PAGE 1 of 66
STANDARD OPERATING PROCEDURE
Advancement
Information
Services
SOP NO.
001
SOP TITLE
Data Entry Standardization
EFFECTIVE DATE
08-May-2009
DIVISION
DEPARTMENT
SUPERSEDED DATE
Advancement
Advancement Information Services
SOP PREPARED BY
Cassie Henry
OTHER APPROVAL
1.0
DATE
N/A
DEPT APPROVAL
DATE
QUALITY APPROVAL
DATE
05/08/09
DATE
PURPOSE
This document defines the Advancement Information Services standard operating procedure for
entry of data into the systems utilized and/or maintained by the University Advancement Division of
James Madison University. The term “system” will be used throughout this procedure to generally
refer to JMU University Advancement information systems.
2.0
SCOPE
This Data Standardization procedure applies to all activities associated with entry of Business Data
entered into systems utilized and/or maintained by Advancement Information Services.
The audience for this document is all individuals with data entry, maintenance or reporting
responsibilities and/or roles as defined in this SOP (see Section 5.0 ROLES AND
RESPONSIBILITIES).
PAGE 2 of 66
SOP NO.
SOP TITLE
001
3.0
STANDARD OPERATING PROCEDURE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
TABLE OF CONTENTS
1.0
PURPOSE ............................................................................................................................ 1
2.0
SCOPE................................................................................................................................. 1
3.0
TABLE OF CONTENTS ....................................................................................................... 2
4.0
DEFINITIONS....................................................................................................................... 5
5.0
ROLES AND RESPONSIBILITIES ....................................................................................... 6
6.0
CONFIDENTIALITY - POLICY ............................................................................................. 7
7.0
SOCIAL SECURITY NUMBERS - POLICY .......................................................................... 7
8.0
GRADUATION YEAR ........................................................................................................... 8
8.1 Preferred Grad Year ....................................................................................................... 8
8.2 Actual Grad Year ............................................................................................................ 9
9.0
DATE FORMATS ............................................................................................................... 11
10.0
NAMES - GUIDELINES FOR DATA ENTRY OF NAMES ................................................... 11
10.1
New Entries ............................................................................................................ 11
10.2
Prefixes ................................................................................................................... 11
10.3
Salutations .............................................................................................................. 12
10.4
Military Prefixes ...................................................................................................... 15
10.5
Maiden Names ........................................................................................................ 16
10.6
Former Names ........................................................................................................ 17
10.7
Proper Names......................................................................................................... 18
10.8
Persons with two or more given names ................................................................... 19
10.9
Nicknames .............................................................................................................. 20
10.10 Corporate Names ................................................................................................... 21
10.11 Corporate Honor Roll labels ................................................................................... 22
10.12 Suffixes .................................................................................................................. 22
10.13 Anonymous donors/donations ................................................................................ 24
10.14 Deceased Individuals ............................................................................................. 24
11.0
ADDRESSES – GUIDELINES FOR DATA ENTRY OF ADDRESSES................................ 25
11.1
Standards ............................................................................................................... 25
11.2
Symbols .................................................................................................................. 25
PAGE 3 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
11.3
Standardized USPS Delivery Address Line and Last Line....................................... 25
11.4
Address Punctuation ............................................................................................... 25
11.5
Standard State/Province Abbreviations: .................................................................. 25
11.6
Standard Street Abbreviations: ............................................................................... 26
11.7
Secondary Unit Abbreviations: ................................................................................ 26
11.8
Compass Directions ................................................................................................ 27
11.9
Street Address with an associated PO Box ............................................................. 28
11.10 Military Addresses - Overseas................................................................................ 28
11.11 Military Addresses – Domestic ............................................................................... 29
11.12 International Addresses.......................................................................................... 29
11.13 JMU Business Addresses ...................................................................................... 30
11.14 Corporate Addresses ............................................................................................. 31
11.15 SIC Codes.............................................................................................................. 32
12.0
13.0
PHONE NUMBERS – GUIDELINES FOR DATA ENTRY OF PHONE NUMBERS ............. 33
12.1
Domestic Phone Numbers ...................................................................................... 33
12.2
International Phone Numbers.................................................................................. 33
EMAIL ................................................................................................................................ 35
13.1
Personal Email Address .......................................................................................... 35
13.2
Business Email Address ......................................................................................... 35
14.0
ADDRESS SOURCE CODES ............................................................................................ 35
15.0
GENERAL INDICATORS ................................................................................................... 36
16.0
CFAE TYPES – PER CASE STANDARDS ........................................................................ 38
17.0
RECORD TYPES ............................................................................................................... 39
17.1
Individual record types ............................................................................................ 39
17.2
Corporate record types ........................................................................................... 40
17.3
JMU Employee Record Types................................................................................. 43
18.0
VERSION HISTORY .......................................................................................................... 46
19.0
REFERENCES ................................................................................................................... 46
20.0
APPENDIX ......................................................................................................................... 47
20.1
US State postal abbreviations ................................................................................. 47
20.2
Standard street abbreviations ................................................................................. 50
PAGE 4 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
20.3
Secondary Unit Designator ..................................................................................... 64
20.4
Military Officer Rank Abbreviations ......................................................................... 64
20.5
Military Enlisted Rank Abbreviations ....................................................................... 65
PAGE 5 of 66
SOP NO.
SOP TITLE
001
4.0
STANDARD OPERATING PROCEDURE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
DEFINITIONS
Table 1 Acronym and Abbreviations
Acronym
Term
AF
AGR
AIS
AVP
BOV
CASE
CAE
DC
DO
FTE
HEP
Annual Fund Campaign
Advancement Gifts and Records
Advancement Information Services
Associate Vice President
Board of Visitors
Council for Advancement and Support of Education
Council for Aid to Education
Duke Club Campaign
Development Officer
Full-time Equivalent
Higher Education Publication (guidelines for
expected match)
Internal Revenue Service
Internal Revenue Code
Information Technology
Madison Century Campaign
Ruffalo Cody (system used to record data for
university phone-a-thon call center)
University Advancement
Voluntary Support of Education
IRS
IRC
IT
MC
RC
UA
VSE
Table 2 Terms
Term
Definition
Campaigns
Annual Fund (AF), Duke Club (DC), Madison Century (MC), Duke
Club Stadium Campaign (DCSC)
Donor or potential donor (alumni, parent, friend, employee,
corporation, foundation)
The donor sends an asset to a tax-exempt organization as a gift to that
entity. The donor then contacts the fund and advises it to make a gift
to a qualified organization. The Fund is legal donor.
The donor sends an asset to a financial institution for investment, and
then directs that institution to issue a check in the name of the
qualified nonprofit. The Individual is the legal donor.
≥ $25,000
Any alumni, parent, or friend with an ID in Viking that has the
capacity—based on identified assets—to make an irrevocable gift of ≥
$25,000 over no more than five years.
A system used to track the movement of the Development Office’s
Prospect pool through a series of stages. This prospect management
system emphasizes the Prospect’s gift rating and stage of cultivation
and helps support this emphasis by tracking visits (significant
contacts) with Prospects, by tracking and reviewing the strategies for
working with each Prospect, and by ensuring that cultivation with a
Constituent
Donor-advised fund
Donor-directed
fund
Major Gift
Prospect
Prospect Mgmt
PAGE 6 of 66
SOP NO.
SOP TITLE
001
5.0
STANDARD OPERATING PROCEDURE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
Term
Definition
University
Advancement
Viking
Prospect is coordinated.
Constituent Relations, Development, Communications & Marketing,
and Advancement Information Services
System used for recording donors (and potential donors), gifts and
recognition credit for James Madison University constituents.
ROLES AND RESPONSIBILITIES
Table 3 Roles & Responsibilities
Organizational
Role
Responsibility
AVP

