Recommended Steps for Managing Records of Deceased Persons
The following steps outline recommended practices for updating records in NCSIS based on a person’s status. All records will need the demographic information, relationships, and household memberships updated. Person records that are also student or staff types, will need other steps completed.
While PSUs have discretion in managing these records, NCDPI advises against deleting any records to preserve data integrity.
All Person Records
Update Demographic Information
Navigation: Census > People > Demographics
- Add a comment in the person information section of the demographics tool.
- Uncheck all checkboxes in the personal contact information section of the demographics tool.
- Click Save.
Update Relationships
Navigation: Census > People > Relationships
- Add an end date to any relationships.
- Uncheck all checkboxes associated with any relationship.
- Click Save.
Update Household Memberships
Navigation: Census > People > Membership in Households
- Click Edit next to the household name.
- Add an End Date for the membership.
- Click Save.
Student Records
Follow the steps in the All Person Record to update information for the student. Follow the steps in the Student End Enrollment Checklist to save reports as needed. A student current enrollment must be ended with the correct Local End Status.
Navigation: Student Information > General > Enrollments
- Click on the current enrollment.
- Enter an End Date.
- Enter a Local End Status of W3: Death.
- Enter a comment. (Optional).
- Click Save.
Staff Records
Follow the steps in the All Person Record to update information for the staff member. If the staff member is connected to course sections, the role in the section should be ended in Section Staff History. Staff records must have the district and employment assignmentd ended.
Update District Assignment
Navigation: Census > Staff > District Assignment
- Click on the current district assignment.
- Enter an End Date for the employment assignment
- Click Save.
Update District Employment
Navigation: Census > Staff > District Employment
- Click on the current employment record.
- Enter an End Date for the district employment.
- Click Save.
