Data Standards Manual July 1, 2013
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Cameron University Information System Data Standards and Reporting 33 Data Standards Manual Version 1.6 July 1, 2013 Table of Contents Version Release Date Summary of Changes 1.0 July 1, 2009 New – First Release 1.1 March 10, 2010 Update manual to match system configuration 1.2 November 1, 2010 Building Designations updated 1.3 February 15, 2011 Add Emergency Contact System Email type Add Hometown address type 1.4 September 19, 2012 Building Designations updated Added clarification on new Race/Ethnicity Codes Add address type for International Students Update Student Directory Information 1.5 March 18, 2013 Building Designations updated Permanent and Current address descriptions rewritten Added “Decline to Answer” on Race/Ethnicity Codes Updated Student Directory Information Appendix B updated Appendix C deleted 1.6 July 1, 2013 Building Designations updated Appendix B updated Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 i Table of Contents General Information ................................................................................................................................. 2 1 Names, Prefixes and Suffixes ................................................................................................................ 6 2 Addresses ............................................................................................................................................ 18 3 Telephone Numbers............................................................................................................................ 29 4 Email .................................................................................................................................................... 33 5 Calendar Dates .................................................................................................................................... 35 6 Gender................................................................................................................................................. 37 7 Social Security Number (SSN).............................................................................................................. 38 8 Marital Code........................................................................................................................................ 41 9 Race/Ethnic Codes .............................................................................................................................. 42 10 Deceased Information ....................................................................................................................... 43 11 Citizenship and International Persons Information .......................................................................... 44 12 Veteran Information ......................................................................................................................... 45 13 Religion Code Standard ..................................................................................................................... 46 14 Driver’s License Standard .................................................................................................................. 47 15 Confidentiality of Student Records ................................................................................................... 48 Appendix A - CU Banner Shared and General Tables and Forms.......................................................... A-1 Appendix B - Access and Release of Student and/or Employee Personal Information .........................B-1 Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 i General Information General Information Purpose This Data Standards Manual is a work in progress. As our usage evolves or as situations dictate, additional material may be added or content may be revised. Any changes recommended for the Data Standards Manual in use at Cameron University must be approved by the Data Standards Committee, which consists of representatives from all application areas. Approved changes will be reflected in a subsequent standards manual and posted to the employee tab in AggieAccess. The Revision and Version Record, found at the beginning of this document, reflects a complete revision history. These training guidelines define the responsibilities of everyone accessing and managing the data for Cameron University (CU). Offices may have individual guidelines that supplement, but they should not supplant or contradict, this document. Data entrusted to the University by other organizations (e.g., Foundations and Governmental agencies) is governed by terms and conditions agreed upon with those organizations. Specific issues not governed by such agreed terms shall be governed by the guidelines set forth in this document. These guidelines are to ensure database integrity and the goals relating to easy, professional, and cost-effective communication for the CU community by: Avoiding creation of duplicate records for a single entity Providing complete name/address information in a timely manner, with an audit trail of changes Using standard entry to facilitate consistent reports and searches Sharing effective processing discoveries and problem-resolution tasks with other team members Using Postal Services recommended mailing address setup and procedures Taking advantage of the database capabilities and workflow analysis Rules for Clean and Accurate Records Search first. Before creating a new record for a person or organization, conduct an ID and name search to make sure that person or organization has not already been entered in the Banner database. Each user in every office MUST conduct a thorough search to prevent entering a duplicate record. Note: With the exception of corrections made due to data entry errors, it is our policy to maintain previous name information in Banner. There are two forms (GUASYST and GOAMTCH) that can be used to help determine where a person is active in Banner and the history of previous roles played by this person. You will need to know this information to determine if you can make Name, Address, Phone, Bio/Demo, E-mail and SSN updates/changes. Use GUASYST to determine if the person has ever been an employee of CU. If the Employee field is checked, always follow instructions as if the person is a current employee. Use GOAMTCH to determine if the person/non person exist in the system. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 2 General Information Rule: Follow the following role hierarchy (highest to lowest): Employee, Student Worker, Active Student and Advancement Constituent. If a person falls into more than one role, always use the role highest in the hierarchy to determine who can make the changes/updates. Below is a more detailed explanation of each of these forms and how they can be used to determine the person’s current role(s) in Banner. The form GUASYST can be used to determine a person’s role history. From the Main Menu, type in GUASYST and click ENTER. Type in the person’s CUID or name, the form will then show check marks in every role in a person’s history at CU. Use this form to determine if the person has ever been an employee of CU. If the Employee field is checked, always follow instructions as if the person is a current employee. The form GOAMTCH can be used to see the TOTAL number of hours a student enrolled in for a term and if the person has withdrawn from any of them. To use this form, type in GOAMTCH at the Main Menu and click ENTER. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 3 General Information Type in the CUID or name of the person and click ENTER. You will then need to click Next Block twice to get to the bottom block on the form. From there, click on ‘Schedule’. Data changes. Make data changes ONLY with proper authority and when following the established procedures. Rule: Follow the following role hierarchy (highest to lowest): Employee, Student Worker, Active Student and Advancement Constituent. If a person falls into more than one role, always use the role highest in the hierarchy to determine who can make the changes/updates. 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 (%) must not be used in any data field because they may cause Oracle database errors. Abbreviations are often used when entering data. If in doubt about an abbreviation, first check the approved list. Several lists can be found in this document. If you do not locate an abbreviation, spell the word out rather than abbreviate. Processing Duplicates in Banner 1. Check the General Person form GUASYST to see which Banner Applications contain data. a. Contact the team leader for each Banner Application for which data exists b. Contact the IT representative assigned to your area if you need assistance 2. Update Good ID Record a. Enter correct SSN b. Consolidate information from Bad ID Record into Good ID Record (address, phone, birth date, email, etc…) 3. Flag the Bad ID as a Duplicate a. Insert XXXX and the good ID number in front of the last name Example: XXXX123456Doe, John J. b. c. d. e. Remove the SSN from the bad ID number’s record Inactivate and end date all addresses Inactivate all phone numbers Inactivate all email addresses After reviewing the ID’s and finding they are actually different people 1. 2. 3. 4. Update GORADID (APAIDEN, PPAIDEN, SPAIDEN - Additional Identification tab) ID Type = NAD Additional Identification = ID# of the person they are not a duplicate with (you may enter multiple NAD codes per ID) Save Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 4 General Information Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 5 Person Data Standard 1 Names, Prefixes and Suffixes 1.1 General A person’s legal name appears on official documents such as a birth certificate, court order, social security card, marriage license or passport. The Office of Admissions uses the name reported on an application as the legal name. Human Resources Office require official documents. Names for persons and non-persons should have a customer friendly appearance. The objective is to enter names and addresses with both upper and lowercase letters so that when a name is printed on University documents and correspondence it looks contemporary and professional. Name formats have also been developed to meet postal regulations. It is recommended that offices that collect person names on applications, or any other types of forms, designate separate fields on the form for that person to indicate first name, middle name and last name. This will facilitate our ability to enter a name correctly into the respective fields in Banner. The following forms are used to enter and change name information. The form used depends upon the Banner module in use: FORM NAME SPAIDEN PPAIDEN FTMVEND FOAIDEN APAIDEN BANNER MODULE STUDENT, FINANCIAL ASSISTANCE HUMAN RESOURCES FINANCE (‘non-person’ vendors) FINANCE (‘person’ vendors) ALUMNI/DEVELOPMENT Last Name, First Name and Middle Name appear on all of the above forms. Prefix, Suffix and Preferred First Name appear only on SPAIDEN, PPAIDEN and APAIDEN. Person Last Name – maximum length 60 characters Person First Name – maximum length 60 characters Person Middle Name – maximum length 60 characters Non-Person Name – maximum length 60 characters 1.2 Standards for Adding a New Record Enter the last, first and middle names exactly as the person has indicated. If given the full middle name, enter the full middle name. Do NOT change a full name to an initial. Always use normal upper- and lower- case letters for names. 