Gift Processor


Prospect
Identification

Prospect Research

Matching Gift
Manager

Quality Assurance

Information
Technology

Reporting Manager

Associate Vice President and executive sponsor responsible
for the review and approval of SOP’s.
Responsible for gift data entry and the integrity of that data.
Responsible for donor biographical or demographic updates
when necessary.
Responsible for identifying those constituents with the capacity
and interest in making a major gift to the JMU foundation.
Managing, tracking, reporting, and analyzing information about
Prospects, ratings, cultivation history, solicitation plans and the
systems that help determine fundraising capacity.
Responsible for management of the matching gift program and
entry of matching gifts.
Responsible for the review and consistent application of the
Data Standardization SOP and associated standard operating
procedures.
Responsible for system maintenance and upgrades, interfaces
and data imports from other university systems.
Responsible for writing and generating ad hoc reports at the
request of users.
PAGE 7 of 66
SOP NO.
001
6.0
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
CONFIDENTIALITY - POLICY
The Family Education Rights and Privacy Act of 1974 (FERPA) sets forth requirements regarding
the privacy of student records. FERPA governs: (1) release of student educational records
maintained by an educational institution and (2) access to these records. The act requires the
university to protect students’ rights to limit disclosure of personally identifiable information
contained in their education records. Disclosure includes the release, transfer or other
communication of information to any party by any means, including oral, written or electronic. Any
information containing student or employee names and/or ID numbers must be destroyed prior to
discarding (preferably shredded).
7.0
SOCIAL SECURITY NUMBERS - POLICY
Social Security Numbers are no longer stored or recorded in the AIS database. James Madison
University will continue to record and maintain Social Security numbers for students in the student
administration system. Any downloads from the SA system will not collect/populate social security
numbers for AIS. Solicitation pieces will no longer collect the full social security number from
donors. Legacy information in Viking has been archived and an algorithm created to disguise all
but the last four digits of the social security number for existing records. This false number is
displayed in the “Federal ID” field on the People/Biographical screen.
PAGE 8 of 66
SOP NO.
001
8.0
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
GRADUATION YEAR
8.1 Preferred Grad Year
Preferred graduation year should be recorded in the “Biographical” screen in the “Grad Year” field.
This field is used when a constituent has requested a grad year different from the year their degree
was conferred (this is important in order for the constituent to be invited to return with the correct
reunion class – the class they associate themselves with).
Under “Record Types,” click on “Alumnus” and “PREFERRED” should be typed in the comment
field of the table showing the grad year.
Biographical View:
PAGE 9 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
8.2 Actual Grad Year
Actual grad year is recorded in the Education file. See Screen Shot #1. To access, click on the
institution that is highlighted and you will find the actual “Grad Date” field and the “Year” field (see
screen shot #2 below). This field is populated from a download from the Student Administration
System and should never be changed.
Education Screen Shot #1:
PAGE 10 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Education Screen Shot #2:
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
PAGE 11 of 66
SOP NO.
001
9.0
10.0
STANDARD OPERATING PROCEDURE
SOP TITLE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
DATE FORMATS

Anniversary – Relationships screen = MM/DD/YYYY

Birthday – Biographical and Summary screen = MM/DD/YYYY

Date of Death – Biographical screen = MM/DD/YYYY

Grad Date – Education screen = MM/DD/YYYY
NAMES - GUIDELINES FOR DATA ENTRY OF NAMES
This section includes specific information regarding the addition/entry of new constituents into the
AIS database.
10.1 New Entries
There are many ways Advancement Information services could be prompted to enter a new
constituent ID in the Viking system. A pledge card and gift could arrive in the mail or a request
could come from a department (I.E.: UREC student employee load, Development officer for new
prospect). New constituents may be alumni, current students, parents, employees, or a friend of
the university.
NOTE: Before creating a new ID in Viking, a thorough name and ID search
must be performed to ensure the person does not already exist in the
system – this is to avoid duplication.
10.2 Prefixes
A prefix represents a title that precedes a name.
Prefixes should be entered for all individuals, unless there is no way to determine what the prefix
should be. Please use common sense when determining whether to omit a prefix. If a wife has
informed us of her prefix as “Mrs.” and she lists her spouse as “John,” it is acceptable to assign
John a prefix of “Mr.” If you are unsure, and the constituent is an employee of the university, call the
employee to verify the name.
If a prefix is omitted for one spouse, it should not be entered for the corresponding
spouse. Mixed prefix situations cause unreadable salutations on mailings.
PAGE 12 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
The following list of prefixes is not exhaustive. See the Abbreviation section of Webster’s Dictionary
for additional options.
Dr.
Doctor
Fr.
Father
Gov
Governor
Hon.
Honorable
Judge Judge
Miss
Miss
Mr.
Mister
Mrs.
Mistress
Ms.
Miss or Madame
Pres. President
Prof.
Professor
Rabbi Rabbi
Rep.
Representative
Rev.
Reverend
Sen.
Senator
10.3 Salutations
In Viking, salutations and labels are populated in Biographical
by clicking on “Update
salutations” and clicking on the corresponding link. Options include the following:
Singular Formal Label
Singular Regular Label
Singular Formal Salutation
Singular Informal Salutation
Joint Formal Salutation
Joint Regular Label
Joint Formal Salutation
Joint Informal Salutation
Salutations must be viewed before updating to insure proper joint salutation is set.
PAGE 13 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
Honor Roll and
Requested Labels
must be manually
created as new
salutations.
Most salutations (single and joint) are automatically generated by the system based on the names
(first, middle, last) entered in the Biographical screen.
The Requested and Honor Roll Labels however, must be manually populated. If a constituent
requests that their name appear a specific way (and that is different from what has been system
generated) a Requested Label must be created. Requested labels are singular and do not need to
be duplicated on spouses if entered for an individual who is married.
Every Requested Label must have a corresponding Honor Roll Label. Note that Honor Roll labels
are “household” labels containing both spouses and class years (if alumni). Both spouses would
receive the same Honor Roll Label.
The RL (Requested Label) and HR (Honor Roll Label) labels override all other labels or salutations
in the system. All reports and addresses will use the RL or HR label first (if one exists) for an
individual. All estates will receive an Honor Roll label for printing in the Honor Roll list of donors
each year.
NOTE: When a constituent has requested their middle name be used
as their given name, a Requested Label (RL) must be created in
salutations for that individual. If the individual is married, a Requested
Label (RL) must be created for both the individual and their spouse so
the information is correct on both records. The requested label will
reflect the salutation of choice and be used for all mailing lists and
reports.
PAGE 14 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
The Requested Label is a two part label, containing “Name 1” and “Salutation”.

The “Name 1” field contains the name that will appear on an envelope for a mailing (such as
Ms. Tory K. Jenkins” in the example below).

