Data Standards & Integrity Committee

CATT Center Conference Room Building 10

Meeting Minutes

Meeting called to order on July 8, 2004 at 10:05 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 Tina Hunter.

II.   General Person Names Subcommittee Report

·   Chairperson Cathy Sarrazin identified conflicting language in the pervious resolution regarding Naming Standards. Them membership reviewed and discussed Name Standards 1c, 4b, and 5c.

·   The committee accepted the amended on motion of Iva Bergeron to strike 4b and 5c.

·   Iva Bergeron requested the committee consider a resolution to update the current application to conform to the new data standard. The committee agreed that the question be laid on the table.

III.   Address Subcommittee report

·   Marty Straub gave an update on the progress of the committee on Address format. The members are taking into consideration that the applicant’s physical address should be used in the permanent field, standard postal abbreviation for states be used and zip codes use the 4-digit extension. The address field in Banner is limited to 3 lines of text; each line is 30 characters long. The committee is still discussing the use of abbreviation and is planning to meet with representatives from SCT, Xavier University, and Baton Rouge Community College. The committee will present a report at the next regular meeting.

·   Kirk Simoneaux requested that the committee also consider the format to be used for post office boxes.

IV.   Report Codes Subcommittee report

·   The committee on Report Codes reported through Tina Hunter a series of data standards that were reviewed and discussed by the membership.

·   On motion of Debbie Bridges, Report Codes 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.

·   The committee recommends that an error report should be generated for the Offices of Admissions and Human Resources to review and update records with accurate information.

V.   Data Standards Document format

·   Committee reports have been compressed into table format in order to conserve available  resources.

VI.   Announcements

·   There is a special meeting scheduled with SCT representative, Kathy Singer on July 13, 2004. Memberships are invited to submit question and concerns to the Chairperson of their Work Group so that these issues can be included in the agenda.

·   Banner has been installed and we will soon be able to observe overall function and format. Identification numbers will be randomly assigned by Banner software.

VII.   Resolutions

·   The committee accepted these amendments to the General Person Naming Standards to state:

General Person Naming Standards

2. First Names

c. If no first name exists, put a period in this space and list the name given in the Last Name field.

3. Prefixes

a.   Prefixes will not be required for data entry.

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

c.   Prefixed will use the following standard abbreviations.

5. 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.   Suffixes will use the following standard abbreviations.

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

Report Codes Standards

1   Gender

a.   A gender code is required for all persons in the Banner system.

b.   The following codes and definitions will be used to identify all gender groups:

   M  Male   A male person, man or boy

   F  Female  A female person, woman or girl

        U Unknown

2   Ethnicity

a.   This ethnicity field MUST be entered for students and employees who are U.S. citizens or U.S. permanent residents. This field is optional for constituents who are friends of the College.

b.   The following numerical codes and definitions will be used to identify all ethnic groups:

3   Citizenship and International Persons Information

a.   A person’s citizenship is entered and maintained on the General Person form in each module using the following values:

 Codes  

.

4   Calendar Dates

a.   Banner is set up to accept dates in the format mm-dd-yyyy. However, all dates will DISPLAYED as dd-mmm-yyyy.

b.   Year  The year will always be entered as four digits (i.e. Enter 2004, not as 04)

c.   Month   The month will always be entered two digits. (i.e. Enter March as 03, not as 3)

d.   Day  The day will always be entered as two digits.

 (i.e. Enter the 6^th day of the month as 06, not as 6)

5   Date of Birth

a.   A Date of Birth is required for all Delgado Community College employees and students.

b.   A Date of Birth is optional for Delgado Community College alumni and donors.

c.   A Date of Birth will be entered into Banner in the format mm-dd-yyyy, although Banner will DISPLAY the results as dd-mmm-yyyy.

d.   Dates can be entered with or without dashes (-) or slashes (/) as separators.

e.   If no birth date is given, the following default date 11-11-1111 will be entered until the correct date is determined.

(i.e. Default Date: 11-11-1111 will display as 11-NOV-1111)

f.   An employee or student making a date of birth change request must present a birth certificate, driver’s license, passport or state identification.

g.      Professional judgment should be used when making corrections to dates of birth based on initial data entry error.

Meeting adjourned at 10:58 a.m.

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