MARIST COLLEGE
Banner Information
System
Guidelines for
Data Standards, Data Integrity and Security
This Data Standards Document is a work in progress and is subject to change.
May 2015
Table of Contents
Page
Data Integrity
Purpose
Administrative Responsibility
Access to Marist College Data
Information Access Definitions
Secured Access to Data
Data Custodians
4
4
5
6
6
7
Data Change Rules
8
Rules for Clean and Accurate Records
9
General Person/Non-Person Information
Identification Number Standards
Name Standards
Last Name
First Name
Middle Name
Prefixes
Suffixes
Name Types
Preferred First Names
Legal Name
Non-Person Name/Vendor
Address and Telephone Standards
Street Standards
Unit Numbers for Apartments, Suites, etc.
City Standards
State Standards
Zip Code Standards
United States
Canadian
International Postal Code
Nation Code Standards
Military Addresses (Overseas) Standards
Rural Route Address Standards
Post Office Box Standards
Telephone Number Standards
Campus Mailing Addresses Standards
10
10
10
11
12
12
12
13
13
13
13
14
15
16
16
16
16
16
16
16
17
17
17
17
18
18
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Date Standards
Birth Date Standards
Confidential Information Indicator Standards
Citizenship Type Standards
Visa Standards
Gender Code Standards
Ethnic Code Standards
Marital Code Standards
Religion Code Standards
Legacy Code Standards
Veteran Information
Definition of Student Types
Definition of Student Attribute
Deceased Information
18
18
19
19
19
19
20
21
21
21
21
22
23
Appendix 1
Address Types
24
Appendix 2
Phone Types
25
Appendix 3
E-Mail Address Types
26
Appendix 4
Campus Mail Addresses
27
Appendix 5
Street Suffix Abbreviations
29
Appendix 6
Visa Types
30
Appendix 7
FERPA Policy Statement
37
Appendix 8
Banner Request Forms
43
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Data Integrity
Purpose
These guidelines provide recommendations for establishing measures for the protection, access,
and use of Marist College data that is electronically maintained on the Banner Information
System (BIS). The guidelines define the responsibilities of users who input and access that data.
Schools/departments may have individual guidelines that supplement, but do not replace or
supersede these guidelines.
Administrative Responsibility
By law, certain data is confidential and may not be released without proper authorization. Users
must adhere to any applicable federal and state laws as well as Marist College policies and
procedures concerning storage, retention, use, release, and destruction of data (refer to the Marist
College FERPA Policy Statement, Appendix 7).
Data is a vital asset owned by the College. All Marist College data, whether maintained in the
central database or copied into other data systems (e.g. personal computers) remains the property
of Marist College. Data should not be used for purposes outside a user’s official College
responsibility. Data will be used only for legitimate Marist College business, unless prior
institutional approval is received.
As a general principle of access, College data (regardless of who collects or maintains it) will be
shared among those employees whose work can be done more effectively by knowledge of such
information. Although the College must protect the security and confidentiality of data, the
procedures that allow access to data must not unduly interfere with the efficient conduct of
College business.
Schools/department heads will ensure that, for their areas of accountability, each user is trained
regarding user responsibilities. As part of that training, each user will read, understand, and
agree to abide by the stipulations in this document. The school/department head will accept
responsibility for accuracy and correctness of data entered by all users they authorize.
Schools/department heads will ensure a secure office environment with regard to all Marist
College data systems. Schools/department heads will determine the data access requirements of
their staff as it pertains to their job functions before submitting a Banner ID Request form (see
Appendix 8).
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All procedures and data systems owned and operated by Marist College will be constructed to
ensure that:
1. All data is entered accurately.
2. Accuracy and completeness of all data is maintained.
3. System capabilities can be re-established after loss or damage by accident,
malfunction, breach of security, or natural disaster.
4. Breaches of security can be controlled and promptly detected.
Access to Marist College Data
Below are the requirements and limitations for all Marist College schools/departments to obtain
permission for display (inquiry) and update (add/change) access to College data. All users must
understand that data security is every user’s responsibility.
Users are responsible for understanding all data elements that are used. If a user does not
understand the meaning of a data element, the user should consult his/her supervisor or the
appropriate Data Custodian (see the Data Custodian section). Users must protect all College data
files from unauthorized use, disclosure, alteration, or destruction. Users are responsible for the
security, privacy, and control of data within their control. You, the user, are responsible for all
transactions occurring during the use of your log-in identification (ID) and password. Users are
not to loan or share access codes with anyone. If it is found that a user inappropriately loans or
shares their access codes, they can be subject to disciplinary action, up to/or including
termination.
The Banner Information System (BIS) tracks changes made to data by user ID. Offices hiring
temporary or part-time employees should request an appropriate ID for use by each individual
who is to be granted access to the system. Generally, temporary or part-time employee access
will be limited to display (inquiry) only on selected data screens. Update capability should be
carefully considered and approved by the school/department head and the data custodian.
School/department heads must request access authorization for every user under their
supervision by completing and submitting a Banner ID Request form. (see Appendix 8). Under
no circumstances will access be granted without written approval of the school/department head,
data custodian and security officer.
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Information Access Definitions
Display
“Display” access enables the user to view, analyze, but not change, Marist College data. This
may also be referred to as inquiry or query access. If data is downloaded to a personal computer
or other device, that data must not be altered. Downloaded data must be used and represented
responsibly and accurately and kept secure. Concerns or questions regarding the validity of
downloaded data should be directed to the appropriate Data Custodian.
Update
“Update” access provides both display and add/change capabilities. This may also be referred to
as maintenance access. Update capability is generally limited to users directly responsible for the
collection and maintenance of the data.
Secured Access to Data
Banner access will be established based on job function such as clerical, faculty, cashier, etc. and
this will be referred to as classification. Specific access will be assigned to each classification.
For example, the registration clerk might have update access to registration, but only display
access to academic history. Each user will be assigned a classification or possibly several
classifications, depending on their particular needs as established by their school/department
head and approved by the Data Custodian(s).
The following procedures will be used to establish an ID and password for the BIS:
1. The employee will participate in BIS training provided by the employee’s direct
supervisor or designee. The direct supervisor will complete a Banner Information
System ID Request form (see Appendix 8), completed and approved by the
employee’s school/department head.
2. After the employee’s school/department head has determined the appropriate
classifications the user is to be assigned, the form is sent to the Data Custodian(s) for
approval. The school/department head sends the Banner Information System ID
Request form to Information Technology.
3. Information Technology creates a unique BIS Account for the employee and adds the
account information.
4. Information Technology notifies the employee of his/her BIS Account. Immediately
upon login, the employee will need to change the password on GUAPSWD.
Passwords must be a minimum of six characters, cannot begin with a number, and
cannot contain special characters.
5. If a user forgets his/her password, he/she must contact Information Technology Help
Desk in person, bearing a picture ID. Since the passwords are encrypted, the Help
Desk cannot read the old password and must issue a new one.
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6. Passwords will expire every 180 days. Passwords can be changed more often if
preferred.
Data Custodians
A Data Custodian is the director of a Marist College office or department. The Data Custodian
may make BIS forms (data screens) within their charge available to others for the use and
support of the office or department’s functions.
