1. Data Standards & Integrity Committee
2. Meeting Minutes
3. I. Review Minutes
4. II. Instructional Codes Committee Report
5. III. Names Committee Report
6. IV. Address Committee Report
7. V. Report Codes Committee Report
8. VI.  Announcements
9. VII.  Resolutions
10. General Person Name Standards
11. General Person – Address Standards
12. Reporting Codes
13. *SSPS – Statewide Student Profile System

1

Last Name

General

The legal name will be used for all students and employees.

Required

Use the legal last name as state on state and federal identification documents.  Punctuation should be omitted unless to do so would change the legal name. In general hyphens and apostrophes should be left in, periods omitted.  

Special Cases

Two non-hyphenated Last Names

Enter both last names in the Last Name field.

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

Last      First    Middle

Adams Quinn    Monica    Lou

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.

Apostrophe

Nancy May O'Larson would be entered as follows:

Last      First    Middle

O'Larson    Nancy    May

Abbreviated Last Name

Period is omitted.

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

Hyphen should be used when part of the legal name.

Karen Ann Connolly-Tutalo would be entered as follows:

Last      First    Middle

Connolly-Tutalo  Karen    Ann

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)

Violations

Don't delete or type over existing names.

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

2

First Name

General

The legal name will be used for all students and employees.

Required

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

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

Period should be omitted.

E. Bette Dillehay would be entered as follows:

Last      First    Middle

Dillehay    E    Bette

Letter and Second First Name

Period should be omitted.

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

General

The legal name will be used for all students and employees.

Standard

Use the person's full middle name while using only that spacing, capitalization, hyphens, and punctuation needed.

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, only if part of her legal name.

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

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

No period.

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.

Never put a period after the middle initial.

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

4

Preferred Name

General

This field is optional. It will mostly be used by Advancement.

Required

Use only that spacing, capitalization, hyphens, and punctuation needed.

5

Prefixes & Titles

General

This field is used to indicate the gender and marital status of the individual.

Required

Optional. Use prefixes or titles only as requested by the person. Prefixes should be abbreviated where there is a standard abbreviation. There should be no period after the abbreviation.

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 prefixes.

Violations

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

Don’t put a period after abbreviation.

6

Suffixes

General

Suffixes are used to further identify the person. Junior and senior denote who is the father and who is the son. RN would tell us that the person is a nurse.

Required

Use suffixes only as requested by the person.    Suffixes should be abbreviated where there is a standard abbreviation. There should be no period after the abbreviation.

Examples

Registered Nurse Lisa Debra Davis would be entered as follows:

Last      First    Middle  Suffix

Davis      Lisa    Debra    RN

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.

Don’t put a period after abbreviation.

1.

Non-person Address Types (Vendors & Businesses)

General

The following address types refer to non- persons such as vendors and businesses.

Required

The business address will be considered the primary address. It will contain the street address. Other address types may be filled in if necessary and available.

Codes

BU

Business

Primary address (street)

MA

Mailing

PO Box

RE

Remittance

Address to send check payment

EE

Electronic

Electronic mailing address

2.

Person Address Types (Student, Employee & Constituents)

General

The following codes are to be used for the addresses of students, employees & Constituents.

Required

The permanent address should be the primary address of the person. If there is only one address, it should be entered as a permanent address. The Mailing address should be the local address if different from the permanent address.

Codes

PR

Permanent

Primary address

MA

Mailing

Mailing address if different from permanent

CA

Campus

Delgado Community College address of employees

EE

Electronic (optional)

Electronic mailing address (preferred business email address)

BU

Business (optional – constituents only)

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

EM

Emergency (if given)

Address of   contact person in case of an emergency

TA

Tax and 1098T

Mailing address for 1098T (HOPE) tax credit, W2 and other tax information if different than the permanent address.

3.

Street Standards

General

Thirty characters per line and three lines are allowed for addresses in Banner. Approved abbreviations should be used where space is limited.

Required

U.S. Postal guidelines should be followed. Punctuation such as hyphens, periods, and slashes should be used only when necessary to clarify the address or designate fractions

Source

U.S. Postal guidelines & Banner limitations.

Special Cases

In Care of

“%” should not be used.

Use “c/o” instead.

Violations

Commas, #, and Apostrophes should never used.

4.

City Standards

Required

U.S. Postal Guidelines should be followed.

Source

U.S. Postal Guidelines

Violations

Punctuation should not be used.

Canadian Provinces should not be entered into the City Field . A list of these can be found in the appendix.

5.

STATE & PROVINCE STANDARDS

General

The United States and Canada require that this field be part of the address.

