Data Standards - North Orange County Community College District
Contents
1. TABLE OF CONTENTS I INTRODUCTION APRA tolto dett a asst aaa 3 TT DATA INTEGRITY M 3 PURPOSE ORMRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRERNNRRMERRMMRMMMMMMKNF7ENHIRBIBRRRRRRM ADMINISTRATIVE RESPONSIBIL ITY nn onanannnons ACCESS TO OFFICIAL COLLEGE RECORDS DATA CUSTODIANS dre Data Custodians Procedures INFORMATION USERS aeeen INFORMATION ACCESS aka N eeh Ee III GENERAL PERSON CRITERIA ssevevernrnevereenenesenernenenesneneneneseenenenenesnsnenesneneneneevevenenenennenenesenneneneneevenenesesnenenener 8 CLEAN ACCURATE RECORDS tette se 8 DATE STANDARDS cut tod 8 GENDER CODE PERSON IDENTIFICATION NUMBER SOCIAL SECURITY NUMBER AAA 9 VENDOR NONPERSON IDENTIFICATION NUMBER EEN 9 DATEOFBIRTH CITIZEN TYPE Guss MARITAL CODES LEGACY CODE ETHNIC CODES CONFIDENTIAL INFORMATION INDICATOR ENEE 12 VETERAN FILE NUMBER DECEASED INFORMATI ON erre net e dE 13 NAME AND ID CHANGES IV NAME STANDARDS LASTNAME oS Te FIRST NAME PERFERRED FIRST NAME eee ea ERU ER ROGER ROUES Sra EEEE Ensio 14 MIDDLE NAME ect ree Eee ence ee e RR ie Pee be NE e dean INDIVIDUAL PREFIX INDIVIDUAL SUFFIX NON PERSON NAME VENDOR 7 seen tentent nente tenente nete tentent tnnt tenente ee tentent 16 V ADDRESS STANDARDS 16 ADDRESS TYPES sunneste nese STREET STANDARDS CITY STANDARDS 00 iaa STATE amp PROVINCE STANDA2. DOMINICAN REPUBLIC ECUADOR EGYPT EL SALVADOR EQUATORIAL GUINEA ETHIOPIA FIJI FINLAND FRANCE GABON THE GAMBIA REPUBLIC OF GERMANY GHANA GREECE GRENADA 61 63 64 65 171 66 67 68 69 70 71 12 73 74 75 76 77 78 79 80 81 82 84 85 86 87 89 90 91 92 93 94 95 97 98 100 101 GUAM See State Codes GUATEMALA GUYANA HAITI HONDURAS HONG KONG HUNGARY ICELAND INDIA INDONESIA IRAN IRAQ IRELAND ISRAEL ITALY IVORY COAST JAMAICA JAPAN JORDAN KENYA KIRIBATI NORTH KOREA SOUTH KOREA KUWAIT LAOS LEBANON LESOTHO LIBERIA LIBYA LIECHTENSTEIN LUXEMBOURG MADAGASCAR MALAWI MALAYSIA MALDIVES MALI MALTA MAURITANIA MAURITIUS MEXICO MONACO MONGOLIA 32 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 154 123 124 125 126 127 128 129 130 131 132 133 134 135 MOROCCO MOZAMBIQUE NAURU NEPAL NETHERLANDS NEW ZEALAND NICARAGUA NIGER NIGERIA NORWAY OMAN PAKISTAN PANAMA PAPUA NEW GUINEA PARAGUAY PERU PHILIPPINES POLAND PORTUGAL QATAR ROMANIA RUSSIA RWANDA ST KITTS AND NEVIS SAINT LUCIA ST VINCENT AND GRENADINES SAN MARINO SAN TOME AND PRINCIPE SAUDI ARABIA SENEGAL SEYCHELLES SIERRA LEONE SINGAPORE SOLOMON ISLANDS SOMALIA 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 155 156 157 158 159 172 160 161 162 163 164
3. continued Shelter Island Heights Thousand Island Park Veterans Administration NORTH CAROLINA Black Mountain Sanatorium Gardner Webb College RDU International AMF Research Triangle Park Seymour Johnson A F B OHIO Colonial Flower Shop Lakeside Marblehead Washington Court House OREGON Mount Hood Parkdale PENNSYLVANIA Columbia Cross Roads Greater Pittsburg Airport Mount Pleasant Mills Pennsylvania Furnace Pocono Lake Preserve Veterans Administration Hosp TENNESSEE Naval Air Station Memphis TEXAS Big Bend National Park Wilford Hall U S A F Hosp VERMONT East Saint Johnsbury Hartland Four Corners Saint Johnsbury Center White River Junction Shelter Is Ht Shelter Is Park Veterans Admn Black Mn Sant Grnr Webb Col Rdu Intl AMF RTP SJAFB Colnl Flr Shp Lksid Marblhd Wshngtn Ct Hs Mt Hood Prkdl Columbia X Rd Gtr Pgh Arpt Mt Pleasant M Pa Furnace Pocono Lk Prs Veterans Adm Nas Memphis Bg Bnd Ntl Pk Hall Af Hosp E St Johnsbry Hartland 4 Cor St Jhnsbry Ct White Riv Jct 29 VIRGINIA Charlotte Court House Charlotte CH King and Queen Court King Queen House CH Natural Bridge Station Naturl Br Sta Naval Amphibious Station Nav Amph Base Naval Weapons Station Nav Wpns Sta Rappahannock Academy Raphanck Acad Virginia State College VA State Univ Washington Birthplace Washgtns Brhp WASHINGTON Fairchild Air Force Base FAFB As of 04 11 02 WASHINGTON co
4. 165 166 167 168 169 SOUTH AFRICA SPAIN SRI LANKA SUDAN SURINAM SWAZILAND SWEDEN SWITZERLAND SYRIA TANZANIA THAILAND TOGO TONGA TRINIDAD AND TOBAGO TUNISIA TURKEY TUVALU UGANDA UNITED ARAB EMIRATES UNITED KINGDOM UNITED STATES OF AMERICA UPPER VOLTA URUGUAY VATICAN CITY VANUATU VENEZUELA VIETNAM WESTERN SAMOA NORTH YEMEN SOUTH YEMEN YUGOSLAVIA ZAIRE ZAMBIA ZIMBABWE 33 APPENDIX F CONFIDENTIAL FLAG The Confidential Flag which is set on the PERS screen will be added by Student records or Human Resources and may be used by other offices such as Alumni A warning will appear on any field displaying the affected GID This Flag indicates that a person wants all or part of their record kept confidential that they want some or all of their information blocked from the Campus Directory and or wants some or all of their information to NOT be published in other document PRINT SCREEN 34 APPENDIX G COMMON FORMS Maintenance Form Considerations GUASYST The General Person System Information form shows all BANNER modules where data is entered on a specific GID This is helpful for tracking the progress of student applications or determining quickly what role an individual or entity plays at NOCCCD GUAIDEN The General Person Identification form shows all BANNER modules 35 APPENDIX H DUPLICATE RECORDS When duplicate records are found or suspected do a print scr
5. Montana MT Nebraeka ninri NE Nevada at iti NV New Brunswick NB Newfoundland NF New Hampshire essa NH New Jersey aside vo eso tss NJ New Mexico NM NeW Y OrK cueste rite tertiis NY North Carolina NC North Dakota ND Northwest Territories NT Nova Scott NS A ties Ter ess OH Oklahoma een OK Ontario ases ON O A easet denas OR Palau Islands PW Pennsylvania it PA Prince Edward Island PE Puerto Rico PR Quebec NTE QE Rhode Island RI Sagkatchewan SK South Carolma SC South Dakota SD Tennessee nnne TN Texas aite etie TX Trust Territories TT Uta iii UT a er ET VT A UU VA Virgin Islands ias VI Washington oooccooccccnonccnoncninanan nns WA West Virginia eese WV Wisconsin WI WYOBDE iii WY 3T APPENDIX E VD GO JD un R a haha Du E GO HA ra CH 170 36 107 37 38 39 41 42 43 44 46 47 48 49 50 51 52 53 54 55 57 58 FOREIGN NATION CODES AFGHANISTAN ALBANIA ALGERIA ANDORRA ANGOLA ANTIGUA AND BARUDA ARGENTINA AUSTRALIA AUSTRIA THE BAHAMAS BAHRAIN BANGLADESH BARBADOS BELGIUM BELIZE BENIN BERMUDA CONGO COOK ISLANDS New Zealand COSTA RICA CUBA CYPRUS CZECHOSLOVAKIA DENMARK DJIBOUTI DOMINICA
6. be accurate ACCESS TO OFFICIAL DISTRICT RECORDS The following outlines the requirements and limitations for college departments divisions to follow in obtaining permission for inquiry and update access to the District s official records Data security is everyone s responsibility and must be impressed upon all employees Access will be awarded only after appropriate tailored training is received Entries to Banner general entity person or non person tables affect the overall integrity of the database used by all Banner modules Failure to abide by the guidelines outlined in this manual for creating and maintaining general entity records will result in removal of access Employees are not to loan or share their access codes with anyone If it is found that access codes are being loaned or shared employees who are assigned access to records are subject to disciplinary action Departments divisions should take steps to ensure that they have an alternate person assigned as backup for each office function and that this individual has access to the system functions required to provide backup support Every department division will maintain a current list of primary and secondary users for the various module functions Departments divisions may request access authorization for an employee by completing and submitting a System Access Authorization Request electronically to the appropriate manager If a request is questioned or denied the marager
