TABLE OF CONTENTS
I. INTRODUCTION....................................................................................................................................................... 3
II. DATA INTEGRITY.................................................................................................................................................. 3
PURPOSE..................................................................................................................................................................... 3
ADMINISTRATIVE
RESPONSIBILITY................................................................................................................. 4
ACCESS TO
OFFICIAL COLLEGE RECORDS................................................................................................... 5
DATA
CUSTODIANS................................................................................................................................................ 6
Data Custodians Procedures............................................................................................................................... 7
INFORMATION
USERS............................................................................................................................................ 7
INFORMATION
ACCESS......................................................................................................................................... 8
III. GENERAL PERSON CRITERIA........................................................................................................................ 8
CLEAN
ACCURATE RECORDS............................................................................................................................. 8
DATE
STANDARDS.................................................................................................................................................. 8
GENDER CODE........................................................................................................................................................... 9
PERSON
IDENTIFICATION NUMBER - SOCIAL SECURITY NUMBER....................................................... 9
VENDOR
(NONPERSON) IDENTIFICATION NUMBER................................................................................... 9
DATE OF
BIRTH......................................................................................................................................................... 9
CITIZEN TYPE........................................................................................................................................................... 10
MARITAL
CODES.................................................................................................................................................... 10
LEGACY CODE......................................................................................................................................................... 10
ETHNIC CODES........................................................................................................................................................ 11
CONFIDENTIAL
INFORMATION INDICATOR................................................................................................ 12
VETERAN FILE
NUMBER....................................................................................................................................... 12
DECEASED
INFORMATION.................................................................................................................................. 13
NAME AND ID
CHANGES...................................................................................................................................... 13
IV. NAME STANDARDS........................................................................................................................................... 13
LAST NAME.............................................................................................................................................................. 13
FIRST NAME............................................................................................................................................................. 14
PERFERRED
FIRST NAME.................................................................................................................................... 14
MIDDLE NAME......................................................................................................................................................... 15
INDIVIDUAL
PREFIX.............................................................................................................................................. 15
INDIVIDUAL
SUFFIX............................................................................................................................................... 15
NON-PERSON
NAME/VENDOR........................................................................................................................... 16
V. ADDRESS STANDARDS...................................................................................................................................... 16
ADDRESS
TYPES..................................................................................................................................................... 17
STREET
STANDARDS............................................................................................................................................ 17
CITY
STANDARDS.................................................................................................................................................. 19
STATE &
PROVINCE STANDARDS................................................................................................................... 19
ZIP CODE
STANDARDS........................................................................................................................................ 19
United States......................................................................................................................................................... 19
Canadian............................................................................................................................................................... 20
International Pin Numbers................................................................................................................................ 20
NATION CODE
STANDARDS.............................................................................................................................. 20
MILITARY
STANDARDS....................................................................................................................................... 20
Foreign Military Address.................................................................................................................................. 20
United States Military Address......................................................................................................................... 20
Air Force Base (AFB)........................................................................................................................................ 21
ADDRESS
CHANGES.............................................................................................................................................. 21
VI. TELEPHONE TYPES............................................................................................................................................ 22
VII. APPENDICES....................................................................................................................................................... 23
ELECTRONIC INFORMATION
GUIDELINES
I. INTRODUCTION
Banner
is the name of the new integrated software purchased from SCT Corporation and
tailored for NOCCCD It eventually will
replace the overburdened and non-integrated systems that the District has been
using.
Banner
offers the District a tremendous increase in the quantity and quality of
information it can maintain as well as increased accessibility to that
information, enhanced data security and compatibility across functional areas
of responsibility.
Banner
is modular, meaning that there are modules for different functional areas. There is a Financial Aid module, a Finance
and Human Resources/Payroll module, Alumni module, and a Student module. There also is a General module that ties all
of the functional modules together. A
person’s ID number, name, address, etc. is contained within the General module
and is shared by the other modules.
Banner is a collection of forms (screens) with
imbedded instructions used to enter data, modify data, delete data, and query
data. Banner simply provides the
screens and programs necessary to manipulate data. The data itself is stored in tables residing in an Oracle
database. It is a relational database
meaning that tables are linked together by means of some internal
identification number and therefore data redundancy is limited. One table might have a student ID number and
the course numbers that he/she is enrolled in.
A separate table has the course numbers and the course descriptions. The course numbers would link the two tables
together providing a course description for the courses a student is enrolled
in. There are over 2,000 tables in the
Banner system.
II.
DATA INTEGRITY
PURPOSE
These guidelines are being established to provide
quality and consistency for data entry and conversion. They also define the responsibilities of
everyone accessing and managing the data and equipment. Offices may have individual guidelines that
supplement, but do not supplant or contradict this statement. Data entrusted to the District by other
organizations (e.g., Foundations and Governmental agencies) is governed by
terms and conditions agreed upon with those organizations. Specific issues not governed by such agreed
terms shall be governed by the guidelines set forth in this document.
These guidelines are to ensure database integrity and the goals of easy,
professional, cost-effective communication district wide:
· Avoiding creation of duplicate records for a
single entity,
· Providing complete name/address information in a timely manner, with an audit trail of changes,
· Using standard entry to facilitate consistent reports and
searches,
· Sharing effective processing discoveries and
problem-resolution tasks with other team members,
· Using Postal Services recommended mailing
address setup and procedures, and
· Taking advantage of the database capabilities and workflow analysis.
