Using Add/Update a Person 

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

Purpose: Use this document to add new individuals to the system in ctcLink.

Audience: Student Services Staff.

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

The following roles have access to the Biographical Details, Addresses, and Regional tabs:

To view data:

  • ZD CC Personal Information
  • ZD CC Super user

To view, add, and update data:

  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Information

To view, add, and update data and use Correct History:

  • ZC CC Personal Information

The following SOGI roles have access to the Personal tab only.

  • ZD CC SOGI
  • ZZ CC SOGI
  • ZC CC SOGI

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

Expand or collapse content Search/Match

⚠️College staff should first use Search/Match to determine if the Person/Record already exists in the system before proceeding with this process. See QRG: CS Search/Match in ctcLink.

Expand or collapse content Add/Update an Individual to the System

Navigation: Campus Community > Personal Information > Add/Update a Person

  1. The Add/Update a Person search page displays.
  2. Select the Add a New Value tab.
    • ID field defaults to NEW when the Add a New Value tab is selected. The system generates an ID after you enter and save the information.
    • To update existing information, enter the person's  ID, National ID, Last Name, or First Name. Select the Include History checkbox and press Search.
  3. Select the Add button.
Expand or collapse content Biographical Details & Addresses Tabs

Personal Information

  1. The Biographical Details tab displays.
  2. The Effective Date field in the Person Information section defines the date at which the information is valid. The field defaults to the current system date, but can be modified if needed.
  3. Enter the person's information or select the Names link to update a name:
    • Select Prefix, if disclosed by the student. Choose the desired item from the drop-down menu--it is not a required field.
    • First Name
    • Last Name
  4. Enter the person's Date of Birth.
  5. Select the Birth Information link to access the Birth Information Detail page.
  6. Leave the Campus ID field blank. ⚠️This is a global field shared across all colleges and should not be used for local purposes.
Add/Update a Person page with Campus ID field marked to indicate it should not be used.

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. From the Biographical Details tab, select the Names link.
  2. The Names page displays. Select the applicable name row and select the Name History link.
  3. 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.
  4. The Edit Name page displays. Update the applicable name information, then select the Manage Long Name link.
  5. 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
  6. 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.

What is in a (Primary) Name? An EMPLID must have an active Primary name. When an individual does not have an active Primary name, weird things happen. Real-life examples include student names not displaying correctly on their official transcript, student names being replaced by a “Send Email” hyperlink on the grade roster, instructor and Responsible ID names not displaying correctly in Self-Service, and student names not being available for queries used to assign student ID cards or generate student emails. Do not inactivate Primary names. If an individual’s Primary name changes, add a new effective-dated row to document the change. The QCS_CC_INACTIVE_NAMES query is useful for identifying inactive names.

While we’re talking about Name Types, queries that include “name” in the results depend on a record having a Preferred name and, in the absence of a Preferred name, a Primary name. You are welcome to make use of other available types (e.g., Former, Legal); however, your student must have at least a Primary name. To prevent unwanted impacts on reporting and financial aid, primary names should be the student’s legal name.  Keep in mind that person records are global.

Biographical History

  1. Use the Effective Date field in the Biographical History section to enter the date from which the marital status and gender is valid in your system.
  2. Marital Status: This field is identified with an asterisk, but it is not required in order to save.
  3. Select the Sex drop-down list and choose the desired item from the drop down menu--Female, Male, Not Exclusively Male or Female, Unknown as been disclosed by the student.

National ID

  1. Enter the desired information into the National ID Type field.
  2. ⚠️ According to IRS regulations, students with ITINs and SSNs should remove the ITIN.

In the National ID section, enter or confirm the country of the individual's national ID. If the individual has more than one National ID, you can add them here by selecting the plus icon [+]. In the National ID Type field, the system displays the value that you establish or the specified country on the National ID Type Table page. You can override this default value if needed.

National ID section showing Social Security Number as the primary national ID for the USA.

Contact Information

Addresses

  1. Enter Address Type:
    • Select the appropriate Address Type (e.g., Home, Business, or Mailing).
    • Note: Home is displayed as the default.
  2. Review Effective Date:
    • The Effective Date defaults to the current system date.
    • This is the date the address and selected status become valid.
  3. Select Status:
    • Choose either Active or Inactive in the Status field.
  4. Specify Country:
    • Select the Country.
    • The system adjusts the address format to the country-specific layout.
  5. Select the Edit Address link to edit an individual's address data💡If you are entering a foreign address for a student, you must select the foreign country first using the lookup tool and then click Edit Address to enter the address fields next.
    • The system validates the address by comparing it to the county, state, and city defined on the Valid Address page. You will receive an error if your address does not contain a valid county, state, and city for the selected country.

