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Bridgewater State College

Banner Implementation Project

DATA STANDARDS DOCUMENT

BANNER IMPLEMENTATION PROJECT

DATA STANDARDS DOCUMENT

Bridgewater State CollegeSeptember 2003

Table of Contents

P A R T O N E

PART ONE 1

INTRODUCTION 1

PART TWO 2

PIDM GUIDELINES 2

What is a Duplicate PIDM 2

Process for Avoiding Duplicate PIDMs 3

Important Guidelines for All Banner Users 3

Procedures to follow for Employees who Routinely Create Duplicate PIDMs 4

PART THREE 6

DATA STANDARDS 6

Data Change Policy 6

Address Standards 8

Address Types 10

Street Address 11

City 13

State and Province 13

Zip Code 15

Country/Nation Code 16

Record of Old Addresses 19

Building/Location Code 20

Citizen Type Code 22

Confidential Information Indicator 24

Date of Birth 25

Date Standards 27

P A R T O N E

Deceased Information 28

Department Code 30

E-Mail Standards 34

E-mail Types 34

Emergency Contact 35

Ethnic Code 37

Gender 40

Identification Number Standards 42

Marital Status Code 43

Name Standards 45

Last Name 46

First Name 47

Middle Name 48

Individual Prefix 48

Individual Suffix 49

Preferred Name 49

Non-person (Corporation) Name 49

Social Security Number Standards 52

Telephone Number Standards 55

Telephone Types 56

Area Code 57

Phone Number 57

Extension 57

P A R T O N E - I N T R O D U C T I O N

PART ONE

INTRODUCTION

he data standards document provides clear guidelines regarding data elements shared by all Banner modules. Banner users who oversee or have responsibility for

data-entry must follow the standards as outlined. The standards primarily govern three characteristics of specific data items: (1) the definition of the data item; (2) the format in which the data item is to be entered; and (3) the department/area responsible for updating, maintaining, and ensuring adherence to the data standards which follow.

T

Additions and modifications to data items will affect reporting and/or processing for functional areas outside the department that enters the data. It is crucial that data elements that are shared among the different Banner modules are consistent. In the event that validation tables need to be updated, a committee consisting of representatives from each of the modules (Finance, Financial Aid, Human Resource, Student) and the Office of Institutional Research and Assessment will decide what and how updates/changes will be made. Notification of changes to the validation tables contained in this document will need to be made available to the appropriate functional areas of the institution.

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P A R T T W O – P I D M G U I D E L I N E S

PART TWO

PIDM GUIDELINES

ithin the Banner system, it is absolutely critical that each person (or vendor) only has one PIDM (Person Identification Master). The first time a person is

entered into the Banner system, Banner automatically generates both a unique identification number (ID) and a unique PIDM for the person. The person’s ID is an eight-digit number that appears in the “ID” field on Banner forms that pertain to that person’s record. The person’s PIDM, however, is stored internally in Banner and is not visible on Banner forms. Each person’s assigned PIDM serves as a unique identifier that Banner uses to associate all of the person’s records with that person.

W

WHAT IS A DUPLICATE PIDMA serious problem occurs when a person has two different PIDMs, and thus two distinct sets of records. When a person has more than one PIDM, it will be impossible to maintain accurate records for that person. Duplicate PIDMs for a person can lead to disastrous situations, e.g., a person has employee records under one PIDM and payroll records under another PIDM, or academic history records under both PIDMs and an incomplete transcript for both PIDMs.

A potential duplicate PIDM is identified if one of the following is true:

Two persons have the same Name and Birthdate

Two persons have the same SSN and Name and Birthdate

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Two persons have the same SSN and Birthdate

Two persons have the same SSN and Name

Two persons have the same SSN

Employees should strive to prevent the creation of duplicate PIDMs. Duplicate PIDMs could affect how students are reported, or affect a student’s registration status, or have ramifications for Accounts Receivable or Financial Aid. If an employee creates or discovers a duplicate PIDM, he/she must notify his/her department Banner administrator immediately. Do not make further changes until the problem has been resolved.

PROCESS FOR AVOIDING DUPLICATE PIDMSDuplicate PIDMs are usually created when proper searching was not followed and a new record was created even though the person is already in Banner.

Before creating a new record for a person, a minimum of three searches must be performed. Search to see if there is a match for the person’s

Name

SSN

Date of Birth

If there is no match (i.e., the person does not show up in any of the searches above), then proceed to create a new record for the person.

If there is a match, review the person’s data in Banner to verify that the match is correct. Do not create a new record for a person who is already in the system.

Note: When left in the default mode, searches in Banner search forms are case sensitive. To minimize chances of error

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when searching, be sure to select “No” in the “Case Sensitive Query?” option at the bottom of the forms.

IMPORTANT GUIDELINES FOR ALL BANNER USERSDo's:

1. Do perform three searches before creating a new user ID. Assume that the person is already in the system, and spend the time to find him/her.