7. comma the pound sign and the percent sign 96 are never used Spaces are permitted between multiple names Example Mary Ann Bobby Jo INDIVIDUAL PREFIX Rev SUFFIX As of 04 11 02 15 NON PERSON NAME VENDOR All information is to be entered using upper and lower case letters Acronyms are an exception See the acronym section that follows Enter the vendor s name as supplied to you by the vendor Apostrophes may be used The period may be used Special Characters The comma the pound sign forward slash back slash V and the percent sign can never be used Hyphens may be used to separate double names Spaces are permitted if the legal spelling and format of the name includes spaces Acronyms Companies who are recognized by it s acronyms should be entered using it s acronym e g IBM AT amp T Use no spaces or punctuation between letters Acronyms that are not commonly recognized should not be entered into the corporate entity name The Ampersand amp can be used only when part of a formal name e g Baltimore amp Ohio Railroad use and in all other cases Abbreviations are allowed for Co Corp Ltd or Inc when used after the name of a corporate entity All other forms of abbreviations should not be used for the corporate entity name Government Offices State and County departments and agencies should be entered with the State or County as the vendor Each dep
8. create entities on the database can and will be monitored Users who repeatedly fail to follow this procedure may have their privileges revoked BEFORE CREATING RECORDS ONLINE SEARCHES Careful searching will prevent the creation of duplicate entities Special note for student searches It may be more effective to begin with a name search rather than relying on SSN prior Perm Number or systen generated ID s as a searching mechanism ID Search Select an Identification i e IDEN or VEND form in your module If ID is known enter in KEY BLOCK to see if a match is found Person Name Search Two search methods are available 1 If the ID is not known TAB to the field to the immediate right of the ID field which is the NAME field Here the user may enter as many characters of the last name as desired If the entire last name is not entered it must be ended with a percent symbol Pressing the ENTER key will open a SEARCH RESULTS window which will show a pull down and the number of records found which match the search criteria If the number of records found is greater than 25 the search should be narrowed by providing additional information in the Reduce Search By panel Here the user may indicate City State Zip Name Type SSN if not used as the record key Date of Birth and Gender partial criteria followed by is accepted After data is entered to reduce the search the SEARCH Flashlight icon can be pressed with th
9. of 04 11 02 17 Special Characters The period cannot be used when entering the number portion of an address The following is an example 39 2 Rd use 39 2 Rd Ampersand The symbol amp rather than spelling out and Symbols such as 96 in care of should not be used In Care Of should be written out Secondary Address Unit Designators If the address is multi unit apartment or building place the room suite or apartment number to the right of the street address If the secondary unit designator is not provided and only a pound sign along with the number is provided i e 3454 N Jones 4 Remove the and replace it with the abbreviation for number No NEVER use the sign UNIT DESIGNATORS ABBREVIATIONS Compass directions used to identify the geographic area of a city are always abbreviated DIRECTIONS ABBREVIATIONS Street Address and PO Box Non person BANNER address format allows three lines of street address information Three address lines cause a problem when printing one inchlabels If both the street address and PO Box number need to be maintained enter the street address on the first line and the PO Box number on the second address line Do not enter data into the second address line until data has been entered into the first address line Only use the first two lines As of 04 11 02 18 Permanent Address Mailing Address Dr John F Smith Dr John F Smith Dr John F Smith Evergreen B
10. will contact the requesting department division If a request is approved the manager will forward the request electronically to the Information Services Database Administrator DBA or designee Once access is approved by the DBA appropriate tailored training must be conducted and signed off on by the data custodian before access is granted to the production database Under no circumstances will access authorization be granted without approval of the department division head the module manager and the DBA or designee The Systems Access Authorization Request Form may be obtained from the Information Services Department or their manager As of 04 11 02 5 Update access provides both inquiry and update capability Update capability is generally limited to the offices directly responsible for the collection and management of the data Update access is available to administrators and users who have an authorized need to change institutional data in the routine performance of their job duties Each user of administrative information is assigned the appropriate combinations of inquiry only and update access to specific parts of the administrative information system The types of access are determined by the data custodians DATA CUSTODIANS A data custodian usually an administrator of a District college office or department may make data available to others within his or her purview for use and support of the unit s functions Before granting
11. CONV Computerized changes PERS Information given by the person POST Post Office Change Returns from US Postal Service As of 04 11 02 21 STFF Info provided by Staff Notification from a staff member Address is undeliverable Coded by appropriate staff World Wide Web Captured through Banner web for product VI TELEPHONE TYPES BI Billing Invoicing phone if different from business phone BU Business Primary phone for business or individual s business phone number CELL Cellular Phone Number Phone number for cellular phone EM Emergency Contact Phone number of person to contact in an emergency Local Campus Phone number to contact while attending school or working on campus Permanent Phone number of primary address of individual Fax Phone Number Facsimile phone number C 1 L P As of 04 11 02 22 VII APPENDIX A Record Creation Guidelines Banner entity records can be created on line thru several forms as well as resulting from batch electronic processes It is most critical that procedures be in place to ensure that the same person or organization does not exist more than one on the database Having a single entity on the database represented by more than one key record is a violation of data integrity and can lead to labor intensive procedures to merge duplicate entities and to maintain or discard the appropriate parts of the underlying records Adherence to these procedures by users authorized to
