page and included in filters (same as before the 7.0 release).

For example, upon release, based upon a user's security role(s):

- - An executive will be assigned the Staff Person Type.
  - An advisor will be assigned the Staff Person Type.
  - An instructor will be assigned the Faculty Person Type.
  - A student will be assigned the Student person type.
  - ...yet on the UI, all users will still appear grouped all together and listed under "Student". This is the same as pre-release, where all users display under Students, even when not every person record is actually a student or a staff/student (student worker).

Even though post release, all users will display under Student on the UI, there are two exceptions where upon the 7.0 release, the system assigned Person Type will appear. These exceptions are in Reporting and People Administration.

1. 1. Reports that return data and filter on Person Type will display the person type from the database based on the Person Type(s) assigned by user role(s); so even though every user is included in the "Student" filter on the UI, non-student users will display their system assigned person type on some Person data source reporting.
  2. In People Administration there is a column for Person Type that displays the system assigned role-based Person Type(s) saved in the database.

How are Person Types assigned and removed from Person records

Person Types can be added or removed from person records selected in People Administration via Bulk Actions or via the SIS Import on the Person data feed.

Once Person Types is enabled in Application Administration, person types should be added and/or removed from a Person record based on the Person Type values importing on the Person data feed.

Once enabled, person types should be managed by adding logic to the Person data feed data extract definitions.
If a person type originally imported from the SIS on the Person data feed and it stops importing from the SIS, then the system will expire this and remove it from the person record.
If a person type was manually added to a person record, then it must be manually removed.
Person type(s) assigned via the SIS can also be removed manually.
For more information, scroll to the Person data import definitions, as seen here.

Person Type Settings

Person Type Administration determines what is visible on the UI when viewing each person type.

Academic Plan (on an individual student)

Should the Academic Plan link display on an individual student record? Y/N

Bulk Actions (on a filtered student group)

Which Bulk Actions display while on a student filter, either from the action menu bar or the bulk actions menu.

Filter Analytics Graphs (on a filtered student group)

Which graphs display on the Student Filter Analytics tab (when selecting a filtered student group that is not Caseload)

Filters (on a filtered student group)

Which filter options display on the Student Filter bulk action menu dropdown. The options are: Copy, Delete, Edit, Export Filter results to Excel.

Indicators (on a student)

Do individual student Course Completion Risk and/or Persistence Risk Indicators display on the UI?
To learn more about Risk Indicators, click here.

Profile (on an individual student)

Which Tabs and Actions display on an individual student record.
This includes setting visibility on the student record tabs such as Profile, Notes, Meetings, Messages, Tasks etc. and actions accessible from an individual student record such as Add Alert, Add Note, Follow toggle, Send Message, Share Resource etc.

Profile Features (on an individual student)

Which of the student's Success Team people display on an individual student record under the People section.
This includes setting visibility on the student's Primary Advisor, Primary Coach and/or Followers that display on the UI for each Person Type.
- - Note: When disabled, this does not mean that they do not exist, it only means that they will be hidden from view. For example:
    - The People section will most likely be removed from the UI for Faculty and Staff Person Types. However, if the staff/faculty are past students they may be assigned a success team that includes an advisor/coach/followers that do not display on the UI.
    - The Prospects Person Type by design will most likely not have a primary advisor or primary success coach. However, they may want to only show Followers.
These settings do not change what a student sees when logged into SS&E and viewing their student record.
- - For a student, primary advisor and primary coach always display and followers are student visible depending on the subscription label setting.
Person Type settings only determine what a staff user can see based on the Person Type (Applicant/Faculty/Prospect/Staff/Student) associated with the person record(s) being viewed.

Student Filter Setting Options

Person Type Filter Options are set in each Person Type under People & Roles -> Person Types Administration.

Choose which filters are available to choose from on the Student Filter.
This replaces People Administration Student Filter Settings.
Each Person Type may be associated with a different "person type filter", formerly known as the student filter. The reason for this is that prior to person types, all users were associated with one "student" person type, so there was only "one" student filter for all users. However, with Person Types, each person type may have different options in the Person Type Filter.

Alerts and Achievements

Every Automated Alert/Achievement and Early Alert will have a Person Type setting that defines which Person Types are allowed to be assigned the specific alert so that it displays on the person's record.

By default, all alerts will default as assigned to the Student Person Type and in most cases this will not change.
However, if there was any alert that an institution wanted to use on people that are not assigned the Student Person Type, this is how it would be configured.
For example, some schools may choose to assign the "No Email Address" automated alert on Staff, Faculty, Prospect, and Applicant Person Types, along with Student.

The following screenshot displays and an example of a Staff Initiated Alerts Reason Configuration:

By default, every staff initiated alert reason will display as assigned to the Student Person Type.
If for any reason the Student Person Type is removed, the alert will not be assigned to any users with a Student person type.
The reason for this configuration setting is to allow institutions to create specific staff initiated early alerts based on the Person Type. For example, different alerts may apply to student, prospect, and applicant person types.