2. Do use proper keyboard characters when entering numeric data:

1. Use a numeric 1 (one), not a capital "I" (i) or lowercase "l" (L).

2. Use a numeric 0 (zero), not a capital "O" (o).

3. Do enter punctuation in names and addresses ONLY when it is a required part of the official, legal name. See Name Standards for more detail.

4. Do enter all data entered using mixed case (uppercase and lowercase) and standard capitalization rules.

5. Do enter all Vendors as Non-Persons.

6. Do be knowledgeable of the forms and the fields within the forms that you are allowed to enter data into.

7. Do double-check that the data on any paperwork matches the data that is being entered into Banner.

Don'ts:

1. Do not generate a new person/non-person ID until you have performed at least three thorough searches and verified that she/he is not in the system under a different name.

2. Do not use the pound sign (#) in any data field, for any reason.

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3. Do not use punctuation in names or addresses unless it is part of the legal name.

4. Do not type names or addresses in all caps or all lowercase.

5. Do not enter Vendors as persons.

6. Do not perform tasks that you have not been trained in or received security for. For example, you may be able to change a student’s address, but that does not mean that you should change an address.

PROCEDURES TO FOLLOW FOR EMPLOYEES WHO ROUTINELY CREATE DUPLICATE PIDMS

The creation of a duplicate PIDM causes a tremendous amount of work for various members of the college staff. Employees who create duplicate PIDMs may be required to assist in the clean up of the PIDM.

The Duplicate PIDM Team understands that sometimes information for students is inaccurate, which could cause the unintentional duplicate PIDM. However, frequent creation of duplicate PIDMs due to flagrant disregard for proper searching procedures will result in the following:

First, the employee and the department Banner administrator are contacted if a pattern of creating duplicate PIDM is observed. The employee is reminded to use proper searching procedures and may be requested to assist in the cleanup of the duplicate PIDM. The employee may be directed to attend additional Banner Training.

If the employee continues to create duplicate PIDMs, the employee’s department head is contacted.

If the employee continues to create duplicate PIDMs after additional training has been received, security access may be

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reduced and disciplinary action may be taken according to the relevant collective bargaining agreement.

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P A R T T H R E E – D A T A C H A N G E P O L I C Y

PART THREE

DATA STANDARDShe following pages contain standards for data elements that are shared among the different Banner modules. Just as important are the procedures that have been

outlined with regard to data changes and modifications. TDATA CHANGE POLICYThe following policy will govern changes to a person’s

Social Security Number (SSN) Name Address Date of Birth

The System Identification Form GUASYST indicates in which of the Banner modules a person has data. Form GUASYST must be referred to when determining the office that has the responsibility for making the above data changes.

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GUASYST System Identification Form

Which modules the person has data in will determine which office will make the change(s). The procedure follows the hierarchy outlined below:

Where records reside Office making change(s)

1. Human Resource record Human Resource Office

2. Financial Aid record Financial Aid Office3. Finance record Office of the AVP for Fiscal

Affairs4. Student (Gen Student) record Registrar’s

Office5. Student (Recruiting and Admissions) Admissions

Office

For example, if a person has information in several modules – Student, Human Resource, and Financial Aid - the Human Resource Office will take precedence in making changes to that person’s data. If the person has no information in the Human Resource module, but does have information in the Financial Aid and Student modules, then the Financial Aid

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Office is responsible for making change(s). When a person only has information in the Finance module, then the Office of the AVP for Fiscal Affairs will make the change. Similarly, if a person only has a Student (Gen Student) record, then the Registrar’s office will make the change(s), and so on.

To ensure that a person’s data is updated in a timely manner, it is crucial that data change forms get forwarded to the appropriate office as soon as possible.

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P A R T T H R E E – A D D R E S S S T A N D A R D S

ADDRESS STANDARDSImportant! To make changes to a person’s address, the procedures outlined in the section “Data Change Policy” (pp. 6-7) must be followed.

Addresses are entered in SPAIDEN (Student/FA modules), PPAIDEN (HR module) or FOAIDEN (Finance module).

SPAIDEN Identification Form

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PPAIDEN Identification Form

FOAIDEN Identification Form

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This section of the standards governs the address types maintained by BSC. Address type codes are maintained in STVATYP (all modules).

ADDRESS TYPESCode Description Explanation

BI Billing Billing or invoicing address. Applicable to anyone with an accounts receivable record.

BU Business The business address where a student or alumni works or, in the case of a business, the primary address of that business. This is also used as the mailing address for purchase orders from Purchasing.

EM Emergency Contact

Mailing address of the Emergency Contact person.

HR BSC employee Campus addresses for BSC faculty and staff (HR use only).

LR Local Residential

The physical off-campus address where a student/emp/fac is living during the time they are enrolled/employed/teaching at the college.

MA Mailing Preferred mailing address.

PA Parent Address of primary parent/guardian.

PR Permanent The permanent home address of the student/employee/faculty. Every non-vendor has to have a permanent address.

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Code Description Explanation

RS Residential On-campus

The BSC Box address of students who have mailboxes on campus.

VP Vendor The address that will be used to pay vendors in the Office of the AVP for Fiscal Affairs.

XX System required value.

