Overview
Personal Data Configuration (also labeled “Available fields Configuration” where it is opened from) is a dedicated configuration screen, not a simple on/off switch. It lets your institution decide, field by field, which pieces of personal information appear on the Admission Sign-up form and on the Online Re-registration form, whether each field must be filled in, whether it can be edited once a value exists, and what value it starts with.
Admission and Re-registration are two different moments in a person’s relationship with your institution – a first-time application versus a returning person confirming their record – so the screen lets you configure the same field differently for each. For example, a field can be required when someone first applies, but read-only or optional when they come back to re-register.
The screen is reached from two places in Admission Settings, both of which open the same configuration screen:
Available fields Configuration/AdmissionPersonalDataConfiguration (Admission > Admission Settings > General Admission Settings > Basic Settings)
Available fields Configuration/PersonalDataConfigurationRereg (Admission > Admission Settings > Online Reregistration > Online Reregistration TABs)
What This Setting Does
Opening Personal Data Configuration shows a list of the personal-data fields used on the Admission and Re-registration forms – for example contact details, addresses, relatives, and basic identity information. Each field in the list can be configured with the following options, set separately for the Admission form and for the Re-registration form:
- Visible – whether the field appears on the form at all.
- Required – whether a value must be entered before the form can be submitted.
- Read-only – whether the field is shown but cannot be typed into or changed.
- Read-only once a value exists – whether the field can be filled in once, and is then locked from further editing by the person filling in the form.
- Default value – a value the field starts with automatically, saving the person from typing it in. This option is not available for a handful of core identity fields, such as the person’s Photo, First Name, Last Name, Middle Name, and Title, which must always be entered by the person themselves rather than pre-filled.
Each field on the list can also carry its own short Info note, written by your administrator, which is shown next to the field on the form to explain in plain language what is being asked for. This is useful for any field whose purpose might not be obvious to an applicant or family filling in the form.
Where It Is Used
The choices made on this screen take effect on two forms used elsewhere in the application:
- The Admission Sign-up form – the form used by new applicants (or by staff on their behalf) to apply for admission.
- The Online Re-registration form – the form used by returning _Students_ and their families (for example Parents) to confirm and update their information for a new period.
Because the two forms are configured independently on the same screen, a field can behave differently depending on which of the two forms is being filled in. No other form in the application is affected by this configuration.
Business Logic / Behavior
- Admission and Re-registration settings for the same field are independent. A field can be Visible and Required on the Admission Sign-up form, for instance, while being hidden or read-only on the Re-registration form, and vice versa.
- If a field is switched off (not Visible) for a given form, that field is treated as blank when the form is submitted, even if a value is present behind the scenes. Turning a field off is therefore a genuine way to stop collecting that piece of information through that form, not just a way to hide it visually.
- A field marked Required must contain a value before the form can be submitted; the person filling in the form sees a validation message until it is completed.
- A field marked Read-only is displayed for information purposes but cannot be typed into – typically used together with a Default value, or for information the institution does not want changed through that form.
- A field marked Read-only once a value exists can be filled in freely the first time, but is then locked and can no longer be edited by that person. This is useful for protecting information once it has been verified, such as a confirmed contact detail.
- A Default value pre-fills the field automatically so the person does not need to type it in, unless the field is one of the core identity fields (Photo, First Name, Last Name, Middle Name, Title) that always require the person’s own entry.
K-12 Mode and Higher Education Mode: the list of available fields is almost identical in both modes. The one difference is a Title field (for example Mr., Ms., or Dr.), which only appears in the list – and can therefore only be configured – when your institution has Higher Education Mode active. In K-12 Mode, this field does not exist in the list at all, since it does not apply to minors. Everything else described in this guide – visibility, required, read-only, default-value behavior, and the independent configuration of Admission versus Re-registration – works the same way in both modes.
Example(s)
Example 1 – Reducing the information asked at Re-registration
Alpha Institute, a K-12 school, wants to respect family privacy by only asking for information it truly needs when a family re-registers a returning _Student_. On the Personal Data Configuration screen, the administrator opens the “Guardian Occupation” field and switches off Visible for the Re-registration form, while leaving it Visible and Required on the Admission Sign-up form. From then on, returning families are no longer asked about a guardian’s occupation when they re-register, while new applicants still provide it when they first apply.
Example 2 – A field only available in Higher Education Mode
Beta College, a higher-education institution with Higher Education Mode active, sees a “Title” field in the Basic Data section of the list – a field a K-12 school would never see here. The registrar’s office sets Title to Visible and Required on both the Admission Sign-up form and the Re-registration form, so every applicant and returning _Student_ is asked to select a title as part of their basic information.
Example 3 – Protecting a verified contact detail
Cedar Grove University sets the “Email Address” field to Read-only once a value exists on the Re-registration form. A returning _Student_ who already has an email address on file sees the field displayed but cannot change it themselves online, protecting the institution’s verified contact channel, while a _Student_ who has not yet supplied one can still enter it for the first time.
When to Use
When to Enable
- You need a piece of information to make sound admission decisions or to keep contact details current – mark the field Visible and Required.
- A piece of information should be captured once and then protected from casual editing, such as a verified contact detail – use Visible together with Read-only once a value exists.
- You want to speed up form completion with sensible defaults – use the Default value option on fields that support it.
- Your institution has moved to Higher Education Mode and wants to collect academic or personal titles – enable the Title field for the relevant form(s).
When to Disable
- A field is not relevant to your institution’s admission or re-registration process and you want to keep the forms shorter and easier to complete – switch off Visible for that field on the forms where it does not apply.
- You want to limit the personal data your institution collects to what is genuinely needed – review the field list and turn off any field that is not actually used afterwards.
- A field should be optional rather than mandatory, for example while your institution is still finalizing its policy – leave it Visible but switch off Required.
- Your institution operates only in K-12 Mode – no action is needed for the Title field, since it does not appear on the list at all in that mode.
Notes
- This is a multi-field configuration screen, not a single toggle. An institution can configure as many fields as needed, each with its own Admission and Re-registration behavior.
- Consent documents (for example a data-protection consent shown during Re-registration) are configured separately from the personal-data fields on this screen; see the related settings below.
Enable Configuration for Higher Education/Xrisi_parametropoihshs_kolegiou (Settings > Core Settings > Higher Education Customization)
Turns on Higher Education Mode; this is what makes the Title field available for configuration on the Personal Data Configuration screen.
Ask for Consents/ReReg_Enable_Consent_Documents (Admission > Admission Settings > Online Reregistration > Online Reregistration TABs)
Adds a separate consent-document step to Re-registration, independent from the personal-data fields configured here.
Set selected Consent as required when visible/Rereg_Required_Consents (Admission > Admission Settings > Online Reregistration > Online Reregistration TABs)
Chooses which consent documents are mandatory once consents are turned on.
Prerequisite: before configuring a field’s Required or Default value behavior, confirm with your team which pieces of information are genuinely necessary for your admission and re-registration process, since marking too many fields as Required can make the form harder to complete.
Prerequisite: if you plan to configure the Title field, first enable Enable Configuration for Higher Education/Xrisi_parametropoihshs_kolegiou (Settings > Core Settings > Higher Education Customization), since the field is not available on the list otherwise.