The “Salutation” field contains the name that will appear as the salutation on a thank you
letter (“Dear Ms. Jenkins” in the example below).
Biographical Screen (Salutations):
PAGE 15 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
10.4 Military Prefixes
Please ensure the proper rank abbreviation is used/typed correctly when addressing
correspondence, paying particular attention when addressing such to the other services (i.e., Navy,
Air Force, Marine Corps, & Coast Guard) as they are not all the same as the Army. For example,
the Army abbreviation for Sergeant is typed “SGT” but is typed “Sgt” by the Marine Corps. Charts
showing this information can be found in the appendix, and is linked below.
Please click on the link or go to the Appendix (Section 20.0) for a detailed list of military officer
abbreviations:
Military Officer Rank Abbreviations
Please click on the link or go to the Appendix (Section 20.0) for a detailed list of military enlisted
personnel abbreviations:
Military Enlisted Rank Abbreviations
Retired military:
Per the AP Stylebook, in the case of retired military, the most recent rank of the individual should be
used as the prefix followed by their name, then lastly the abbreviation for retired - “(Ret.)”.
Examples:
Major General Charles D. Metcalf, USAF (Ret.)
James B. Davis, USAF (Ret.)
Captain Wayne P. Hughes, U.S. Navy, (Ret.)
Colonel Samuel S Creighton, U.S. Army (Ret.)
NOTE: Whenever an update is made to any part of a name, record the
date, what part of the name was updated, the source for the change,
and the processor’s initials in the Notes section on the Biographical
screen in People.
PAGE 16 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
10.5 Maiden Names
The maiden name field should never be populated for a single person. If provided, maiden name
should be populated for married individuals, especially alumni.
Biographical
(Former Names):
PAGE 17 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
10.6 Former Names
When a person’s maiden or full middle name is found in the course of research, store that data in
Former Names.
PAGE 18 of 66
SOP NO.
001
Advancement
Information Services
STANDARD OPERATING PROCEDURE
SOP TITLE
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
10.7 Proper Names
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 middle name to an initial.
NOTE: When information is received in Advancement Information
Services regarding the marriage of an individual, do NOT change the
individual’s last name to the married name unless they request it. For
example, if a “Class Note” is published in Madison Magazine announcing
a marriage, the female’s name should not be changed to her new
husband’s last name without verification from the alumna, unless it is
published with the new name.
Always use normal upper- and lower-case letters for names. 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.
Maintain spaces in last names (one space maximum) exactly as reported by the person.
Examples:
Van Buren
Van der Vaart
Vander Vaart
Use hyphens, apostrophes or dashes exactly as the person indicates in writing when recording their
name. Do not use commas or periods in any name. Do not add punctuation where there is none.
Initials, of course, do require punctuation.
In the following examples, any could be correct:
O’Donnell
Odonnell
Dell’Acqua
DellAcqua
Dellacqua
Jones-Smith
Al-Hassan
AlHassan
al-Hassan
alHassan
St Denis
StDenis
St-Denis
SainteDenis
al Hassan
Saint-Denis
Saint Denis
NOTE: Ensure that spouses last names are entered using the same spelling and punctuation.
VIKING HINT: You no longer have to use two apostrophes when
performing a name look-up in Viking. Example: O’Donnell would be
entered to search for O’Donnell.
PAGE 19 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
10.8 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.
NOTE: When a constituent has requested their middle name be used
as their given name, a Requested Label (RL) must be created in
salutations for that individual. The requested label will reflect the
salutation of choice and be used for all mailing lists and reports. An
Honor Roll (HR) label would also be required for any constituent with a
requested label.
Example: W Mark Jones
Enter as: first name = W / middle name = Mark / last name = Jones
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: Anne Marie Susan Smith
Enter as: first name = Anne Marie / middle name = Susan / last name = Smith
Example: Billy Joe Daryl Thomas Miller
Enter as: first name = Billy Joe / middle name = Daryl Thomas / last name = Miller
Upon request, it is acceptable to enter two names in the first name field.
Example: Anne Marie Smith
Enter as: first name = Anne Marie / middle name = blank / last name = Smith
PAGE 20 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
10.9 Nicknames
Nicknames in the Biographical screen should never be populated unless known and requested by
the individual. Nickname should never be a repeat of the actual first name.
Biographical:
If changing the name, make sure to check that the Sort Name has been updated. If the system
does not overwrite the previous Sort Name, delete it and click Update again.
PAGE 21 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
10.10
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
Corporate 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 legal name of a non-person entry, it should be included
when entering the name in Viking. If a non-person name begins with the word ‘The’, it should be
included when entering the name in Viking (e.g. The Community Foundation).
Examples:
ABC Trucking
3M Company
Department of Defense
University of Virginia
J F Kennedy Company
Second National Bank
The Village Inn
Use periods, commas, hyphens, apostrophes, dashes, or spaces exactly as the business indicates
in writing or as indicated on a business check. NOTE: due to limitations in Viking, quotes are an
exception to this rule – only use single, not double quotes in a corporate name. Do not add
punctuation where there is none. The ampersand (&) should only be used as part of a legal name,
otherwise do not use it in any other capacity.
Examples:
Baltimore & Ohio Railroad (not B & O Railroad)
I.C.U. Eyeglass Inc. (not ICU Eyeglass)
Merck & Co., Inc. (not Merck and Company)
NOTE: The “Sort Name” for a business is automatically generated by
the system as it is for an individual. The business “Sort Name” field
must be manually populated with a name that will sort the business
logically in alphabetical order in a list with the other businesses in the
database. Example: “The Village Inn” would get the sort name “Village
Inn, The”.
PAGE 22 of 66
Advancement
Information Services
STANDARD OPERATING PROCEDURE
SOP NO.
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
10.11
25-Apr-2008
Corporate Honor Roll labels
Corporate Honor Roll labels are added for corporations whose legal name may be duplicated across multiple
locations with differing giving levels. The location is added to the corporation in parenthesis for publishing in
the Honor Roll list.
Corporate Honor Roll label (H) should be added in Former and Alternate Names by AGR staff during entry
and creation of multiple corporate records and during review of the annual honor roll.
Example:
ID
Honor Roll Label
Sort Name
000902165
Courtyard by Marriott (Harrisonburg, VA)
Courtyard by Marriott
000067732
Courtyard by Marriott (Rockville, MD)
Courtyard by Marriott
000118390
Courtyard Marriott (Williamsburg, VA)
Courtyard by Marriott
10.12
Suffixes
A suffix is a professional designation that follows a name.
The only suffixes that will be utilized in the AIS database are those that are part of a legal name
such as “Jr.”, “Sr.” or “III”.
Other suffixes are as follows although this list is not exhaustive. See the abbreviation section of
Webster’s Dictionary for additional choices.
PAGE 23 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
Suffix
CEO
CFO
CPA
DC
Dean
Director
DDS
DMD
DO
DVM
Esq.
JD
Jr.
LLD
MD
OD
PhD
Ret
RN
Sr.
Reference
Chief Executive Officer
Chief Financial Officer
Certified Public Accountant
Doctor of Chiropractic
Dean
Director
Dentist
Doctor of Dental Medicine
Doctor of Osteopathy
Doctor of Veterinary Medicine
Esquire
Juris Doctor
Junior
Doctor of Laws
Doctor of Medicine
Doctor of Optometry
Doctor of Philosophy
Retired
Registered Nurse
Senior
NOTE: Although most suffixes are not utilized in the constituent name
in Viking, it is important to capture this career information in the
database. Utilize the “Job” field in the Related Organizations screen to
capture important career information and forward all such information to
Prospect Research.
25-Apr-2008
PAGE 24 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
10.13
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
Anonymous donors/donations
There are multiple methods for handling anonymous donors in the AIS system. A donor may wish
to remain entirely anonymous or may wish for one of many of their gifts to the University to be
anonymous.
In general there are Anonymous Donors, Anonymous Gifts (transactions) and Anonymous IDs.
Please see AIS-SOP-002 – Entry and Tracking of Anonymous Donors - for a detailed description on
how to handle donor requests for anonymity in the AIS system.
10.14
Deceased Individuals
There are many ways AIS may learn that a constituent is deceased. AIS may receive returned mail
that is marked ‘Deceased’ by the post office, receive a letter from the family, or receive a copy of an
obituary. These sources are considered reliable and verifiable.
In all cases that are not reliable and verifiable, (I.E.: Call-center information or word of mouth) the
information received must be forwarded to Prospect Research for further verification (after the
constituent is updated to Deceased in the database).
In the case of information that is reliable and verifiable, AGR must check the Prospect Chronology
screen in Viking to see if the deceased is defined as a Prospect. If the deceased is a Prospect, all
documentation must be forwarded to Prospect Research for further investigation (after the
constituent is updated to Deceased in the database).
NOTE: When a married constituent dies, all joint salutations on both
spouse’s records must be deleted. Requested labels and Honor Roll
labels will also require updates.
When a gift is received from the estate of a deceased individual, the prefix in Viking should be
changed to “Estate of” to ensure proper addressing of thank you notes, inclusion in Honor Roll and
proper coding of gift by CFAE type.
Please see AIS-SOP-009 – Deceased Constituent Data Entry -- for a detailed description on how to
further handle deceased constituents in the AIS system.
PAGE 25 of 66
SOP NO.
001
11.0
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
ADDRESSES – GUIDELINES FOR DATA ENTRY OF ADDRESSES
Street names are composed of a number, the street name and a possible unit designator. Follow
the guidelines below in entering an address into the AIS system.
11.1 Standards
All information is typed in upper/lower case format (i.e. not all caps or all lower).
NOTE: If all searches for a constituent address have been exhausted
and no address can be identified – enter “LOST” and the date
MM/DD/YYYY in the Phone 3 field.
11.2 Symbols
Symbols should never be used in the first position of an address field.
The ampersand ‘&’ should never be used in place of ‘and’.
The percent symbol ‘%’ should never be used.
The designation for ‘in care of’ should be abbreviated as ‘C/O’ and should be entered on the first
street address line.
11.3 Standardized USPS Delivery Address Line and Last Line
The Delivery Address Line and the Last Line of addresses output to the mail-piece should be
complete, standardized, and validated with the ZIP+4 File and City State File, respectively. The
Postal Service defines a complete address as one that has all the address elements necessary to
allow an exact match with the current Postal Service ZIP+4 and City State Files.
A standardized address is one that is fully spelled out, abbreviated by using the Postal Service
standard abbreviations or as shown in the current Postal Service ZIP+4 file.
11.4 Address 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+4 configuration,
punctuation in the address may be omitted if necessary.
Periods: 39.2 RD
Slashes (fractional addresses): 101 ½ Main St
Hyphens (hyphenated address): 289-01 Montgomery Ave
11.5 Standard State/Province Abbreviations:
State codes must be entered for all U.S. and Canadian addresses. For additional information, refer
to the Postal Service Address Standards publication.
PAGE 26 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
Canadian Provinces are entered in the State/Province field, NOT in the City field. Canadian
provinces and territories are:
Province or Territory
Code
Alberta
AB
British Columbia
BC
Manitoba
MB
New Brunswick
NB
Newfoundland and Labrador
NL
Northwest Territories
Nova Scotia
Nunavut
Ontario
Prince Edward Island
Québec
Saskatchewan
Yukon
NT
NS
NU
ON
PE
QC
SK
YT
Please click on the link or go to the Appendix (Section 20.0) for a detailed list of abbreviations for
US States:
US State postal abbreviations
11.6 Standard Street Abbreviations:
Please click on the link or go to the Appendix (Section 20.0) for a detailed list of postal
abbreviations for standard streets.
Standard street abbreviations
11.7 Secondary Unit Abbreviations:
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.
Examples:
102 Main St Apt 101
1356 Executive Dr Ste 202
1600 Central Pl Bldg 14
55 Sylvan Blvd Rm 18
PAGE 27 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
If the primary address uses all available characters on the address line, the secondary unit
designator should be on the first address line preceding the primary address. The unit designator
should never be on the line following the primary address.
Examples:
Ste 202
1356 S Executive Dr
Recommended abbreviations for common unit designators are:
Unit Designator
Abbreviation
Apartment
Apt
Building
Bldg
Floor
Fl
Room
Rm
Suite
Ste
Trailer
Trlr
Unit
Unit
Refer to the Postal Addressing Standards publication or the appendix of this document for other unit
designator abbreviations.
Please click on the link or go to the Appendix (Section 20.0) for a detailed list of postal
abbreviations for secondary units:
Secondary Unit Designator
11.8 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.
Examples:
102 N Main St SW
160 N South St
1624 N South Blvd
Compass directional words should be abbreviated as follows:
East E
Northeast NE
West W
Northwest NW
North N
Southeast SE
South S
Southwest SW
PAGE 28 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
Do not use abbreviated compass directions in city names if you have enough space to enter the
entire city name spelled out.
11.9 Street Address with an associated PO Box
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.
INFORMATION
GIVEN
Dr. John Franklin Smith Dr. John Franklin Smith
Evergreen Building
Evergreen Building
1379 West Pine
P.O. Box 2351
P.O. Box 2351
1379 W Pine
Denver, Colorado 87003 Denver, Colorado 87003
VIKING ADDRESS
ENTRY
Dr. John Franklin Smith
Evergreen Bldg
1379 W Pine
PO Box 2351
Denver, CO 87003
NOTE: US Postal Service address readers start from the bottom of an
address and read up. PO BOX should always be located directly above
city/state/zip in an address.
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
11.10
Military Addresses - Overseas
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.
.
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
PAGE 29 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
APO AE 09777-0010
Seaman Duane Reeves
B Division
USS North Dakota
FPO AA 34093-2344
11.11
Military Addresses – Domestic
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
11.12
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, the City/State field 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.
If available, the postal code should be entered in the ZIP/postal code field.
PAGE 30 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
11.13
JMU Business Addresses
Addresses for JMU employees should be entered into Viking as follows:
Business = 800 South Main St
Street 2 = MSC XXXX
Street 3 = Division
Street 4 = Department
NOTE: Standard reports for Employee Giving utilize the Street 3
(Division) to segment data. It is imperative that the “Street 3” field
contain the correct division for the JMU employee. Division must be all
caps and specific format: i.e., UNIVERSITY ADVANCEMENT,
PRESIDENTS OFFICE.
Biographical (Primary Business Address):
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
PAGE 31 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
11.14
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
Corporate Addresses
All corporate addresses should follow US Postal standards for punctuation, abbreviations, and unit
designators. (See prior sections.) EXAMPLE:
Merck & Co., Inc.
One Merck Drive
PO Box 100
Whitehouse Station, NJ 08889-0100
NOTE: Federal ID Number should be entered Organizations
Biographical screen for all corporations if it is known. This number can
also be referred to by the IRS as the Employer ID number or the Federal
Tax ID number.
Organizations>Biographical:
PAGE 32 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
11.15
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
SIC Codes
Standard Industrial Classification (SIC) codes in Viking are populated in the Organizations>
Biographical screen.
If you are adding a new corporation, and need to determine the SIC code, several websites can be
utilized to search, by company, for the code:
http://premium.hoovers.com/subscribe/
or
http://www.osha.gov/pls/imis/sicsearch.html
PAGE 33 of 66
SOP NO.
SOP TITLE
001
12.0
STANDARD OPERATING PROCEDURE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
PHONE NUMBERS – GUIDELINES FOR DATA ENTRY OF PHONE NUMBERS
12.1 Domestic Phone Numbers
The standard entry for all phone and fax numbers is as follows:

Area code must be in parenthesis.

One space between area code and phone number

Hyphen between first 3 and last 4 characters
Example: (540) 568-3555
The Primary home phone number should be entered in the HOME section; primary business phone
number should be entered in the BUSINESS section of the Primary Address screen.
Phone 2 and Phone 3 fields should be coded as to what type of phone number they represent (cell,
fax etc).
NOTE: There are only two exceptions to entering text in any of the
Phone fields. When entering an extension in a business phone, the
extension begins with “x”; and if all searches have been exhausted and
no address can be identified – enter “LOST” and the Date
(MM/DD/YYYY) in the “Phone 3” field.
12.2 International Phone Numbers
International telephone numbers consist of four to seven digits.
International telephone numbers should include the country and city codes as part of the
international access code field.
1. Country Code
The country code consists of one to four digits and is required (e.g. 876)
2. City Code
The city code consists of one to three digits. Not all countries utilize city codes. The city code is
often reported with a leading zero (0).
“011” must be dialed when making international calls from the United States unless dialing to any
country included in the North American Numbering Plan.
The North American Numbering Plan, held among many North American countries (Mexico is not
included) establishes a procedure for dialing international numbers in a way that is similar to
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 Viking system.
PAGE 34 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
Country
Area Code
Anguilla
264
Antigua
268
Bahamas
242
Barbados
246
Barbuda
268
Bermuda
441
British Virgin Islands
284
Canada
Multiple
Cayman Islands
345
Dominica
767
Dominican Rebublic
809
Grenada
473
Guam
671
Jamaica
876
Montserrat
664
Northern Marianas Islands
(Saipan, Rota and Tinian)
671
Puerto Rico
787
St. Kitts/Nevis
869
St. Lucia
758
St. Vincent and
Grenadines
784
Trinidad and Tobago
868
Turks and Caicos Islands
649
U.S. Virgin Islands
340
PAGE 35 of 66
SOP NO.
SOP TITLE
001
13.0
STANDARD OPERATING PROCEDURE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
EMAIL
When entering an individual’s email address, the E-Mail Pref section needs to have either Home or
Business selected
13.1Personal Email Address
The individual’s personal email address is entered in the email field under the home address
section on the biographical screen. If an additional personal email address is available, it is
entered in the website field of the home address section.
13.2Business Email Address
The individuals’ business email address is entered in the email field under the business address
section on the biographical screen. No personal email addresses should be entered in this field.
14.0
ADDRESS SOURCE CODES
The Biographical screen includes Source Codes that are used when a change is made to a record.
Source codes are used to create a historical record of address changes and allow data entry
operators to make informal decisions regarding address updates based on the source of the
change.
D – Department
Information received from university departments or employees; i.e., Development officers, alumni
office, donor relations, Dr. Brakke (Dean, Sci & Math), COB, etc.
E – Email/Phone
Change to email and/or phone ONLY
I – Import/Download
Import of new date – i.e., NOCA, Harris, Alumni Finder Screening, Ruffalo Cody; Downloads of
internal system information – Student Admin (SA), Human Resources (HR), Graduates (Grad),
Parent
K – Spelling/Entry Correction
Used for cleanup to spelling & entry only…not verification of information…i.e., spelling, zip codes
(adding +4), phone number formatting, etc. If this code is taken away, data clean up may not
happen for fear of creating unreliable source data.
P – USPS Personal Search
Information is much more reliable than typical web search. It is retrieved from www.usps.org
(United States Postal Services) or is received in the mail as return mail.
PAGE 36 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
Advancement
Information Services
SOP TITLE
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
Q – Projects
Information received for data cleanup projects, quality assurance projects, etc. If a project will be
assigned a source other than “project”, the source code must be specified in the instructions.
S – Self
Information received via gift updates, self reported through phone, mail, Harris (on-line community),
and phonathon (Ruffalo Cody direct).
W – Web Search
Information is sought from the Internet. AGR searches the Internet for information using web tools,
i.e. Alumni Finder, Hoovers, web, etc.
15.0
GENERAL INDICATORS
The Biographical screen also includes General Indicators that contains a variety of information
especially pertaining to contacting the constituent.
The “General Notes” section on this screen contains further explanations (such as how we received
information about an individual who has passed away) concerning particular indicators. This section
also includes the source from a name change or similar adjustment, entered into the comments
field. Other notes include do not call or remove from lists, entered as Date MM/DD/YYYY, note,
initials.
Below is a list of the fields in the General Indicators and their corresponding usage:
Field
Living
Use
“
” unless deceased.
Removed
“
” when individual is deceased
Address Unknown
“
” when individual address is unknown – Individual Lost
Anonymous
“
” when an individual has requested to be anonymous
Not used
VIP
Duplicate Mail
“
” when a two alumni household wishes to get two of the same
mailing
Receives Mail
“
” unless an individual requests not to receive any mail from JMU
Receives
Magazine
Receives
Newspaper
“
” unless an individual requests no Madison Magazine
Date of Birth
Date of Death
“
” unless an individual requests no Geico or MBNA (Alumni relations)
mailings.
Downloaded for alumni from the Student Administration System
(Registrar) when they graduate (MM/DD/YYYY) or self reports by
individual or Development officer
Must be included when recording obituary information (MM/DD/YYYY)
PAGE 37 of 66
STANDARD OPERATING PROCEDURE
SOP NO.
SOP TITLE
001
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
Place of Birth
Marital Status
Ethnic Origin
Religion
Citizenship
25-Apr-2008
Record if known
Only enter when known. Choices include Unknown, Married, Divorced,
Single, Partner and Widowed.
Downloaded for alumni from the Student Administration System
(Registrar)
Only enter when known – sometimes provided by Constituent Relations
Downloaded for alumni from the Student Administration System
(Registrar) – Usually code of ‘US’- USA unless the alum is a citizen of
another country, then code is ‘FR’ – Foreign National.
Biographical (General Indicators):
NOTE: When entering a “Note” below the General Indicators, BEGIN the
note with the date entered and END the note with your initials.
PAGE 38 of 66
SOP NO.
001
16.0
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
CFAE TYPES – PER CASE STANDARDS
CASE is the “Council for Advancement and Support of Education.” The CASE board sets
standards for reporting fundraising results for higher education institutions. The following are the
CASE recommended donor categories (CFAE types):

Alumni – Any full or part-time, undergraduate or graduate, who has earned some credit toward
one of the degrees, certificates, or diplomas offered by the university.

Parent – Individuals who are the parents or guardians of current or former students at the
university.

Employee – Individual employed by the university. Former employees, retirees (faculty
emeritus) and students are not included.

Student – Individual currently enrolled at the university.

Friend – Individual who has donated to the university or has developed a relationship with the
university.

Corporation – Businesses, partnerships, and cooperatives that have been organized for profitmaking purposes, including corporations owned by individuals and families and other closely
held companies who have given either a company gift, matching gift or has developed a
relationship with the university. This category also includes company sponsored foundations –
that is, those created by business corporations and funded exclusively by their companies as
well as industry trade associations.

