San Jacinto College
Banner
Data Entry Standards
STATEMENT OF INTENT
The Data Standard procedures were created in conjunction with the implementation of BANNER to assist administrative offices of San Jacinto College in the standard process of entering biographic and demographic information such as name, address and other general person data into a shared system. These standards will define the responsibility for entering and ensure consistency of the Banner General Entity (GE).
PRIVACY, ETHICS AND SECURITY
Banner is an on-line system that allows information to be electronically entered and accessed by numerous users. The benefits of having on-line access to data area accompanied by increased risks of violating the privacy of San Jacinto College students, employees, vendors and constituents. Privacy is an important ethical issue, the willful or even accidental violation of privacy can be illegal.
All BANNER users must respect the distinction between needing to know information to perform their job and simply wanting to know information. Security is another component of privacy. Passwords and ID’s shall not be disclosed to other individuals. The BANNER system maintains an audit trail of transactions by ID and date. An individual who shares his or her ID is responsible for any transactions, whether willful or accidental, entered on the system.
Table of Contents
Page
1.1 General 6
1.2 Standards for Adding a New Record
1.2.1 Case
1.2.2 Initials
1.2.3 Spaces
1.2.4 Punctuation
1.2.5 Prefixes and Suffixes
1.2.6 Previous Names
1.2.7 Legal Name
1.2.8 Preferred First Name
1.2.9 Non Person Name
1.2.10 Name Type and Description
1.3 Procedures 9
1.3.1 Adding New Records
1.3.2 Data Integrity Across Multiple Modules
1.3.3 Name Change Policies
1.3.4 Name Change Report
2.1 General
2.2 Standards 12
2.2.1 Street Standards
2.2.2 Punctuation
2.2.3 Symbols
2.2.4 Secondary Address Unit Designators
2.2.5 Compass Directions
2.2.6 Street Address and PO Box
2.2.7 Abbreviations for Street Designators
2.2.8 Sources for Additional Information
2.2.9 City
2.2.10 State and Province
2.2.11 County
2.2.12 Zip or Postal Code
2.2.13 Country
2.2.14 Military Address
2.2.15 International Addresses
2.2.16 Hierarchy of Modifications
2.2.17 Address Types
2.2.18 Address Source
Page
2.3 Procedures 21
2.3.1 Adding a New Address
2.3.2 Guidelines
3.1 General
3.2 Standards
3.2.1 Telephone Types
3.2.2 Telephone Numbers
3.2.3 International Phone Numbers
3.2.4 North American Numbering Plan (NANP)
3.3 Procedures
3.3.1 Adding New Records
4.1 General
4.2 Standards
4.2.1 E-Mail Address Types
4.3 Procedures
4.3.1 Adding an E-Mail Address
5.1 General
5.2 Standards
5.2.1 Calendar Dates
6.1 General
6.2 Standards
6.2.1 Gender
7.1 Standards
7.1.1 Social Security Number
7.2 Procedures
7.2.1 Changes to Social Security Number
8.1 Standards
8.1.1 Date of Birth
8.1.2 Changes to Date of Birth
8.2 Procedures
9.1 Standards
9.1.1 Marital Code
Page
10.1 Standards
10.1.1 Ethnicity
10.2 Procedures
11.1 General
11.2 Procedures
12.1 Standards
12.1.1 Sample Prefixes
13.1 Standards
13.1.1 Sample Suffixes
13.2 Procedures
14 Citizenship, Veteran and Legacy Information , 30
Religion Code, Driver’s License Information
14.1 Standards
14.1.1 U.S. Citizen Type
14.1.2 Legacy Code
14.1.3 Veteran File Number
14.1.4 Religion Code
14.1.5 Driver’s License Information
15.1 Standards
15.1.1 Confidential Information Indicator
15.1.2 Disclosure of Student Information
DATA ENTRY STANDARDS
MANUAL
1 Names
1.1 General
Names and addresses in Banner should have a customer friendly appearance. The objective is to enter names and addresses with both upper and lowercase letters so that when a name or address is printed on correspondence, it looks contemporary and professional.
1.2 Standards for Adding A New Record
San Jacinto College prefers to use a person’s SSN name as their official/legal name. The hierarchy for official/legal name selection is the full name as it appears on: (1) a social security card, (2) a passport or visa, (3) a marriage certificate, (4) other legal documents issued by state or federal government, or (5) self-reported. Using available documentation, using normal upper and lower case letters, enter the last, first and middle names exactly as the person has indicated. For positive identification purposes, a full first, middle and last name should be obtained as a standard practice. Do NOT change a full name to an initial. Human Resources always enters the name as it appears on the Social Security card.
