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In this Article
| Table of Contents |
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Term Data
- Term = Semester
- All Academic Term data is maintained by the Data Team and is not editable in Salesforce
- ELI Sessions are currently maintained by the Data Team, but will be maintained by ELI in the future
- Any Classes set up for the Intensive English Program must follow these ELI Session dates (see Peoplesoft Class Scheduling Policy)
Quick Links
Contacts
Contact Data
Contact Data Types
| Record Type | Purpose |
|---|---|
| PeopleSoft Contact | Store all data for Contacts who have an assigned uNID. |
| General Contact | All other data for Contacts who do NOT have a uNID. |
- As soon as a Contact has a confirmed uNID, the Record Type must be changed to PeopleSoft Contact
Available Contact Data
- Contacts will be created in Salesforce when:
- Students enroll in a Course Offering
- Students register for an event
- An Individual submits a Case to any department
- An individual signs up to receive Marketing communication
Creating New Contacts
- Any new Contact created in Salesforce must be associated with the General Contact record type.
- New Contacts are only created for business purposes outside of Enrollment data. Examples include:
- Contacts affiliated with a Business Organization (including industry Contacts)
- Contacts affiliated with an off-campus Partner
- Contacts affiliated with ELI Partnership Universities or Agents
- If you need to create a Contact that has a uNID, please submit a ticket to the Help Center.
- uNIDs must be entered in the 8-digit number format (ex. "01234567")
Contact Data from PeopleSoft
The following Contact data for students & instructors is imported into Salesforce from PeopleSoft:
| Field | Notes |
|---|---|
| Name (First, Middle, Last) | |
| Birthdate | |
| Gender | |
| FERPA | Checkbox, FERPA details must be viewed in PeopleSoft |
| Deceased | Checkbox |
| Other Phone | |
| PeopleSoft Email | Email marked as preferred by the individual in PeopleSoft |
| University Email | Official University email address (ex. u1234567@utah.edu) |
| Work Email | Employee email address, if applicable |
| Alternate Email | Additional email address, if provided |
| Do Not Mail | PeopleSoft service indicator if the Contact does not want to receive our catalog |
| Address | PeopleSoft Address with Mail Type = Mail |
Because PeopleSoft is the master record for all student data, these fields will not be editable by CECE Units.
Editable Contact Data
| Field | Notes |
|---|---|
| Nickname | |
| Self Reported uNID | |
| Preferred Phone | Controls which email address is the primary. |
| Mobile Phone | |
| Home Phone | |
| Work Phone | |
| Do Not Call | |
| Preferred Email | Controls which email address is the primary. |
| Personal Email | Email field to enter an email address not found in PeopleSoft. |
| Current Address |
Managing Contact Email Preferences
Duplicate Management
- It is possible to have duplicate Contacts in Salesforce. Duplicates are created when there are 2 records in PeopleSoft with different uNIDs and there are Course Connections (enrollments) on both records.
- When a duplicate is identified, the duplicates are recorded on an Excel Online sheet shared with the DESC team. These duplicates are sent to the Registrar's Office to be evaluated and resolved. Duplicates must include:
- Name
- uNID
- Birthdate
Affiliation Data
PeopleSoft Scheduling Data
- Most data in Salesforce is a view of the PeopleSoft data in Salesforce
- Any PeopleSoft data in Salesforce is not editable
- Updates to Scheduling data must be made through the proper scheduling processes
- Salesforce data will be refreshed for any Term in which registrations can happen, plus one Term in the past
- When we stop updating a Term's data, we will delete data for the oldest Term in Salesforce (2 years in the past)
- Cross-over dates will correspond with the University Academic Calendar for the "Registrations dates begin"
Data Scope
| Object | Data Scope |
|---|---|
| Contact | Cumulative, at this point |
| Course, Course Offering, Course Connections | Rolling 8 Academic Terms |
| Course Offering Meeting | Current Term |
Terminology Equivalencies
| PeopleSoft Term | Salesforce Term |
|---|---|
| Class | Course Offering |
| Meeting Pattern | Course Offering Meeting |
| Enrollment | Course Connection |
| Semester | Term |
Course Offering Data
Editable Course Offering Data
| Field | Notes |
|---|---|
| Primary Partner | Partner associated with the Course Offering. Cannot be an on-campus entity. Must be a Business Organization. (Ex. Professional Education and StormWind Studios) |