Foundation – Personal and family foundations and other foundations and trusts that are private
tax-exempt entities operated exclusively for charitable purposed.
NOTE: For reporting, alumni take highest precedence, then parents,
followed by employees.
PAGE 39 of 66
SOP NO.
001
17.0
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
RECORD TYPES
17.1 Individual record types
Record types in Viking reflect the CFAE codes; they are entered under the People>Biographical
screen by clicking on “New” under the “Record Types” heading.
Bigraphical (Record Types) screen #1:
PAGE 40 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
Define the record type by selecting from the following list.
Bigraphical (Record Types) screen #2:
Once the record type is defined, other information can be entered about that record (as in grad year
for the alumni – note this is the PREFERRED grad year (see section 8.1 Preferred Grad Year).
PREFERRED will be entered into the COMMENTS field when appropriate.
17.2 Corporate record types
Record types in Viking reflect the CFAE codes; they are entered under the
Organization>Biographical screen by clicking on “New” under the “Record Types” heading.
Corporate record types are defined as follows:
A. Family Foundation/Alumni Personal and family foundations established by alumni that are private
tax-exempt entities operated exclusively for charitable purposes. These operate as the conduits for the
charitable donations of an individual or immediate members of a family.
Example: Leeolou Family Foundation
B. Corporate Foundation
Company -sponsored foundations established with company profits as
opposed to individual personal gifts.
Example: Lockheed Martin Corporation Foundation
PAGE 41 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
C. Corporation Any corporation, company or business
Example: Circuit City Stores
D. Family Foundation/Friend
Family foundations established by a friend that are private tax-exempt
entities operated exclusively for charitable purposes. These operate as the conduits for the charitable
donations of an individual or immediate members of a family.
Example: Houff Foundation
E. Educational Institution Any college, university or public school
Example: James Madison University, Harrisonburg High School
F. Foundation Private Foundations that are private tax-exempt entities operated exclusively for charitable
purposes.
Example: Lettie Pate Whitehead Foundation
G. Fund Raising Consortium Entities that have been formed by a group of cooperating institutions or
organizations for the purpose of facilitation their fund-raising activities.
Example: The United Way, World Reach, Inc.
H. Public Charity
Example: American Red Cross, American Cancer Society
K. Family Corporation/Friend
Example: Hilliard’s Chocolate System (Mr. Joe McDorman Owner. Person has an ID and is receiving memo
credit for the gift. May be the recipient of athletic benefits)
L. Club Groups, fraternities, sororities, chapters and clubs established for social activities.
Example: Zeta Phi Beta Sorority, Shenandoah Valley Garden Club
M. Family Corporation/Alumni
Example: Bud-Dol Terrace Enterprises (Owner: Raymond W. Showalter JMU Alum. Person has an ID and
is receiving memo credit for the gift. May be the recipient of athletic benefits.)
N. Agency A business or service acting for others or an administrative governmental department
Example: Women’s Issues Network, Shenandoah Valley Partnership,
P. Partnership Two or more persons who together own a business.
Example: Dudley, Galumbeck, Necessary & Dennis, Attorneys
PAGE 42 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
R. Religious Group Any church affiliated group
Example: Catholic Campus Ministry, First United Methodist Church
S. Association An organized body of people; society
Example: Foreign Language Association of VA, National Association of School Psychologists
T. Trust/Bequest Alumni A trust agreement established by an alumnus as a vehicle for making a
charitable contribution.
Example: Agnes M. Price Charitable Lead Trust #918898400
U. Trust/Bequest Friend A trust agreement established by a friend as a vehicle for making a
charitable contribution.
Example: Thelma Kennett Branch Trust ID#000901669
V. Government A governing body
Example: Embassy of the Federal Republic of Germany.
W. Estate - Alumni Estate gifts received upon the death of an alumnus of the university.
X. Estate - Friend Estate gifts received upon the death of a friend of the university.
Y. Family
Z. Family - Friend
PAGE 43 of 66
SOP NO.
001
Advancement
Information Services
STANDARD OPERATING PROCEDURE
SOP TITLE
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
17.3 JMU Employee Record Types
JMU employee records should be kept as up to date as possible for solicitations and mailings.
The following are the ONLY valid entries for JMU employees:
Description
Record Type
Status
Current Full-time JMU Employee
“E” = Employee
Full-time
Current Part-time JMU Employee
“E” = Employee
Part-time
Current Retired JMU Employee
“R” = Retired
Current
Current Retired JMU Employee
who is also working full-time
“R” = Retired
Current
“E” = Employee
Full-time
Current Retired JMU Employee
who is also working part-time
“R” = Retired
Current
“E” = Employee
Part-time
Terminated Full or Part-time JMU
“X” = Former Employee
Current
Affiliate employees (Aramark)
NO record type of “E” = Employee
Do NOT use “Affiliate”
status
PAGE 44 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
Data Entry Standardization
Advancement
Information Services
EFFECTIVE DATE
25-Apr-2008
A retired employee who returns to the university to work after retirement is the only employee who
should have two employment record types. Please see screen shot below for example.
If an employee separates from the Institution, whether they resign or are terminated, their
“Employee” (E) record type should be changed to “Former Employee” (X) record type.
PAGE 45 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
EFFECTIVE DATE
Data Entry Standardization
Relationships
Advancement
Information Services
25-Apr-2008
(Related Organizations):
If an employee separates from the Institution, whether they resign or are terminated, their
