Data Standards & Integrity

Report Codes Sub-Committee

Chancellor’s Conference Room

Meeting Minutes

Meeting called to order on July 06, 2004 at 2:05 p.m. by Chairperson Tina Hunter.

Members in attendance:

I.   Review Minutes

·   The minutes of the previous meeting were reviewed and approved on motion of Kirk Simoneaux.

II.   Gender Code Error Report

·   Tina Hunter presented the committee with a recent gender error report. The report identified 4,500 names with missing gender codes of that group 127 were employees.

·   The members discussed the impact missing codes would have on the data conversion process.

·   The committee agreed that the question be laid on the table until more information is available.

III.   Delgado Community College forms without Ethnicity & Gender Fields

·   The committee agreed that the question be laid on the table until all the necessary forms can be obtained.

IV.   Calendar & Birth Date Standards

·   Jim Grouchey presented a report on data standards for Calendar and Birth dates’ format. The members reviewed and discussed issues related to their application.

V.   Social Security Number Standards

·   Arnel Cosey presented a report on data standards for Social Security Number. The members reviewed and discussed issues related to their application.

VI.   Marital Status Code Standards

·   Debbie Minyard presented a report on data standards for Marital Status. The members reviewed and discussed issues related to their application.

·   The committee agreed that the question be laid on the table until more information is available.

VII.   Admission Status Standards

·   The report was not available at this meeting.

VIII.   Student Level Code Standards

·   Maria Cisneros presented a report on data standards for Student Level codes. The members reviewed and discussed issues related to their application.

IX.   Relationship Code Standards

·   The members discussed various data elements relevant to IPEDS and HRS that should be considered by this committee.

·   The committee agreed that the question be laid on the table until more information is available.

X.   Other Data Elements and Standards

·   The members reviewed and discussed the current codes and issues related to their application.

·   The committee agreed that the question be laid on the table until more information is available.

XI.   Reporting Standard Assignments

·   The members volunteered to research standards for the following areas: Identification Numbers, E-mail addresses, Deceased person Information, Veteran File Numbers, Visa, Confidentiality of student records, and Academic Standing.

XII.   Meeting Schedule

XIII.   Resolutions

·   The Report Codes committee recommends that The Committee of the Whole adopt the following standards for calendar dates and date of birth.

Calendar Dates

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

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

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

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

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

Date of Birth

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

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

3.   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.

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

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

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

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

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

Social Security Numbers

1.   The entire 9-digit U.S. social security number will be entered omitting dashes and spaces between numbers (e.g. 123456789)

2.   A U.S. Social Security number or tax I.D number will be required for all students, employees, and independent contractors.

3.   A person must present a copy of his or her social security card in order to have their social security number changed within Banner.

4.   Students will direct social security number change requests to the Office of Records and Registration.

5.   All  Delgado Community College employees direct social security number change requests to the Human Resources Department.

Student Level Codes

1. The following codes and definitions will be used to identify all student Levels:

Meeting adjourned at 3:42 p.m.

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