Banner
Data Entry Standards
Document Title:
Banner
Data Entry Standards
Version:
1.2
Last Revision Date:
April 2, 2005
Create Date:
November 2, 2004
Prepared by:
Cathy Sarrazin
Approved by: `
Data Standards Committee
Approval Date:
2
Table of Contents
Introduction ……………………………………………………………………………….4
Privacy, Ethics, & Security ………………………………………………………………4
Section 1 General Standards
………………………………………………………5
Case Standards… ……………………………………………………………………...5
Prohibited/Special Characters………...………..………………………………….…….5
Calendar Dates …………………………………………………………………………6
Confidentiality ……………………………………….…………………………………6
Deceased Persons …………………………………….……………………………….. 7
Section 2 General Person Standards
..............................................................................8
A ID Numbers
...................................................................................................................8
Social Security Numbers ………………………………………………….………... 8
Student/Employee ID …………………………………………………….………….8
Veteran ID ………………………………………………………………….………..8
B Name Standards
…………………………………………………………………….9
Last Name ......................................................................................................................9
First Name …………………………………………………………………………...10
Middle Name ………………………………………………………………………..11
Preferred Name …………………………………………………………………...…12
Prefixes and Titles……………………………………………………………………13
Suffixes………………………………………………………………………………14
NonPerson Name …………………………………………………………………..14
C Address Standards
......................................................................................................15
Address Types ………………………………………………………………...… 15
Street Addresses...........................................................................................................16
City …………………………………………………………………………………..16
State & Province ………………….……………………………………………….16
Zip Codes.....................................................................................................................16
Country Codes .............................................................................................................17
Military Addresses ……….………………………………………………………….18
3
Predirectional, suffix, & Post Directional ……………………………………….…18
International Addresses …………………………………………………………..…19
Parish Codes …………………………………………………………………………19
Telephone Standards....................................................................................................20
Email Addresses……………………………………………………………………...21
Section 3 Reporting Codes
……………………………………………..…………..…23
Gender ……………..…………..……………….…………………………………….23
Ethnicity …………..…………..……………….……………………………………..23
Citizenship ……….…………………………………………………………………..24
Date of Birth ………….………….…………………………………………………..25
Student Type (Admit Type) ………..………………………………………………..25
Relationship Code …..…..……………………………………………………….…..26
Legacy Code ………………………..……………………………………….……….27
Marital Code … ………… ………………………………………………………..28
Academic Status …… ………………………………………………………..………28
Degrees Awarded ……………………………………………………………………28
Section 4 – Instructional Codes
…….………………………………………………..30
Campus / Site Codes …………… …………………………………………………..30
Division / College Codes …………………………………… ……………………...30
Discipline & Program Codes …………… ………………………………………….31
Appendices
Appendix A – Abbreviations for Street Designators ……………………………….34
Appendix B – State and Province Codes …………………………………………..37
4
Introduction
Banner® is an integrated system that is used collegewide, so it is extremely important
that offices and departments comply with these standards in entering data into the system.
This is to avoid duplication of records, to simplify searches, and to ensure an attractive,
professional appearance when data are displayed in reports.
Banner is modular, meaning that there are modules for different functional areas. There is
an AlumniDevelopment module, a Finance module, a Financial Aid module, a Human
Resources/Payroll module and a Student module. There also is a General module which ties
all of the functional modules together. A person’s ID number, name, address, and related
data are contained within the General module and shared by the other modules. Alumni
information is maintained within the Alumni/Development module and Payroll information
is maintained within the Human Resources/Payroll module but common information would
be shared by both modules.
Banner is a collection of forms with imbedded instructions used to enter data,
modify data, delete data and query data. Banner simply provides the screens and programs
necessary to manipulate data. The data itself is stored in tables residing in an Oracle
database. It is a relational database meaning that tables are linked together by means of
some internal identification number and therefore data redundancy is limited. One table
might have a students ID number and the course numbers that he/she is enrolled in. A
separate table has the course numbers and the course descriptions. The course numbers
would link the two tables together providing a course number and its description. There are
over 1,200 tables in the Banner system.
