1. Section 1 – General Person
1. A. Name Standards
2. Section 2 - Reporting Codes
3.         
4. Reporting codes – part 2
5.         
6.              

1

Last Name

Standard

Use the legal last name with all spacing, capitalization, hyphens, and punctuation as given by the person.

Special cases

Two non-hyphenated Last Names

Enter both last names in the Last Name field.

Foreign Alpha Characters

Use alphabetic characters that most closely approximate the foreign characters.

Greater than 30 characters

Names greater than 30 characters will truncate. Individual offices will have to devise their own procedures in dealing with this issue for correspondence.

Violations

Don't delete or type over existing names.

Don't put prefixes or suffixes in First Name or Last Name fields.

Special Cases

Appostrophe

Nancy May O'Larson would be entered as follows:

Last      First    Middle

O'Larson    Nancy    May

Abbreviated Last Name

Patricia Jane St. James would be entered as follows:

Last      First    Middle

St. James    Patricia  Jane

Capitalization

Linda Adele van Allen would be entered as follows:

Last      First    Middle

van Allen    Linda    Adele

Hyphenated Last Name

Karen Ann Connolly-Tutalo would be entered as follows:

Last      First    Middle

Connolly-Tutalo  Karen    Ann

Two non-hyphenated Last Names

Monica Lou Adams Quinn would be defined and entered as follows:

Last      First    Middle

Adams Quinn    Monica    Lou

Spaces

Spaces should be avoided within the last name, whenever removal of a space does not significantly change the name. Spaces should be removed from such names as:

Name

Change to

Mc Donald

McDonald

Mac Pherson

MacPherson

Spaces are permitted if the name would be significantly changed if spaces were removed.

St. John

(No change)

Del la Rosa

(No change)

Van der Linder

(No change)

Hyphens

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 Name

Standard

Use the person's full first name (legal name) and not their preferred or "known as" name while using all spacing, capitalization, hyphens, and punctuation as given by the person.

Special Cases

Hyphenated First Name

Ann-Marie Lorraine Wilson would be entered as follows:

Last      First    Middle

Wilson      Ann-Marie  Lorraine

Letter as First Name

E. Bette Dillehay would be entered as follows:

Last      First    Middle

Dillehay    E.    Bette

Letter and Second First Name

J. Anne Marilyn Werle would be entered as follows:

Last      First    Middle

Werle      J. Anne  Marilyn

Violations

Don't use commas in any part of the First Name

Don't put titles/spouses name in First Name like Mrs. Thomas Giles.

Don’t put preferred/nick names in the first name field.

Don’t use titles or prefixes in the first name field.

Punctuation

Apostrophe

L'Ann Rosemary Eshner would be entered as follows:

Last      First    Middle

Eshner      L'Ann    Rosemary

Spaces

Corinne Mary Teresa Hanley would be entered as follows:

Last      First      Middle

Hanley      Corinne Mary    Teresa

3

Middle Name

Standard

Use the person's full middle name while using all spacing, capitalization, hyphens, and punctuation as given by the person.

Special Cases

Spouse Name as Middle

When a woman marries and takes her spouse’s last name, her maiden name should be entered into the middle name field, unless otherwise directed by the person.

Sheri Marie Crabbe marries Randal Wilson would be entered as follows:

Last      First    Middle

Wilson      Sheri    Crabbe

Hyphenated Name

Lenore Marty-Stephens Hastings would be entered as follows:

Last      First    Middle

Hastings    Lenore    Marty-Stephens

Punctuation

Apostrophe

Samantha L'Ann Eshner would be entered as follows:

Last      First    Middle

Eshner      Samantha  L'Ann  

Amy J. Anne Boothe would be entered as follows:

Last      First    Middle

Boothe      Amy    J. Anne

Spaces

Christine Ann Marie Cunningham would be entered as follows:

Last      First      Middle

Cunningham    Christine    Ann Marie

Letter as Middle Name

Joy H. Hockenbury would be entered as follows:

Last      First      Middle

Hockenbury    Joy      H.