12. INE West Boothbay Harbor St Augstn Bch St Augstin S St Pete Bch Silver Spg Sh T Aan C Plz Univ Of W Fl Uinv Collect Warm Minl Spg W P Beach Worthngtn Spg AMF Centervl Gwnt Chectnut Mtn Gwinnett Cors Pine Mtn Valy Hi Natl Park Mtn Home AFB Natl Stock Yd Clvr Mil Acad Ft Harrison Grissom AFB St Mary Of Wd Cld Sp Hid Ht Mammoth Cave W Boothby Hbr 28 MARYLAND Aberdeen Proving Grounds Cockeysville Hunt Valley Dundalk Sparrows Point Farney Keedy Mem Home Lutherville Timonium MASSACHUSETTS Incoming Mail Ctr North Thos P Oniell Fed Bldg Village of Nagog Woods MICHIGAN Houghton Lake Height MINNESOTA Duluth Federal Prison Inver Grove Heights Marine on St Croix South International Falls MISSISSIPPI Stennis Space Center MONTANA White Sulpher Springs NEW JERSEY Cape May Court House Point Pleasant Beach NEW MEXICO High Rolls Mountain Park Holloman Air Force Base Santo Domingo Pueblo Truth or Consequences White Sands Missle Range NEW YORK Farmersville Station Port Jefferson Station As of 04 11 02 Aber Prov Grd Cocvle Ht Vly Dundalak Sp Pt Fhrny Kdy Mem Luthvle Timon IM C North Oniell Bldg Vlg Nagog Wds Hghtn Lk Hts Dith Fed Pris Inver Grove Marine S Intl Falls Sten Sp Ctr White Sulphur Cape May C H Pt Pleas Bch High Rls Mt P Holloman AFB St Dmng Pblo Truth Or Cons White Sands Farmersvl Sta Prt Jeff Sta NEW YORK
13. RDS Lnr reel 19 ZIP CODESTANDARDS United States andina En ERROR E M E EE ER a ac International Pin Numbers if NATION CODESTANDARDS nesen assist 20 MILITARYSTANDARDS Foreign Military Address ids United States Military Address eese te ns 21 Air Force Base A RENE DRE RE SR CB GE SE 21 ADDRESS CHANGES suisse ELE ia 21 VI TELEPHONE TYPES seseseseveeneseenenenesereeneneseneenenenesneneneneneeneneneneensnenesneneneneneevenenenenvenenesesneneneneeveneneneseeneneseenenene 22 VII APPENDICES esoesesesesneneneseeeseeneseeneneneseseeneneseseenenenesneneneneseeneneneseenenenesneneneneneenenenenenvenenesesneneneneevenenenenesnsnessenenene 23 As of 04 11 02 2 ELECTRONIC INFORMATION GUIDELINES I INTRODUCTION Banner is the name of the new integrated software purchased from SCT Corporation and tailored for NOCCCD It eventually will replace the overburdened and non integrated systems that the District has been using Banner offers the District a tremendous increase in the quantity and quality of information it can maintain as well as increased accessibility to that information enhanced data security and compatibility across functional areas of responsibility Banner is modular meaning that there are modules for different functional areas There is a Financial Aid module a Finance and Human Resources Payroll module Alumni module and a Student module There also is a General module t
14. access to data the data custodian shall be satisfied the protection requirements have been implemented and a need to know is clearly demonstrated By approving end user access to institutional data the data custodian consents to the use of this data within the normal business functions of administrative and academic offices Query inquiry access to institutional data will be broadly available throughout the institution Data custodians or designees are responsible for the accuracy and completeness of data files in their areas Misuse or inappropriate use by individuals will result in revocation of the user s access privileges Data custodians are also responsible for coordinating maintenance and control of the administrative information system s validation and rule tables and to confer with other data custodians on impending changes The validation and approval of software releases is the responsibility of Information Services These tables and processes define how business is conducted at NOCCCD Data Custodians Responsibility College College Servicos AE Ed General Applications Module Manager LS Financial Aid Coordinator Director Director Module of Fiscal Financial Aid Financial Aid Affairs Dean Student Services Student Director Executive Executive Module Fiscal Vice Vice Affairs President President A R Finance Director Director Director Administrative Coordinator Module Fiscal Budget and Budget and Sup
15. an Msn MOUNTAIN e Mtn MANOR ne adus Mnr HII ivt toon EEE HI ORCHARD eee Orch OVAL ui Oval PARK penere Park PASS Hr Pass PATH Path PIKE supper stasen Pike PIN Escocia add Pnes PARKK WAY coria Pky PU GAC Peer Pl PLAIN ca SE Pin PEAINES cusco ninas Plns PEAL AN Plz PON Pt NAAA A ES Prt PORTS a Ao ed Prt PRAIRIE t Pr RADIAL aria Radl RADIBL eege ee eer Rad RANGH a iii Rnch RANCHES Rnch Asof 04 11 02 RAPID aeter oc Rpds AA i Rdg ROAD ia ui em Rd REST dec cedat Eu Rst RIVER aiii Riv ROW dites n ere ie Row SHOAL RE EE Shl SHORES alias Shrs SPRING sv ES Spgs e EE Spur SQUARE osuna tie Sq STATION iaa Sta STAR Dina Start STRAVE sind Stra STREAM triti nettes Strm STREET scan litis St SUMMIT ii Smit TERRACE EE Ter TURNPIKE eerte estet Tpke TRACE tata dc Trce TRACK ere a Trak TRAFFICWAY ccssccesrceeeesees Trfy TRAILER adi Trlr TRE o Trl TUNNE E das Tunl UNION genee Un VALCE atadas Vly VIADUC eee Via VIEW SS Vw VILLAGE iii Vlg VILLE Sai VI VISTA ngs os ERU ERI d Vis WALK qu TN Walk hec Way WELLES aiii Wis AIN Xing 27 APPENDIX C ALASKA Denali National Park ARIZONA Marine Corps Air Station Pinnacle Peak Village ARKANSAS Hot Springs National Park Univ of Ark at Monticello CALIFORNIA California Hot Springs CITY ABBREVIATIONS Denali Park Mcas Pincle Pk Vilg Hot Springs Monticello Calif Hot Spg Commerce Contract Sta
16. artment or agency should be listed as a separate address sequence Example State of California Department of Revenue State of California would be entered as the vendor name Address 1 Department of Revenue Address 2 Department of Transportation Address 3 Department of Taxation V ADDRESS STANDARDS BANNER permits multiple addresses to be entered for a person or vendor These addresses can be of different types and can be by effective date The use of each address type must be strictly defined so that conflicts do not arise among the various functional areas admissions registration financial aid student billing As a user having permission to update address data one can update all address data Banner does not restrict address updates by functional area Therefore it is critical for the user to ensure that the most current appropriate address is available for all areas Procedures must be in place to ensure areas make address changes only under certain conditions based upon the classification of the person or vendor As of 04 11 02 16 In addition there are some restrictions in BANNER on how addresses can be used within each system Each module permits address hierarchy to be used when printing reports For instance when invoices are ran the system will first search for a billing address and than a permanent address type This allows for multiple locations for a single student ADDRESS TYPES Addresses are entered on the General Per
