Overview

This setting lets an institution choose which identification number should be shown as an extra column in several Student-related lists across the system. Instead of opening each Student’s individual record to see a specific ID number, staff can display it directly in enrollment and participant lists, making everyday tasks such as attendance checks, enrollment reviews, or CRM follow-ups faster and more consistent.

By default, this setting is left blank, meaning no extra identification column is shown anywhere until an administrator deliberately configures it.

 

 

What This Setting Does

This setting is a single-choice (dropdown) option. An administrator selects one type of identification number to be displayed. The available choices are:

• Passport Number
• ID Card Number
• ID Card Number (if empty, then Passport Number is shown instead)
• Global Registration Number
• Social Security Number
• External Code
• Tax ID
• Unified Government ID
• (Left blank / not selected) — this is the default; no identification column is displayed

Once a value is selected, an additional column labeled “Identity Number” automatically appears in the relevant lists (described below), showing the corresponding value for each Student. If the setting is left blank, this column simply does not appear anywhere, for anyone.

The column label itself always reads “Identity Number”, regardless of which type of number was selected — it does not change to say “Passport Number” or “Tax ID”, for example, even though the values shown will be of that type.

 

 

Where It Is Used

Setting location: Settings → Core Settings → Student Form / Registration → Default Values group. The field is labeled “Selection of Identification Number to be displayed in various student enrollment lists”.

Once configured, the “Identity Number” column appears automatically — with no further action required — in the following areas:

• The Students list inside a Group’s profile page
• The enrollment grid used when managing Students within a Group or Course
• The Enrollments list inside a Course’s profile page
• Participant lists inside the Activities module
• CRM lists of recipients linked to cases, actions, or forms

This setting does not affect:

• Gradebook or Term Grades screens
• Assessment or Assignment marking screens
• The Mass Billing form
• Any printed certificates, letters, or exported reports

Each of the areas listed above as exceptions has its own, separate setting that controls the same type of identification column independently (see Notes, Section 7).

 

 

Business Logic / Behavior

The following business rules govern how this setting behaves:

• Off by default. Until an administrator explicitly selects a value, no identification column appears in any of the affected lists, for any user.
• Always visible to Administrators and Staff. Once a value is selected, Administrators, Staff, Parents, and Students viewing the affected lists will always see the “Identity Number” column.
• Special rule for Teachers. Teachers are treated more carefully, because some identification numbers (such as Tax ID, Social Security Number, or Passport Number) are considered sensitive personal data:

– If the selected value is Global Registration Number, Teachers automatically see the column as well, with no further configuration needed. This is because a Global Registration Number is treated as basic administrative/reference information rather than sensitive personal data.

– If any other value is selected, Teachers will only see the column if two additional conditions, controlled by separate settings, are both satisfied (see Prerequisites below). If those conditions are not met, the column is simply hidden from Teachers — it does not cause an error, and other users are not affected.

• Independent per institution and per language. This setting is configured separately for each institution and can present differently-worded labels per language, but it is not tied to a specific academic period, individual user, or role.

 

K-12 Mode vs. Higher Education Mode

This setting behaves identically whether the institution is operating in standard (K-12) mode or in Higher Education mode (i.e., regardless of whether “Enable Configuration for Higher Education” is switched on or off). No difference in the available choices, the affected lists, or the Teacher-visibility rule was found between the two modes. The two settings are unrelated; they simply happen to be configured on the same general Core Settings screen.

Prerequisites

For Teachers to see the “Identity Number” column when a value other than Global Registration Number is selected, an administrator must also:

1. Ensure Teachers are not restricted from viewing Students’ contact and demographic information (a separate setting controls this restriction — see Notes, Section 7).
2. Enable the option that grants Teachers visibility of Student identification numbers specifically on the Student List & Progress Form screens (a separate Teacher rights setting — see Notes, Section 7).

If either of these two conditions is not met, Teachers will not see the column, even though the setting itself has been configured. No prerequisites apply for Administrators, Staff, or other roles — for them, configuring the dropdown is sufficient on its own.

 

 

Examples

Example 1 — Showing ID Card Number to office staff.