Before granting access to BIS forms, the Data Custodian must be satisfied protection
requirements have been implemented and that a “need to know” is clearly demonstrated. By
approving user access to Marist College BIS forms, the Data Custodian consents to the use of
that data within the normal business functions of administrative and academic offices or
departments.
Data Custodians 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 the maintenance and control of BIS
validation and rules tables. These tables, and processes related to their use, define how business
is conducted at the College.
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Marist College Data Custodians
Area of Responsibility
Primary Data Custodian/Back-up Data Custodian
Admissions BDMS Data
Lisa Magnarella, Barbara Mascarenhas
Admissions – Traditional, Graduate
and Adult Education
Judy Ivankovic/Cheryl DuBois/Linda Pisacano
Advancement
Marilyn Brandl/Amy Woods
Finance
Melissa Wooden/Lora Gannon
Human Resource/Payroll
Marybeth Giesler/Eva Jackson
Student
Judy Ivankovic/Cheryl DuBois/Linda Pisacano
Student Financial Services
Joe Weglarz/Mary Lou Kutchma
Data Change Rules
The following rules govern which office has the authority to make changes to the “general
person” data. This information includes name, ssn, sex, marital status, ethnicity, birth date,
email, address (type PR and BU) and the associated telephone.
The form, GUASYST, can be used to display the Banner modules where the ID needing to be
changed has a record.
If the person whose record needs to be changed is an employee, regardless if he/she is also a
student, alum or vendor, HR/Payroll will make the necessary changes. If the person is an alum
(but not an employee), the general person data will be changed by the Registrar.
If the person is a/an:
Then:
STUDENT
Accepted/New Student
The student’s Admitting Office is
responsible for making changes up until the
first day of class. For students admitted
through the Office of Graduate and Adult
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Enrollment, the first day of class will vary
due to the various beginning session dates.
After the first day of class, the Registrar is
responsible for updating the required data.
Student (Active or Inactive)
Registrar makes the change with
appropriate documentation.
Student and Alum
Registrar makes the change with the
appropriate documentation, with notification
to Advancement.
Student and Employee
HR/Payroll makes the change with the
appropriate documentation, with notification
to the Registrar. Advancement does have
authority to change address type of PR,
marital status and death dates.
Alumni
Donor Only
Advancement makes the change with
appropriate documentation.
Employee
Employee (including student employees)
HR/Payroll makes the change with
appropriate documentation.
Vendor
Vendor Only
Purchasing makes the change with
appropriate documentation.
Name Change Process
HR will take precedence. If a person is in HR and they are in student and/or Alumni as well, the
HR name will be the current name.
If a person is in Alumni and calls or writes to have their name changed, Alumni can change the
name and will give the name change indicator an ‘N’ and a name type of ALUM.
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In order for the current name to be changed, the person needs to show documentation of the legal
name change to the Registrar’s office. The Registrar’s office will then make the change by
putting an ‘N’ in the name change indicator and changing the name. There may be times when
we have duplicate names, one with an ALUM name type and one without, but this will be a
record trail of how we went about the name change.
Rules for Clean and Accurate Records
•
Search first.
Use Common Matching Functionality
Before you create a new record for a person or organization, you MUST conduct a name
and/or ID search to make sure that person or organization has not already been entered in the
BIS database. Each user in every office MUST conduct a thorough search (student ID,
student SS#, last name first name, former or maiden names) to prevent entering a duplicate
record.
•
Data changes - Make data changes ONLY when you have that authority and when you
follow the procedures established by the Data Custodian of that data you want to change.
•
Remember – some data fields have specific data entry rules. See the specific section under
General Person Information for those data entry rules.
•
The pound sign (#) and percent sign (%) should not be used in any data field because they
may cause Oracle database errors.
General Person/Non-Person Information
The following guidelines should be adhered to for all records added to the Banner system.
Identification Number Standards
All entities converted from the PLUS system will be created using the CWID when available.
Exiting records without CWID and all new entities added to Banner will be created using the
system generated ID number.
Person:
any entity that is added to the system that is an individual (student, staff,
faculty, alum).
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Non-Person:
any entity that is added to the system that is not an individual (vendors,
corporations, etc.).
Name Standards
1. Last Name
All information is to be entered using upper and lower case letters. Enter the legal spelling
and format of the last name as supplied by the person.
Spaces should be avoided within the last name, whenever removal of a space does not
significantly change the name. Spaces should be removed from such names as:
NAME
Mc Donald
Mac Pherson
CHANGE TO
McDonald
MacPherson
Spaces are permitted if the name would be significantly changed if spaces were removed.
Examples:
NAME
St John
Del la Rosa
Van der Linder
(No change)
(No change)
(No change)
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). However, if there are two last
names that are not hyphenated (e.g. Monica Lou Creton Quinton), Monica would be input at
the first name, Lou would be input as the middle name and Creton Quinton would be input as
the last name. An alternate name using just Quinton in the last name field can also be created
for name searches on the APANAME form. To do this use AKA as Name Type.
DO NOT use titles, prefixes, and suffixes in the last name.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
Note: When a new person is being entered into the BIS and that new person has a previous
name that is deemed necessary to be recorded, enter the previous name into the system
FIRST and save the record. Change the name using the BIS’s name change procedure on the
xxxIDEN form.
2. First Name
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All information is to be entered using upper and lower case letters. Enter the legal spelling
and format of the first name as supplied by the person. Be sure to record the preferred
first name in the Preferred First Name field.
If a single character first name is entered, DO NOT follow with a period. In those cases
where a single character first name is designated as the first name and followed by a middle
name, place the single character in the first name. Be sure to record the preferred first name
in the Preferred First Name field.
Spaces are permitted if the legal spelling and format of the name includes spaces (e.g. Mary
Ann, Bobby Joe). Hyphens are permitted to separate double first names if the legal spelling
and format of the name includes hyphens (e.g. Mary-Lou).
DO NOT use titles, prefixes, or suffixes in the first name field.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
3. Middle Name
All information is to be entered using upper and lower case letters. Enter the legal middle
name or middle initial as supplied by the person. DO NOT place a period after the middle
initial. If no middle name exists, leave the field blank.
Spaces are permitted if the legal spelling and format of the name includes spaces. Hyphens
are permitted to separate double first names if the legal spelling and format of the name
includes hyphens (e.g. Mary-Lou).
DO NOT use titles, prefixes, or suffixes in the middle name field.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
4. Prefixes
All prefix codes are to be entered using upper and lower case letters. Enter the prefix in the
prefix field, not in the first name field. Below are examples of commonly used prefixes and
recommended abbreviations.
Abbreviation
Description
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Bro
Dr
Fr
Mr
Mrs
Ms
Rev
Sr
Brother
Doctor
Father
Mr.
Mrs.
Miss
Reverend
Sister
5. Suffixes
All suffix codes are to be entered using upper and lower case letters. Enter the suffix in the
suffix field, not in the last name field. Below are examples of commonly used suffixes and
recommended abbreviations.
Abbreviation
EDD
Esq
MD
PHD
Sr
Jr
II
III
IV
Description
Doctor of Education
Attorney
Doctor of Medicine
Doctorate
Senior
Junior
The Second
The Third
The Fourth
6. Name Types
Current names are not associated with a name type. Previous or alternate names should be
associated with the appropriate name type from GTVNTYP. (This field does not display on
Human Resources forms.)