The Data Standards Committee was formed to develop standards and make decisions
regarding the maintenance of data in the system. This committee is composed of
representatives from offices that have responsibility to enter and maintain records in
Banner.
If you have any questions regarding the use or update of these Standards please the Data
Standards Committee.
Privacy, Ethics and Security
Banner is an online system that allows information to be electronically entered and
accessed by numerous users. The benefit of having online access to data are
accompanied by an increased risk of violating the privacy of Delgado Community
College students, employees, vendors and constituents. Privacy is an important ethical
issue; the willful or even accidental violation of privacy is 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.
5
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.
Section 1 – General Banner Standards
1
Case
General
Data extracts from Banner will be used for reports and correspondence. The use of
upper and lower case to enter data will insure uniformity, professionalism, and
readability.
Standard
All data will be entered in mixed case, except for codes which may consist of all
capital letters.
Source
Data Standard Committee
2
Prohibited/Special Characters
General
SCT technical consultants recommend against the use of special characters because
their use could cause unexpected problems in Banner and with thirdparty software
used for reporting and other processes.
Standard
In general, it is best to stay away from special characters when building validation
codes and rules and when entering any record data. Even though it may appear that
special symbols are not causing a problem, they may be causing a problem that is
going unnoticed.
Source
Sungard SCT
Character
#
The pound sign is used in letter generation as part of a formatting command, e.g.,
when inserting a new line (# null is the command). Also, # is a UNIX command to
denote a commentedout line. If the client is doing shell scripting and pulls the #
from a Banner table, the script could fail.
@ @ This sign is used in SQL as the run command, as to run a program. This symbol
could cause problems in PLSQL programs. (okay to use in email addresses)
& The ampersand is used in SQL to prompt the user for a value, so it could cause a
problem within an SQL program.
%, _ The percent and underscore are wildcards in SQL.
* The asterisk is a wild card in UNIX. Banner Letter Generation uses the asterisk
when naming variables.
/ The slash can be used to run programs in SQL.
6
2
Prohibited/Special Characters
,
‘
.
“
=
>
>=
<
<=
<>
There is some concern about the effect of special characters on programs in Banner
that parse dynamic and SQL statements. (Such a program creates another program
based on information the first initial program has received.)
The list of characters to the left includes characters/symbols that are used for
Business Objects, a tool used for local data warehousing extracts and reports.
3
Calendar Dates
General
Dates are entered on a variety of ‘forms’ for various purposes throughout the Banner
System.
Standards
Banner is set up to accept dates in the format mmddyyyy. However, all dates will
be DISPLAYED as ddmmmyyyy.
Source
Banner Format Requirements
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 24JUN2004
06/24/2004 24JUN2004
06242004 24JUN2004
4
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.
7
4
Confidentiality of Student Records (cont.)
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, email 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" or private, 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.
Required
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 (SPAPERS) 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.
Source
Banner
Codes
Checkmark Confidentiality
Once restrictions are in place they can be removed only by the written request of the student or
donor.
5
Deceased Person
General
There is a flag in Banner to identify persons who are deceased. This flag does not
prohibit processing records for that person.
Required
The deceased box in SPAPERS should be checked off. A date must be entered. An
estimated date is okay if the exact date is not known.
Source
Banner
8
Section 2 – General Person
A.
ID Numbers
1
Social Security Number
General
The social security number for all students and employees are required. They will
only be used for those purposes for which the student/person id is not appropriate.
For example, taxes, payroll, student tracking.
Required
Enter the entire (nine) 9digit number, omitting dashes and spaces between numbers
(e.g. 555491133) in the Social Security Number field. The SSN is required for
students and employees. The SSN is not required for constituents of the College.
Source
Banner
Changes
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.