Violations

Don't use commas in any part of the Middle Name.

Don't use Nicknames or Preferred Names in the Middle Name field.

4

Prefixes & Titles

Standard

Optional. Use prefixes or titles only as requested by the person. Follow the abbreviations and punctuation as shown in Appendix A; otherwise spell it out in the Prefix field.

Special Cases

Abbreviation

Major Sarah Erin Bradley would be entered as follows:

Last      First    Middle  Prefix

Bradley    Sarah    Erin    Maj.

Mrs. Susan Jane Sandridge would be entered as follows:

Last      First    Middle  Prefix

Sandridge    Susan    Jane    Mrs.

Abbreviations

Description

Mr.

Mister

Ms.

Ms

Mrs.

Madam

Miss

Miss

Dr.

Doctor

Hon.

Honorable

Rev.

Reverend

Sr.

Sister

See appendix for more extensive list

Violations

Don't enter Prefix or Title as part of the First Name.

5

Suffixes

Standard

Use suffixes only as requested by the person. Suffixes should be entered in upper/lower case with punctuation as given by the person; otherwise follow the abbreviations and punctuation as shown in Appendix B.

Abbreviations

Registered Nurse Lisa Debra Davis would be entered as follows:

Last      First    Middle  Suffix

Davis      Lisa    Debra    R.N.

Eamon Edward Conlin III would be entered as follows:

Last      First    Middle  Suffix

Conlin      Eamon    Edward  III

Violations

Don't enter Suffix as part of the Last Name.

Don't enter commas as part of the Suffix.

Non-person Address Types

General

Standard

Source  

Codes

BU

Business

Primary address

MA

Mailing

PO Box

RE

Remittance

Address to send check payment

EE

Electronic

Electronic mailing address

Person Address Types

General

Standard

Source  

Codes

PR

Permanent

Primary address

MA

Mailing

Mailing address if different from permanent

CA

Campus

Delgado Community College address students

EE

Electronic

Electronic mailing address

BU

Business

Place where individual works or in case of a business, the primary address

TA

1098T

Mailing address for 1098T (HOPE) tax credit

EMPOLYEE ADDRESS STANDARDS

General

Standard

Source  

Codes

PR

Permanent

Primary address

MA

Mailing

Mailing address if different from permanent

CA

Campus

Delgado Community College address students

EE

Electronic

Electronic mailing address

EM

Emergency

Person (address of ?) to contact in case of an emergency

TA

Tax

Address where the college will mail W2 and other tax information if different than the permanent address

STREET STANDARDS

General

Standard

All information is typed in upper/lower case format i.e., not all caps or all lower.

Punctuation is seldom used. Hyphens, periods, and slashes may be used when needed for clarity or designated fractions. Commas, #, and Apostrophes are never used. Use the symbol “&” rather than spelling out “and”. Symbols such as “%” (in care of) should not be used. “In Care of” should not be used. Use “c/o” instead.

Source  

Codes

CITY STANDARDS

General

Standard

All information is typed in upper/lower case format, i.e., not all caps or all lower.

Punctuation is 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, Yukon and 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 the postal code in the first four positions of the Zip Code Field.

Source  

Codes

STATE & PROVINCE STANDARDS

General

Standard

State codes MUST be entered for all U.S. and Canadian addresses. Refer to the following chart for the appropriate codes for U.S. states and Canadian provinces:

Source  

Codes

See appendix.

ZIP CODE STANDARDS

General

Standard

Zip codes MUST be entered for all U.S. and Canadian addresses.

A Hyphen must be entered when the entire 9 digit zip code is available. If the last four digits are unavailable, enter the first five digits in the first five positions of the field without the hyphen.

Source  

Codes

Examp les

Five digit zip  

97203

Nine digit zip

97203-5798

COUNTRY CODE STANDARDS

General

Standard

A country code is required for all non-U.S. addresses. Do NOT enter a country code for U.S. addresses.