PeopleSoft delivers foreign address formats to conform to the customary address format of the specified country. Below is a helpful crosswalk for staff to use when determining where to enter values in PeopleSoft foreign address fields.

  1. Enter the desired information into the following:
    • Address 1 field
    • Address 2 field (if applicable)
    • City field
    • State field
    • Postal field
    • County field
  2. Select the OK button.
    • If you are unable to save your address, confirm your address by checking the accuracy of your address. If you cannot save the address due to an error, select the Change Country link and choose your country. This will allow you to bypass the error before choosing OK. 
      • Click here for instructions on bypassing an address.
    • Note: When searching for England, select GBR (United Kingdom) to open the address fields.
Addresses page showing current addresses and fields to add a new address and address type.
Expand or collapse content Bypass an Address

Sometimes, a student provides a valid address that Clean Address doesn't recognize. This often happens when an apartment or home is under new construction. In cases where you've verified that a student's address is accurate and the address isn't recognized by Clean Address, bypass Clean Address by following the steps listed below.

The Clean Address database is updated every few months (with USPS data), so colleges do not need to report unrecognized addresses.

To view a table of invalid address error descriptions, visit the QRG 9.2 Update Address Information.  

  1. Enter the desired information into the following:
    • Address 1 field
    • Address 2 field (if applicable)
    • City field
    • State field
    • Postal field
    • County field
  2. Select the OK button in the lower-left corner.
  3. If the address is not verified as deliverable, a message box will appear at the top of the screen.
  4. In the message box, select OK.
  5. Above the Address field, select the Change Country link.
  6. Select USA by scrolling or searching.
  7. Select OK in the bottom-left corner.
  8. The Address History page displays. Verify the address in the Address History panel.
  9. Select OK.
  10. The Addresses tab displays. Select Save in the lower-left corner.

Phone and Email

Unlike “Home” or “Business” email addresses, students are not able to see, set, or modify their own “Other” email addresses. If the student has an “Other” email address on file and that email address has been set as their Preferred email address, the student will not be able to designate another email address as their Preferred email address without the direct assistance of a staff member. We recommend not using the “Other” email address type if possible and not setting the student’s “Other” email address as their Preferred email address.

A new query, QCS_CC_OTHR_EMAIL_PREF, in Production can be used to identify students who have their “Other” email address set as their Preferred email address

  1. You will next enter phone and email information for this individual.
  2. In the Phone section, select the Type list and choose the desired item from the drop down menu.
  3. Enter the desired information into the Phone field.
  4. In the Email section, select the Type list and choose the desired item from the drop down menu.
  5. Enter the desired information into the Email Address field.
Contact Information section showing mailing address, home phone, and home email.

Visa/Permit Data and Citizenship

  1. Use the Visa/Permit Data link to enter the visa/permit data that has been disclosed by the individual.
  2. Use the Citizenship link to enter the citizenship and/or passport data that has been disclosed by the individual.
Expand or collapse content Regional Tab
  1. Select the Regional tab.
  2. Enter the Ethnicity information that has been disclosed by the individual. Additional entries can be added by selecting the [➕] plus icon.
  3. The History section allows you to enter Military Status information. This section is not required and should only be entered if it has been disclosed by the individual.
Ethnicity section showing Hispanic/Latino selection, ethnic groups, and military status fields.
Expand or collapse content Personal Tab

Note: To view Sexual Orientation, Gender Identity, and Preferred Pronoun information on the Personal tab, users must have the SOGI role assigned to their user profile. If you do not have this role and require access, please contact your security administrator.

  1. Select the Personal tab.
  2. Choose the appropriate option from the Gender Identity drop-down list if the individual has shared their gender identity.
  3. Choose the appropriate option from the Sexual Orientation drop-down list if the individual has shared their sexual orientation. Why are we collecting this information?

Sexual Orientation & Gender Identity
The primary purpose for collecting sexual orientation and gender identity information is to ensure inclusivity and success for all students in our system. It is imperative, and a system goal, to provide safe places for all students to be affirmed in their identity and learn in an environment free from harassment and discrimination. In addition, this data will help the college provide services and create programs and curriculum designed to support student success within the LGBTQIA+ community.

  1. Choose the appropriate option from the Preferred Pronouns drop-down list if the individual has shared their pronouns. ⚠️Please remember that a person’s pronouns are considered sensitive information and must be protected as such. Pronouns are provided to support respectful and accurate communication with students and colleagues. They are not intended to be shared publicly or disclosed outside of these approved contexts.
  2. Verify that all information has been entered on each tab. Once the information has been verified, select Save. When you select Save, the system will generate an ID number.
Add/Update a Person Personal tab with gender identity, sexual orientation, and pronouns fields.