Add or Edit a Student or Prospect Profile

You can add or edit a prospective student or student. You add a student and then start their Student Profile by specifying the basic contact, personal, and recruitment information. Once the Student Profile is started, other staff in your organization can use it to work with the student.

You can mask all digits of the social security number except the last 4 digits, without changing the functionality of current permissions, such as view all and hide all. Specific staff members can access only the last 4 digits to conduct their business process with added security benefits.

If you are editing an existing Student Profile and the address selected as the default in Related Addresses is not the Student Profile, and you change any of the following values, Anthology Student saves the values you specify in the record for the Student Profile, but redisplays the values from the record for the related address.

• Phone Number
• Work Phone Number
• Email Address
• Street Address
• City
• State
• Zip Code/Postal Code
• Country

If you would rather change these values in the record for the related address, you must edit the record for the related address using Related Addresses. (Students > select the student > Contact Manager > Related Addresses)

If an address other than the Student Profile is selected as the default in Related Addresses, the following fields can be edited here, but Anthology Student does not synchronize them for you with Related Addresses.

• Other Phone Number
• Mobile Phone Number
• Other Email address
• County

If you want them to be consistent, you must change them here and in Related Addresses.

A new Favorite functionality has been added to the Student Profile, which contains frequently used tiles by the user. Favorites functionality works consistently across single & multiple enrollments. Favorite section is a collapsible/expandable section, where user can add up to nine favorite tiles.

In the Favorites functionality, users can pin a tile as the default instead of the Student Information tile, thus ensuring that users land directly on the content most relevant to them.

All the information that is currently set as default in the student profile will be found under the 'Student Information' tile in the Contact Manager section. This setup allows it to be accessed only when necessary, rather than loading it by default.

Prerequisites

Authorizations:

• Common - Student - Edit, New, View

To manually generate the student number, your institution must have selected "Do not generate" for the following setting when it configured general in the system settings for Anthology Student: Student Number Generation Select the required option for your institution's student number generation. The options are: - Sequential Number: Anthology Student maintains a sequential number, which is assigned to each new prospect when it is entered. This number is never duplicated and can be used as a unique ID for a student. You can then specify the starting number in the Student ID field. - Use Student ID Format: The format string for student ID is: YY=Year, MM=Month, DD=Day, ####=Next Number, L=Last Name, F=First Name. - Do not generate: The institution keeps track of student IDs manually. Anthology Student does not allow a duplicate ID to be assigned to a student.

Your institution configures whether the full, the last 4 digits, or none of the Social Security Number (SSN) is displayed on the Student Profile and whether the SSN can be edited. (The last 4 digits are read-only.)

If you are responsible for managing security or the visibility of SSNs, refer to Manage Security.

If you have set Enable SMS via Anthology Cloud This feature allows students to receive SMS messages through your institution's number. When you set this feature to Yes, a unique toll-free number is allocated to you. This functionality is only available for Standard Web App customers. When you use this new feature, the system will not verify the SMS Service Provider. If you enable this feature, Subscribe To SMS Service and Mobile Phone field becomes read-only in the legacy interface. to Yes (Settings > System > Advanced Features), you can append your number with a country code if the SMS is not being successfully delivered. Additionally, verify if masking has been applied in Phone Masking (Configuration > Admissions > Countries)

Access

Students tile

Add or Edit a Prospect or Student

1. If you want to: 

   • Add a student, select New Student

   • Add a prospect, select New Prospect

   • Edit a student or prospect, select the name

   The Profile fields are displayed in the working area.

2. Expand Personal Information and review, specify, or change the values.

   If your institution checks for duplicate students, specify First Name, Last Name, and then tab or place your cursor in another field before you select Save for the first time. This ensures that you specified the required values and the record is saved.

