Demographics


If Campus Human Resources is enabled, Demographics information in the Census module is read-only and is maintained in the Personnel Master. See the following article for more information:

Campus SIS Integration with Campus HR

PATH: Census > People > Demographics

The Demographics tab is the basic area for viewing general person information within the Campus system. All people for whom data is tracked, including students, staff, parents/guardians, household members, etc., have a Demographics tab record, which contains basic data organized into the following editors:


 

Demographics


Changes to a person’s Demographic tab may erase historical information. If changes to a person's name, Social Security Number, gender or birth date are necessary, a new Identities record should be created, rather than updating information on this tab. Deleting a Demographics tab record is not recommended.

Tool Rights

PATH: System Administration > User Security > Tool Rights

Full access to the Demographics tab requires the following tool rights:

These tool rights also carry through to any reports generated from the Demographics tab. For example, if a user is not assigned the View Staff Birth Date & Age tool right, that information does not display on the Person Information editor or on the Person Demographics and Person Summary Reports, or when searching for staff.

Demographics Tool Rights

Person Information

The Person Information editor provides basic information about the person being viewed. Users can view a person's relevant background/identification data.

Fields on this editor are often  used in state reporting and other areas of the Campus application. For example, pictures uploaded in this editor can be displayed in other modules (Grade Book, POS).

Person Information Section

The following is a list of the fields available on this editor:

Data Element

Definition

Last Name

The individual's last name.

First Name

The individual's first name.

Middle Name

The individual's middle name.

Suffix

The generational assignment as part of his/her name (i.e., Jr, III) by which the person is referred.

Gender

The indication of whether an individual is male, female or other (non-male, non-female). Other Gender is only included when a state has chosen to include additional gender option(s).

Birth Date

Person's date of birth.

Access to see this information for staff is controlled by a tool right. See the Tool Rights section for more information.

Social Security Number

Social Security Number (SSN) assigned to the person. Please see additional information on Social Security Number Tool Rights.

Race/Ethnicity

Person's race/ethnicity determination. Please see additional information on the Race/Ethnicity Wizard.

Birth Country

Country in which person was born.

Date Entered US

Date the person entered the United States.

Date Entered US School

Date the person began attending school in the United States.

Birth Verification

Indicates the legal document used to verify person's birth.

Home Primary LanguageThe name of the specific language the individual uses to communicate at home.
Secondary Language

The name of another language the individual uses to communicate at home.

This field may not be available for all districts.

Nickname

Nickname preferred by person.

This field may not appear for all states.

Comments

Additional comments about the person.

Upload Picture

 

When selected, users can browse to a saved file where this student's picture is stored. The picture will be viewable in other parts of Campus - Seating Charts, Point of Sale Terminals, etc.

Use the Photo Import tool to upload pictures for multiple students.

Protected Identity Information is available on the Identities tab.

Person Identifiers

The Person Identifiers editor contains unique person identifying information. The fields in this editor are used to identify a person throughout the Campus system - for state reporting purposes, person searches, person records, etc. 

For settings related to the generation and format of identification numbers, please see the  Student Number Formats System Preference (District) and System Preferences (State) articles.

Person Identifiers

Data Element

Definition

Local Student Number

Student's district identification number, used within school/district.

Tool rights (noted above) are necessary to  modify the student number.

NASIS ID

Student's NASIS identification number, as assigned by the Bureau of Indian Education (BIE).

This field only appears to BIE users.

Generate Number / Generate Number (System Preference Disabled)

Mark this checkbox to generate a Local Student Number.

This checkbox may not appear or may not be usable, depending on the settings of the Student Number Format tool.

Student State ID

Student's identification number, as assigned by the state Department of Education.

Generation of this field may depend on district/state System Preferences.

Tool rights (noted above) are necessary to view the State ID.

Local Staff Number

Staff member's district identification number, used within school/district.

Tool rights (noted above) are necessary to  modify the staff number.

Staff State ID

Staff member's identification number, as assigned by the state Department of Education.

