Profiles house personal information for individuals; this includes, but is not limited to bio/demo information, a case digest. All active students and employees have profiles; additionally, all individuals who are connected to a case as an Involved Party will retain a profile. Profiles are separate from cases but connected to cases through the Case Digest.
Searching and Viewing Profiles
Any user with appropriate user role permissions can view a profile by searching in the Global Search Bar. Students and Employees can be searched using their University ID numbers or their name. An Individual's University computing ID is displayed in parenthesis next to their name as well as their badge.
 | The top portion of a profile shows that individual's photo (from their ID card) |
 | badge indicating whether the individual is a student, employee, or both |
 | Basic contact and bio/demo information (from SIS or Workday) |
 | Basic academic information (from SIS) for students |
 | These are Profile Tabs and are described in detail below. |
Profile Tabs
All tabs, except schedule, will have an at-a-glance box to its right. If the tab has a gray box with a 0 next to it, they do not have any information within that tab. A blue box with a number greater than zero next to a tab, indicates that there is more (specified by the number) information within that tab.
Example: A student profile with 0 notes will show a 0 in a gray box next to the Notes tab. However, if they had two associated cases, the Cases tab would show a 2 in a blue box.
Profile Tab
The Profile tab provides much more information about a student, including additional academic information, additional bio/demo information, contact information for emergency contacts and parents (if dependent), home and local address, and available phone numbers. You will also note that if an individual is an employee, basic information about their employee assignment and work contact information will be listed.
Notes Tab
The Notes tab is intended as a space to provide any general or contextual information about an individual, which is not effectively or already captured in a case. Notes may relate to an individual's identity, experience, or difficulties, but any notes relating to specific incident or concern should be captured in a case.
Example: When a student separates from a varsity athletic team without incident. You may add a note by clicking on the green Add Note button and providing relevant information.
Cases Tab
The Cases tab will only display basic information about the Case Number, the individual’s role within the case, the date of report, the Case Type(s), and the designated Case Owner. If an individual does have any cases, you can click on the case and be taken to that Case Overview page to read more information (if you have permission to view that case).
Withdrawals Tab
The Withdrawals tab is where DOC staff will manually document any student withdrawals from a semester (withdrawals from individual courses will not be captured). If you are responsible for meeting with students and approving withdrawals in SIS, you may add or edit an entry for each withdrawal by clicking the green Add Withdrawal button in the top right corner, and documenting the withdrawal type (Personal/Medical, Psychological/Medical, Non-Psychological/Other), the date on which you approved the withdrawal, and any relevant notes.
WAVR 21 and Risk Opinion Tabs
These tabs are specifically used by the University Threat Assessment Team to document any ongoing risk assessment of an individual. Only users with TAT permissions will have the ability to view these tabs.
Disclosures Tab
The Disclosures tab captures any criminal disclosures that a student has submitted to the University. Disclosures will be automatically captured following student's annual reporting obligations. If you have responsibilities that include documenting such disclosures, you may add new disclosure information by clicking on the green + Add button and filling all known fields/providing relevant information.
Schedule Tab
The Schedules tab will display a student’s courses (by term), as they are recorded in SIS, in a calendar view. This can also be used to cross-reference student schedules by selecting additional students (by computing ID) in the Add drop-down.
Holds Tab
The Holds tab displays any holds or blocks on a student's Student Profile in SIS.
UJC Tab
The UJC tab will display any prior or pending University Judiciary Committee charges that a student is involved with. The tab will display the following information about a given UJC case: Case Number, Report & Incident Dates, Case Status, Trial Date, Incident Description, and role of the Involved Part/Individual in that case. Additionally, the Standards, Verdicts, and Sanctions for each case will be shown, if finalized.
Honor Tab
The Honor tab will display any prior or pending University Honor Committee charges that a student is involved with. The tab will display the following information about a given Honor case: Case Number, Report Incident Date, Case Status, Report Type(s), Reporter Name, and role of the Involved Part/Individual in that case.