17. ber student ID number birth date previous names and any other information available For example William as well as Bill Lawrence as well as Larry The underscore _ key can be used to replace one character at a time For example to search for Anderson that may actually be AndersEn use Anders_n This will find both AndersOn and AndersEn records If a match is found 1 Highlight the line that matches and double click the left mouse button to return to the main screen 2 Check to be sure the data matches the data you have using NEXT BLOCK to display all records 1f there are multipk entries for address etc 3 Input new data according to guidelines in this manual and the needs of your particular functional module 4 Update correct any information such as PERS data that may be missing To create a record if no match is found 1 Try another version of the query if still no match return to main screen CANCEL QUERY and go to an IDEN screen to create the record As of 04 11 02 24 2 Click on the Generate ID icon The word GENERATED will appear in the ID field Click the mouse in name fields and type in name and press COMMIT create the record 3 Add the name in the upper and lower case letters using punctuation and spacing as appropriate If no first name is available foreign names put a dash in the first name field 4 Create address es in appropriate fields consult Quick Reference Section f
18. d by such agreed terms shall be governed by the guidelines set forth in this document These guidelines are to ensure database integrity and the goals of easy professional cost effective communication district wide e Avoiding creation of duplicate records for a single entity e Providing complete name address information in a timely manner with an audit trail of changes As of 04 11 02 3 e Using standard entry to facilitate consistent reports and searches e Sharing effective processing discoveries and problem resolution tasks with other team members Using Postal Services recommended mailing address setup and procedures and e Taking advantage of the database capabilities and workflow analysis ADMINISTRATIVE RESPONSIBILITY In accordance with the Family Education Rights and Privacy Act FERPA 1974 as amended and to ensure maximum safeguards against indiscriminate distribution of information contained in student s personal records of the NOCCCD only authorized District personnel will disclose information of a confidential nature that is information not normally available to the general public only to the students themselves or to a third party upon receipt of an original written release signed by the student concerned Certain exceptions to FERPA include authorized College personnel acting within the student s legitimate interest organizations conducting studies for educational and governmental agencies accrediting ag
19. e appropriate training manual Users will exercise due care in using the institution s electronic information systems both the central institutional database and all departmental systems to protect data files from unauthorized use disclosure alteration or destruction Each user is responsible for security privacy and control of his her own data Each user is responsible for all transactions occurring during the use of his her login and password As a reminder to all employees of the importance of data confidentiality and security as each new system access is requested the department division must have the employee temporary employee or student worker sign the confidentiality agreement that is on the System Access Authorization Request Form All employees who require access to online records must use a system access code defined specifically for the employee This will allow updates to be tracked to a specific user access code and specific person Any exceptions to the above guidelines must be requested in writing with justification and be approved by the data custodians As of 04 11 02 7 INFORMATION ACCESS Query Inquiry only access enables the user to view analyze and download but not change institutional data Once information is downloaded however data can but should not be altered in word processing documents or spreadsheets Downloaded information should be used and represented responsibly and accurately If any data is do
20. e into the CITY field In the State Field enter AE Europe Middle East Africa Canada ZIP 09nnn AP Pacific ZIP 96nnn AA The Americas excluding Canada ZIP 34nnn Example Alice VanFrogulemen HHB 6th Batallion 43rd Box 72 Air Defense Artillary CMR 417 As of 04 11 02 20 APO AE 09602 8802 United States Military Address Enter the APO or AFO code into the CITY field Enter the normal state code into the State field Example APO AA AE AP Nine Digit ZIP code FPO AA AE AP Nine Digit Zip code AE for mail going to EUROPE the MIDDLE EAST AFRICA and CANADA 090 thru 098 AP for mail destined to the Pacific 962 thru 966 AA for units in the AMERICAS other than CANADA 340 Example APO AE 09815 APO AA 34030 FPO AE 09508 FPO AP 96522 Air Force Base AFB Enter the City into the City Field followed by AFB all CAPS for Air Force Base EXAMPLE 5202A 2nd St Elmendorf AFB AK 99506 1207 Sample Address Data Entry Format Larry R Adams Larry R Adams 123 East Fir Street Apartment 6 123 E Fir St Apt 6 Lancaster CA 93536 Lancaster CA 93536 ADDRESS CHANGES Address changes are entered in the address information block on the General Person form SPAIDEN The source of the change can also be entered Sources for valid address change values are found in the table STVASRC The following procedures should be followed for address changes Diane to send changes to Sally ADDRESS CHANGE SOURCE TYPES
21. e left mouse button and the records found should display a lower number Whether or not additional criteria is provided pressing the pull down will display a list of the matching records The list will display CURRENT names as right justified and PREVIOUS names as indented Double clicking with the left As of 04 11 02 23 mouse button will select the desired record and place it in the key block of the IDEN form 2 Left clicking on the SEARCH flashlight icon of the IDEN or 222 VEND Form will display an Options List for a Person Search or Non Person Search Choose one by left clicking This will display either the SOAIDEN Person Search Form or SOACOMP Non Person Search Form Search criteria can be entered in any of the fields displayed with or without So wildcards If too many like records display the search may be refined by accessing the SOAIDNS Person Search Detail Form This form displays other data which may be used to differentiate between otherwise identical appearing records Type in the name to be searched using the wildcard to broaden the search Example record John Smith Query as Last Name Smith First Name J Note Some names have unique spellings Search on all possibilities by broadening the wildcard search or use the Soundex Search functions available on the Person Search Detail Form SOAIDNS When a list of possible names is retrieved for a person verify social security num
