Table of Contents
Data Entry Standards
Version 1.0
3/21/01 page 1
1
Names ...........................................................................................................4
1.1
General...................................................................................................4
1.2
Standards for Adding A New Record......................................................4
1.2.1
Case................................................................................................4
1.2.2
Initials ..............................................................................................4
1.2.3
Spaces ............................................................................................5
1.2.4
Punctuation .....................................................................................5
1.2.5
Prefixes and Suffixes.......................................................................5
1.2.6
Previous Names ..............................................................................5
1.2.7
Legal Name .....................................................................................6
1.2.8
Preferred First Name.......................................................................6
1.2.9
Non Person Name...........................................................................6
1.2.10
Name Type and Description............................................................6
1.3
Procedures .............................................................................................7
1.3.1
Adding New Records.......................................................................7
1.3.2
Data Integrity Across Multiple Modules ...........................................9
1.3.3
Name Change Policies....................................................................9
1.3.4
Name Change Report....................................................................10
1.3.5
Name Change Form......................................................................11
2
Addresses....................................................................................................12
2.1
General.................................................................................................12
2.2
Standards .............................................................................................13
2.2.1
Street Standards............................................................................13
2.2.2
Punctuation ...................................................................................13
2.2.3
Symbols.........................................................................................13
2.2.4
Secondary Address Unit Designators............................................13
2.2.5
Compass Directions ......................................................................14
2.2.6
Street Address and PO Box ..........................................................15
2.2.7
Abbreviations for Street Designators.............................................15
2.2.8
Sources for Additional Information.................................................16
2.2.9
City ................................................................................................16
2.2.10
State and Province ........................................................................16
2.2.11
County...........................................................................................17
2.2.12
Zip or Postal Code.........................................................................17
2.2.13
Country..........................................................................................17
2.2.14
Military Address.............................................................................18
2.2.15
International Addresses.................................................................19
2.2.16
Hierarchy of Modifications .............................................................19
2.2.17
Address Types ..............................................................................20
2.2.18
Address Source.............................................................................21
2.3
Procedures ...........................................................................................22
2.3.1
Adding a New Address..................................................................22
2.3.2
Guidelines .....................................................................................22
3
Telephone Numbers ....................................................................................20
3.1
General.................................................................................................20
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Data Entry Standards
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3.2
Standards .............................................................................................20
3.2.1
Telephone Types...........................................................................20
3.2.2
Telephone Numbers......................................................................20
3.2.3
International Phone Numbers........................................................21
3.2.4
North American Numbering Plan (NANP)......................................22
3.3
Procedures ...........................................................................................22
3.3.1
Adding New Records.....................................................................22
4
EMail ..........................................................................................................24
4.1
General.................................................................................................24
4.2
Standards .............................................................................................24
4.2.1
EMail Address Types ...................................................................24
4.3
Procedures ...........................................................................................24
4.3.1
Adding an EMail Address.............................................................24
5
Calendar Dates............................................................................................26
5.1
General.................................................................................................26
5.2
Standards .............................................................................................26
5.2.1
Calendar Dates .............................................................................26
6
Gender.........................................................................................................27
6.1
General.................................................................................................27
6.2
Standards .............................................................................................27
6.2.1
Gender ..........................................................................................27
7
Social Security Number ...............................................................................28
7.1
General.................................................................................................28
7.2
Standards .............................................................................................28
7.2.1
Social Security Number.................................................................28
7.3
Procedures ...........................................................................................28
7.3.1
Changes to Social Security Number..............................................28
8
Date of Birth.................................................................................................29
8.1
General.................................................................................................29
8.2
Standards .............................................................................................29
8.2.1
Date of Birth ..................................................................................29
8.2.2
Changes to Date of Birth ...............................................................29
8.3
Procedures ...........................................................................................29
9
Marital Code ................................................................................................30
9.1
General.................................................................................................30
9.2
Standards .............................................................................................30
9.2.1
Marital Code ..................................................................................30
9.3
Procedures ...........................................................................................30
10
Ethnicity Code..........................................................................................31
10.1
General.................................................................................................31
10.2
Standards .............................................................................................31
10.2.1
Ethnicity.........................................................................................31
10.3
Procedures ...........................................................................................31
11
Deceased Information ..............................................................................32
11.1
General.................................................................................................32
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11.2
Standards .............................................................................................32
11.3
Procedures ...........................................................................................32
12
Prefix Codes – Names .............................................................................33
12.1
General.................................................................................................33
12.2
Standards .............................................................................................33
12.2.1
Sample Prefixes ............................................................................33
12.3
Procedures ...........................................................................................37
13
Suffix Codes – Names .............................................................................38
13.1
General.................................................................................................38
13.2
Standards .............................................................................................38
13.2.1
Sample Suffixes ............................................................................38
13.3
Procedures ...........................................................................................38
14
Citizenship, Veteran and Legacy Information, Religion Code, Driver’s
License Information.............................................................................................39
14.1
General.................................................................................................39
14.2
Standards .............................................................................................39
14.2.1
U.S. Citizen Type...........................................................................39
14.2.2
Legacy Code .................................................................................39
14.2.3
Veteran File Number .....................................................................39
14.2.4
Religion Code................................................................................39
14.2.5
Driver’s License Information..........................................................39
14.3
Procedures ...........................................................................................39
15
Confidential Records................................................................................40
15.1
General.................................................................................................40
15.2
Standards .............................................................................................40
15.2.1
Confidential Information Indicator..................................................40
15.2.2
Disclosure of Student Information..................................................40
15.3
Procedures ...........................................................................................43
Names
Data Entry Standards
Version 1.0
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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
Enter the last, first and middle names exactly as the person has
indicated. If given the full middle name, enter the full middle name.