1.2.1 Case
If the person has written all upper-case letters, enter the normal upper- and lower-case letters. If the person's name starts with a lower-case letter, enter the first letter in lower case (duBois, for example). For externally obtained data feeds, San Jacinto College has developed a system to convert names into this upper- and lower-case format based on general rules.
1.2.2 Initials
Use a period after initials, whether a first name initial or a middle name initial. See the following examples:
D. Gary Smith (First name = D.; Middle name = Gary)
Pamela A. Humphrey (Middle name = A.)
Leslie M. F. Donner (Middle name = M. F.)
Note: Do not use an initial for the first name unless the name appears as such on legal name documentation (see 1.2 and 1.2.8).
Back to Table of Contents
1.2.3 Spaces
Maintain spaces in last names (one space maximum). See the following examples:
Van Buren
Van der Vaart
Vander Vaart
1.2.4 Punctuation
Use hyphens, apostrophes, dashes or periods exactly as the person indicates in writing. Do not use commas. Do not add punctuation where there is none. In the following examples, any could be correct:
O'Donnell or Odonnell
Dell'Acqua or DellAcqua or Dellacqua
Jones-Smith
Al-Hassan or AlHassan or al-Hassan or alHassan or
al Hassan
St.Denis or St Denis or StDenis or St-Denis or
SaintDenis or Saint-Denis or Saint Denis
1.2.5 Prefixes and Suffixes
Enter prefixes and suffixes in the respectively named fields on the General Person forms. DO NOT enter prefixes and suffixes (such as Mr., Ms., Lt., or Rev. and Jr., IV, or Esq.) in the name fields of the current identification block on the Banner IDEN forms.
1.2.6 Previous Names
With the exception of corrections made due to data entry errors, it is our policy to maintain previous name information in Banner. Forms used by some College offices ask for a person's previous name or names (for example, admission applicants). Enter the earliest name first.
Example:
Name: Lee Livingstone
Previous Name: Lee Stanley
Enter previous name (Lee Stanley) and save.
Enter current name (Lee Livingstone) and save.
Previous name will appear in the previous identification block.
Back to Table of Contents
1.2.7 Legal Name
The Legal Name Field is NOT used or maintained by the College. DO NOT add, delete or modify any data in this field.
1.2.8 Preferred First Name
Some employees have a preferred name that is different from their legal name; for informational purposes this name may be entered in this field.
Example:
William Knight (Preferred First Name: Bill) -- Bill
would be entered in the Preferred First Name field.
D. Mark Wilson -- Enter Mark in the Preferred First
Name field.
1.2.9 Non Person Name
All information is typed in upper/lower case format; i.e., not all caps or all lower.
Example:
ABC Trucking City/La Porte (department)
Dept of Defense Texas (department)
College of Portland Hotel name/City
J. F. Kennedy Co. Chamber of Commerce/City
First National Bank Rotary/City
University/name
1.2.10 Non Person Abbreviations
Association Assoc.
Board Bd.
Center Ctr.
Community College CC
Department Dept.
International Intl.
Independent School District ISD
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1.2.11 Name Type and Description
The “current” name in Banner does not require a type to be identified. In other words, if there is only one name, it is current and the type can be left blank.
LGCY Student or employee name converted from legacy system
SSNN Name as appears on social security card (employee or student)
SRNA Self-reported name
PREV Previous Name
1.3 Procedures
1.3.1 Adding New Records
Person and non-person records are created the first time someone enters them in Banner. Multiple offices have the ability to create new entities in Banner. Individual units (e.g. Constituents, Admissions, Human Resources, Registrar) will develop procedures for adding Banner person records.
1.3.1.1 Creation of New Person or Non-person Record
Person and non-person records are created the first time someone enters them in Banner. The following offices have the ability to create a new student or general person or non-person record.
If the person is… |
Then…. |
An Employee |
Human Resources enters/changes data |
An employment applicant |
Human Resources enters/changes data |
A student (former or current credit only, or former or current credit and c.e.) and not an employee |
Registrar’s Office enters/changes data |
A c.e. student only and not an employee |
Continuing Education Office enters/changes data |
A student applicant, and not a student or and employee |
Admissions enters/changes data |
A financial aid applicant and not any of the above |
Financial Aid enters/changes data |
A vendor, not an employee or student |
Accounts Payable enters/changes data |
Constituents, not an employee or former student |
Institutional Advancement enters/changes data |
Back to Table of Contents
1.3.1.2 Searching for Multiple Records
A complete person search must be done before entering a new person or non-person in Banner. There should only be one record for each entity. Any entities that are in Banner more than once must go through the “multiple PIDM” process.
