Coordinating Council for Institutional Effectiveness

Meeting called to order on September 20, 2004 at 2:06 p.m. by Chairperson Cathy Sarrazin.

Boudoin, Connie	Sarrazin, Cathy
Cosey, Arnel	Scott, Kristen
Crago, Dianne	Simoneaux, Kirk
Griffin, Peggy	Smith, Jeffery
Grouchey, Jim	Smith, Vivian
Hunter, Tina	Wainright, Carolyn
Jones, Tonja	Wilson, Hawann
Mc Cammon, Marlise
Minyard, Debbie

� The minutes of the August 9, 2004 meeting were reviewed and approved on motion of Dr. Jeff Smith.

� The meeting scheduled for September 13, 2004 was canceled. There are no minutes to report.

� Tina Hunter requested that the Address Committee develop a data standard to define Beneficiary address types.

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

� The membership reviewed and discussed changes to the standards on Ethnicity, Email addresses, and Citizenship.

� On motion of Arnel Cosey, the Report Codes data standards were accepted as reported by the committee.

� The committee is researching campus, division, and department codes in order to develop data standards that are consistent with Chancellor Johnson’s new organizational structure.

� The membership discussed the use of budget codes and issues related to the data standards for division codes.

� Banner Training Planned- An SCT consultant will conduct training on September 28, 2004 on using the new chart of accounts in Banner. The membership agreed to monitor the information presented on new chart of accounts to assure compliance with this committee’s guidelines.

� Banner Training Module-The Banner training module is now available for committees to use in their planning sessions. Members may request a copy of the login instructions by emailing Cathy Sarrazin at csarra@dcc.edu .

� Reports Due- The Naming and Address committee will be giving the report to the full committee on October 4, 2004.

Date	Day	Time	Place	Agenda
Sept 13	Mon	2:00 pm	CATT Center Conf. room	Meeting Cancelled
Sept 20	Mon	2:00 pm	CATT Center Conf. room
Oct 4	Mon	2:00 pm	CATT Center Conf. room	Naming & Address Committee Reports
Oct 18	Mon	2:00 pm	CATT Center Conf. room
Nov 7	Mon	2:00 pm	CATT Center Conf. room

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

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

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:

*Code #*	Ethnic Group	Definition
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.

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

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)

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

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.

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.

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.


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


*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

*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

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

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)

	Entered	Displayed in Banner
	06242004	24-JUN-2004
	06/24/2004	24-JUN-2004
	06-24-2004	24-JUN-2004

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