Monroe Community College
Banner Data Standards and Guidelines
Prepared by: Banner Data Standards Committee
Version: 2.2
Table of Contents
1. PURPOSE OF DATA STANDARDS ..................................................................................................... 1
2. RULES FOR CLEAN AND ACCURATE RECORDS ......................................................................... 1
3. GENERAL PERSON GUIDELINES ..................................................................................................... 2
IDENTIFICATION NUMBER STANDARDS ....................................................................................................... 2
Social Security Number .......................................................................................................................... 2
Electronic Loan Lenders, Guarantors or Servicers ................................................................................ 3
NAME STANDARDS ...................................................................................................................................... 3
Last Name ............................................................................................................................................... 3
First Name .............................................................................................................................................. 4
Middle Name .......................................................................................................................................... 5
Prefixes ................................................................................................................................................... 5
Suffixes.................................................................................................................................................... 6
Name Types ............................................................................................................................................ 7
Preferred First Name (Optional) ............................................................................................................ 8
Legal Name (Optional) ........................................................................................................................... 8
Estate Names .......................................................................................................................................... 8
Vendor / Non-Person Name .................................................................................................................... 8
ADDRESS STANDARDS (SEE SHORT SUMMARY FOR STUDENT DATA INPUT IN APPENDIX D) .....................10
Sources of Information ..........................................................................................................................10
Street Standards.....................................................................................................................................11
Punctuation ...................................................................................................................................11
Address Lines ................................................................................................................................11
Street Address and PO Box ..........................................................................................................11
Street Name ...................................................................................................................................12
Street Designator (Suffixes) .........................................................................................................12
Secondary Address Unit Indicators ..............................................................................................15
Special Characters ........................................................................................................................16
Compass Directions ......................................................................................................................16
Business / Organization Address Lines ........................................................................................17
City Standards .......................................................................................................................................17
State Standards ......................................................................................................................................17
County Standards ..................................................................................................................................17
Zip Code Standards ...............................................................................................................................17
Country Standards .................................................................................................................................18
Missing Address Information.................................................................................................................18
Military Addresses .................................................................................................................................19
Overseas Locations .......................................................................................................................19
Domestic Locations .......................................................................................................................19
International Addresses .........................................................................................................................19
Canadian Addresses......................................................................................................................19
TELEPHONE NUMBER STANDARDS .............................................................................................................22
Domestic Telephone Number.................................................................................................................22
International Telephone Number ...........................................................................................................22
Close Neighbors ....................................................................................................................................23
EMAIL ADDRESS STANDARDS ....................................................................................................................23
BIRTH DATE STANDARDS ...........................................................................................................................23
CONFIDENTIAL INFORMATION INDICATOR STANDARDS .............................................................................23
CITIZENSHIP TYPE STANDARDS..................................................................................................................24
DEPARTMENT NAMES ................................................................................................................................24
INSTITUTION NAMES ..................................................................................................................................25
4. DATA ENTRY POLICIES .....................................................................................................................27
NAME CHANGE POLICIES ...........................................................................................................................27
ADDRESS, TELEPHONE NUMBER, OR EMAIL CHANGE POLICIES (SEE SHORT SUMMARY FOR STUDENT
DATA INPUT IN APPENDIX D) .....................................................................................................................28
DECEASED INFORMATION POLICIES ...........................................................................................................30
SOCIAL SECURITY NUMBER CHANGE POLICY ............................................................................................31
EMERGENCY CONTACT INFORMATION .......................................................................................................31
USE OF EMPLOYEE PERSONAL IDENTIFYING INFORMATION .......................................................................31
APPENDIX A – NAME / ID SEARCH METHODS ................................................................................33
SEARCH BY NAME ......................................................................................................................................33
SEARCH BY ID ............................................................................................................................................33
SEARCH USING A SPECIFIC SEARCH FORM .................................................................................................34
ID AND NAME EXTENDED SEARCH ............................................................................................................35
APPENDIX B - ADDRESS TYPES ...........................................................................................................36
APPENDIX C - PHONE TYPES ...............................................................................................................37
APPENDIX D – SUMMARY OF ADDRESS INPUT/CHANGE ...........................................................38
ENTERING STUDENT ADDRESSES FOR THE FIRST TIME ..............................................................................38
STUDENT ADDRESS CHANGES ....................................................................................................................38
APPENDIX E – NAMING CONVENTIONS ...........................................................................................40
WEBFOCUS NAMING CONVENTIONS ........................................................................................................40
CODES AND DESCRIPTIONS IN SHARED TABLES .........................................................................................41
APPENDIX F: IDENTITY THEFT PREVENTION PROGRAM .........................................................42
PROGRAM ADOPTION ..........................................................................................................................42
POLICY.....................................................................................................................................................42
DEFINITIONS ..........................................................................................................................................42
COVERED ACCOUNTS ..........................................................................................................................43
RED FLAGS..............................................................................................................................................43
PROGRAM ADMINISTRATION AND OVERSIGHT ...........................................................................44
IDENTIFICATION OF COVERED ACCOUNTS; RESPONSIBLE STAFF; RED FLAGS; RESPONSES ................45
1. Purpose of Data Standards
The purpose of this document is to provide guidelines for accurate and consistent
entry and maintenance of shared data (also referred to as General Person data)
in the Banner database. The primary goals for creating these guidelines include:




Avoid the creation of duplicate records.
Provide a single college data entry standard that facilitates searches and
provides accurate and consistent reports.
Provide complete and accurate name and address information that meets
Post Office mailing address specifications.
Define a hierarchy of offices which will be responsible for the data entry
based on the status of the person (student, employee, alumnus, etc.)
2. Rules for Clean and Accurate Records

Search first. Before you create a new record for a person or organization,
you MUST 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.

Have the proper authorization to change data. Make changes to data only
when you have the proper authority. Banner security may not cover all
circumstances. For example, each address type has guidelines regarding
who can update the data. See Section 4: Data Entry Policies.

Follow data entry rules. Some data fields have specific data entry rules.
See specific section under General Person Guidelines for those data entry
rules. Except where specifically noted, abbreviations should be avoided.
Necessary abbreviations in person and non-person names are followed by a
period while addresses should follow postal standards and not use
punctuation.
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3. General Person Guidelines
The following guidelines are to be followed by all departments entering
information into the Banner system.
Identification Number Standards
A complete search must be done before entering a new person or non-person in
Banner. There should be only one record for each entity. Any entities that are in
Banner more than once must go through the “multiple PIDM” process. A search
may take several minutes to perform but fixing a multiple PIDM may take several
weeks to complete.
Refer to Appendix A for information on how to complete a search by ID or name.
When adding a person or non-person to Banner, use the system generated ID.
Banner system generated ID numbers will begin with the letter “M”.
There are a few exceptions where M will not be used. Advancement vendors will
have IDs beginning with F. Finance will occasionally enter IDs as follows in order
to identify entities with non-student charges:
CB
NS
TP
County Chargeback
Non-student
Third Party.
Social Security Number
For a person, the social security number should be entered on the General
Person Form unless the person refuses to give it or in cases where it is not
appropriate to ask for it.
The social security number must be entered on the General Person Form for the
following people:



Employees
Registered Students (required for 1098T- IRS reporting for potential
educational tax credits)
Financial Aid applicants
Banner will automatically create an alternate ID when the social security number
is entered.
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Electronic Loan Lenders, Guarantors or Servicers
Electronic Loan Lenders must be set up with a 6-digit number assigned by
NCHELP. Guarantors or Servicers have a 3-digit number assigned by NCHELP.
The ID may not be padded with either leading or trailing zeroes. It must be the
current ID and not a previous ID. This ID should not be used as a vendor ID.
For example, if Citibank is both a vendor and a lender for student loan
processing, there will be two ID’s for Citibank in Banner. Each of the lender nonperson names should end in either FFELP or ALT to clearly distinguish them
from vendors. Note: These ID’s should only be entered by the Financial Aid
Office.
Name Standards
Last Name
All information is to be entered using mixed case (standard combination of
upper and lower case letters). Enter the legal spelling and format of the last
name as supplied by the person. If the name does not fit in the 60-character
field, enter as many characters as possible with the last character being a
period.
The following characters are permitted if the legal spelling and format of the
name include them:
Character:
Examples:
Space
Van der Linder
Mac Phearson
Jones Smith
Apostrophe
O’Bryan
a’Court
Period
St. John
Hyphens
Jones-Smith
Do NOT use titles, prefixes, and suffixes in the last name field. Prefixes and
suffixes use separate fields.
Note: When a new person is being entered into Banner and that new person
has a previous name that is deemed necessary to be recorded, enter the
previous name into the system FIRST and commit the record. Change the
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name using Banner’s name change procedure on the xxxIDEN form. The
previous name and its type (such as previous name) will be kept as part of
the record.
First Name
All information is to be entered using mixed case (standard combination of
upper and lower case letters). Enter the spelling and format of the legal first
name as supplied by the person. If multiple forms of the name are given,
assume the more formal name is the legal name and the informal one is the
preferred name. If the first name is too long to fit in the 15-character field
then enter as many letters as possible.
If no first name exists put a period in this field. This will satisfy the Banner
system requirement for a first name. If a person has only one name (for
example, Mr. Jones) then the name is entered in the last name field with a
period in the first name field.
Any single character first name should be entered and followed by a period.
In those cases where a single character first name is designated as the first
name and followed by a middle name, place the single character in the first
name field and the middle name in the middle name field.
The following characters are permitted if the legal spelling and format of the
name includes them:
Character:
Examples:
Space
Mary Jane
Bobby Jo
Hyphens
Marie-Louise
Period
E.
Do NOT use titles, prefixes, or suffixes in the first name field. They have their
own fields.
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Middle Name
All information is to be entered using mixed case (standard combination of
upper and lower case letters). Enter the legal middle name in full as supplied
by the person. If only an initial is given then enter it followed by a period. If
no middle name exists, leave the field blank. If the middle name is too long to
fit in the 15-character field then enter as many letters as possible followed by
a period.
The following characters are permitted if the legal spelling and format of the
name includes them:
Character:
Examples:
Space
Mary Jane
Bobby Jo
Hyphens
Marie-Louise
Period
E.
Do NOT use titles, prefixes, or suffixes in the middle name field.
Prefixes
Prefixes are to be entered using mixed case (standard combination of upper
and lower case letters). Enter the prefix in the prefix field, not in the first,
middle, or last name fields. If the prefix is unknown, leave the field blank.
Punctuation must be entered for some prefix abbreviations. The preference
is to use the abbreviated form of the prefix but full titles may be used in
special circumstances (for example, The Right Honorable John Jones).
For females, “Ms.” should be entered as the standard prefix rather than “Mrs.”
or “Miss”. However, should the person specifically request “Miss” or “Mrs.”
these are acceptable prefixes.
Below are examples of the more commonly used prefixes and recommended
abbreviations.
Description
First Lieutenant
Second Lieutenant
Brother
Abbreviation
1st Lt.
2nd Lt.
Bro.
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Description
Captain
Commander
Colonel
Commanding Officer
Commissioner
Constable
Corporal
Doctor
Ensign
Father
Honorable
Inspector
Lieutenant
Lieutenant Colonel
Lieutenant Commander
Lieutenant (Junior Grade)
Major
Miss
Missus
Mother Superior
Mister
Ms
Master Sergeant
Reverend
Sergeant
Sister
Abbreviation
Capt.
Cmdr.
Col.
CO.
Comm.
Cst.
Cpl.
Dr.
Ensign
Fr.
Hon.
Insp.
Lt.
Lt. Col.
Lt. Cmdr.
LTJG
Maj.
Miss
Mrs.
Mother Superior
Mr.
Ms.
M. Sgt.
Rev.
Sgt.
Sr.
Suffixes
All suffix codes are to be entered using mixed case (standard combination of
upper and lower case letters). Enter the suffix in the suffix field, not in the last
name field. The suffix field is not included on printed payroll checks and tax
reports.
Punctuation must be entered for suffix abbreviations. Generally, academic
credential abbreviations use periods (e.g. Ph.D.) while certifications do not
(e.g. CPA).
Both a prefix and a suffix can be used for individuals who are in the military,
are retired military, or in religious orders. For example, Gen. John Jones,
USAF.
A suffix indicating an academic or medical degree is not used when the prefix
is entered. For example, do not enter – Dr. James Smith, M.D.
The
preferred format is – Dr. James Smith (rather than James Smith, M.D.).
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Below are examples of commonly used suffixes and recommended
abbreviations.
Description
Certified Fund Raising Executive
Certified Public Accountant
Doctor of Chiropractic
Doctor of Divinity
Doctor of Dental Surgery
Doctor of Dental Medicine
Doctor of Osteopathy
Doctor of Veterinary Medicine
Doctor of Education
Esquire
The Second
The Third
The Fourth
Incorporated
Juris Doctor
Junior
Doctor of Laws
Limited
Doctor of Medicine
Doctor of Optometry
Doctor of Philosophy
Retired
Registered Nurse
Registered Nurse Clinician
Senior
Abbreviation
CFRE
CPA
D.C.
D.D.
D.D.S.
D.M.D.
D.O.
D.V.M.
Ed.D.
Esq.
II
III
IV
Inc.
J.D.
Jr.
LL.D.
Ltd.
M.D.
O.D.
Ph.D.
Ret.
R.N.
R.N.C.
Sr.
Name Types
Current names are not associated with a name type and should be the legal
name.
Previous or alternate names should be associated with the
appropriate name type. See “Name Change Policies” for more information.
Description
Previous Name
Alias
Undocumented Name Change
Maiden Name
Abbreviation
PREV
ALIA
UNDC
MAID
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Preferred First Name (Optional)
Preferred first name should be entered into the preferred first name field (e.g.,
Christopher Paul Smith). If ‘Paul’ is what the person prefers to be called, then
‘Paul’ would be entered into the preferred name field. If a person enters a
nickname on one form and a formal name on another, it can be assumed that
the nickname is the preferred name.
All information is to be entered using mixed case (standard combination of
upper and lower case letters). Enter the spelling and format of the preferred
first name as supplied to you by the person. If no preferred name is given,
leave the field blank.
Legal Name (Optional)
The current name will generally be the legal name but there is an optional
field titled “legal name.” If the person is a student and the current name
differs from the name on his/her SSN card, the Financial Aid Office should
use this field to store the different SSN name. Enter in a directory style
format (Last Name, First Name).
Estate Names
If the person is deceased and the name needs to be entered as an estate,
“The Estate of” should be entered in the prefix field. If the prefix was Dr. then
MD or PhD should be entered as the suffix. This will allow references to an
estate to be printed as “The Estate of ‘first name’ ‘middle name’ ‘last name’
‘suffix’.”
Vendor / Non-Person Name
Vendor/non-person names should be spelled out in their entirety, as there are
sixty (60) character spaces available. There are four exceptions where
abbreviations will always be used: US, NYS, SUNY, and CUNY (see format
chart below). If the vendor/non-person name exceeds sixty (60) characters
the following key words will be abbreviated as noted when vendors/nonpersons are established:
Description
Association
Attention
Attorney
Center
Company
Abbreviation
Assn.
Attn.
Atty.
Ctr.
Co.
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Corporate / Corporation
County
Department
District
Division
Government
Incorporated
International
Limited
Management
Manufacturer
Manufacturing
Organization
Representative
Service
Services
Corp.
Cnty.
Dept.
Dist.
Div.
Govt.
Inc.
Intl.
Ltd.
Mgmt.
Mfgr.
Mfg.
Org.
Rep.
Svc.
Svcs.
Acronyms – Companies that are recognized by their acronyms should be
entered using their acronym (e.g., IBM, SCT, and ITT).
Punctuation – Minimal punctuation will be used in vendor names unless it is
actually part of the name. An example would be the vendor ‘Amazon.com’.
Vendor / non-person names will not be established with the word ‘The’ as the
beginning word unless we can verify that the word is part of the entity’s legal
name. For example, The Winters Group would begin with ‘The’ but Eastman
Kodak Company would not.
The following format will be used for the noted entities:
Entity
MCC Standard
United States
US
New York State
NYS
All other states
Spell entire state
All Counties
Monroe County
All Cities
City of Rochester
All Towns
Town of Brighton
All Villages
Village of Webster
Correct Additional
Example using MCC
Standard
US Postal Service
United States Department of
Homeland Security
NYS Department of
State of New York Banking
Labor
Department
New Jersey Department Penn. Department of Parks
of Transportation
and Recreation
Monroe County
County of Wayne Municipal
Department of
Courts
Environmental Services
City of Rochester
Syracuse City Parking
Housing Authority
Bureau
Town of Brighton
Webster Police Department
Highway Department
Village of Webster Water Fairport Village Electric
Department
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Incorrect Example:
Does Not Conform to
MCC Standard
State University of New
York (Central
Administration)
SUNY University
Centers
SUNY Colleges and
Technical Colleges
SUNY Community
Colleges
City University of New