STREET ADDRESSAll information is typed in mixed (upper/lower) case format i.e., not all caps or all lower.

North/South/East/WestWhen compass points (north, south, east, west, northeast, northwest, southeast and southwest) are used to denote direction for a street, their abbreviations (i.e., N, S, E, W, NE, NW, SE, SW) must be used. However, when they are the actual names of streets, they must be spelled out.

Examples:100 N 104th Street52 Lake View Avenue SW

88 East Lane37 South Street

Punctuation and symbolsHyphens may be used when needed for clarity or designated fractions. Periods and slashes are never used unless it is required in the address (i.e., part of the street number). The use of the symbol “&” should be used only if it is the proper spelling of the street. The use of “And” should be used if it is the proper spelling of the street.

! DO NOT use the following punctuations and symbols:

Backslash \Colon :

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Comma ,Double quotation

“ ”

Parentheses ( )Percent sign 1 %Period 2 .Pound sign 3 #Semi-colon ;Slash 4 /

1 “%” or “In care of” should not be used. Use “c/o” instead.

2 Periods are never used in abbreviations. Periods are only used when they are required in the address (i.e., part of the street number).

3 For apartment, room or suite numbers, do not use “#”.

4 Slashes are never used in street names. They are only used when needed for designated fractions in street numbers.

Secondary Address Unit Designators (e.g., room or apartment number) If the address is for a multi-unit apartment or building, place the secondary unit designator (i.e. Apartment, Suite, Room, Unit) number on the second line of the address field.

If the secondary unit designator is not provided and only a # along with the number is provided, remove the ‘#’ and use “Unit” instead. For example, a person provides the street address 34 Jones Street, #4. Data entry into Banner should be:

(first line of address field) 34 Jones Street(second line of address field) Unit 4

AbbreviationsIf abbreviations are to be used, please adopt the following conventions:

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P A R T T H R E E – B U I L D I N G / L O C A T I O N C O D E

Apartment AptAvenue AveBox Number

PO Box

Boulevard BlvdBuilding BldgCenter CtrCircle CirCourt CtDepartment

Dept

Drive DrExpressway

Expy

Floor FlHeights HtsHighway HwyIsland IsJunction JctLake LkLane LnMountain MtnParkway Pkwy

Place PlPlaza PlzRidge RdgRoad RdRoom RmSquare SqStreet StStation StaSuite SteTerrace TerTrail TrlTurnpike TpkeValley Vly

East ENorth NSouth SWest WNortheast NENorthwest NWSoutheast SESouthwest SW

Street Address and PO BoxBanner address format allows three lines of street address information. If both the physical street address and PO Box number need to be maintained, enter the street address under the permanent address (PR) and the PO Box under the mailing address. The main address is a mailing address (MA). Exception: the vendor “BU” addresses will need to keep both parts together.

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Information Given Permanent Address (PR)

Mailing Address (MA)

Dr John F SmithEvergreen Building1379 NW PinePO Box 2351Bridgewater MA 02324

Dr John F SmithEvergreen Building1379 NW PineBridgewater MA 02324

Dr John F SmithPO Box 2351Bridgewater MA 02324

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. Exception: Foreign addresses will often use all available lines.

C ITYAll information is typed in mixed (upper/lower) case format, i.e., not all caps or all lower.

PunctuationPunctuations are never used.

AbbreviationsNo abbreviations are allowed on the City data element. Spell out city names fully.

Canadian AddressesCanadian addresses must include the city in the City field and the province in the State field. Do not enter Canadian provinces into the City field.

STATE AND PROVINCEState and province codes must be entered in the “State/Prov” field for all U.S. and Canadian addresses respectively. Canadian provinces are Alberta, British Columbia, Manitoba, New Brunswick, New Foundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon. They have their

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own code for entry into the “State/Prov” field. For all other countries, the state code should be left blank.

Military APO codes are entered in the “State/Prov” field.

The following table includes state and province codes. To view the most current listing within the Banner system, go to form STVSTAT (all modules).

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US States/TerritoriesAlabama ALAlaska AKAmerican Samoa ASArizona AZArkansas ARCalifornia CAColorado COConnecticut CTDelaware DEDistrict of Columbia

DC

Federated States of Macronesia

FM

Florida FLGeorgia GAGuam G

UHawaii HIIdaho IDIllinois ILIndiana INIowa IAKansas KSKentucky KYLouisiana LAMaine M

EMarshall Islands M

HMaryland M

DMassachusetts M

AMichigan MI

Minnesota MN

Mississippi MS

Missouri MO

Montana MT

Nebraska NENevada NVNew Hampshire N

HNew Jersey NJNew Mexico N

MNew York NYNorth Carolina N

CNorth Dakota N

DNorthern Mariana Islands

MP

Ohio OH

Oklahoma OKOregon ORPennsylvania PAPuerto Rico PRRhode Island RISouth Carolina SCSouth Dakota SDTennessee TNTexas TXUtah UTVermont VTVirgin Islands VIVirginia VA

Washington WA

West Virginia WV

Wisconsin WIWyoming W

Y

Military APOArmed Forces the Americas

AA

Armed Forces Europe

AE

Armed Forces Pacific

AP

Canadian ProvincesAlberta AB

British Columbia BCManitoba M

BNew Brunswick NBNewfoundland and Labrador

NL

Northwest Territories

NT

Nova Scotia NSNunavut N

UOntario O

NPrince Edward Island

PE

Quebec QCSaskatchewan SKYukon YT

ZIP CODEZip codes must be entered for all U.S. and Canadian addresses. Within Banner, Massachusetts zip codes are linked to their respective city/state/county names. When a Massachusetts zip code is selected from the zip code table (click on the flashlight icon for the zip code field), the corresponding city, state and county names will automatically “fill in.”

