What are the UIC contact fields in Emma, and how can I segment them further?

This documentation explains the contact fields in the Emma, detailing their definitions, data sources, and values. It also outlines how to create segments based on these fields for targeted communication and marketing.

Overview

This documentation provides an explanation of the contact fields available in the Emma system integration, including their definitions, data sources, and possible values. It also covers the process of creating segments from Emma data based on these fields, allowing targeted communication and marketing campaigns.

Table of Contents

• Contacts in Emma System
  • Contact Import Overview
  • Student Contacts
  • Faculty/Staff Contacts
• Contact Fields
• Segmentation Process for Emma
  • Identifying Shared Contacts in SubAccounts
  • Step-by-Step Guide
• UIC Contact Fields and Data Source Fields Mapping

Contacts in Emma System

This section provides an overview of how UIC internal contacts are imported into the Emma system, the synchronization schedule for shared contacts, and key considerations for handling student and faculty/staff information.

Contact Import Overview:

• Daily Imports: Current UIC student (undergrad and grad) and faculty/staff contacts are automatically imported into Emma on a daily basis. This ensures that UIC contact information remains current for all communication needs.
• Shared Contacts Sync Frequency: For subaccounts utilizing shared contact data, the synchronization occurs every 6 hours, allowing shared contact lists to stay updated across target subaccounts.

Student Contacts:

• Current Term Registration: The student contacts available in Emma are those registered for the current academic term, allowing segmentation and targeted communication for actively enrolled undergraduate and graduate students.
• Academic Dates Table: The table below represent the periods during which students registered for these terms will be available in Emma for campaigns and segmentation.

Term	Start Date	End Date	Student Audience
Fall 2024	8/3/2024	12/13/2024	Fall 2024 (220248)
Spring 2025	1/13/2025	5/9/2025	Spring 2025 (220251)
Summer 2025 (Sessions 1 & 2)	5/19/2025	8/8/2025	Summer & Fall 2025 (220255, 220258)

Note: As a new semester or term begins (Start Date as defined in the table), students newly registered for that term are immediately available in Emma. However, please allow up to one week for the system to remove contacts who are no longer registered for the current term.

Note on Summer Term: For the summer term, students registered for both summer and fall terms will be included. If a student is enrolled in both terms, the represented as a comma-separated value (e.g., 220245,220248 ).

Faculty/Staff Contacts:

• Active Employee Directory: All active faculty and staff contacts are imported into Emma. This includes all currently employed university personnel.

Important: Employee contacts are segmented and shared with respective subaccounts based on the 'College' attribute from the Banner's 'Employee Profile'. It is important to note that segmentation is based on the employee's profile, not their specific job roles.

Contact Fields:

The following data fields are available within the Emma platform for filtering and segmenting UIC audiences.

Field Name	Source	Audience
Email	Banner / Enterprise Data Warehouse(EDW)	Student & Faculty/Staff
UIN	Banner / Enterprise Data Warehouse(EDW)	Student & Faculty/Staff
NetID	Banner / Enterprise Data Warehouse(EDW)	Student & Faculty/Staff
FirstName	Banner / Enterprise Data Warehouse(EDW)	Student & Faculty/Staff
LastName	Banner / Enterprise Data Warehouse(EDW)	Student & Faculty/Staff
PreferredName	Banner / Enterprise Data Warehouse(EDW)	Student & Faculty/Staff
Term	Banner / Enterprise Data Warehouse(EDW)	Student
Campus	Banner / Enterprise Data Warehouse(EDW)	Faculty/Staff
College_Student	Banner / Enterprise Data Warehouse(EDW)	Student
College_FacultyStaff	Banner / Enterprise Data Warehouse(EDW)	Faculty/Staff
DualDegreeIndicator	Banner / Enterprise Data Warehouse(EDW)	Student
College_Student_2ndCurriculum	Banner / Enterprise Data Warehouse(EDW)	Student
Major_2ndCurriculum	Banner / Enterprise Data Warehouse(EDW)	Student
AcademicProgramName_2ndCurricum	Banner / Enterprise Data Warehouse(EDW)	Student
Department	Banner / Enterprise Data Warehouse(EDW)	Faculty/Staff
Affiliation	UIC Directory	Faculty/Staff
WorkingTitle	UIC Directory	Faculty/Staff
UndergradvsGrad	Banner / Enterprise Data Warehouse(EDW)	Student
Major	Banner / Enterprise Data Warehouse(EDW)	Student
StudentClassification	Banner / Enterprise Data Warehouse(EDW)	Student
StudentType	Banner / Enterprise Data Warehouse(EDW)	Student
AcademicProgramName	Banner / Enterprise Data Warehouse(EDW)	Student
DataSource	-	Student & Faculty/Staff
IsStudent	-	'Y' for Student contacts.
IsFacultyStaff	-	'Y' FacultyStaff