   Age The age that Anthology Student calculated based on the date of birth (DOB) that was specified for the student. Agency Sponsor The agency or sponsor that the student is associated with. If you want to add agencies or specify specific branches of the agencies, use the Agency Affiliations tile (Students > select the student > Contact Manager). Alien Number If the student is not a U.S. citizen, the alien registration number for the student. The number is up to 9 digits. CH Data Block Indicator If your institution is sending enrollment reporting data to Clearinghouse, select the check box if the student does not want their name and/or attendance dates sent to third parties by Clearinghouse. Citizenship The citizenship status of the student. The citizenship status is used to determine whether a student is eligible for financial aid. A citizenship status of a Non-Citizen is usually associated with an alien registration number. A Non-Citizen who is eligible for financial aid should be designated as an Eligible Non-Citizen. A Non-Citizen who is not eligible for financial aid should be designated as an Ineligible Non-Citizen. Date of Birth The date of birth (DOB) in the format MM/DD/YYYY. Deceased Indicates if the student is deceased. The system provides this flag in the Student Profile, available only on the Edit/View Student Details page. By default it remains as "No". Deceased Date The Deceased Date field is enabled only when the Deceased flag is set to "Yes". A date is not mandatory even if the flag is Yes. The deceased date should be less than or equal to the present date and greater than DOB. When the flag is not selected, the field remains disabled and blank. Disabled Disability status of the student. When you are adding the Student Profile, Unspecified is the default. Driver’s License Number Driver’s License State Ethnicity The ethnicities of the student. The values are configured by your institution. Extracurricular Interest The extracurricular activities that interest the student (such as intramural sports and clubs). The label for this field and the values that it contains are configured by your institution. FERPA Indicator When it is selected, indicates that the student has chosen to block the release of their directory information under the Family Educational Rights and Privacy Act (FERPA). If your institution configured the campus as Partial, the student can select not to share specific information on their FERPA page. If the student does not select the FERPA Indicator, all of the information configured by your institution for the FERPA group for that campus can be shared. FERPA Indicator Modified Date The date when the FERPA Indicator was last modified. First Name Gender The gender of the student or person. The values that can be selected are configured by your institution. Hispanic/Latino Indicates whether (Yes/No) a student is of Spanish or Latin American descent.

   Last Name Last Four Social Security Number The last four digits of the Social Security Number (SSN). You must be authorized to work with SSNs. Maiden Name If any, the maiden name of the student or person. The character limit is 19 to 50. Marital Status Middle Name Nationality If your institution enrolls international students, the nationality of the student. The values can be configured by your institution. Nickname If the student has a substitute for their proper name, the name. The character limit is 14-50. Non-Immigrant Student Specifies whether a student is an international (non-immigrant) student. This field is disabled if your institution does not enroll international students. This field is required for Student and Exchange Visitor Information System (SEVIS) processing for the Immigration and Naturalization Service (INS). PIN The 4-digit Personal Identification Number (PIN) selected by the student. If you do not specify the PIN or change the Social Security Number, the program defaults the PIN to the last four characters of the Social Security Number. If the last four characters begin with a zero, the PIN defaults to a 1 followed by the last 3 characters of the number. For example, if the last 4 characters of the Social Security Number are 0398, the PIN will be 1398. Preferred Name The preferred name of the student, prospect, or alumnus. The preferred name is stored in the SyStudent table in the database. The Advanced Search tool provides the option to search by preferred name if the staff member has the specialized permission "Allow User to Customize Search Form". The header of the student, prospect, or alumnus profiles can be customized to display the Preferred Name. The Preferred Name option can also be selected in the Student Name field of the Class Roster by Course and Class Roster by Instructor reports under Academic Records. Preferred Language A student's preferred language. Pronouns The preferred pronouns of the person. The values that can be selected are configured by your institution. Social Security Number The Social Security Number (SSN) or an equivalent value associated with the person. You must be authorized to work with SSNs. If the SSN format is defined for the country selected in the profile, this field will display the appropriate input mask to specify a value. You can specify free-form text values (maximum 30 characters) in this field if there is no SSN format defined for the selected country. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Suffix Select the suffix for the person's name. Anthology Student displays the description of the suffix. For example, Anthology Student displays Third instead of III. Title Veteran The veteran status of the student.

   You can:

   • Identify a student as an athlete who can be displayed in the Student Profile header. Similarly, an international student or a veteran can also be identified with an icon in the Profile header on the same row.