ADMINISTRATIVE
RESPONSIBILITY
In
accordance with the Family Education Rights and Privacy Act (FERPA), 1974, as
amended, and to ensure maximum safeguards against indiscriminate distribution
of information contained in student’s personal records of the NOCCCD, only
authorized District personnel will disclose information of a confidential
nature (that is, information not normally available to the general public) only
to the students themselves, or to a third party upon receipt of an original
written release signed by the student concerned.
Certain
exceptions to FERPA include authorized College personnel acting within the
student's legitimate interest; organizations conducting studies for educational
and governmental agencies; accrediting agencies; appropriate persons in case of
health or safety emergencies; agencies or office in connection with the
student's applications for a receipt of financial aid; governmental officials
as identified by Public Law 93-380; and an appropriate official in response to
a court order or subpoena. Without a
signed release, the College can make only "directory information"
available for public use in campus directories, publicity of events, honors,
and the like.
The
following constitutes directory information: Name, Dates and Terms of
Attendance, Major Field of Study, and Degrees and/or Certificates Earned.
All
levels of management shall ensure their areas of accountability, each
information system user know his/her responsibilities. Employees must adhere to any applicable
Federal and State laws covering storage, retention, use, release, and
destruction of data.
Electronic
data is owned by the District and is a vital asset. All institutional data, whether maintained in the central
database or copied into other data systems including microcomputers, remains
the property of the District. Access to
data is not approved for use outside an individual’s official District
responsibility. Computerized,
institutional data shall be used only for the legitimate business of the
District. Institutional computing
services and facilities shall be used only as required in the performance of
job functions.
Supervising
administrators shall ensure a secure office environment with regard to all
institutional information systems.
Administrators shall validate the access requirements of their staff
according to job functions, before submitting requests for the provision of
access. Under no circumstances shall
anyone use institutional electronic data (in detail or summary) in any
publication, seminar, or professional presentation, or otherwise release data,
in any form, outside the District without prior written approval from
appropriate security officer. Data
should never be left on any system to which access is not controlled.
As
a general principle of access, District data (regardless of who collects or
maintains it) shall be shared among those employees whose work can be done more
effectively by knowledge of such information.
Although the District must protect the security and confidentiality of
data, the procedures to allow access to data must not unduly interfere with the
efficient conduct of District business.
All
information systems owned by the District shall be constructed to assure that:
1.
Accuracy
and completeness of all system contents are maintained during storage and
processing.
2.
System
capabilities can be re-established within an appropriate time after loss or
damage by accident, malfunction, breach of security, or natural disaster.
3.
Actual
or attempted breaches of security can be detected promptly and controlled.
All who use institutional data have the right to expect the data to be accurate.
ACCESS TO OFFICIAL DISTRICT RECORDS
The
following outlines the requirements and limitations for college
departments/divisions to follow in obtaining permission for inquiry and update
access to the District’s official records.
Data security is everyone’s responsibility and must be impressed upon
all employees.
Access will be awarded only after appropriate
tailored training is received. Entries
to Banner general entity (person or non-person) tables affect the overall
integrity of the database used by all Banner modules. Failure to abide by the guidelines outlined in this manual for
creating and maintaining general entity records will result in removal of
access.
Employees are
not to loan or share their access codes with anyone. If it is found that access codes are being loaned or shared,
employees who are assigned access to records are subject to disciplinary
action.
Departments/divisions
should take steps to ensure that they have an alternate person assigned as
backup for each office function, and that this individual has access to the
system functions required to provide backup support. Every department/division will maintain a current list of primary
and secondary users for the various module functions.
Departments/divisions
may request access authorization for an employee by completing and submitting a
System Access Authorization Request electronically to the appropriate
manager. If a request is questioned or
denied, the manager will contact the requesting department/division. If a
request is approved, the manager will forward the request electronically to the
Information Services Database Administrator (DBA) or designee. Once access is
approved by the DBA, appropriate tailored training must be conducted and signed
off on by the data custodian before access is granted to the
production
database. Under no circumstances will
access authorization be granted without approval of the department/division
head, the module manager and the DBA or designee. The Systems Access
Authorization Request Form may be obtained from the Information Services
Department or their manager.
Update
access provides both inquiry and update capability. Update capability is generally limited to the offices directly
responsible for the collection and management of the data. Update access is available to administrators
and users who have an authorized need to change institutional data in the
routine performance of their job duties.
Each
user of administrative information is assigned the appropriate combinations of
inquiry-only and update access to specific parts of the administrative
information system. The types of access
are determined by the data custodians.
DATA
CUSTODIANS
A
data custodian, usually an administrator of a District/college office or
department, may make data available to others within his or her purview for use
and support of the unit’s functions.
Before
granting access to data, the data custodian shall be satisfied the protection
requirements have been implemented and a “need to know” is clearly demonstrated. By approving end-user access to
institutional data, the data custodian consents to the use of this data within
the normal business functions of administrative and academic offices. Query (inquiry) access to institutional data
will be broadly available throughout the institution.
Data
custodians (or designees) are responsible for the accuracy and completeness of
data files in their areas. Misuse or
inappropriate use by individuals will result in revocation of the user’s access
privileges. Data custodians are also
responsible for coordinating maintenance and control of the administrative
information system’s validation and rule tables and to confer with other data
custodians on impending changes. The validation and approval of software
releases is the responsibility of Information Services. These tables and processes define how
business is conducted at NOCCCD.