22. een of both records using GUASYST This screen lists what transactions are shown for each record Scripts will be ran which will determine all tables that are affected The record to be kept will need identified and the bad record will be flagged If there are financial transactions the record cannot be deleted The flagged record will be noted as Bad Record Do Not Use Each office that has transactions will then be contacted The information will need to be moved from the bad record to the good record 36
23. encies appropriate persons in case of health or safety emerge ncies agencies or office in connection with the student s applications for a receipt of financial aid governmental officials as identified by Public Law 93 380 and an appropriate official in response to a court order or subpoena Without a signed release the College can make only directory information available for public use in campus directories publicity of events honors and the like The following constitutes directory information Name Dates and Terms of Attendance Major Field of Study and Degrees and or Certificates Earned All levels of management shall ensure their areas of accountability each information system user know his her responsibilities Employees must adhere to any applicable Federal and State laws covering storage retention use release and destruction of data Electronic data is owned by the District and is a vital asset All institutional data whether maintained in the central database or copied into other data systems including microcomputers remains the property of the District Access to data is not approved for use outside an individual s official District responsibility Computerized institutional data shall be used only for the legitimate business of the District Institutional computing services and facilities shall be used only as required in the performance of job functions Supervising administrators shall ensure a secure office environmen
24. hat ties all of the functional modules together A person s ID number name address etc is contained within the General module and is shared by the other modules Banner is a collection of forms screens with imbedded instructions used to enter data modify data delete data and query data Banner simply provides the screens and programs necessary to manipulate data The data itself is stored in tables residing in an Oracle database It is a relational database meaning that tables are linked together by means of some internal identification number and therefore data redundancy is limited One table might have a student ID number and the course numbers that he she is enrolled in A separate table has the course numbers and the course descriptions The course numbers would link the two tables together providing a course description for the courses a student is enrolled in There are over 2 000 tables in the Banner system 11 DATA INTEGRITY PURPOSE These guidelines are being established to provide quality and consistency for data entry and conversion They also define the responsibilities of everyone accessing and managing the data and equipment Offices may have individual guidelines that supplement but do not supplant or contradict this statement Data entrusted to the District by other organizations e g Foundations and Governmental agencies is governed by terms and conditions agreed upon with those organizations Specific issues not governe
25. hoice of codes from the list provided X Decline to State All persons who overtly decline to identify themselves with any ethnic category Note The District has chosen to use the Chancellor s Reporting data elements defined for Student reporting recognizing that Human Resource Payroll reporting data elements differ from student data elements CONFIDENTIAL INFORMATION INDICATOR If a person wishes to have their information marked confidential this field is checked When the confidential field box is checked this denotes that the person does not want address and telephone number information released Checking this field is optional for students Employee s information is always confidential and the field always checked When information marked confidential no directory information is to be released If the Confidentiality indicator is set to N the directory information that will be released is limited to Name Affirmation of whether currently enrolled full time or part time dates and terms of attendance major field of study and degrees and or certificates earned A person s confidential request is entered on the General Person Form SPAPERS For more information see Confidential Flag located in the Appendix F VETERAN FILE NUMBER The Veteran File Number is used to maintain a person s veteran identification number A person s veteran file number is entered on the General Person form SPAPERS For the majority of people this
26. is their SSN This information is collected and maintained for students by the Financial Aid Office This information is not collected or maintained for employees by Human Resources at this time As of 04 11 02 12 DECEASED INFORMATION If a person is deceased this information is entered on the General Person form SPAPERS with their date of death This information will be entered for all employees students and applicants when available To denote that a person is deceased the field box is checked The date of death is then entered NAME AND ID CHANGES Name or ID changes are not permitted without documentation i e social security card for employee and or other legal documentation for students All persons employed by the District must change their name at the Office of Human Resources Name or ID changes will not be permitted via the Internet IV NAME STANDARDS Every identifier ID in Banner has a name associated with it The name is either the name of the person or the name of a non person Names are entered on the General Person form SPAIDEN The name for a person has six 6 separate parts These are Last Name First Name Middle Name Prefix Suffix Preferred First Name LAST NAME All information is to be entered using upper and lowercase letters 1 e not all caps or all lower case letters Enter the legal spelling and format of the last name using standard capitalization rules The last name is to be entered as p
27. l people of the Philippine Islands H Hispanic o O All persons having origins in any of the Mexican Chicano original people of Mexico IT rat people of Cental Amener o original people of Central America South America All persons having origins in any of the TT iela pope ol Sou Ameria oo HX Other All persons having origins in any of the il Latino Spanish original people of the Caribbean Islands or HS Origin Hispanic other persons of Spanish or Latino origin and not included in the above categories of Mexican Central American South American Cuban and Puerto Rican N American Indian or All persons having origins in any of the Alaskan Native original people of North America and who As of 04 11 02 11 maintain cultural identification through tribal affiliation or community recognition Other All persons who do not fall into one of the TI E uM ccc MEN Guamanian All persons having origins in any of the mo UE E ae uM NN o AEN original people of Hawaii PG PH PS PX D original people of Samoa Other Pacific All persons having origins in any of the Islander original people of Europe North America North Africa or the Middle East except those of Hispanic origin W White All persons having origins in any of the original people of Europe North America North Africa or the Middle East except those of Hispanic origin X Unknown Respondents not surveyed or who do not Non Responsive make a c