U.S. addressesA hyphen must be entered when the entire nine-digit zip code is available. If the last four digits are unavailable, enter the first five digits in the first five positions of the field without the hyphen.

Example:

All nine-digit zip code 79699-2294

Five-digit zip code 79601

Canadian addressesEnter the six-digit zip code. Do not add spaces in Canadian zip codes.

Example:

T2T2Y5

R2L1N4

Foreign addressesPostal mailing codes for foreign countries should be entered in the zip code field.

COUNTRY /NATION CODECountry codes follow the International Organization for Standardization (ISO) codes. A country code is required for all non-U.S. addresses and is entered in the “Nation” field. Do not enter a country code for U.S. addresses.

The following table includes valid country codes for use within Banner. For the current list of valid country codes within the Banner system, go to form STVNATN (all modules).

Country CodeAfghanistan AFAlbania ALAlgeria DZAmerican Samoa ASAndorra ADAngola AOAnguilla AIAntarctica AQAntigua and Barbuda AGArgentina ARArmenia AM

Country CodeAruba AWAustralia AUAustria ATAzerbaijan AZBahamas, The BSBahrain BHBangladesh BDBarbados BBBelarus BYBelgium BEBelize BZ

Country CodeBenin BJBermuda BMBhutan BTBolivia BOBosnia-Herzegovina BABotswana BWBouvet Island BVBrazil BRBritish Indian Ocean Territory

IO

Brunei BNBulgaria BGBurkina Faso BFBurundi BICambodia KHCameroon CMCanada CACape Verde CVCayman Islands KYCentral African Republic

CF

Chad TDChile CLChina, People’s Republic of

CN

Christmas Island CXCocos (Keeling) Islands

CC

Colombia COComoros KMCongo CGCongo, The Democratic Republic of the

CD

Cook Islands CKCosta Rica CRCote D’Ivoire (Ivory Coast)

CI

Croatia HR

Country CodeCuba CUCyprus CYCzech Republic CZDenmark DKDjibouti DJDominica DMDominican Republic DOEcuador ECEgypt EGEl Salvador SVEquatorial Guinea GQEritrea EREstonia EEEthiopia ETFalkland Islands (Islas Malvinas)

FK

Faroe Islands FOFiji FJFinland FIFrance FRFrench Guiana GFFrench Polynesia PFFrench Southern Territories

TF

Gabon GAGambia, The GMGeorgia GEGermany DEGhana GHGibraltar GIGreece GRGreenland GLGrenada GDGuadeloupe GPGuam GUGuatemala GTGuinea GNGuinea-Bissau GW

Country CodeGuyana GYHaiti HTHeard Island and McDonald Islands

HM

Holy See (Vatican City State)

VA

Honduras HNHong Kong HKHungary HUIceland ISIndia INIndonesia IDIran IRIraq IQIreland IEIsrael ILItaly ITJamaica JMJapan JPJordan JOKazakhstan KZKenya KEKiribati KIKorea, Democratic People’s Republic of (North)

KP

Korea, Republic of (South)

KR

Kuwait KWKyrgyzstan KGLaos LALatvia LVLebanon LBLesotho LSLiberia LRLibya LYLiechtenstein LILithuania LT

Country CodeLuxembourg LUMacau MOMacedonia MKMadagascar MGMalawi MWMalaysia MYMaldives MVMali MLMalta MTMarshall Islands MHMartinique MQMauritania MRMauritius MUMayotte YTMexico MXMicronesia, Federated States of

FM

Moldova MDMonaco MCMongolia MNMontserrat MSMorocco MAMozambique MZMyanmar MMNamibia NANauru NRNepal NPNetherlands NLNetherlands Antilles ANNew Caledonia NCNew Zealand NZNicaragua NINiger NENigeria NGNiue NUNorfolk Island NFNorthern Mariana Islands

MP

Country CodeNorway NOOman OMPakistan PKPalau, Republic of PWPalestinian Territory PSPanama PAPapua New Guinea PGParaguay PYPeru PEPhilippines PHPitcairn Island PNPoland PLPortugal PTPuerto Rico PRQatar QAReunion RERomania RORussia RURwanda RWSaint Helena SHSaint Kitts and Nevis KNSaint Lucia LCSaint Pierre and Miquelon

