No SSN on Application vs. SSN in CS

Owned by Elaine Chance
Last updated: Nov 06, 2023
4 min read

This is most common scenario to be caught through suspense.

Scenario:

Incoming Application

Left SSN field blank

In CS

Matched a student but student has an SSN

Steps:

  1. Click on Search/Match Results, and a new window will pop up with the Integrated Search Results page.

     

  2. On the Integrated Search Results page, click on Detail, and a new window will pop up with the Add/Update a Person page.

     

  3. A new window will pop up with the Add/Update a Person page. You should now have 3 browser tabs opened with:

    1. Constituent Staging

    2. Integrated Search Results

    3. Add/Update a Person

  4. On the browser tab that has Constituent Staging open, click on the Constituent Details tab (second tab). This will bring up the student’s suspended application.

     

  5. Compare between the pages Constituent Staging and Add/Update a Person.
    Pay attention to the following before starting Step 6:

    1. On Contistuent Staging, Some sections are hidden by default, such as National ID, click on the arrow to expand (see screenshot below)

    2. Reminder:

      1. Constituent Staging is the new application that is coming into CS.

      2. Add/Update a Person is the existing student information in CS.

  6. Start with Name with both pages side-by-side.

    1. On the page - Add/Update a Person, click on Names.

       

    2. Click on Name History (In this example, the student only has a Primary Name in CS).

       

    3. On the page - Constituent Staging, look at Name Information.
      Name Information consists of two tabs: Primary Name and Preferred Name

      1. Toggle by clicking on the right arrow (see screenshot below)

      2. Type of Name - PRF: Preferred Name
        Type of Name - PRI: Primary Name

         

      3. Check against the two pages.

       

    4. On the page - Add/Update a Person, click OK and OK to return to the main page.

  7. Using the same two pages, start checking Date of Birth.

     

  8. After Date of Birth, check National ID (the field for Social Security Number or Individual Tax Identification Number).

    In this scenario, the student has an existing SSN in CS on the left (Add/Update a Person) but the SSN is missing on the suspended application on the right (Constituent Staging).

    By pushing the application through, the following will happen:
    -> The Social Security Number that is already on the student’s profile will stay.
    -> Address, Phone, and Email will be added if not exist already in CS.

  9. Continue verifying the following between the two pages :

    1. Address

    2. Phone

    3. Email

  10. If their information matches, and you determine that they are the same person:

    1. If their CE career is DISC OR new to CE career (have an existing career under UGRD):

      1. On the Constituent Staging page, in the Constituent Status drop-down menu, select Update ID.

      2. Enter the student ID in the ID field (you can copy and paste it from the Add/Update a Person page).
        (If you hit Enter on your keyboard after entering the student ID, it will show the name of the person to whom the ID belongs. (Use this as a way to verify that you entered the correct student ID.)

      3. Scroll to the bottom of the page, and click SAVE.

    2. If their CE career is active already, this means that they did not have to submit this application,

      1. On the Constituent Staging page, in the Constituent Status drop-down menu, select Ignore.

         

      2. Scroll to the bottom of the page, and click SAVE.

Here is a reminder on how to decide:



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