Data Custodians
|
Area of Responsibility |
District |
Cypress College |
Fullerton College |
Information Services |
School of Continuing Ed |
|
General Module |
Applications Manager, I.S. |
N/A |
N/A |
N/A |
N/A |
|
Financial Aid Module |
Coordinator of Fiscal
Affairs |
Director, Financial Aid |
Director, Financial Aid |
N/A |
N/A |
|
Student Module |
Director, Fiscal Affairs
(A/R) |
Executive Vice President |
Executive Vice President |
N/A |
Dean, Student Services |
|
Finance Module |
Director, Fiscal Affairs |
Director, Budget and
Finance |
Director, Budget and
Finance |
Administrative Support
Manager |
Coordinator,
Administrative Services |
|
Human Resources Module |
Director, Personnel
Operations |
Vice President |
Vice President |
N/A |
Dean, Student Services |
Data
Custodians Procedures
The
following conventions govern which office makes changes to recipient records in
the integrated administrative information system called BANNER.
If the PERSON is… |
THEN… |
|
An
Employee/Faculty |
Human
Resources makes payroll changes /Other changes |
|
An
Employment Applicant Administrative/Academic |
Human
Resources makes the payroll change/Other changes Student/FA |
|
A
Student and not an employee |
Admissions
and Records office makes the change |
|
A
Student Applicant; not a Student or Employee |
Admissions
and Records makes the change |
|
A
Vendor, not an Employee and not a Student |
Purchasing
or Accounts Payable makes the change |
|
A
Student, and/or an employee, and /or a financial aid Recipient, and/or a
Vendor |
If
the person is an employee, changes must be requested in person at
Payroll/Human Resources. All other
changes are sent on forms to Admissions & Records for filing. |
|
A
Graduated Student of the District; not a vendor and/or Student Applicant
having obtained a degree |
Alumni
makes the change. |
INFORMATION
USERS
Users
are responsible for understanding all data elements that are part of the
General Entity record. If a person does
not understand the meaning of a data element, he/she should consult online help
or the appropriate training manual.
Users will exercise due care in using the institution’s electronic
information systems, both the central institutional database and all departmental
systems, to protect data files from unauthorized use, disclosure, alteration,
or destruction. Each user is
responsible for security, privacy, and control of his/her own data. Each user is responsible for all
transactions occurring during the use of his/her login and password.
As
a reminder to all employees of the importance of data confidentiality and
security, as each new system access is requested, the department/division must
have the employee, temporary employee, or student worker sign the confidentiality
agreement that is on the System Access Authorization Request Form. All employees who require access to online
records must use a system access code defined specifically for the employee. This will allow updates to be tracked to a
specific user access code and specific person.
Any
exceptions to the above guidelines must be requested in writing with
justification and be approved by the data custodians.
INFORMATION ACCESS
Query
(Inquiry) only access enables the user to view, analyze, and download, but not
change institutional data. Once
information is downloaded, however, data can, but should not, be altered in
word processing documents or spreadsheets.
Downloaded information should be used and represented responsibly and
accurately. If any data is downloaded
and reports generated, they need to be labeled unofficial.
The pound sign (#) and percent sign (%) are NOT to
be used in any data field. These
characters are reserved for technical purposes.
Abbreviations
are often used when entering data. If
you are in doubt about an abbreviation first check the approved list. The approved list can be found in the
appendices of this document. If you do
not locate an abbreviation, spell the word out rather than abbreviate.
III. GENERAL PERSON CRITERIA
Changes
to an employee, student or vendor record will not be made without proper
documentation and approval from the appropriate Data Custodian (or designee).
CLEAN
ACCURATE RECORDS
Search First, before a new record is created
for a person or organization. Conduct an ID and name search as specified in
Appendix A to make sure the person or organization hasn’t already been entered
in the BANNER database. All offices
must conduct a thorough search to prevent entering a duplicate record.
DATE
STANDARDS
All dates
MAY be entered in various manners,
but are displayed in the following format:
mo-dd-yy or dd-mon-yy.
Example:
January 17, 1993 becomes 17-Jan-1993
November 1, 1992 becomes
01-Nov-1992
All information is typed
in upper/lower case format, i.e. not all caps or all lower case.
Hyphens must be used
between Day-Month and Month-Year.
Note: When a date is required, but none is available, the holder code
date 01-01-3000 is used. Periodically,
records containing this date will be identified and corrected.
GENDER CODE
A
gender code is entered in the General Person table SPAPERS as male, female or
not available.
|
Code |
Description |
Explanation |
|
M |
Male |
A
male person, man or boy |
|
F |
Female |
A
female person, woman or girl |
|
X |
Unknown/ Non-Responsive |
Use
when the gender information is not available or if the gender cannot be
determined by the name (i.e., Chris, Pat, Terry, etc.) |
Note: All employees MUST be classified as male or female. ‘X’ is not an allowed entry in BANNER for an employee. The use of ‘X’ must be minimized in student records as well; additional research must be made to determine the gender code.
PERSON
IDENTIFICATION NUMBER
A nine-character identifier (ID) is used to access a person’s information in Banner.
All
new person records will be assigned a system generated identification
number. Procedures for adding new
entities to the system are outlined in Appendix A.