Source  

Codes

MILITARY ADDRESS STANDARDS - Foreign

General

Standard

Enter the APO or AFO code into the CITY field.

In the State Field enter:

Source  

Codes

AE  

Europe, Middle East. Africa. Canada

(ZIP=09nnn)

AP

Pacific

(ZIP=96nnn)

AA

The Americas (excluding Canada)

(ZIP=34nnn)

Example

Alice VanFrogulemen      

HHB 6^th Batallion 43^rd box 72

Air Defense Artillary CMR 417

APO AE 09602- 8802

MILITARY ADDRESS STANDARDS – U.S.

General

Standard

Enter the APO or AFO code into the CITY field. Enter the normal state code into the State field.

Source  

Codes

Example

Telephone Standards

General

The telephone number is presented in a three field format:

Area Code - The three digit area code must be entered for all phone numbers that are outside the (503) area. Do not enter if phone number is in the (503) area.

Phone Number - Enter the seven digit number without inserting a hyphen.

   Examples: 2837300, 5741386

Extension - If an extension number is provided, enter only the digits of the extension. Do NOT enter EXT or X into the extension field. Examples: 7300, 1764

Standard

Enter only numbers. Do not use parenthesis or dashes. Do not enter “X” in the extension field.

Source  

Codes

MA

Mailing (home)

TP

Temporary

EM

Emergency

PA

Parents

BU

Business or work

BI

Billing

Fax- Non-student

Cell Phone-Non-student

Pager-Non-student

1

Gender

General

Gender information is maintained for federal and state reporting requirements.

Standards

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

Source

Board of Regents SSPS and Degree and Completers)

Codes  

M

Male

A male person, man or boy

F

Female

A female person, woman or girl

U

Unknown  

2

Ethnicity

General

Ethnicity is tracked for purposes of federal and state reporting requirements.

Standard

This field MUST be entered for students and employees who are U.S. citizens or U.S. permanent residents. This field MUST NOT be entered for international students or employees (non-U.S. citizens residing in the U.S. on a visa). This field is optional for constituents who are friends of the College.

Source

Board of Regents SSPS and Degree and Completers)

Codes  

1

Asian or Pacific Islander

A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, Japan, Korea, the Philippine Islands, and Samoa.

2

American Indian or Alaskan Native

A person having origins in any of the original peoples of North America, and Alaskan Native who maintain cultural identification through tribal

affiliation or community

3

Black, Non-Hispanic

A person having origins in any of the black racial

groups of Africa.

4

Hispanic

A person of Mexican, Puerto Rican, Cuban,

Central or South American, or other Spanish

Culture or origin, regardless of race.

5

NOT USED

6

White, Non-Hispanic

A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.

7

Foreign/Non-Resident Alien

A person who is not a citizen or national of the

U.S. and who is in this country on a visa or

temporary basis and does not have the right to

remain indefinitely. Non-resident aliens are to be

reported separately, rather than in any of other

racial/ethnic categories described in this section.

8

Race/Ethnicity Unknown

This category is used ONLY if the student did not

select a racial/ethnic designation, AND the

postsecondary institution finds it impossible to

place the student in one of the aforementioned

racial/ethnic categories during established

enrollment procedures or in any post-enrollment

identification or verification process.

Processes

VISA STAT

SSPS

if visa-stat not equal spaces move ‘7’ to SSPS Ehtnic Code)

Ethnicity codes in HRS

Ethnicity codes in SIS

1

White- Non-Hispanic

A

American Indian/Alaskan Native

2

Black – Non-Hispanic

C

White, not of Hispanic origin

3

Hispanic or Latino, ANY RACE

N

Black, not of Hispanic Origin

4

Asian or Pacific Islander

R

Asian or Pacific Islander

5

American Indian or Alaskan Native

S

Hispanic

9

Unspecified

U

Unknown (default)

3

Citizenship and International Persons Information

General

Citizenship is required information for students and employees at DCC. Additional information, such as country of citizenship and visa status, is required for any person who is not a citizen of the United States. If the person is a constituent and not a student or employee, this field may be left blank to indicate the U.S. citizenship is not known.