relationship to the organization should be changed to “Former Employer.”
PAGE 46 of 66
SOP NO.
SOP TITLE
001
18.0
19.0
STANDARD OPERATING PROCEDURE
Advancement
Information Services
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
VERSION HISTORY
Version
Date
Prepared By
Description of Changes
0.0
21-December-2005
D. Jordan
Issued for Review
0.1
21-February-2006
D. Jordan
Revised after review
0.2
22-March-2006
D. Jordan
Revised for retired military abbreviations
0.3
22-Aug-2006
D. Jordan
Revised for salutations, grad year information, date formats,
corporate addresses and fed id number, general indicators,
and nicknames.
0.4
30-Aug-2006
D. Jordan
Updated for revised new business process around preferred
grad year and added section for coding record types
(especially employees).
0.5
20-Oct-2006
D. Jordan
Updated entry of names (W. Mark) and added section for
record types pertaining to JMU employees.
0.6
15-Dec-2006
D. Jordan
Updated with section 11.15 for Corporate SIC codes
0.7
10-Jul-2007
D. Jordan
Update to prefixes/salutations
0.8
25-Apr-08
G. Turner
Updated with Viking Web screen shots.
0.9
05-May09
C. Henry
Revised after review
1.0
09-June-2009
D. Jordan
Updated general indicators with Receives Magazine and
Receives Mail definitions.
1.1
15-July-2009
D. Jordan
Added instructions for corporate honor roll labels.
1.2
20-Jul-2009
D. Jordan
Added corporate record types and instructions for use of
quotes in corporate names.
REFERENCES
Reference Identification /
Description
Source / Location
Case Management and Reporting
Standards – 3rd edition
US Military Officer Rank Abbreviations
AIS Library
US Military Enlisted Rank Abbreviations
http://www.defenselink.mil/specials/insignias/o
fficers.html
http://www.defenselink.mil/specials/insignias/e
nlisted.html
PAGE 47 of 66
SOP NO.
SOP TITLE
001
20.0
STANDARD OPERATING PROCEDURE
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
APPENDIX
20.1 US State postal abbreviations
State/Possession
Advancement
Information Services
Abbreviation
ALABAMA
AL
ALASKA
AK
AMERICAN SAMOA
AS
ARIZONA
AZ
ARKANSAS
AR
CALIFORNIA
CA
COLORADO
CO
CONNECTICUT
CT
DELAWARE
DE
DISTRICT OF COLUMBIA
DC
FEDERATED STATES OF MICRONESIA
FM
FLORIDA
FL
GEORGIA
GA
GUAM
GU
HAWAII
HI
IDAHO
ID
ILLINOIS
IL
INDIANA
IN
IOWA
IA
KANSAS
KS
KENTUCKY
KY
PAGE 48 of 66
STANDARD OPERATING PROCEDURE
SOP NO.
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
State/Possession
Advancement
Information Services
25-Apr-2008
Abbreviation
LOUISIANA
LA
MAINE
ME
MARSHALL ISLANDS
MH
MARYLAND
MD
MASSACHUSETTS
MA
MICHIGAN
MI
MINNESOTA
MN
MISSISSIPPI
MS
MISSOURI
MO
MONTANA
MT
NEBRASKA
NE
NEVADA
NV
NEW HAMPSHIRE
NH
NEW JERSEY
NJ
NEW MEXICO
NM
NEW YORK
NY
NORTH CAROLINA
NC
NORTH DAKOTA
ND
NORTHERN MARIANA ISLANDS
MP
OHIO
OH
OKLAHOMA
OK
OREGON
OR
PALAU
PW
PAGE 49 of 66
SOP NO.
001
STANDARD OPERATING PROCEDURE
SOP TITLE
EFFECTIVE DATE
Data Entry Standardization
State/Possession
Advancement
Information Services
25-Apr-2008
Abbreviation
PENNSYLVANIA
PA
PUERTO RICO
PR
RHODE ISLAND
RI
SOUTH CAROLINA
SC
SOUTH DAKOTA
SD
TENNESSEE
TN
TEXAS
TX
UTAH
UT
VERMONT
VT
VIRGIN ISLANDS
VI
VIRGINIA
VA
WASHINGTON
WA
WEST VIRGINIA
WV
WISCONSIN
WI
WYOMING
WY
PAGE 50 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
20.2 Standard street abbreviations
Primary Street
Suffix
Name
ALLEY
ALLEY
ALLEY
ALLEY
ANNEX
ANNEX
ANNEX
ANNEX
ARCADE
ARCADE
AVENUE
AVENUE
AVENUE
AVENUE
AVENUE
AVENUE
AVENUE
Commonly
used Street
Suffix or
Abbreviation
ALLEE
ALLEY
ALLY
ALY
ANEX
ANNEX
ANNX
ANX
ARC
ARCADE
AV
AVE
AVEN
AVENU
AVENUE
AVN
AVNUE
Postal Service
Standard
Suffix or
Abbreviation
ALY
ALY
ALY
ALY
ANX
ANX
ANX
ANX
ARC
ARC
AVE
AVE
AVE
AVE
AVE
AVE
AVE
BAYOO
BAYOU
BCH
BEACH
BEND
BND
BLF
BLUF
BLUFF
BLUFFS
BOT
BOTTM
BOTTOM
BTM
BLVD
BOUL
BOULEVARD
BOULV
BR
BRANCH
BRNCH
BRDGE
BRG
BRIDGE
BYU
BYU
BCH
BCH
BND
BND
BLF
BLF
BLF
BLFS
BTM
BTM
BTM
BTM
BLVD
BLVD
BLVD
BLVD
BR
BR
BR
BRG
BRG
BRG
B
BAYOO
BAYOO
BEACH
BEACH
BEND
BEND
BLUFF
BLUFF
BLUFF
BLUFFS
BOTTOM
BOTTOM
BOTTOM
BOTTOM
BOULEVARD
BOULEVARD
BOULEVARD
BOULEVARD
BRANCH
BRANCH
BRANCH
BRIDGE
BRIDGE
BRIDGE
Advancement
Information Services
PAGE 51 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
BROOK
BROOK
BROOKS
BURG
BURGS
BYPASS
BYPASS
BYPASS
BYPASS
BYPASS
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
BRK
BROOK
BROOKS
BURG
BURGS
BYP
BYPA
BYPAS
BYPASS
BYPS
Postal Service
Standard
Suffix or
Abbreviation
BRK
BRK
BRKS
BG
BGS
BYP
BYP
BYP
BYP
BYP
CAMP
CMP
CP
CANYN
CANYON
CNYN
CYN
CAPE
CPE
CAUSEWAY
CAUSWAY
CSWY
CEN
CENT
CENTER
CENTR
CENTRE
CNTER
CNTR
CTR
CENTERS
CIR
CIRC
CIRCL
CIRCLE
CRCL
CRCLE
CIRCLES
CLF
CLIFF
CLFS
CLIFFS
CLB
CP
CP
CP
CYN
CYN
CYN
CYN
CPE
CPE
CSWY
CSWY
CSWY
CTR
CTR
CTR
CTR
CTR
CTR
CTR
CTR
CTRS
CIR
CIR
CIR
CIR
CIR
CIR
CIRS
CLF
CLF
CLFS
CLFS
CLB
C
CAMP
CAMP
CAMP
CANYON
CANYON
CANYON
CANYON
CAPE
CAPE
CAUSEWAY
CAUSEWAY
CAUSEWAY
CENTER
CENTER
CENTER
CENTER
CENTER
CENTER
CENTER
CENTER
CENTERS
CIRCLE
CIRCLE
CIRCLE
CIRCLE
CIRCLE
CIRCLE
CIRCLES
CLIFF
CLIFF
CLIFFS
CLIFFS
CLUB
Advancement
Information Services
PAGE 52 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
CLUB
COMMON
CORNER
CORNER
CORNERS
CORNERS
COURSE
COURSE
COURT
COURT
COURT
COURTS
COURTS
COVE
COVE
COVES
CREEK
CREEK
CREEK
CREEK
CRESCENT
CRESCENT
CRESCENT
CRESCENT
CRESCENT
CRESCENT
CRESCENT
CREST
CROSSING
CROSSING
CROSSING
CROSSING
CROSSROAD
CURVE
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
CLUB
COMMON
COR
CORNER
CORNERS
CORS
COURSE
CRSE
COURT
CRT
CT
COURTS
CT
COVE
CV
COVES
CK
CR
CREEK
CRK
CRECENT
CRES
CRESCENT
CRESENT
CRSC
CRSENT
CRSNT
CREST
CROSSING
CRSSING
CRSSNG
XING
CROSSROAD
CURVE
Postal Service
Standard
Suffix or
Abbreviation
CLB
CMN
COR
COR
CORS
CORS
CRSE
CRSE
CT
CT
CT
CTS
CTS
CV
CV
CVS
CRK
CRK
CRK
CRK
CRES
CRES
CRES
CRES
CRES
CRES
CRES
CRST
XING
XING
XING
XING
XRD
CURV
DALE
DL
DAM
DM
DIV
DIVIDE
DV
DVD
DR
DL
DL
DM
DM
DV
DV
DV
DV
DR
D
DALE
DALE
DAM
DAM
DIVIDE
DIVIDE
DIVIDE
DIVIDE
DRIVE
Advancement
Information Services
PAGE 53 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
DRIVE
DRIVE
DRIVE
DRIVES
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
DRIV
DRIVE
DRV
DRIVES
Postal Service
Standard
Suffix or
Abbreviation
DR
DR
DR
DRS
EST
ESTATE
ESTATES
ESTS
EXP
EXPR
EXPRESS
EXPRESSWAY
EXPW
EXPY
EXT
EXTENSION
EXTN
EXTNSN
EXTENSIONS
EXTS
EST
EST
ESTS
ESTS
