Update Names Information
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, the query QCS_CC_INACTIVE_NAMES should be run 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
- The Names search criteria page displays.
- Enter Search Criteria to identify your student and check the Include History box.
- Select Search.
- The Names page displays.
- Select the Name Type hyperlink of the name you wish to update.
- The page updates with the selected name in the Add/change a name section.
- 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.
- Ensure the Status is “Active.”
- Select a Prefix (if applicable - can be left blank).
- First name (required - if a student does not have a first name, enter a hyphen “-“).
- Middle name (if applicable).
- Last name (required).
- Suffix (if applicable-can be left blank).
- At the bottom of the page, select Submit.
- The updated Names page displays. Review as needed, then select Save in the lower left corner.
Add a New Name Type
- In the Add/change a name section, activate the Type of Name drop-down menu and choose the desired name type.
- Effective Date: The name format may be saved as a past or future-effective-date row for the name type.
- Ensure the Status is “Active.”
- Manage Long Name link: The fields on this page are not considered in searches.
- To change your name format, click the Change Format link. Depending on the format you select, editable fields appear.
- Select a Prefix (if applicable - can be left blank).
- First name (required - if a student does not have a first name, enter a hyphen “-“).
- Middle name (if applicable).
- Last name (required).
- Suffix (if applicable-can be left blank).
- Refresh icon: Click this to update the display name formats to reflect changes.
- Select Submit.
- The updated Names page displays. Review as needed, then select Save in the lower left corner.
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.
Nora Downard
Please comment regarding why we do not "inactivate" names for future reference. Thank you
Tanjagay Martin
Hi Nora, Thank you for your question. The current name is defined by the effective date. Search/Match results also include inactive names, which may change with a new effective date. This is a great question for the listserv! Have a great day. ~Tanjagay Martin | CS Core Trainer.