Student Contact Information

Student Contact Information was restructured to accommodate a more intuitive way for students to record it. Phone Numbers will be captured independent of Address records, and additional Address records can be coded as Emergency Contacts. Vergil also allows for the collection of personal Email Addresses. The SIS Mainframe and SDS will continue to serve as the primary, central data storage for student records and billing until all phases of the SIS Replacement project are complete.

Below is information about how data was migrated from the mainframe to Vergil, how necessary data is sent back and stored in the mainframe, and new features. 

Additional Contact Information

Students will manage their Preferred/Chosen Name in Vergil. Changes will sync to the mainframe and other systems overnight. 

Per Registrar policy, Vergil will only display Preferred/Chosen First and Preferred/Chosen Middle Name. 

  • Students will be able to add up to three (3) personal email addresses
  • These are for reference only; all CU communication through the platform will be sent to official Columbia email addresses
  • These email addresses will not be sent to the Mainframe; they will eventually be available in SDS.
  • Student personal email addresses can be referenced in Vergil

Phone Numbers

  • Though they are initially sourced and loaded from physical address records in the Mainframe, phone numbers are decoupled from physical addresses in Vergil
  • Only the most-recent and current phone number per each type - Work and Mobile - from the student’s Local and Permanent addresses display in this section
  • Phone numbers under the “Primary” label in SSOL (phone_day in the Mainframe) have been remapped to the “Work” label in Vergil
  • Phone numbers under the “Mobile” label in SSOL (phone_night in the Mainframe) are mapped under the “Mobile” label in Vergil
  • In addition to the phone numbers from Local and Permanent addresses, Mobile numbers the student has enrolled in the Emergency Notifications service from Public Safety (via the Text Message Enrollment page in SSOL) display in this section

 

All mobile numbers will default to receive Emergency Text Message Notifications. Existing phone numbers captured in SSOL for the RAVE emergency notification system will be migrated to Vergil as Mobile (M4, M5, M6). 

All Mobile numbers that display in this section are defaulted to Emergency Notifications toggle “on. 

  • Students will be able to add up to three (3) phone numbers of each type - Home, Mobile, Work
  • All Mobile numbers may be set to receive Emergency Notifications. New Mobile Numbers will default to being opted in. 
  • Only one (1) phone number can be designated as Primary.
  • Only the Primary phone number will be sent to the Mainframe and be available in SDS at go-live
  • Phone numbers will continue to be stored with physical addresses (ADDR) in the Mainframe and SDS.
  • The Primary phone number that is sent to the Mainframe from Vergil will populate both the phone_day and phone_night fields on both the student’s Local and Permanent addresses, if they exist.

Address Records

Student Managed Addresses

Current Local (LO) and Permanent (PM) addresses were imported from the mainframe and display in Vergil. Phone numbers tied to these addresses in the mainframe are displayed separately. Once live, students will maintain this information in Vergil; the address screens will be shut down in SSOL.

Two new addresses were created for students - Summer Mailing (SU) and Study Abroad (SA). These addresses will only be available in Vergil and eventually SDS.  

Columbia Managed Addresses

Lerner Hall Mailbox (LH), CUIMC Mailbox (MB), Columbia Apartment Housing (RE), and Columbia Residence Hall (RH) addresses display as view-only in this section

Addresses coded as LH, MB, RE, or RH are maintained by the Office of Parent and Family Programs, and are used primarily by Columbia College and SEAS undergraduate students. 

Admissions Address Detail

This information is only available in the SIS mainframe and SDS for now. It was not imported to Vergil. 

 

 

  • Only changes to Local (LO) and Permanent (PM) addresses will be sent to the Mainframe and be available in SDS at go-live. 
  • Study Abroad (SA) and Summer Mailing (SU) will be available in Vergil and eventually SDS
  • Address information that is sent to the Mainframe will be stored with the “SIS2” LMOD user
  • Post go-live, all addresses in Vergil will be sent directly to SDS for reporting

Emergency and Other Contacts

  • Emergency (ER/EE), 2nd Emergency (E2), Next of Kin (NK), 2nd Next of Kin (N2), and Missing Student Contact (MA/ME) information are imported from the mainframe and editable by students.
  • These records have all been mapped to the “Emergency” contact type in Vergil
  • Relationship values for all emergency contacts in Vergil are set to “Other” for go-live. 
  • Emergency contact records are stored in Vergil as 1st Emergency (E1), 2nd Emergency (E2), 3rd Emergency (E3), 4th Emergency (E4), 5th Emergency (E5)
  • Students will be able to add up to five (5) Emergency Contacts in Vergil. They can designate one (1) Primary Emergency Contact. 
  • Only the Primary Emergency Contact will be sent to the Mainframe and SDS.
  • Emergency contact Name and Relationship information will be sent to PINF on the Mainframe
  • Emergency contact Address and Phone Number information will be sent to ADDR on the Mainframe and may be coded as ER, E2, NK, N2, MA depending on the order they were created in Vergil. 
  • Emergency contact Email Address information will not be sent to the Mainframe
  • Eventually all Emergency and Other contacts will be sent to SDS directly. 

Emergency Contact Relationship