System
generated identifiers (ID) are in the form of
@99999999. Where 9 represents
any digit. The @ sign is a District
wide defined value.
VENDOR
(NONPERSON) IDENTIFICATION NUMBER
Vendors will be assigned a system generated ID. In addition, either the Federal Identification Number (FIN) or the SSN will be used as alternate search criteria. SSN’s will be used in the case where there are no Federal Identification Numbers. These fields should not be left blank, nor should they be zero filled or filled with repeating characters.
DATE OF
BIRTH
The Date of Birth (DOB) is required for all employees and students. It is entered on the General Person form SPAPERS.
CITIZEN TYPE
Citizen type is required for all students and employees. A person’s citizenship is entered on the General Person form SPAPERS. Valid values are found in the validation table STVCITZ.
|
Code |
Description |
Explanation |
|
Unknown |
Status
Unknown/Uncollected |
|
|
1 |
U.S.
Citizen |
|
|
2 |
Permanent
Resident |
Person
in possession of a valid permanent resident card |
|
3 |
Temporary
Resident |
Refer
to MIS standards |
|
4 |
Refugee/Asylee |
A
person who is not a citizen or national of the US and who is in this country
on a temporary basis. |
|
5 |
Student
Visa |
(F-1
or J-1) visa |
|
6 |
Other |
A
person who is not classified in another category. |
MARITAL
CODES
A
person’s martial status is entered on the General Person’s form SPAPERS. When needed, the following codes apply. Valid values are found in the validation
table STVMRTL.
|
Code |
Description |
Explanation |
|
|
D |
Divorced |
Once
married but now legally divorced |
|
|
M |
Married |
Legally
married |
|
|
P |
Separated |
Legally
married but living apart |
|
|
S |
Single |
Never
legally married. |
|
|
W |
Widowed |
Legally
married and spouse is deceased |
|
|
N |
Not
known |
Information
not available |
|
|
X |
Not
Applicable |
Not
applicable |
|
LEGACY CODE
A Legacy Code
identifies a relative or friend with whom NOCCCD had or has a relationship.
NOCCCD does not intend to use this field.
ETHNIC CODES
NOCCCD’s
procedures require the ethnic code be entered for all students and
employees. A person’s ethnicity is
entered on the General Person form SPAPERS.
Valid values are found in the validation table STVETHN.
|
Code |
Description |
Explanation |
|
A |
Asian |
|
|
AC |
Chinese |
All
persons having origins in any of the original people of China. |
|
AI |
Asian
Indian |
All
persons having origins in any of the original people of Asia not included in
the above Asian categories. |
|
AJ |
Japanese |
All
persons having origins in any of the original people of Japan. |
|
AK |
Korean |
All
persons having origins in any of the original people of Korea. |
|
AL |
Laotian |
All
persons having origins in any of the original people of Laos. |
|
AM |
Cambodian |
All
persons having origins in any of the original people of Cambodia. |
|
AV |
Vietnamese |
All
persons having origins in any of the original people of Vietnam. |
|
AX |
Other
Asian |
All
persons having origins in any of the original people of Asia not included in
the above Asian categories. |
|
B |
African-American |
All
persons having origins in any of the black racial groups of Africa (except
those of Hispanic origin). |
|
F |
Filipino |
All
persons having origins in any of the original people of the Philippine
Islands. |
|
H |
Hispanic |
|
|
HM |
Mexican-American,
Mexican, Chicano |
All
persons having origins in any of the original people of Mexico |
|
HR |
Central
American |
All
persons having origins in any of the original people of Central America. |
|
HS |
South
America |
All
persons having origins in any of the original people of South America. |
|
HX |
Other
Latino/Spanish-Origin/Hispanic |
All
persons having origins in any of the original people of the Caribbean
Islands, or other persons of Spanish or Latino origin, and not included in
the above categories of Mexican, Central American, South American, Cuban, and
Puerto Rican. |
|
N |
American Indian or Alaskan Native |
All
persons having origins in any of the original people of North America, and
who maintain cultural identification through tribal affiliation or community
recognition. |
|
O |
Other |
All
persons who do not fall into one of the above categories. |
|
P |
Pacific Islander |
|
|
PG |
Guamanian |
All
persons having origins in any of the original people of Guam. |
|
PH |
Hawaiian |
All
persons having origins in any of the original people of Hawaii. |
|
PS |
Samoan |
All
persons having origins in any of the original people of Samoa. |
|
PX |
Other
Pacific Islander |
All
persons having origins in any of the original people of Europe, North
America, North Africa, or the Middle East (except those of Hispanic origin). |
|
W |
White |
All
persons having origins in any of the original people of Europe, North
America, North Africa, or the Middle East (except those of Hispanic origin). |
|
X |
Unknown Non-Responsive |
Respondents
not surveyed or who do not make a choice of codes from the list provided. |
|
XD |
Decline
to State |
All
persons who overtly decline to identify themselves with any ethnic category. |
Note: The
District has chosen to use the Chancellor’s Reporting data elements defined for
Student reporting recognizing that Human Resource/Payroll reporting data
elements differ from student data elements.
CONFIDENTIAL
INFORMATION INDICATOR
If
a person wishes to have their information marked “confidential” this field is
checked. When the confidential field
(box) is checked, this denotes that the person does not want address and
telephone number information released.
