Can affect downloaded data in Excel or data element. Name Standards Enter as appears on legal documents when possible.

Transcription

1 COLLEGE OF WILLIAM AND MARY Data Standards Document Summary January 2009 Person and Non-Person Data Standards Data Item Standard Information General Periods in abbreviations Avoid using. Only use to end sentences. Commas within a table value Avoid using. Can affect downloaded data in Excel or data element Name Fields (general) Name Standards Enter as appears on legal documents when possible. If preferred first name different from legal first name, use the preferred first name field. Middle names should be spelled out. Not all caps or all lower case. Typed in mixed (upper and lower) case format. Name Punctuation Hyphens may be used. Use for a hyphenated last name after marriage. Apostrophes may be used. As in O Conner, etc. International characters may be used. As in Peréz or Torréz or Tañgo Periods are NOT used. Single Character First Only enter middle initial, no period. Names should be entered without a period. (i.e. John R Smith or J F Kennedy Business Terms Prefixes/Suffixes Do NOT use commas or # (pound sign) Adhere to U.S. Postal Service Addressing Standards. The list to the right is not all inclusive. Please visit click on Postal Address Standards. Or go to the document: Do NOT use titles, prefixes and/or Suffixes in any name field. Co) Oracle restricts the use of the # in Banner. Admn - Administration Aux - Auxiliary Bur - Bureau Bus - Business Colg - College Co - Company Corp - Corporation Govt - Government Inc - Incorporated Univ - University Separate prefix and suffix fields are available for these data. (Dr, Mr, Mrs, III, Jr, etc., should NEVER be entered in name fields.) Spaces Length Multiple Names Enter name as shown, including spacing within names (such as Mc Donald or McDonald). Spaces ARE permitted between multiple names. Name fields are now 60 characters. In instances where there are two last names that are un-hyphenated e.g., Mary Creton Quinton, the College should request that the entity specify how the name combination should be entered. Initials, combinations of initials and names, or multiple names, spaces or hyphens are permitted between multiple names if field space is available. (i.e., Mary Ann, Bobby Joe, T Joseph Jones, Smith King & Jones Inc, J P Morgan & Co). Enter either as a middle name and last name combination or both names in the last name field. Data Standards Document Summary, version 3.0 1

2 Address Type Address Type Standards Governs what address types are maintained by the College. Street Address Standards Adhere to U.S. Postal Service Addressing Standards. Go to (Click on Postal Addressing Standards ) Clean Address Address Punctuation Address Symbols Secondary Address Unit Designators Typed in upper and lower case format i.e., not all caps or all lower letters. Banner allows three lines of street address information. Banner requires a street address in the first address line. For P. O. boxes, enter PO Box and the number, no space or periods between PO. NOTE: The last address line must be the delivery address. i.e. Line 1: 1379 NW Pine Line 2: PO Box 2351 Portland OR In Banner, a software product called Clean Address has been loaded that will validate addresses against the United States Postal Service. It will also format the address according to USPS standards. If an address is not recognized, a warning will be displayed to the user. Clean Address will change an address if the original has been changed within USPS. For example, rural route addresses have largely been converted to numbered street addresses. If you enter a rural route it may change to the new address on record. Use the Override Address Verification Checkbox in INB to disable the function. Clean Address checks the following addresses: MA, LC, IN, FW, RM, BU, TE, P1, P2, BR, BI. Hyphens, periods and slashes may be used here if needed for clarity or designated fractions. Do NOT use periods for standard abbreviations (St or Ave). Commas or apostrophes are NEVER used. International characters may be used in an address. However, Clean Address will remove it if not known by USPS. Symbols/phrases such as "%" (in care of) and "In Care of" should NOT be used. If the address is a multi-unit apartment or building, place the room, suite, or apartment number to the right of the street address on the first address line separated by a space. Mid Island PLZ 39.2 Rd 101 1/2 Main St Montgomery Ave Use "c/o" instead. Recommended abbreviations are: Apartment = Apt Space = Sp Room = Rm Floor = Fl Suite = Ste Department = Dpt Number = No Compass directions that are used to identify the geographic areas of a city are always abbreviated. East = E Northeast = NE North = N Southeast = SE West = W Northwest = NW South = S Southwest = SW All 3454 N Jones # SW Donner No Main St Apt Executive Dr Ste Central Pl Bldg Sylvan Blvd Rm 18 Data Standards Document Summary, version 3.0 2