Abbreviation
Description
AKA
PREV
MAID
NICK
DEGR
Also Known As
Previous Name
Birth or Maiden Name
Nickname
Name as it should appear on diploma
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COMM
Commencement Name
7. Preferred First Name (Optional)
Preferred first name should be entered into the preferred first name field (e.g., Christopher
Paul Smith). If ‘Paul’ were what the person goes by, then ‘Paul’ would be entered into the
preferred name field. All information is to be entered using upper and lower case letters.
Enter the spelling and format of the preferred first name as supplied to you by the person. If
no preferred name is given, leave the field blank.
8. Legal Name (Optional)
If the person’s name differs from the name on his/her SSN card, this field should be used to
store the different legal name.
9. Non-Person Name/Vendor
All information is to be entered using upper and lower case letters. Enter the vendor’s name
as supplied to you by the vendor.
Spaces are permitted if the legal spelling and format of the name includes spaces. Hyphens
are permitted to separate double first names if the legal spelling and format of the name
includes hyphens (e.g. Mary-Lou).
Use ‘and’ in place of ‘&’ in all occurrences within a vendor name.
Acronyms – Companies that are recognized by their acronyms should be entered using their
acronym (e.g., IBM, SCT, and ITT). However, the actual long version of the company’s
name should be added on the APANAME form as an alias (Name Type = AKA). (e.g.
IBM – International Business Machines).
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
Address and Telephone Standards
Multiple addresses can be entered for a person or vendor using different address types. Follow
the procedures established by the college for address entries. Address standards have been
established cooperatively so that address types are used consistently. Use the appropriate
address type code from STVATYP. See the Address Type (Appendix 1) and Phone Type
(Appendix 2) Appendices for standard type and descriptions.
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Any questionable address should be verified at the Post Office web site www.usps.com/zip4/.
Users must be aware that several area towns do not deliver to street addresses. Ensure the PO
Box is used if provided. Corrections may be required to the address spelling, zip codes, etc. that
are provided by the individual.
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Street Standards
All information is to be entered using upper and lower case letters, with the exception of
standard directional abbreviations when they are universally accepted postal addresses. Use
uppercase letters only for directional abbreviations.
Example:
200 Massachusetts Avenue NE
100 South Ranolph Avenue
Standard U.S. Postal Service Directional Abbreviations
North
East
South
West
Northeast
Southeast
Southwest
Northwest
N
E
S
W
NE
SE
SW
NW
Punctuation is normally limited to slashes and hyphens (DO NOT USE PERIODS).
Hyphens in the address range are significant and are not removed. Hyphens in the street or
city name may be replaced with a space. Hyphens and slashes are permitted when needed for
clarity or designated fractions.
DO NOT leave blank lines between street lines. The address format allows three lines of
street address information.
‘In Care of’ should be entered as ‘c/o’. DO NOT use the % sign or spell out ‘in care of’.
Use of abbreviations should only be used when limited by space. See Appendix 5 for
standard street suffix abbreviations.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
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Apartment will be spelled out.
The pound sign (#) and percent sign (%) should not be used because they may cause ORACLE
database errors.
2. City Standards
All information is to be entered using upper and lower case letters (standard combination of
upper and lower case letters). DO NOT abbreviate unless you are limited by space.
Check with the Post Office for proper abbreviations.
3.
State Standards
The two-letter U.S. Postal Service State Standards are to be used. Select the correct codes
defined in STVSTAT.
4. Zip Code Standards
Zip codes MUST be entered for all United States and Canadian addresses.
United States – Enter the 5- digit zip code. When the 9-digit zip code is available, place a
hyphen between the first 5 and last 4 digits. If the zip code is entered, the system will
automatically populate the city and state data fields. City field should be verified to assure that
the proper zip code was input.
Canadian – Enter the six character zip code without hyphens or spaces.
International Postal Code – Enter the international address as supplied to you by the student.
Normally, the Postal Code would be entered on the same line as the city.
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Examples:
Cheng Li
7-301 Houji
Middle of JiangNan Road
Guang Zhou 510240
Guang Zhou
China P.R.C.
Bader H Al-Khalifia
c/o Aramco
Dhahram 31311
Saudi Arabia
5. Nation Code Standards
Codes should only be added for non-US addresses. Leave the nation code blank for USA
addresses, otherwise the Banner system will include USA on letters and mailing labels,
resulting in additional postage costs.
6. Military Address (Overseas) Standards
Overseas military addresses MUST contain the APO or FPO designation along with a two
character “state” abbreviation of AE, AP, or AA and the ZIP Code or Zip + 4 Code.
Examples:
APO AE 09001-5257
FPO AP 96606-2783
AE is used for armed forces in Europe, the Middle East, Africa and Canada
AP is for the Pacific
AA is the Americas, excluding Canada
7. Rural Route Address Standards
Address should be entered as presented with the following exceptions: 1.) DO NOT use the
words “rural,” “route,” “number,” “No.,” or the # symbol. Rural route addresses should be
recorded as “RR N Box NN.” 2.) Change the designations “RFD” and “RD” (as a meaning
for rural or rural free delivery) to RR. Example: RFD Route 4 #87A becomes RR 4 Box
87A.
8. Post Office Box Standards
Post office box addresses should be recorded as PO Box NN.
Examples: PO Box 11890
PO Box G
If an address contains both a street address and a PO Box, the street address goes on
Address Line 1 and the PO Box goes on Address Line 2.
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9. Telephone Number Standards
On SPATELE, you must indicate one primary telephone number per address type.
Additional phone numbers can be attached to each address type, as long as these numbers are
not checked as primary.
DO NOT use hyphens or parentheses when entering telephone numbers. The area code is
entered without parentheses. The phone number is entered as 7 non-hyphenated digits. If an
extension is provided, it is recorded in the “Phone Ext” area, as four digits.
10. Campus Mailing Address Standards
Campus mailing addresses are included in Appendix 4.
Date Standards
Dates are to be entered in the format of mmddyyyy. All dates will be displayed as dd-mmmyyyy.
Example:
Enter
01171993
110192
Displayed as
17-JAN-1993
01-NOV-1992
Birth Date Standards
Enter the date of birth according to the Date Standards. This field should be reviewed on a
periodic basis and updated with accurate information.
Confidential Information Indicator Standards
Students
This field will be left blank unless a student requests the Registrar to not release any Directory
Information (see Requests for Information in catalog), at which time this box will be checked. If
checked, no Directory Information will be released, with the exception of information that is
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necessary to be made available to college personnel who have a legitimate academic interest,
such as academic advisors.
Employees
This field will be left blank unless an employee requests Human Resources to not release any
Directory Information (see Requests for Information in catalog), at which time this box will be
checked.
The Confidential Information Indicator is recorded on the General Person Form (SPAPERS). If
the checkbox is checked, the message “CONFIDENTIAL” displays on any forms with the ID in
the Key Information Block.
.
Citizenship Type Standards
All codes are to be entered using upper case letters.
Code
PR
Description
Permanent Resident/
Resident Alien
Explanation
A person who is not a citizen or
national of the United States and
who has been lawfully admitted for
permanent residence.
N
Non-U.S.Citizen
A person who is not a citizen or
national of the United States.
Y
U.S. Citizen
A citizen of the Unites States, owing
service to it, and having attendant
political rights.
U
Unknown
Visa Standards
See Appendix 6.