Required

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.  

6.

ZIP CODE STANDARDS

General

This field is required as a part of U.S. and Canadian addresses.

Required

Zip codes MUST be entered for all U.S. and Canadian addresses. The entire nine digit zip should be entered if available. 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.

Examples

Five digit zip  

97203

Nine digit zip

97203-5798

7.

COUNTRY CODE STANDARDS

General

The country code identifies the country of the recipient if the country is not the U.S.

Standard

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

8.

MILITARY ADDRESS STANDARDS - foreign

Required

Enter the APO or AFO code into the CITY field.

In the State Field enter:

AE  

Europe, Middle East. Africa. Canada

AP

Pacific

AA

The Americas (excluding Canada)

Example

Alice VanFrogulemen      

HHB 6^th Batallion 43^rd box 72

Air Defense Artillary CMR 417

APO AE 09602-8802  

9.

MILITARY ADDRESS STANDARDS – U.S.

Required

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

Example

Ssgt Kevin Beasley

Unit 2050 Box 4190

APO AP 96557-2134

10.

Address Format

General

This is the address format preferred by the U. S. Post Office.

Required

This format should be followed when entering addresses whenever possible.

Source

Postal Addressing Standards Publication #28

Format

Non-address data line

xxxxxxxxxxxxxxxxxxxxxx

Information/Attention Line (name)

Mr Stanley Doe

Recipient Line

Last National Bank

Delivery Address

PO Box 345

Last line

New York NY 10163-0345

11.

Pre-directional, suffix, & Post-directional

General

Compass directions are used to identify the geographic areas of a city.

Required

Directionals are to be abbreviated, except when combinations of North-South, East-West are used. The other exception is when one of the directional letters is used as an alphabet indicator and not a directional.

Source

Postal Addressing Standards Publication #28

Codes

E

East

W

West

N

North

S

South

NE

Northeast

NW

Northwest

SE

Southeast

SW

Southwest

Examples

N Bay St

E End Ave

Bay Dr W

NE Main St

N South Oak St

Maple Court East W

Two-word directional as primary street name:

Southeast Freeway N  

Directional used as letter of alphabet :

County Road N East

County Road N E (must be a space in between the letters.)

12.

International Addresses

General

International Addresses use different formats and include different fields. One must use one’s judgment when entering international addresses.

Required

Enter the appropriate country code.

Source

SIS

Examples

Canada

Ms Helen Saunders

1010 Clear Street

Ottawa ON K1A 0B1

or

Ms Helen Saunders

1010 Clear Street

Ottawa ON CANADA

K1A 0B1

Other foreign

Inge Dietric-Fischer

Hartmannstrasse 7

5300 Bonn 1

GERMANY}

Violations

Do not place postal codes of foreign designations on the last line of the address.

13.

Telephone Standards

General

The telephone number is presented in a three field format:

Area code, phone number and extension.

Required

Enter only numbers. Do not use parenthesis or dashes. Do not enter “X” or EXT in the extension field. Only a primary number is required for students. The other numbers are optional.

Area Code

Enter for all phone numbers.

Phone number

Enter the seven digit number without inserting a hyphen.

Extension

If an extension number is provided, enter only the digits of the extension.

Source

Banner & Data Standards Committee

Codes

HM

Home (primary)

TP

Temporary

EM

Phone number of Emergency contact

PA

Parents

BU

Business or work

BI

Billing

FX

Fax- Non-student

CL

Cell Phone-Non-student

PG

Pager-Non-student

CA

Campus (employees)

Violations

Do not use parenthesis or dashes.

Do not enter “X” or EXT in the extension field.

1.

Social Security Number

   2.

Gender

General

Gender information is maintained for federal and state reporting requirements.

Requirements

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

To be used only after all efforts to determine gender fail.

3.

Ethnicity

General

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

Requirements

This field must be entered for students and employees 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.

4.

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.

Citizenship used for State reporting for Students and IPEDS Reporting for Human Resources.

Requirements

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

Source

Board of Regents (SSPS and Degree and Completers)

Codes

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 allowed for Students or Employees)

Key Holders

Citizenship and related information is maintained by the following offices:

Human Resources

for employees of Delgado Community College

Office of Admissions

for persons applying as students

Delgado Community College Foundation

for donors who are not Delgado employees, students, or student applicants.

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.

Requirements

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.

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

6.

Student Type (Admit type for Regents SSPS report

7.

Academic Standing

8.

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

9.

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

10.

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.

Requirements

Optional

Source

HRS with modifications

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

11.

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