Generation of this field may depend on district/state System Preferences.

Tool rights (noted above) are necessary to view the State ID.

Person GUID

Unique identifier assigned to each person entered into Infinite Campus. This is a database identifier field and cannot be modified.

Tool rights (noted above) are necessary to view the GUID.

Ed-Fi ID

A unique identifier used to tie the person's records within Campus to their Ed-Fi record within the Ed-Fi system.

See the Enter an Ed-Fi ID article for more information.

This field and its functionality is not available for all Campus users.

Personal Contact Information

The Personal Contact Information editor contains phone numbers, messaging preferences and the language preferred for receiving messages.

In order for contacts to receive Emergency messages, they must have the Emergency checkbox marked on the phones designated to receive these calls.

Personal Contact Information

This editor may not show voice and text Messenger Preference Contact Reasons if the district does not use Campus Messenger with Voice or Text Messaging functionality.

Data Element

Definition

Email/Secondary Email

Lists the person's email addresses.

The primary Email address displays in the following areas:

  • A teacher's email address displays on the Portal Schedule screen.
  • A parent's email address displays on the Roster.

The Secondary Email address does NOT display in these areas.

If Campus Human Resources is enabled, the Email is the staff's personal email and Secondary Email is the staff's work email. 

Cell Phone

The person's cell phone number.

Other Phone

Additional phone number (not applicable to the Cell Phone, Work Phone or Pager fields).

Private 

When the Private checkbox is marked, indicates the details should be kept within school settings. See the Private Checkbox Information section for more details.

Marking this checkbox does not have any effect on any Messenger settings.

Work Phone

The person's work phone number.

Pager 

The person's pager number.

Preferred Language

Indicates the language in which the person prefers to be contacted. This field is used in Messenger tools and in letter wizards (Attendance Letters, Behavior Letters, POS Letters, HR Letters, Account Letters, Letter Designer) sent in languages other than English. Languages can be added in the Attribute/Dictionary.  [ will add link to setup info att letters when ready ]

Comments

Details related to the person's contact information.

Messenger Preference Contact Reasons

Data ElementDefinition
Delivery DeviceThe device for which message preferences are being set: email, voice or text.
EmergencyIndicates Emergency messages should be sent to the delivery device.
AttendanceIndicates Attendance messages should be sent to the delivery device. Attendance messages notify guardians when students are absent or tardy from class.
Behavior Messenger

Indicates Behavior messages should be sent to the delivery device. Behavior messages notify guardians when a student is involved in a behavior incident.

Behavior Referral

Indicates Behavior Referral messages should be sent to the delivery device. The Behavior Referral form includes a field called Notify that allows you to select the staff you want to notify. The staff that displays in the Notify field are set up on the Behavior Preferences tab.

This column only displays when the person has a District Assignment record.

General

Indicates that messages marked as General Notification and sent from the Behavior Messenger, Staff Messenger, Survey Messenger or Message Builder should be sent to the delivery device.

Messages sent using POS Account Messenger and School Choice Messenger also use this option.

Priority
Indicates that messages marked as Priority Notification and sent from the Staff Messenger, Survey Messenger or Message Builder should be sent to the delivery device.
Teacher

Establish Messenger Preferences

Messenger preferences are used to designate which email and/or phone numbers should be used to contact people associated with Campus (i.e., guardians, students, staff).

Any person who has a relationship with a student can be designated as a messenger contact for that student, as long as the Messenger checkbox is marked for that relationship on the Relationships tab. All voice, email, text and survey messages sent from the system will generate a Process Inbox (for staff members only) or Portal Inbox (for parents and/or students with Portal accounts) message to the recipient, regardless of the preferences set in this area.

