Demographics

Tool Search: Demographics

The Demographics tool lists the individual's general person information within the Campus system. All people for whom data is tracked, including students, staff, parents/guardians, household members, etc., have a Demographics record that includes the following information: 

Fields vary by state. Please see your state's State Tools articles for more information on Demographics procedures in your state.

State Edition Users

Multiple districts may have the same person in their Census data, but with differing information. All data will sync to the state, but the record that displays in State Edition on the Demographics tool will be from the district that "owns" the person's current identity.


Screenshot of the Demographics editor.Demographics Editor

Changes to a person’s Demographics record may erase historical information. When  changes to a person's name, Social Security number, gender or birth date are necessary, create a new Identities record rather than updating information on this tool. Deleting a Demographics record is not recommended.

Read - Access and view information on the Demographics record.
Write - Modify existing information on the Demographics record.
Add - Upload a student or staff picture; add new information to the Demographics record.
Delete - Permanently remove the Demogprahics record, which deletes all history of the person in Campus. This can only be done when no integral records are tied to the record. 

See the Tool Rights section below for more details on what actions can be performed with each right.

Person Information

The Person Information editor provides basic information about the person being viewed. Users can view a person's relevant background/identification data.

Fields on this editor are often  used in state reporting and other areas of the Campus application. For example, pictures uploaded in this editor can be displayed in other modules (Grade Book, POS).

Click here to expand...

Screenshot of the Person Information Editor.Demographics - Person Information

When entering Information in the Last Name, First Name or Middle Name fields, double quotation marks and parentheses are NOT allowed.

Data Element

Definition

Ad hoc Field Name

Last Name

The individual's last name.



individual.lastName

individual.legalLastName

student.lastName

student.legalLastName

First Name

The individual's first name.

individual.firstName

individual.legalFirstName

student.firstName

student.legalFirstName

Middle Name

The individual's middle name.

individual.middleName

student.middleName

Suffix

The generational assignment as part of his/her name (i.e., Jr, III) by which the person is referred.

individual.suffix

individual.legalSuffix

student.suffix

student.legalSuffix

Gender

The indication of whether an individual is male, female or other (non-male, non-female). Other Gender is only included when a state has chosen to include additional gender option(s).

individual.gender

individual.legalGender

student.gender

individual.legalGender

Birth Date

Person's date of birth.


Access to see this information for staff is controlled by a tool right. See the Tool Rights section for more information.

individual.birthDate

student.birthDate

Social Security Number

Social Security Number (SSN) assigned to the person. Please see additional information on Social Security Number Tool Rights.

individual.ssn

student.ssn

Race/Ethnicity

Person's/ethnicity determination. Please see additional information on the Race/Ethnicity Wizard.

individual.raceEthnicity

student.raceEthnicity


Other race/ethnicity fields are available. Any race sub categories that may be used by the state are also available.

  • student.hispanicEthnicity, fedRace.hispanicEthnicity
  • student.raceEthnicityFed, fedRace.raceEthnicityFed
  • student.raceEthnicityDetermination, fedRace.raceEthnicityDeterminiation

Birth Country

Country in which person was born.

individual.birthCountry

student.birthCountry

Date Entered US

Date the person entered the United States.


The entered date must be on or before the current date; future dates cannot be entered.

ident.dateEnteredUS

This field is in the Identity History folder.

Date Entered US School

Date the person began attending school in the United States.

ident.dateEnteredUSSchool

This field is in the Identity History folder.

Birth Verification

Indicates the legal document used to verify person's birth.

ident.birthVerification

The code assigned to the selected verification type reports.

This field is in the Identity History folder.

Home Primary Language The name of the specific language the individual uses to communicate at home.

individual.homePrimaryLanguage

student.homePrimaryLanguage

Secondary Language

The name of another language the individual uses to communicate at home.

This field may not be available for all districts.

individual.langugeAlt

student.languageAlt

Nickname

Nickname preferred by person.

This field may not display for all states. 

individual.alias

student.alias

Comments

Additional comments about the person.

ident.comments

Upload Picture


When selected, users can browse to a saved file where this student's picture is stored. The picture is viewable in other parts of Campus - Seating Charts, Point of Sale Terminals, etc.

 

Use the Photo Import tool to upload pictures for multiple students.

N/A
 

Protected Identity Information is available on the Identities tool.