York (Central
Administration)
CUNY Colleges
All other Colleges
SUNY
SUNY Office of the
Chancellor
Office of the Chancellor,
State University of New York
SUNY at Buffalo
SUNY at Albany
University of Buffalo
SUNY College at
Buffalo
Spell out the entire
name
CUNY
SUNY College at
Geneseo
Monroe Community
College
CUNY Office of the
Chancellor
Buffalo State University
Spell out the entire
name
Spell out the entire
name
Queensborough
Community College
Rochester Institute of
Technology
City University of New York
Hunter College
RPI
FLCC
Office of the Chancellor, City
University of New York
Address Standards (See Short Summary for Student Data Input in
Appendix D)
Multiple addresses can be entered for a person or vendor using different address
types. Follow the procedures established by your department for address
entries. Address standards have been established cooperatively so that address
types are used consistently. Use the appropriate address type code from
STVATYP. See the Address Type and Phone Type Appendices for standard
types and descriptions. International students’ foreign addresses will have the
type of PR (permanent) and their local address type will be MA (mailing).
Addresses in Banner should conform to U.S. Postal Service requirements. The
standards described below reflect USPS requirements while accommodating the
needs of some departments for formal address formats.
Sources of Information
There are several U.S. Postal Service publications dealing with addressing.
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 U.S. Postal Service National Customer Support Center has a very useful
web site that provides extensive address and zip code information:
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http://www.usps.com/ncsc/
To check an address for zip or format, choose “find a zip code” at the top left.
Street Standards
Punctuation
Punctuation is rarely used. Slashes and hyphens should be used only if
necessary. Apostrophes and commas are never used. Where abbreviations
must be used because of length, do not follow with a period.
Address Lines
Banner provides 3 lines for street address. All information is to be entered
using upper and lower case letters. Do NOT leave blank lines between street
lines.
Do not enter city, state and zip code data on the address lines for U.S.
addresses. When making decisions about what data to enter on which
address line, remember that the U.S. Post Office delivery standards read the
address data from the bottom up. If necessary, the Banner Label Program
will delete lines of the address from the top down if it is not able to fit the
address data on five lines.
If you have an apartment number it should be entered at the end of the street
address on Line 1. If the address does not fit on one line, enter the apartment
number on Line 1 and the street address on Line 2.
When entering the business address for a person, the department should be
entered on Line 1, the business or firm name on Line 2 and the delivery data
on Line 3. If the delivery data requires more than two lines, the department
data should be omitted.
If it is necessary to send communications to the attention of a particular
person, enter Attn followed by a space and then the name on Line 1, e.g.,
Attn Mary Jones.
Street Address and PO Box
If a PO Box and street address are being entered, the PO Box should be
considered the primary delivery data and entered on Line 3. For example:
John F. Smith
1379 NW Pine
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PO Box 2351
Portland OR 97203
Street Name
Where the 30-character field length allows, type the street name in full, e.g.
Saint Paul Blvd or Mount Read Blvd. If abbreviation is necessary because of
length, shorten the end of the name, e.g. 22044 Honeoye Fall Five Pts Rd.
Do not abbreviate Saint as St in street names and do not use periods.
Townline will always be abbreviated as T L.
For addresses where the street name is a number, enter the street name as
supplied by the person. Numbered streets are usually entered as a number
with the appropriate suffix but may be spelled out if supplied that way. For
example, “955 73rd St” or “100 Fifth Ave”.
Street Designator (Suffixes)
In the following five common cases where the abbreviation is well known,
the street designator should always be abbreviated without periods.
Description
Avenue
Boulevard
Drive
Road
Street
Abbreviate As
Ave
Blvd
Dr
Rd
St
If there is enough space, all other designators should be spelled out. If it is
necessary to abbreviate, use the following standard address abbreviations
provided by the U.S. Postal Service. Do not use periods after abbreviations.
Description
Alley
Annex
Arcade
Bayou
Beach
Bend
Bluff
Bottom
Branch
Bridge
Brook
Abbreviation
Aly
Anx
Arc
Byu
Bch
Bnd
Blf
Btm
Br
Brg
Brk
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Description
Burg
Bypass
Camp
Canyon
Cape
Causeway
Center
Circle
Cliffs
Club
Corner
Corners
Course
Court
Courts
Cove
Creek
Crescent
Crossing
Dale
Dam
Divide
Estates
Expressway
Extension
Fall
Falls
Ferry
Field
Fields
Flats
Ford
Forest
Forge
Fork
Forks
Fort
Freeway
Gardens
Gateway
Glen
Green
Grove
Harbor
Haven
Abbreviation
Bg
Byp
Cp
Cyn
Cpe
Cswy
Ctr
Cir
Clfs
Clb
Cor
Cors
Crse
Ct
Cts
Cv
Crk
Cres
Xing
Dl
Dm
Dv
Est
Expy
Ext
Fall
Fls
Fry
Fld
Flds
Flt
Frd
Frst
Frg
Frk
Frks
Ft
Fwy
Gdns
Gtwy
Gln
Grn
Grv
Hbr
Hvn
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Description
Heights
Highway
Hill
Hills
Hollow
Inlet
Island
Isle
Junction
Key
Knolls
Lake
Lakes
Landing
Lane
Light
Loaf
Locks
Lodge
Loop
Mall
Manor
Meadows
Mill
Mills
Mission
Mount
Mountain
Neck
Orchard
Oval
Park
Parkway
Pass
Path
Pike
Pines
Place
Plain
Plains
Plaza
Point
Port
Radial
Ranch
Abbreviation
Hts
Hwy
Hl
Hls
Holw
Inlt
Is
Isle
Jct
Ky
Knls
Lk
Lks
Lndg
Ln
Lgt
Lf
Lcks
Ldg
Loop
Mall
Mnr
Mdws
Ml
Mls
Msn
Mt
Mtn
Nck
Orch
Oval
Park
Pky
Pass
Path
Pike
Pnes
Pl
Pln
Plns
Plz
Pt
Pr
Radl
Rnch
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Description
Rapids
Rest
Ridge
River
Route
Row
Run
Shoal
Shoals
Shore
Shores
Spring
Springs
Spur
Square
Station
Stravenue
Stream
Summit
Terrace
Townline
Trace
Track
Trail
Trailer
Tunnel
Turnpike
Union
Valley
Viaduct
View
Village
Ville
Vista
Walk
Way
Wells
Abbreviation
Rpds
Rst
Rdg
Riv
Rte
Row
Run
Shl
Shls
Shr
Shrs
Spg
Spgs
Spur
Sq
Sta
Stra
Strm
Smt
Ter
TL
Trce
Trak
Trl
Trlr
Tunl
Tpke
Un
Vly
Via
Vw
Vlg
Vl
Vis
Walk
Way
Wls
Secondary Address Unit Indicators
If the address is a multi-unit apartment or building, place the room, suite, or
apartment number to the right of the street address. Do not enter unit
indicators between the number and the street (for example, 146-B Calm Lake
Circle). Unit B should be placed to the right of the rest of the address. The
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address can also be verified on the US Postal Service WEB site to determine
what type of unit, e.g. Apt.
Below are examples of commonly used secondary address indicators and
recommended abbreviations. Do not use periods after abbreviations.
Description
Apartment
Building
Department
Floor
Number
Suite
Room
Abbreviation
Apt
Bldg
Dept
Fl
No
Ste
Rm
Special Characters
Hyphens and slashes may be used when needed for clarity or designated
fractions. The # sign may be used to designate an apartment or building
number. Note: in the past we had been told by SunGard consultants never to
use the # sign in the address. This only pertains to formatting commands in
the letter generation process which is not applicable to MCC so this character
is acceptable.
‘In Care of’ should be entered as ‘c/o’. Do NOT use the % sign or spell out
“in care of’.
Compass Directions
Directions (South, East, etc.) are always abbreviated unless they are part of
the actual street name. For example, 65 East Blvd or 1000 E Henrietta Rd.
Apparent directional words in the middle of the address line should be spelled
out, e.g. 1 Lake Road East Fork.
Compass directional words should be abbreviated as follows with no periods.
Description
East
West
North
South
Northeast
Northwest
Southeast
Southwest
Abbreviation
E
W
N
S
NE
NW
SE
SW
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Banner Data Standards and Guidelines
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Business / Organization Address Lines
The guidelines for business / organization address – non-person records –
should be followed for all corporations, organizations, foundations and
vendors. The same general rules as described in the previous sections apply
to these records.
City Standards
All information is to be entered using mixed case (standard combination of
upper and lower case letters). Do NOT abbreviate unless you are limited by
space. Where abbreviations are necessary, do not follow with a period.
Do not enter Canadian Provinces into the City field.
have their own code for entry into the State field.
Canadian provinces
State Standards
State codes must be entered for all U.S. addresses in the state/province field
from the list of values in the validation form.
Canadian provinces are also entered in the state/province field, not in the city
field.
International state and province (excluding Canada) are entered in the city
field, not in the state/province field. The state/province field should be blank
for all international addresses.
County Standards
Enter the county code from the list of values in the validation form. Do not
enter county codes for international addresses.
Zip Code Standards
Zip codes MUST be entered for all United States and Canadian addresses.
United States – Enter the 5-digit zip code. When the 9-digit zip code is
available, place a hyphen between the first 5 and last 4 digits.
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Banner Data Standards and Guidelines
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Note: If the full 9 digits are entered, the system will not automatically fill in
the city, state, and county fields (New York only). Enter the 5 digits of the zip
code, tab past the zip code field to retrieve the city, state and county
information, then click in the zip code field and add the hyphen and last 4
digits. You must visually verify that the correct city has been selected.
Canadian – Enter the six-character postal code by keying in 3 characters, a
space, and the last 3 characters. For example: T2T 2Y5
International Postal Code – Do not enter international postal codes other than
Canadian codes in the zip code field. See the international address section
below for formatting. Normally, the international postal code would be entered
on the same line as the city.
Country Standards
A country code is required for all non-U.S. addresses. Banner maintains a list
of all the current code options available. Do not enter a country code for U.S.
addresses. In Banner, the default country designation is “US”.
Missing Address Information
When adding a person or non-person to Banner, an address is required. If
the address is unknown, the following data should be entered:





Street Line 1:
City:
State:
Zipcode:
Inactive:
Leave Blank
Not Available
ZZ
00000
Check that address as inactive
Entering ‘00000’ as the zip code will default the correct city and state.
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Banner Data Standards and Guidelines
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Military Addresses
Overseas Locations
In the military address, APO (Army/Air force post office) or FPO (fleet post
office) is the equivalent of a city name. Enter the APO or FPO code into the
City field.
Enter the military ‘state’ code (AE, AP, and AA) into the State field. The
equivalents of state abbreviations assigned by geographic areas as follows:



AE (Zip Codes 090-098) designates Armed Forces in Europe, the
Middle East, and Africa.
AP (Zip Codes 962-966) designates Armed Forces in the Pacific.
AA (Zip Code 340) designates Armed Forces in Central and South
America.
Examples:
Major John Thomas PC1
7024 AIRPS
PSC 3 Box 2051
APO AE 09021-2072
David Jones
X-1 Div/Admin
USS Kitty Hawk (CVA-61)
FPO AP 96634-2770
PFC Susan Smith
Company A 122 Sig Bn
Unit 20511 Box 4290
APO AA 34049-2342
Domestic Locations
All domestic military mail must have a regular street style address.
Example:
Col. John Jones
Lowry Air Force Base
1204 E River Rd Apt 405
Denver CO 12345
International Addresses
Canadian Addresses
Canadian street addresses and city names follow the same guidelines used for
entering U.S. addresses.
The province or territory is entered in the State/Prov field using the two-letter
abbreviation from the table below:
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Banner Data Standards and Guidelines
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Description
Alberta
British Columbia
Manitoba
New Brunswick
Newfoundland and Labrador
Northwest Territories
Nova Scotia
Nunavut
Ontario
Prince Edward Island
Quebec
Saskatchewan
Yukon Territory
Abbreviation
AB
BC
MB
NB
NL
NT
NS
NU
ON
PE
QC
SK
YT
The Canadian postal code is entered in the zip/postal code field. The format is
always a letter-number-letter (sp) number-letter-number combination, e.g., B3C
4A7. The space after the third character is always included.
The nation code for Canada (CA) must also be entered in the country code field
so that the word CANADA prints in full at the bottom of the address.
International Addresses Other than Canada
The following guidelines apply to all foreign countries other than Canada.
Street Address:
In general, international addresses follow most of the same guidelines used in
entering U.S. addresses. All information is to be entered using upper/lowercase
letters. Never use all uppercase or lowercase letters (except for acronyms or if
used for company names). As much as possible, use the abbreviations and
formats provided in the section about street address lines. If possible, keep the
information on lines 1 and 2. Abbreviations can be used to get the address
information to fit on a single line. Street address lines are 30 characters in
length.
Hyphens, slashes, and periods can be used. A slash can be added between
information when combining two short lines of address together in a single input
line. This often happens with addresses for Hong Kong, Japan, China, or other
Asian countries. Whenever combining address lines, the information from the
lower line is added at the end of the information on the upper line.
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Banner Data Standards and Guidelines
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City:
City, Province, and postal code information will be entered on the next available
street line. Enter the six-digit postal code number to the right of the city and
province. Do NOT enter the international postal code number in the zip
code field. Some countries require special formatting within the addresses.
These rules should be followed as much as is possible. For example, in
Germany and France, the postal code is part of the city line and is entered
directly in front of the city in order for it to print correctly for mailing.
Zip Code:
The zip code field is NOT to be used for any international addresses, except for
Canada.
Nation Codes:
The name of the foreign country must be printed alone on the last line of the
address for outgoing mail. The code used to designate the address country is
comprised of two letter characters and rarely by a number and letter. The values
delivered by SCT are based on the US Commerce Department FIPS 10-4 values
defined for SEVIS (the INS Student and Exchange Visitor Information System).
The translations associated with these codes are the country names required by
the United States Postal Service, since the translated values are used for mailing
purposes.
Foreign Address Examples:
Cheng Li
7-301 Houji
Middle of JiangNan Road
Guang Zhou 510240
CHINA P.R.C.
Bader H. Al-Khalifia
c/o Aramco
Dhahram 31311
SAUDI ARABIA
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Banner Data Standards and Guidelines
Last Revised: 11/09/09
Telephone Number Standards
All regional and local telephone numbers, including on-campus telephone
numbers, are entered using the ten-digit format. A telephone type distinguishes
each telephone number entered in the Banner system. There are two categories
of telephone types:
General Telephone Types – This is a telephone number associated with a
person or a non-person that is not related to a specific address. Examples
include cell phone number and fax number.
Address Telephone Types – This is a telephone number associated with a
specific address of the same type. Each address type defined in General Person
will have a like Address Telephone Type defined.
Domestic Telephone Number
The telephone number is presented in a three field format:
Area Code - The three-digit area code must be entered for all phone numbers,
including the local 585 area.
Phone Number - Enter the seven-digit number without inserting a hyphen.
Extension - If an extension number is provided, enter only the digits of the
extension. Do not enter “EXT” or “X” into the extension field.
International Telephone Number
An international telephone number is stored in two separate fields in Banner.
Country Code – consists of one to four digits and is required. Enter this in the
international country/city code field. This field is not displayed on the SPAIDEN
form and must be accessed from SPATELE.
City Code - consists of one to three digits. Not all countries utilize city codes.
Enter this in the international country/city code field following the country code
and a space. The city code is often reported with a leading zero (0). Do NOT
enter the zero.
Local Number - the remaining portion of the telephone number (the local
portion) is stored in the phone number field.
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Banner Data Standards and Guidelines
Last Revised: 11/09/09
Note: See the front section of the Rochester white pages for a complete listing
of international country and city codes. “011” must be dialed when making
international calls from the United States
Close Neighbors
Calls to Canada, Puerto Rico, the U.S. Virgin Islands and most numbers in the
Caribbean/Atlantic region can be dialed the same way you dial long distance
calls within the United States. No country code or city code is necessary.
Email Address Standards
Email address(es) can be typed in as given. Enter the email type from GTVEMAL
for each address. Check one email address as preferred if known.
The possible email types are:
B
Business
E
MCC employee email address
F
FAFSA (Financial Aid use)
M
MCC student email address
P
Personal
S
Administrative Assistant/Secretary (Advancement use)
W
Personal WEB Site (check URL).
Only “business”, “personal”, and “personal WEB site” will be available on the
WEB.
Birth Date Standards
Enter the date of birth according to the Date Standards. A birth date is required
in order to save an employee record but not a student record. If no birth date is
available, leave the field blank for students and enter 11111911 for employees,
until the correct date is determined. The unknown entry for employees will
display as 11-NOV-1911. This field should be reviewed on a periodic basis and
updated with accurate information for both students and employees. Students
must have a birth date entered in Banner to have a WEB PIN assigned.
Confidential Information Indicator Standards
This field will be left blank unless a student or employee requests that directory
information not be released in which case this box will be checked. If checked,
23
Banner Data Standards and Guidelines
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no information will be released other than to the student or employee themselves
unless required by law, for example, armed services.
Citizenship Type Standards
Code
Description
Explanation
C
U.S. Citizen
A citizen of the United States.
P
Permanent Resident
A person who is not a citizen of the United
States and who has been lawfully admitted
for permanent residence (has a green card).
I
International
A person who is in the U.S. on a visa and
without a green card, e.g. a foreign student.
A
Asylum /Refugee
A person who is not a citizen, has no green
card and has been admitted to the U.S. as a
refugee or for political asylum.
Department Names
Department names should be consistent within Banner and also in the Faculty /
Staff directory on the Web.
1. The Faculty/Staff Directory department name should be the same as the
Banner department name on FTVORGN.
2. The maximum department name length should be 35 characters or fewer
(maximum length of FTVORGN).
3. Abbreviations and special characters should be kept to a minimum. For
example: use “and” instead of “&”.
4. Acronyms should not be used. For example: use “Public Safety Training
Center” instead of “PSTC”.
5. The department name should not end with the word (or abbreviation)
“Department” or “Office”. However, there may be some exceptions
(President’s Office).
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Banner Data Standards and Guidelines
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6. If there are multiple areas within a department they should be separated by
dashes. For example: “Anthro-Hist-Poli Sci-Soc”.
7. The name of the department should be generic and not include company
names. For example: the department should be called “Dining Services”
instead of “Aramark”.
8. The name of the campus (DCC only) should be included at the end of the
department name, in cases where it needs to be differentiated from a
department with the same name. For example: “Academic Services – DCC”.
9. If the department has sub-areas within it that need to be identified, the
department name should appear first followed by the sub-area. For example,
“Controller’s – Accounts Payable”.
Institution Names
The following standards should be used when adding institutions that are high
schools, colleges and universities. Data entry of this information will be the
responsibility of Admissions.
The following abbreviations will always be used:
Description
High School
Community College
Junior College
University
College
Junior
Senior
Abbreviation
HS
CC
JC
Univ
Coll
Jr
Sr
Directions (South, East, etc.) are always abbreviated unless they are part of the
actual institution name. For example, Northwestern Univ. should not be
abbreviated as NW Univ.
Compass directional words should be abbreviated as follows with no periods.
Description
East
West
Abbreviation
E
W
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Banner Data Standards and Guidelines
Last Revised: 11/09/09
North
South
Northeast
Northwest
Southeast
Southwest
N
S
NE
NW
SE
SW
In other cases spell out everything in full it there is room (up to 30 Characters).
When there is not enough room states may use their postal abbreviation and the
following abbreviations are acceptable:
Description
Institute
State
Center
Academy
School
Technology
Seminary
Agriculture
University
Abbreviation
Inst
St
Ctr
Acad
Sch
Tech
Sem
Ag
U
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Banner Data Standards and Guidelines
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4. Data Entry Policies
Name Change Policies
The following chart summarizes policies and procedures for making name
changes in Banner. Banner will automatically save the previous name when a
name is changed or corrected. The name correction or documented change
should be typed over the old name and saved. Informed professional judgment
must be used to determine what constitutes a name correction as opposed to a
name change (i.e. data entry spelling error). If it is a correction and not a change,
then the incorrect previous name record should be removed from the “alternate
names/ids” list.
When a nickname was initially used and the legal name becomes known, the
nickname can be entered in the preferred name field and does not need to be
kept as a previous name.
If a name change is requested but no documentation is provided, enter the
change by inserting a record on the Alternate Names/IDs block with a name type
of UNDC (undocumented name change) and inform the student or employee that
official records will not be changed until documentation is received.
Accepted forms of documentation for name change are:








