Creating a person record/TU ID number (SPAIDEN)
Before creating a person record/TU ID number, search to make sure the person doesn’t already have a record. See also: https://tulaneregistrar.atlassian.net/wiki/spaces/REGISTRAR/pages/67239951
Determine if the person already has a record
When SPAIDEN opens, your cursor will be in the ID field. Press the tab key to open a new unlabeled field. Type in the person’s name using the following convention: “LastName, FirstName”. Press Enter.
If there’s no existing record, you will see the message “*ERROR* Name is invalid”.
To create a new person record, click the plus [+] sign, which is the Generate ID button.
Duplicate check
GOAMTCH (Common Matching Entry) opens, which is used to check the database to avoid creating a duplicate record for the same person. For the Matching Source, enter/select ONLINE.
Click in the Last Name field to access the Data Entry block of the form.
Enter the person’s last name in the Last Name field.
Enter the first name in the First Name field.
Continue to add other details that the Admissions Office normally captures on the recruit record if available:
Date of birth in the Birth Date: Day (DD), Month (MM) and Year (YYYY) fields.
Telephone number for the mailing address
Personal e-mail address
Other miscellaneous data
Enter PR=Permanent Address Type
Click the Duplicate Check button.
Create the new ID
If no matches are found, you will see a message asking if you’d like to create a new record. Click Yes.
An ID number is generated for the person, and the following message is displayed.
Click on the OK button and the SPAIDEN form is returned for you to complete the data entry.
If matches are found, entries will populate the Potential Matches tab at the bottom of the form.
Scroll through the entries to determine if an existing entry in the database matches the person’s information you are entering. Highlight the record that matches. Click on the UPDATE ID button if the information found is a correct match. A message box is displayed with information updated, or fields not updated if it already existed or if not entered.
Enter data in SPAIDEN
Click OK to return to SPAIDEN General Person Identification page. Click Go.
Addresses
An address will be displayed if one has been previously entered.
To enter an address click on the Insert Record button.
Click on the Search/look up button for the Address Type field. Enter all relevant address information.
Save.
Telephone
Use the Telephone tab to add new telephone numbers to Banner, or to change existing numbers.
Biographical
The Biographical tab allows you to enter or change the following information:
Gender
Date of birth
Social Security Number
Citizenship – Values are:
Y | U.S. Citizen |
R | Permanent Resident (PR Visa types) |
N | International Citizenship |
Marital Status
Veteran Status
New Ethnicity – Select either Latino or Non- Latino.
Race - For US citizens and permanent residents (PR Visa types).
Click Save when finished.
Email Address
Use this tab to add a new e-mail address or change an existing address. Add any e-mail information for parents here.
Click Save when finished.
Emergency contact
Use this tab to add "Next of Kin" information, you can add as many as the student provides indicating the priority1, 2, etc.
You can pull down the address type for the contact, e.g. ,permanent (PR), father (FA), mother (MO), etc., and the address lines will populate with the address information from the address screen.
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