Person Identifiers

The Person Identifiers editor contains unique person identifying information. The fields in this editor are used to identify a person throughout the Campus system - for state reporting purposes, person searches, person records, etc. 

For settings related to the generation and format of identification numbers, please see the Student Number Formats, System Preference (District) and System Preferences (State) articles.

Click here to expand...

Screenshot of the Person Identifiers editor under Demographics. Person Identifiers

Data Element

Definition

Ad hoc Field Names

Local Student Number

Student's district identification number, used within school/district.

Tool rights (noted above) are necessary to modify the student number.

student.studentNumber

individual.studentNumber

NASIS ID

Student's NASIS identification number, as assigned by the Bureau of Indian Education (BIE).

 

This field only appears to BIE users.

student.otherID

individual.otherID

Generate Number / Generate Number (System Preference Disabled)

Mark this checkbox to generate a Local Student Number. If the Local Student Number is filled, the 'Generate Number' checkbox will not appear.

 

This checkbox may not display or may not be usable, depending on the settings of the Student Number Format tool.

student.studentNumber

individual.studentNumber

Student State ID

Student's identification number, as assigned by the state Department of Education.


Tool rights are needed to see this value. When no tool rights are assigned, NO ACCESS displays in the field.

 

Generation of this field may depend on district/state System Preferences.


Massachusetts Users Only: This field may be updated with the SASID received via SIF from the State as specified in the SIF StudentPersonalRefID.

Tool rights (noted above) are necessary to view the State ID.

student.stateID


Local Staff Number

Staff member's district identification number, used within school/district.

Tool rights (noted above) are necessary to modify the staff number.

individual.staffNumber

Staff State ID

Staff member's identification number, as assigned by the state Department of Education.


Tool rights are needed to see this value. When no tool rights are assigned, NO ACCESS displays in the field.

 

Generation of this field may depend on district/state System Preferences.

Tool rights (noted above) are necessary to view the State ID.

individual.staffStateID
MCI Number Indicates the Master Client Index (MCI) Number, a health-associated ID that ties individuals to their health information.

This field displays for Delaware users only.

Person GUID

Unique identifier assigned to each person entered into Infinite Campus. This is a database identifier field and cannot be modified.


Tool rights (noted above) are necessary to view the GUID.

student,personGUID

individual.personGUID

Portal Username

Indicates the person's Campus Portal username.


For users with proper tool rights to the User Account tool or who have an SIS Product Security role, the displayed Portal Username becomes a hyperlink that when selected, redirects you to the user's User Account.


usage.username

Staff members who have proper calendar rights and the 'Reset Portal Password' sub-right assigned have the ability to reset a parent or student's account by selecting a Reset Password hyperlink found to the right of the Portal Username.

Screenshot of the Portal Username with an arrow pointing towards the Reset Password hyperlink.

Once selected, create a new password for the person. Create a new password and then inform this person of their new password. Using the password you provided, the next time this person logs into Infinite Campus they are forced to create a new account password for themselves.

Screenshot of Change Password option. When this option does not display for users who do not have proper calendar rights (rights to the calendar the student is actively enrolled in) and the 'Reset Portal Password' sub-right assigned (see below).
Ed-Fi ID

A unique identifier used to tie the person's records within Campus to their Ed-Fi record within the Ed-Fi system. See the Enter an Ed-Fi ID article for more information.


This field and its functionality is not available for all Campus users.


student.edFiID

individual.edFiID

Update Former Student to Staff Member

When a former student becomes a staff member within the school district, update the Person Identifiers. 

  1. Search for the person.
  2. In the Person Identifiers editor, remove the Local Student Number. The Student State ID number remains.
  3. Enter a Local Staff Number for the individual.
  4. For states using Ed-Fi, click the Get Ed-FI ID in the Staff State ID field for the individual.
  5. Click Save.
    Screenshot of suing Get Ed-Fi ID button to populate staff state ID.
    Person Identifiers
  6. When the Date of Birth and Race/Ethnicity elements are not being reported by a district for staff, navigate to the Identities record and edit/remove the information entered in the Date of Birth and Race/Ethnicity fields that were entered when the individual was a student.

Personal Contact Information

The Personal Contact Information editor contains phone numbers, messaging preferences and the language preferred for receiving messages. Voice preferences only display when the district is using Campus Messenger with Voice.