How to do a complete search:
Search on any portion of the name or ID that is known. All searches in Banner are case sensitive.
Use the “soundex” feature if you are not sure of the spelling
Use a wildcard (% or_)
This precaution may take a few minutes to perform, whereas fixing a multiple PIDM may take several weeks to complete.
1.3.1.3 Multiple PIDMS Management
Quarterly, prior to rolling classes into academic history, the Registrar’s Office (San Jacinto College) will initiate an audit of general person and general student records, to search for duplicate records. This report will identify the modules in which the possible duplicate records exist (Recruiting, Admissions, Billing, Payroll, etc.). Based on the report, the concerned offices will meet with the purpose of resolving the problem, by following the necessary procedure to combine the duplicates into one record for the student or person. (This process is pending.)
1.3.2 Data Integrity Across Multiple Modules
A common institutional database offers the potential for better service and convenience to our constituents and greater accuracy across the College. Simultaneously, each administrative unit must be cognizant of data integrity requirements of other College units in its practices. Name change practices are a key example where specific policies must be followed depending on the type of record. Whenever a constituent requests a name change it is necessary to determine (using GUASYST) in which modules the record occurs. If the individual is a current employee, only Human Resources may make the change. If the individual has a student record, the Office of the Registrar will make the change.
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1.3.3 Name Change Policies
The following chart summarizes policies and procedures for making name changes for person and non-person entities in Banner. Informed professional judgment must be used to determine what constitutes a name correction rather than a name change (i.e. data entry spelling error). In a name correction, the current name should be “typed-over”. No previous or alternative name record is kept and no documentation is required.
If the person is…. |
Procedure |
An employee |
Human Resources makes the change - requires Social Security card |
An employment applicant |
Human Resources makes the change |
A student (former or current credit only, or former or current credit and c.e.) and not an employee |
Registrar’s Office enters/changes data |
A c.e. student only and not an employee |
Continuing Education Office enters/changes data |
A student applicant, and not an employee or student |
Admissions makes the change |
A financial aid applicant and not any of the above |
Financial Aid makes the change |
Vendor |
Accounts Payable makes the change |
Constituent and not any of the above |
Institutional Advancement makes the change |
1.3.4 Name Change Report
An audit report of name changes will be run as required (daily/weekly?) by Human Resources, Payroll, Student Financial Services and/or Office of the Registrar to reconcile name change activity and documentation. If a name change has been made that requires additional documentation, it is the concerned unit’s responsibility to follow up with the unit implementing the change and/or the person whose name has been changed, as appropriate.
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2 Addresses
2.1 General
College-wide conventions are critical for shared data such as addresses; we should be mindful of the purposes for which the data are entered. For example, units with marketing responsibility (such as Institutional Advancement and Admission) must be able to produce individualized correspondence conforming to formal addressing rules. Units such as Student Financial Services and Accounts Payable may have less stringent formatting requirements. These standards must balance three considerations :
Banner system requirements;
Accepted standards for formal communications;
U.S. Postal Service guidelines.
All addresses must meet US Postal Service addressing requirements. The guidelines expressed herein are designed to convey the minimum standard requirements to be used throughout the College. Thus, while giving preference to formal addressing guidelines, this document contains a degree of flexibility in areas such as punctuation and abbreviation (only 30 character limit per line).
While data may be conditioned (or reformatted) on output (e.g. date format), it is our intention that addresses be entered exactly as they will print on correspondence, reports, etc. Accurate, consistent address data entry is vital. Given these considerations, the following address data entry standards are recommended.
2.2 Standards
2.2.1 Street Standards
All information is typed in upper/lower case format (i.e., not all caps or all lower). Street names should be spelled out in their entirety whenever possible, for example:
4624 Fairmont Parkway
2.2.2 Punctuation
Punctuation (hyphens, periods, slashes, and apostrophes) should be used if space permits. Do not use commas. With the exception of the hyphen in the zip plus 4 configuration, punctuation in the delivery address block may be omitted if necessary and according to the established hierarchy for modifications.