Social Security Card
Marriage Certificate / License
Court Order Document
Driver’s License
Passport
Green Card
Naturalization Papers
US Military ID
Person / Non-person
Procedures
Employees (faculty or staff) – all
current employees and retirees
regardless of other records. See
student aides below.
Human Resources will make the
change. Documentation is required.
Students, Applicants, and Recruits
(current or former) - excluding current
employees and retirees. See student
aides below.
Admissions, Records and Registration,
Financial Aid, or PSTF may make the
change. Documentation is required.
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Banner Data Standards and Guidelines
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Person / Non-person
Procedures
Student-aides
Admissions, Records and Registration,
Financial Aid, PSTF, or HR may make
the change. Documentation is required.
Accounts Payable/Purchasing
Vendors – excluding current students,
current employees, and retirees.
Accounts Payable or Purchasing staff
will make the change. Documentation
is required. Advancement will make
the change for Foundation Vendors.
Job Applicant – no existing student or
employee record
HR will make the change upon request
of the individual. No documentation
required.
Advancement Constituent –
excluding current students, current
employees, and retirees
Advancement will make the change
upon the request of the individual. No
documentation required.
Financial Aid Applicants – financial
aid record only.
Financial Aid will make the change.
Data loads may also change the
record.
Third Party - excluding current
students, current employees, and
retirees.
The Controller’s Office will make the
change upon the request of the
individual. Documentation is required.
Address, Telephone Number, or Email Change Policies (See Short
Summary for Student Data Input in Appendix D)
The following chart summarizes policies and procedures for making address
changes in Banner. Informed professional judgment must be used to determine
what constitutes an address correction rather than a change (i.e. data entry
spelling error). In an address correction, the current address should be “typedover”. No previous or alternative address record is kept and no documentation is
required.
For a change of address, the previous address will be kept. Enter the effective
date of the change in the “To” field and click the “inactive” indicator of the old
address. The “To” date of the old address must be at least one day prior to the
day on which the change is made. Then insert a new record and type in the new
address and choose the correct address type. If the effective date is earlier than
the current day then type the effective date in the “From” field. See further
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Banner Data Standards and Guidelines
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discussion of dates below. Any email address found to be invalid should be
checked as inactive.
If the Person / Non-person address, phone or email change is one that is used
exclusively by one MCC department, only that department should change it.
Refer to address and telephone types in the appendix of this document.
If an address is used by multiple departments the one who gets the notification
will make the change to all address types where the bad address occurs. If
notification is in person or by phone, the person will be asked if other address
types have changed.
Reports of changes will be sent to all offices with a need to know about the
change if they did not make the change. The report will list the person’s name,
changed address type(s), effective address date, date of change, and person
making the change. It is important to use the “from” and “to” dates to ensure the
change being made is the latest address. Change information, from the Post
Office for example, should be date stamped when received and that date should
be compared to the “from” field to determine the most recent address. When
making the change, the earliest date known for the change should be entered
into the “From” field of the new address and the previous day into the “To” field of
the old address. When making a correction for spelling or zip code rather than a
change, the “from” date should not be changed.
The source or the change information should also be entered using the values in
the STVASRC table. When the source is US Postal Service returned mail with
no forwarding address, use the code that represents the USPS reason for nondelivery, in the deactivated address. Use POST only when no reason is given for
returned mail (rare). If the USPS gives a forwarding address use ADS as the
source for the new address.
Person / Non-person
Procedures
Employee (faculty or staff except
student aides) – all current employees
and retirees regardless of other
records.
Human Resources will make the
change if it is known that the person is
an employee. If the change is made
elsewhere they will get a report of the
change.
Students, Applicants and Recruits
(current or former and including student
aides) - excluding current employees
and retirees if known.
Admissions, Records and Registration,
Financial Aid, PSTF, Bursar,
Advancement, Institutional Research,
Residence Life, and HR may make the
change.
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Banner Data Standards and Guidelines
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Person / Non-person
Procedures
Accounts Payable/Purchasing
Vendors – excluding employees and
retirees if known.
Accounts Payable or Purchasing staff
will make the change. The Foundation
will make the change for Foundation
Vendors.
Admission Prospect - no existing
student or employee record.
Admissions will make the change.
Job Applicant – no existing student or
employee record.
HR will make the change.
Advancement Constituent –
excluding current students, current
employees, and retirees if known.
Advancement will make the change.
Financial Aid – financial aid record
only.
Financial Aid will make the change.
Data loads may also change the
record.
Third Party - excluding current
employees and retirees if known.
The Controller’s Office will make the
change.
Deceased Information Policies
Due to the sensitivity of this issue, prompt attention is important so future
mailings from the college office are discontinued. Deceased status will be
verified when possible through death certificate, obituary, or Social Security
Death Index. Below is a link to a SSDI search.
http://ssdi.rootsweb.com/
For employees and retirees of the college, the Human Resource department or
Payroll will enter and change this information.
For Advancement constituents (who are not current students, current employees,
or retirees), Advancement will enter and change this information.
For students, Records and Registration will enter and change this information.
For applicants and recruits, Admissions will enter and change this information.
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Banner Data Standards and Guidelines
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Social Security Number Change Policy
A person making a social security number change request must present a new
social security card. The departments responsible for name changes will also be
responsible for social security number changes and documentation.
Banner will automatically save the old number when a new one is entered. The
only time an old number should be removed from the “alternate name/ids list” is
when an entry error is recognized immediately after saving the record and
corrected right away. In that case the incorrect entry may be removed.
Financial Aid must be informed of all social security number changes.
Emergency Contact Information
Emergency contact information will be entered and maintained for employees by
Human Resources. Data will be entered using name, address and telephone
number standards. If the address and phone number match that of the
employee, the same address type will be used.
Use of Employee Personal Identifying Information
In order to safeguard the personal information of MCC employees, and in an
effort to combat issues of identity theft, MCC takes seriously its legal obligation to
protect information about our employees.
MCC does not:




Publicly display or post employees social security numbers;
Use employee social security numbers on identification cards or time
cards;
Permit access to files that contain social security numbers to the general
public;
Communicate personal identifying information to the general public (such
as social security number, home address or telephone number,
personal email address, internet identification name or password,
parent’s surname or driver’s license number).
Access to identifying information is limited to those employees whose job
requires access.
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Unauthorized communication of employee personal information is unacceptable.
Employees who violate this policy may be subject to discipline. Any questions or
concerns should be referred to Human Resources.
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Appendix A – Name / ID Search Methods
Before you create a new record for a person or organization, all users must
conduct a thorough search to make sure the person or organization has not been
entered in the Banner database.
If insufficient information is received to make a thorough search, then the record
must be held in a PC database until clarification is received. Examples would be
a telephone message in which the name cannot be understood or lack of
information about possible previous names.
Search by Name
This type of search may be performed on any form with an ID/Name field. This
feature is not case sensitive.





Make sure the ID field is blank. From the toolbar select “Record / Clear” or
Shift/F4.
Tab to the name field and enter the partial name or the full name:
o Partial Name – Enter the first character(s) of the last name with the
wildcard %, a comma, and the first character(s) of the first name with
the wildcard %, and press enter. Spaces are optional. Examples:
 smith,j% will return all ID’s with the last name of “smith” and first
names starting with a “j”.
 mag%,p% will return all ID’s with last names starting with “mag”
and first names starting with “p”.
 m%vish will return all ID’s with the name beginning with “m” and
ending with “vish” and having anything in between.
o Full Name – Enter the last name, a comma, and the first name, and
press enter. Examples:
 smith,john will return all ID’s with the last name of “smith” and
first name of “john”.
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.
Refer to the “ID and Name Extended Search” section in this document for
more information.
Search by ID


Make sure the ID field is blank. From the toolbar select “Record / Clear” or
Shift/F4.
Enter a partial or full ID (or alternate ID) in the ID field without hyphens:
33
Banner Data Standards and Guidelines
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


o Partial ID – Enter a partial ID and the wildcard % for any number of
unspecified characters, and press enter. For example, 21% or %21 or
%21%.
o Full ID – Enter the full ID number and press enter.
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.
Refer to the “ID and Name Extended Search” section in this document for
more information.
Search Using a Specific Search Form
Person Search








From any form that has an ID field, click the search button (flashlight icon).
From the Option List select Person Search to access SOAIDEN.
Enter your query (using wildcard % if desired) and execute the query (F8).
To view more detailed information, highlight the ID. From the toolbar select
“Query / Count Hits” or Shift/F2 to access form SOAIDNS. This then shows
more detailed information associated with the chosen ID further confirming
the persons identity.
You may also change the query already showing in the form by clearing the
form (Shift F7), entering a new query, and executing the query (F8). You can
then arrow down or click on each name for further information.
SOAIDNS also has the Soundex Search available. To access Soundex
(Sounds Like) from the toolbar select “Options / Search Using Sounds Like”.
Enter the criteria and execute the query.
To access either the Soundex or the SOAIDNS form, a query must first be
entered in the main block of the form.
Highlight the desired entry and double click the ID to return the person.
Non-Person Search






From any form that has an ID field you can click the search button (flashlight
icon).
From the Option List select Non-Person Search to access SOACOMP.
Enter your query (using wildcard % if desired) and execute the query (F8).
This form is case sensitive.
To access Soundex (Sounds Like) from the toolbar select “Options / Search
Using Sounds Like”. Enter the criteria and execute the query.
To access either the Soundex or the SOACOMP form, a query must first be
entered in the main block of the form.
Highlight the desired entry and double click the ID to return the non-person.
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Alternate ID Search




From any form that has an ID field you can click the search button (flashlight
icon).
From the Option List select Alternate ID Search to access GUIALTI.
Enter your query (using wildcard % if desired) and execute the query (F8).
Highlight the desired entry and double click the ID to return the person / nonperson.
ID and Name Extended Search
When a search by name or ID has been performed and the Name and Extended
Search form is accessed use the following techniques to refine and narrow your
search:



The field next to the “Search Results” field shows the number of matches. To
select an ID from the matches in the Extended Search window do the
following steps:
o Pull down the list of matches in the “Search Results” field by using the
drop down arrow. Note: previous names and ID’s are indented under
the current name and ID.
o Scroll to the desired name and ID.
o Click the desired name and ID. The name and ID are returned to the
form.
To reduce your search in the Extended Search window do the following steps:
o Select the radio button for “Person”, “Non-person” or “Both”.
o Enter your search criteria in the fields in the “Reduce Search By”
window (one or all fields may be used and wildcards are permitted).
o Click the Search Button (flashlight icon) to execute the query. Use the
pull down list to view the search results.
To close the Extended Search box, click on the button with the red circle with
a slash or press Shift/F7 (rollback).
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Appendix B - Address Types
Code
Description
Explanation
AP
Vendor and Student
Refund – Check
Maintained by Purchasing, Advancement for Foundation vendors,
and Bursar for student refunds. Used to mail Purchase Orders
and Change Orders and also student refunds.
AR
Accounts Receivable
Maintained by Accounts Receivable. Created if the billing
address is different from the BI address. Used to mail invoices
and statements, primarily to third party contract entities.
BI
Billing
BU
Business
Maintained by Controller for third party billing. Use to mail
invoices and statements.
Maintained by Records and Registration, or MCC Foundation.
The address where a person works off campus. This address is
attached to a student or constituent, and is not the address of a
vendor or corporate entity.
CB
Chargeback
Maintained by Bursar. Created when Certificate of Residency
indicates an address different from Permanent.
MA
Mailing
Maintained by Records and Registration, Admissions, Human
Resources, or MCC Foundation. An address where person
wishes to receive mail. Created if different from Permanent.
MG
Matching Gift Office
NK
Next-of-Kin
NV
No Valid Address (NSC
Only)
N2
Next-of-Kin 2
PA
Parent
PO
PR
Vendor – Purchase
Order
Permanent
RH
SA
TE
Residence Hall
Seasonal
Temporary
W2
W2 Delivery Address
XX
Reserved for
TGRFEED only
Maintained by MCC Foundation. Address of Matching Gift Office
of Corporation.
Maintained by Admissions, or Records and Registration. Next-ofkin address created if different from Permanent.
The National Clearing House requires an address. This address
is used for any registered student who does not have a valid
address. Maintained by Records and Registration.
Maintained by Admissions, or Records and Registration.
Additional Next-of-kin address.
Parent Address of a Student. Updated by the Financial Aid
Office. Required by Banner for tape load processing.
Maintained by Purchasing. Used to mail Purchase Order and
Change Orders.
Maintained by Admissions, Records and Registration, Human
Resources, or MCC Foundation. Every non-vendor record should
have this address type. Primary mailing address for all
communication and legal documents.
Maintained by Residence Life.
Maintained by MCC Foundation.
Maintained by Admissions, Records and Registration, Human
Resources, or MCC Foundation. Used to indicate a seasonal or
temporary address.
Maintained by Payroll. Used if the employee address is greater
than 22 characters.
Required reserved code for TGRFEED.
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Banner Data Standards and Guidelines
Last Revised: 11/09/09
Appendix C - Phone Types
Code
Description
Address
Type
Explanation
AP
Vendor – Check
AP
AR
BI
BU
Accounts Receivable
Billing
Business
AR
BI
BU
CB
Chargeback (Bursar)
CB
CELL
FAX
MA
Cellular Phone
Fax Number
Mailing
MA
MG
Matching Gift Office
MG
NK
Next-of-Kin /
Guardian
NK
N2
Next-of-Kin /
Guardian
N2
PAGE
PA
Pager
Parent
PO
Vendor – Purchase
Order
Permanent
PO
Maintained by Purchasing and Advancement for
Foundation Vendors.
Maintained by Accounts Receivable.
Maintained by Controller for third-party billing.
Maintained by Records and Registration, or MCC
Foundation. The number where a person works off
campus. This number is attached to a student or
constituent, and is not the address of a vendor or
corporate entity.
Maintained by Bursar. Created when Certificate of
Residency indicates an address different from
Permanent.
Maintained by all offices
Maintained by all offices.
Maintained by Records and Registration,
Admissions, Human Resources, or MCC
Foundation. A local number or temporary number
created if different from Permanent.
Maintained by MCC Foundation. Number of
Matching Gift Office of Corporation.
Maintained by Admissions, Housing, or Records
and Registration. Next-of-kin number created if
different from Permanent.
Maintained by Admissions, Housing, or Records
and Registration. Additional Next-of-kin number
created if different from Permanent.
Maintained by all offices.
Maintained by Financial Aid. Number associated
with the Parent address.
Maintained by Purchasing.
RH
SA
SERV
Residence Hall
Seasonal
Admin. Assist. Or
Secretary
Service Phone
TE
Temporary
TE
TTY
Teletype
PR
RH
SA
SEC
PA
PR
Maintained by Admissions, Records and
Registration, Human Resources, or MCC
Foundation. Every non-vendor record should have
this number type.
Maintained by Residence Life.
Maintained by the MCC Foundation.
Maintained by the MCC Foundation.
Maintained by Purchasing and Accounts Payable
Office. Used to contact vendors for service or
product issues.
Maintained by Admissions, Records and
Registration, Human Resources, or MCC
Foundation. Used to indicate a seasonal or
temporary number.
Maintained by all offices.
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Banner Data Standards and Guidelines
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APPENDIX D – Summary of Address Input/Change
Entering Student Addresses for the First Time