Gender Code Standards
All codes are to be entered using upper case letters.
Code
Description
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M
F
Male
Female
Race/Ethnicity Code Standards
Changes have been announced by the Department of Education
in regard to the data collection and reporting of race
and ethnicity data for students. The changes are effective
but optional for the 2008-09 reporting period and required
for years after that.
The new regulations state that the data must be collected in
a 2-question format. The first question is about the
student's ethnicity without regard to race. The only
reportable values are Hispanic/Latino and
non-Hispanic/Latino and unknown. The second part is for the
student to self-identify in up to and including 5 racial
categories (American Indian/Alaskan Native, Asian, Black,
Native Hawaiian/Pacific Islander and White.
Ethnic
Code
NEW
IPEDS
CODE
H
I
4
O
B
P
5
6
7
W
8
TRANSLATION
Hispanics of any race
FOR NON-HISPANICS
ONLY:
American Indian/Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
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Marital Code Standards
When needed by Student, Financial Aid and/or Human Resources, the following codes will be
used. Generally, students do not report marital status and this field is not maintained.
Code
Description
S
M
P
D
W
A
L
Single
Married
Separated
Divorced
Widowed
Married to Alumnus
Life Partner
Religion Code Standards
CODE
BT
BU
CA
CH
CG
EP
EV
HI
RELIGION
Baptist
Buddhist
Catholic
Christian
Congregational
Episcopal
Evangelical
Hindu
CODE
JE
LU
ME
MU
PR
PT
OT
RELIGION
Jewish
Lutheran
Methodist
Muslim
Presbyterian
Protestant
Other
Legacy Code Standards
All codes are to be entered using upper case letters.
CODE
A
P
DESCRIPTION
Parent is an Alumnus
Parent is a Student
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Veteran Information
CODE VETERANS’ STATUS TITLE
0
1
2
3
4
5
6
7
Non-Veteran
Chapter 34
Chapter 35: Dependent
Extension Veteran
Chapter 32
Chapter 31
Chapter 30
Chapter 106
Definition of Student Types
These definitions are in accordance with definitions utilized by the Integrated Postsecondary
Education Data System (IPEDS) and are used by the National Center for Education Statistics in
evaluating enrollment trends at postsecondary institutions.
STUDENT TYPE
A
B
C
D
E
F
G
0
H
I
J
K
L
M
T
N
O
P
Q
R
S
U
X
DEFINITION
Traditional First Time
Traditional Continuing
Traditional Return After One Semester
Traditional Return after 2 Semesters
Traditional Return After 3 Semesters
Traditional Return after 4 Semesters
Traditional Transfer First Time
Undeclared
Adult First Time
Adult Continuing
Adult Return After One Semester
Adult Return After 2 Semesters
Adult Return After 3 Semesters
Adult Return After 4 Semesters
Adult Re-Admit
Grad First Time
Grad Continuing
Grad Return After One Semester
Grad Return After 2 Semesters
Grad Return After 3 Semesters
Grad Return After 4 Semesters
Grad Re-Admit
Non Credit
Revised 05-22-2015
Page 23
Deceased Information
Enter ‘Y’ if the employee/student is deceased. Update the date of death, if known. Deceased
information should be changed only by the Custodial Data Area responsible for the record type
and only with proper verification documentation (e.g. newspaper obituary or death certificate).
Alumni records are changed only the Alumni Office, student records are changed only by the
Registrar’s Office, employee records are changed only by Human Resources. The message
“DECEASED” shows up on any forms with the ID in the Key Information.
Revised 05-22-2015
Page 24
APPENDIX 1 - ADDRESS TYPES
The following rules may change as college gains more knowledge regarding the Banner System
and associated changes in current processes.
Appendix 1 - Address Types and Custodianship
Code
Description
Definition of Use
Custodian
AP
Accounts Payable
Vendor "Remit To" Address
BI
Billing
Billing Address of Student if different from MA or P1 Bursar
BU
Business
Business address of individual's employer
Advancement
SFS for Lenders
B2
Business
2nd Business Address of individual’s employer
Advancement
DA
Dorm Address
Dorm address for resident students
Housing
EM
G
Emergency
Contact
Accounts Payable Office
Current Employees: Human
Resources
Emergency Contact Address
Currently Enrolled
Students: Registrar
Guardian
FERPA Disclosure Address
Registrar
HR
Human Resource
Employees Mailing Address
Human Resource
LO
Local
Students – Home Address
Employee – Home Address
Registrar
Human Resources
MA
Campus Location
Physical Location
Registrar
Human Resources
MC
Campus Student
PO Box
Student PO Box
Registrar
Postal Services
MG
Matching Gift
Company's matching gift address
Advancement
MP
Campus Staff
Mailing Address
Campus Mailing Address for Staff and Faculty
Human Resources
Postal Services
Informational
Advancement
OT Other
PR
Alumni Donor
Permanent Mailing Mailing Address
Address
Students: Permanent Address
Advancement
Admissions/ Registrar
PA
Parent Address 1
Mailing address of parent/guardian if different from
MA
P2
Parent Address 2
Mailing Address of second parent. Entered only if one Admissions/Registrar
Admissions/Registrar
Revised 05-22-2015
Page 25
parent lives at a different address
PO
Purchase Order
Vendor "Order From" address
Purchasing
PV
Previous
Previous Address
Advancement
SE
Seasonal
Mailing Address for Alumni/Donor who maintains
two homes.
Advancement
Human Resources(retirees)
TE
Temporary
XX
System Use
Advancement
Reserved for TGRFEED use only
none
Appendix 2 – Phone Types
Code
Description
Address Type
Custodian
AP
Accounts Payable
AP
Accounts Payable Office
BI
Billing
BI
Bursar
BU
Business Phone
BU
Advancement
DA
Dorm Address
DA
Housing
Registrar
Human Resources
Advancement
CELL Cell Phone
MA
Campus Location
MA
E1
Emergency Contact
EM
Daytime
Registrar
Human Resources
Current Employees: Human Resources
Currently Enrolled Students: Registrar
E2
Emergency Contact
EM
Evening
Current Employees: Human Resources
Currently Enrolled Studeets: Registrar
Registrar
Human Resources
AP/Purchasing
FAX Fax Number
PR
Permanent Mailing
PR
Address
Human Resources
Admissions/Registrar
Advancement
PA
Parent 1
PA
Admissions/Registrar
P2
Parent 2
P2
Admissions/Registrar
PO
Purchase Order
PO
Purchasing
XX
System Use
Reserved for TGRFEED
use only
none
Revised 05-22-2015
Page 26
Appendix 3 – E-Mail Address Types
Code
Description
AP
Accounts Payable E-Mail
EM
Emergency E-Mail
HO
Home E-Mail
MC
Marist.Edu E-Mail (Official)
NM
No Mail To Be Sent
OF
Office E-Mail
P1
Parent 1 E-Mail
P2
Parent 2 E-Mail
PF
Parent FAFSA Email Address
PO
Vendor E-Mail
URL URL Address
Revised 05-22-2015
Page 27
Revised 05-22-2015
Page 28
APPENDIX 4– CAMPUS MAIL ADDRESSES
This list is a draft and will be updated
DEPARTMENT NAME
Accounting
Accounting
Acct/Eco/Finance
Admissions
Adult Education
Advancement
Advising/Aca Svcs
Biology
Biology
Business Office
Campus Ministry
Chemistry
Chemistry
Counseling Svcs
Counseling Svcs
Criminal Justice
Criminal Justice
Dig. Pub. Center
Economics/Finance
Ed Psychology
English
Enrollment Management
Executive Affairs
Fashion
Financial Affairs
Financial Aid
GAE
GAE/Fishkill
GAE/Goshen
Grounds
Human Resources
Integrative Major
IR & Planning
IT
Management
MBA
Mech. Services
Med Technology
MIPO
Mkting/Internatl
MPA
MAILING
ADDRESS
DY149
DY149
DY149
DY127
DY127
FN001
DN224
DN228
DN228
DN210
BY
DN228
DN228
BY
DN226
DY327
DY327
DN209
DY149
DY327
FN200
DY127
DN232
DN254
DN216
DN200
DY127
DY127
DY127
DN122
DN120
DY127
DN234
DN258
DY149
DY149
DN122
DN228
FN117
DY149
DY149
Revised 05-22-2015
Page 29
Payroll
Payroll/Auditor
Physical Plant
Political Science
Psychology
Public Admin
Purchasing
Registrar
Schl of Management
School of Management
School of Science
School Psychology
Security
Social & Beh. Sci.