Creating a Permanent Profile (Students/Employees with No Affiliated Cases)
Much of the information displayed on a Profile (Bio/Demo information, contact information, and schedule), is imported directly from SIS or Workday; those data live in SIS/Workday and essentially always have a live feed into SafeGrounds. Any individual that has no additional information (Cases, Withdrawals, Notes, or Criminal Disclosures) affiliated with their profile will have a View Only Profile unless/until a full Profile is created.
There are two ways to create a full Profile:
The first is to create a case and add that student as an Involved Party. For reference see:
Adding a Report and/or
Editing a Case.
The second way is to find the student of interest, then click the Create Profile button.
Once a student is no longer enrolled, their profile will not be in SafeGrounds unless they have a permanent/full Profile, which contains additional information beyond the data that feed from SIS (such as a case or a note).
Profiles and Involved Parties
Profiles serve a fundamentally different purpose than Involved Party pages. A student or employee Profile is connected directly to an individual, and is not specific to any one case. An Involved Party refers to a person as they are associated or involved with a particular case. Involved Parties may be connected to a student's profile at the time that you add a new report or after the fact by editing an Involved Party. By connecting a profile to an Involved Party, you ensure that the case will show up in the student’s Cases tab, and will always be associated with that student in some way. For more information about adding and editing Involved Parties in cases, see subsections:
Involved Parties Roles and Case Types
Connecting a Profile to an Involved Party/Case
Once you begin adding new reports, there will be a section that requires any Involved Party in the report to be documented. If a Profile already exists in SafeGrounds, you can connect it to an Involved Party. (see Adding a Report section of User Guide for more information).
To connect a profile to an Involved Party in a case when you are adding a new report, select Yes for the question Is Identity Known and search for/select the appropriate profile in the Profile field
To connect a profile to an existing Involved Party, go to the Edit tab on the Involved Party page, and search for/select the appropriate profile in the Profile field.
See Editing Involved Parties section of User Guide for more information.
You would edit an existing Involved Party to connect to a Profile if:
An Involved party was initially unknown at the time of report, but you learn of an Involved Party’s identity later;
The Involved Party was originally connected to the wrong Profile; or
A case was entered through JRI (See Just Report It section of User Guide for more information)
Profile Actions
The Profile Actions Menu is in the top-right corner of the basic contact and bio/demo section of the profile. This menu allows you to follow a profile, update the Identifies As field, or Export (print) a profile. This is also where a SafeGrounds user's Account Access can be updated, and Preservation Holds can be placed on profiles (see linked sections for more information).
Following a Profile
SafeGrounds allows you the option to follow a (permanent) profile; this means that individual's profile will display in your Followed Profiles widget on your dashboard, if you have added that widget (see section, Main Menu, Dashboard and Widgets). To follow a profile, click on the green Follow button in the top-right corner of the basic contact and bio/demo section of the profile; you will also have the opportunity to add a note, which would be displayed next to the profile name in your widget.
'Identifies As' Field
This field on a profile allows a SafeGrounds user to note any particular gender identity pronouns that an individual prefers (such as she/her/hers or they/them). Information is manually entered into this field, and not pulled from SIS or WorkDay. While it is not required that this field be filled out, it may be helpful to complete this field for any individuals who have expressed specific gender identity preferences.
Exporting or Printing Profile Information
Users with appropriate permissions may Export, or print, profile information by selecting the Actions drop-down menu. Individuals that are both Students and Employees will have an option to export either information relevant to their student role, or information relevant to their employee role.
Student Organization Profiles
In addition to individual profiles, SafeGrounds houses a profile for all active Student Organizations. You can search for a student organization by all or part of their name in the main search bar (see Searching). Each organization's profile will display the most recent organizational classification, status, and contact information; this information is automatically imported from The Office of Student Engagement's (an arm of the Office of the Dean of Students) separately maintained platform.
Additionally, if a student organization has been named as a party to a case (such as in a report of Hazing), those cases will be listed under the Profile menu on the left-hand side of the screen. Similarly, any notes about a given organization will be listed on the left-hand side of the screen (see example below). Student Organization profiles have Follow and Actions functionality like individual Involved Party profiles and can be listed as an Involved Party in a case.
