Entering Emergency Contact Data

Purpose: Use this document as a reference for entering emergency contact information in ctcLink.

Audience: College Staff responsible for maintaining student information.

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

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

Search for the Student

Navigation: Campus Community > Personal Information (Student) > Biographical (Student) > Emergency Contacts
OR
Navigation: Campus Community > Personal Information > Biographical > Emergency Contacts

  1. Navigate to the Emergency Contacts page.
  2. Use any of these fields to find your student:
    • ID / Campus ID / National ID – Enter what you have; you don’t need all three.
    • Last Name / First Name – Handy if you don’t have an ID.
  3. Click Search.
  4. If multiple students appear, select the correct one from the results.

Add or Update Emergency Contact Information

Emergency Contact Information Tab

Emergency Contact

  1. Contact Name (Required): Type the full name of the emergency contact.
  2. Relationship (Required): Pick the relationship from the drop-down menu (Parent, Spouse, Friend, Other, etc.).
    • Check the Primary Contact box if this person is the student’s main emergency contact. If a student has multiple contacts, only one should be marked Primary.
  3. Email Address: Optional – add if the contact can be reached by email.
  4. Missing Person Contact: Check this box only if this person should also be flagged if the student is determined to be missing.
  5. Comments/Notes: A free-text box if you need to add extra details (e.g., “Lives nearby,” “Prefers texting”).
  6. Select the Add a New Row [+] button to enter multiple emergency contacts.
Emergency Contact Information

Contact Address

  1. Country: Defaults to USA, but can be changed if the contact lives abroad.
  2. Address: Click Edit Address to add street, city, state, and ZIP.
  3. Same Address as Individual: Check this if the emergency contact shares the same address as the student.
    • Field Behavior:
      • If Same Address as Individual is not selected, the section is titled Contact Address.
      • If Same Address as Individual is selected, the section title changes to Individual’s Current Address.
Emergency Contact Section

Contact Phone

  1. Phone / Extension / Country: Enter a main phone number here.
  2. Same Phone as Individual: Check this if the contact uses the student’s phone number.
    • Field Behavior:
      • If Same Phone as Individual is not selected, the section is titled Contact Phone.
      • If Same Phone as Individual is selected, the section title changes to Individual’s Phone.
Individual's Phone section

Other Phone Numbers Tab

Add Other Phone Numbers (Optional)

  1. Click the Other Phone Numbers tab if the contact has more than one phone number.
  2. Phone Type (Required): Choose type (Mobile, Home, Work, etc.).
  3. Phone / Extension / Country: Enter the additional number.
  4. Repeat as needed using the Add a New Row [+] button.
  5. Click Save.
  6. Process complete.
Other Phone Numbers tab

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.

View the external link to Entering Emergency Contact Data. This link will open in a new tab/window.

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