Creating a Custom Data Field

To create a custom data field, complete the following steps:

  1. Select System Administration in the top navigation bar to open the System Administration menu along the left side of the page.
  2. Expand the Student Record Fields options in the left navigation menu and select Field Aliases.
  1. Select the + icon in the Field Aliases header to open the Create Custom Data Field modal.
  2. Enter a descriptive name for the custom data field in the Field Name field.

    Note: You will not be able to update this value once the field is created, as the name will be used to create a field alias in the following format: CustomData.FieldNameWithoutSpaces.

  3. Enter the type of data input the field will allow in the Field Type field.

    Note: If you select Code Lookup, you will be able to define each code and its corresponding description after you select Create.

    The following field types are available:

    Field TypeDescription
    Code Lookup

    Contains a user-defined list of acceptable data input values (codes).

    Once you have created the code lookup field in the Create Custom Data Field modal, you will then define each code and its corresponding description in the data dictionary. Valid values include blanks, special characters, letters, or numbers.

    Date

    		Contains only calendar dates in the MM/DD/YYYY format.

    Decimal

    		Contains only numeric data. Valid values include positive numbers, negative numbers, and null values, which indicate that no data is present.

    Integer

    Contains only numeric data. Valid values include whole positive numbers, whole negative numbers, or null values, which indicate that no data is present.

    You can also use custom integer fields to store the results of calculations using a custom process target.

    StringContains free-form alphanumeric data. Valid values for a string include blanks, special characters, letters, or numbers.
  4. Enter a full description of the custom data field in the Description field. If you choose to display this field in the student record, the description will be displayed as well in an informational tooltip.
  5. If the field contains personally identifiable information (PII), set the Contains PII setting to Yes.
  6. Select the area of the student record associated with the custom data field from the Associated With dropdown list.

    This is the area where the field will appear on the student record if selected in Custom Data Views. Once this value is saved, it cannot be changed.

    From the Custom Data Views page, custom data can be placed on various pages of the student record, including:

    • Student Profile – This is where you can put non-year specific custom data such as student demographics.
    • Academic Years and Payment Periods – This is where you can put data that is academic year- or payment period-specific, such as a field indicating the student's interest in summer for that academic year, or a field indicating if the student has a business office hold for that payment period.
    • Aid Package – This is where you can put information regarding a student's aid package, such as a scholarship ranking score. Custom data placed on this page is academic year-specific.
    • Student Employment – This is where you can put information about a student's work-study. Custom data placed on this page is academic year-specific.
    • Other Custom Data – This page can display all other custom data fields not associated elsewhere and allows you to customize the layout so that the data you create is displayed in customizable sections that include section titles and descriptions. Custom data placed on this page is academic year-specific. For more information on setting up custom section titles and descriptions in the Other Custom Data view, see Organizing Other Custom Data Views.

A success message is displayed in the upper right portion of the page letting you know the custom data field has been created.