28. ntinued Spokane intl Airport Spkn Intl Apt Whidbey Island Naval Air NAS Whidbey WEST VIRGINIA Green Sulphur Springs Grn Sphr Spgs Newton D Baker Va Center VA Center Nutter Fort Stonewood Stonweood White Sulphur Springs Wht Sphr Spgs WISCONSIN Howards Grove Millersville Howards Grove WYOMING Yellowstone National Park Yelwstn NI Pk 30 APPENDIX D TWO LETTER STATE and POSSESSION ABBREVIATIONS Military APO AFO Americas AA Alberta natal RU AB Military APO AFO Europe Middle East Canada Africa AE Alabama s ecu AL Alaskan ien ee AK Military APO AFO Pacific AP American Samoa s AS hd ET EEN AR EISE AZ British Columbia oroornnnnnrorrer BC California zie CA Ve EE CO Connecticut sssi ie CT Canal Zone occoconnooconnnononcconannnanannns CZ Delaware sete coti tert DE District of Columbia DC Borda is eA NEN FL Federated Micronesia FM CIC OT eee GA A estis GU EE WEE HI Idaho een en ORE ID Illinois eeeeeeseHHIHHHL IL Indiana ceo tat te teh te IN VE IA A Seege KS Kentucky AAA roe orat ee KY A ERR LA Labradot 5 uta etie LB Maneras ME Manitoba uito ets MB Mariana Islands MP Marshall Islands MH Maryland 2252 9 2 oec MD Massachusetts MA Michigan ansiado MI Minnesota MN MISSISSIDDL gege enee MS Missouri e cene MO
29. nto the Nation field For additional information please refer to Appendix C STATE amp PROVINCE STANDARDS State codes MUST be entered for all U S and Canadian addresses Refer to Appendix D for the appropriate U S states and Canadian provinces codes ZIP CODE STANDARDS Zip codes MUST be entered for all U S and Canadian addresses As of 04 11 02 19 United States Enter the five 5 digit zip code A Hyphen must be used when the entire nine 9 digit zip code is available If the last four digits are unavailable enter the first five digits without the hyphen Example 97203 97203 5798 Canadian Enter the six character zip code Do not add spaces or hyphens in Canadian zip codes Example T2T2Y5 R2L1N4 International Pin Numbers Enter the six digit international pin number without hyphens to the right of the city on the second address line Do NOT enter the PIN number in the zip code field In the event the PIN number will not fit to the right of the city because of space enter the city on the third address line and enter the PIN number in the city line Example Petko Metodiev Kitano PO Box 140 Balgoevgrad Hyderab 2700 Bulgaria NATION CODE STANDARDS A NATION code is required for all non U S addresses and for campus addresses Do NOT enter a NATION code for U S addresses A complete listing of Nations can be found in the Appendix E MILITARY STANDARDS Foreign Military Address Enter the APO or AFO cod
30. numbers will be captured as an information item and can be used as search criteria Social Security number validation procedures will be established to fulfill legal requirements Prior to making changes to the SSN field the change must be validated by comparison to appropriate documentation VENDOR NONPERSON IDENTIFICATION NUMBER Vendors will be assigned a system generated ID In addition either the Federal Identification Number FIN or the SSN will be used as alternate search criteria SSN s will be used in the case where there is no Federal Identification Number These fields should not be left blank nor should they be zero filled or filled with repeating characters DATE OF BIRTH The Date of Birth DOB is required for all employees and students It is entered on the General Person form SPAPERS As of 04 11 02 9 CITIZEN TYPE Citizen type is required for all students and employees A person s citizenship is entered on the General Person form SPAPERS Valid values are found in the validation table STVCITZ Unknown Status Unknown Uncollected Permanent Resident Person in possession of a valid permanent resident card 3 Temporary Resident Refer to MIS standards 1 2 3 Refugee Asylee A person who is not a citizen or national of the US and who is in this country on a temporary basis Student Visa F 1 or M 1 visa Other A person who is not classified in another category MARITAL CODES A person s martial sta
31. or recommended abbreviations 5 Abbreviate when space limitations require it Add information to PERS screen for person records BEFORE CREATING RECORDS FROM OFF LINE SOURCES Transactions creating new person and organization records in the database from external sources such as tape loads FTP imports and World Wide Web must be reviewed before they can be established in the production environment Chapter 11 of the Banner2000 Student System User s Manual outlines the setting up of the rules and edits that control these processes as well as giving specific procedures for the importing of new applications established by Banner Web for Students These rules and procedures must be carefully reviewed in order to prevent the inadvertent creation of duplicate entity records in the system BEFORE ACCEPTING RECORDS RECEIVED VIA WWW Please refer to the Banner2000 Student System User s Manual Chapter 11 Receiving and Processing Electronic Applications As of 04 11 02 25 APPENDIX B ABBREVIATIONS for STREET DESIGNATOR ALLEE in Aly ALLEY A n e Aly ANNEX viii isis Anx ARCADE estan RA Arc AVENUE 5 nbn i n Ave BAY OQ ic ls Byu BAYOU vecina ridad Byu BEACH suman Bch BEND Lae Bnd lo nea Bg BEUBE S unes ades BIf BLY Dice Gustine dede Blvd BOTTOM id Btm BOULEVARD usais Blvd BRANCH AR Br BRIDGE tenu te atin its Brg BROOK arde Brk BURG EE Bg SR enen Eege e Byp BYU sy piken Byu CAMP vase Cp CAN YO ME Cyn CAPE as
32. port Administrative Affairs Finance Finance Manager Services Human Director Vice Vice Dean Student Resources Personnel President President Services Module Operations As of 04 11 02 6 Data Custodians Procedures The following conventions govern which office makes changes to recipient records in the integrated administrative information system called BANNER If the PERSON is An Employee Faculty Human Resources makes payroll changes Other changes An Employment Applicant Human Resources makes the payroll Administrative Academic change Other changes Student FA A Student and not an employee Admissions and Records office makes the change A Student Applicant not a Student Admissions and Records makes the or Employee change A Vendor not an Employee and not Purchasing or Accounts Payable a Student makes the change A Student and or an employee and If the person is an employee lor a financial aid Recipient and or changes must be requested in person a Vendor at Payroll Human Resources All other changes are sent on forms to Admissions amp Records for filing A Graduated Student of the District not a vendor and or Student Alumni makes the change Applicant having obtained a degree INFORMATION USERS Users are responsible for understanding all data elements that are part of the General Entity record If a person does not understand the meaning of a data element he she should consult online help or th