In order for contacts to receive Emergency messages, they must have the Emergency checkbox marked on the phones designated to receive these calls.

Click here to expand...

Screenshot of the Personal Contact Information editor.Personal Contact Information  

This editor may not show voice and text Messenger Preference Contact Reasons when the district does not use Campus Messenger with Voice or Text Messaging functionality.

Data Element

Definition

Ad hoc Field Names
Email/Secondary Email

Lists the person's email addresses.

The primary Email address displays in the following areas:

  • A teacher's email address displays in Campus Student.
  • A parent's email address displays on the Roster.

The Secondary Email address does NOT display in these areas, but is included on the Person Summary Report.


When Campus Human Resources is enabled, the Email is the staff's personal email and Secondary Email is the staff's work email. 

pcontact.email

pcontact.emailMessenger

Cell Phone

The person's cell phone number.

pcontact.cellPhone

Other Phone

Additional phone number (not applicable to the Cell Phone, Work Phone or Pager fields).

pcontact.homePhone

contacts.homePhone

Private 

When the Private checkbox is marked, indicates the details should be kept within school settings. See the Private Checkbox Information section for more details.

 

Marking this checkbox does not have any effect on any Messenger settings.

pcontact.homePhonePrivate

pcontact.workPhonePrivate

pcontact.cellPhonePrivate

pcontact.emailPrivate

pcontact.secondaryEmailPrivate

Work Phone

The person's work phone number.

pcontact.workPhone

Pager 

The person's pager number.

pcontact.pager

Preferred Language

Indicates the language in which the person prefers to be contacted. This field is used in Messenger tools and in letter wizards (Attendance Letters, Behavior Letters, POS Letters, HR Letters, Account Letters, Letter Designer) sent in languages other than English. Languages can be added in the Attribute/Dictionary

pcontact.communication Language

Comments

Details related to the person's contact information.

pcontact.comments

Messenger Preference Contact Reasons

Data Element Definition
Delivery Device The device for which message preferences are being set: email, voice or text.
Emergency Indicates Emergency messages should be sent to the delivery device.
Attendance Indicates Attendance messages should be sent to the delivery device. Attendance messages notify guardians when students are absent or tardy from class.
Behavior Messenger

Indicates Behavior messages should be sent to the delivery device. Behavior messages notify guardians when a student is involved in a behavior incident.

Staff

Indicates behavior referral messages are sent to the selected delivery device.


This does not indicate a staff person receives Staff Messenger related messages. When this checkbox is marked, the staff name is available for selection in Behavior Preferences and can be selected in the Notify field on the Behavior Referral.


This column only displays when the person has a District Assignments record.


For users who have a District Assignment record and are also parents of students enrolled in the district, the Staff checkbox displays on the Contact Preferences list as well. 

General

Indicates that messages marked as General Notification and sent from the Scheduling Messenger, Behavior Messenger, Staff Messenger, Survey Messenger or Message Builder should be sent to the delivery device.

 School Choice Messenger also uses this option.

Food Service Indicates POS Account Messenger messages should be sent to to the delivery device. POS Account Messenger messages notify guardians of current account balances and when food service accounts have low or negative balances.
Priority
Indicates that messages marked as Priority Notification and sent from the Staff Messenger, Survey Messenger or  Message Builder should be sent to the delivery device.
Teacher Indicates that messages sent from any of the Instruction Messenger tools (Grades Messages, Missing Assignment Messages, Class Messages, Failing Assignment Scheduler and Missing Assignment Scheduler) should be sent to the delivery device. When given rights by the district or school, teachers can send messages to guardians regarding failing grades and missing assignments. They can also send general announcements.

Users must have this checkbox to receive Process Alerts.

The section below shows a representation of the marked checkboxes for an individual when included in a Filter Designer. 

Click here to expand...

When these checkboxes are marked, that information is stored as bit values in the database, and each one has a different value. These values are also displayed in the Filter Designer. When multiple checkboxes are marked for one person, a total value is calculated, as well as a Binary Total.

Screenshot of the Binary Values Totals from the Filter Designer Messenger Contact Preferences - Binary Values Totals from the Filter Designer

The combination of checkboxes a user has marked totals up to a single number value. That number value, when written out in binary, becomes a visual showing which of 8 checkboxes are checked, with '1' meaning marked and '0' meaning not marked. (Note the Staff checkbox only displays in the UI for people who are staff members.)