PM

Saint Vincent and the Grenadines

VC

Samoa WSSan Marino SMSao Tome and Principe

ST

Saudi Arabia SASenegal SNSerbia and Montenegro

CS

Seychelles SCSierra Leone SLSingapore SGSlovakia SK

Country CodeSlovenia SISolomon Islands SBSomalia SOSouth Africa ZASouth Georgia and the South Sandwich Islands

GS

Spain ESSri Lanka LKSudan SDSuriname SRSvalbard and Jan Mayen

SJ

Swaziland SZSweden SESwitzerland CHSyria SYTaiwan TWTajikistan TJTanzania, United Republic of

TZ

Thailand THTimor-Leste TLTogo TGTokelau TKTonga TOTrinidad and Tobago TTTunisia TNTurkey TRTurkmenistan TMTurks and Caicos Islands

TC

Tuvalu TVUganda UGUkraine UAUnited Arab Emirates AEUnited Kingdom GBUnited States US

Country CodeUruguay UYUzbekistan UZVanuatu VUVatican City State VAVenezuela VEVietnam VN

Virgin Islands (British)

VG

Virgin Islands (U.S.) VIWallis and Futuna WFWestern Sahara EHYemen YEZambia ZMZimbabwe ZW

RECORD OF OLD ADDRESSES Old addresses should not be deleted, instead they should be marked “changed” once a newer address is entered.


BUILDING/LOCATION CODEThe building/location codes are used to designate the Colleges’ buildings. Discussion and coordination between the Registrar’s Office and the Facilities Management and Planning Office need to take place before any changes are made. The Registrar’s office will modify all building codes in the Student module on form STVBLDG. The Human Resource and the Finance modules use the same location code validation form (FTVLOCN). The Facilities Management and Planning Office must approve all building code changes in FTVLOCN.

Code DescriptionAIRPRT AirportART Art CenterATCTR Adrian Tinsley CenterATHFLD Athletic Outdoor FieldsBINF Boyden Information BoothBOWL Bowling AlleyBOYDEN Boyden HallBURNEL Burnell SchoolCINF Chapel Information BoothDAV Davis Alumni CenterDINAR DiNardo Residence HallDURGIN Durgin Residence HallEAST East Residence HallECC East Campus CommonsENG Engineer's CottageGAR Maintenance GarageGAT Gates House


Code DescriptionGHAPTS Great Hill Student

ApartmentsGRN GreenhouseHARNG Harrington HallHART Hart HallHINF Harrington Information

BoothHUNT Hunt HallKELLY Kelly GymnasiumLIB Maxwell LibraryMILES Miles Residence HallMINF Moakley Information BoothMOAK Moakley CenterMSCA MSCA Union BuildingOBS ObservatoryOLDP Old Power PlantOPCTR Operations CenterPOL Campus Police BuildingPOPE Pope Residence HallPOW Central Heating PlantRCCTR Rondileau Campus CenterSCIENC Conant Science BuildingSCOTT Scott Residence HallSHEA Shea Residence HallSHED Greenhouse Potting ShedSUMM Summer Street HouseSWFH Swenson Field HouseSWPB Swenson Press Box


Code DescriptionSWTB Swenson Ticket BoothTBA To be announcedTILLY Tillinghast HallWOOD Woodward Residence Hall

P A R T T H R E E – C I T I Z E N T Y P E C O D E

CITIZEN TYPE CODEA person’s citizen type is entered in SPAPERS (Student/FA modules), PPAIDEN (HR module) or FOAPERS (Finance module).

SPAPERS General Person Form



FOAPERS General Person Form

Citizen type codes are maintained in STVCITZ (all modules). The following codes will be used for citizen type.

Code DescriptionCA Canadian Citizen


MX Mexican CitizenNA Non-resident Alien (do not use for Canadian and

Mexican citizens)OT OtherRA Resident Alien/US Permanent ResidentsUS US Citizen

P A R T T H R E E – C O N F I D E N T I A L I N F O R M A T I O N I N D I C A T O R

CONFIDENTIAL INFORMATION INDICATORAccording to the federal Family Educational Rights and Privacy Act of 1974 (FERPA), most student data is confidential and may not be released to any outside person or organization without the student's written authorization. Some data may be released without prior student consent at the discretion of the institution (usually via the Registrar's Office), and these data items are known as directory information.

In accordance with FERPA guidelines, students can choose to prohibit the release of their directory information. At BSC, student directory information includes the following:

a student’s name, local address*, hometown, e-mail address, and telephone number (*For resident students, local address is their PO Box number and residence hall. For commuting students, if no local address is available, the permanent address applies.)

school and major field of study participation in officially recognized activities and sports weight, height, and age of members of athletic teams dates of enrollment full-time or part-time status certificates, degrees, and awards received, including

Dean’s List and graduation honorsA request form to prevent disclosure of directory information is available at the Registrar’s Office (Boyden Hall 003). Upon receipt of this form by the Registrar’s Office, the Confidentiality box will be checked on SPAPERS.

D A T A S T A N D A R D S D O C U M E N T


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P A R T T H R E E – D A T E O F B I R T H

DATE OF BIRTHImportant! To make changes to a person’s date of birth, the procedures outlined in the section “Data Change Policy” (pp. 6-7) must be followed.

