The Profile Tab

The Profile tab on the Person record lets you manage a record’s personal and account information.

Overview

Find a summary of data stored on the profile tab in the Overview section. Contact information includes the record’s rank-one Email, rank-one Phone, rank-one Mobile phone, and rank-one Evening phone. For the address, the rank one overall address appears.

Biographical

Select Biographical from the list on the right to find and edit the values stored in standard Slate biographical fields like name, birthdate, and citizenship.

This section includes a selector that lets you set the value of the Deceased field.

Citizenship

Citizenship Status is a calculation based on an applicant’s responses to the Primary Citizenship, Secondary Citizenship, and Permanent Residency Status fields on their application’s personal background page.

Based on the responses to these fields, Slate determines if the record is a:

• US Citizen (US Citizen)

• Permanent Resident (Alien Resident)

• Foreign National (Alien Non-resident)

United States (US)

If one of the countries of citizenship on this tab (Citizenship 1 or Citizenship 2) is United States, then the citizenship type is United States.

Applicant view:

Permanent Resident (PR)

If neither of the countries of citizenship on this tab is United States, and the Permanent Resident field is set to "Yes," then the citizenship type is Permanent Resident.

Applicant view:

Foreign National (FN)

If neither of the countries of citizenship on this tab is United States, and the Permanent Resident field is NOT set to "Yes," then the citizenship type is Foreign National.

Applicant view:

Contact

The Contact / Address section contains a record’s contact and address information. A record’s contact information is stored as Devices on the device table.

Email addresses and phone numbers are stored as devices. Custom device types can be added to capture things like social media account information. The default devices fields are Type, Priority, Value, and Notes. You can create custom device-scoped fields to store additional information about the device.

Devices can be queried on the Related → Device base.  

Default device types and fields

By default, a new Slate database includes common device types: Primary Phone, Mobile Phone, Evening Phone, and Email Address. These can be customized using instructions in Customizing Prompts for Standard Fields.  

The default device fields are:

• Type: The device type (e.g. Email Address, Mobile Phone)

• Priority: Priority of this device (high, normal, low, inactive)

• Value: The phone number, email address, etc.

• Notes: Custom notes related to the device

Custom device types and fields

You can capture additional contact information, like social media accounts, school email addresses, and more by adding custom device types to your database.

In addition, custom device-scoped fields can be created to store additional information about the device using instructions in 📖 Customizing Standard Fields & Prompts.

Querying on devices

Query on devices by starting on a Related base of Device.

📖 See Joins for more information about which joins to select when connecting records to devices.

Address

The default address types in the database are mailing and permanent. Permanent addresses are meant to remain unchanged. Mailing addresses include a Temporary field option for temporary or seasonal addresses. You can create custom address types as custom address-scoped fields.

Querying on addresses

Query on addresses by starting on a Related base of Address.

📖 See Joins for more information about which joins to select when connecting records to addresses.

Relationships

Person records store information on various associated relationships, such as siblings, parents, and fund stewardship. These relationships are stored as relationship records, which function like person records and store interactions and contact information. The Relationship section is also used to link person records to one another. For example, sibling or spouse records would exist as person records in the database and be linked together through the relationships tab.

Schools

Education history is stored in the Schools section. The institutions stored in the schools section should be those the constituent attended as a student. If a constituent works for a school, that information should be stored in the Jobs section.  

The Schools section is linked to the organization dataset in the database through the School Code. Custom school-scoped fields can be created to store school information in addition to the default information.

This article will guide you through the standard fields that are available when you wish to add an Institution to a Person record. Find this option by clicking the Profile tab on a Person Record. This knowledge will help avoid field duplication when adding custom fields and prompts.

Adding a school to a record

To add a new institution to a record:

1. Select New Institution.

2. Configure the following settings:

   • Institution: Start typing the name of an institution. Select an institution. The School Code, Country, City, and State will pre-populate. If the organization is not auto-suggested, enter data for Institution, School Code, Country, City, and State.

   • School Code: If not pre-populated, enter the unique identifier for the school (CEEB).

   • Dates Attended: Enter the dates the student attended the selected institution.