Data
Custodians
Employees – Human Resources
Students Registrar
2
Student/Employee ID
General
Each person/nonperson entered into Banner will be assigned a randomly generated
ID number.
Required
A search shall be done before entering to make sure that the person does not already
exist in the data base.
Source
Banner/Data Standards Committee
3
Veteran File Number & Category
General
The Veteran File number is usually the social security, but not always. The Veteran
Category is an EEO code. This table consists of required fields. The values can’t be
changed.
Source
Banner
Veteran
Category
Codes
None
Other Protected Veteran
Vietnam Veteran Only
Both Vietnam & Other Eligible
9
B. Name Standards
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 nonhyphenated
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
10
1
Last Name (cont.)
Hyphenated Last
Name. A hyphen
should be used when
part of the legal
name.
Karen Ann ConnollyTutalo would be entered as follows:
Last First Middle
ConnollyTutalo 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
AnnMarie Lorraine Wilson would be entered as follows:
Last First Middle
Wilson AnnMarie Lorraine
Letter as First Name:
Period should be
omitted.
E. Bette Dillehay would be entered as follows:
Last First Middle
Dillehay E Bette
11
2
First Name (cont.)
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
12
3
Middle Name (cont.)
Hyphenated Name
Lenore MartyStephens Hastings would be entered as
follows:
Last First Middle
Hastings Lenore MartyStephens
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.
13
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.
14
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.
7
NonPerson Name
General
This field is used for the names of nonpersons, such as vendors or organizations.
Required
Enter the vendor’s name as supplied to you by the vendor.
Source
Data Standards Committee
Acronyms
Acronyms may be used (IBM).
Articles
If articles such as ‘a’, ‘an’ or ‘the’ are part of the legal name of a nonperson entity,
it should be included.
Hyphens
Hyphens may be used to separate double names.
Spaces
Spaces are permitted if the legal spelling and format of the name includes spaces.
&
The ampersand can be used only when part of a formal name (e.g. AT&T).
Abbreviations
Standard abbreviations are allowed for Co, Corp, etc. when used after the name.
All other forms of abbreviations should be avoided unless necessary due to line
length constraints.
15
C – Address Standards
1
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
Nonaddress 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 101630345
2
Nonperson 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
3
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)
16
3
Person Address Types (Student, Employee & Constituents) – cont.
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.
4
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.
5
Sources of Addresses
General
These codes are to be used when entering addresses.
Code
APP Application
CONV Conversion address
SELF Self reported
CERG CE registration form
FA Financial Aid
ACT ACT tape
GMAT GMAT tape
GRE GRE tape
MTTC MTTC tape
NCRU NCCRUA tape
POST Post Office
PSAT PSAT tape
SAT SAT tape
TRAN Transcript
WEB World Wide Web
17
5
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.
6
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.
7
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.
Examp
les
Five digit zip
97203
Nine digit zip
972035798
8
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 nonU.S. addresses. Do
NOT
enter a country code for
U.S. addresses.
18
9
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 096028802
10
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 965572134
11
Predirectional, suffix, & Postdirectional
General
Compass directions are used to identify the geographic areas of a city.
Required
Directionals are to be abbreviated, except when combinations of NorthSouth, 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
19
11
Predirectional, suffix, & Postdirectional – cont.
Bay Dr W NE Main St
N South Oak St Maple Court East W
Twoword 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 DietricFischer
Hartmannstrasse 7
5300 Bonn 1
GERMANY}
Violations
Do not
place postal codes of foreign designations on the last line of the address.
13
Parish Codes
General
Parish Codes are used to identify where the student graduated from high school.
Required
Parish codes are reported the Board of Regents on the SSPS report.
Source
Board of Regents
Codes
01 Acadia 33 Madison
02 Allen 34 Morehouse
20
13
Parish Codes – cont.