3 Military Address Standards City State and Province County Codes Zip Codes Nation Codes International Addresses Must contain the APO or FPO designation along with a two character state abbreviation and the ZIP code or ZIP+4 code. The state abbreviations are AE for armed forces in Europe, the Middle East, Africa, and Canada; AP for the Pacific: and AA for the Americas excluding Canada. All information is typed in mixed case format, i.e., not all caps or all lower. Punctuation is NEVER used. State codes must be entered for all U.S. and Canadian (Province) addresses. The county code must be entered corresponding to the permanent address of all students. Banner will fill the county code with a default value derived from the ZIP code. Zip codes must be entered for all U.S. addresses. Even if the full nine digit ZIP code is available, 1. Only enter the first five digits first. 2. After the county has been entered automatically, enter a hyphen and the last four digits of the ZIP, when available. Enter a hyphen between the fifth and sixth digits. Required for all non-u.s. addresses. Do NOT enter a country code for U.S. addresses. If a country has a specific address format to follow, use the fields available to enter the address in that format, as close as possible to what is provided by the person/entity and according to the William & Mary data entry standards for special characters and abbreviations. Otherwise: Use all three-address lines if needed. Regions & Cities should be entered in the City field. State/Prov field should be blank, except for Canadian providences. Zip field should be blank. If a zip code is listed, it should be entered in the City field with the city name as provided EXCEPT for Canada. County field should be left blank. Nation field should be entered as the 2- letter code. Verify the correct Nation name is displayed. (See list of values for the field.) Example: Minot AFB ND Abbreviation for military bases: AFB - Air Force Base MCAS - Marine Corps Air Station NAS - Naval Air Station Canadian addresses must include the city in the City field and the Province in the State field. Two letter abbreviations. Check the defaulted county code is correct and corresponds to the permanent address provided or (if last 4 are provided) For Canadian addresses, enter the six-digit postal code with any letters in all caps/uppercase. Do NOT add spaces in Canadian zip codes. Example: T2T2Y5 or R2L1N4 AL1: Kashio-Cho AL2: Totsuk-Ku AL3: Yokahama-Shi City: Kangagawa 244 State: Blank Zip: Blank County: Blank Nation: JA (for Japan) OR AL1: Gonzaga-in-Florence AL2: Palazzo Antinori AL3: Piazza Antinore 3 City: Firenze State: Blank Zip: Blank County: Blank Nation: IT (for Italy) Data Standards Document Summary, version 3.0 3

4 Phone Type Area code Phone Number International Phone Numbers Extension Dates Tax Identification Number Standards Date of Birth Telephone Types The telephone type describes the type of telephone number entered. Enter 3-digit area code for all phone numbers. The Area code field expanded to 6 digits in Banner, version 8. Enter the seven-digit phone number WITHOUT the hyphen between the third and fourth digits. The Phone field expanded to 12 characters in Banner, version 8. Enter the entire phone number in the International Access Code field; including access code + country code + area code + phone number. If an extension number is provided, enter only the digits of the extension. Do not enter EXT or X into the extension field. Extension expanded to 10 characters in Banner, version 8. Date Standards All dates should be entered MM-DD-YY or MM- DD-YYYY format. Use hyphens (-) or slashes (/) to separate month, day, and year. The month (MM) must be 01 through 12. The day (DD) must be 01 through 31. The year may be entered either as the last two digits or all four digits of the year. It is safest to enter the year in the full four-digit form YYYY. NOTE: Certain forms require the DD-MON-YYYY Format Personal Information Social security numbers (SSN) and Federal Identification Numbers (FIN) must be entered for all employees of any type, students receiving financial aid and vendors. Enter the nine-digit number, omitting the hyphens. SSN/TIN field expanded to 15 characters in Banner, version 8; however, it will ONLY accept 9 characters. View/update access restricted based on business need. The date of birth is required for employees and students per format above. Example: or Example: January 17, 2000: enter as or and the date is converted to 17-Jan October 4, 2001: enter as 10/04/01 or 10/04/2001 and the date is converted to 04-Oct If the information is unavailable, leave blank. Do NOT enter or or any other type of holder number. When a date is required but none is available, use the holder date of February 2, 1693 ( or 02/02/1693) to allow processing to continue. Periodically, records containing this date will be identified and corrected. Citizen Type For reporting purposes use codes D, R, and Y to identify U.S. residents. Legacy Codes Legacy codes are used to identify a person s past legacy association or past family associations with the College. Marital Codes The valid codes for the various marital statuses. Religion Codes Codes associated with the religious affiliation identified by a person. Religion field is masked Data Standards Document Summary, version 3.0 4

5 Ethnic Codes Additional Identification for most users in Banner, version 8. Only designated individuals may view this information. This field must be entered for employees and students in order to fulfill reporting regulatory requirements. /Additional Identification This field is auto-populated with a WM address once person becomes a faculty, employee, student or affiliate at WM. This field is auto-populated with person s WMuserid when person becomes a faculty, employee, student or affiliate at WM. WMuserid@wm.edu format Data Standards Document Summary, version 3.0 5