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2.2.3 Symbols
Symbols should never be used in the first position of an address field.
T he ampersand "&" should only be used in place of “and” if it is used on individual or business letterhead.
The designation for “in care of” should be abbreviated as "c/o" when necessary and should be entered on the first street address line.
The percent symbol “%” should never be used.
The pound sign # is never to be used. Use No. as a unit designator for apartment number, suite numbers, etc.
2.2.4 Secondary Address Unit Designators
If the address is multi-unit apartment or building, place the room, suite, or apartment number to the right of the street address. If the primary address uses all available characters, the secondary unit designator should be on the first address line– preceding the primary address. The unit designator should never be on the line following the primary address.
Example:
Suite 202
1356 South Executive Drive
Recommended abbreviations for common unit designators are:
Apartment Apt.
Building Bldg.
Room Rm.
Floor Fl.
Suite Ste.
Department Dept.
Refer to the Postal Addressing Standards publication for other unit designator abbreviations.
Examples:
102 Main Street, Apt. 101
1356 Executive Drive, Ste. 202
1600 Central Place, Bldg. 14
55 Sylvan Boulevard, Rm. 18
Back to Table of Contents
2.2.5 Compass Directions
If appropriate, compass directional words may be abbreviated at the beginning and/or end of the street name. Because a directional word could be confused with the street name, apparent directional words in the middle of the address line should be spelled out; the second directional word must always be spelled out if space will not allow both to be spelled out.
Examples:
102 North Main Street, S.W.
160 North South Street
1624 N. South Boulevard
156 N. 23rd Street
Compass directional words should be abbreviated as follows:
East E. Northeast N.E.
West W. Northwest N.W.
North N. Southeast S.E.
South S. Southwest S.W.
2.2.6 Street Address and PO Box
Banner address formats allow three lines of street address information. If both the physical street address and PO Box number need to be maintained, enter the street address as residential address and the PO Box as mailing address.
Do not enter data into the second address line until data has been entered into the first address line. An example of a three-line address is:
c/o Duncan McCleod
Suite 910
1494 Highlander Boulevard
Back to Table of Contents
2.2.7 Abbreviations for Street Designators
Refer to the U.S. Postal Service Address Standards publication for abbreviations of designators not listed below.
Avenue Ave.
Boulevard Blvd.
Branch Br.
Center Ctr.
Court Ct.
Circle Cir.
Drive Dr.
Estate Est.
Highway Hwy.
Lane Ln.
Parkway Pkwy.
Place Pl.
Road Rd.
Square Sq.
Station Sta.
Street St.
2.2.8 Sources for Additional Information
There are style manuals that deal with formal addressing style. There are several U.S. Postal Service publications dealing with addressing. The most comprehensive and accessible publication is Postal Addressing Standards, Publication 28. This publication is available from the U.S. Postal Service as well as in a portable document format (PDF) on the World Wide Web at:
http://pe.usps.gov/cpim/ftp/pubs/pub28/pub28.pdf
The U.S. Postal Service National Customer Support Center has a very useful web site that provides extensive address and zip code information:
http://www.usps.gov/ncsc/
The Canadian Postal service (Canada Post) also offers a very useful web site:
http://www.canadapost.ca/CPC2/menu_01.html
2.2.9 City
All information is typed in upper/lower case format, i.e. not all caps or all lower. Spell out city names in their entirety. If it is necessary to abbreviate city names to fit within 15 characters, use abbreviation standards described herein or in the US Postal Service Postal Addressing Standards (System generated from zip code entry). Back to Table of Contents
2.2.10 State and Province
State codes MUST be entered for all U.S. and Canadian addresses. The appropriate code may be selected using Banner software. For additional information, refer to the Postal Service Address Standards publication. See Figure 2.0 for state and province codes. Canadian Provinces are entered in the State/Province field, NOT in the City field. Canadian Provinces include Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland, Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon 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. (System generated from zip code entry)
2.2.11 County
Enter the county code from the list of values in the validation form (System generated from zip code entry).
2.2.12 Zip or Postal Code
Zip or postal codes MUST be entered for all U.S. and Canadian addresses.
2.2.12.1 United States
Enter the entire 9 digit (zip plus four, include the hyphen) zip code if available. If the last four digits are unavailable, enter the first five digits in the first five positions of the field without the hyphen
Examples:
97203
97203-5798
2.2.12.2 Canadian
Enter the six-character postal code by keying in 3 characters, a space, and the last 3 characters.