Checking this field is optional for students. Employee’s information is always confidential and the field
always checked. When information marked
confidential, no directory information is to be released. If the Confidentiality indicator is set to
‘N’, the directory information that will be released is limited to: Name,
Affirmation of whether currently enrolled full time or part time, dates and
terms of attendance, major field of study, and degrees and/or certificates
earned. A person’s confidential request
is entered on the General Person Form, SPAPERS. For more information see Confidential Flag located in the
Appendix F.
VETERAN FILE
NUMBER
The
Veteran File Number is used to maintain a person’s veteran identification
number. A person’s veteran file number
is entered on the General Person form SPAPERS.
For the majority of people this is their SSN. This information is collected and maintained for students by the
Financial Aid Office. This information
is not collected or maintained for employees by Human Resources at this time.
DECEASED
INFORMATION
If
a person is deceased, this information is entered on the General Person form SPAPERS
with their date of death. This
information will be entered for all employees, students, and applicants when
available. To denote that a person is
deceased the field (box) is checked.
The date of death is then entered.
NAME
AND ID CHANGES
Name or ID changes are not permitted without documentation (i.e., social security card for employee and/or other legal documentation for students). All persons employed by the District must change their name at the Office of Human Resources. Name or ID changes will not be permitted via the Internet.
IV. NAME STANDARDS
Every
identifier (ID) in Banner has a name associated with it. The name is either the name of the person or
the name of a non-person. Names are
entered on the General Person form SPAIDEN.
The name for a person has six (6) separate parts. These are:
· Last Name
· First Name
· Middle Name
· Prefix
· Suffix
· Preferred First Name
LAST NAME
All
information is to be entered using upper and lowercase letters; i.e., not all
caps or all lower case letters. Enter
the legal spelling and format of the last name, using standard capitalization
rules.
Hyphens may be used to separate
double last names (sometimes used in ethnic names or by persons who wish to
utilize their maiden and married names; i.e., Cooper-Smith). However, if there are two last names not
hyphenated (e.g., Monica Lou Creton Quinton, Monica would be input as the first
name; Lou would be input as the Middle Name; and Creton Quinton would be input
as the Last Name).
Apostrophes may be used in such names
as O’Leary, O’Connor, etc.
The period
is not used. Not even in an
abbreviation in a person’s name.
Special Characters. The comma (,),
the pound sign (#), and the percent
sign (%) are never used.
Always omit spaces between syllables (i.e., Mc, Mac, La, etc.) and the main
portion of
the name. However, if the portion of the name is an abbreviation rather than a syllable (i.e., Saint = St), a space is maintained between the name elements (i.e., John R St Pierre).
Mc Donald = McDonald
Mac Phearson = MacPhearson
La Pine = LaPine
St. John = St John
Do NOT use prefixes and suffixes in the last name field. Examples:
Dr, Mr, Ms, III, Jr., M.D., etc., should never be used in the last name
field.
Note: When a new person is being entered, and the
new person has a previous name that is deemed necessary to be registered, enter
the former name FIRST and immediately correct it.
LEGAL FIRST
NAME
All information is typed in upper/lower case format, i.e., not all caps or all lower case. Always enter the legal first name even if they prefer to use the initial of their first name and prefer their middle name.
Special Characters. The comma (,),
the pound sign (#), and the percent
sign (%) are never used.
Hyphens may be used.
Apostrophes may be used.
Spaces are permitted for double
names, i.e., Mary Ann, Bobby Joe.
The period is used after a single character initial in the first
name field only when all that is available is an initial:
Single Character First Names should be entered with a period. In those cases where a single character is
designated as first name, place the single character in the first name field
followed by a period.
Do NOT use titles, prefixes, and
suffixes in the first name field.
Examples: Dr., Mr., Mrs., should never be used in the
first name field.
PREFERRED
FIRST NAME
See standards for Legal First Name.
MIDDLE NAME
All information is typed in upper/lower case format, i.e., not all caps or all lower case letters. Enter the entire middle name if available for identification purposes.
Hyphens may be used to separate
double names.
Apostrophes may be used.
The period is not used in the middle name field. The system will generate the period after the
middle initial. If you enter a period
after an initial it will cause the period
to duplicate, i.e., Jack R.. Smith.
Exception to Use
of the Period - Person name is John A.H.
Smith-a period is entered after the single character first initial in the middle
name field but not after the second single character.
Last:
Smith First: John Mid: A. H
Special Characters. The comma (,),
the pound sign (#), and the percent
sign (%) are never used.
Spaces are permitted between multiple names.
Example: Mary Ann
Bobby Jo
INDIVIDUAL
PREFIX
|
Code |
Description |
|
Mr. |
Mister |
|
Mrs. |
Madam |
|
Ms. |
Ms |
|
Dr. |
Doctor |
|
Hon. |
Honorable |
|
Rev. |
Reverend |
SUFFIX
|
Code |
Description |
|
Sr. |
Senior |
|
Jr. |
Junior |
|
II |
The
Second |
|
III |
The
Third |
|
IV |
The
Fourth |
NON-PERSON NAME/VENDOR
All information is to be entered using upper and lower case letters. Acronyms are an exception. See the acronym section that follows. Enter the vendor’s name as supplied to you by the vendor.
Apostrophes are not used.
The period
is never to be used, not even in an abbreviation in a company’s name.