 

1. UIN

• Description: University Identification Number, a unique identifier for each individual.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Possible Values: Numeric string (e.g., 123456789)
• Audience: Student & Faculty/Staff contacts will have this field.

2. NetID

• Description: The unique network ID assigned to each university member for accessing university services.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student & Faculty/Staff contacts will have this field.

3. FirstName

• Description: The first name of the contact.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student & Faculty/Staff contacts will have this field

4. LastName

• Description: The last name or surname of the contact.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student & Faculty/Staff contacts will have this field.

5. Preferred Name

• Description: The name the contact prefers to be addressed by, which may differ from their legal first name.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student & Faculty/Staff contacts will have this field.

6. Term

• Description: The academic term associated with the contact, typically used for students.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Possible Values: Term code (e.g. 220248).
• Audience: Student contacts will have this field. This field will be empty for Faculty/Staff contacts

 7. Email

• Description: The primary email address for the contact.
• Audience: Student & Faculty/Staff will have this field.

8. Campus

• Description: The university campus to which the contact is affiliated.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Faculty & Staff contacts will have value in this field. This field will be empty for Student contacts
• Possible Values:
  •   UofI Chicago
  •   UofI System Offices
  •   UofI Urbana-Champaign

9. College_Student

• Description: Indicates the primary curriculum Academic college for student contacts
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student contacts will have value in this field. This field will be empty for faculty/staff contacts

10. College_FacultyStaff

• Description: Indicates the Employee college for faculty/staff contacts
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Faculty & Staff contacts will have value in this field. This field will be empty for student contacts.

11. DualDegreeIndicator

• Description: Indicates if the student contact is enrolled in a Dual Degree program
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student contacts will have value in this field. This field will be empty for Faculty/Staff contacts.
• Possible Values: 'Y' or 'N'

12. College_Student_2ndCurriculum

•  Description: Indicates the secondary curriculum Academic college for student contacts is available
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Student contacts will have value in this field. This field will be empty for faculty/staff contacts

13. Major_2ndCurriculum

• Description: The declared major of a student for secondary curriculum
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.

14. AcademicProgramName_2ndCurriculum

• Description: The name of the academic program in which the student is enrolled for secondary curriculum
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.

15. Department

• Description: The department of Faculty/Staff contact
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Faculty & Staff contacts will have value in this field. This field will be empty for student contacts.

16. Affiliation

• Description: The individual's affiliation with the university (e.g. faculty, staff).
• Data Source: UIC Directory.
• Audience: Faculty & Staff contacts will have value in this field. This field will be empty for student contacts.
• Possible Values:  "faculty" or "staff"
• Two major affiliations are provided: "faculty" & "staff" based on the type in UIC Directory
  • faculty: Faculty includes following types of affiliation  
    • Academic employee (A)
    • Emeritus (M)
  • staff: Staff includes following types of affiliation
    • Staff (S)
    • Temporary Help (T)
    • Non-salaried employee (N)
    • Extra help (E)
    • Graduate Assistant (G)
    • External Employee (ZD)
    • External Student (ZK)

17. WorkingTitle

• Description: The current job title or working title of the contact, primarily for faculty and staff.
• Data Source: UIC Directory
• Audience: Faculty & Staff contacts will have value in this field. This field will be empty for student contacts.