Examples:
T2T 2Y5
R2L 1N4
2.2.13 Country
A country code is required for all non-U.S. addresses. Banner maintains a list of all the current code options available. Do NOT enter a country code for U.S. addresses. In Banner, the default country designation is "U.S."
Back to Table of Contents
2.2.14 Military Address
2.2.14.1 Overseas Locations
Enter the APO or FPO code into the CITY field.
Enter the military ‘state’ code (AA, AE, or AP) into the State field.
AA for units in the AMERICAS other than CANADA (340)
AE for mail going to EUROPE, the MIDDLE EAST, AFRICA, and CANADA (090 through 098)
AP for mail destined to the Pacific (962 through 966)
Examples:
SSGT Dennis Becker
Unit 2050 Box 4190
APO AP 96522-1215
Sgt. Cher Downey
PSC 802 Box 2625
APO AE 09777-0010
Seaman Duane Reeves
B Division
USS North Dakota
FPO AA 34093-2344
2.2.14.2 Domestic Locations
All domestic military mail must have a regular street style address.
Example:
Col. Margaret Henry
Lowery Air Force Base
8205 East Sixth Avenue, #405
Denver, CO 80234
2.2.15 International Addresses
Use the Nation validation values to enter nation or country codes. This way the College can better control the printing of international addresses on letters and forms.
Back to Table of Contents
2.2.16 Hierarchy of Modifications
Banner has a 30 character per line limit on address field, when it is necessary to modify addresses to fit Banner fields or conventions, follow these steps in order:
When secondary delivery information, e.g., APT or SUITE, is part of the address but does not fit on the Delivery Address Line, wrap up all components of the secondary information immediately above the Delivery Address Line.
Example:
Ms. Michelle Simpkins
Building 14-100
14200 East Mississippi Parkway
Aurora, CO 80111-1111
Note: Postal regulations state that the street address must be the line directly above the city, state, zip address indication)
Abbreviate addresses, using standard postal abbreviations described herein.
Example:
Ms. Michelle Simpkins
58000 E. Happy Canyon Blvd.
Englewood, CO 80110
Remove punctuation
Example:
Ms. Michelle Simpkins
5800 E Martin Luther King Blvd
Denver, CO 80010
Back to Table of Contents
Figure 2.0
State and Province Codes
Armed Forces OK Oklahoma
AA The Americas OR Oregon
AE Europe PA Pennsylvania
AP The Pacific RI Rhode Island
United States SC South Carolina
AL Alabama SD South Dakota
AK Alaska TN Tennessee
AZ Arizona TX Texas
AR Arkansas UT Utah
CA California VT Vermont
CO Colorado VI Virgin Island
CT Connecticut VA Virginia
DE Delaware WA Washington
DC District of Columbia WV West Virginia
FL Florida WI Wisconsin
GA Georgia WY Wyoming
HI Hawaii
ID Idaho US Territories
IL Illinois AS American Samoa
IN Indiana FM Federated States of Micronesia
IA Iowa GU Guam
KS Kansas MH Marshall Islands
KY Kentucky MP Northern Mariana Island
LA Louisiana PW Palau
ME Maine PR Puerto Rico
MD Maryland
MA Massachusetts Canadien Provinces
MI Michigan AB Alberta
MN Minnesota BC British Columbia
MS Mississippi MB Manitoba
MO Missouri NB New Brunswick
MT Montana NF Newfoundland
NE Nebraska NT Northwest Territory
NV Nevada NS Nova Scotia
NH New Hampshire ON Ontario
NJ New Jersey PE Prince Edward Island
NM New Mexico QC Quebec
NY New York SK Saskatchewan
NC North Carolina YT Yukon Territory
ND North Dakota
OH Ohio Back to Table of Contents
2.2.17 Address Types
It is our desire to maintain a standardized list of address types based on their purposes, rather than separate addresses for each College department. This will reduce redundant data entry. Thus, an individual may appear in accounts payable, be a constituents, employee and enrolled as a current student and only have a single address. The Institutional Effectiveness Office can put a “preferred indicator” on any address type in the constituent’s module. This indicator cannot be viewed in any module except constituents.
Each Banner application (e.g., recruitment mail, billing, and gift solicitations) will look for a valid address in a prescribed sequence. For example, Admission might typically search for a mailing address in the order: RE, MA and then TE. Identical addresses should not be keyed in different address types.
The following table describes address types defined for San Jacinto College Banner system.