Addresses are entered on SRAQUIK (for recruits) and SAAQUIK (for new admits).
No MCC residence hall addresses should be entered for a student (these addresses are
added by the Housing Office only).
All addresses must be entered in Data Standards format (see above).
Punctuation Rules:



Periods and hyphens are used in names.
Punctuation is never used in addresses.
Slashes and hyphens in addresses should be used only when necessary.
Abbreviated Address Designators:







Avenue
= Ave
Boulevard
= Blvd
Drive
= Dr
Road
= Rd
Street
= St
Town Line Rd = T L Rd
All other street designators must be spelled out
Only use the following address types:





PR - Permanent
MA - Mailing
NK - Next of Kin or Guardian
N2 - Next of Kin or Guardian
TE - Temporary
There must be a PR address. Do not assign multiple types to the same address.
*Note: The system will enter the current date as the Begin Date
Student Address Changes


Address changes are made on SPAIDEN.
Never type over a previous address unless correcting a minor error - use Record/Insert
for the new address.


The previous address must be “Inactivated” by clicking on that field.
Enter an End Date for the Address being closed.
o End date should equal the day before new address takes effect.
o New address will default to current date but may be overwritten if you have a different
documented date such as a blue card from the USPS.
o Note: Payroll checks may not print if the end date for the old address equals the start
date for the new address.
Enter the appropriate address type.
Enter the new street address, using Data Standards rules (above).


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Banner Data Standards and Guidelines
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

Enter the zip code and telephone.
Enter the source of the change – for deactivations with no new address enter the
source/reason on the old address – when there is a new address, enter the source on the
new address only.
Temporary Address Changes




Leave permanent address in place
Enter address type as TE
Enter the temporary address as a new address record, following the rules above for
adding a new address
Enter both “From and To Dates” for which the temporary address will be valid
Notes:



Do not add the same address to multiple address types except that occasionally vendors
(AP or PO) and matching gifts (MG) may duplicate other addresses. Use MA only when
there is a mailing address different than the permanent address.
Every record must have a PR type address, unless returned mail provides no
forwarding address.
Do not add notes in address fields describing an address and/or other problem.
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Banner Data Standards and Guidelines
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APPENDIX E – Naming Conventions
WebFOCUS Naming Conventions
Naming Conventions will be used for WebFOCUS reports developed by ETS Computing. A
combination of an eight character short name (all uppercase) followed by a descriptive name
(mixed case) will be used.
Position 1
Identifies the primary system
owning the report.
A Advancement
N Position Control
S Student
Position 2
F Finance
P HR / Payroll / Personnel
T Accounts Receivable
Advancement (A)
Identifies the module owning the A Alumni Activities
report.
C Campaign
D Designation
E Event Management
F Campaign
G Pledge / Gift / Payment
H Scholarships
N Annual Report
O Organization
P Constituent / Person
R Registration
S Special
T Telemarketing
U Utility
Finance (F)
Financial Aid (R)
B
C
F
H
J
O
P
R
S
Budgeting
Record Creation
Funds Management
History and Transcripts
Student Employment
Common Functions
Packaging & Disbursements
Requirements Tracking
Student System Shared Data
General (G)
A
B
C
F
G
Accounts Payable
Budget Development
Cost Accounting
Fixed Assets
General Ledger
L Letter Generation
S Security
X Cross Product
N
O
P
S
Endowment Management
Operations
Purchasing / Procurement
Stores Inventory
A Application
B Budget
C COBRA
D Benefit / Deductions
E Employee
H Time Reporting / History
Accounts Receivable
(T)
F Finance Accounts
Receivable
G General Accounts
Receivable
S Student Accounts
Receivable
O Overall
P General Person
X Tax Administration
Position 3
Always equal to “Z”. This
identifies the program as an
MCC report or process.
Position 4 to 8
Uniquely identifies the report or
process – any five characters or
numbers may be used.
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Banner Data Standards and Guidelines
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HR / Payroll / Personnel
(P)
Position Control (N)
G General
R Financial Aid
Student (S)
A Admissions
B Campus Center
C Registration and Records
D Budget Office
E EOP / C-Step
F Registration
G Graduation
H Health Services
I Faculty Load
J PSTF
K Career Center
L Location Management q
M Enrollment Management / CAPP
O Honors Program
P Person
Q Academic Departments
R Residence Life
S Student Support Services
T Bursar
V Counseling
Y Academic Services
Codes and Descriptions in Shared Tables
Naming conventions will be used any time many departments have their own
unique codes in a shared field, e.g. paragraphs for letters. To facilitate searches
that will isolate a department’s codes, a letter has been assigned to each
department or group of departments to use at the beginning of their codes (see
below). Departments may use the remaining characters in the code in any way
they wish.
In addition, a department may choose to begin their code descriptions with the
value assigned to their department in STVORIG. Departments must be sure to
avoid using the four characters assigned to another department in shared tables.
Naming conventions will be useful for quickflows, population selections, and
letters as well as shared tables.
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
R
S
T
U
V
W
Y
Z
Department/Group
Advancement
Campus Center
Counseling/Advising/Testing
Damon City Campus
EOP
Finance
Graduation/Acad Standing
Health Services
Institutional Research
PSTC
Career Center
Payroll
Admissions
Position Control
Purchasing
Human Resources
Student Services
Financial Aid
Records and Registration
Bursar
Housing
Administrative Services
Workforce Development
Academic Services
Academic Departments
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Banner Data Standards and Guidelines
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Appendix F: Identity Theft Prevention Program
PROGRAM ADOPTION
The Federal Trade Commission (FTC), under the authority granted by the Fair and Accurate
Credit Transaction Act of 2003 (FACTA), has issued a Red Flags Rule (16 CFR 681.2) requiring
that financial institutions and creditors develop Identity Theft Prevention Programs aimed at
recognizing and preventing activity related to identity theft. This Identity Theft Prevention
Program ("Program") was developed pursuant to a resolution adopted by the Monroe Community
College Board of Trustees on June 8, 2009 in order to comply with the Federal Trade
Commission's Red Flags Rule (16 CFR 681.2).
POLICY
The purpose of this Program is to prevent frauds committed by the misuse of identifying
information (i.e. identity theft). The Program aims to accomplish this goal by identifying accounts
maintained by MCC which may be susceptible to fraud (hereinafter "Covered Accounts"),
identifying possible indications of identity theft activity associated with those accounts (hereinafter
"Red Flags"), devising methods to detect such activity, and responding appropriately when such
activity is detected. This Program will include reasonable steps to prevent frauds perpetrated by
the misuse of identifying information including policies and procedures for:
1. Identifying "covered accounts"
2. Identifying relevant patterns, practices, and forms of activity within those accounts that
are “red flags” signaling possible identity theft
3. Detecting red flags
4. Responding appropriately to any red flags that are detected in order to prevent and
mitigate identity theft
5. Administering the program in a manner that ensures proper staff training, implementation,
oversight, and updating.
DEFINITIONS
Account:
A relationship established with an institution by a student, employee, or
other person to obtain educational or financial services.
Covered Account:
An account that permits multiple transactions or poses a reasonably
foreseeable risk of being used to promote an identity theft.
Responsible Staff:
Personnel who regularly work with Covered Accounts and are
responsible for performing the day-to-day application of the Program to a
specific Covered Account by detecting and responding to Red Flags.
Red Flag:
A pattern, practice, or specific activity that indicates the possible
existence of identity theft.
Response:
Action taken by Responsible Staff member(s) upon the detection of any
Red Flag to prevent and mitigate identity theft.
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Service Provider:
A contractor to the campus engaged to perform an activity in connection
with a Covered Account.
Identity Theft:
A fraud committed or attempted using the identifying information of
another person without authority.
COVERED ACCOUNTS
Two types of accounts must be monitored:
1. Accounts that are designed to permit multiple payments or transactions (i.e.
periodic crediting and debiting activity), such as Student Accounts, accounts
associated with student lending activity (Perkins, FFELP, PLUS), etc.
2. Accounts for which there is a reasonably foreseeable risk from identity theft such
as email accounts or Banner accounts.
RED FLAGS
Identify Red Flags - the following categories, while not all-inclusive, are considered Red Flags:

Alerts, notifications, or other warnings received from consumer reporting agencies or
service providers, such as a notice of credit freeze, fraud alert, or address discrepancy;

Presentation of suspicious documents or personal identifying information, such as
inconsistent address or name spelling, alterations, or a photo that does not appear to
match the student;

Unusual use of, or other suspicious activity related to, a Covered Account, such as a
suspicious address change request or the use of an account that is inconsistent with the
account history or the known attributes of the account holder;

Notice from students, faculty, staff, victims of identity theft, law enforcement authorities,
or other persons regarding possible identity theft or information security breach in
connection with Covered Accounts held by the campus. Such notice must be reported to
Public Safety
Detect Red Flags - the following categories, while not all-inclusive, are considered in the
detection of Red Flags:

Verifying identifying information upon opening accounts or authorizing access to
accounts;

Authenticating changes to identifying information (e.g. name and address changes); and

Monitoring account activity
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Banner Data Standards and Guidelines
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Respond to Red Flags - the following categories, while not all-inclusive, may be considered
appropriate responses to identified Red Flags:

Close monitoring of the account;

Contacting the student;

Changing access information such as passwords or security codes;

Freezing an account; or

Notifying Public Safety/law enforcement.
PROGRAM ADMINISTRATION AND OVERSIGHT
Program Administrator - The President has designated the Controller as Program Administrator to
oversee administration of this Program. The Program Administrator may designate additional
staff of the College to undertake responsibility for training personnel, monitoring service
providers, and updating the Program, all under the supervision of the Program Administrator.
Service Providers - The Program Administrator or designees shall review service provider
agreements and monitor service providers, where applicable, to ensure that such providers have
adequate identity theft prevention programs in place. When the Program Administrator
determines that a service provider is not adequately guarding against threats of identity theft,
he/she shall have the authority to take necessary corrective action, including termination of the
service provider's relationship with the College.
Training - The Program Administrator or designees shall identify and train responsible staff, as
necessary, to effectively implement and apply the Program. All College personnel are expected
to assist the Program Administrator in implementing and maintaining the Program. Employees
who work with Covered Accounts must be trained in the requirements of the Program. At least
one employee shall be directly responsible for detecting and responding to any Red Flags that
may arise in association with each Covered Account.
Evaluation - The Program Administrator shall annually evaluate the Program to determine
whether it is functioning adequately. This evaluation shall include: a case-by-case assessment of
incidents of identity theft or attempted identity theft that occurred during the previous academic
year; interviews with Responsible Staff; and a survey of all accounts maintained by the College to
identify any additional Covered Accounts. In response to this evaluation, the Program
Administrator shall recommend amendments to this Program for approval by the President.
Updating – Program will periodically be updated to respond to changing or emerging threats,
taking previous experiences with identity theft into consideration. MCC will periodically review all
accounts to determine if additional Covered Accounts exist.
Audits - From time to time, the College Controller, or other designated internal control officer, may
perform audits to determine if various segments of the College are in compliance with the
Program.
Recordkeeping - The Program Administrator shall maintain records relevant to the Program,
including: the Written Program; documentation on training; documentation on instances of identity
theft and attempted identity theft; contracts with service providers that perform activities related to
Covered Accounts; and updates to the Written Program.
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Banner Data Standards and Guidelines
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IDENTIFICATION OF Covered Accounts; Responsible Staff; Red
Flags; Responses
(1)
Covered Account:
Student Records
Responsible Staff:
Staff in: Admissions, Bursar’s, Records & Registration, Financial
Aid, Human Resources, Controller’s, Counseling & Advising,
PSTF, Public Safety
Red Flag 1:
Suspicious ID presented by a student who is trying to access or
alter account.
Response:
Deny access to account until the student's identity has been
established through acceptable means.
Red Flag 2:
A change of address (home or email) request occurs under
suspicious circumstances. Example – a student requests
change of address then requests a refund distribution.
Response:
Ask student to come in and personally verify address and any
suspicious usage activity.
Red Flag 3:
A change of name request occurs without appropriate
identification and/or documentation.
Response:
Deny name change request until student’s identity has been
established through acceptable means and/or appropriate
documentation is provided.
(2)
Covered Account:
Financial Aid Account
Responsible Staff:
Financial Aid Staff
Red Flag 1:
Department of Education selects student's FAFSA for
verification.
Response:
Collect supplemental information from student and resolve any
conflict between FAFSA and supplemental information provided
by student.
Red Flag 2:
Student submits multiple FAFSAs containing conflicting
information.
Response:
Contact student to resolve conflict and verify information.
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Banner Data Standards and Guidelines
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(3)
Covered Account:
Email Accounts
Responsible Staff:
ETS; Public Safety
Red Flag:
Notification from student or employee that email has been
accessed without authorization.
Response(s):
Freeze account; secure account. Report to Public Safety. Issue
new account if necessary.
(4)
Covered Account:
Banner Accounts
Responsible Staff:
ETS; Public Safety
Red Flag 1:
Notification from student or employee that Banner has been
accessed without authorization.
Response(s):
Freeze account; secure account. Report to Public Safety. Issue
new account if necessary.
Red Flag 2:
Multiple failed login attempts.
Response:
Account will be locked after five (5) failed login attempts.
Employee Password reset:
Internet Native Banner – ETS Computing will reset password if
employee provides proper identification in person. If sufficient
identification provided via telephone, ETS Computing will email
new password to employee.
Banner Self Service - ETS Help Desk will reset password if
employee provides proper identification in person. If sufficient
identification provided via telephone, ETS Help Desk will email
new password to employee.
Student Password reset:
Banner Self Service – Records & Registration will reset
password if student provides proper identification in person. If
sufficient identification provided via telephone, Records &
Registration will email new password to student.
(5)
Covered Account:
Deferred Tuition Payment Plan
Responsible Party:
Outsourced to third party service provider – Nelnet Business
Solutions.
Response:
Obtain/review Nelnet’s Identity Theft Prevention Program.
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Banner Data Standards and Guidelines
Last Revised: 11/09/09