33. ranslates to 21 AUG 2000 082135 translates to 21 AUG 2035 082150 translates to 21 AUG 1950 082175 translates to 21 AUG 1975 If you are entering the date 08 21 35 and you mean August 21 1935 you must enter the digits for the year 08 21 1935 As of 04 11 02 When a Date is Not Available When a date is required but none is available the holder code date 01 01 3000 is used Periodically records containing this date will be identified and corrected GENDER CODE A gender code is entered in the General Person table SPAPERS as male female or not available A male person man or boy A female person woman or girl Non Responsive if the gender cannot be determined by the name Oe Chris Pat Terry etc Unknown Use when the gender information is not available or Note All employees MUST be classified as male or female X is not an allowed entry in BANNER for an employee The use of X must be minimized in student records as well additional research must be made to determine the gender code PERSON IDENTIFICATION NUMBER A nine character identifier ID is used to access a person s information in Banner All new person records will be assigned a system generated identification number Procedures for adding new entities to the system are outlined in Appendix A System generated identifiers ID are in the form of 209999999 Where 9 represents any digit The sign is a District wide defined value Social security
34. rd cos Cpe CAUSEWAY e Cswy CENTER ritos dao Ctr REE Cir CRCP E usina tits Cir RE vene Clb CIE DE veta Clfs CLUB iia ai Clb EMP dias Cp ENTER ato Ctr CNY IN usada Cyn CORNER d detal Cor CORNERS sea Cors COURSE ueteri cian Crse COURT anae a Ct COVE geed Cv COVES EE Cv CIRCLE o desi Cir INLET i ninas Inlt ISLAND crisis aa Is ISLANDS et get Iss JUNCTION otras Jct KEY esa Ky As of 04 11 02 CRESCENT inserire Cres CREEK eet EN Crk CROSSING oisein Xing CROSSWAY uvrsstespessvasevanstantssnr Cswy DALE DI DAM da Dm DIVIDE urnas Dv DRIVE csi Dr ESTATE ais Est EXPRESSWAY AA Expy EXTENSION cias Ext A ere Fall A So etad eas Fls FERRY ude Fry A e D Fld BIBIZDS sed Flds PT iu args ES Fl A A er eee Creer ie Fit FOR Dosis larisa Frd FORDS Lue Frd FOREST uses Frst FORGE eet Ee Frg FORK orrelan nan nie Frk NS E Ft PERD A s Eve R Frd FREEWAY sais Fwy e RA EE Frst PRY EE Fry eg GE Ft GARDEN nicin oianetan Gdns GATEWAY steere Gtwy GEEN satset Gin GREEN seede Grn GROVE ss eege Grv HARBOR as Hbr HAVEN susana diia Hvn HEIGHT espen Hts HIGHWAY anta Hwy E EE HI LEE Holw KEYS esito ci tandas Ky KNOL E sii sies Knls KNOLLS nd entere is Knls P dlc Lk HE Lks 26 LANE SM Ln EANES Acetate otii tatis Ln E LE E KEE Let ITER KEE Let LOAF EE Lf EOGUK orcas Lcks EUA tolsencaticucsees Lcks EOPGE ice nas audi Ldg EOOP ses Loop MALE se Mall MAJOR dis ion Mjr MEADOW EE Mdw A A tette cts MI MISSION e ah hunan
35. resented following the following guidelines Hyphens may be used to separate double last names sometimes used in ethnic names or by persons who wish to utilize their maiden and married names i e Cooper Smith However if there are two last names not hyphenated e g Monica Lou Creton Quinton Monica would be input as the first name Lou would be input as the Middle Name and Creton Quinton with no hyphen would be input as the Last Name The period is not used Not even in an abbreviation in a person s name If a person s last name has a period in it such as St John you omit the period and put a space there St John would be input as St John St Thomas would be input as St Thomas Apostrophes may be used in such names as O Leary O Connor etc As of 04 11 02 13 Special Characters The comma the pound sign and the percent sign 96 are never used Do NOT use prefixes and suffixes in the last name field Examples Dr Mr Ms III Jr M D etc should never be used in the last name field Note When a new person is being entered and the new person has a previous name that is deemed necessary to be registered enter the former name FIRST and immediately correct it LEGAL FIRST NAME All information is typed in upper lower case format i e not all caps or all lower case Always enter the legal first name even if they prefer to use the initial of their first name and prefer their middle name Special Charac
36. son Form in the Address Information Block on SPAIDEN For additional information on address standards required by the U S Postal Service check their web site at http www usps gov nesc pubs You will find the web site to be a valuable resource Multiple addresses can be entered for a person or vendor by using different address types Address standards have been established cooperatively so that address types are used consistently Use the appropriate address type code from the STVATYP table as recreated below NOTE There are system required address types that will not be used by NOCCCD The description of these address types will bear the words NOT USED AT NOCCCD PERSON ADDRESS TYPES CODE DESCRIPTION EXPLANATION Confidential California Confidential Address Program SB489 County Payroll HR use only PA local and campus address m me mue oooO m rms rima a orina Address used for mailing checks For a District location or Campus address enter the building department etc in the Street field ex Admission and Records etc Location in the City field ex Cypress District etc do not enter anything in the State and Zip fields and enter 157 USA into the Nation Field NON PERSON ADDRESS STANDARDS Address where the business is located Address used for mailing checks Address for business correspondence STREET STANDARDS All information is typed in upper lower case format i e not all caps or all lower As
37. t with regard to all institutional information systems Administrators shall validate the access requirements of their staff according to job functions before submitting requests for the provision of access Under no circumstances shall anyone use institutional electronic data in detail or summary in any publication seminar or professional presentation or otherwise release data in any form outside the District without prior written approval from appropriate security officer Data should never be left on any system to which access is not controlled As a general principle of access District data regardless of who collects or maintains it shall be shared among those employees whose work can be done more effectively by As of 04 11 02 4 knowledge of such information Although the District must protect the security and confidentiality of data the procedures to allow access to data must not unduly interfere with the efficient conduct of District business All information systems owned by the District shall be constructed to assure that 1 Accuracy and completeness of all system contents are maintained during storage and processing 2 System capabilities can be re established within an appropriate time after loss or damage by accident malfunction breach of security or natural disaster 3 Actual or attempted breaches of security can be detected promptly and controlled All who use institutional data have the right to expect the data to