   • Select the Customize Header Properties icon () to add or remove the Athlete, International (Student) text indicator from the Student Profile header, and the Veteran text indicator from the Student Profile header. Refer to Customize the Header for Student Profiles.

   Select the Non-Immigrant header property to display the text and International Student icon. To enable the Immigrant icon, you must select the Non-Immigrant header property.

3. Expand Contact Information and specify or change the values. If you select Subscribe to SMS, you must specify values for Mobile Phone Number and SMS Provider.

   If you have set Enable SMS via Anthology Cloud This feature allows students to receive SMS messages through your institution's number. When you set this feature to Yes, a unique toll-free number is allocated to you. This functionality is only available for Standard Web App customers. When you use this new feature, the system will not verify the SMS Service Provider. If you enable this feature, Subscribe To SMS Service and Mobile Phone field becomes read-only in the legacy interface. to Yes (Settings > System > Advanced Features), you can append your number with a country code if the SMS is not being successfully delivered. Additionally, verify if masking has been applied in Phone Masking (Configuration > Admissions > Countries).

   In 25.1.1, as with previous versions, Anthology Student supports only one-way communication. This means that if a student opts out of SMS notifications by sending 'STOP', the system will automatically unsubscribe. It should be noted that this SMS functionality is not intended for emergency communications.

   If you have set Enable SMS via Anthology Cloud to Yes and Subscribe to SMS is checked, a student will receive a system-defined task template as an invitation to subscribe to receive SMS notifications. A student can send a "stop" message, the "Subscribe to SMS" box becomes cleared, and SMS notifications are stopped. The box remains cleared, even if the student or staff member manually checks it again. Once the student has opted to unsubscribe, even if the staff member selects the Subscribe to SMS option again, the student does not receive any message until the student manually sends a START message from their mobile phone. If the student wants to resume receiving SMS notifications, they must send a "start" message from their mobile number. The Subscribe to SMS option remains cleared, even if the student or staff manually checks it again, until a start message is sent.

   If a staff member changes a student's mobile phone number and then restores it to the original number, the student will not receive SMS notifications until they manually send a START message from their mobile phone.

   • Variations like "start", "Start", "STOP", "Stop" are allowed since they are not case-insensitive

   • Opt-Out Keywords: STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT

   • Opt-In Keywords: START, YES, UNSTOP

   City Country The country of residence. If you are specifying a country, the field defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. County Email Address Extension Invalid Student Phone Number When selected, specifies that there is an error in the phone number for the student. Invalid Student Address When selected, specifies that there is one more error in the address for the student (such as the address is incomplete or the mail has been returned). Mobile Phone Number Other Email Address

   Other Phone Number Preferred Phone Number The preferred phone number to contact the student. The options are Telephone Number, Mobile Phone, Work Phone, and Other Phone. The default value is Telephone Number. SMS Provider Specifies the cell phone provider for the student. If you select the Subscribe to SMS check box, you must also specify a Mobile Phone Number for the student to receive the text messages. This field is not displayed when "Enable SMS via Anthology Cloud" is set to Yes under Advanced Settings. State Street Address The street address. For student addresses, if an address exceeds 40 characters, the additional characters in the address line will not be extracted and sent to COD but will be truncated. For this property, the Advanced Search Operator list displays the Starts With option only. Subscribe to SMS Specifies that the student wants to receive SMS text messages. If you select the check box, you must also specify the Mobile Phone Number for the student to receive text messages. The student can also use the Student Portal. When a student sends a STOP message, the system changes the field to No and updates the Audit. When a Student sends a START message, the system updates this field to Yes and updates the Audit. Subscription Status This field indicates the subscription status. When a staff member selects the Subscribe to SMS field, a Contact Manager task is created, and the student receives a notification asking whether the student wants to subscribe to SMS. Based on the student's response, this field is populated. If the response is STOP, the Subscribe to SMS check box is cleared, and the Subscribe Status is set to Unsubscribed. If the response is START, the Subscribe Status is set to Subscribed. If there is no response, the Subscribe Status displays Pending. Telephone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). Work Phone Number ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city, state, or both, the list contains the valid ZIP codes.

