Data Standards & Integrity Committee

CATT Center Conference Room Building 10

Meeting Minutes

Meeting called to order on July 1, 2004 at 10:07 a.m. by Chairperson Cathy Sarrazin.

Members in attendance:

I.   Review Minutes

·   The minutes of the previous meeting were reviewed and approved on motion of Dr. Jeffery Smith.

II.   Upper / Lower case rule.

·   Chairperson Cathy Sarrazin recommended that the pervious resolution regarding the application of Upper and Lower Case text needs clarify the proper case for codes.

·   The committee accepted the amended motion to state, “All descriptions will use upper and lower case format, codes may use upper case letters.”

III.   General Person subcommittee Report

·   The committee on General Person Naming reported through Peggy Griffin a series of data standards that were reviewed and discussed by the membership.

·   On motion of Judy Terrell, General Person data standards 1- 5 were accepted the following resolutions as reported by the committee. Review of the remaining standards listed in the report was tabled until additional information is available to the subcommittee.

·   Judy Terrell requested that a team evaluate the current database and make correction on the names that do not meet standards recommended by this committee. It was also requested that all applications be revised to match the data standards used in Banner. Both Judy Terrell and Maria Cisneros volunteered to coordinate a team to evaluate these issues.

IV.   Subcommittee Status Reports

·   The Address committee is planning to meet with agency representatives currently using Banner before continuing with their deliberation.

·   The Report Codes committee is researching several issues and is in the process of developing a rough draft.

·   The Instructional Codes committee is having trouble in scheduling meetings with all members.

V.   Announcements

·   Meeting Schedule

·   Work Group Reporting Schedule

VI.   Resolutions

·   The committee accepted the amended motion to state, “All descriptions will use upper and lower case format, and all codes will use upper case letters.”

·   The Data Standards and Integrity committee accepts the following data standards on recommendation from the General Person subcommittee.

1.   Last Names

a.   All information is to be entered using mixed case (standard combination of upper and lower case letters).

b.   The legal spelling and format of the last name as supplied by the person will be used to enter the data.

c.   Spaces should be avoided within the last name, whenever removal of a space does not significantly change the name. (I.e. Mc Donald changed to McDonald) Spaces are permitted if the name would be significantly changed if spaces were removed. (I.e. Del la Rosa)

d.   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). However, if there are two last names that are not hyphenated (e.g. Monica Lou Creton Quinton), Monica would be input at the first name, Lou would be input as the middle name and Creton Quinton would be input as the last name.

2.   First Names

a.   All information is to be entered using mixed case (standard combination of upper and lower case letters).

b.   The legal spelling and format of the first name as supplied by the person will be used to enter the data.

c.   If no first name exists, put a period in this space.

d.   The preferred first name will be entered in the Preferred First Name field.

e.   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.

f.   Hyphens MAY be used to separate double first names.

g.   Spaces are permitted if the legal spelling and format of the name includes spaces (e.g. Mary Ann, Bobby Joe).

3.   Middle Names

a.   All information is to be entered using mixed case (standard combination of upper and lower case letters).

b.   The legal middle name or middle initial as supplied by the person will be used to enter the data.

c.   A period will be used after the middle initial, if applicable.

d.   If no middle name exists, the field will be left blank.

e.   Hyphens may be used to separate double middle names.

f.   Spaces are permitted if the legal spelling and format of the name includes spaces.

4.   Prefixes

a.   Prefixes will not be required for data entry.

b.   If utilized, prefixes are to be entered using mixed case (standard combination of upper and lower case letters).

c.   The name’s prefix will be entered in the prefix field only.

d.   Prefixed will use the following standard abbreviations.

5.  

6.   Suffixes

a.   All suffix codes are to be entered using mixed case (standard combination of upper and lower case letters).

b.   The name’s suffix will be entered in the suffix field only.

c.   The suffix field is not included on printed payroll checks and tax reports.

d.   Suffixes will use the following standard abbreviations.

Meeting adjourned at 11:15 a.m.

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