03 Ascension 35 Natchitoches
04 Assumption 36 Orleans
05 Avoyelles 37 Ouachita
06 Beauregard 38 Plaquemines
07 Bienville 39 Pointe Coupee
08 Bossier 40 Rapides
09 Caddo 41 Red River
10 Calcasieu 42 Richland
11 Caldwell 43 Sabine
12 Cameron 44 St Bernard
13 Catahoula 45 St Charles
14 Claiborne 46 St Helena
15 Concordia 47 St James
16 DeSoto 48 St John the Baptist
17 East Baton Rouge 49 St Landry
18 East Carroll 50 St Martin
19 East Feliciana 51 St Mary
20 Evangeline 52 St Tammany
21 Franklin 53 Tangipahoa
22 Grant 54 Tensas
23 Iberia 55 Terrebonne
24 Iberville 56 Union
25 Jackson 57 Vermillion
26 Jefferson 58 Vernon
27 Jefferson Davis 59 Washington
28 Lafayette 60 Webster
29 Lafourche 61 West Baton Rouge
30 LaSalle 62 West Carroll
31 Lincoln 63 West Feliciana
32 Livingston 64 Winn
14
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.
21
14
Telephone Standards – cont.
Extension
If an extension number is provided, enter only
the digits of the extension.
Source
Banner & Data Standards Committee
Codes
HM Home (primary)
EM Phone number of Emergency contact
BU Business or work
BI Billing
FX Fax Nonstudent
CL Cell PhoneNonstudent
PG PagerNonstudent
CA Campus (employees)
Violations
Do not use parenthesis or dashes.
Do not enter “X” or EXT in the extension field.
15
Email
General
Students, faculty and staff at Delgado Community College are eligible to
receive internet access, email services, eprint (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 email account that is a college specific
email address.
15
Email – cont.
Required
All
faculty/staff
individual email 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
email 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
email 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
Codes
B
Business
C College (Used for student email address)
H Home
P Personal
Note
The college email address is the only recognized email address for students.
22
15
Email – cont.
Procedure
Email 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 toplevel 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/S
taff email
Apple Faculty afacul@dcc.edu
Office/De
partment
email
Accounting
businessoffice@dcc.edu
23
Section 3 Reporting Codes
1
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.
*SSPS – Statewide Student Profile System
2
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.
24
2
Ethnicity – cont.
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.
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.
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.
25
4
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 mmddyyyy.
Banner will DISPLAY the results as ddmmmyyyy.
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: 11111111 Will display as: 11NOV1111.
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
5
Student Type (Admission Status on Board of Regents SSPS Report)
General
Admissions status reflects the students current standing with regards to his/her
attendance at the reporting institution.
Requirements
The following codes will be used to report to the Board of Regents:
Source
Board of Regents SSPS requirements
Codes
Category
Description
1 FirstTime 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).
2 Not used by 2 year institutions.
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 Firsttime
Freshman should be excluded. See the exception to this
definition in the definition for FirstTime Freshman above.
26
5
Student Type (cont.)
5 Continuing Student
Those students enrolled in a particular term who was also
enrolled in the previous regular term or summer term and
who does not qualify as firsttime 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 that 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. crossregistered, crossenrolled, 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: If student enrolled in a degree program at institution A and crossenrolled in a course at
(or being taught by) institution B, the student would be reported as Admissions Status “1”, “2”, “3”, etc, t
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”.
6
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.
27
6
Relationship Codes – cont.
Codes
A
Aunt
U
Uncle
B Brother
S Sister
C Child
F Father
M Mother
G Grandparent
N Guardian
L Life Partner
7
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 alumnus to a
student.
Source
SIS (Student Information System) with modifications.
Codes
P Parent
B
Siblings
C Child
S Spouse
R Relative
F Parent, Sibling & Child
O Other
28
10
Degrees Awarded
General
These are the degrees approved by La. Board of Regents that are awarded by
Delgado Community College.