4. Expand Recruitment Information and specify or change the values.

   Admissions Representative The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Current LDA Displays the updated value each time attendance is posted. In Anthology Student, a student's last date of attendance (LDA) is stored on the enrollment record. Schools need the ability to access the most current LDA without having to search through the enrollments. Education History Level (Previous Education) The highest level of previous education for the student. Select a value from the drop-down list if the field is not pre-populated based on the Application record. The values available for selection will depend on the policies and procedures at your institution. When "College" is selected in Recruitment Information on the Student Profile or in Configuration > Education Levels, the system requires an ATB record under Student Profile > Admissions > Previous Education. This ATB entry triggers the correct StudentEligibilityCode for COD. Without the ATB record, COD returns a "Missing Previous Education" validation. High School and GED automatically map to Student Eligibility Codes 06 and 07. These do not require additional ATB configuration. By contrast, "College" can correspond to multiple eligibility codes (02, 09, 14), so the ATB record is necessary to determine the correct one. Expected Start Date The date the student is expected to start the enrollment at your institution. This date will automatically be updated when a change is made to the student’s enrollment Expected Start Date or a new enrollment record is added to the student’s record. If the student has multiple enrollments, it is the date the student is expected to start the most current enrollment with the status in the highest status category in the hierarchy. Interest The program group that the student is interested in. Program groups classify program versions that have some common characteristics and are configured by your institution. The interest determines program-related documents and required tests that are added to the student profile. Original Student Expected Start Date This is the original expected start date of the student at the time of enrollment. The date is determined at the time of the student's first enrollment. This date is frozen.

   Prospect Date The date when the prospective student contacted the institution. Program The programs that the student is interested in. You can select more than one program. Prospect Source The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub-vendors. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. Prospect Time The time of day the Student Profile record was first created for the new prospect or student. Prospect Type The type of prospect. The values are configured by your institution to classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources to analyze market effectiveness and determine the category of prospect sources that generates the most prospects. In the Task Schedule, this field only appears when you select Applicant/Enrollment, Document Lists, Documents, Prospective Student, or Task in the "Schedule Task For" list. School Status The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated." Shift Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.

5. In Note, specify comments or additional information.

6. Save your changes.

Details About How Anthology Student Determines the Expected Start Date to Use

The expected start date for the highest status, most current enrollment. If the student has:

• Only one enrollment, Anthology Student displays the date from the one enrollment.

• Multiple enrollments with different dates, Anthology Student displays the date for the enrollment with the status in the highest status category in the hierarchy. For example, if two enrollments have the same date and one enrollment has a status in the status category Attending, and the other enrollment has a status in the status category Future Start, Anthology Student displays the date for Attending.

• Multiple enrollments with the same status, Anthology Student displays the date for the most current enrollment. For example, if the student has two enrollments with a status in the status category of Attending, Anthology Student displays the date for the most current enrollment.

For information about the status category hierarchy, refer to Background for Status Changes.

If the Student is a Duplicate

Your institution can configure Anthology Student to check for duplicates when a student is added. For example, your institution can configure that you are notified when the same values are specified for: 

• Student ID
• Social Security Number
• Phone Number
• Date of Birth and Student Name (combined)
• Driver's License Number
• E-mail address

Your institution can also configure whether you can add duplicate students. If your institution: 

• Allows duplicates, and if you are in a staff group that has permission, you can add override duplicate checking and add another Student Profile for the student

• Does not allow duplicates, a dialog is displayed so that you can select the existing Student Profile to edit

Refer to General System Settings and Add or Edit a Staff Member

If Your Institution Tracks Multiple Inquiries

If Anthology Student is configured to track multiple inquiries and you change any of the following fields, it displays a message asking you if you want to update the corresponding fields for the student inquiries (Students > select the student > Admissions > Inquiries).

• Prospect Type
• Prospect Source
• Program
• Interest

If the policy at your institution is to keep the information consistent, select Update Inquiry in the dialog.