1.2.1 Case If a person has written all upper-case letters, enter the normal upper- and lower-case letters. If the person’s name starts with a lower-case letter, enter the first letter in lower case. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 6 Person Data Standard Example: deRowden Rule: For externally obtained data feeds, convert the names into an upper-lower-case format based upon these rules. 1.2.2 Initials and Abbreviations Do not use periods after initials or abbreviations. Camille J. Jones Enter as: first name = Camille / middle name = J / last name = Jones Janice N. O. Bonner Enter as: first name = Janice / middle name = N O / last name = Bonner Martin St. James Enter as: first name = Martin / middle name = blank / last name = St James A. Gregory Simons Enter as: first name = A Gregory / middle name = blank / last name = Simons NOTE: Some, but not all, forms in Banner will display whatever is stored in the name field, followed by a period. If a period is entered in a name field, then you will see 2 periods on the Banner form. As periods are not to be entered in name fields (see 1.2.7), double periods should only be seen in cases where errors have been made. 1.2.3 Persons with Two or More Given Names In cases where a single character is designated as the first name followed by a full middle name, place the single character in the First Name field and the middle name in the Middle Name field. Example: T. Anthony Johns Enter as: first name = T/ middle name = Anthony / last name = Johns If a person has more than two given names, and has not specified which are considered first vs. middle name(s), enter the first two names into the First Name field and any other names into the middle name field. Example: Marie Anne Angela Huff Enter as: first name = Marie Anne / middle name = Angela / last name = Huff Example: William Joel Daniel Michael Milner Enter as: first name = William Joel / middle name = Daniel Michael / last name = Milner Upon request, it is acceptable to enter two names in the first name field. Example: Marie Anne Huff Enter as: first name = Marie Anne / middle name = blank / last name = Huff Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 7 Person Data Standard 1.2.4 Spaces in Last Names Maintain spaces in last names exactly as reported by the person. Examples: Von Aspren Van der Ford Vander Ford 1.2.5 Long Names If a person’s first, middle or last name is longer than the field allows in Banner, enter as much as you can into the field. The rest will be truncated. 1.2.6 Persons with One Name It is common in some countries for persons to just have one name (not a first, middle and last name). If that is the case, enter the person’s name into the LAST NAME field and the FIRST NAME field. 1.2.7 Punctuation Use hyphens, apostrophes or dashes exactly as the person indicates in writing. Do not use commas or periods in any name field. Do not add punctuation where there is none. In the following Examples, any could be correct: O’Dowell Dell’Outa Smith-Jones Al-Ahmed St Vincent Odowell DellOuta Dellouta AlAhmed StVincent al-Ahmed St-Vincent alAhmed SainteVincent al Ahmed Saint-Vincent 1.2.8 Prefixes and Suffixes 1.2.8.1 Prefix Codes A prefix represents a title that precedes a name. Salutations (such as Dr, Rev, Mr, Mrs, Ms, etc.) are considered prefixes and should be entered in the PREFIX field on General Person Forms. A prefix is required for all persons defined in Banner if the person’s gender is known or if the person has an indicated preferred prefix. (Exceptions can be made if person requests no prefix be used.) Prefixes will be entered in upper/lower case with no punctuation. If a person does not indicate a preference for a prefix and the person’s gender is known, enter ‘Mr’ for a male or ‘Ms’ for a female. (Exceptions can be made if person requests no prefix be used or if gender is unknown.) DO NOT include any punctuation with a prefix or suffix. Example: correct: incorrect: Mr Mr. Ms Ms. Dr Dr. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 8 Person Data Standard DO NOT enter prefixes in the name fields of the current identification block on the Banner %%%IDEN forms. The following list of prefixes is not exhaustive. Cameron University Standard Abbreviations are listed in Appendix C. Refer to your department’s Desk Manual for special uses unique to your area. See the Abbreviation section of Webster’s Dictionary for additional options. General Prefixes Code Amb Bishop Bro Dr Fr Gov Hon Judge M Miss Mme Mr Mrs Ms Prof Rabbi Rep Rev Sen Sr Sra Srta Rev Dr Mandatory Usage Abbreviated Version Bishop Abbreviated Version Abbreviated Version Father Abbreviated Version The Honorable Judge Monsieur Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Rabbi Abbreviated Version Abbreviated Version Senator Abbreviated Version Senora Senorita Abbreviated Version Description Ambassador Bishop Brother Doctor Father Governor The Honorable Judge Monsieur Miss Madame Mister Mrs Miss or Madame Professor Rabbi Representative Reverend Senator Senior Senora Senorita Reverend Doctor Code PVT PV2 PFC SPC SGT SSG SFC MSG 1SG SGM CSM WO1 CWO2 Military Rank Prefixes Mandatory Usage Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Description Buck Private Private Private First Class Specialist Sergeant Staff Sergeant Sergeant First Class Master Sergeant First Sergeant Staff Sergeant Major Command Sergeant Major Warrant Officer Chief Warrant Officer 2 Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 9 Person Data Standard CWO3 CWO4 CWO5 2LT 1LT CPT MAJ LTC COL BG MG LTG GEN Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Chief Warrant Officer 3 Chief Warrant Officer 4 Chief Warrant Officer 5 Second Lieutenant First Lieutenant Captain Major Lieutenant Colonel Colonel Brigadier General Major General Lieutenant General General Code PVT PFC LCPL CPL SGT SSGT GYSGT MSGT 1STSGT MGYSGT SGTMAJ WO1 CWO2 CWO3 CWO4 CWO5 2LT 1LT CAPT MAJ LTCOL COL BGEN MJG LTG GEN US Marine Corp Mandatory Usage Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Description Private Private First Class Lance Corporal Corporal Sergeant Staff Sergeant Gunnery Sergeant Master Sergeant First Sergeant Master Gunnery Sergeant Sergeant Major Warrant Officer Chief Warrant Officer 2 Chief Warrant Officer 3 Chief Warrant Officer 4 Chief Warrant Officer 5 Second Lieutenant First Lieutenant Captain Major Lieutenant Colonel Colonel Brigadier General Major General Lieutenant General General Code AR, FR, SR AA, FA, SA AN, FN, SN P03 US Navy Mandatory Usage Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Description Seaman Recruit Seaman Apprentice Seaman Petty Officer Third Class Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 10 Person Data Standard P02 P01 CPO SCPO MCPO MCPON Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version CWO2 CWO3 CWO4 ENS LTJG LT LCDR CDR CAPT RADM VADM ADM Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Code AB AMN A1C SRA SSgt TSgt MSgt SMSgt CMSgt 2dLt 1stLt CPT MAJ LTCOL COL BGEN MAJGEN US Air Force Mandatory Usage Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version Abbreviated Version LTGEN GEN Abbreviated Version Abbreviated Version Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 Petty Officer Second Class Petty Officer First Class Chief Petty Officer Senior Chief Petty Officer Master Chief Petty Officer Master Chief Petty Officer of the Navy Chief Warrant Officer 2 Chief Warrant Officer 3 Chief Warrant Officer 4 Ensign Lieutenant Junior Grade Lieutenant Lieutenant Commander Commander Captain Rear Admiral Vice Admiral Admiral Description Airman Basic Airman Airman First Class Senior Airman Staff Sergeant Technical Sergeant Master Sergeant Senior Master Sergeant Chief Master Sergeant Second Lieutenant First Lieutenant Captain Major Lieutenant Colonel Colonel Brigadier General Major General and Lieutenant Commander Lieutenant General General 11 Person Data Standard 1.2.8.2 Suffix Codes A suffix is a professional designation that follows a name. Normally, suffixes are used with constituent names. Professional status indicators (such as MD, DO, PhD, DVN, ESQ, etc) are considered Suffixes and should be entered in the SUFFIX field on the General Person forms. Examples: John Smith, MD DO NOT enter suffixes in the name fields of the current identification block on the Banner IDEN forms. Use Cameron University Standard Abbreviations as listed in Appendix C when appropriate. Refer to your department’s Desk Manual for special uses unique to your area. See the Abbreviation section of Webster’s Dictionary for additional options. 1.2.9 Former Names With the exception of corrections made due to data entry errors, it is our policy to maintain previous name information in Banner. Forms used by some University offices ask for a person’s previous name or names (for Example, Registrar’s Office). Enter the earliest name first: Example: Name: Lea Limestone Former Name: Lea Stone Enter former name (Lea Stone) and save. Enter current name (Lea Limestone) and save. Former name will appear in the alternate identification block. 1.2.10 Legal Name The Preferred First Name field is used for variations to the legal name. The Legal Name Field is NOT used or maintained by the University. DO NOT add, delete or modify any data in this field. 1.2.11 Preferred First Name Offices may enter a name in this field. Examples: Current Name: Patricia King Preferred First Name: Pat Current Name: Paul Frank Jones Preferred First Name: Frank Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 12 Person Data Standard Note: Preferred first name is considered for ‘informational use’ only. It is not used in Banner reports supplied with the system, but is available for use on any reports or letters generated and maintained by CU. 1.2.12 Non-Person Names All information is typed in upper/lower case format (i.e. not all caps or all lower). If an “article” (a, an, or the) is used as an adjective within the full name of a non-person entry, it should be included when entering the name in Banner. If a non-person name begins with the word ‘The’, it should be included when entering the name in Banner (e.g. The Fashion Institute). Example: SIS Trucking University of Oklahoma H R Gladney Company First Federal Bank The Windsor 1.2.13 Non-person Acronyms Acronyms for non-person entities will be created and used as alternate ID’s to aid in searching and finding non-person records. 