The Ad hoc fields can be selected here: 

Screenshot of the Messenger Contact Preferences Ad hoc Fields.Messenger Contact Preferences Ad hoc Fields

Establish Messenger Preferences

Messenger preferences are used to designate which email and/or phone numbers should be used to contact people associated with Campus (i.e., guardians, students, staff).

Any person who has a relationship with a student can be designated as a messenger contact for that student, as long as the Messenger checkbox is marked for that relationship on the Relationships tool. All voice, email, text and survey messages sent from the system generate a Process Alert (for staff members only) or Portal Inbox (for parents and/or students with Portal accounts) message to the recipient, regardless of the preferences set in this area.

The messenger preferences can be established and/or updated through one of the following methods:

  • Batch setting/updating preferences for all contacts through the Contact Preferences Batch tool - System administrators can set preferences for all messenger contacts en masse.
  • Manual setting/updating of preferences for individual contacts on the Demographics   tool - Users with rights to the Demographics tool can modify messenger preferences of individual contacts.
  • Guardian and/or student contacts set/update their own preferences in the Campus Portal - Messenger contacts with Portal accounts can set/update their own preferences for receiving messages, when the school allows them to do so. This ability is granted to Portal users only when the Contact Information checkbox is marked in the  Portal Options .
  • Staff contacts set/update their own preferences through My Data (My Demographics) - Staff members can request modifications to their contact information, including phone numbers/email address and messenger contact preferences.

When a selection is made for a particular contact type in the Messenger Preferences area, the contact receives a phone call/email/text for the specific type of message, when applicable. When the message applies to students, the contact receives one message per student to which he/she has a messenger relationship (as indicated by the Messenger checkbox on the Relationships tool). Any phone number/email address that is marked to receive a message receives one message per applicable student.

Campus Messenger with Voice Preferences

Each type of phone message listed (i.e., Emergency, Attendance, Behavior, General, Priority and Teacher) can be assigned to a listed contact phone number (i.e., Household, Other Phone, Work Phone, Cell Phone). When more than one phone number is indicated for the same type of message (e.g., the Work Phone, Cell Phone and Household Phone numbers are marked to receive High Priority messages), multiple calls are made. This means that a person marked as a messenger contact for more than one student may receive the same message multiple times on multiple phone numbers.

Emergency Voice Messages

The Emergency Messenger dials all contact phone numbers marked to receive Emergency messages.

When no phone numbers are marked for communication, emergency voice messages are not be delivered to the contact.

When the emergency message is sent for more than one school (rather than as one message from the district level), a contact may receive multiple messages, when that messenger contact has been assigned to more than one student.

Text Messaging Preferences

The Text checkbox only appears in districts that use both the Text Messaging and Voice Messaging add-on features.

The Text Delivery Devices checkbox allows text messaging as a contact method for household, other phone, cell and/or work phone numbers.

Emergency Text Messages

Emergency Messenger text messages are only delivered to a recipient as a final attempt at contact. They are ONLY sent when all initial emergency phone calls and the scheduled number of redials have been attempted for the number without receipt confirmation from the recipient. Should the recipient confirm receipt of the message (by pressing "0" after listening), all text messages scheduled for delivery to any non-shared phone numbers for the recipients are canceled. Additional phone calls and/or redials to non-shared phone numbers are also canceled. Shared phone numbers must be confirmed separately to cancel additional calls to the number. However, shared Text numbers are not canceled.

District Defined Elements

This editor may not display to all users.

When displayed, the District Defined Elements editor contains district-localized fields. (Screenshot for example purposes only)

Screenshot of the District Defined Elements editor.District Defined Elements   

Modification Alerts

The Demographics tool contains sensitive information related to a person’s basic identifying information. Because of this, specific tool rights have been added to control which staff person has the ability to see those data-sensitive fields. In addition to user security rights, a notification is available that indicates which user modified which information about a person (student, staff or other person).

Changes to a person’s Demographics record may erase historical information. When changes to a person's name, Social Security Number, gender or birth date are necessary, create a new Identities record rather than updating information on this tool. Deleting a Demographics record is not recommended - it may delete the person.

When demographic data is modified, a record of the change is available at the bottom of the Person Information editor and the Personal Contact Information area. This change alert displays the user who made the modification, the date of the modification and the time.