EXPY
EXPY
EXPY
EXPY
EXPY
EXPY
EXT
EXT
EXT
EXT
EXTS
EXTS
FALL
FALLS
FLS
FERRY
FRRY
FRY
FIELD
FLD
FIELDS
FLDS
FLAT
FLT
FLATS
FLTS
FORD
FRD
FORDS
FOREST
FORESTS
FALL
FLS
FLS
FRY
FRY
FRY
FLD
FLD
FLDS
FLDS
FLT
FLT
FLTS
FLTS
FRD
FRD
FRDS
FRST
FRST
E
ESTATE
ESTATE
ESTATES
ESTATES
EXPRESSWAY
EXPRESSWAY
EXPRESSWAY
EXPRESSWAY
EXPRESSWAY
EXPRESSWAY
EXTENSION
EXTENSION
EXTENSION
EXTENSION
EXTENSIONS
EXTENSIONS
F
FALL
FALLS
FALLS
FERRY
FERRY
FERRY
FIELD
FIELD
FIELDS
FIELDS
FLAT
FLAT
FLATS
FLATS
FORD
FORD
FORDS
FOREST
FOREST
Advancement
Information Services
PAGE 54 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
FOREST
FORGE
FORGE
FORGE
FORGES
FORK
FORK
FORKS
FORKS
FORT
FORT
FORT
FREEWAY
FREEWAY
FREEWAY
FREEWAY
FREEWAY
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
FRST
FORG
FORGE
FRG
FORGES
FORK
FRK
FORKS
FRKS
FORT
FRT
FT
FREEWAY
FREEWY
FRWAY
FRWY
FWY
Postal Service
Standard
Suffix or
Abbreviation
FRST
FRG
FRG
FRG
FRGS
FRK
FRK
FRKS
FRKS
FT
FT
FT
FWY
FWY
FWY
FWY
FWY
GARDEN
GARDN
GDN
GRDEN
GRDN
GARDENS
GDNS
GRDNS
GATEWAY
GATEWY
GATWAY
GTWAY
GTWY
GLEN
GLN
GLENS
GREEN
GRN
GREENS
GROV
GROVE
GRV
GROVES
GDN
GDN
GDN
GDN
GDN
GDNS
GDNS
GDNS
GTWY
GTWY
GTWY
GTWY
GTWY
GLN
GLN
GLNS
GRN
GRN
GRNS
GRV
GRV
GRV
GRVS
G
GARDEN
GARDEN
GARDEN
GARDEN
GARDEN
GARDENS
GARDENS
GARDENS
GATEWAY
GATEWAY
GATEWAY
GATEWAY
GATEWAY
GLEN
GLEN
GLENS
GREEN
GREEN
GREENS
GROVE
GROVE
GROVE
GROVES
Advancement
Information Services
PAGE 55 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
Commonly
used Street
Suffix or
Abbreviation
25-Apr-2008
Postal Service
Standard
Suffix or
Abbreviation
H
HARBOR
HARBOR
HARBOR
HARBOR
HARBOR
HARBORS
HAVEN
HAVEN
HAVEN
HEIGHTS
HEIGHTS
HEIGHTS
HEIGHTS
HEIGHTS
HIGHWAY
HIGHWAY
HIGHWAY
HIGHWAY
HIGHWAY
HIGHWAY
HILL
HILL
HILLS
HILLS
HOLLOW
HOLLOW
HOLLOW
HOLLOW
HOLLOW
HARB
HARBOR
HARBR
HBR
HRBOR
HARBORS
HAVEN
HAVN
HVN
HEIGHT
HEIGHTS
HGTS
HT
HTS
HIGHWAY
HIGHWY
HIWAY
HIWY
HWAY
HWY
HILL
HL
HILLS
HLS
HLLW
HOLLOW
HOLLOWS
HOLW
HOLWS
HBR
HBR
HBR
HBR
HBR
HBRS
HVN
HVN
HVN
HTS
HTS
HTS
HTS
HTS
HWY
HWY
HWY
HWY
HWY
HWY
HL
HL
HLS
HLS
HOLW
HOLW
HOLW
HOLW
HOLW
INLET
INLT
IS
ISLAND
ISLND
ISLANDS
ISLNDS
ISS
ISLE
ISLES
INLT
INLT
IS
IS
IS
ISS
ISS
ISS
ISLE
ISLE
I
INLET
INLET
ISLAND
ISLAND
ISLAND
ISLANDS
ISLANDS
ISLANDS
ISLE
ISLE
Advancement
Information Services
PAGE 56 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
Commonly
used Street
Suffix or
Abbreviation
25-Apr-2008
Postal Service
Standard
Suffix or
Abbreviation
J
JUNCTION
JUNCTION
JUNCTION
JUNCTION
JUNCTION
JUNCTION
JUNCTIONS
JUNCTIONS
JUNCTIONS
JCT
JCTION
JCTN
JUNCTION
JUNCTN
JUNCTON
JCTNS
JCTS
JUNCTIONS
JCT
JCT
JCT
JCT
JCT
JCT
JCTS
JCTS
JCTS
KEY
KY
K
KEYS
KYS
KNL
KNOL
KNOLL
KNLS
KNOLLS
KY
Y
KYS
KYS
KNL
KNL
KNL
KNLS
KNLS
LAKE
LK
LAKES
LKS
LAND
LANDING
LNDG
LNDNG
LA
LANE
LANES
LN
LGT
LIGHT
LIGHTS
LF
LOAF
LCK
LOCK
LCKS
LK
LK
LKS
LKS
LAND
LNDG
LNDG
LNDG
LN
LN
LN
LN
LGT
LGT
LGTS
LF
LF
LCK
LCK
LCKS
K
KEY
KEY
KEYS
KEYS
KNOLL
KNOLL
KNOLL
KNOLLS
KNOLLS
L
LAKE
LAKE
LAKES
LAKES
LAND
LANDING
LANDING
LANDING
LANE
LANE
LANE
LANE
LIGHT
LIGHT
LIGHTS
LOAF
LOAF
LOCK
LOCK
LOCKS
Advancement
Information Services
PAGE 57 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
LOCKS
LODGE
LODGE
LODGE
LODGE
LOOP
LOOP
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
LOCKS
LDG
LDGE
LODG
LODGE
LOOP
LOOPS
Postal Service
Standard
Suffix or
Abbreviation
LCKS
LDG
LDG
LDG
LDG
LOOP
LOOP
MALL
MANOR
MNR
MANORS
MNRS
MDW
MEADOW
MDWS
MEADOWS
MEDOWS
MEWS
MILL
ML
MILLS
MLS
MISSION
MISSN
MSN
MSSN
MOTORWAY
MNT
MOUNT
MT
MNTAIN
MNTN
MOUNTAIN
MOUNTIN
MTIN
MTN
MNTNS
MOUNTAINS
MALL
MNR
MNR
MNRS
MNRS
MDW
MDW
MDWS
MDWS
MDWS
MEWS
ML
ML
MLS
MLS
MSN
MSN
MSN
MSN
MTWY
MT
MT
MT
MTN
MTN
MTN
MTN
MTN
MTN
MTNS
MTNS
NCK
NECK
NCK
NCK
M
MALL
MANOR
MANOR
MANORS
MANORS
MEADOW
MEADOW
MEADOWS
MEADOWS
MEADOWS
MEWS
MILL
MILL
MILLS
MILLS
MISSION
MISSION
MISSION
MISSION
MOTORWAY
MOUNT
MOUNT
MOUNT
MOUNTAIN
MOUNTAIN
MOUNTAIN
MOUNTAIN
MOUNTAIN
MOUNTAIN
MOUNTAINS
MOUNTAINS
N
NECK
NECK
Advancement
Information Services
PAGE 58 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
Commonly
used Street
Suffix or
Abbreviation
25-Apr-2008
Postal Service
Standard
Suffix or
Abbreviation
O
ORCHARD
ORCHARD
ORCHARD
OVAL
OVAL
OVERPASS
ORCH
ORCHARD
ORCHRD
OVAL
OVL
OVERPASS
ORCH
ORCH
ORCH
OVAL
OVAL
OPAS
PARK
PK
PRK
PARKS
PARKWAY
PARKWY
PKWAY
PKWY
PKY
PARKWAYS
PKWYS
PASS
PASSAGE
PATH
PATHS
PIKE
PIKES
PINE
PINES
PNES
PL
PLACE
PLAIN
PLN
PLAINES
PLAINS
PLNS
PLAZA
PLZ
PLZA
POINT
PT
POINTS
PTS
PARK
PARK
PARK
PARK
PKWY
PKWY
PKWY
PKWY
PKWY
PKWY
PKWY
PASS
PSGE
PATH
PATH
PIKE
PIKE
PNE
PNES
PNES
PL
PL
PLN
PLN
PLNS
PLNS
PLNS
PLZ
PLZ
PLZ
PT
PT
PTS
PTS
P
PARK
PARK
PARK
PARKS
PARKWAY
PARKWAY
PARKWAY
PARKWAY
PARKWAY
PARKWAYS
PARKWAYS
PASS
PASSAGE
PATH
PATH
PIKE
PIKE
PINE
PINES
PINES
PLACE
PLACE
PLAIN
PLAIN
PLAINS
PLAINS
PLAINS
PLAZA
PLAZA
PLAZA
POINT
POINT
POINTS
POINTS
Advancement
Information Services
PAGE 59 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
PORT
PORT
PORTS
PORTS
PRAIRIE
PRAIRIE
PRAIRIE
PRAIRIE
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
PORT
PRT
PORTS
PRTS
PR
PRAIRIE
PRARIE
PRR
Postal Service
Standard
Suffix or
Abbreviation
PRT
PRT
PRTS
PRTS
PR
PR
PR
PR
RAD
RADIAL
RADIEL
RADL
RAMP
RANCH
RANCHES
RNCH
RNCHS
RAPID
RPD
RAPIDS
RPDS
REST
RST
RDG
RDGE
RIDGE
RDGS
RIDGES
RIV
RIVER
RIVR
RVR
RD
ROAD
RDS
ROADS
ROUTE
ROW
RUE
RUN
RADL
RADL
RADL
RADL
RAMP
RNCH
RNCH
RNCH
RNCH
RPD
RPD
RPDS
RPDS
RST
RST
RDG
RDG
RDG
RDGS
RDGS
RIV
RIV
RIV
RIV
RD
RD
RDS
RDS
RTE
ROW
RUE
RUN
R
RADIAL
RADIAL
RADIAL
RADIAL
RAMP
RANCH
RANCH
RANCH
RANCH
RAPID
RAPID
RAPIDS
RAPIDS
REST
REST
RIDGE
RIDGE
RIDGE
RIDGES
RIDGES
RIVER
RIVER
RIVER
RIVER
ROAD
ROAD
ROADS
ROADS
ROUTE
ROW
RUE
RUN
Advancement
Information Services
PAGE 60 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
Commonly
used Street
Suffix or
Abbreviation
25-Apr-2008
Postal Service
Standard
Suffix or
Abbreviation
S
SHOAL
SHOAL
SHOALS
SHOALS
SHORE
SHORE
SHORE
SHORES
SHORES
SHORES
SKYWAY
SPRING
SPRING
SPRING
SPRING
SPRINGS
SPRINGS
SPRINGS
SPRINGS
SPUR
SPURS
SQUARE
SQUARE
SQUARE
SQUARE
SQUARE
SQUARES
SQUARES
STATION
STATION
STATION
STATION
STRAVENUE
STRAVENUE
STRAVENUE
STRAVENUE
STRAVENUE
STRAVENUE
STRAVENUE
STRAVENUE
STREAM
STREAM
STREAM
STREET
Advancement
Information Services
SHL
SHOAL
SHLS
SHOALS
SHOAR
SHORE
SHR
SHOARS
SHORES
SHRS