1.2.14 Name Type and Description The Current Name field in Banner does not require a name type to be associated with a name. CU may use this field in the future as needed. Name Type Code Name Type Description BRTH Birth Name EVNT Event Guest FORM Former Name GRAD Name at Graduation MAID Maiden Name PREF Preferred Name PROF Professional/Stage Name SPSE Spouse(with no record) Name Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 13 Person Data Standard 1.3 Guidelines 1.3.1 Searching of New Person or Non-person Records Person and non-person records are created the first time someone enters them in Banner. The following offices have the responsibility to create a new student or general person or non-person record. Office Type of Entity Enrollment Management Prospective, Admitted Students Office of the Registrar Active Student Financial Assistance Prospective, Active Student Accounts Payable/ Purchasing Vendor (Non-Person), Person, Non-employees, Customer, Banking institutions Applicant, Employee Human Resources Advancement Alumni, Donors (Person or Non-person), Prospective Donors Before entering any new person or non-persons into Banner, a complete search must be performed for an existing record. It is critical to maintain the integrity of the university’s data and there should only be one record for each entity. Every person (student, employee, retiree, etc.) and every non-person (vendors, schools, banks, etc.) should have one core record in BANNER. Everyone who uses BANNER uses the same information stored in one central place. Being able to search the system quickly and effectively is important. Please use the following search method before creating any new Person or Non-person Records. Method 1 – Extended Search Step 1. 2. User At the Go To: prompt of the General Menu, use one of the forms below to enter the general person information form for your system: - SPAIDEN (Student, Financial Assistance) -APAIDEN (Advancement) -SPAIDEN (Financial Aid) -FOAIDEN (Finance) -PPAIDEN (Human Resource) Press the ENTER key Make sure the ID field is blank. Tab to the Name field (unlabeled field next to the ID field). Enter a few characters of the name followed by a ‘%’, Press the ENTER key Explanation / Tips To display the appropriate system’s general person identification form and to prepare to conduct a search You can use Ctrl-U to blank any data in the field. Remember that BANNER is not case-sensitive when searching on names. If one match is found, the ID and name are returned to the form. If more than one match is found, the ‘ID and Name Extended Search’ window appears. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 14 Person Data Standard 3. At the extended search window, click on the down arrow head of the search results field to see the records returned. 4. To narrow down the search: Click on the extended search window to close the lists of names. Enter some biographic information that you have on hand into the appropriate field(s) on the search form. Click the SPY GLASS icon to search. Click on the down arrow head of the search results field to see the records returned. 5. 6. If the person or non-person is found, then use the mouse to click on the record or use the arrow keys to select it and press the ENTER key. A second way to narrow down your search from the ID and Name Extended Search form is to click either the ‘Person Search Detail’ or the ‘Non-Person Search Detail’. Review the information to determine if the record is found are the record you want to enter. 7. 8. If one of the records match the one you want to enter: Use your mouse to double click on the record’s id, or Use the up or down arrow key to move to the desired row and press the ENTER key. Alternative Name searches Possible Search Examples: Smith,J% or Jo% or wil%,e% The ID and Name Extended search window displays the person and/or non-person full name and their generated ID. The number of records that fit in the search criteria is to the right of the results field. This window can reduce the search results if you are able to enter information such as: -Specifying search to a person or non-person, -the SSN/SIN/TFN, -the date of birth, -the gender or -the address. If the person or non-person has had a name change, the previous name(s) are indented under the corrected name for that person or non-person. Once the record is selected, the system will return to the general person identification form. Click on the Next Block icon to finish processing the record. Can also use Ctrl+PageDown to go to the next block The ‘Person Search Detail’ will display the form SOAIDEN. It displays the person’s generated ID, name information, and birth date. If you select ‘Non-Person Search Detail’, the SOACOMP form will display. It lists the generated ID, the name and type information. The bottom left corner of both forms will tell you how many records met the search criteria. The system returns you to the identification form once you select a record to finish processing. Click on the Next Block icon and finish processing the record. Search for alternative names. For example, Bill for William or William for Bill. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 15 Person Data Standard Method 2: Search Forms Step 1. 2. User At the Go: prompt of the General Menu, enter: FOAIDEN (Finance) SOAIDEN (for the other modules) Press the ENTER key Enter your search criteria. Press F8 to execute the query. Move the cursor to the record you want to further investigate. On the menu, select Options/Search and Display More Details (SOAIDNS). 3. On SOAIDNS, press F8 to execute the query. 4. Once you have found the correct record, Move your cursor to that record, and use your mouse to select Options/Add Person to Database (SPAIDEN), Select the Next Block icon. Explanation / Tips This will display the appropriate system’s search form. A good use for this procedure is when you have several records with the same names. The SOAIDEN form allows you to search on generated ID, name, or birth date. Use the TAB key to move between fields in each row. Use the arrow key to move between rows. The menu option invokes the Count Hits in Query Mode (SOAIDNS). This form will show additional information about the record(s) to help you in determining if you have selected the right record. Shift+F2 is another way to invoke this feature from SOAIDEN. The system will list all records based on the record you selected. If there are several occurrences of the name, the records will list on this page. Use the up/down arrow keys to move between the rows. As you move between the rows, the General Student and Address Information will change. This allows you to select the correct record so you can process it. 1.3.2 Name Change Policies The following chart summarizes policies and procedures for making name changes for person and nonperson entities in Banner. Person/Non-Person Procedures Employee (faculty, staff or student) – whether or not any other record type exists Human Resources makes the change. Use appropriate office form and require the following: •Social Security Card Active Students Registrar or Admissions may make change. Require one of the following: Social Security Card Marriage Certificate/License Court Order Document Driver’s License Passport Military I.D. Card Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 16 Person Data Standard Alumni – excluding faculty or staff (who are included in “Employee” guidelines above), current students (who are included in “Active Students” guidelines above), and person vendors. Accounts Payable vendors Admission applicant, not an active student or employee Advancement constituent only (donor, prospective donor board member or friend no student or employee record type exists) Customers Financial Assistance & Veterans Affairs only (no other type of record exists for individual) Third Party (Financial Assistance & Veterans Affairs only, no other type of record exists) Advancement makes changes upon requests of the constituent in any form. Because of the nature of the business of fundraising and the voluntary relationship between alumni and the university, legal documentation for name change requests will not be required. In the event an alum who has requested a name change through Advancement, subsequently requests a transcript through the registrar, the registrar can either require legal documentation to provide the transcript in the existing name or provide the transcript in the legal name of record. Accounts Payable or Purchasing staff makes change if no other record exists for vendor. Require the following: Updated W-9 form Admission makes change. Require one of the following: Social Security Card Military I.D. Card Marriage Certificate/License Court Order Document Driver’s License Passport Advancement makes change upon request of constituent in any form (may make changes from personal announcements, checks, phone calls, return address labels, newspaper articles, etc.) Financial Accounting makes change if no other record exists for the customer. A change will be made upon request in writing from the customer. Financial Assistance & Veterans Affairs updates through data load. Change upon request of individual or company (scholarships). NOTE: Advancement will not make any requested name changes to any record that is coded as staff, faculty or current student in Banner, even if the person making the request is also an alumnus. These requests will be forwarded to Human Resources, Registrar’s Office or Admissions office to be handled according to the established procedures of those offices. NOTE: Lenders and guarantee agencies have to be created in Banner with their actual lender/guarantor ID as their Banner ID or else the loan functionality will not work properly. The Banner ID for lenders will be the 6-digit Federally assigned lender ID. The Banner ID for guarantors will be the 3-digit federal guarantor ID. The Banner ID for lenders and the guarantors will not have the leading ‘000’s. Lenders and guarantors should not be used by anyone except Financial Assistance for loan purposes. 1.3.3 Name Change Form 1.4 Standard Change Record 3-10-2010 Page 5: Corrected punctuation to be consistent with instructions. Page 15: Added note for lenders ID. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 17 Address Data Standard 2 Addresses 2.1 General University-wide conventions are critical for shared data such as addresses; we should be mindful of the purposes for which the data are entered. For Example, units with marketing responsibility (such as University Advancement and Enrollment Management) must be able to produce individualized correspondence conforming to formal addressing rules. Some units may have less stringent formatting requirements, but should still follow the standards set forth here. These standards must balance four considerations: Banner System Requirements Accepted standards for formal communications U.S. Postal Service guidelines International address requirements All addresses must meet U.S. Postal Service addressing requirements. According to the U.S. Postal Service Postal Addressing Standards, “A standardized address is one that is fully spelled out or abbreviated by using the Postal Service standard abbreviations … and uses the proper format for the address style…” The guidelines expressed herein are designed to convey the minimum standard requirements in order to enhance the processing and delivery of mail, reduce instances of ‘undeliverable’ mail, and position the University to obtain the most advantageous postal rates. While data may be conditioned (or reformatted) on output (e.g. date format), it is our intention that addresses be entered exactly as they will print on correspondence, reports, etc. Accurate, consistent address data entry is vital. Given these considerations, the following address data entry standards are recommended. 2.2 Standards All information is typed in upper/lower case format (i.e. not all caps or all lower). 2.2.1 Symbols Symbols should never be used in the first position of an address field. “#”, never use a pound sign within an address because it causes a problem with the Banner printing function. “&”, the ampersand should never be used in place of ‘and’. “%”, the percent symbol should never be used. “c/o”, the designation for ‘in care of’ should be entered on the first street address line when used in a mailing address. 2.2.2 Street Names Street names are composed of a number, the street name and a possible unit designator. Follow the guidelines below in entering an address into Banner. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 18 Address Data Standard 2.2.3 Punctuation Punctuation in the street number and name is normally limited to periods, slashes and hyphens and should be used if space permits. With the exception of the hyphen in the zip plus 4 configurations, punctuation in the address may be omitted if necessary. Periods: Slashes (fractional addresses): Hyphens (hyphenated address): 39.2 RD 101 ½ Main St 289-01 Montgomery Ave 2.2.4 Secondary Address Unit Designators If the street address contains a secondary unit designator, such as an apartment, suite, building, etc., the preferred location is at the end of the street address. Secondary address unit designators, such as APARTMENT or SUITE printed on the mail piece for address locations containing secondary unit designators are preferred with location at the end of the Delivery Address Line. Examples: 102 Main St Apt 101 1356 Executive Dr Ste 202 1600 Central Pl Bldg 14 55 Sylvan Blvd Rm 18 If all Delivery Address Line information cannot be continued in the Delivery Address Line above the city, state and ZIP Code, place secondary address information on the line immediately above the Delivery Address Line. Examples: Ste 202 1356 S Executive Dr Recommended abbreviations for common unit designators are: Apartment Apt Building Bldg Department Dept Floor Fl Room Rm Suite Ste Trailer Trlr Unit Unit Refer to the USPS Postal Addressing Standards publication for other unit designator abbreviations. (See section 2.2.8 – Sources for Additional Information.) 2.2.5 Compass Directions If appropriate, compass directional words may be abbreviated at the beginning and/or end of the street name. Since a directional word could be confused with the street name, apparent directional words in the middle of the address line should be spelled out; the second directional word must always be spelled out if space will not allow both to be spelled out. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 19 Address Data Standard Examples: 102 N Main St SW 160 North South St 1624 N South Blvd Compass directional words should be abbreviated as follows: East E West W North N South S Northeast Northwest Southeast Southwest NE NW SE SW Do not use abbreviated compass directions in city names if you have enough space to enter the entire city name spelled out. 2.2.6 Street Address and P.O. Box Banner address formats allow three lines of street address information. If an address contains BOTH a street address and a post office box, the U.S. Post Office will deliver mail to the first address line listed above the city/state/zip line. In this situation, it is preferred that the post office box be the last part of the address entered before the city/state/zip. The two Examples below present alternative methods for entering the address and post office box. INFORMATION GIVEN Dr. John Franklin Smith BANNER ADDRESS ENTRY Ex A. Dr. John Franklin Smith Ex B. Dr John Franklin Smith Evergreen Building Evergreen Bldg Evergreen Bldg 1379 West Pine PO Box 2351 1379 W Pine P.O. Box 2351 1379 W Pine PO Box 2351 Denver, Colorado 87003 Denver, CO 87003 Denver, CO 87003 Do not enter data into the second address line until data has been entered into the first address line. Also, data should not be entered in the third address line until data has been entered into the second line. An Example of a three-line address is: c/o Marvin Martian Chanin and Levers Inc 1600 Martian Blvd Ste 910 2.2.7 Abbreviations for Street Designators Street designators should follow the standard U.S. Post Office standards. Refer to the U.S. Postal Service Address Standards publication for abbreviations of designators not listed below. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 20 Address Data Standard STREET SUFFIX ABBREVIATION Avenue Boulevard Branch Center Court Circle Drive Estate Highway Lane Parkway Place Road Square Station Street Terrace Trail Way Ave Blvd Br Ctr Ct Cir Dr Est Hwy Ln Pkwy Pl Rd Sq Sta St Ter Trl Way 2.2.8 Sources for Additional Information There are style manuals that deal with formal addressing style. Several U.S. Postal Service publications deal with addressing standards. The most comprehensive and accessible publication is Postal Addressing Standards, Publication 28. This publication is available from the U.S. Postal Service as well as in a portable document format (PDF) on the World Wide Web at: http://pe.usps.gov/cpim/ftp/pubs/pub28/pub28.pdf The US Postal Service National Customer Support Center has a very useful web site that provides extensive address and zip code information: http://www.usps.gov/ncsc/ 2.2.9 City Banner is configured to automatically enter the city name when a zip code is entered. This is the preferred method of entering the city name. If the preferred name which defaults is not correct, it is acceptable to change the city to the actual city name (For Example, when entering the zip code 48198, the city will default as Ypsilanti, but could also be the city of Rawsonville. If requested, manually change the city to Rawsonville following the standards below.) All information is typed in upper/lower case format, i.e. not all caps or all lower. Spell out city names in their entirety. If it is necessary to abbreviate city names to fit within the 20 characters allowed by Banner, use abbreviation standards described herein or in the U.S. Postal Service Postal Addressing Standards. 2.2.10 State and Province Banner is configured to automatically enter the state name when a zip code is entered. This is the preferred method of entering the state name. State codes must be entered for all U.S. and Canadian addresses. The appropriate code may be selected using Banner software. For additional information, refer to the Postal Service Address Standards publication. (System generated from zip code entry). Canadian Provinces are entered in the State/Province field, NOT in the City field. Canadian Provinces include Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland, Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan and Yukon have their own code for entry into the Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 21 Address Data Standard State field. Note: Canadian addresses must include the city in the City field and the Province in the State field. 2.2.11 County Banner is configured to automatically enter the county name when a zip code is entered. This is the preferred method of entering the county name. The county code is a 5 character code consisting of the 2character state code plus the 3-digit FIPS (Federal Information Processing Standard) county code (PUB 6-4, May 2002). If no county defaults when entering the zip, enter the county code from the list of values in the validation form. 2.2.12 Zip or Postal Code Zip or postal codes MUST be entered for all U.S. and Canadian addresses. If available, it should also be entered for other international addresses. 2.2.12.1 United States A hyphen must be entered when the entire 9 digit (zip plus four) 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. Examples: 97203 97203-5798 2.2.12.2 Canada Enter the six-character postal code by keying in 3 characters, a space and the last 3 characters. Examples: T2T 2Y5 R2L 1N4 2.2.13 Nation A nation code is required for all non-U.S. addresses. Banner maintains a list of all the current code options available (FIPS PUB 10-4). DO NOT enter a country code for U.S. addresses. In Banner, the default country designation is “U.S.” NOTE: Postal standards require nation codes be in all caps. 2.2.14 Military Address 2.2.14.1 Overseas Locations Overseas military addresses must contain the APO (Army Post Office) or FPO (Fleet Post Office) designation along with a two-character “state” abbreviation of AE, AP or AA and the zip code. Enter the zip code in the zip code field. The APO or FPO code will default into the City field. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 22 Address Data Standard The military ‘State’ code (AA, AE or AP) will also default into the State field. AA for mail in the Americas other than Canada (340) AE for mail going to Europe, the Middle East, Africa and Canada (090 through 098) AP for mail destined to the Pacific (962 through 966) Examples: SSGT Mario Martian Unit 2050 Box 4190 APO AP 96522-1215 Sgt Cher Downey PSC 802 Box 2625 APO AE 09777-0010 Seaman Duane Reeves B Division USS North Dakota FPO AA 34093-2344 2.2.14.2 Domestic Locations All domestic military mail must have a regular street style address. Examples: Col Margaret Henry Lowery Air Force Base 8205 East Sixth Avenue 405 Denver CO 80234 Capt Jack Harris 2314 Barracks St Minot AFB ND 58705 2.2.15 International Addresses Enter an international address exactly as provided, including punctuation. Try to avoid commas, however, as much as possible. Do not abbreviate words that are spelled out. With the exception of Canadian addresses, address line 3 should contain the full name of the province or state for a foreign address. Canadian addresses should use the state/province code field for the province code. Use the Nation Validation values to enter nation or country codes. This way the university can better control the printing of international addresses on letters and forms. If available, the postal code should be entered in the ZIP/postal code field. 