38. ters The comma the pound sign and the percent sign 96 are never used Hyphens may be used Apostrophes may be used Spaces are permitted for double names i e Mary Ann Bobby Joe The period is used after a single character initial in the first name field only when all that is available is an initial Single Character First Names should be entered with a period In those cases where a single character is designated as first name place the single character in the first name field followed by a period Do NOT use titles prefixes and suffixes in the first name field Examples Dr Mr Mrs should never be used in the first name field PREFERRED FIRST NAME See standards for Legal First Name MIDDLE NAME All information is typed in upper lower case format i e not all caps or all lower case letters Enter the entire middle name if available for identification purposes Hyphens may be used to separate double names As of 04 11 02 14 Apostrophes may be used The period is not used in the middle name field The system will generate the period after the middle initial If you enter a period after an initial it will cause the period to duplicate 1 e Jack R Smith Exception to Use of the Period Person name is John A H Smitha period is entered after the single character first initial in the middle name field but not after the second single character Last Smith First John Mid A H Special Characters The
39. tion Cmrc Cntr Sta El Toro Marine Corps Air Sta El Toro Mcas Kings Canyon National Pk La Canada Flintridge Lemoore Naval Air Station Palos Verdes Estates Palso Verdes Peninsula Rancho Santa Margarita Rolling Hills Estates Sequoia National Park Yosemite National Park COLORADO Mesa Verde National Park United States Air Force ACAD DELAWARE Dover Air Force Base FLORIDA Kennedy Space Center Lauderdale by the Sea Mayport Naval Station Naval Air Station Unit 2 Naval Coastal Systems Lab Naval Training Center Recruit Training Command As of 04 11 02 Kenp La Canada Flt Lemoore Nas Pls Vrds Est Pls Vrds Pnsl Rcho Sta Marg Ring His Est Seq Natl Pk Yosemite Ntpk Mesa Verde Air Force Dover AFB Kennedy Sp Ct Laud By Sea NS Mayport Naval Air Sta NCSC Lab Naval Tng Ctr Rec Tng Comm FLORIDA continued Saint Augustine Beach Saint Augustine South Saint Petersburg Beach Silver Spring Shores Town and Country Plaza Univ of West Florida College Collection Warm Mineral Springs West Panama City Beach Worthington Springs GEORGIA Airport Mail Facility Centerville Gwinnett Chestnut Mountain Gwinnett Mall Corners Pine Mountain Valley HAWAII Hawaii National Park IDAHO Mountain Home A FB ILLINOIS National Stock Yards INDIANA Culver Military Academy Fort Benjamin Harrison Grissom Air Force Base Saint Mary of the Woods KENTUCKY Cold Sprgs Highland Hts Mammoth Cave National Park MA
40. tus is entered on the General Person s form SPAPERS When needed the following codes apply Valid values are found in the validation table STVMRTL D Divored Once married but now legally divorced ES Ww Widowed Legally mamied and spouse is deceased LEGACY CODE A Legacy Code identifies a relative or friend with whom NOCCCD had or has a relationship NOCCCD does not intend to use this field As of 04 11 02 10 ETHNIC CODES NOCCCD s procedures require the ethnic code be entered for all students and employees A person s ethnicity is entered on the General Person form SPAPERS Valid values are found in the validation table STVETHN A Am EVA AC Chinese All persons having origins in any of the PU Rum ongmipepes Ching AI Asian Indian All persons having origins in any of the original people of Asia not included in the P1 y above Asian categories AJ Japanese All persons having origins in any of the ZU Le o a original people of Korea original people of Laos AM Cambodian All persons having origins in any of the IN APA AV Vietnamese All persons having origins in any of the FE original people of Vietnam AX Other Asian All persons having origins in any of the original people of Asia not included in the above Asian categories African American All persons having origins in any of the black racial groups of Africa except those of i Hispanic origin All persons having origins in any of the origina
41. uilding Evergreen Building PO Box 2351 1379 Del Monte Ave 1379 Del Monte Ave Lancaster CA 93536 PO Box 2351 Lancaster CA 93536 Lancaster CA 93536 Note Mail is delivered to the address immediately above the City State and Zip Code line Dual Address Examples Mail will be delivered to Mr John Smith 100 Major St PO Box 200 Morgan St PO Box 200 Morgan St New York NY 10001 New York NY 10001 Mr John Smith PO Box 200 Morgan Station 100 Major St 100 Major St New York NY 10001 New York NY 10001 For additional information please refer to Street Address Abbreviations in Appendix B CITY STANDARDS All information is typed in upper lower case format i e not all caps or all lower Do not abbreviate unless limited by space A sample of city abbreviations follows For additional examples refer to the U S Postal Address Standards If you are in doubt about an abbreviation spell out rather than use an abbreviation Punctuation characters the pound sign f the asterisk and the percent sign are never used Do NOT enter Canadian Provinces into the City Field Canadian Provinces are Alberta British Columbia Labrador Manitoba New Brunswick New Foundland Northwest Territories Nova Scotia Ontario Prince Edward Island Quebec Saskatchewan and Yukon have their own code for entry into the State Field Note Canadian addresses must include the city in the City Field and the Province in the State Field Enter 27 Canada i
42. wnloaded and reports generated they need to be labeled unofficial The pound sign and percent sign are NOT to be used in any data field These characters are reserved for technical purposes Abbreviations are often used when entering data If you are in doubt about an abbreviation first check the approved list The approved list can be found in the appendices of this document If you do not locate an abbreviation spell the word out rather than abbreviate III GENERAL PERSON CRITERIA Changes to an employee student or vendor record will not be made without proper documentation and approval from the appropriate Data Custodian or designee CLEAN ACCURATE RECORDS Search First before a new record is created for a person or organization Conduct an ID and name search as specified in Appendix A to make sure the person or organization hasn t already been entered in the BANNER database All offices must conduct a thorough search to prevent entering a duplicate record DATE STANDARDS Banner accepts dates entered in these ways MM DD YY or MM DD YYYY 08 21 00 or 08 21 2000 MMDDYY or MMDDY Y Y Y 082100 or 08212000 DD MMM YY or DD MMM Y Y YY 21 AUG 00 or 21 AUG 2000 Banner will always display the date as DD MMM YY no matter how it is entered CENTURY CONSIDERATIONS When you enter a two digit year in Banner it assumes anything from 00 to 49 is in the 2000 range and anything from 50 to 99 is in the 1900 range 082100 t
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