Purpose

To allow the creation and maintenance of Person Address Details

SubSystem

Enrolments

Person block

This form can be accessed in two ways - either directly from the Main Menu, or from ENRF3000, through the Addresses button.

Accessing the Maintain Person Address Details form directly from the menu allows the user to query details in the Person Detail block and retrieve a number of records one after the other.

If the form is accessed from another form (for instance from ENRF3000 as a step in the Enrolment process), it opens with a Student ID carried forward as the context record. In these circumstances it is not possible to query any other Person Details.

Note: The person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

For example, the form is principally used for recording and changing student Addresses but may also be used for recording Addresses of other people in the System (e.g. Staff Members).

Person Address block

The Person Address block is used to record and display the Address Details for the person displayed in the block above. A number of different Addresses may be recorded for each person. Each Address is assigned an Address type. A person can only have one current Address for each type. Address types identify the circumstances in which an Address may be used. For instance, postal could be used for Australian Postal Addresses while overseas-postal could be used for students studying overseas.

Particular Address types are used in reporting student Addresses to Government, and for these types, physical Addresses rather than Postal Addresses should be used wherever possible - Post Office box, mail-service and similar details should be avoided. Since individual institutions make the decision about which types are used for this purpose, it may be necessary to consult a System Administrator, Statistics Officer or similar person about the Address types used for Government reporting purposes in your institution.

Address types determine the layout and content of the Person Address block. Address types are maintained using the Maintain Address Types form (ORGF0116), where the Person Address block layout and field names for each Address type are specified. ORGF0116 also permits Address types to be nominated as Correspondence Addresses. When a nominated 'Correspondence' Address type is selected in the Person Address block, the word CORRESPONDENCE is displayed, in red text, in the top right hand corner of the block.

For example, individual institutions will determine the Address types they wish to use and the configurations for those Address types. Typical Address types might be Postal, Home, Overseas-Postal, Overseas-Home, Internal.

The student's residential address is added to the eCAF in Student Connect. (An institution's Customised Views determine which address (domestic or international) will populate the eCAF - More information about Callista's Customised Views can be found in the technical documentation for the lastest release - see Callista Product Centre).

Address Line values may be reported to TCSI in the HE Students Data group.

The Person block contains:

• Person ID
• Sex
• Date Of Birth

The Person Address block contains:

• Address Type
• Description
• Start Date
• End Date
• Field names defined for selected Address Type

Rules/Notes:

• Ensure that the correct person record is displayed
• Navigate to the Person Address block
• Enter Insert mode
• Select the required Address type from the list of values (or key a valid value) in the Address Type field of a blank record. The current Date will be inserted as the Start Date for the record
• If the new Address is to be effective from a Date other than the current Date, change the value in the Start Date field to the effective Date
• If this Address is to be effective only for a known period enter the Date from which the Address will cease to be effective in the End Date field
• Navigate to Address Details box. This causes the display configuration to change
• Enter the Address Details into the appropriate fields. (the field layout and field names are determined by the Address type selected.)
• Save

Rules/Notes:

Only one Address of each Address type can be effective at any point in time.

Only one Address of each Address type can have no End Date set.

Only one correspondence Address can be effective at any point in time.

Some lines of an Address may have been specified as Mandatory and/or Uppercase by your System Administrator.

To modify an Address record for a person using the Maintain Person Address Details form:

• Find the record to be modified
• Modify the record as required
• Save

Rules/Notes:

If an address for which an External Address ID exists, is modified, then the VERIFIED lamp will disappear. In addition the EXT_ADDRESS_ID, AUSPOST_DPID and BARCODE_NUMBER values will be cleared from the PERSON_ADDR table and the record for this address will be removed from EXT_ADDR_GEO_DMGRPHC table.

Whilst Address records can be modified, it may be preferable (unless the modification is to correct an incorrectly keyed Address) to End Date them in order to maintain a history of Addresses.

To delete an Address record from a person using the Maintain Person Address Details form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

Whilst Address records can be deleted, it may be preferable to End Date them in order to maintain a history of Addresses.