   • Level of Study: Select the Level of Study from the prompt values provided. Existing values may be modified and additional types may be added by configuring the Slate Standard Fields & Prompts.

   • Priority: The school's priority guides the application rank, as it is the first table rank criteria. Following the Priority, the ranking order is determined by Attended Date (To, if it exists. Otherwise, Attended Date: From), Created Date, then ID.

   • Degree: If desired, a 'Degree' field can be enabled by creating a prompt with a key of 'degree'.

   • Date Conferred or Expected: Enter the date the Degree was confirmed (or expected to be confirmed).

   • Major: Enter the student's major. By default, 'Major' is a text box field. Adding prompts with the key of 'major' will automatically change this text box field to a select list.

   • Major 2: A second major option can be accessed only when the 'major' prompt exists.

   • Minor: A 'Minor' field can only be accessed when the 'major' prompt exists.

   • Field of Study: If desired, a 'Field of Study' field can be enabled by creating a prompt with a key of 'field'.

   • GPA: Enter the student's GPA.

   • Recalculated GPA: Enter a recalculated GPA.

   • Class Rank: This field can be used to compare performance to that of others from in the same class.

   • Credit Hours: If available, include any credit hours received from the institution.

   • Language: If desired, indicate English is the primary language of instruction at the institution.

   • Website: If desired, include the website address of the institution attended.

   • Honors: If desired, an 'Honors' field can be enabled by creating a prompt with a key of 'honors'.

   • Awards: Enter text for Awards received.

3. Select Save.

Related dataset fields

Institution: Searches Organizations Dataset for Organization Name (Note: If an Organization Record does not exist for a particular school it will not show up in the autosuggest search)

School Code: Searches Organizations Dataset for CEEB

Rank

School Data is used to determine Rank.

School data are also saved as grouped fields.

Schools vs. organizations

The Schools table is a line of data that exists on a Person Record that is unique to that particular person. In contrast, the Organizations Dataset is a full listing of the thousands of institutions within your instance.

The way an Organization Record and a School Record on the Person Record are connected is the CEEB code, otherwise known as the key. Without a key, the connection between the two cannot be made.

Homeschool

For homeschooled students, the Organization Record Home School Clearinghouse with the key of 970000 can be considered as an option to collect Home School School data. This particular key is also used by College Board to identify Home Schooled students.

Otherwise, a brand new Organization Record can be created in order to connect School on the Person Record to a corresponding Organization Record.

Custom school-scoped fields and prompts

Using the Field Editor it is possible to create custom school-scoped fields to suit your institution’s needs.

Reformatting school-scoped data

To reformat school-scoped data:

1. Go to Queries / Reports.

2. Select New Query.

3. Configure the following settings:

   • Type: Configurable Joins

   • Category: Related

   • Base: School: This will return one school record per row.

4. Add at least the following exports:

   • Person: "Reference ID": A unique person-scoped identifier. You may also export any other unique person-scoped identifier.

   • School: "GUID": A unique school-scoped identifier. This is the GUID, or ID, of the school record.

5. Add filters for the desired records.

6. Run and export the query.

7. Open the file.

8. Clean the data in Excel.

9. Save the file.

10. Go to Database → Upload Dataset.

11. Reimport the file. This import should be Unsafe. You should at least be mapping:

    • "Ref": "Record" → "Slate ID Matching Only"

    • "School GUID": "Schools" → "School: GUID Matching Only"

    • The data you are looking to set/clean up

12. Verify the data stored as expected.

Scores

Test scores are stored in the Scores section. Manage the types of test scores available in your database in Database → Tests. Scores do not appear in Slate for Advancement databases.

Adding a test score to a record

To add a new test score to a record:

1. Select New Score.

2. Configure the following settings:

   • Type: Choose the test type. Once you select a type, options to enter the score populate.

   • Date: Enter the test date.

   • Status: Select Self-Reported, Verified, or Discrepancy.

   • Cancelled: Select if the testing agency notifies your school that a score has been cancelled.