18. UndergradvsGrad

• Description: Classification of the student as either an undergraduate or graduate.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.
• Possible Values:
  • Graduate-Professional - Degree
  • Graduate-Professional - Non-Degree  
  • Undergrad - Degree
  • Undergrad - Non-degree  
  • NA - Non-credit

19. Major

• Description: The declared major of a student for primary curriculum
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.

20. StudentClassification

• Description: The classification of a student based on their academic standing or year.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.
• Possible Values:
  • The value would be empty for NA-Non-credit
  • Dentistry Yr 1
  • Dentistry Yr 2
  • Dentistry Yr 3
  • Dentistry Yr 4
  • Freshman
  • Graduate I
  • Graduate II
  • Grd Non-Degree
  • Health Sci Yr 1
  • Health Sci Yr 2
  • Health Sci Yr 3
  • Junior
  • Law First Year-1st Sem (1L1)
  • Law First Year-2nd Sem (1L2)
  • Law Second Year-1st Sem (2L1)
  • Law Second Year-2nd Sem (2L2)
  • Law Third Year-1st Sem (3L1)
  • Law Third Year-2nd Sem (3L2)
  • Medicine Yr 1
  • Medicine Yr 2
  • Medicine Yr 3
  • Medicine Yr 4
  • Pharmacy Yr 1
  • Pharmacy Yr 2
  • Pharmacy Yr 3
  • Pharmacy Yr 4
  • Professional 1
  • Professional 2
  • Professional 3
  • Professional 4
  • Senior
  • Sophomore
  • Und Non-Degree

21. StudentType

• Description: The type of student
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.
• Possible Values:
  • Advanced Non Degree to Degree
  • Concurrent Enrollment
  • Continuing
  • Continuing Ed/Summer Only
  • First Time Graduate
  • First Time Professional
  • Intercampus
  • New First Time Freshman
  • New Non-degree Graduate
  • New Non-degree Undergraduate
  • Readmit
  • Summer First Time Transfer
  • Transfer (Undergraduate)

22.  AcademicProgramName

• Description: The name of the academic program in which the student is enrolled.
• Data Source: Banner / Enterprise Data Warehouse(EDW)
• Audience: Students contacts will have value in this field. This field will be empty for faculty & staff contacts.

23.  DataSource

• Description: This value signifies that the contact is part of Integration data being shared to the sub-account.
• Default value will be 'Integration'

24. IsStudent

• Description: Indicates if the contact is a student.
• The value will be 'Y' for student contact & 'N' for faculty/staff contacts

25. IsFacultyStaff

• Description: Indicates if the contact is a member of the faculty or staff.
• The value will be 'N' for student contact & 'Y' for faculty/staff contacts
   

Segmentation Process for Emma

Emma allows the creation of targeted segments based on contact fields such as academic program, student classification, student type or department. These segments can be tailored for specific communications and campaigns. This section details the segmentation process, particularly for shared contacts within a subaccount, and how to use specific fields to identify and categorize these contacts effectively.

Identifying Shared Contacts in SubAccounts:

When working with shared contacts within a subaccount, you can use the following fields to identify and segment contacts appropriately:

1. DataSource:
   • Shared UIC contacts within the subaccount will have the value "Integration" in the DataSource field.
2. IsStudent:
   • Student contacts shared to the subaccount will have the value "Y" in the IsStudent field.
3. IsFacultyStaff:
   • Faculty or staff contacts shared to the subaccount will have the value "Y" in the IsFacultyStaff field.

These fields are essential when creating segments to ensure the correct subset of UIC contacts is targeted within your Emma campaigns.

Step-by-Step Guide:

Example Segment Creation: Undergraduate Students from Shared Contact Lists
This guide demonstrates how to create a segment of undergraduate students within a college or school from shared contacts in Emma. Follow these steps to build the segment.

1. Navigate to the Audience Tab

• Go to the "Audience" tab in Emma and select the "Segments" section to begin the segmentation process.