Special Characters. The comma (,), the
pound sign (#), and the percent sign
(%) are never used.
Hyphens may be used to separate
double names.
Spaces are permitted if the legal
spelling and format of the name includes spaces.
Acronyms – Companies who are
recognized by it’s acronyms should be entered using it’s acronym; e.g., IBM,
AT&T. Use no spaces or punctuation between
letters. Acronyms that are not commonly
recognized should not be entered into the corporate entity name.
The
Ampersand (&) can be used only
when part of a formal name; e.g., Baltimore & Ohio Railroad; use “and” in
all other cases.
Abbreviations are allowed for Co, Corp,
Ltd, or Inc when used after the name of a corporate entity. All other forms of abbreviations should not
be used for the corporate entity name.
Government Offices – State and County
departments and agencies should be entered with the State or County as the
vendor. Each department or agency
should be listed as a separate address sequence.
Example State of California Department of Revenue
State of
California would be entered as the vendor name.
Address 1 Department of Revenue
Address 2 Department of Transportation
Address 3 Department of Taxation
V. ADDRESS STANDARDS
BANNER permits multiple addresses to be entered for a person or vendor. These addresses can be of different types and can be by effective date. The use of each address type must be strictly defined so that conflicts do not arise among the various functional areas; admissions, registration, financial aid, student billing. As a user having permission to update address data, one can update all address data. Banner does not restrict address updates by functional area. Therefore, it is critical for the user to ensure that the most current appropriate address is available for all areas. Procedures must be in place to ensure areas make address changes only under certain conditions based upon the classification of the person or vendor.
In
addition, there are some restrictions in BANNER on how addresses can be used
within each system. Each module permits
address hierarchy to be used when printing reports. For instance, when invoices are ran, the system will first search
for a billing address and than a permanent address type. This allows for multiple locations for a
single student.
ADDRESS
TYPES
Addresses are entered on the General Person Form in the Address Information Block on SPAIDEN. For additional information on address standards required by the U.S. Postal Service, check their web site at http://www.usps.gov.ncsc/pubs/. You will find the web site to be a valuable resource. Multiple addresses can be entered for a person or vendor by using different address types. Address standards have been established cooperatively so that address types are used consistently. Use the appropriate address type code from the STVATYP table as recreated below. NOTE: There are system-required address types that will not be used by NOCCCD. The description of these address types will bear the words NOT USED AT NOCCCD.
PERSON ADDRESS
TYPES
|
Code |
Description |
Explanation |
|
CN |
Confidential |
California Confidential
Address Program (SB489) |
|
MA |
Mailing |
Mailing address if
different from permanent, local, and campus address |
|
PR |
Permanent |
Primary address for
individual |
·
For
a District location or Campus address enter the building, department, etc., in
the Street field (ex. Admission and Records, etc), Location in the City field
(ex. Cypress, District, etc), do not enter anything in the State and Zip
fields, and enter 157 (USA) into the Nation Field.
NON-PERSON
ADDRESS STANDARDS
|
Code |
Description |
Explanation |
|
BU |
Business |
Address where the business
is located |
|
RE |
Remittance |
Address used for mailing
checks |
|
MA |
Mailing |
Address for business correspondence |
STREET
STANDARDS
All information is typed in upper/lower case format, i.e., not all caps
or all lower.
Special Characters. The period (.) cannot be used when entering the
number portion of an address. The
following is an example:
39.2
Rd use 39-2 Rd
Ampersand – The symbol "&" rather than spelling out
"and". Symbols such as
"%" (in care of) should not be used.
"In Care Of" should be written out.
Secondary Address Unit Designators - If the address is multi-unit apartment or
building, place the room, suite, or apartment number to the right of the street
address. If the secondary unit
designator is not provided and only a pound sign (#) along with the number is
provided; i.e., 3454 N. Jones #4.
Remove the (#) and replace it with the abbreviation for number
(No.). NEVER use the # sign.
UNIT DESIGNATORS
ABBREVIATIONS
|
Code |
Description |
Example |
|
Apt |
Apartment |
102 Main St Apt 101 |
|
Bldg |
Building |
1600 Central Pl Bldg 14 |
|
Dept |
Department |
Florida Tech Accounting
Dept |
|
Fl |
Floor |
2700 College Blvd 4th
Fl |
|
Rm |
Room |
55 Sylvan Blvd Rm 18 |
|
Sp |
Space |
454 N Jones Rd Sp 6 |
|
Ste |
Suite |
1356 Executive Dr Ste 202 |
Compass directions used to identify the geographic area of a city are always abbreviated.
DIRECTIONS ABBREVIATIONS
|
Code |
Description |
|
E |
East |
|
W |
West |
|
N |
North |
|
S |
South |
|
NE |
Northeast |
|
NW |
Northwest |
|
SE |
Southeast |
|
SW |
Southwest |
Street Address and PO Box - Non-person BANNER address format allows three lines
of street address information. Three
address lines cause a problem when printing one-inch labels. If both the street address and PO Box number
need to be maintained, enter the street address on the first line and the PO
Box number on the second address line:
Do not enter data into the second address line until data has been entered into the first address line. Only use the first two lines.
|
Information Given |
Permanent Address |
Mailing Address |
|
Dr. John F Smith Evergreen Building 1379 Del Monte Ave PO Box 2351 Lancaster, CA
93536 |
Dr. John F Smith Evergreen Building 1379 Del Monte Ave Lancaster, CA
93536 |
Dr. John F Smith PO Box 2351 Lancaster,
CA 93536 |
Note: Mail is delivered to the address immediately above the City, State and Zip Code line.