     

3. Select Save.

Score permissions

Permissions can be updated as needed to reflect changes in organizational structure or business requirements:

Person Lookup (Unmask Test Optional Scores)

Grants read access to view a student record's optional test scores without masking.

If you’re using rules to set tests as Test Optional, this permission would be required to unmask and view masked tests on a person’s record. Test scores would still be visible in the reader if Test Scores were added to an application PDF or dashboard.

Person Update (Verified Scores)

Grants write access to create and edit verified test scores.

Requires Person Update permission. Allows a user to add verified test scores directly onto the person record.

Jobs

A constituent's employment history is stored in the Jobs section. Custom job-scoped fields can be created to supplement the existing default fields.  

Job Organization can be linked to a record in a custom dataset type such as Companies and Foundations through the Job Key field.  

Like interests, schools, and other objects on the Profile tab, jobs are saved as grouped fields.

Review the standard fields to avoid field duplication when adding custom job fields and prompts.

Job ranks

Slate ranks many types of records, including jobs. Jobs have one rank column: rank. There are no ranking exclusions—all jobs are ranked.

The ranking order for job records is:

1. Order of Importance (ascending): Only if all jobs have a value in the Order of Importance field

2. Dates of Employment - To (Most to least recent): If no To date is specified, defaults to the current date.

3. ID (ascending): If neither of the above are present, or are all equal, Slate sorts jobs by their unique IDs.

The SQL used to perform the ranking is:

select row_number()
over (partition by [record] order by [order], coalesce([to], getdate()) desc, [id])
as [rank]
from [job]

Courses

Courses a person has taken are recorded in the Courses section. Courses stored in the section have to be linked to an institution that exists in the person's schools section. Additional custom course-scoped fields can be created to supplement the existing default course fields.    

Interests

A constituent's interests and activities are stored in the Interests section. These interests can include anything from Greek life to volunteer work. Additional custom interest-scoped fields can be created to supplement the existing default course fields. Interests are saved as grouped fields on the interests table to allow for multiple entries. This article describes each of the settings available for configuration when adding a new interest to a record. It also offers best practices for storing interest data.

Adding a new interest to a record

1. Select New Interest.

2. Configure the following settings:

   • Interest Type: This field is provisioned as a text field but can be configured to utilize a prompt list instead. If using as a text field, type the interest type into the text box. If a prompt list is desired, insert within Database > Prompts with a key of 'activity_type.'

   • Name: This field is provisioned as a text field but can be configured to utilize a prompt list instead. If using as a text field, type the interest name into the text box. If a prompt list is desired, insert within Database > Prompts with a key of 'activity_name.'

   • Role: This text box is used to store the person's role in this interest.

   • Country, City, State: The location of the interest may be stored here.

   • Dates of Participation: Select the dates of participation in the interest.

   • Frequency of Participation: Denote the 'hours per week' and 'weeks per year' for frequency of participation in the interest.

   • Description: A description of the interest may be included here.

   • Order of Importance: Rank the order of importance of the interest.

3. Select Save.

When to collect interests

The Interests table stores more complex, multi-field interest records such as those that typically come from an application source, for example, with Interest Type, Name, or Frequency (in hours and weeks per year).

At the prospect or inquiry stages, applicants are usually expressing a general interest that may change at various stages of the prospective student funnel. As such, we generally recommend using the interests table at the applicant stage, when data is not likely to change, and the student must be logged in to fill it out.

How to collect additional interest data

Unless you intend to collect these additional details per-interest on your request for information form, a multi-value custom field will likely be the best approach at the prospect or inquiry level. Collect extracurricular interests at the prospect or inquiry level with a custom person-scoped field that is set to store multiple values rather than storing this information on the interests table.

Avoid field duplication when adding custom fields and prompts by reviewing the standard fields for storing person data under each section of the profile tab.

Since the interests fields are grouped data points, you are more likely to run into duplicate interests or inconsistent behavior if collecting this type of data from multiple sources. See Matching Criteria for System Objects for more information about matching on interests.

Sports

Sports the constituent has participated in are stored in the Sports section. These can be sports participated in at a club level, college level, or professional level.  