SKYWAY
SPG
SPNG
SPRING
SPRNG
SPGS
SPNGS
SPRING
SPRNGS
SPUR
SPURS
SQ
SQR
SQRE
SQU
SQUARE
SQRS
SQUARES
STA
STATION
STATN
STN
STRA
STRAV
STRAVE
STRAVEN
STRAVENUE
STRAVN
STRVN
STRVNUE
STREAM
STREME
STRM
ST
SHL
SHL
SHLS
SHLS
SHR
SHR
SHR
SHRS
SHRS
SHRS
SKWY
SPG
SPG
SPG
SPG
SPGS
SPGS
SPGS
SPGS
SPUR
SPUR
SQ
SQ
SQ
SQ
SQ
SQS
SQS
STA
STW
STA
STA
STRA
STRA
STRA
STRA
STRA
STRA
STRA
STRA
STRM
STRM
STRM
ST
PAGE 61 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
STREET
STREET
STREET
STREETS
SUMMIT
SUMMIT
SUMMIT
SUMMIT
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
STR
STREET
STRT
STREETS
SMT
SUMIT
SUMITT
SUMMIT
Postal Service
Standard
Suffix or
Abbreviation
ST
ST
ST
STS
SMT
SMT
SMT
SMT
TER
TERR
TERRACE
THROUGHWAY
TRACE
TRACES
TRCE
TRACK
TRACKS
TRAK
TRK
TRKS
TRAFFICWAY
TRFY
TR
TRAIL
TRAILS
TRL
TRLS
TUNEL
TUNL
TUNLS
TUNNEL
TUNNELS
TUNNL
TPK
TPKE
TRNPK
TRPK
TURNPIKE
TURNPK
TER
TER
TER
TRWY
TRCE
TRCE
TRCE
TRAK
TRAK
TRAK
TRAK
TRAK
TRFY
TRFY
TRL
TRL
TRL
TRL
TRL
TUNL
TUNL
TUNL
TUNL
TUNL
TUNL
TPKE
TPKE
TPKE
TPKE
TPKE
TPKE
UNDERPASS
UPAS
T
TERRACE
TERRACE
TERRACE
THROUGHWAY
TRACE
TRACE
TRACE
TRACK
TRACK
TRACK
TRACK
TRACK
TRAFFICWAY
TRAFFICWAY
TRAIL
TRAIL
TRAIL
TRAIL
TRAIL
TUNNEL
TUNNEL
TUNNEL
TUNNEL
TUNNEL
TUNNEL
TURNPIKE
TURNPIKE
TURNPIKE
TURNPIKE
TURNPIKE
TURNPIKE
U
UNDERPASS
Advancement
Information Services
PAGE 62 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
UNION
UNION
UNIONS
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
25-Apr-2008
Commonly
used Street
Suffix or
Abbreviation
UN
UNION
UNIONS
Postal Service
Standard
Suffix or
Abbreviation
UN
UN
UNS
VALLEY
VALLY
VLLY
VLY
VALLEYS
VLYS
VDCT
VIA
VIADCT
VIADUCT
VIEW
VW
VIEWS
VWS
VILL
VILLAG
VILLAGE
VILLG
VILLIAGE
VLG
VILLAGES
VLGS
VILLE
VL
VIS
VIST
VISTA
VST
VSTA
VLY
VLY
VLY
VLY
VLYS
VLYS
VIA
VIA
VIA
VIA
VW
VW
VWS
VWS
VLG
VLG
VLG
VLG
VLG
VLG
VLGS
VLGS
VL
VL
VIS
VIS
VIS
VIS
VIS
WALK
WALKS
WALL
WAY
WY
WAYS
WELL
WELLS
WALK
WALK
WALL
WAY
WAY
WAYS
WL
WLS
V
VALLEY
VALLEY
VALLEY
VALLEY
VALLEYS
VALLEYS
VIADUCT
VIADUCT
VIADUCT
VIADUCT
VIEW
VIEW
VIEWS
VIEWS
VILLAGE
VILLAGE
VILLAGE
VILLAGE
VILLAGE
VILLAGE
VILLAGES
VILLAGES
VILLE
VILLE
VISTA
VISTA
VISTA
VISTA
VISTA
W
WALK
WALKS
WALL
WAY
WAY
WAYS
WELL
WELLS
Advancement
Information Services
PAGE 63 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
WELLS
EFFECTIVE DATE
Data Entry Standardization
Primary Street
Suffix
Name
Commonly
used Street
Suffix or
Abbreviation
WLS
Advancement
Information Services
25-Apr-2008
Postal Service
Standard
Suffix or
Abbreviation
WLS
PAGE 64 of 66
SOP NO.
Advancement
Information Services
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
25-Apr-2008
20.3 Secondary Unit Designator
Secondary Unit
Approved
Designation
Abbreviation
APARTMENT
APT
BASEMENT
BSMT *
BUILDING
BLDG
DEPARTMENT
DEPT
FLOOR
FL
FRONT
FRNT *
HANGAR
HNGR
LOBBY
LBBY *
LOT
LOT
LOWER
LOWR *
OFFICE
OFC *
PENTHOUSE
PH *
PIER
PIER
REAR
REAR *
ROOM
RM
SIDE
SIDE *
SLIP
SLIP
SPACE
SPC
STOP
STOP
SUITE
STE
TRAILER
TRLR
UNIT
UNIT
UPPER
UPPR
* Does not require secondary range number to follow.
20.4 Military Officer Rank Abbreviations
Army
Navy/
Marine
Air Force
Coast Guard
Warrant Officer 1 = WO1
USN Warrant Officer 1 =
WO1
Warrant Officer 1 = WO
No Warrant Officer
Chief Warrant Officer 2 =
CW2
USN Chief Warrant
Officer 2 = CWO2
Chief Warrant Officer 2 =
CWO2
No Warrant Officer
Chief Warrant Officer 3 =
CW3
USN Chief Warrant
Officer 3 = CWO3
Chief Warrant Officer 3 =
CWO3
No Warrant Officer
Chief Warrant Officer 4 =
CW4
USN Chief Warrant
Officer 4 = CWO4
Chief Warrant Officer 4 =
CWO4
No Warrant Officer
Chief Warrant Officer 5 =
CW5
USN Chief Warrant
Officer 5 = CWO5
Chief Warrant Officer 5 =
CWO5
No Warrant Officer
Second Lieutenant = 2LT
Ensign = ENS
Second Lieutenant =
Second Lieutenant =
2nd Lt.
2nd Lt.
PAGE 65 of 66
SOP NO.
Advancement
Information Services
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Army
25-Apr-2008
Navy/
Marine
Air Force
Coast Guard
First Lieutenant = 1LT
Lieutenant Junior Grade
= LTJG
First Lieutenant = 1st Lt.
First Lieutenant = 1st Lt.
Captain = CPT
Lieutenant = LT
Captain = Capt.
Captain = Capt.
Major = MAJ
Lieutenant Commander =
LCDR
Major = Maj.
Major = Maj.
Lieutenant Colonel = LTC
Commander = CDR
Lieutenant Colonel =
Lieutenant Colonel =
Lt. Col.
Lt. Col.
Colonel = COL
Captain = CAPT
Colonel = Col.
Colonel = Col.
Brigadier General = BG
Rear Admiral Lower Half
= RADM (LH)
Brigadier General =
Brigadier General =
Brig. Gen.
Brig. Gen.
Rear Admiral Upper Half
= RADM (UH)
Major General =
Major General =
Maj. Gen.
Maj. Gen.
Lieutenant General =
LTG
Vice Admiral = VADM
Lieutenant General =
Lieutenant General =
Lt. Gen.
Lt. Gen.
General = GEN
Admiral = ADM
General = Gen.
General = Gen.
Major General = MG
20.5 Military Enlisted Rank Abbreviations
Army
Navy/
Marine
Air Force
Coast Guard
Private
Seaman Recruit = SR
Private
Airman Basic = AB
Private E-2 = PV2
Seaman Apprentice = SA
Private First Class = PFC
Airman = Amn
Private First Class = PFC
Seaman = SN
Lance Corporal = LCpl
Airman First Class = A1C
Corporal = CPL
Petty Officer Third Class
= PO3
Corporal = Cpl
Senior Airman = SrA
Sergeant = SGT
Petty Officer Second
Class = PO2
Sergeant = Sgt
Staff Sergeant = SSgt
Staff Sergeant = SSG
Petty Officer First Class
= PO1
Staff Sergeant = SSgt
Technical Sergeant =
TSgt
Sergeant First Class =
SFC
Chief Petty Officer = CPO
Gunnery Sergeant =
GySgt
Master Sergeant (First
Sergeant) = MSgt
Specialist = SPC
PAGE 66 of 66
SOP NO.
STANDARD OPERATING PROCEDURE
SOP TITLE
001
EFFECTIVE DATE
Data Entry Standardization
Army
Advancement
Information Services
Navy/
25-Apr-2008
Marine
Air Force
Coast Guard
Master Sergeant = MSG
First Sergeant = 1SG
Sergeant Major = MSG
Command Sergeant
Major = CSM
Sergeant Major of the
Army = SMA
Senior Chief Petty Officer
= SCPO
Master Sergeant (First
Sergeant) = MSgt
Senior Master Sergeant
(First Sergeant) = SMSgt
Master Chief Petty Officer
(Fleet/Command) =
MCPO
Sergeant Major = SgtMaj
Chief Master Sergeant
(First Sergeant) = CMSgt
Master Chief Petty Officer
of the Navy = MCPON
Sergeant Major of the
Marine Corps =
SgtMajMC
Master Chief Petty Officer
of the Coast Guard =
MCPOCG
Master Gunnery Sergeant
= MGySgt
Command Chief Master
Sergeant = CCM
Chief Master Sergeant of
the Air Force = CMSAF