Code Description Explanation
RE Residence Primary address for the Banner system for all persons entered into the Banner system. This address is required.
MA Mailing Address where an individual prefers to receive their mail. This address identifies a preferred contact address; a residence address is required.
BI Billing Used for vendor payment address
BU Business The business correspondence address
MG Matching Gift Used by Institutional Advancement to record address for Matching Gift Entity.
TE Temporary Used to temporarily override Residence address. Should be entered with termination date
SJ San Jacinto College The physical address (campus, building, room) of a San Jacinto College employee or entity.
Back to Table of Contents
2.2.18 Address Source
The following table describes address source codes defined for San Jacinto College Banner system.
Address Source Code Description
VEND Vendor purchased change
INFR Information received
POST Post Office change – returned letter
WEB Change received via the WEB
SELF Self reported change by individual
2.3 Procedures
2.3.1 Adding a New Address
To add a new address, follow these steps:
Change the ‘TO’ date on the existing address of same type to the current date
Click in inactive
Save changes
Select ‘Insert Record’
Enter address information
Save changes
2.3.2 Guidelines
Person Type Guidelines
Student Registrars office may add a new address for former or current credit students. C. E. Office may add if student is c.e. only, never a credit student. The previous address should not be modified.
Faculty/Staff Human Resources will add a new address. The previous address should not be modified.
Constituents The Institutional Advancement Office will add a new address. The previous address should not be modified.
Non-Person (Vendors)
Accounts Payable Will add a new address upon receipt of SJCD vendor information form
Back to Table of Contents
3 Telephone Numbers
3.1 General
An entity (person or non-person) may have multiple telephone numbers within the Banner system. Telephone numbers should be accurate and reflect the most recent data received. International phone numbers are entered in a special ‘international’ field in these forms of the Banner System: APATELE, FOATELE, PPATELE, RPATELE and SPATELE.
3.2 Standards
All regional and local telephone numbers, including on-campus phone numbers, need to be entered using the ten-digit format.
3.2.1 Telephone Types
A telephone type distinguishes each telephone number entered in the Banner system. The College uses the following codes:
Code Description
BU Business Telephone
CE Cellular Telephone
EM Emergency number
FX Fax Telephone
RE Residence (Home) Telephone
PG Pager number (limited to 4 digit extension)
SJ College work telephone
3.2.2 Telephone Numbers
The telephone number is presented in a three-field format.
3.2.2.1 Area Code
The three-digit area code must be entered for all phone numbers including the local area codes.
3.2.2.2 Phone Number
Enter the seven-digit number without inserting a hyphen.
Example:
2837300
5741386
Back to Table of Contents
3.2.2.3 Extension
If an extension number is provided, enter only the digits of the extension. Extension field is limited to 4 digits.
Example:
7300, 1764
3.2.3 International Phone Numbers
International phone numbers consist of three parts. ”011” must be dialed when making international calls from the United States unless dialing to any country included in the North American Numbering Plan.
3.2.3.1 Country Code
The country code consists of one to four-digits and is required.
3.2.3.2 City Code
The city code consists of one to three-digits, but not all countries utilize city codes. The city code is often reported with a zero (0) in front of it. Do NOT enter the zero.
3.2.3.3 Phone Number
The phone number consists of four to seven digits and is required.
3.2.4 North American Numbering Plan (NANP)
This agreement, held among many North American countries (Mexico is not included), establishes a procedure for dialing international numbers in a way that is similar to traditional United States procedures (1 + the area code). The country code for all NANP countries is 1. The following countries are considered to be a part of the NANP and can be dialed using 1 + the three digit area code. Any phone numbers from NANP countries can be entered into the domestic phone number field in the Banner system.
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Country Area Code
Anguilla 264
Antigua 268
Bahamas 242
Barbados 246
Barbuda 268
Bermuda 441
British Virgin Islands 284
Canada Multiple
Cayman Islands 345
Dominica 767
Dominican Republic 809
Grenada 473
Guam 671
Montserrat 664
Northern Marianas Islands 670
(Saipan, Rota and Tinian)
Puerto Rico 787
St. Kitts/Nevis 869
St. Lucia 758
St. Vincent and 784
Grenadines
Trinidad and Tobago 868
Turks and Caicos Islands 649
U.S. Virgin Islands 340
3.3 Procedures
3.3.1 Adding New Records
Telephone numbers may be tied or linked to a specific address. The ‘Address Type’ and ‘Seq No’ fields are used to link the telephone number to a specific address. It is possible to have more than one telephone number for a single address.
