Coordinating Council for Institutional Effectiveness

Data Standards & Integrity Committee
1. Meeting Minutes
  1. Reporting Codes Standards – Part 2
2. General Person – Address Standards

Data Standards & Integrity Committee

CATT Center Conference Room Building 10

Meeting Minutes

Meeting called to order on July 22, 2004 at 10:06 a.m. by Chairperson Cathy Sarrazin.

Members in attendance:

Boudoin, Connie	Jackson, Diane	Smith, Jeffery
Bridges, Debbie	Jones, Tonja	Straub, Marty
Cisneros, Maria E.	Lovince, Thomas	Wainright, Carolyn
Cowan, Curt	Minyard, Debbie	Wilson, Hawan
Downes, Cynthia	Rodriguez, Ronald
England, Pam	Sarrazin, Cathy
Griffin, Peggy	Scott, Kris
Grouchey, Jim	Seybold, Mike
Hunter, Tina	Simoneaux, Kirk

I. Review Minutes

� The minutes of the previous meeting were reviewed and approved on motion of Tina Hunter.

II. Announcements

� Banner Workshop Planned- SCT Banner consultant, Barbara Hunt will visit Delgado Community College on August 24, 25, and 26, 2004 to conduct a training session for the Data Standards Committee. Members do not have to attend all 3 days. The workshop will provide an opportunity for committee members to understand the Banner database environment. Barbara Hunt specializes in preparing tables for the student module.

� Schedule change- The meeting scheduled for July 29, 2004 at 10:00 a.m. has been rescheduled for 2 pm in Building 7, Media Center.

� Meeting Schedule for the Fall Semester- The meeting scheduled for the Fall 2004 semester will be biweekly beginning August 9, 2004 at 2:00 p.m. The location will be announced by email.

� Banner Access- Copies of Banner’s shared validation tables, general person forms, definitions, and standard abbreviations were distributed to the members.

� Questions for Kathy Singer- Chairperson, Cathy Sarrazin will be collecting all Banner related question from the committee and forward them to SCT Banner consultant Kathy Singer.

III. 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.

� The committee recommends that Admission Status be separated from the requirement rules.

� On motion of Peggy Griffin, the committee accepted the Report Codes data standards as presented with corrections.

� This committee also plans to review all the forms and applications currently in use by the college and recommend revisions that would be compliant with the new report code standards.

IV. Address Subcommittee report

� The committee on Addresses reported through Marty Straub a series of data standards that were reviewed and discussed by the membership.

� On motion of Tina Hunter, the committee accepted the Address data standards as corrected.

V. Instructional Codes Subcommittee report

� There was no report presented by the committee on Instructional Codes. The committee is continuing to meet and making progress in their research.

VI. Resolutions

Reporting Codes Standards – Part 2

Email

Standards

a) An enrolled student automatically receives an individual e-mail account that is a college specific e-mail address.

b) 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.)

c) 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).

d) All student e-mail login names will 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.

e) 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.

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

*Codes*	B	Business
	C	College (Used for student e-mail address)
	H	Home
	P	Personal


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

Marital Code

Standard

a) The following codes will be used whenever marital status is needed by Student, Financial Aid and/or Human Resources.

b) These codes are not intended for use in tax computations.


*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
	The students’ academic standing as determined by the reporting institution, at the end of the reported term.
*Standard*	a) The following codes will be used for academic standing.

Codes	Unofficial Transcript	Official Transcript
GS	Good Standing	Good Standing
PA	Academic Probation	Academic Probation
PS	Academic Probation after one semester suspension	Academic Probation
P3	Academic Probation - Summer	Academic Probation
SS	Academic Suspension – One Semester	Academic Suspension – One Semester
SA	Readmit academic appeals during semester suspension
SD	Readmit developmental during semester suspension
SY	Academic Suspension – One Year
W	Withdrawal	Withdrawal

Admission Status

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

Standard

a) 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.]

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: 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”.]

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

*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.

Note

Code 2 is not used by 2 year institutions

8.	Admission Status Codes used in SIS
*General*	Currently Admission Status is determined by Regents requirement rules, rather than being coded directly into the system. It is not know at this time how Banner will process this information.
*Standard*	?

Codes	Title	Requirement Rules
FR	First – Time Freshman	F1, F2, F3, F4, F5, F6, F7, F8, I1, I2, N1, N2
AP	Other Student	P1, P2
AT	Transfer Student	I3, I4, N3, N4, T1, T2, T3, T4, T5, T6, T7, T8, T9, T0, S1, S2
CO	Continuing Students	C
RA	Readmitted Students	I5, I6, N5, N6, R1, R2, R5, R6, R9, R0, SR, ST
RT	Readmit w/transfer credit	R3, R4, R7, R8, S3, S4,
CR	Cross Enrolled	CR
IT	Internal Transfer
QA	Quick Admit
AD	Regular Admit
GE	Admit with GED
HS	High School Student
RL	Return from leave
RI	Reinstated

Deceased Information

General

Due to the sensitivity of this issue, prompt attention is important so future mailings from College offices are discontinued.

Standard

a) Deceased status must be verified information, not perceived information.

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

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

d) 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.

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.

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 Information	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*	a) 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. b) 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. c) 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. d) Once restrictions are in place they can be removed only by the written request of the student or donor. e) The specific directory information requested to remain confidentiality will be entered on the SPACMNT (Comment) form in General Person for students and APACOMT for donors using the following Comment Type codes:

*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

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.

*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.
*Codes*

	PR	Parent
	SB	Siblings
	AN	Ancestor
	PS	Parent & Sibling
	PA	Parent & Ancestor
	AL	Parent, Sibling & Ancestor
	OT	Other

General Person – Address Standards

Non-person Address Types

*Codes*

BU	Business	Primary address
MA	Mailing	PO Box
RE	Remittance	Address to send check payment
EE	Electronic	Electronic mailing address

Person Address Types

*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

Employee Address Standards

*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

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.

City Standards

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.

STATE & PROVINCE STANDARDS

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:

*Codes*	See appendix.

ZIP CODE STANDARDS

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.

*Examp* les	Five digit zip	97203
	Nine digit zip	97203-5798

COUNTRY CODE STANDARDS

Standard

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

MILITARY ADDRESS STANDARDS - Foreign

Standard

Enter the APO or AFO code into the CITY field.

In the State Field enter:


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 Battalion 43^rd box 72
	Air Defense Artillery CMR 417
	APO AE 09602-8802

MILITARY ADDRESS STANDARDS – U.S.

Standard

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


*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 (504) area. Do not enter if phone number is in the (504) 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

Meeting adjourned at 11:31 a.m.