Agenda
Data Standards Team
Meeting Agenda
Date: Thursday, November 20, 2008 Admin Conference Room
Meeting Information
Facilitator
Tom Sutherlin
Note Taker
Kurt Jn Marie
Attendees
Zoe DuRant, Marcella Gustafson, Aubree Helvey, Sherry Hendrix, Kelly Simon,
Lynn Lackey, Hillary Ashton, Julie Duncan, Tom Sutherlin, Carol Claiborne, Kurt
Jn Marie
Data Steward Matrix
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description

Owner
Deadline
Data Stewards Matrix
1. Tom will compile the information submitted by team
members on the Data Stewards Matrix and will put all
of the information on one sheet
2. A personal e-mail type will be added to the data
stewards’ matrix.
3. A column for international students will be added to the
data stewards’ matrix.
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Deceased Status
Relevant
Training/Discussion
Highlights:
Discuss conversion needs
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Deceased address information

Should addresses for deceased individuals be converted from
legacy system to Banner?
Student - Box has a deceased indicator for students. If data
is in Box and not in alumni we are rolling that student but
not the deceased person’s address or contact information.
Alumni – Alumni and foundations needs deceased persons’
information including addresses roll from the legacy
system into banner. If data is not in box and is in alumni,
the data will be rolled with the address. Addresses in
alumni and box need to be the same.
HR – HR does not keep
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Change Documentation
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
1. What documentation do we want to use for changes?
(Please look at the SSN Change procedure in the draft
Data Standards Manual.)
2. Tracking information:
a. Who initiates change requests
b. Data Steward Approving change
c. Person completing change
d. Where documentation is stored in the person
record (electronic only, electronic and paper,
paper only)
The Data Standards team agreed that the above steps are
required.
Current Status:

The international students’ office document changes
made to students’ SSN and addresses. Two forms are
required to be filled out by international students; they
are the school’s application form and a SEVIS form. The
international students’ office needs to reach students
after graduation.

HR has forms for tracking address and SSN changes.

The registrar’s office documents name and address
changes.
Tom will verify with Doreen from Trio about her reporting
of changes within her department.

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In banner social security number and address changes can be
documented.
The Data Standards Team will have to develop a series of
procedures for changes to take place.
Data Standards Manual
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Recommended Appendices
a. Data Stewards
b. System Access and Information Release
c. US Postal Service Address Abbreviations
d. Student SSN Change
e. Request to change/correct data
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Two appendices exist in the data standards manual, and the Data
Standards Team has to continue building on them.
Aubree Helvey will communicate with the VP (a member of the
faculty Senate) who might recommend information for accreditation,
etc.
The old data standards code was last updated in 1997 and does
not have any information on security, etc. At this point, the Data
Standards Team might have to re-create an entirely new manual.
Next Meeting
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Meeting Time changed to 1:30pm
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Next Meeting December 11th
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