A person’s date of birth is entered in SPAPERS (Student module), PPAIDEN (HR module) or FOAPERS (Finance module).


P A R T T H R E E – D A T E O F B I R T H



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P A R T T H R E E – D A T E S T A N D A R D S

DATE STANDARDSDates may be entered mm-dd-yyyy (e.g., May 29, 1975 may be entered as 05-29-1975). If this does not work, dates must be entered dd-mon-yyyy.

Example:

February 01, 1993 is entered as 01-feb-1993

January 17, 2000 is entered as 17-jan-2000

July 4, 2001 is entered as 04-jul-2001

Hyphens must be used between Day-Month and Month-Year.

P A R T T H R E E – D E C E A S E D I N F O R M A T I O N

DECEASED INFORMATIONDeceased information should flow from the point of origin (generally the Student Affairs Office or Human Resources Office) to all appropriate offices. When a person is deceased, the information is indicated on SPAPERS (Student module), PPAIDEN (HR module) or FOAPERS (Finance module).



P A R T T H R E E – D E C E A S E D I N F O R M A T I O N


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P A R T T H R E E – D E P A R T M E N T C O D E

DEPARTMENT CODEDepartment codes are used to designate the Colleges’ academic and administrative departments. Discussion and coordination between the Registrar’s Office and the Human Resources Office need to take place before any changes are made. The Registrar’s office will modify all department codes in the Student module on form STVDEPT. The Human Resources will modify all department codes in (yet to be determined form).

Code Description0000 Undeclared (system required)AAMA Affirmative Action/Minority AffairsACAD Academic Achievement CenterACAF Academic AffairsACFI Accounting and FinanceADFI Administration & FinanceADMS Admissions OfficeALUM Alumni & DevelopmentANTH AnthropologyARCC Campus CenterART ArtATHL AthleticsAVSC Aviation ScienceBIOL Biological SciencesBOTS Board of TrusteesCART CART CenterCASU Campus Supply/Central ReceivingCDCC Children's CenterCESO Conference and Event Services

38 9/2003


Code Description

CHEM Chemical SciencesCHPR Center for Health PromotionCMPL Campus PoliceCNED Counselor EducationCOAS Communication Studies & Theatre

ArtsCOPY Copy CenterCOUN Counseling CenterCPDC Children's Physical Development

ClinicCPLP Career ServicesDGCE Graduate and Continuing EducationEASC Earth Sciences and GeographyECON EconomicsELED Elementary and Early Childhood

EducationENGL EnglishFACL FacilitiesFAID Student Financial AidFISC Fiscal AffairsFMP Facilities Management & PlanningGRSP Grants and Sponsored ProjectsHIST HistoryHLSV Health ServicesHMRS Human ResourcesHONR Honors CenterHOUS Housing DepartmentINAD Institutional Advancement

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Code Description

INST Institutional ResearchINTE Information TechnologyLANG Foreign LanguagesLIBR Library ServicesMAHP Movement Arts, Health Prom, &

Leis StudMAIL MailroomMATH Mathematics and Computer ScienceMEDA Media ServiceMGMT ManagementMOAK Moakley CenterMUSC MusicOMCA Multicultural AffairsPARK Parking and Connect Card ServicesPAYR Payroll OfficePFED Division of Professional EducationPHIL PhilosophyPHYS PhysicsPOLI Political SciencePRCH Purchasing OfficePRES President's OfficePSYC PsychologyPUBL Public AffairsREGS Registrar's OfficeSCAR School of Arts & SciencesSCED School of EducationSCMG School of Management

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Code DescriptionSEPP Secondary Education & Prof

ProgramsSOCJ Sociology & Criminal JusticeSOWK Social WorkSPED Special Education &

Communication DisordersSTAF Student AffairsSTIL Student Involvement & LeadershipTELE TelecommunicationsTINS Adrian Tinsley CenterZZZZ No Department Assigned

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P A R T T H R E E – E - M A I L S T A N D A R D S

E-MAIL STANDARDSE-mails are entered in GOAEMAL (all modules).

GOAEMAL E-mail Address Form

E-MAIL TYPESE-mail types are maintained in GTVEMAL (all modules). E-mail types describe the type of e-mail addresses entered. The BSC e-mail type can only be designated to a person’s BSC-assigned e-mail ([email protected]). However, a person can have several other e-mail addresses labeled as non-BSC e-mail type.

Code DescriptionBSC BSC-assigned e-mail

address

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P A R T T H R E E – E - M A I L S T A N D A R D S

NON Non-BSC e-mail address

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P A R T T H R E E – E M E R G E N C Y C O N T A C T

EMERGENCY CONTACTRelation codes are used for emergency contact information and are entered in SPAEMRG (Student module) or PPAIDEN (HR module).

SPAEMRG Emergency Contact Form


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Relation codes are maintained in STVRELT (Student/HR modules).