Standards

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

Codes

Source

Board of Regents SSPS and Degree and Completers)

Y

Yes

This person is a U.S. citizen

N

No

This person is not a U.S. citizen (includes permanent residents with a green card)

Blank

Unknown (Not for Students or Employees)

Processes

Citizenship and related information is maintained by the following offices:

Any changes to citizenship or visa information must be coordinated with the appropriate offices as identified by checking Banner form GUASYST.

Human Resources

for employees of DCC

Office of Admissions

for persons applying as students

DCC Foundation

for donors who are not DCC employees, students, or student Applicants.

4

Calendar Dates

General

Dates are entered on variety of ‘forms’ for various purposes throughout the Banner System.

Standards

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

Source

Banner

Year

Always enter four digits for the year:

Enter 2004 – not 04

Month

Always enter two digits.

Enter March as 03 – not 3

Day

Always enter two digits.

Enter the 6^th day of the month as 06 - not 6

Examples

The date June 24, 2004 can be entered in the following ways:

Entered

Displayed in Banner

06242004

24-JUN-2004

06/24/2004

24-JUN-2004

06-24-2004

24-JUN-2004

5

Date of Birth

General

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

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

Standards

A Date of Birth will be entered into Banner in the format mm-dd-yyyy.

Banner will DISPLAY the results as dd-mmm-yyyy.

Processes

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

Missing birth dates

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

Default Date: 11-11-1111

Will display as: 11-NOV-1111.

Changes

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

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

Examples

See Calendar Dates

4.

Email

General

Students, faculty and staff at Delgado Community College are eligible to receive internet access, e-mail services, e-print (faculty/staff), Blackboard, and mainframe system access. Use of these privileges requires establishing an account with the Office of Information Technology. An enrolled student automatically receives an individual e-mail account that is a college specific e-mail address.

Standard

All faculty/staff individual e-mail login names follow a standard format of first initial of first name and first five characters of last name; a middle initial is used if the last name is less than five characters (if available); a number is attached to the end if there are duplicates (beginning with number 1).

All student e-mail login names follow a standard format of first initial of first name and last five characters of last name with a 5 digit computer generated sequential number attached at the end.

An office/department e-mail login name follows a standard format of up to 15

characters which is descriptive of the office/department, and is generated on a per request basis.

Source

Office of Information Technology (SIS)

Codes

B           

Business

C

College (Used for student e-mail address)

H

Home

P

Personal

Note

The college e-mail address is the only recognized e-mail address for students.

Procedure

E-mail addresses follow a standard format which consist of a login name, followed by the ‘@ ‘sign, followed by the domain name. The domain name consists of three characters, descriptive of the college, separated by a period, followed by a suffix that indicates which top-level domain it belongs to. For example, helpdesk@dcc.edu is the address where user support questions can be sent. All incoming students are provided with a college email address.

Examples

Email Type

Name (First - Last)

Email Address

Student email

Astute Student

astude12345@dcc.edu

Faculty/Staff email

Apple Faculty

afacul@dcc.edu

Office/Department email

Accounting

businessoffice@dcc.edu

5.

Marital Code

General

Use the following codes whenever marital status is needed by Student, Financial Aid and/or Human Resources. These codes are not intended for use in tax computations.

This is an optional field. It is not being collected on the student application at the present time.

Standard

Source

HRS

Codes

Description

Explanation

D

Divorced

No longer legally married

M

Married

Legally married

P

Separated

Legally married but living apart

S

Single

Never married

W

Widowed

Spouse is deceased

U (default)

Unknown

Status unknown

6.

Academic Status

General

The student’s academic standing as determined by the reporting institution, at the end of the reported term.

Standard

The following codes will be used for academic standing.

