LOCATING A STUDENT RECORD

There are several essential screens for locating student records. You may also need to consult one or more of the helper screens in order to find a student's record.

You will learn to locate a student record by:

• PID
• Student Name
• Student SSN

LOCATING A STUDENT RECORD BY PID

Typically, student records are accessed by entering a student's identification number in the SID field and requesting a student-related screen, such as screen 003.

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Procedure

• Enter NC for INST
• Leave AU blank (so all academic units will be searched)
• Type in the student's PID
• Press the enter key.

What you will see

The student's record is brought into context. This means for all subsequent student-related screens you access, you will be viewing this student's data until you call another student's record into context.

You can locate a student's SSN using PID, screen 0SN.

LOCATING A RECORD BY STUDENT NAME

If you do not know the SID, you may conduct a NAME SEARCH to see if the student has a record in our system. There are 2 ways to conduct a name search:

• You may conduct a name search in SIS from any screen by typing the student's name in the SID field (see the procedure below).
  
  
• You may also conduct a name search, or check for other names under which the student may be listed, from any of the following name search screens, by selecting the screen number shown and following the steps below.
  
  
  • 002 Name Search (Shared Components)
  • 102 SR Name Search (Student Records)
  • 202 AM Name Search (Admissions)
  • 302 FR Name Search (Financial Aid)
  • 402 BR Name Search (Billing and Receivables)

IMPORTANT

You must leave the Academic Unit (AU) field blank if you want to search all units.

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Procedure

1. Enter NC for INST
   
   
2. Leave AU blank (so all academic units are searched)
   
   
3. Type in the SID field as much of the students' name as possible, using the format: LAST NAME (space NO COMMA) FIRST NAME
   
   
4. Press the enter key.
   
   
   • If there is an exact match with a name in the system, that student's record will be brought into context, on the screen in which you were working, with the SID displayed.
   • If there is not an exact match, you will be switched to the name search screen (in that component), and shown a list of records IN THAT COMPONENT who share the name or partial name you typed into the SID field.
   
   
5. If the list is too lengthy, move the cursor to the SEARCH KEY field at the bottom of the screen.
   
   
6. Enter a more complete version of the student's name.
   
   
7. Press the enter key.
   
   
8. Look through this list to see if the name you are searching for can be found.
   
   
   • If so, type that person's LINE NUMBER in the appropriate field at the bottom of the screen.
   • If not, you can use your return key to move forward in the list until you find the student's record. Type that person's LINE NUMBER on the appropriate field at the bottom of the screen.
   
   
9. Press the enter key.

What you will see

The student's record is brought into context. This means for all subsequent student-related screens you access, you will be viewing this student's data until you call another student's record into context.

IMPORTANT

You may locate a student's record even if s/he has had an official name change of which you are not aware. For example, if you were searching for "Test O. Smith" and this person is now listed in the system as "Test O. Jones," you may conduct the search on "Smith." The system will bring the student's record into context and display his/her current name of record when a student-related screen is accessed.

For more info on past student names, see screen 01N or screen 007.

LOCATING A STUDENT RECORD BY SOCIAL SECURITY NUMBER

If you do not know the student PID (Person ID) number (which went into effect in SIS-C on April 13, 1998), and you do know the student Social Security Number, (or previously assigned SID number in SIS-C), then you may use screen 0ID to find the student PID number.

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Procedure

1. Enter NC for INST.
2. Leave the AU blank (so all academic units are searched).
3. Type in the student's social security number in the SID field.
4. Press the enter key.

What you will see

The student's record is brought into context. This means for all subsequent student-related screens you access, you will be viewing this student's data until you call another student's record into context.

You can locate any previous SIDs for a student, screen 007.

HELPER SCREENS: LOCATING A STUDENT RECORD

0SN SSN Lookup

This screen allows you to view student's SSN using the PID.

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Procedure

1. Enter Student ID (PID)
2. Press the enter key

What you will see

• student's name
• student's date of birth (DOB)
• student's social security number
• student's sex

01N Name Change

This screen allows you to view student name changes.

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Procedure

1. Enter Student ID (PID)
2. Press the enter key

What you will see

• student's current name
• special name flag for any special spelling or marks that should appear in printed reports
• all previous student names (if any)

007 Basic Bio/Demo Data

This screen allows you to view any previous SIDs.

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Procedure

• Enter Student ID (PID)
• Press the enter key

What you will see

• basic student data, including name, state and county of origin and birthdate
• private student data, including ethnic status, next of kin information, and sex
• student preferences for name
• privacy flag and deceased student fields
• alternate SIDs

We hope that this information is of assistance to you. If you have questions about finding student records, please contact a Training Specialist at either 962-9838 or 843-3498, or a Student Records Representative at 962-3956.