Social Wk/Soc.
Special Education
Special Services
Student Financial Services
Switchboard
Teacher Education
DN214
DN210
DN122
FN117
DY327
DY149
DN212
DN203
DY149
DY149
DN228
DY327
DN201
DY327
DY327
DY327
DN226
DN200
DN201
DY327
Revised 05-22-2015
Page 30
APPENDIX 5 - STREET SUFFIX ABBREVIATIONS
NAME
Alley
Annex
Avenue
Beach
Bend
Bluff
Boulevard
Branch
Bridge
Brook
Bypass
Camp
Canyon
Center
Circle
Cliffs
Corner
Court
Creek
Crescent
Crossing
Divide
Drive
Estate
Expressway
Extension
Falls
Field
Fork
Fort
Freeway
Gardens
Glen
Green
Grove
Harbor
Haven
ABBREVIATION
Aly
Anx
Ave*
Bch
Bnd
Blf
Blvd
Br
Brg
Brk
Byp
Cp
Cyn
Ctr
Cir
Clf
Cor
Ct
Crk
Cres
Xing
Dv
Dr
Est
Expy
Ext
Fls
Fld
Frk
Ft
Fwy
Gdns
Gln
Grn
Grv
Hbr
Hvn
NAME
ABBREVIATION
Heights
Hts
Highway
Hwy
Hill
Hl
Hollow
Holw
Island
Is
Junction
Jct
Key
Ky
Lake
Lk
Landing
Lndg
Lane
Ln
Lodge
Ldg
Manor
Mnr
Meadows
Mdws
Mount
Mt
Mountain
Mtn
Orchard
Orch
Parkway
Pky
Place
Pl
Plaza
Plz
Point
Pt
Port
Prt
Prairie
Pr
Ranch
Rnch
Rapids
Rpds
Road
Rd
Ridge
Rdg
River
Riv
Shoal
Shl
Shore
Shr
Street
St
Trail
Trl
Trailer Park Trl Park
Viaduct
Via
View
Vw
Village
Vlg
Ville
Vl
Vista
Vis
Valley
Vly
* Must spell Avenue if appears in the middle of an address.
For example: 2364 N Avenue C
Revised 05-22-2015
Page 31
APPENDIX 6 – Visa Types
Code
Banner Title
Definition
A1
Ambassador,Diplomat,
& Family
Temporary visa issued to diplomatic or consular officers
and their spouses and children.
A2
Other Govt Official &
Family
Temporary visa issued to other foreign government officials
or employees and their spouses and children.
A3
Employee of A1 or A2 &
Family
Temporary visa issued to attendants, servants, and
personal employees of foreign government officials,
including the spouses and children of the employees.
B1
Temporary Visitor for
Business
Temporary visitor visa issued for business purposes,
usually for short-term business trips, but can be for up to a
one-year stay.
B2
Temporary Visitor for
Tourism
Temporary visitor visa issued for pleasure purposes,
usually for tourists.
C1
Alien in Transit through
US
Temporary visitor visa that is issued for aliens in transit.
C2
Alien in Transit to UN
Temporary visitor visa that is issued for aliens in transit to
UN Headquarters.
C3
Govt Ofcl, Emp, Fam in
Transit
Temporary visitor visa that is issued for foreign
government officials, their families, and their employees in
transit.
C4
In Transit w/o visa, see
TWOV
Alien in transit who is ineligible for a nonimmigrant visa
(requires appropriate approval).
CD
Crewman in transit (C1D)
Alien crewman serving in good faith as such in a capacity
required for normal operation and service on board a
vessel.
D1
Crewman (Sea or Air)
Temporary visitor visa that is issued to sea or air crewmen.
D2
Crewman w/Alternate
departure
Sea or air crewman that are departing by means other than
the vessel of arrival.
E1
Treaty Trader & Family
Visa that is issued for an extended stay for business
personnel overseeing or working for an enterprise in the
U.S. that is engaged in trade between the U.S. and a treaty
country.
E2
Treaty Investor &
Family
Temporary visitor visa that is issued to people who have
invested or are in the process of investing a substantial
amount in a U.S. concern.
Revised 05-22-2015
Page 32
Code
Banner Title
Definition
F1
Student Visa
Temporary visitor visa that is issued to people coming to
the U.S. as a student.
F2
Family of F1
Temporary visitor visa that is issued to the families of
individuals coming to the U.S. as a student.
G1
Prin Rep of Recog Govt
& Fam
Temporary visitor visa that is issued for principal
representatives, and their families, of recognized
governments.
G2
Other Rep of Recog
Govt & Fam
Temporary visitor visa that is issued for other
representatives, and their families, of recognized
governments.
G3
Rep of Nonrecog Govt & Temporary visitor visa that is issued for principal
Fam
representatives, and their families, of unrecognized
governments.
G4
Intl Org Office & Family
G5
Employee of G1, G2, G3 Temporary visitor visa that is issued for employees of
or G4
individuals who have been issued a G1, G2, G3, or G4 visa.
H1
Specialty Occup.
Worker (H-1B)
Temporary visa issued to people who are coming to the
U.S. to perform professional services in a specialty
occupation.
H2
Agricultural Worker (H2A)
Temporary visa issued to people who are coming to the
U.S. to perform seasonal or temporary agricultural work.
H3
Trainee (H-3)
Temporary visa issued to people who are coming to the
U.S. to obtain some sort of occupational training.
H4
Family of H1, H2, or H3
(H-4)
Temporary visitor visa that is issued for families of
individuals who have been issued an H1, H2, or H3 visa.
HC
Nurses in HPSAs (H-1C) Registered Nurses in health professional shortage areas
(HPSAs).
HD
Temp Skill/Unskill Wrkr
(H-2B)
Skilled or Unskilled Worker. Individuals in the United States
in a temporary position for when a shortage of United
States workers exists, working for a specific employer for a
fixed period of time.
I1
Rep of Foreign Media &
Fam
Temporary visitor visa that is issued for foreign information
media employees and their families.
J1
Exchange Visitor
Temporary visitor visa that is issued for foreign exchange
visitors.