Source

Regents & SIS

Codes

Regents Code

Delgado Codes

Unofficial Transcript

Official Transcript

G

GS

Good Standing

Good Standing

P

PA

Academic Probation

Academic Probation

PS

Academic Probation after one semester suspension

Academic Probation

P3

Academic Probation - Summer

Academic Probation

S

SS*

Academic Suspension – One Semester

Academic Suspension – One Semester

SA

Redadmit academic appeals during semester suspension

SD

Redadmit developmental during semester suspension

SY

Academic Suspension – One Year

W

Withdrawal

Withdrawal (?)

Note

This code is ‘S’ in SIS.

7.

Admission Status

General

Admissions status reflects the students current standing with regards to his/her attendance at the reporting institution.

Standard

The following codes will be used to report to the Board of Regents:

Source

Board of Regents SSPS requirements

Codes

Category

Description

1

First-Time Freshman

An entering freshman who has never attended any college (or other postsecondary institution). Includes students enrolled in the fall term who attended college for the first time in the prior summer term. Also includes students who entered with advanced standing (college credits earned before graduation from high school).

3

Other Student

Any student who fails to fit into any of the other admission status categories.

4

Transfer Student

A student who enrolls at an institution for he first time who have previously attended another postsecondary institution. Students classified as visiting students or First-time Freshman should be excluded. See the exception to this definition in the definition for First-Time Freshman above.

5

Continuing Student

Those students enrolled in a particular term who were also enrolled in the previous regular term or summer term and who do not qualify as first-time freshman or transfer students. A regular term is defined as a fall or spring semester and a fall, winter or spring quarter.

6

Readmitted Students

Those students enrolled for a particular term who were previously enrolled at your institution but were not enrolled under the conditions specified above the continuing students.

X

Visiting Student

A student who is enrolled in one or more courses at, or being taught by, your institution, but whose home campus is another institution. Includes all students who are visiting your campuses (e.g. cross-registered, cross-enrolled, dual-enrolled, summer only, etc.) by formal or informal inter-institutional cooperative programs or agreements.

If a student is enrolled in course work on both campuses, both institutions, irrespective of the conditions of the programs or agreements, should report these students. For example:

A student enrolled in a degree program at institution A and cross-enrolled in a course at

(or being taught by) institution B would be reported as Admissions Status “1”, “2”, “3”, etc, at

institution A and as Admissions Status “X” as institution B.

If a student is enrolled in course work as a visiting student only and not enrolled on the home

campus, the campus he/she is visiting should report the student. For example:

A student enrolled in a degree program at institution A does not enroll at institution A for the summer semester, but enrolls at institution B as a visiting student. Institution B would report that student as Admissions Status “X”.

Note

Code 2 is not used by 2 year institutions

8.

Admission Status Codes Used in SIS

General

Currently Admission Status is determined by requirement rules, rather than being coded directly into the system. It is not know at this time how Banner will process this information.

Standard

?

Source

Board of Regents & SIS

Delgado Codes

Regent’s Codes

Title

Requirement Rules

FR

1

First – Time Freshman

F1, F2, F3, F4, F5, F6, F7, F8, I1, I2, N1, N2

AP

3

Other Student

P1, P2

AT

4

Transfer Student

I3, I4, N3, N4, T1, T2, T3, T4, T5, T6, T7, T8, T9, T0, S1, S2

CO

6

Continuing Students

C

RA

5

Readmitted Students

I5, I6, N5, N6, R1, R2, R5, R6, R9, R0, SR, ST

RT

5

Readmit w/transfer credit

R3, R4, R7, R8, S3, S4,

CR

?

Cross Enrolled

CR

IT

?

Internal Transfer

QA

?

Quick Admit

AD

?

Regular Admit

GE

1

Admit w/ged

HS

?

High School Student

RL

?

Return from leave

RI

?

Reinstated  

9.

Deceased Information

General

Due to the sensitivity of this issue, prompt attention is important so future mailings from College offices are discontinued. Deceased status must be verified information, not perceived information.

