Update Names Information

⚠️This QRG reflects future updates that will be implemented on 10/10/26.  

Purpose: Use this document to reference updating name information in ctcLink.

Audience: College staff responsible for maintaining student information.

You must have at least one of these local college-managed security roles:

  • ZC CC Personal Information
  • ZD CC Personal Information
  • ZD CC Super user
  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Information

You must also set these SACR Security permissions:

If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access.

Supporting Information:

Queries that produce a name in the result set depend on the presence of a Preferred name, and when no Preferred name is available, a Primary name must exist. Primary names must remain active and cannot be inactivated, or the record will be inaccessible to SBCTC and colleges. To ensure compliance, run the query QCS_CC_INACTIVE_NAMES to identify instances of inactivated names. You are welcome to use other available types (e.g., Former, Legal); however, your student must have at least a Primary or Preferred name. Keep in mind that person records are global.

First and last name fields cannot be blank in PeopleSoft. If a student has a single name, enter a hyphen [-] in the first name field and the student's single name in the last name field.

Update Names Information

Navigation:  Campus Community > Personal Information > Biographical > Names

  1. The Names search criteria page displays.
  2. Enter Search Criteria to identify your student and check the Include History box.
  3. Select Search.
  4. The Names page displays.
  5. Select the Name Type hyperlink of the name you wish to update.
  6. The page updates with the selected name in the Add/change a name section.
  7. Effective Date: The name format may be saved with these fields already entered in order to add a new past or future-effective-date row for the name type.
  8. Ensure the Status is “Active.”
  9. Select a Prefix (if applicable - can be left blank).
  10. First name (required - if a student does not have a first name, enter a hyphen “-“).
  11. Middle name (if applicable).
  12. Last name (required).
  13. Suffix (if applicable-can be left blank).
  14. At the bottom of the page, select Submit.
  15. The updated Names page displays. Review as needed, then select Save in the lower left corner.

Add a New Name Type

  1. In the Add/change a name section, activate the Type of Name drop-down menu and choose the desired name type.
  2. Effective Date: The name format may be saved as a past or future-effective-date row for the name type.
  3. Ensure the Status is “Active.”
  4. Manage Long Name link: The fields on this page are not considered in searches.
  5. To change your name format, click the Change Format link. Depending on the format you select, editable fields appear.  
  6. Select a Prefix (if applicable - can be left blank).
  7. First name (required - if a student does not have a first name, enter a hyphen “-“).
  8. Middle name (if applicable).
  9. Last name (required).
  10. Suffix (if applicable-can be left blank).
  11. Refresh icon: Click this to update the display name formats to reflect changes.
  12. Select Submit.
  13. The updated Names page displays. Review as needed, then select Save in the lower left corner.
  1. PeopleSoft requires both the First Name and Last Name fields to contain a value. If a student has a legal single name:
    • Enter a hyphen (-) in the First Name field.
    • Enter the student's legal single name in the Last Name field.
  2. These instructions are also provided on the online admissions application for students with a legal single name.
  3. For more information, visit the SBCTC Student & Course Coding Manual.

Manage Long Name

The Manage Long Name fields are available for names that are too long to be fully recorded in the standard name fields. These fields are informational only and are not used by other ctcLink functionality, including Search/Match, name displays, or rosters. Long Name information does not replace the standard name record and is not currently displayed elsewhere in ctcLink.

  1. The Names page displays. Select the applicable name row and select the Name History link.
  2. If changes to the name are needed, select the Add a New Row (+) icon to add a new effective-dated row, then select the Edit Name link.
  3. The Edit Name page displays. Update the applicable name information, then select the Manage Long Name link.
  4. The Name History page displays. Enter the applicable long name information:
    • Long Initials
    • Long Prefix
    • Long First Name
    • Long Middle Name
    • Long Last Name
    • Long Suffix
    • Long Full Name
  5. Select OK to save the changes.

⚠️Important: The Manage Long Name fields are separate from the standard name fields on the Names Detail page. Information entered or changed in one does not update the other, so the values may be different.

Manage Long Name window showing fields for entering extended name information, including first, middle, and last names.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Update Names Information.  The link will open in a new tab/window.

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