2.2.16 Campus Addresses Main campus address: Cameron University 2800 W Gore Blvd Lawton, OK 73505-6320 Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 23 Address Data Standard Building Abbreviations: Use these building abbreviations when needed for schedules, maps, or building designations on campus mail: Building Academic Commons Administration Building Abbreviation Building Abbreviation AC Golf Range RNG ADMIN Haggar Hall HGR GYM Howell Hall HOW ARC Library Aggie Gym Aggie Rec Center (formally named Fitness Center) Agriculture Animal Science AGANS McMahon Centennial Complex MCC Agriculture Mechanic Shop AGMS McMahon Field and Athletics Center MFAC Agriculture Plant Science AGPLS McMahon Living/Learning Center CVMC Music Building MUS Art Building Burch Hall Business Building Cameron Exchange Cameron University- Duncan Cameron Village ART LIB BUR Renamed Cynthia S. Ross Hall EXC Nance Boyer Hall Physical Facilities Office PF DUNC Sciences Complex SC North Shepler NB NSHP CV Shepler Center CSHP Campus Mail and Transportation MAT South Shepler SSHP Carpenter Shop CARP Stadium Field House Center for Emerging Technologies and Entrepreneurial Studies CETES Student Activities Building CETES Conference Center Clarence L. Davis Student Union Communications Building CETESCC Replaced by Academic Commons COMM Conwill Hall CON Cynthia S. Ross Hall ROSS Tennis Courts FLD Replaced by Cameron Exchange CTS University Theatre THR Warehouse WAH West Hall Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 Demolished 24 Address Data Standard Campus Distribution and Mailing: Name Department Name Building and Room Number Example: John Smith Criminal Justice and Sociology NB 2075 Full Campus Address: Name Department Name Building and Room Number Cameron University 2800 W Gore Blvd Lawton, OK 73505-6320 Example: John Smith Department of Criminal Justice and Sociology NB 2075 Cameron University 2800 W Gore Blvd Lawton, OK 73505-6320 Use the standard abbreviations for Cameron buildings found in above Table. 2.2.17 Hierarchy of Modifications When it is necessary to modify addresses to fit Banner fields or conventions, follow these steps in order: When secondary delivery information, e.g., Apt or Suite, is part of the address but does not fit on the Delivery Address Line, wrap up all components of the secondary information immediately above the Delivery Address Line. Example: Ms Michelle Simpkins Bldg 14-400 14200 Old South Mississippi Parkway Aurora, CO 80111-1111 Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 25 Address Data Standard Abbreviate addresses using standard postal abbreviations described herein. Example: Ms Michelle Simpkins 58000 E Happy Canyon Blvd Englewood, CO 80110 Remove Punctuation Example: Ms Michelle Simpkins 5800 E Martin Luther King Blvd Denver, CO 80010 To inactive an address, check the inactivate address box and complete the to-date field. Enter either the last date used or date this change is made. Returned Mail: on the address tab, Insert the current date in the to-date field Check inactive address Update Source RETD Do not type “Returned Mail” in the address line. 2.2.18 Address Types It is our desire to maintain a standardized list of address types based on their purposes, rather than separate address types for each university department. This will reduce redundant data entry. Thus, an individual may appear in accounts payable, be an alumni, employee and enrolled as a current student in the School of Business and have only a single address. The CU Foundation can use a “preferred indicator” on any address type in the alumni module. This indicator cannot be viewed in any module except Alumni. Each Banner application will look for a valid address in a prescribed sequence depending upon the purpose and distribution of the mailing. All areas should work to avoid entering identical addresses in different address types when functionality does not require it. The following table describes address types defined for Cameron University’s Banner System. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 26 Address Data Standard Address Types Code Description Explanation Ownership PR Permanent Registrar, Human Resources, and Advancement , Enrollment Office CU Current DI Directory P1 Parent P2 Parent HT Hometown IN International Students BI Billing TE Temporary PO Purchase Order BU Business W2 W2 Mailing MG Matching Gift XX TGR Fee This field should include the permanent address of the prospective student, student, faculty, alumni, corporation, foundation, and other development constituent. For some applications (admission prospects), this is the only address record. Registrar, Human Resources, Advancement, and Enrollment Office will update. This field identifies a preferred local contact address if it is different from the Permanent address. This address can include a P. O. Box number. Registrar and Admissions will update. Used for faculty/staff and graduate assistants on-campus address. Enter building and room number in Address Human Resources will update. Parent address(es) of students or other constituents where such records are significant. P1 should be used first. Registrar and Enrollment Management will update. P2 should only be used when parents have separate addresses. Registrar and Enrollment Management will update. Used to designate a student’s hometown city and state when applying for graduation. Use only for information for media. The hometown address type will be inactivated for each student to prevent accidental use in mailing. Registrar will update Used for International Students who have graduated to meet SEVIS reporting requirements. Admissions will update. Used when the billing address is different from permanent Mailing address. Used for students or other entities the University bills. Finance will update. Used to temporarily override mailing address. Should be entered with termination date. All areas will update. Used by Purchasing Department only. Finance will update. As entity Business Location Finance and Advancement will update. Address used by Human Resources for fulltime employee’s permanent home address or part-time employee current address Human Resources will update. Used for a Company’s matching gift address Advancement will update. Used internally by Banner Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 Registrar and Admissions Human Resources Office Registrar and Enrollment Management Registrar and Enrollment Management Office of the Registrar Admissions A/R Business Office Shared Finance Finance and Advancement Human Resources Advancement 27 Address Data Standard 2.3 Guidelines When adding a subsequent address of the same type, the prior address should be end dated, the inactive box checked, and the new address added. Unless making a correction due to an initial entry error, do not change or delete the prior address. When a module inactivates an address, a workflow should go out automatically by email to all modules with the same address. 2.4 Standard Change Record 3-10-2010 Page 23 and 24: Added directions to set an address to inactive. Page 25: Changed W2 address description to W2 Mailing. 11-1-2010 Page 22: Updated Building Abbreviations 2-15-2011 Page 26: Added HT address designation 9-19-2012 Page 24: Updated Building Abbreviations Page 26: Added IN address designation 3-18-2013 Page 24: Updated Building Abbreviations Page 27: Permanent and Current address descriptions rewritten for clarity 7-01-2013 Page 24: Updated Building Abbreviations Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 28 Telephone Data Standard 3 Telephone Numbers 3.1 General Any entity (person or non-person) may have multiple telephone numbers within the Banner System. Telephone numbers should be accurate and reflect the most recent data received. Supplemental information for international phone numbers may be added in the international access code field. The Banner forms which house telephone numbers is SPATELE. 3.2 Banner All regional and local telephone numbers, including on-campus, are entered using the ten digit format. 3.2.1 Telephone Types A telephone type distinguishes telephone numbers entered in the Banner System. Telephone Types Code Description Explanation Ownership PR Permanent Human Resources, Enrollment Management, Registrar, and Advancement CA Campus Alert DI Directory P1 Parent P2 Parent BI Billing Home telephone is used to distinguish a permanent telephone number for students. Human Resources, Enrollment Management, Registrar, and Advancement will update. Local telephone number. Human Resources, Registrar, Enrollment Management, and Self Help will update. Used for faculty/staff and graduate assistants oncampus telephone number. Human Resources will update. Parent telephone numbers of students or other constituents where such records are significant. P1 should be used first. Registrar and Enrollment Management will update. P2 should only be used when parents have separate telephone numbers. Registrar will update. Used when the billing telephone number is different from primary telephone number. Used for students or other entities the University bills. A/R Business office will update. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 Human Resources, Registrar, Enrollment Management and Self Help Human Resources Registrar and Enrollment Management Registrar and Enrollment Management A/R Business Office 29 Telephone Data Standard BU Business TE Temporary EM Emergency CU Current Phone Cel Cell Phone FAX Business Fax MG Matching Gift Entity’s Business telephone number. Finance and Advancement will update. Used to temporarily override telephone numbers. Should be entered with termination date. All areas will update. Emergency point-of-contact. Human Resources, Registrar, and Enrollment Management will update. Used by Human Resources for employees permanent telephone number. Human Resources will update. User provided cell phone number. All The principal facsimile number for non-person entities and/or vendors Finance, Advancement and Appropriate Departments will update. Used for a Company’s matching gift number Advancement will update. Finance and Advancement Shared Human Resources, Registrar and Enrollment Management Human Resources Shared Finance, Advancement and Appropriate Departments Advancement 3.2.3 Domestic Telephone Numbers This telephone number is represented in a three-field format. 3.2.3.1 Area Code The three-digit area must be entered for all phone numbers including the local (580) area code. 3.2.3.2 Phone Number The seven-digit phone number must be entered without a hyphen. Example: 3347501 3.2.3.3 Extension If an extension number is provided, enter only the digits of the extension. Do NOT enter EXT or X into the extension field. Example: 2244 3.2.4 International Telephone Numbers International telephone numbers consist of four to seven digits. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 30 Telephone Data Standard 3.2.4.1 International access code field International telephone numbers should include the country code and city codes as part of the international access code field. 3.2.4.1.1 Country Code The country code consists of one to four digits and is required. Example: 876 3.2.4.1.2 City Code The city code consists of one to three digits. Not all countries utilize city codes. The city code is often given with a leading zero (0). “011” must be dialed when making international calls from the United States unless dialing is to any country included in the North American Numbering Plan. 3.2.4.2 North American Numbering Plan (NANP) This agreement, held among many North American countries (Mexico is not included) establishes a procedure for dialing international numbers in a way that is similar to the traditional United States procedures (1+ area code). The country code for all NANP countries is 1. The following countries are considered to be a part of the NANP and can be dialed using 1 + the three digit area code. Any phone numbers from NANP countries can be entered in the domestic phone number field in the Banner system. Country Anguilla Antigua Bahamas Barbados Barbuda Bermuda British Virgin Islands Canada Cayman Islands Dominica Dominican Republic Grenada Guam Jamaica Montserrat Northern Marianas Islands (Saipan, Rota, and Tinian) Puerto Rico St. Kitts/Nevis St. Lucia St. Vincents and Grenadines Trinadad and Tobago Turks and Caicos Islands U.S. Virgin Islands Area Code 264 268 242 246 268 441 284 Multiple 345 767 809 473 671 876 664 671 787 869 758 784 868 649 340 Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 31 Telephone Data Standard 3.3 Guidelines When adding a subsequent telephone number of the same type, the prior telephone number should be end dated and the new telephone number added. Unless making a correction due to an initial entry error, do not change or delete the prior telephone number. Telephone numbers, while displayed on SPAIDEN with the address, are not stored with the address in Banner. Telephone numbers must be changed on the PPATELE form, not the SPAIDEN form. 3.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 32 Email Data Standard 4 Email 4.1 General An entity (person or non-person) may have multiple email addresses within the Banner system. Email addresses should be accurate and reflect the most recent data received. 4.2 Standards 4.2.1 Email Standards All email addresses entered should be evaluated for case sensitivity and spelling. Some email systems are case sensitive before the @. Only one email address can be marked as the preferred email address. The preferred email address for students and staff is the CU campus email address. If an email address is stored, then the preferred indicator must be checked to indicate the preferred email address. If the preferred indicator is not checked then the email address may be omitted from reporting and other communications. 4.2.2 Email Types It is our desire to maintain a standardized list of email types based on their purposes. The following table describes email types defined for Cameron University’s Banner System. Email Types Code CAMP Description CU Student Email Explanation This type is used for all student Cameron University assigned email addresses. University email usernames are assigned to new students by IT. Ownership IT Lock so it cannot be deleted BUSN Business Email This is a business email type that is associated with a business other than University. Business Office, Advancement CUEE CU Employee Email This type is used for all Cameron University employees assigned email addresses. University email usernames are assigned to new employees by IT. Students may designate an additional email address for receiving emergency contact system emails A home address is a personal email address that may be associated with an internet/email provider. IT ECSE Emergency Contact System Email PERS Personal Email Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 Lock so it cannot be deleted IT Human Resources, Registrar, Advancement and Enrollment Management 33 Email Data Standard PAR1 Parent 1 PAR2 Parent 2 Parent email of students or other constituents where such records are significant. PAR1 should be used first. PAR2 should only be used when parents have separate telephone numbers. Registrar, Enrollment Management and Student Services Registrar, Enrollment Management and Student Services 4.3 Guidelines When changing an email address of the same type, the prior email address should be checked as inactivated and the new email address added. Only one active address per type should exist. Unless making a correction due to an initial entry error, do not change or delete the prior email address. 4.4 Adding an Email Address Be aware that email addresses follow a standard format. Email addresses consist of a login name followed by the @ sign, followed by the domain name. For Example, jdoe@cameron.edu is the CU email address for John Doe. Examples: A university email address for a student: jdoe@cameron.edu A personal email address for an Alumni: harrellson@yahoo.com A business email address for a Vendor: purchasing@fisher.com 4.5 Standard Change Record 2-15-2011 Page 31: Added Emergency Contact System Email Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 34 Calendar Data Standard 5 Calendar Dates 5.1 General Date fields appear on forms throughout the Banner system. Banner is set up to accept dates in the format MDY (Month, Day, Year). Banner determines which parts of a date entry are the month, day, and year, and automatically converts and stores the date in the format DD-MON-CCYY Year numbers 00 through 49 are converted to 2000 to 2049. Year numbers 50 through 99 are converted to 1950 to 1999. The century default can be overridden by typing in the 4-digit century and year 5.2 Standards 5.2.1 Year Always enter four digits for the year Example: Enter 2002 as 2002 – not 02 5.2.2 Month and day Always enter two digits for the month and day. Example: Enter January as 01 Enter the 5th day of the month as 05 You can enter a date without separators (no spaces or special characters) or you can use a dash (-) or slash (/) as separators. Example: If you want to enter the date March 5, 2008, you can enter it any of the following ways: 03052008 03/05/2008 03-05-2008 In all cases, the date will be stored as: 05-MAR-2008 If you enter only part of the date, the rest of the current date is the default. Example: If today’s date is July 5, 2008 and you want to enter the date March 5, 2008, you can enter it any of the following ways: 03052008 03/05 03/05/2008 03-05 In all cases, the date will be stored as: 05-MARCH-2008 If you enter a ‘t’ in a date field and press <enter>, today’s date will default in. 5.2.3 Dates in Job Submission Use the DD-MON-CCYY or DD-MONTH-YY format to enter date parameters for reports and processes. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 35 Calendar Data Standard 5.2.4 Dates in Reports and Process Output Some, but not all, reports include the century with the year in their output. 5.2.5 Dates in Query Mode Specify all four digits for a year when you query on a date field. For Example, enter 26-JUN-2008, not 26 JUN-08. If you omit the century, zeros are entered for the century. In this Example, if you enter 26-JUN08, Banner expands the date to 26-JUNE-0008, not 26-JUN-2008. 5.3 Date of Birth 5.3.1 General A date of birth is required for all CU employees. The date of birth is maintained on the General Person Form in each module. 5.3.2 Standards A date of birth will be entered into Banner in the format MM/DD/CCYY. Banner will display the date as: DD-MON-CCYY Example: Date of birth entered as: 11/20/1970 Will display as: 20-NOV-1970 5.3.3 Guidelines A copy of the birth certificate, passport or drivers license must be provided with all date of birth change requests. Documentation will not be required for all Advancement Constituents. Professional judgment should be used when making corrections to dates of birth based on error at initial entry. 5.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 36 Gender Data Standard 6 Gender 6.1 General Gender information is maintained for federal and state reporting purposes. 6.2 Standards Description Explanation Male A male person (man or boy) Female A female person (woman or girl) Not Available Unknown 6.3 Guidelines A code is required for all persons in the Banner system. 6.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 37 Social Security Number Data Standard 7 Social Security Number (SSN) 7.1 General The Social Security Number field in Banner is labeled: SSN/TIN/TFN. Cameron University's policy is that a U.S. Social Security Number will be entered into this field. In the case where a student does not supply a U.S. Social Security number, a nine digit generated identification number will be entered into the Social Security field as assigned. A United States social security number is required for all Cameron University employees and independent contractors. It is preferred that students disclose their social security number, but it is only required for students applying for financial aid or employment. Social security number is an optional data element for all other constituents of the university. 7.2 Standards Enter the entire 9-digit U.S. Social Security number, omitting dashes and spaces between numbers (e.g.123456789). 7.3 Guidelines A person making a social security number change request must present a new social security number card. Good professional judgment should be used when making error corrections to Social Security Numbers. 7.3.1 Changes to Social Security Number Person Type Procedures Documentation Employee Human Resources Valid Social Security Card Student (prospective student, preapplicants, applicants, re-admits) Student (any student who has been enrolled) Admissions changes Social Security numbers for non-matriculated students. See Section 7.3.2 Valid Social Security Card Alumni, Donors, Prospects Advancement changes Social Security numbers for donors and prospective donors who are not considered students in the database. Accounts Payable changes Social Security numbers for vendors. A workflow should be created to alert Student and Financial Aid when Finance makes a change to a person’s SSN based on W4 Form of the current year. Matching Gift Form, Alumni Finder Report, Prospect Research, SSN online database Vendor Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 Valid Social Security Card W-9 Form 38 Social Security Number Data Standard 7.3.2 1. 2. 3. 4. 5. 