Standard

All population selections for communication purposes must search for, and exclude, deceased persons.

Guidelines

If you receive verified information that a person is deceased you must:

Enter ‘Y’ to indicate that the student is deceased. (on what screen?)  

Update the date of death, if known. Deceased information should be maintained using the same guidelines as name changes.

Refer to Data Change rules. The message “DECEASED” shows up on any forms with the ID in the Key Information.

Make changes to address field to read “Deceased”. Enter “99999” in zip code field.

10.

Confidentiality of Student Records

General

Security and confidentiality are a matter of concern to all persons  

who have access to student information. Each person using student information holds a position of trust relative to this data and must recognize the responsibilities delegated to him or her in preserving the security and confidentiality of this information. Since conduct either on or off the job could affect the security and confidentiality of this information, each person authorized to access student   information is expected to adhere to the following standards.

FERPA

The Family Educational Rights and Privacy Act of 1974, establishes requirements regarding the privacy of student records. FERPA governs:

Release of "education" records maintained by an educational institution.

Directory Informa-tion

Based on FERPA guidelines, Access to Student Records policy, "Directory Information" for enrolled students is eligible for release unless the student requests that it be held confidential. Delgado Community College designates the following student information as "Directory Information": Student name, address, telephone number, e-mail address, date and place of birth, major, participation in officially recognized sports and activities, weights and heights of athletes, dates of attendance, degrees and awards received and  the name of the most recent previous institution.

Disclosure Policies

All personally identifiable information not covered under "Directory Information" is confidential and shall be disclosed by the College only as provided in College Policies. No information, "public" orprivate, on applicant records may be released outside of the College until the applicant has become a registered student and  has a chance to prohibit release, except to agents designated by the applicant. Students are notified on an annual basis of their rights under FERPA, including the right to request that directory information be restricted. Delgado Community College reserves the right to make directory information public unless the student has filed a "Request for Confidential Information" form with the Registrar’s Office.

Standard

If a student completes a “Request for Confidential Information” form and submits it to the Registrar’s Office, the student’s directory information WILL NOT be disclosed to the public. The Registrar’s Office will flag the student's record with a confidentiality indicator and the message CONFIDENTIAL will display in the upper left corner on any Banner form with the ID in the Key information. If a donor wishes to request confidentiality, a written request should be submitted to the Delgado Community College Foundation Gifts and Registrar’s Office. The confidentiality indicator for donor information is maintained by the use of the confidentiality indicator.

The specific directory information requested to remain confidential will be entered on the SPACMNT (Comment) form in General Person for students and APACOMT for donors using the following Comment Type codes:

Source

SIS

Codes

XAC

Co-Curricular/Athletic Activities

XAD

Address

XAL

All Info

XBD

Birth date

XDG

Degrees or Awards

XDR

Published Directory Exclusion

XEM

E-mail Address

XEN

Enroll, Attend, Student Level

XIN

Most Recent Prior Institution

XMJ

Major

XNA

All Name(s)

XPH

Phone Number  

Once restrictions are in place they can be removed only by the written request of the student or donor.

11.

Relationship Codes

General

Relationship codes are use to identify the relationship of a contact person to the student or employee.

Standard

The following codes will be used to identify the relationship of a contact to a student or employee where a contact person is given.

Source

SIS (Student Information System) with modifications.

Codes

AU

Aunt

UN

Uncle

BR

Brother

ST

Sister

SN

Son

DA

Daughter

FA

Father

MO

Mother

GM

Grandmother

GF

Grandfather

GU

Guardian

SP

Spouse

OT

Other

DP

Domestic Partner

12.

Legacy Codes

General

Legacy codes are use to identify the relationship of an alumni to a student.

Standard

The following codes will be used to identify the relationship of an alumni to a student.

Source

SIS (Student Information System) with modifications.

Codes

PR

Parent

SB

Siblings

AN

Ancestor

PS

Parent & Sibling

PA

Parent & Ancestor

AL

Parent, Sibling & Ancestor

OT

Other