3.3.1.1 Telephone Numbers
All regional and local telephone numbers, including on-campus phone numbers, need to be entered using the ten-digit format. Enter all three parts in the appropriate field, using no parentheses or hyphens. Do NOT enter the standard “1” code for long distance dialing.
Back to Table of Contents
3.3.1.2 International Numbers
There is a 16-character limit in the international phone number field. Enter all three parts in the appropriate international phone number field, using no parentheses or hyphens. Do NOT enter the “011” standard code for international dialing.
Example:
8137599311 would be entered for a
telephone number in Japan
consisting of 81 for the country code,
03 for the city code and 7599311 for
the phone number.
4 E-Mail
4.1 General
Faculty and staff at San Jacinto College are eligible to receive Internet access, e-mail services, and UNIX system access. Use of these privileges requires establishing an account with Information Technology Services.
4.2 Standards
All e-mail addresses entered should be evaluated for case sensitivity and spelling. Some e-mail systems are case sensitive before the @.
4.2.1 E-Mail Address Types
Code Description Explanation
BUSN Business E-mail Address Used for vendor, employee, or Constituents e-mail address.
PERS Personal E-mail Address Used for employee, or Constituents e-mail address.
One e-mail address can be marked as the preferred e-mail address. If e-mail is stored, then the preferred indicator must be checked to indicate the preferred e-mail address. If the preferred indicator is not checked then the e-mail address may be omitted from selection.
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4.3 Procedures
4.3.1 Adding an E-Mail Address
Be aware that e-mail addresses follow a standard format. Email addresses consist of a login name followed by the @ sign, followed by the domain name. A domain name contains between two and four elements separated by periods. For example, dsowar@sjcd.cc.tx.us
An e-mail address for a vendor:
custserv01@corpexpress.com
5 Calendar Dates
5.1 General
Dates are entered on a variety of screens for various purposes.
5.2 Standards
5.2.1 Calendar Dates
The College prints dates in the format mm-dd-yyyy. Dates may be entered in any format. The system will redisplay the date in the mm-dd-yyyy format.
Examples:
January 17, 2002 becomes 01-17-2002
4/17/02 becomes 04-17-2002
060802 becomes 06-08-2002
6 Gender
6.1 General
The U.S. Department of Education requires that the College reports gender information.
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6.2 Standards
6.2.1 Gender
Code Description Explanation
M Male Description: A male person, man or boy
F Female Description: A female person, woman or girl
U Unknown Description: The gender information is not available or if the gender cannot be determined by the name, i.e., Chris, Pat, Terry, etc.
NOTE: All employees and students MUST be classified as a male or female.
7 Social Security Number
7.1 Standards
7.1.1 Social Security Number
Enter the entire (nine) 9-digit number, omitting dashes and spaces between numbers (e.g. 555491133) in the Social Security designated area and the Alternate ID screen.
T he SSN is required for students and employees.
The SSN is not required for constituents who are friends of the College.
7.2 Procedures
7.2.1 Changes to Social Security Number
A person making a social security number change request must present a new social security number card. Good professional judgment should be used when making error corrections to Social Security Numbers. If an employee is requesting a change to a Social Security number she/he must be sent to Human Resources. If a student is requesting a change to a Social Security number they must be sent to the Registrar’s Office. Once a student has enrolled and been reported to the state, we must forward a copy of the social security card to the coordinating board in order to change the SSN.
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8 Date of Birth
8.1 Standards
8.1.1 Date of Birth
The Date of Birth is required for employees and students.
The Date of Birth is optional for Constituents.
8.1.2 Changes to Date of Birth
An employee or student making a date of birth change request must present a birth certificate or passport at either Human Resources or the Registrar’s office respectively.
8.2 Procedures
When a birth date is required, but none is available, none will be entered. Periodically, records containing this date will be identified and corrected.
9 Marital Code
9.1 Standards
9.1.1 Marital Code
This information may be collected for students, employees and constituents of the College.
Code Description Explanation
M Married Legally married
S Single Not married
U Unknown Marital Status is unknown
10 Ethnicity Code
10.1 Standards
10.1.1 Ethnicity
This 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.
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Ethnicity Code Description
1 White
2 Black
3 Hispanic
4 Asian/Pacific Islander
5 Alaskan Native/American Indian
6 International
7 Race/Ethnicity Unknown
10.2 Procedures
For international students or employees (non-U.S. citizens residing in the U.S. on a visa), use a 6.