J2
Family of J1
Temporary visitor visa that is issued for dependents of
Temporary visitor visa that is issued for international
organization office employees and their families.
Revised 05-22-2015
Page 33
Code
Banner Title
Definition
foreign exchange visitors.
K1
Fiance(e) of US Citizen
Fiance(e) of a United States Citizen
K2
Child of K1
Derivative children of K-1
K3
Spouse of US Citizen
Spouse of a United States Citizen for whom a spousal
immediate relative petition has been filed in the United
States.
K4
Child of K3 (Life Act)
Derivative children of a K-3 spouse.
L1
Intracompany
Transferee (L1-A)
Visa issued for an extended stay for high-level personnel
working in an enterprise in Canada, who work part- or fulltime in a U.S. business with common ownership with the
Canadian operation.
L2
Family of L1 (L-2)
Visa issued to the immediate family members (i.e., spouse
& dependent children) of someone who has been issued an
L1 visa.
LB
Specialized Knowledge
(L-1B)
Visa issued for an alien who, within 3 years preceding the
time of his application for admission into the United States,
has been employed continuously for one year by a firm or
corporation or other legal entity or an affiliate or subsidiary
thereof and who seeks to enter the United States
temporarily in order to continue to render his services to
the same employer or a subsidiary or affiliate thereof in a
capacity that involves specialized knowledge, and the alien
spouse and minor children of any such alien if
accompanying him or following to join him.
M1
Student in Nonacademic Temporary visitor visa that is issued to an individual
Prog
coming to the U.S. as a student in a non-academic
program.
M2
Family of M1
Temporary visitor visa that is issued to the family of an
individual coming to the U.S. as a student in a nonacademic program.
N1
NATO Rep, Staff & Fam
(NATO-1)
Principal Permanent Representative of Member State to
NATO and resident members of official staff or immediate
family.
N2
Other Representative
(NATO-2)
Other representatives of member State; Dependents of
Member of a Force entering in accordance with the
provisions of NATO Status-of-Forces agreement; Members
of such a Force if issued visas
N3
Clerical Staff (NATO-3)
Official clerical staff accompanying Representative of
Member State to NATO or immediate family
Revised 05-22-2015
Page 34
Code
Banner Title
Definition
N4
Other Official (NATO-4)
Official of NATO other than those qualified as NATO-1 and
immediate family
N5
Expert Employed
(NATO-5)
Expert other than NATO officials qualified under NATO-4,
employed on behalf of NATO and immediate family
N6
Civilian Component
(NATO-6)
Member of civilian component who is either accompanying
a Force entering in accordance with the provisions of the
NATO Status-of-Forces agreement; attached to an Allied
headquarters under the protocol on the Status of
International Military headquarters set up pursuant to the
North Atlantic Treaty; and their dependents
N7
NATO 1-6 Attendants
(NATO-7)
Servant or personal employee of NATO-1, NATO-2, NATO3, NATO-4, NATO-5, NATO-6, or immediate family
N8
Spec Immig Par of Alien Temporary visitor visa that is issued to the child of a parent
Child
classified SK-3 (Note: SK categories are certain special
immigrant officers and employees of international
organizations.)
N9
Spec Immig Chld of
Imm Parent
Temporary visitor visa that is issued to the child of a parent
classified N-8, SK-1, SK-3, or SK-4. (Note: SK categories
are certain special immigrant officers and employees of
international organizations.)
O1
Ind w/ Extraordinary
Ability
Temporary visa issued to individuals coming to the U.S. to
perform temporary work that requires extraordinary ability.
O2
Workers accompanying
O1
Temporary visa issued to workers accompanying individuals
coming to the U.S. to perform temporary work that
requires extraordinary ability.
O3
Dependents of O1 or O2 Temporary visa issued to dependents of individuals coming
to the U.S. to perform temporary work that requires
extraordinary ability.
P1
Int'l
athletes/entertainers
Temporary visa issued to international athletes and
entertainers.
P2
Performing Artist on
Exchange
Temporary visa issued to performing artists and
entertainers who are under the reciprocal exchange
program.
P3
Culturally Unique
Entertainer
Temporary visa issued to culturally unique artists and
entertainers.
P4
Dependent of P Visa
Holder
Temporary visa issued to dependents of individuals who
have been issued a P1, P2, or P3 visa.
Q1
Intl Cultural
Exch/Disney Visa
Temporary visa issued to international cultural exchange
visitors.
Revised 05-22-2015
Page 35
Code
Banner Title
Definition
Q2
Walsh Visa
Irish Peace Process Cultural and Training Program (Walsh
Visas).
Q3
Spouse or Child of Q2
Spouse or child of Q2.
R1
Religious worker
Temporary visa issued to religious workers.
R2
Dependent of R1
Temporary visa issued to dependents (i.e., spouse and
children) of religious workers.
RA
Resident Alien
Individuals who have been issued a permanent immigration
visa or green card.
S5
Informant-Criminal
Info&Family
Alien Assisting in Law Enforcement. Individuals in the
United States to provide critical information to federal or
state authorities essential to the success of a criminal
investigation. Or, individuals in the United States to supply
critical information who might be in danger as a result of
supplying this information and who are eligible for reward
under U.S. State Department legislation. And, if the
Attorney General considers it to be appropriate, the
spouse, married and unmarried sons and daughters, and
parents of the informant.
S6
Informant of Terrorism
&Family
Alien Assisting in Law Enforcement. Individuals in the
United States to provide critical information to federal or
state authorities essential to the success of a criminal
investigation. Or, individuals in the United States to supply
critical information who might be in danger as a result of
supplying this information and who are eligible for reward
under U.S. State Department legislation. And, if the
Attorney General considers it to be appropriate, the
spouse, married and unmarried sons and daughters, and
parents of the informant.
T1
Victim of Trafficking
Victim of a severe form of trafficking persons as defined in
Section 103 of the Trafficking Victims Protection Act of
2000.
T2
Spouse of T1
Spouse of T1
T3
Child of T1
Child of T1
T4
Parent of T1 if T1< 21
Yrs Old
Parent of a T1, if T1 is under 21 years of age.
TD
Trade Nafta Dependent
Temporary visa issued to the spouse and children of Free
Trade professionals.
TN
Trade Nafta
Visa issued for some Canadian professions, with a special
category having been created by the North American Free
Trade Agreement.
Revised 05-22-2015
Page 36
Code
Banner Title
Definition
TW
Passenger/Crew w/o
Visa (TWOV)
Passenger or crew in transit without visa. Refer to INA
Sections 212(d)(3) and 212(d)(5).
U1
Victim of Criminal
Activity
Alien who is a victim of certain criminal activity
U2
Spouse of U1
Spouse of U1.
U3
Child of U1
Child of U1.
U4
Parent of U1 if U1< 21
Yrs Old
Parent of a U1, if U1 is under 21 years of age.
V1
Spouse of Permanent
Resident
Spouses of lawful permanent residents who are
beneficaries of a family-based 2nd preference (2A only)
immigrant visa petition filed on or before December 21,
2000 and have been waiting for immigrant status for three
years or more.
V2
Child of Permanent
Resident
Minor children of lawful permanent residents who are
beneficaries of a family-based 2nd preference (2A only)
immigrant visa petition filed on or before December 21,
2000 and have been waiting for immigrant status for three
years or more.