2. Create a New Segment

• Click the "Create a segment" button to initiate the segment creation.

3. Name and Describe the Segment

•   Fill in the segment's name and description.

4. Add Conditional Logic for the Segment

• In the "Conditions" section, start adding filters for your segment based on the relevant fields. This is where you define which contacts should be included in the segment.

5. Select the Appropriate Field

•   From the dropdown, scroll until you find the field you need to filter by, such as DataSource, IsStudent or UndergradvsGrad

6. Define Conditions

•   Add conditions for the segment. For example:
  • Set `DataSource` to "Integration" to include only contacts shared to the sub-account.
  • Set `IsStudent` to "Y" to include only students.
  • Set `UndergradvsGrad` to "Undergrad - Degree" to include only undergraduate students.

7. Further Filter

• To further refine the segment, additional conditions can be added. For example, to filter out only freshman students, add an extra condition to the segment, such as StudentClassification set to "Freshman".

8. Save and Apply the Segment

• Once all conditions are set, save the segment. Emma will now filter out the contacts matching these criteria for your campaigns and you can use this segment to send targeted communications to this audience

Important Notes for Segmentation

• When creating student segments, always ensure that both the DataSource and IsStudent conditions are included.
• For faculty/staff segments, ensure that both the DataSource and IsFacultyStaff conditions are applied.

By leveraging these combinations of fields, Emma allows for complex and highly targeted segmentation.

UIC Contact Fields and Data Source Fields Mapping

Student Contact Fields Mapping:

Data Source: Banner / Enterprise Data Warehouse (EDW)

DESC.	Table Name	Field Name
Email	V_EMAIL_ADDR_PRR	EMAIL_ADDR
UIN	V_PERS_HIST_PRR_FULL_LTD	UIN
NetID	T_NETID	NETID_PRINCIPAL
FirstName	V_PERS_HIST_PRR_FULL_LTD	PERS_FNAME
LastName	V_PERS_HIST_PRR_FULL_LTD	PERS_LNAME
PreferredName	V_PERS_HIST_PRR_FULL_LTD	PERS_PREFERRED_FNAM
Term	T_STUDENT_TERM	TERM_CD
College_Student	T_STUDENT_TERM	ACAD_COLL_NAME
DualDegreeIndicator	T_STUDENT_TERM	STUDENT_DUAL_DEG_IND
College_Student _2ndCurriculum	T_STUDENT_TERM	STUDENT_CURR_2_COLL
Major_2ndCurriculum	T_STUDENT_TERM	STUDENT_CURR_2_MAJOR
AcademicProgramName _2ndCurricum	T_STUDENT_TERM	STUDENT_CURR_2_ACAD
UndergradvsGrad	T_STUDENT_TERM	LEVEL_DEG_GROUP
Major	T_STUDENT_TERM	STUDENT_CURR_1_MAJOR
StudentClassification	T_STUDENT_TERM	CALC_CLS_DESC
StudentType	T_STUDENT_TERM	STUDENT_TYPE_DESC
AcademicProgramName	T_STUDENT_TERM	STUDENT_ACAD_PGM_NAME

 

Faculty & Staff Contact Fields Mapping:

DESC.	Source	Table Name	Field Name
Email	UIC Directory	pb.netid	netid + '@uic.edu'
UIN	UIC Directory	pb.person	uin
NetID	UIC Directory	pb.netid	netid
FirstName	EDW	V_EMPEE_PERS_HIST_1	PERS_FNAME
LastName	EDW	V_EMPEE_PERS_HIST_1	PERS_LNAME
PreferredName	EDW	V_EMPEE_PERS_HIST_1	PERS_PREFERRED_FNA
Campus	EDW	V_EMPEE_HIST_1	EMPEE_CAMPUS_NAME
College_FacultyStaff	EDW	V_EMPEE_HIST_1	EMPEE_COLL_NAME
Department	EDW	V_EMPEE_HIST_1	EMPEE_DEPT_NAME
Affiliation	UIC Directory	pb.affil	type
WorkingTitle	UIC Directory	pb.affil	title