The sports that an applicant or student plays are stored on the profile tab of the person record in Slate. You can add new sports to your database as new sport prompts in the standard Sports field.

Applicants add sports to their applications on the Slate-hosted application’s Sports page.

Adding a new sport to a record

To add a new sport to a record:

1. Select New Sport.

2. Configure the following settings:

   • Sport: Select the sport in the dropdown. You can create new sport prompt values.

   • Rating: Select the rating in the dropdown. You can create new sport_rating prompt values.

   • Position: Enter position played.

   • Notes: Use for additional notes about the sport.

   • Priority: Choose a priority for the sport. Priorities include High Priority, Normal Priority, Low Priority, Inactive.

3. Select Save.

Creating custom sport-scoped fields

If you find the standard sport-scoped fields don’t cover enough detail for your purposes, you can create custom sport-scoped fields. Additional data you can capture might include club team name or high school coach’s name. Each sport can have its own value for a sport-scoped field.

Sports and the standard athletics portal

Coaches can use the standard athletics portal to track the application process of recruits and apply ratings to student athletes. Consider using sports in your database exclusively for those applicants who are actively recruited by coaches in your school’s athletics department.

Other ways to use sports

If you don’t have a varsity athletics program, you can repurpose the Slate sports table.

For example, track musical auditions by creating a prompt list using the key of sport that displays a list of musical instruments and using the sport_rating prompt to develop a rating process to track and grade musical auditions.

Account

The constituent's account information can be managed in the Account section. The information has several components listed below with a brief description. On the account tab, an administrator can see which constituent email address is associated with the account login and can reset a password for a constituent. 

In Account, with the appropriate permissions, you can:

• See which email address is associated with account login

• Reset the record’s password

• Impersonate the record

• Merge the account with another record

Email

The Account Email Address is the Rank 1 Email Address on the record. Editing the email address needs to be done in the Devices section in the Contact / Address section. Note that the displayed Email Address is what the record would use to log into a portal or form in your database.

Password

Displays whether or not a password exists on the record.

• Established: A password has been created.

• Not Established: No password has been created for the record.

• Reset: Resets the password by creating a new PIN and sending a password reset email to the account email address

PIN

A PIN is generated when an account is created for the first time or a password reset has been requested.

PINs expire in 180 days if not used to establish a password.

Impersonate

Directly impersonate the record to view a portal, form, or landing page as the record would view it.

Merge

Merge a duplicate record into another record.

Recent Logins

Displays when a record logs into the database (through a portal or form), and includes a timestamp, the host IP address, the browser and the computer OS the record is using, and the record’s location.

Recent Administrative Logins

Records when a user accesses the record. Provides the timestamp, host IP address of the user, and the user name.

Workflows / Read

The Workflows / Read section manages the workflows a constituent is currently in or can be added to. Selecting the Read link will take the administrator to the constituent's record in the reader for the specific workflow.  

Create Application

Select Create Application to create a new application directly from the individual’s record.

Two settings can be configured:

• Round: Select the appropriate Round for the application.

• Status: Select Application Submitted to administratively submit the application.
  

Select Create. A new application is created on the record.

Edit Slate ID

Select Edit Slate ID to enter values for custom IDs.  

The following settings can be configured:

• Internal ID: Often referred to as the REF ID, this ID is the integer value of the ref column on the person table. It is automatically assigned and cannot be updated. This field is often used as a matching criteria for use in Upload Dataset.  

• Override ID: If a match was made from previous matching criteria, and the Slate ID does not match, then an override ID will be set/updated for the record, and the Slate ID will appear as this new value on the record.

• External ID: The external ID for the person record is often generated by an external system and brought into Slate during an import process (from an SIS, finance feed, etc.).

• SSO Username: The username that will allow access to Slate using an institution's single sign-on. As covered in Single Sign-On, the Upload Dataset destination for this field is Record → Slate User Login Override.

  

Edit Restricted Access 

Constituent records can have their access limited to a specific user or users who have specific roles and permissions. Clicking the Edit Restricted Access link opens a popup with a link to Add a Grantee. The specific user, role, or permission can be added as a grantee.