V3
Child of V1 or V2
Derivative dependents of lawful permanent residents who
are beneficaries of a family-based 2nd preference (2A only)
immigrant visa petition filed on or before December 21,
2000 and have been waiting for immigrant status for three
years or more.
VW
Visa Waiver Program
Visa Waiver Program
WB
Visa Waiver for
Business
Visa Waiver for Tourism (WT). Individuals permitted to
enter the United States without a visa for a stay limited to
90 days. Available only to citizens of countries designated
by the Attorney General in consultation with the Secretary
of State.
WT
Visa Waiver for Tourism Visa Waiver Program. Individuals permitted to enter the
United States without a visa for a stay limited to 90 days.
Available only to citizens of countries designated by the
Attorney General in consultation with the Secretary of
State.
Revised 05-22-2015
Page 37
Revised 05-22-2015
Page 38
APPENDIX 7 - FERPA POLICY STATEMENT
MARIST COLLEGE POLICY ON CONFIDENTIALITY
OF STUDENT RECORDS
Contents:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Preamble
Student Record Policy
Student Educational Records
Definition of Student
Public Information Regarding Students
College Officers Responsible for Student Records
Policies on Disclosure of Student Records
.... Disclosure to the Student
.... Disclosure of Information to Third Parties
.... Disclosure to Other Educational Institutions
.... Disclosure Pursuant to Judicial Order
.... Disclosure Pursuant to Request for Financial Aid
.... Disclosure for Federal and State Authorities
.... Disclosure Under Emergency Conditions
.... Disclosure to Educational Agencies or Institutions
.... Disclosure to Parents of Dependent Students
Challenge of Record Entry
FERPA Forms
PREAMBLE:
Marist College collects and retains data and information about students for designated periods of time for the
expressed purpose of facilitating the student's educational development. The College recognizes the privacy rights of
individuals in exerting control over what information about themselves may be disclosed and, at the same time,
attempts to balance that right with the institution's need for information relevant to the fulfillment of its educational
missions. The College further recognizes its obligation to inform the student of his/her rights under the Family
Educational Rights and Privacy Act of 1974 (FERPA); to inform the student of the existence and location of records
as well as to define the purposes for which such information is obtained; to provide security for such material; to
permit student access to, disclosure of, and challenge to this information as herein described; and to discontinue such
information when compelling reasons for its retention no longer exist.
STUDENT RECORD POLICY:
The College will disclose information from a student's educational record only with the prior written consent of the
student, except that educational records may be disclosed without consent to College officials having a legitimate
educational interest in the records and to third parties specifically authorized by FERPA, as referenced under
Policies on Disclosure of Student Records.
"College officials" are College employees with general or specific responsibility for promoting the educational
objectives of the College or third parties under contract with the College to provide professional, business and
similar administrative services related to the College's educational mission. Individuals whose responsibilities place
them within this category include teachers; faculty advisers; admissions counselors; academic advisers; counselors;
employment placement personnel; deans, department chairpersons, directors, and other administrative officials
responsible for some part of the academic enterprise or one of the supporting activities; administrative and faculty
Revised 05-22-2015
Page 39
sponsors of officially recognized clubs, organizations, etc.; members, including students and alumni, of official
college committees, nonexempt staff personnel employed to assist College officials in discharging professional
responsibilities; and persons or entities under contract to the College to provide a specific task or service related to
the College's educational mission. Access by these officials is restricted where practical and only to that portion of
the student record necessary for the discharge of assigned duties.
"Legitimate educational interests" are defined as interests that are essential to the general process of higher
education prescribed by the body of policy adopted by the governing board. Legitimate educational interests would
include teaching, research, public service, and such directly supportive activities as academic advising, general
counseling, therapeutic counseling, discipline, vocational counseling and job placement, financial assistance and
advisement, medical services, and academic assistance activities. In addition, the College officially recognizes
appropriate co-curricular activities that are generally supportive of overall goals of the institution and contribute
generally to well-being of the entire student body and, specifically, to many individuals who participate in these
activities. These activities include varsity and intramural sports, social fraternities, specific interest clubs, and
student government.
Records originating at another institution will be subject to these policies.
STUDENT EDUCATIONAL RECORDS:
Student educational records are defined as records, files, documents, and other materials that contain information
directly related to a student and are maintained by Marist College or by a person acting for the College pursuant to
College, school or departmental policy.
Student educational records do not include records of instructional, supervisory, and administrative personnel and
ancillary educational personnel that are in the sole possession of the maker and that are not accessible or revealed to
any other person except a substitute.
Other exclusions include:
•
Notes of a professor/staff member concerning a student and intended for the professor's/staff member's own
use are not subject to inspection, disclosure, and challenge.
•
Records of the Security Office that were created for the purpose of law enforcement and not shared with
others.
•
Records relating to an individual who is employed by an educational agency or institution not as a result of
his/her status as a student that:
1.
Are made and maintained in the normal course of business;
2.
Relate exclusively to the individual in that individual's capacity as an employee; and
3.
Are not available for use for any other purpose.
However, employment records relating to College students who are employed as a result of their status as
students are considered educational records.
•
Records on students that are made or maintained by a physician, psychiatrist, psychologist, or other
recognized professional or paraprofessional acting or assisting in that capacity are not subject to the
provisions of access, disclosure, and challenge. Such records, however, must be made, maintained, or used
only in connection with the provision of treatment to the student and are not available to anyone other than
the persons providing such treatment or a substitute. Such records may be personally reviewed by a
physician or other appropriate professional of the student's choice.
Revised 05-22-2015
Page 40
•
Application records of students not admitted to the College; however, once a student has enrolled in an
academic offering of the College, application information becomes a part of the student's educational
records.
•
Alumni records.
DEFINITION OF ELIGIBLE STUDENT:
An eligible student is one who has reached the age of 18 or is attending an institution of postsecondary education.
For the purpose of this policy, a “student” always refers to an eligible student. A student is also defined as an
individual currently or previously enrolled in any academic offering of the College.
This definition does not include prospective students (applicants to any academic program of the College).
PUBLIC INFORMATION REGARDING STUDENTS:
The following is a list of directory items that may be made available to the public regarding students of the College
without their prior consent and is considered part of the public record of their attendance:
1.
student name,
2.
campus wide identification number,
3.
address,
4.
telephone number,
5.
date and place of birth,
6.
major field of study,
7.
participation in officially recognized activities and sports,
8.
weight and height of members of athletic teams,
9.
dates of attendance,
10. degrees and awards received,
11. most recent previous educational institution attended by the student,
12. grade level (including number of credits earned),
13. enrollment status (e.g.: undergraduate, graduate, full-time, part-time)
The student is entitled to request that these directory items not be made publicly available. Such a request must be
made in writing to the Office of the Registrar. Requests filed will normally block directory items from appearing in
directories and other annual publications produced after receipt of the request and will block the release of directory
items in response to inquiries made to the College by the public after the receipt of the request. The block will
remain in effect until such date as designated by the student in written instructions filed with the College Registrar.