Dual Address Examples: Mail will be delivered to:
Mr
John Smith
100
Major St PO Box
200 Morgan St
PO
Box 200 Morgan St New York
NY 10001
New
York NY 10001
Mr
John Smith
PO
Box 200 Morgan Station 100
Major St
100
Major St New
York NY 10001
New
York NY 10001
For additional information, please refer to Street Address Abbreviations in Appendix B.
CITY
STANDARDS
All information is typed in
upper/lower case format; i.e., not all caps or all lower. Do not abbreviate unless limited by
space. A sample of city abbreviations
follows. For additional examples, refer
to the U.S. Postal Address Standards.
If you are in doubt about an abbreviation, spell out rather than use an
abbreviation.
Punctuation characters, the pound sign (#), the asterisk (*), and the percent sign (%) are never used.
Do NOT enter Canadian Provinces into the City Field. Canadian Provinces are Alberta, British
Columbia, Labrador, Manitoba, New Brunswick, New Foundland, Northwest
Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan
and Yukon have their own code for entry into the State Field. Note: Canadian addresses must include the
city in the City Field and the Province in the State Field. Enter 27 (Canada) into the Nation
field. For additional information
please refer to Appendix C.
STATE &
PROVINCE STANDARDS
State codes MUST be entered for all U.S. and
Canadian addresses. Refer to Appendix
D for the appropriate U.S. states and
Canadian provinces codes.
ZIP CODE
STANDARDS
Zip codes MUST be
entered for all U.S. and Canadian addresses.
United States
Enter the five (5) digit zip code. A Hyphen must be used when the entire nine (9) digit zip code is available. If the last four digits are unavailable, enter the first five digits without the hyphen.
Example: 97203
97203-5798
Canadian
Enter the six-character zip
code. Do not add spaces or hyphens in
Canadian zip codes.
Example: T2T2Y5
R2L1N4
International
Pin Numbers
Enter the six-digit international pin number (without hyphens) to the right of the city on the second address line. Do NOT enter the PIN number in the zip code field. In the event the PIN number will not fit to the right of the city because of space, enter the city on the third address line and enter the PIN number in the city line.
Example: Petko
Metodiev Kitano
PO Box 140
Balgoevgrad Hyderab
2700
Bulgaria
NATION CODE
STANDARDS
A NATION code is required
for all non-U.S. addresses and for campus addresses. Do NOT enter a
NATION code for U.S. addresses. A complete listing of Nations can be found in
the Appendix E.
MILITARY
STANDARDS
Foreign
Military Address
Enter the APO or AFO code into the CITY field.
In
the State Field enter:
AE - Europe, Middle
East, Africa, Canada [ZIP=09nnn]
AP - Pacific [ZIP=96nnn]
AA - The Americas
(excluding Canada) [ZIP=34nnn]
Example: Alice
VanFrogulemen
HHB 6th Batallion 43rd Box 72
Air Defense Artillary CMR 417
APO AE 09602-8802
United States Military Address
Enter the APO or AFO code into the CITY field.
Enter the normal state code into the State field.
Example: APO (AA, AE, AP) Nine Digit ZIP code
FPO
(AA, AE, AP) Nine-Digit Zip code
AE for mail going to EUROPE, the MIDDLE EAST, AFRICA and CANADA (090 thru 098)
AP
for mail destined to the Pacific (962 thru 966)
AA
for units in the AMERICAS other than CANADA (340)
Example: APO AE 09815
APO AA 34030
FPO AE 09508
FPO AP 96522
Air Force
Base (AFB)
Enter the City into the City Field followed by AFB (all
CAPS) for Air Force Base.
EXAMPLE: 5 202A 2nd
St
Elmendorf
AFB
AK 99506-1207
Sample Address Data
Entry Format
Larry R. Adams Larry
R Adams
123 East Fir Street, Apartment #6 123 E Fir St Apt 6
Lancaster, CA 93536 Lancaster,
CA 93536
ADDRESS
CHANGES
Address changes are entered in the address information block on the General Person form SPAIDEN. The source of the change can also be entered. Sources for valid address change values are found in the table STVASRC.
ADDRESS CHANGE SOURCE
TYPES
|
Code |
Description |
Explanation |
|
CONV |
Conversion
Process |
Computerized
changes |
|
LOST |
Address
is Lost |
Address
is incorrect |
|
PERS |
Personal
Contact |
Information
given by the person |
|
POST |
Post
Office Change |
Returns
from US Postal Service |
|
STFF |
Info
provided by Staff |
Notification
from a staff member |
|
UNDL |
Address
is undeliverable |
Coded
by appropriate staff |
|
WWW |
World
Wide Web |
Captured
through Banner “web for” product |
VI. TELEPHONE TYPES
|
Code |
Description |
Explanation |
|
BI |
Billing |
Invoicing
phone if different from business phone |
|
BU |
Business |
Primary
phone for business or individual's business phone number |
|
CELL |
Cellular
Phone Number |
Phone
number for cellular phone |
|
EM |
Emergency
Contact |
Phone
number of person to contact in an emergency |
|
FAX |
Fax
Phone Number |
Facsimile
phone number |
|
LC |
Local/Campus |
Phone
number to contact while attending school or working on campus |
|
P1 |
Parent(s) |
Parent
of an individual |
|
PGR |
Pager |
Pager
phone number |
|
PR |
Permanent |
Phone
number of primary address of individual |
VII.