6. Procedure for changing student Social Security Number: Office authorized to make changes to the student SSN on the Cameron University system: Admissions. Cameron representatives authorized to make changes to the student SSN on the Cameron University system: Director of Admissions, Designated Admissions Specialist, International Student Admissions Coordinator. Record maintenance: a. Location: Director of Admissions Office b. Form: Student Social Security Number Change Request (Word Document) c. Distribution: The Student SSN changes will be reported for each semester. After grades are posted at the end of the semester, a copy of the report of Student Social Security Number Changes will be sent to the Office of Information Technology Services for the IPEDS coordinator and the office of Institutional Research and Assessment. The data will be used for maintenance of the OSRHE Student Unitized Data System (SUDS) and IPEDS data. Students will complete the Student Social Security Number Change Request Form and submit to designated Admissions Specialist in the Office of Admissions. The representative in the Office of Admissions will attach the student’s SSN card and make a copy of the card for filing. The semester report will be generated from SSN history form under General, System Functions/Administration, Miscellaneous General Forms, SSN/SIN/TIN History Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 39 Social Security Number Data Standard 7. The copy of the original SSN change request and the copy with the SSN card will be maintained in the Director of Admissions office. To assure the security of this information, no other copies will be maintained and the filing cabinet will have a lock and be locked when the office is closed. 7.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 40 Marital Code Data Standard 8 Marital Code C D M P S W U Companion/Partner Divorced Married Separated Single Widowed Unknown or undisclosed 8.1 General Marital status is maintained for all CU students applying for financial aid, CU employees and constituents of the University. 8.2 Standards Marital status is maintained in General Person. 8.3 Guidelines Professional judgment should be used when making corrections to marital status based on error at initial entry. 8.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 41 Race/Ethnicity Data Standard 9 Race/Ethnic Codes 9.1 General Race/ethnicity is tracked for purposes of federal and state reporting requirements. In 1997, a new methodology was developed to be used in reporting race/ethnicity. Starting in Fall 2011, all race/ethnicity should be reported using the new race/ethnicity values as described below. 9.2 Standards Race/Ethnicity code values: Nonresident alien Hispanic/Latino American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Two or more races Race and ethnicity unknown Decline to answer 9.3 Guidelines An race/ethnicity code is requested for all persons entered in Banner. This field is optional for advancement constituents 9.4 Standard Change Record 9-19-2012 Page 42: Added clarification on new race/ethnicity codes 3-18-2013 Page 42: Added category “Decline to answer” Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 42 Deceased Information Data Standard 10 Deceased Information 10.1 General Due to the sensitivity of this issue, prompt attention is important so future mailings from University offices are discontinued. Deceased status should be verified information, not just perceived information. Examples: Obituary, Labeled returned Mail, and Death Certificate 10.2 Standards All population selections for communication purposes must search for, and exclude, deceased persons. An annual review of, and end dating of, addresses for deceased persons will be conducted. 10.3 Guidelines If you receive notification that a person has passed away, do the following: 1. Check the General Person form GUASYST to see which Banner applications track this person. 2. Addresses should be end dated and inactivated. 3. Phones and email addresses should be inactivated. 4. Using email, notify the contact person for each Banner application you identified in step 1. Include the following information in your email: Name of Person Banner ID Date of Death (if known) How you found out about it BANNER APPLICATION CONTACT Human Resources Human Resources Student Registrar’s Office and Enrollment Management Financial Aid Financial Assistance Finance Accounts Payable Advancement Advancement Services 10.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 43 Citizenship Information Data Standard 11 Citizenship and International Persons Information 11.1 General Citizenship is required information for students and employees at Cameron University. Additional information, such as country of citizenship visa status, is required for any person who is not a citizen of the United States. Citizenship and related information is maintained by the following office: Human Resources Student CU Employees Admissions 11.2 Standards 11.2.1 U.S. Citizen Type A person’s citizenship is entered and maintained in General Person. 11.2.2 Country of Citizenship Country of citizenship is maintained in General Person, in addition to citizen type. 11.2.3 Citizenship Status Citizenship status is maintained for all non U.S. citizens. 11.3 Guidelines If the person is a student or an employee, this information is required. If the person is a constituent and not a student or employee, this field may be left blank to indicate U.S. citizenship is not known. 11.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 44 Veteran Information Standard 12 Veteran Information 12.1 General Veteran information is maintained by the following offices: Office of Veteran’s Affairs Human Resources 12.2 Standards 12.2.1 Veteran File Number Veteran File Number (Veteran ID) in General Person. This is most often the veteran’s social security number, but not always. This student data for this field is entered and maintained as necessary by the Office of Veteran’s Affairs. 12.2.2 Veteran Category Information is collected and maintained for regular employees by Human Resources. Data is entered on the PPAIDEN form in Human Resources. SPAPERS form in General Person stores the data. None Non-Veteran Other Eligible Veteran Only Vietnam Veteran Only Other Eligible Veterans that did not serve in Vietnam Vietnam veterans who do not meet the criterion for Other Eligible Veteran Vietnam veterans who meet the criterion for Eligible Veterans Both Vietnam & Other Eligible Veterans 12.3 Guidelines Any changes to student veteran information must be coordinated with the Office of Veterans’ Affairs. Any changes to CU employee veterans must be coordinated with the Human Resources Office. 12.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 45 Religion Code Standard 13 Religion Code Standard 13.1 General This field is not currently maintained by the University. 13.2 Standards 13.3 Guidelines 13.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 46 Driver’s License Information Standard 14 Driver’s License Standard 14.1 General Human Resources initially collect. 14.2 Standards Driver’s license information is not currently maintained in Banner. 14.3 Guidelines 14.4 Standard Change Record Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 47 Confidentiality of Student Records Data Standard 15 Confidentiality of Student Records 15.1 General STATEMENT OF RESPONSIBILITY FOR CONFIDENTIALITY OF STUDENT RECORDS: Security and confidentiality are a matter of concern to all persons who have access to student information. Each person using student information holds a position of trust relative to this data and must recognize the responsibilities delegated to him or her in preserving the security and confidentiality of this information. Since conduct either on or off the job could affect the security and confidentiality of this information, each person authorized to access student information is expected to adhere to the following standards. 15.2 Standards Confidential Information Indicator If a student completes a Request to Revise Status of Student Directory Information form and submits it to the Office of the Registrar, the student’s directory information WILL NOT be disclosed to the public. The Office of the Registrar will flag the student's record with a confidentiality indicator and the message CONFIDENTIAL will display in the upper left corner on any Banner form with that Students ID in the Key information. 15.3 Guidelines 15.3.1 FERPA The Family Educational Rights and Privacy Act of 1974 (FERPA), establishes requirements regarding the privacy of student records. FERPA governs: - Release of "education" records maintained by an educational institution. - Access to these records. 15.3.2 Directory Information Based on FERPA guidelines as outlined in the Cameron University Access to Student Records policy, "Directory Information" for enrolled students is eligible for release unless the student requests that it be held confidential. Cameron University designates the following student information as "Directory Information": Full Name, Mailing Address, Telephone Number, Enrollment Status, Athletic Program Information, Previous Institution Most Recently Attended, Degrees and Awards Received, Dates of Attendance, Date of Graduation, Major, Academic Classification and Participation in Officially Recognized Organizations and Activities. 15.3.3 Disclosure Policies All personally identifiable information not covered under "Directory Information" is confidential and shall be disclosed by the University only as provided in University Policies. No information, public or private, on applicant records may be released outside of the University until the applicant has become a registered student and has a chance to prohibit release, except to agents designated by the applicant. Students are notified on an annual basis of their rights under FERPA, including the right to request that directory information be restricted. Cameron University reserves the right to make directory information public unless the student has filed a "NON-DISCLOSURE OF ACADEMIC RECORDS" form with the Office of the Registrar. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 48 Confidentiality of Student Records Data Standard 15.3.4 Non-Disclosure of Academic Records If a student completes a “Non-Disclosure of Academic Records” form and submits it to the Office of the Registrar, their name, address and phone number WILL NOT be included in the annual CU Student Directory and this information WILL NOT be disclosed to the public. The student's record will be flagged with a confidentiality indicator and the message CONFIDENTIAL will display in the upper left corner on any Banner form with the ID in the Key block. A Comment Type code of "DIR" will be entered on the SPACMNT(Comment) form in General Person. 