Code RelationshipB Business

PartnerC ChildD Domestic

PartnerF FriendG GuardianH School

ContactI SiblingN GrandchildO GrandparentP ParentR RelativeS SpouseT Step-Parent

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Code Relationship

U Step-ChildW WardX Ex-Spouse

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P A R T T H R E E – E T H N I C C O D E

ETHNIC CODEA person’s ethnic code is entered in SPAPERS (Student/FA modules), PPAIDEN (HR module) or FOAPERS (Finance module). This field must be entered for employees and students in order to fulfill reporting/regulatory requirements.



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The following table includes valid ethnic codes used at BSC. The most current ethnic codes are maintained in STVETHN (all modules). The ethnic codes contained in STVETHN must be used when entering a person’s ethnic data in SPAPERS, PPAIDEN or FOAPERS.

STVETHNCode Description IPEDS

CodeAM American Indian, Alaska

Native2

AS Asian or Pacific Islander 3BL Black, not of Hispanic

origin1

CV Cape Verdean 1HS Hispanic 4NR Non-Resident Alien 8OT Other 6UN Unknown 7

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Code Description IPEDS Code

WH White, non-Hispanic 5

The ethnic codes in STVETHN are correlated with ethnic codes used for IPEDS federal reporting. The ethnic codes used for IPEDS reporting is maintained in STVETCT (all modules).

STVETCTCode Description1 Black, Non-Hispanic2 American Indian or Alaskan

Native3 Asian or Pacific Islander4 Hispanic5 White Non-Hispanic6 Other7 Unknown8 Non-Resident Alien

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P A R T T H R E E – G E N D E R

GENDERA person’s gender is entered in SPAPERS (Student/FA modules), PPAIDEN (HR module) or FOAPERS (Finance module).


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The following table shows the valid values for gender within the Banner system.

Code DescriptionF Female

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Code Description

M MaleN Not available. Use if that information is not

supplied and gender cannot be determined by the name.

Note: All employees MUST be classified as male or female. ‘N’ will not allow employee entry into the Human Resource module.

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P A R T T H R E E – I D E N T I F I C A T I O N N U M B E R S T A N D A R D S

IDENTIFICATION NUMBER STANDARDSThe identification number (ID) is a unique, eight-digit number assigned to each person or non-person entity in Banner.

In compliance with FERPA guidelines, this identification number is not the person’s social security number/Tax ID. The social security number should be recorded in the “SSN/SIN/TFN” field within Banner. It should never be entered in the “ID” field. The identification number assigned in Banner will be carried across to auxiliary systems (i.e., Connect Card, the Phone System) and used as the person’s identification number on those systems as well.

Please refer to the “PIDM GUIDELINES” in Part Two for further explanation of the identification number.

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P A R T T H R E E – M A R I T A L S T A T U S C O D E

MARITAL STATUS CODEA person’s marital status is entered in SPAPERS (Student/FA modules), PPAIDEN (HR module) or FOAPERS (Finance module).


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Marital status codes are maintained in STVMRTL (all modules). The following table shows valid codes for the various marital statuses.

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Code Description

Explanation

M Married Legally married.S Single Never legally married.W Widowed Legally married and spouse is

deceased.X Separated Once married but now

separated.

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P A R T T H R E E – N A M E S T A N D A R D S

NAME STANDARDSImportant! To make changes to a person’s name, the procedures outlined in the section “Data Change Policy” (pp. 6-7) must be followed.

A person’s name is entered in SPAIDEN (Student/FA modules), PPAIDEN (HR module) or FOAIDEN (Finance module). All name information is typed in mixed (upper/lower) case format.

SPAIDEN Identification Form

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FOAIDEN Identification Form

LAST NAMEPunctuationHyphens ( - ) may be used to separate double last names, e.g. King-Anderson.

Apostrophes ( ’ ) must be used in such names as O’Leary, O’Connor, etc.

! Never use the following punctuations:

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“ ”

Parentheses ( )Percent sign %Period 1 .Pound sign #

1 In an abbreviation of a person’s name (e.g., R John Smith, John R Smith) the initial should be placed in the appropriate field without the period.

SpacingThere should be no spaces within single-word last names. For example, type in McDonald, NOT Mc Donald. The following are exceptions to this rule:

St ______ (e.g. St John)van _____ (e.g. van der Rohe)von _____ (e.g. von Essen)

Exceptions can also be made when an individual requests that space(s) appear between syllables of his/her last name.

In instances where there are two last names that are un-hyphenated e.g., Mary Elizabeth Creton Quinton, Mary would be entered as first Name, Elizabeth would be entered as the Middle Name and Creton Quinton would be entered as Last Name.

PrefixesDo NOT use titles, prefixes, and suffixes (e.g., Dr, Mr, Mrs, III, Jr, etc.) in the last name field.

FIRST NAMEPunctuationHyphens ( - ) may be used.

Apostrophes ( ’ ) may be used.


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“ ”



Single Character First Names One letter first names should be entered without a period. In those cases where a single character is designated as first name and followed by a middle name, place the single character in the first name field and place the second name in the middle name field.

Examples: First Name Middle Name

R Maureen R MaureenF Robert F Robert

Spacing Spaces are permitted for double first names, e.g., Mary Ann, Bobby Joe.