Screenshot highlighting the Demographic Modification Notice.Demographic Modification Notice  

Report Options

The Print icons, located in the action bar, allow a user to generate a report for the currently viewed person by choosing either the Person Summary print icon or the Demographic Data print icon. Both of these reports can be printed in either PDF format or DOCX format.

Person Summary Report

The Person Summary report includes household, address and relationship information, and contact information.  To not print the individual's preferred gender, remove the selection of the Display Gender Identity on Report checkbox. Gender Identity reports from the Gender field on the Identities record (not the the Legal Gender field in the Protected Identity Information section).

Screenshot of the popup to generate the Person Summary Report.Person Summary Report

Screenshot of an example Person Summary Report in PDF FormatPerson Summary Report (includes Gender Identity) - PDF Format

Demographics Data

The Demographics Data report includes all information stored on the Demographics tool, including contact phone numbers/email/ secondary email, Messenger contact preferences and preferred contact language. To not print the individual's preferred gender, remove the selection of the Display Gender Identity on Report checkbox. Gender Identity reports from the Gender field on the Identities record (not the the Legal Gender field in the Protected Identity Information section).

Screenshot of the popup to generate the Demographics Data Report.Demographics Data Report

Screenshot of the Demographics Data Report with no no Gender Identity.Demographics Data Report (no Gender Identity) - PDF Format

Active Address information is based on the End Date entered on the address. This end date is inclusive of the last day. For example, when the address is ended for a household as of September 19, that address is considered active until the next day (September 20), at which point the new address is active and prints on reports and displays on the Summary page. 

Manage Documents

To view documents, click the Documents button on the action bar. Users with the appropriate tool rights may also complete the following tasks.

Additional Demographics Information

Tool Rights

For more information about Tool Rights and how they function, see the Tool Rights article.

Full access to the Demographics tool requires the following tool rights:

Click here to expand...

Read Write Add Delete
Staff State ID
User can view the staff person's state-assigned identification number.

User can also select the staff ID number in Ad hoc reports.
User can add the staff person's state-assigned identification number when there is no existing value. User can edit and remove a state-assigned identification number for the staff person. N/A
Student State ID
User can view the student's state-assigned identification number.

User can also select the student ID number in Ad hoc reports.
User can add the student's state-assigned identification number when there is no existing value. User can edit and remove a state-assigned identification number for the staff person. N/A
GUID 
User can view the person's Global Unique Identifier. N/A N/A N/A
Modify Local Student Number

User can modify the student's locally assigned student number.


Assigning any right level (R, A, W, D) allows this ability.

N/A N/A N/A
Modify Local Staff Number

User can modify the staff person's locally assigned student number.


Assigning any right level (R, A, W, D) allows this ability.

N/A N/A N/A
View Staff Birth Date & Age
User can view the staff person's birth date and age. User can modify (including delete) the staff' person's birth date and age. N/A N/A
Ed-Fi ID
User can view the student's Ed-Fi ID. User can modify the student's Ed-Fi ID using the Use Ed-Fi ID button. User can modify an exisitng Ed-Fi ID or add a new Ed-Fi ID using the Use Ed-Fi ID button. N/A

These tool rights also carry through to any reports generated from Demographics. For example, when a user is not assigned the View Staff Birth Date & Age tool right, that information does not display on the Person Information editor or on the Person Demographics and Person Summary Reports, or when searching for staff.

Separate tool rights are necessary for viewing a person's Social Security number.

When a user does not have the View Staff Birth Date & Age tool right but does have rights to modify Demographics or Identities, upon saving of the changes, the Date of Birth field does not display for that user, but it does still exist on the record.

Demographics Information in Ad hoc Query Wizard

Demographics information is available in the Query Wizard for Student Data Type filters and Census/Staff filters. Fields can be selected from the following folders:

  • Student > Demographics
  • Person > Demographics

Additional fields are also available in the Student > Demographics > Identity History and Person > Demographics > Identity History folders.

Fields available on Demographics are noted in the table of field definitions below.

Notice that when creating a Census filter, the field names begin with individual; when creating a Student filter, the field names begin with student. Fields from the Identify History folder begin with ident. 

Screenshot of the Census/Staff Demographic Ad hoc Fields.Census/Staff Demographic Ad hoc Fields

Screenshot of the Student Demographic Ad hoc Fields.Student Demographic Ad hoc Fields