ADDRESS CHANGE PROCEDURES
IN SIS PLUS SYSTEM
PROPOSAL SUBMITTED BY AD HOC COMMITTEE
March 3, 1998
(1) Allow any AU administrator to update the local, permanent, and mailing addresses, but
NOT billing addresses.
(a) A new form was drafted for all offices for this purpose. (Attached)
(b) Address usages and input rules are explained on the change of address form.
(c) Students needing assistance with BILLING addresses should be referred to the Office
of Bursar.
AMENDMENT: Billing addresses can also be changed by any AU office. Students
can be referred to Office of Bursar if they need special assistance with billing addresses.
(2) Allow students and/or employees (with Tiger Club accounts, i.e.) to update their own
local, permanent, and mailing addresses, but NOT billing addresses, on the WEB.
(a) A new screen for mailing addresses will need to be created in SIS and made available
on the WEB.
(b) Address usages and input rules, as explained on address form, should also be included
on these WEB update screens.
AMENDMENT: Billing addresses will also be displayed on the WEB for student to
change.
RELATED ISSUES TO BE ADDRESSED:
(1) Security Considerations
(a) Control of billing addresses could be secured by limiting faculty/staff update access to
only the 004 - Permanent Address, 005 - Local Address screens and the Mailing Address screen
to be generated with Screen builder.
(b) Other administrative offices (Registrar, Admissions, Financial Aid) would retain update
access to the 003 - All Addresses screen, but would honor procedures to refer students to Bursars
office for billing address changes.
AMENDMENT: Special security considerations will not be necessary since any
administrative office will have authority to change billing addresses.
(2) Address Usages Limited to B, L, or P Values in Batch Processes
(a) Address usages can be customized by adding DBD values to data element AD215;
however, while testing some of the batch processes that use address preference parms, the
committee has confirmed that ONLY the B, L, or P address usage values are valid for some, or
maybe all, of the delivered processes that use addresses. Because of this limitation, decisions
must be made by all user offices as to whether it would be more efficient to change their
traditional usage codes or to formulate ways to work around this limitation.
Meanwhile, Nina Goodman is working with SCT as a member of the Product
Enhancement Committee to see if this limitation can be resolved as a needed fix to the base
product.
AMENDMENT: The usage limitations inherent in some of the delivered processes
are restricted to only B/R processes as far as the I-Team has been able to determine at this
point. The functional and technical support personnel for B/R will work together to
determine the most appropriate way to deal with the delivered limitations.
(3) Directory Restrictions/Release of Information Outside University
(a) New change of address form includes a question relative to including address
information in student directory, but John Fletcher has proposed that Directory Information
restrictions be collected via a separate form. (Attached)
(b) Restriction of address information to Student Directory (screen 003) and Release of
addresses and other biographical information outside the University (screen 011) must be
clarified.
USE OF THE DIRECTORY RESTRICTION FLAG ON SCREEN 003 IN PLUS STILL
NEEDS TO BE CLARIFIED.
(4) Retention of Address Change Forms
(a) It would seem reasonable that the different offices making address changes would
NOT be required to maintain a file of these forms; however, each office may want to establish
their own guidelines in this regard.
(5) Auditing Address Changes
(a) The last address change made to any address is automatically documented in the
Maint/Oper field of all the address screens. This field records the date of the address change and
the 4-digit Operator ID of the employee making the address change. Each office may want to
provide an Operator ID reference list to identify which 4-digit Operator ID has been assigned to
each employee.
(b) Further address change information could be recorded on the comment screens if any
office wishes to do so.
(c) WEB address changes are also documented on the address screens with an Operator
ID value of 9998.
Amendments added 4/15/98
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