PrefixesDo NOT use titles, prefixes, and suffixes (e.g., Dr, Mr, Mrs, III, Jr, etc.) in the first name field.

MIDDLE NAMEMiddle names or middle initials should be entered when available.

PunctuationHyphens ( - ) may be used.



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“ ”



SpacingSpaces are permitted between multiple names.

PrefixesDo NOT use titles, prefixes, and suffixes in the middle name field.

INDIVIDUAL PREFIXThis data element can be used for letter generation, labels and/or envelopes. The maintenance of this table is the responsibility of the Human Resources Office.

Code DescriptionCapt CaptainDean DeanDr DoctorRev ReverendPres PresidentProf ProfessorFr FatherLt LieutenantSr Sister

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INDIVIDUAL SUFFIXFor employees, only the HR department will enter this information. For students, only the Registrar’s office will enter this information.

Code DescriptionEsq EsquireJr JuniorSr SeniorII The SecondIII The ThirdIV The FourthV The Fifth

PREFERRED NAMEPreferred first name should be entered into the preferred name field, e.g. S Paul Smith. If Paul were what the person goes by, then Paul would be entered into the preferred name field.

NON-PERSON (CORPORATION) NAMEPunctuationHyphens ( - ) may be used.




“ ”

Parentheses ( )Percent sign %Period 1 .

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Pound sign #

1 In an abbreviation of a company's name, e.g., F & F Securities, the initial should be entered without the period.

SpacingSpaces are permitted between multiple names.

Articles as the first word in namesWhen non-person names (e.g. vendor names) begin with an article (a, the, etc.) the article will be dropped when entering and searching the name.

Example:Name of vendor: The Print Shop Input data as: Print Shop

AbbreviationsNames should be spelled out as much as possible. In cases where the names are too long and need to be truncated, the following abbreviations must be used:

Administration AdminAmerica(n) AmerAssociates AsscAssociation AssnCommittee CtteCommunication(s) CommCommunity CmtyCompany CoCorporation CorpCenter CtrDepartment DeptDivision DivEducation(al) EducFoundation FdtnGovernment GovtIncorporated IncInstitution(al) InstInternational IntlLimited LtdManagement Mgt

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National NatlNew England N E (leave space between N

and E)North East(ern) No EastProfession(al) ProfPublish(er, ing,), Publications

Publ

Region(al) RegService SvcServices SvsSociety SocState names AZ, CT, MA, etc. (state

abbreviations)University UnivUnited States US

Examples: Dept of Defense Univ of Portland Smith King & Jones Inc J F Kennedy Co

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P A R T T H R E E – S O C I A L S E C U R I T Y N U M B E R S T A N D A R D S

SOCIAL SECURITY NUMBER STANDARDSImportant! To make changes to a person’s social security number, the procedures outlined in the section “Data Change Policy” (pp. 6-7) must be followed.

Social security numbers are entered in SPAPERS (Student/FA modules), PPAIDEN (HR module) or FOAPERS (Finance module).


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Social security number must be entered for all employees of any type, students receiving financial aid, and vendors. Enter the nine-digit number, omitting the hyphens.

If the information is unavailable, leave blank. Do NOT enter 000000000 or 999999999 or any other type of “holder” number.

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NOTE: The Social Security Number is not to be confused with or used as an individual’s Banner ID. A generated ID must be assigned by the system in the “ID” field while only the social security number is entered in the SSN field.

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P A R T T H R E E – T E L E P H O N E N U M B E R S T A N D A R D S

TELEPHONE NUMBER STANDARDSTelephone numbers are entered in SPATELE (Student/FA modules), PPATELE (HR module) or FOATELE (Finance module).

SPATELE Telephone Form

PPATELE Telephone Form

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FOATELE Telephone Form

TELEPHONE TYPESThe telephone type simply describes the type of telephone number entered.The following assumptions/rules apply for the use of telephone types at BSC:

Only one telephone number can be designated as the primary telephone for its associated address. The

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primary number is the only one that can be updated via the web. However multiple telephone numbers can be associated with a single address type.

Telephone records can exist that are not associated with any address. When the College allows updating of phone numbers via the web, it should be noted that only primary telephone numbers that are associated with an address can be updated online.

Telephone types are maintained on STVTELE (all modules). The following list includes approved telephone types and a description.

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Code DescriptionBU BusinessCELL CellularDAY Student day-timeEMER EmergencyEMP BSC employee (HR use only).FAX FaxLOC Student local off-campusPAGE PagerPAR Primary parent/guardianPERM Permanent/HomeRES BSC student on-campus

AREA CODEThe three-digit area code must be entered for all phone numbers.

PHONE NUMBEREnter the seven-digit phone number without the hyphen between the third and fourth digits. Example: 6746773 or 6768609.

EXTENSIONIf an extension number is provided, enter only the digits of the extension. Do not enter EXT or X into the extension field. Example: 7300.

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Documents

Manual - Bridgewater State University Docume… · Web viewBridgewater State College. ... There should be no spaces within single-word last names. ... Amer Associates Assc Association