Source
College Registrar
Codes
AA Associates of Arts
AS Associates of Science
8
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
9
Academic Status
General
The student’s academic standing as determined by the reporting institution, at the
end of the reported term. This code shall be a two character code in Banner to
accommodate the codes used by Delgado. The codes listed under Regents Codes
are the codes we are required to report to Regents. It will be the first character of
the Banner code.
Requirements
The following codes will be used for academic standing.
Source
La. Board of Regents & SIS
Codes
Delgado Codes
Regents
Code
Unofficial Transcript
Official Transcript
GS G Good Standing Good Standing
PA P Academic Probation Academic Probation
SS S Academic Suspension –
One Semester Academic Suspension – One Semester
SA S Readmit academic appeals
during semester suspension
SY S Academic Suspension –
One Year
WW W Withdrawal Withdrawal
29
10
Degrees Awarded – cont.
AAS Associate of Applied Science
AGS Associate of General Studies
CTS Certificate of Technical Studies
CAS Certificate of Applied Science
C Certificate
D Technical Diploma
30
Section 4 – Instructional Codes
1
Campus/Site Codes
General
Campus codes are used to identify campuses. Site codes are used to identify sites.
Students are assigned to campuses. Courses are assigned to sites.
Required
The following codes will be used to identify locations associated with Delgado
Community College.
Source
SIS modified by Data Standards
Codes
Site (Location)
Campus
CH CH
Charity School of Nursing
CO
Covington Learning Center
CP CP City Park Campus
FS Fire School
HA Harvey
JE John Erhet
LC Lake Charles
LF Lafayette
KN Kenner
SL Slidell
WB WB West Bank Campus
2
Division / College Codes
General
Division codes are made up of 4 characters. The first two define the division. The
second two denote what campus/site the division is associated with.
Required
These codes will be used to identify division codes at Delgado Community College.
Banner requires us to set up a “college” code. This will be the same as the division
code and will function like a division.
Source
SIS modified by Data Standards Committee
Codes
ALCP Allied Health – City Park
BECO Basic Education – North Shore, Covington
BECP Basic Education – City Park
BESL Basic Education – North Shore, Slidell
BEWB Basic Education – West Bank
BTCP Business and Technology – City Park
BTWB Business, Technology & Mathematics – West Bank
CONS Covington – North Shore
LACP Liberal Arts – City Park Campus
LAWB Liberal Arts & Sciences– West Bank
31
2
Division / College Codes – cont.
NCED NonCredit Education – Workforce Development & Education
NUCH Nursing – Charity Downtown Campus
SMCP Science and Mathematics – City Park
SONS Slidell North Shore
WFED Workforce Education Workforce Development & Education
3
Discipline & Program Codes
General
Discipline codes define fields of study taught at Delgado. Program Codes define
a student’s field of study (major). Course rubric identifies courses taught.
Required
These codes will be used to identify discipline and program (major) codes at
Delgado Community College.
