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Data Entity Types

It is important to clearly define data entity types in order to facilitate standard data management of the various types across the college. The following types of data entities have been identified:

Employee: Current Employees: Staff; Faculty, Administrative, Student-Employee; Past Employees: Retiree and other prior Employee

Student: Current, Former, Applicant, Recruit

Vendor: Company/Corporation/etc., Independent Contractor, Employee, Student

Other Types: Alumnus, Spouse, Parent, Corporation, Non-person Entity, Other Person (Example: Emergency Contact) and Enrolled Student

If an entity is a current or a past employee, Human Resources or Payroll will have responsibility for entering and updating the following data elements:

  • Name
  • Gender
  • Date of Birth
  • Marital Status
  • Deceased Indicator and Date
  • Citizenship
  • Social Security Number
  • Confidential Indicator
  • Degrees (Not awarded by COCC)
  • Prior Institutions (Not COCC)
  • Honors (Not awarded by COCC)
  • Visa Type
  • SEVIS/Foreign National Information

Data Management for different entity types:

There are times when an employee is also, or has been a past student, or recruit, or has some other type of non-employee record in College systems. In these cases data element changes can sometimes come into the systems electronically and not manually.

In cases where an employee requests a change (example: name change) or reports another personal information data error, the employee should be directed to Human Resources/Payroll because the change may affect the employee payroll record.

In cases where errors result, affected departments should work with Human Resources or Payroll to resolve the error as appropriate.

If an entity is NOT an employee and is a student, then the Registrar will have responsibility for the above data elements.

If a Vendor entity is NOT an employee and NOT a student, Purchasing and Accounts Payable will have responsibility for Social Security Number / Federal Employer Identification Number, citizenship, visa type or other international information.

Address types are defined separately based on rules defined in the College systems.

Last Updated: 6/9/20 - jshew

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