15.4 Handling of Human Resource Records All information processed through the Offices of Human Resources is considered sensitive and/or confidential. Article 7, G. S. 126, prescribes the basic provisions for maintenance and use of State employee personnel records, with the State Personnel Commission establishing rules and regulations for safekeeping of such records. These provisions apply to current State employees, former State employees, and applicants for employment. Access to information is based on a legitimate “need to know” and directly related to assigned duties within the university. 15.5 Handling of Health Information Offices should make every effort to comply with the Health Insurance Portability & Accountability Act (HIPAA) in protecting the privacy of personal health information of students and employees. A major purpose of the HIPAA Privacy Rule is to define and limit the circumstances in which an individual’s protected health information may be used or disclosed by involved entities. Additional information can be found at the following web site: http://www.hhs.gov/ocr/hipaa/ 15.6 Handling of Advancement Constituent Records 15.7 Standard Change Record 9-19-2012 Page 49: Updated Student Directory Information 3-18-2013 Page 48: Updated Student Directory Information Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 49 Appendix A – CU Banner Shared and General Tables and Forms Appendix A - CU Banner Shared and General Tables and Forms Purpose: Identify the shared tables and forms, document the management of shared tables/forms, and document the management of general tables/forms. Process: • Develop a set of definitions of tables, forms and shared data • Document the management of shared and general tables and forms • Identify the shared and general tables and forms DEFINITIONS Form – A form is an online document where you can enter and look up information in the Banner database. A form visually organizes information so it is easier to enter and read. A Banner form is similar to a paper form, except information is entered once and then used by other forms, reports, and jobs. Eight types of forms are used throughout Banner: • Main menu - use this form to navigate through Banner. • Application forms - use these forms to enter, update and query information. • Validation forms - use these forms to define the values that can be entered in specific fields on application forms. When you look up a code or select the List function, these values appear in the List of Values window • Rule forms - use these forms to define the calculations and parameters that impact processing on other forms, reports, and jobs • Control forms - use these forms to define the processing rules for application and validation forms at the system level. • Query forms - use these forms to look up existing information, often returning information to the calling form. You cannot access them directly from the main menu, with Direct Access or with Object Search. • Inquiry forms - use these forms to look up existing information, often returning information to the calling form. You can access these forms from the main menu, from another form, with Direct Access, or with object Search. • Wizard forms - use these forms to give step-by-step instructions for completing an application. (Definitions from Banner Getting Started Guide) Table – A collection of data that is organized defined and stored as rows and columns. Shared Data – Data that is updated by more than one functional area and/or is critical to more than one unit’s business processes: Example, employee ID, department, location and address. The data is stored in one place such that it is consistent across systems. Shared Data Table/General System Tables - Shared data tables contain data elements stored in tables such as general person tables, shared tables or general system tables. Data is stored in these tables anytime a record is added or updated in Banner. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 A-1 Appendix A – CU Banner Shared and General Tables and Forms Shared Validation Table/Form – Shared validation tables by their very nature are used by multiple functional groups throughout the university. These tables enable you to tailor your system to your needs by providing the system with lists of coded values that can be entered at specific prompts. The tables are defined, maintained and viewed via validation forms. For the sake of clarity, we have identified three distinct types of Shared Validation Tables. 1. Shared between modules that have inert values used as attributes or descriptors (Validation Tables) 2. Shared between modules where the values impact reporting or online processing (Rule /Validation Forms) 3. Shared by modules where rules or values impact system functionality (Control Forms) It is the latter two types where changes must be communicated to functional team leaders and/or the appropriate testing must be done in TEST before moving to PRODUCTION. Examples of these tables are: GUAIDEN, SOAGEOR, GTVSDAX. In the Banner Bookshelf, each module has a chart that list the type 2 shared tables that impact reporting and online processing and those charts should be combined to identify these tables where communication between modules needs to occur before changes are made. Shared Table Owners – by definition, the owners of shared tables are those modules that share the table. Unlike with module specific tables, ownership is shared as the values and data are developed and used by multiple user groups to support a variety of business processes. Therefore each shared table is partially owned by each module that uses it. Shared Table Maintenance Owner– each shared table should have one or multiple Maintenance Owners (dependent upon table type). The Maintenance Owner (individual or module), owns the responsibility for maintaining the table, not approving the values. The Maintenance Owner must be able to provide quick turnaround on updating values in the table so as not to impact processing for any module MANAGEMENT OF SHARED TABLES/FORMS ACCESS The functional leaders are responsible for knowing the security plan for each module and the function of users requesting access and can thereby appropriately assign roles to each requestor. Most likely, the request will be for a specific role which includes multiple tables of which one or more is a shared table. In relation to shared tables, access to shared tables requested by any of these representatives will require approval from all affected functional leaders. I.T. is responsible for making sure that each user has the appropriate access, based on approval from affected functional leaders therefore permission is not needed from each representative, only the representative making the request. MAINTENANCE Shared Validation Tables - Shared between modules that have inert values used as attributes or descriptors (NON IMPACT) The process for maintenance of these tables is that one representative from at least two of the modules sharing the table have update access to ensure resources are available to make timely updates. Updates are to be made within 24 hours. Shared Rule/Validation Forms- Shared between modules where the values impact reporting or online processing (PROCESSING IMPACT). Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 A-2 Appendix A – CU Banner Shared and General Tables and Forms The process for maintenance of these tables is that at least two representatives from each module sharing the table have update access to ensure resources are available to make timely updates. In addition, the values should be entered first in TEST and all modules impacted should test to ensure continued functionality. Once the go ahead is given from each module, the values/rule can be entered in PRODUCTION. Updates in TEST are to be made within 24 hours. Testing is to be completed within 48 hours. Shared Control Forms - Shared by modules where rules or values impact system functionality (SYSTEM IMPACT) The process for maintenance of these tables is that each module will maintain their portion and limit the number of responsible persons in their area who will maintain the table. A class will be created for these tables and that class will then be assigned to this group of responsible persons. One module is identified instead of one person, to ensure resources are available to make timely updates. The tables should be updated first in TEST and all modules impacted should test to ensure continued functionality. Once the go ahead is given from each module, the values/rule can be entered in PRODUCTION. Because these tables have impact on system function, great care must be taken to ensure the integrity of these tables. Updates in TEST are to be made within 48 hours. Testing is to be completed within 72 hours. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 A-3 Appendix B – Access and Release of Student and/or Employee Information Appendix B - Access and Release of Student and/or Employee Personal Information Cameron University makes every effort to comply with the Family Educational Rights and Privacy Act (FERPA). It is the general policy of CU not to release information concerning present or past students or employees without permission of that individual. The handling of these requests should be as follows: Student information requests should be referred to office of Associate Vice President for Enrollment Management Employee information requests should be referred to Human Resources (HR) Open Records requests should be directed to the Associate Vice President of Enrollment Management. Access to Student Records Student records are filed in a variety of offices as listed in the Student Handbook. The administrative officers are responsible for the records under their control and for the appropriate release of information contained in these records. Cameron University forwards educational records on request to other educational institutions in which a student seeks or intends to enroll without providing any further notice to the individual regarding the transfer of records. A student may choose to release information to a third party by completing a FERPA waiver. Forms and information are available in the Office of Student Services, North Shepler 324, 580-581-2244. Emergency situations may develop which could necessitate the release of restricted information without the approval of the student or proper legal action. In these emergency situations, where the immediate welfare of the student or the University may be in jeopardy, the administrative official in charge of the office maintaining the requested information will make the decision regarding the release of the information. In cases where the responsible administrator is not available to make the decision, or, if he or she decides not to release the information, an appeal to secure the information may be made to the University President. Cameron University Data Standards Manual - Version 1.6 Released 07-01-2013 B-1