Source
SIS modified by Data Standards
Discipline Codes Program
Codes
Course
Rubric
Title
ACCT ACCT ACCT Accounting
ADOT ADOT ADOT Administrative Office Technology
AIRC AIRC AIRC Air Conditioning closed
ANTH ANTH Anthropology
ARCH ARCH ARCH Architectural Engineering Technology
ASLS ASLS ASLS American Sign Language Studies
BIOL BIOL Biology
BUAD BUAD Business Administration
BUSG BUSG General Business
BUSL BUSL Business Law
CARP CARP CARP Carpentry
CCSS CCSS College Success Skills
CHEM CHEM Chemistry
CIVT CIVT CIVT Civil Technology
CMIN CMIN CMIN Computer Information Technology
CNET CNET CNET Computer Network Engineering
CRJU CRJU CRJU Criminal Justice
CULA CULA CULA Culinary Arts
DIET DIET DIET Dietetic
DMSU DMSU DMSU Diagnostic Medical Sonography
DRAF DRAF DRAF Drafting
ECED ECED ECED Early Childhood Education
ECON ECON Economics
EIDF Educational Interpreting for the Deaf
ELCO ELCO ELCO Electrical Construction Technology
32
Discipline Codes Program
Codes
Course
Rubric
Title
ELET ELET ELET Electrical Engineering Technology
ELST ELST ELST Electronics Servicing Technology
EMTE EMTE EMTE Emergency Medical Technician Paramedic
ENGL ENGL English
ENRE ENRE English and Reading
ESLN ESLN English as a Second Language
FNAR FNAR FNAR Fine Arts
FPTC FPTC FPTC Fire Protection
FREN FREN French
FSED FSED FSED Funeral Service
GEOL GEOL Geology
HEIT HEIT HEIT Health Information Technology
HIST HIST History
HORT HORT HORT Horticulture
HOST HOST HOST Hospitality
HUDV HUDV Human Development
HUMA HUMA Humanities
INTD INTD INTD Interior Design
JOUR JOUR Journalism
MACH MACH MACH Machine
Tool Technology closed
MANG MANG MANG Management
MATH MATH Mathematics
MLTS MLTS MLTS Medical Laboratory Technology Science
MOVH MOVH MOVH Motor Vehicle Technology
MSCM MSCM Mass Communications
MSTH MSTH MSTH Massage Therapy
MUSB MUSB Music Business
MUSC MUSC MUSC Music
NUMT NUMT NUMT Nuclear Medicine Technology
NURS NURS NURS Nursing
OCTA OCTA OCTA Occupational Therapy Assistant
OPHT OPHT OPHT Ophthalmic Technology
PAST PAST PAST Pastry Arts
PHAR PHAR PHAR Pharmacy Technician
PHIL PHIL Philosophy
PHYE PHYE Physical Education
PHYS PHYS Physics
PRNU PRNU PRNU Practical Nursing
PSYC PSYC Psychology
PTAP PTAP PTAP Physical Therapist Assistant
RADT RADT RADT Radiographic Tech
33
Discipline Codes Program
Codes
Course
Rubric
Title
RATH RATH RATH Radiation Therapy
READ READ Reading
RLST RLST Real Estate
RSPT RSPT RSPT Respiratory Therapy
SCIE SCIE Physical Science
SFTY SFTY SFTY Safety
SOCI SOCI Sociology
SPAN SPAN Spanish
SPCH SPCH Speech
SURG SURG SURG Surgical Technology
TECH TECH Technology
TEVP TEVP TEVP Television Production
THEA THEA THEA Theatre
VISC VISC VISC Visual Communication
VETT VETT VETT Veterinary Technician
WELD WELD WELD Welding closed
34
Appendix A – Abbreviations for Street Designators
Street Designator Abbr. Street Designator Abbr.
Allee Aly Dam Dm
Alley Aly Divide Dv
Annex Anx Drive Dr
Arcade Arc Drives Drs
Avenue Ave Estate Est
Bayoo Byu Estates Ests
Bayou Byu Expressway Expy
Beach Bch Extension Ext
Bend Bnd Extensions Exts
Bluff Blf Fall Fall
Bottom Btm Falls Fls
Boulevard Blvd Ferry Fry
Branch Br Field Fld
Bridge Brg Fields Flds
Brook Brk Flat Flt
Burg Bg Flats Flts
Bypass Byp Ford Frd
Camp Cp Forest Frst
Canyon Cyn Forge Frg
Cape Cpe Forges Frgs
Causeway Cswy Fork Frk
Center Ctr Forks Frks
Cliff Clf Fort Ft
Club Clb Freeway Fwy
Center Ctr Garden Gdn
Centers Ctrs Gardens Gdns
Circle Cir Gateway Gtwy
Circles Cirs Glen Gln
Common Cmn Green Grn
Corner Cor Grove Grv
Corners Cors Groves Grvs
Courses Crse Harbor Hbr
Court Ct Harbors Hbrs
Cove Cv Haven Hvn
Coves Cv Heights Hts
Crescent Cres Highway Hwy
Creek Crk Hills Hls
Crest Crst Hollow Holw
Crossing Xing Inlet Inlt
Crossroad Xrd Island Is
Curve Curv Islands Iss
Dale Dl Isle Isle
35
Appendix A – Abbreviations for Street Designators
Street Designator Abbr. Street Designator Abbr.