The messenger preferences that appear on this tool can be established and/or updated through one of the following methods:

  • Batch setting/updating preferences for all contacts through the Contact Preferences Batch tool - System administrators can set preferences for all messenger contacts en masse.
  • Manual setting/updating of preferences for individual contacts on the Demographics tool - Users with rights to the Demographics tool can modify messenger preferences of individual contacts.
  • Guardian and/or student contacts set/update their own preferences in the Campus Portal - Messenger contacts with Portal accounts can set/update their own preferences for receiving messages, if the school allows them to do so. This ability is granted to Portal users only when the Contact Information checkbox is marked in the Portal Options .
  • Staff contacts set/update their own preferences through My Data (My Demographics tab) - Staff members can request modifications to their contact information, including phone numbers/email address and messenger contact preferences.

When a checkmark exists in a box in the Messenger Preferences area, the contact will receive a phone call/email/text for the specific type of message, when applicable. If the message applies to students, the contact will receive one message per student to which he/she has a messenger relationship (as indicated by the Messenger checkbox on the Relationships tool). Any phone number/email address that is marked to receive a message will receive one message per applicable student.

Campus Messenger with Voice Preferences

Each type of phone message listed (i.e., Emergency, Attendance, Behavior, General, Priority and Teacher) can be assigned to a listed contact phone number (i.e., Household, Other Phone, Work Phone, Cell Phone). If more than one phone number is indicated for the same type of message (e.g., the Work Phone, Cell Phone and Household Phone numbers are marked to receive High Priority messages), multiple calls will be made. This means that a person marked as a messenger contact for more than one student may receive the same message multiple times on multiple phone numbers.

Emergency Voice Messages

The Emergency Messenger will dial all contact phone numbers marked to receive Emergency messages.

If no phone numbers are marked for communication, emergency voice messages will not be delivered to the contact.

If the emergency message is sent for more than one school (rather than as one message from the district level), a contact may receive multiple messages, if that messenger contact has been assigned to more than one student.

Text Messaging Preferences

The Text checkbox only appears in districts that use both the Text Messaging and Voice Messaging add-on features.

The Text Delivery Devices checkbox allows text messaging as a contact method for household, other phone, cell and/or work phone numbers.

Emergency Text Messages

Emergency Messenger text messages are only delivered to a recipient as a final attempt at contact. They are ONLY sent when all initial emergency phone calls and the scheduled number of redials have been attempted for the number without receipt confirmation from the recipient. Should the recipient confirm receipt of the message (by pressing "0" after listening), all text messages scheduled for delivery to any non-shared phone numbers for the recipients will be canceled. Additional phone calls and/or redials to non-shared will also be canceled. Shared phone numbers must be confirmed separately to cancel additional calls to the number. However, shared Text numbers will not be canceled.

District Defined Elements

This editor may not appear to all users.

 When displayed, the District Defined Elements editor contains district-localized fields. (Screenshot for example purposes only)

 

District Defined Elements

Modification Alerts

The Demographics tab contains sensitive information related to a person’s basic identifying information. Because of this, specific tool rights have been added to control which staff person has the ability to see those data-sensitive fields. In addition to user security rights, a notification is available that indicates which user modified which information about a person (student, staff or other person).

Changes to a person’s Demographic tab may erase historical information. If changes to a person's name, Social Security Number, gender or birth date are necessary, a new Identities record should be created, rather than updating information on this tab. Deleting a Demographics tab record is not recommended - it may delete the person.

When demographic data is modified, a record of the change is available at the bottom of the Person Information editor and the Personal Contact Information area.  This change alert displays the user who made the modification, the date of the modification and the time.

Demographic Modification Notice

Report Options

The Print icons, located in the action bar, allow a user to generate a report for the currently viewed person by choosing either the Person Summary print icon or the Demographic Data print icon.

Demographics Report Options


Active Address information is based on the End Date entered on the address. This end date is inclusive of the last day. For example, if the address is ended for a household as of September 19, that address is considered active until the next day (September 20), at which point the new address is active and prints on reports and displays on the Summary page. 

 Manage Documents

To view documents, click the Documents button on the action bar. Users with the appropriate tool rights may also complete the following tasks.

 

 

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