Alpha Academy wants office staff to see each Student’s ID Card Number directly in the Group enrollment list, instead of opening every Student’s profile individually. The administrator sets this setting to “ID Card Number”. From that point on, an “Identity Number” column appears in the Group’s Students tab, the Course Enrollments tab, and the Activities participant lists, showing each Student’s ID Card Number. A Student named Jordan Lee, whose ID Card Number is “ID-458216”, will now show that value in the new column. Because Teachers were not separately granted visibility for this type of number, the column does not appear when a Teacher views the same list — only Administrators and office Staff can see it.

Example 2 — Using Global Registration Number for both staff and teachers.

Beta Institute wants both administrative staff and teaching staff to be able to quickly identify Students by their internal Global Registration Number when reviewing Course enrollments. The administrator sets this setting to “Global Registration Number”. A Student named Casey Rivera, with Global Registration Number “REG-2026-00042”, now appears with that value in the “Identity Number” column across all the affected lists. Because Global Registration Number is treated as non-sensitive administrative data, Teachers automatically see this column too, without needing any additional configuration.

 

 

When to Use

 

When to Enable

• Staff routinely need to identify Students in enrollment or participant lists by a specific number (e.g., an ID card, tax, or registration number) without opening individual Student profiles.
• The institution wants a consistent, at-a-glance identification column across Group, Course, Activities, and CRM lists.
• CRM staff need to cross-reference Students with an external identifier when handling cases, actions, or forms.

When to Disable (leave blank)

• The institution has no operational need to display an identification number in these lists, and prefers a simpler, less cluttered list view.
• The chosen identification number would be considered sensitive, and the institution does not want it displayed in general enrollment lists, even to Administrators or Staff.
• The relevant identification numbers are not consistently collected or maintained for Students, which could result in the column showing blank or inconsistent values.

 

 

Notes

Related settings (each is configured independently — enabling this setting does not enable or affect the others, and vice versa):

• “Selection of Identification Number to be displayed in the gradebook” (Settings → Core Settings → Marking Settings → Gradebook / Term Marks – Gradebook_Identification_Number_Selection)
• “Selection of Identification Number to be displayed in the assessment marking” (Settings → Core Settings → Marking Settings → Assessments / Assignments – Selection_Of_Identification_Number_To_Be_Displayed_In_The_Assessment_Marking)
• “Selection of Identification Number to be displayed in the Mass Billing Form” (Settings → Core Settings → Financial Settings → General Financial Parameters (Additional) – MassBilling_Identification_Number_Selection)
• “Show Student ID from Teachers” (Settings → Core Settings → Teachers Portal Rights – Show_Student_ID_From_Teacher) — controls whether Teachers can see identification numbers at all, and on which screens.
• “Teachers do not have access to their Students’ contact and demographic data” (Settings → Core Settings → Teachers Portal Rights – Check_apokripsi_stoixeion_epikoin_ton_mathiton_se_kathigites) — must be switched off for Teachers to see the column (except when Global Registration Number is selected).
• “Enable Configuration for Higher Education” (Settings → Core Settings → Higher Education Customization – Xrisi_parametropoihshs_kolegiou) — unrelated in function, but located on the same general Core Settings area.

Assumptions and points to confirm:

• The on-screen help text for this specific setting does not explicitly mention the Teacher-visibility prerequisite described in Section 4. This requirement was inferred from the system’s consistent behavior across its sibling settings (such as the Gradebook version, whose help text does state this prerequisite explicitly). Institutions relying on Teacher visibility of this column should confirm the prerequisite settings are configured as described.
• The “Identity Number” column heading does not adapt to the selected identification type on the screens covered by this setting. This differs from the equivalent Gradebook setting, where the column heading does change to match the selected type. Do not expect the column title itself to indicate which identification number is being shown — only the values will differ.
• Minor inconsistency observed: the Teacher-visibility rule (Section 4) is applied consistently to Group, Course, and Activities lists, but this could not be fully confirmed for the CRM list view specifically. If CRM display behavior for Teachers is important to your institution, verify it directly in a test environment before relying on it.