Junction Jct Pine Pne
Junctions Jcts Pines Pnes
Key Ky Place Pl
Keys Kys Plain Pln
Knoll Knl Plaza Plz
Knolls Knls Point Pt
Lake Lk Points Pts
Lakes Lks Port Prt
Land Land Ports Prts
Landing Lndg Prairie Pr
Lane Ln Radial Radl
Light Lgt Ramp Ramp
Lights Lgts Ranch Rnch
Loaf Lf Rapid Rpd
Lock Lck Rapids Rpds
Locks Lcks Rest Rst
Lodge Ldg Ridge Rdg
Loop Loop Ridges Rdgs
Mall Mall River Riv
Manor Mnr Road Rd
Manors Mnrs Roads Rds
Meadow Mdw Route Rte
Meadows Mdws Row Row
Mews Mews Rue Rue
Mill Ml Run Run
Mills Mls Shoal Shl
Mission Msn Shoals Shls
Motorway Mtwy Shore Shr
Mount Mt Shores Shrs
Mountain Mtn Skyway Skwy
Mountains Mtns Spring Spg
Neck Nck Springs Spgs
Orchard Orch Spur Spur
Oval Oval Square Sq
Overpass Opas Squares Sqs
Park Park Station Sta
Parks Park Stravenue Stra
Parkway Pkwy Stream Strm
Pass Pass Street St
Passage Psge Summit Smt
Path Path Terrace Ter
Pike Pike Throughway Trwy
36
Appendix A – Abbreviations for Street Designators
Street Designator Abbr. Street Designator Abbr.
Trace Trce View Vw
Track Trak Views Vws
Trafficway Trfy Village Vlg
Trail Trl Villages Vlgs
Trailer Trlr Ville Vl
Tunnel Tunl Vista Vis
Turnpike Tpke Walk Walk
Underpass Upas Walks Walk
Union Un Wall Wall
Unions Uns Way Way
Valley Vly Well Wl
Valleys Vlys Wells Wls
Viaduct Via
37
Appendix B – State and Province Codes
United States
Alabama AL Missouri MO
Alaska AK Montana MT
Arizona AZ Nebraska NE
Arkansas AR Nevada NV
California CA New Hampshire NH
Colorado CO New Mexico NM
Connecticut CT New York NY
Delaware DE North Carolina NC
District of Columbia DC North Dakota ND
Florida FL Ohio OH
Georgia GA Oklahoma OK
Hawaii HI Oregon OR
Idaho ID Pennsylvania PA
Illinois IL Rhode Island RI
Indiana IN South Carolina SC
Iowa IA South Dakota SD
Kansas KS Tennessee TN
Kentucky KY Texas TX
Louisiana LA Utah UT
Maine ME Vermont VT
Maryland MD Virginia VA
Massachusetts MA Washington WA
Michigan MI West Virginia WV
Minnesota MN Wisconsin WI
Mississippi MS Wyoming WY
U S Territories
American Samoa AS Northern Mariana Island MP
Federated States of
Micronesia
FM Palau PW
Guam GU Puerto Rico PR
Marshall Islands MH Virgin Islands VI
Armed Forces
The Americas (except
Canada)
AA Europe AE
The Pacific AP Middle East AE
Canada AE Africa AE
38
Canadian Provinces
Alberta AB Nova Scotia NS
British Columbia BC Ontario ON
Manitoba MB Prince Edward Island PE
New Brunswick NB Quecbec QC
Newfoundland NF Saskatchewan SK
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