APPENDIX A
Record Creation Guidelines
Banner “entity” records can be created on-line thru several forms as well as resulting from batch electronic processes. It is most critical that procedures be in place to ensure that the same person or organization does not exist more than one on the database. Having a single entity on the database represented by more than one key record is a violation of data integrity and can lead to labor-intensive procedures to merge duplicate entities and to maintain or discard the appropriate parts of the underlying records. Adherence to these procedures by users authorized to create entities on the database can and will be monitored. Users who repeatedly fail to follow this procedure may have their privileges revoked.
BEFORE CREATING RECORDS
ONLINE:
SEARCHES
Careful
searching will prevent the creation of duplicate entities. Special note for student searches: It may be
more effective to begin with a name search rather than relying on SSN, prior
Perm Number or system-generated ID’s as a searching mechanism.
ID Search
Select an “Identification:
(i.e., IDEN) or VEND form in your module.
If ID is known, enter in KEY
BLOCK to see if a match is found.
Person Name Search
Two search methods are
available:
1.
If
the ID is not known, TAB to the field to the immediate right of the ID field,
which is the NAME field. Here the user may enter as many characters of the last
name as desired. If the entire last name is not entered, it must be ended with
a percent (%) symbol. Pressing the ENTER key will open a ‘SEARCH RESULTS’ window which will show a pull-down and the number
of records found which match the search criteria. If the number of records
found is greater than 25, the search should be narrowed by providing additional
information in the Reduce Search By
panel. Here the user may indicate City, State, Zip, Name Type, SSN (if not used
as the record key), Date of Birth and Gender (partial criteria followed by ‘%’
is accepted). After data is entered to reduce the search, the SEARCH
(Flashlight) icon can be pressed with the left mouse button and the records
found should display a lower number. Whether or not additional criteria is
provided, pressing the pull-down will display a list of the matching records.
The list will display CURRENT names as right justified and PREVIOUS names as
indented. Double clicking with the left mouse button will select the desired
record and place it in the key block of the IDEN form..
2.
Left
clicking on the SEARCH (flashlight) icon of the “???IDEN” or “???VEND” Form
will display an Options List for a Person Search or Non Person Search. Choose
one by left clicking. This will display either the SOAIDEN (Person Search Form) or SOACOMP (Non-Person Search Form)
Search criteria can be
entered in any of the fields displayed, with or without “%” wildcards. If too
many like records display, the search may be refined by accessing the (SOAIDNS)
Person Search Detail Form. This form displays other data which may be used to
differentiate between otherwise identical appearing records.
Type in the name to be
searched using the % (wildcard) to broaden the search.
Example: record = John Smith
Query as: Last Name – Smith
First Name – J%
Note: Some names have unique spellings. Search on all possibilities by broadening the wildcard search or
use the “Soundex Search” functions available on the Person Search Detail Form
(SOAIDNS).
When a list of possible names is retrieved for a person,
verify social security number, student ID number, birth date, previous names,
and any other information available. For example: William as well as Bill; Lawrence as well as Larry.
The underscore (_) key can be used to replace one character
at a time. For example, to search for
Anderson that may actually be AndersEn use:
Anders_n
--- This will find both AndersOn and AndersEn records.
If a
match is found:
1.
Highlight
the line that matches and double click the left mouse button to return to the
main screen.
2.
Check
to be sure the data matches the data you have using. NEXT BLOCK to display all records (if there are multiple entries
for address, etc.)
3.
Input
new data according to guidelines in this manual and the needs of your
particular functional module.
4.
Update/correct
any information; such as, PERS data that may be missing.
To create a
record if no match is found:
1.
Try
another version of the query; if still no match---return to main screen (CANCEL
QUERY) and go to an IDEN screen to create the record.
2.
Click
on the “Generate ID icon. The word “GENERATED” will appear in the ID
field. Click the mouse in name fields
and type in name and press COMMIT (create the record)
3.
Add
the name in the upper and lower case letters, using punctuation and spacing as
appropriate. If no first name is
available (foreign names), put a dash (-) in the first name field.
4.
Create
address(es)in appropriate fields---consult Quick Reference Section for
recommended abbreviations.
5.
Abbreviate
when space limitations require it .
Add
information to PERS screen for person records.
BEFORE CREATING RECORDS
FROM OFF LINE SOURCES:
Transactions creating new person and organization records in the database from external sources such as tape loads, FTP imports, and World Wide Web must be reviewed before they can be established in the production environment. Chapter 11 of the Banner2000 Student System User’s Manual outlines the setting up of the rules and edits that control these processes as well as giving specific procedures for the importing of new applications established by Banner Web for Students. These rules and procedures must be carefully reviewed in order to prevent the inadvertent creation of duplicate entity records in the system.
BEFORE ACCEPTING RECORDS
RECEIVED VIA WWW:
Please refer to the Banner2000 Student System User’s Manual,
Chapter 11 “Receiving and Processing Electronic Applications”
APPENDIX B
ABBREVIATIONS for STREET DESIGNATOR