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

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

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")

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.

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

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
- Email

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"

Object	Data Scope
Contact	Cumulative, at this point
Course, Course Offering, Course Connections	Rolling 8 Academic Terms
Course Offering Meeting	Current Term

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)