COLLEGE OFFICERS RESPONSIBLE FOR STUDENT RECORDS:
The following College officers are designated as responsible for student records within their respective areas;
•
Executive Vice President
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•
Vice President of Academic Affairs,
•
Vice President for Admission and Enrollment Planning,
•
Vice President of Business Affairs,
•
Vice President for College Advancement,
•
Vice President for Information Technology,
•
Vice President for Student Affairs,
•
Deans
Each of these officers is responsible to make available a listing of student records within his/her area of
responsibility indicating the purpose, storage, security, and disposition of each student record.
POLICIES ON DISCLOSURE OF STUDENT RECORDS:
The following guidelines will be utilized with respect to the disclosure of student records:
A. DISCLOSURE TO THE STUDENT:
The student has the right to inspect and review his/her educational records, and may do so by making an oral or
written request to the College official responsible for the specific record desired. The official must respond within
forty-five days of the request by arranging an appointment for the student to review it or, if distance prohibits
personal inspection, by sending the student a copy of the requested record. The student has the right to an
explanation of any information contained in the record.
Educational records of the student, or the contents thereof, will not be released to the student, his/her parents, or any
third party so long as a financial indebtedness or serious academic and/or disciplinary matter involving the student
remains unresolved. This limitation does not preclude the student from having personal access to the records (i.e.:
making an in-person inspection) - merely from obtaining the release of the information (i.e.: mailing a transcript).
The student may not have access to the confidential financial statement of parents or any information contained in
such statements.
Where any such records, files, or data contain information relative to a third person, the student is entitled to be
informed of only the portion of that record as pertains to himself/herself. Each record-keeping unit of the College
will establish procedures for accommodating requests for access to student records. An administrative charge not
exceeding the actual cost to the College of providing access may be initiated in certain areas for access to record
information.
B. DISCLOSURE OF INFORMATION TO THIRD PARTIES:
Disclosure of information contained in student records, files, and data is normally controlled by the student.
Such disclosures will be made to someone other than a College official having a legitimate educational interest in
the records only on the condition that prior written consent is obtained from the student. The third party is to be
reminded that he/she should not permit additional access to the information by an additional person without further
written consent of the student prior to such an additional transfer of information.
When information on a student must be shared outside the College, all persons, agencies, or organizations desiring
access to the records of a student shall be required to sign a written form to be kept permanently with the file of the
student indicating specifically the legitimate educational or other interest in seeking this information. This form will
be available solely to the student and to the College officer responsible for the record as a means of auditing the
operation of the record system. Exceptions to this are C. through I., below.
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C. DISCLOSURE TO OTHER EDUCATIONAL INSTITUTIONS:
Disclosure of appropriate academic records may be made to officials of other educational institutions to which the
student has applied and where he/she intends to enroll.
D. DISCLOSURE PURSUANT TO JUDICIAL ORDER:
Information concerning a student shall be released if properly subpoenaed pursuant to a judicial, legislative, or
administrative proceeding. Effort will be made to give advance notice to the student of such an order before
compliance by the College.
E. DISCLOSURE PURSUANT TO REQUESTS FOR FINANCIAL AID:
Necessary academic and/or financial student records may be disclosed without the student's prior consent in
connection with the student's application for, or receipt of, financial aid.
F. DISCLOSURE TO FEDERAL AND STATE AUTHORITIES:
This policy shall not preclude access to student records by authorized federal and state officials in connection with
the audit and evaluation of federally supported education programs, or in connection with the enforcement of federal
and state legal requirements that relate to such programs. Except when collection of personally identifiable data is
specifically authorized by federal and state law, any data collected and reported with respect to an individual student
shall not include information (including Social Security number) that would permit the personal identification of
such student.
G. DISCLOSURE UNDER EMERGENCY CONDITIONS:
On an emergency basis, information about a student may be released by a designated officer of the College when
that information is necessary to protect the health or safety of a student.
H. DISCLOSURE TO EDUCATIONAL AGENCIES OR INSTITUTIONS:
Information that will not permit the individual identification of students may be released to organizations of
educational agencies or institutions for the purpose of developing, validating, and administering predictive tests and
measurements. Similarly, information may be released to accrediting organizations in order to carry out their
accrediting functions.
I. DISCLOSURE TO PARENTS OF DEPENDENT STUDENTS:
Information concerning a student who is a dependent, within the meaning of Section 152 of the Internal Revenue
Code of 1954, may be released to that student's parents. The Internal Revenue Code defines a dependent student as
one who has attended an educational institution full time for any five calendar months of a tax year and who was
provided more than one-half of his/her support as claimed by the parents on their income tax statement. For
purposes of this policy, the assumption, unless individually certified to the contrary under the criteria above, will be
that College students are not dependents within the meaning of the Internal Revenue Code. Parents will need to
provide proof of dependency.
CHALLENGE OF RECORD ENTRY:
The student is entitled to challenge and/or add to the factual basis of any record entry contained in records, files,
and/or data. The purpose of this challenge is to ensure that such entries are not inaccurate or misleading, or in
violation of his/her privacy or other rights as a student, and to provide an opportunity for the correction or deletion
of any such inaccuracies, misleading or otherwise inappropriate data contained therein. The substantive judgment of
a faculty member about a student's work, expressed in grades and/or evaluations, is not within the purview of this
right to challenge.
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The College will provide, on request by the student, an opportunity for a hearing to challenge the content of the
student's record(s). The request should be submitted to the appropriate College officer (see "COLLEGE OFFICERS
RESPONSIBLE FOR STUDENT RECORDS," above) in whose area of responsibility the questioned material is
kept. The College officer is authorized to rectify the entry and so notify the student in writing. The designated
officer will provide the student with an opportunity to place in the records a statement commenting upon the
challenged information in the educational records that will be kept so long as the contents are contested. The
contents of the student's challenge will remain a part of the student's records regardless of the outcome of any
challenge.
If a records entry question has not been satisfactorily resolved by this informal procedure, the student is entitled to a
formal hearing on the matter. The hearing must be held within a reasonable time after the request, and the student
notified as to the time, date, and place of the hearing in a reasonably advanced time of the hearing as to make his/her
presence practical.
A hearing officer will be designated by the Vice President for Academic Affairs and the student will be afforded a
full and fair opportunity to present evidence relevant to the issues of record entry validity. The student may be
assisted or represented by an adviser of his/her choice including, at his/her own expense, an attorney. The student
will be furnished, within a reasonable time following the hearing, a written decision from the designated hearing
officer. In addition, the student is entitled to receive in writing a summary of the evidence and the reasons for the
decision.
An adverse decision may be appealed in writing by the student to the Executive Vice President, and finally, to the
President of the College.
The student has the right to file a complaint with the Department of Education concerning alleged failures of the
College to comply with the requirements of FERPA.
FERPA FORMS
A variety of forms required for FERPA compliance are available in the Office of the Registrar. Included are:
1.
Request to Inspect and Review Education Records
2.
Request to Amend or Remove Education Records
3.
Request for a Hearing to Amend or Remove Education Records
4.
Student Worker – Statement of FERPA Understanding
5.
Faculty/Staff – Statement of FERPA Understanding
6.
Request for Non-Disclosure of Directory Information
7.
Request for Revocation of Non-Disclosure of Directory Information
8.
Notice of Intent to Comply with a Subpoena
9.
Permission to Release Education Record Information (One Time Release, Non-Directory)
10. Authorization to Disclose Grades
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APPENDIX 8 - Banner Access Request Forms
Please refer to the following web page for Banner forms.
http://www.marist.edu/it/forms.html
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