Fellowship One: Data Integrity Standards
Name






A prefix is not required, but should be entered as can be determined by the gender
and first name of the individual with the following conditions:
o Use “Miss” for unmarried females under the age of 25
o Use “Ms” for unmarried females over the age of 25, including women who
are divorced
o Use “Mrs” for women who are married or widowed
o Use “Mr” for males over the age of 18
A suffix should be entered if indicated by documentation or as can be determined
by individual names in the household. Abbreviated suffixes, i.e. “Jr” instead of
“Junior”.
Do not use professional suffixes, such as “CPA” or “PH.D.,” unless specifically
indicated by the individual.
A Goes-By name should be entered if indicated. I.e. William (first name) Bill (goes
by).
Enter a woman’s maiden name in the “Former Name” field, if known or provided by
the individual. Women who use both their maiden name and married name should
be entered using a hyphen to separate the two names.
Names must start with a capital letter, unless indicated by documentation as a
lowercase letter. (i.e. deWitt)
Household Position



A household position is a required field and should be entered as can be
determined by the marital status of the individual with the following conditions:
o Use “Head” for the main adult in household (typically male if married)
o Use “Spouse” for the wife
o Use “Child” for anyone under the age of 18 and still living with parents
o Use “Other (extended family) for anyone living with not immediate family
o Use “Visitor” for a child visiting with a regular attendee/member
When to change someone that isn’t “Head” to the “Head” role
o Couple divorces; change female to “Head”
o Child moves out of parent’s house, gets married, or goes to college.
People living together but not married
o Each person set up as separate household
Data Integrity Standards, page 1
Date Revised - 2/16/2016
Gender
Always enter the correct gender for the person, if known or indicated.
Marital Status
Assign a marital status for every record, if known or indicated. Children or youth under the
age of 18 should be given the “Child/Yth” marital status.
Date of Birth
A correct year must be entered for birth dates. Do not enter a date of birth with the
current year, unless the person was actually born in the current year.
Status
An appropriate status should be assigned to every record. See “Status Definitions”
document for a detailed explanation of all statuses.
Status Date



A status date should always be entered when adding a new person to Fellowship
One and should reflect the date the individual attended.
If an individual’s status is changed, the status date should be updated to reflect the
date of change. Otherwise, do not change the status date.
If you find an individual record and the status date field is empty, enter the first
record date as the status date.
Address
The address structure should follow the United States Postal Service Standards (See USPS
Delivery Address Standards.)
 Abbreviate street suffixes per the USPS guidelines.
 Do not use a period after street abbreviations.
 Enter apartment or unit numbers on the Second address line.
 Always use secondary unit designators, such as “Apt” or “Unit” before a unit
number.
 Abbreviate secondary unit designators, such as “apartment,” per the USPS
guidelines. Do not use a period after the abbreviation. (i.e. “Apt”)
 Use white pages or anywho.com online to determine any addresses/zip codes
unable to read.
 Campus addresses may have a different standard for entering; see Appendix B for
Auburn & Samford address standards.
Data Integrity Standards, page 2
Date Revised - 2/16/2016
Phone Numbers


Use dashes between the area code, the prefix and the remainder of the telephone
number. Do not use periods or parentheses.
Only enter a home phone number if it is truly a Home Number, otherwise enter the
number as a mobile number for the individual.
Email Addresses
Ensure only one email address is listed as “Email” under the individual information in a
person’s record. This email will be the primary email address for the individual. If multiple
email addresses are provided, indicate these as the alternate email addresses.
Schools (Children, Youth, College or Graduate Students)
Enter the school of any student, if known or indicated, using the dropdown menu under
individual information. If a school is not listed, please ask the Data Department to add it to
the list.
College Students or those 18 and older
Split any student currently living at home into their own household and do the following.
 Change their Position to Head of Household
 Change their marital status to Single (or married if applicable)
If a college student, add their college address as the primary and their home address as
their secondary address.
Data Integrity Standards, page 3
Date Revised - 2/16/2016