9.2 Create A Person Profile

Purpose: Use this document as a reference for creating and maintaining individual Person Profile information (i.e. Degrees, Certifications, Languages, etc.) in ctcLink.

Audience: Human Resource Administrators and HR Specialists.

Person Profiles are created in the Workforce Development module.

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

  • ZC HR Employee Maintenance
  • ZD HR Central Config VW
  • ZD HR Employee Maintenance VW
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

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

IMPORTANT: In order to enter Person Profile Information the individual must have an existing Biographical Record in Workforce Administration. Refer to QRG for Modifying a Person to verify.

There are multiple areas to update in Profile Management, for this example we will focus on Education.

Create a Person Profile

Navigation:  Menu > Workforce Development > Profile Management > Profiles > Person Profiles

  1. The Person Profiles search page displays.
  2. Select the Add New Value tab, (the Profile ID will default to NEW).
  3. Select the Add button.
  4. The Person Profile page displays.
  5. Enter or Select the Empl ID from the lookup option.
  6. Select a Profile Type from the lookup option.
  7. The Profile Status will default to Active, change if needed.
  8. The Description will default to the individual's name, leave as is.
  9. NOTE: Leave the Profile Actions field as is.
  10. The Person Profile page displays.
  11. Select the tab for the Content Type entry (i.e. Competencies, Education, Qualifications, etc.) For this example we will select Education.
  12. The Education page displays.
  13. In the School Education section, select the Add New School Education the link.
  14. The Person Profile pagelet displays.
  15. The Effective Date defaults today's date, change if needed. *Required Field
  16. Select the Education Level from the lookup option. *Required Field
  17. The Status defaults to Active, leave as is. *Required Field
  18. Select a Country from the lookup option. (optional)
  19. Select a State from the lookup option. (optional)
  20. Select a School Type from the lookup option. (optional)
  21. Select a School Code from the lookup option. (optional)
  22. Enter the name of the school in the School Description field. (optional)
  23. Enter the Average Grade. (optional)
  24. Select the Completed box, if the person completed this Education Level (for this example, if the person did not graduate from HS leave the box unchecked).
  25. NOTE: To add multiple Education Levels, select the Apply and Add Another button.
  26. Select the OK button.
  1. The Person Profile page displays.
  2. In the Degrees section on the Education tab, select the Add New Degrees hyperlink.
Person Profile page, Education tab
  1. The Add New Degrees pagelet displays.
  2. The Date Acquired will default today's date, change if needed.
  3. Select the applicable Degree. *Required Field
  4. Select the applicable Major. *Required Field
  5. The Status will default to Active, leave as is. *Required Field
  6. Select a Country from the lookup option. (optional)
  7. Select a State from the lookup option. (optional)
  8. Select a School Type from the lookup option. (optional)
  9. Select a School Code from the lookup option. (optional)
  10. Enter the name of the school in the School Description field.
  11. Enter the name of the school in the Major Description field.
  12. Select a Minor Code, if applicable. (optional)
  13. Enter the Minor Description. (optional)
  14. Enter the Average Grade. (optional)
  15. Enter the GPA. (optional)
  16. The Graduated box will be checked, leave as is (for this example, if the person did not graduate or obtain a post HS Degree, uncheck the box).
  17. Enter the Year Acquired.
  18. Check the Terminal Degree for Discipline indicator box, if applicable.
  19. Enter any notes or comments in the Educator box (this is a free text box).
  20. NOTE: To add multiple Degrees, select the Apply and Add Another button.
  21. You may need to scroll down to bottom of window to view the Apply and Add Another and OK buttons.  Button not shown in screen shot.
  22. Select the OK button.  
  23. The Person Profile page displays.
  24. In the Areas of Study section from the Education tab., select the Add New Areas of Study link.
  25. The Add New Areas of Study pagelet displays.
  26. The Date Acquired will default today's date, change if needed.
  27. Enter the Area of Study.
  28. The Status will default to Active, leave as is.
  29. Enter the Grade. (optional)
  30. NOTE: To add multiple Areas of Study, select the Apply and Add Another button.
  31. Select the OK button.
  32. The Person Profile page displays.
  33. Select the Save button.
  34. Notice all sections are now filled with the information assigned.

End of procedure.

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