11 Deceased Information
11.1 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 just perceived information.
11.2 Procedures
For employees and retirees of the College, ONLY the Human Resource department will enter and change this information based on prevailing policies.
For constituents (who are not students or employees), the Foundation will enter and change this information based on prevailing policies.
For student changes, forward copy of documentation to the Registrar’s Office.
12 Prefix Codes – Names
12.1 Standards
12.1.1 Sample Prefixes
If a prefix is required, use the following guidelines:
Dr. Doctor Mrs. Mrs.
Gov. Governor Ms. Miss or Madame
Hon. Honorable Pres. President
Judge Judge Rev. Reverend
Miss Miss Sen. Senator
Mr. Mr.
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Note: This list is not exhaustive. For non-listed prefixes, see the Abbreviation section of Webster's Dictionary.
13 Suffix Codes – Names
13.1 Standards
13.1.1 Sample Suffixes
If a suffix is known, use the following guidelines. Normally suffixes are used with Constituent names.
CPA Certified Public Accountant
D.C. Doctor of Chiropractic
D.D.S. Dentist M.D. Doctor of Medicine
II The Second O.D. Doctor of Optometry
III The Third PhD Doctor of Philosophy
IV The Fourth EdD Doctor of Education
J.D. Juris Doctor Jr. Junior
Note: This list is not exhaustive. For non-listed prefixes, see the Abbreviation section of Webster's Dictionary.
14 Citizenship, Veteran and Legacy Information, Religion Code, Drivers License Information
14.1 Standards
14.1.1 U.S. Citizen Type
If the person is a student or employee, this information is required. 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.
14.1.2 Veteran File Number
The Office of the Registrar keeps and maintains this information for students. This information will not be collected or maintained by any other office.
14.1.3 Religion Code
The College will NOT collect or maintain religion data.
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14.1.4 Driver’s License Information
The College will NOT maintain driver’s license data. Financial Aid will collect but not maintain this information.
15 Confidential Records
15.1 Confidential Information Indicator
If a person completes a “Request to Withhold Information form then the employees/student's information will NOT be disclosed to the public.
15.2 Disclosure of Student Information
The following information concerning student records maintained by San Jacinto College is published in compliance with the Family Education Rights and Privacy Act of 1974.
The release of information to the public without the consent of the student will be limited to the categories of information listed below, which have been designated by the College as directory information. The student may request that any or all of this information be withheld from the public by making a written request to the Registrar’s Office. The request must be made by the last official day to register for a given session and applies to that session only. Directory information includes name, image, current and permanent address, telephone listing, date and place of birth, gender, marital status, major and minor, semester hour load, classification, eligibility for and participation in officially recognized activities and sports, semesters of atten dance, dates of degrees and awards received, and previous educational institutions attended. Access to records by persons other than the student will be limited to those persons and agencies specified in the statute. Records will be maintained of persons granted access.
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Document History
Revision Record
Version & Date |
Sections Changed |
Author |
Notes |
V1.0.081401 |
Baseline |
Donna Soward |
Baseline |
V1.1.062502 |
1.2; 1.2.4; 1.3.1.1; 1.3.3; 2.2.2; 2.3.2; 7.2 |
Tom Smith |
Clarify name use hierarchy and update responsibility. |
V1.2.093002 |
1.2.11; 3.2.1 |
Tom Smith |
Changes to Name types and description and Telephone number types |
V1.2.062003 |
2.2.17 |
Tom Smith |
Change to address type-added SJ |
Acronyms
Acronym |
Description |
Definitions
Term |
Definition |
Approvals:
______________________ _____________________
Bill Dickerson Date Greg Williams Date
Co-Leader, Finance Team Co-Leader, Finance Team
__________________________ __________________________
Wanda Simpson Date Mike Ramsey Date
Leader, Student Team Leader, Financial Aid Team
___________________________ __________________________
Brenda Hellyer Date Donna Soward Date
Leader, Alumni/Development Team Leader, Human Resources, Team
________________________________ ________________________________
Bill Churchman Date Lee Cipolla Date
Leader, Technical Team SCT Project Manager
________________________________
Tom Smith Date
SJC Project Manager
Banner Data Entry Standards
San Jacinto College Banner Data Entry Standards V1.2.093002
Page 0 of 0 September 30, 2002
Document Titl