Do
NOT
change a full name to an initial. Always use normal upper
and lowercase letters for names. The objective is to print the
name on mailings, correspondence, etc. just like the “customer”
wants it to print. One exception, Human Resources enters the
name as it appears on the Social Security card.
Caution
: the
University is using the current name as the legal name in Banner.
A person’s legal name appears on a court order, social security
card, marriage license or passport.
1.2.1 Case
If the person has written all uppercase letters, enter the
normal
upper and lowercase letters. If the person's name
starts with a lowercase letter, enter the first letter in lower
case (duBois, for example). For externally obtained data
feeds, UTS has developed a system to convert names into
this upper and lowercase 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).
Names
Data Entry Standards
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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 add punctuation where
there is none. In the following examples, any could be
correct:
O'Donnell, Odonnell
Dell'Acqua, DellAcqua, Dellacqua
JonesSmith
AlHassan, AlHassan, alHassan, alHassan, al Hassan
St.Denis, St Denis, StDenis, StDenis
SaintDenis, SaintDenis, Saint Denis
1.2.5 Prefixes and Suffixes
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.
Enter
prefixes and suffixes in the respectively named fields on the
General Person 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 University 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.
Names
Data Entry Standards
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1.2.7 Legal Name
The Legal Name Field is
NOT
used or maintained by the
University.
DO
NOT
add, delete or modify any data in this
field.
1.2.8 Preferred First Name
Offices may enter names 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. If an “article” (a, an, or the) is used as
an adjective in the full legal name of a nonperson entry, it
should be included when entering the name in Banner (e.g.,
The Colorado College).
Example:
ABC Trucking
Dept of Defense
University of Portland
J. F. Kennedy Co.
First National Bank
1.2.10 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.
MADN Maiden Name
PREV Previous Name
SORT Organization Sort Name
Names
Data Entry Standards
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1.3 Procedures
1.3.1 Adding New Records
Person and nonperson 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.,
Alumni, Admissions, Human Resources, Registrar) will
develop procedures for adding Banner person records.
1.3.1.1 Creation of New Person or Nonperson
Record
Person and nonperson 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 nonperson
record.
Office Type of Entity
Admission Units Prospective, Admitted Students
Office of the Registrar Student
Special Programs &
Interterms
Student
English Language
Center
Prospective, Admitted Students,
Fisher Early Learning
Center
Person
Ricks Center Person
D.U. High School Person
Student Financial
Services
Third Party, Financial Aid
Prospect, Financial Aid Lender
Accounts Payable Vendor (NonPerson)
Human Resources Applicant, Employee
Campus Safety Person (parking permits)
Institutional
Advancement
Constituent (donor), person or
nonperson
Names
Data Entry Standards
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1.3.1.2 Searching for Multiple Records
A complete search must be done before
entering a new person or nonperson 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. Remember that names 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 Office of the Registrar (UTS)? 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
(Location Management, Recruiting,
Admissions, Academic History, 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.
Names
Data Entry Standards
Version 1.0
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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 University. Simultaneously,
each administrative unit must be cognizant of data integrity
requirements of other University 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/Payroll may make the change; if the
individual has a student record, the Office of the Registrar,
Institutional Advancement or any academic unit may make
the change following prescribed procedures/policies.
1.3.3 Name Change Policies
The following chart summarizes policies and procedures for
making name changes for person and nonperson 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 “typedover”. No
previous or alternative name record is kept and no
documentation is required.
Names
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Person/NonPerson Procedures
Employee (faculty or staff) – whether
or not any other record type exists
Human Resources/Payroll will make the
change. Use Name Change Form and
require one of the following:
•
Social Security Card
•
Marriage Certificate/License
•
Court Order Document
•
Driver’s License
•
Passport
See Name Change Form for procedures.
Student (current or former) –
excluding faculty or staff
(who should
follow “Employee” guidelines above)
Registrar, Institutional Advancement or
any academic unit may make change.
Use Name Change Form and require
one of the following:
•
Social Security Card
•
Marriage Certificate/License
•
Court Order Document
•
Driver’s License
•
Passport
See Name Change Form for procedures.
Accounts Payable vendors Accounts Payable or Purchasing staff will
make change if no other record exists for
vendor.
Admission recruit or applicant, not a
current student or employee
Change upon request of individual.
Alumni constituent only (no student
record type exists)
Institutional Advancement will make
change upon request of constituent.
Financial Aid Financial Aid record only. Names
updated by data loads.
Third Party Change upon request of individual or
company.
1.3.4 Name Change Report
An audit report of name changes will be run (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.
Names
Data Entry Standards
Version 1.0
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1.3.5 Name Change Form
See Figure 1.0
Figure 1.0
2197 S. University Blvd.
Denver, CO 80208
(303) 8712284
Version 1.0
3/26/01
Name Change Form
(Please Print)
DUID:
SSN:
Current Name:
New Name:
Date of Birth:
Day Telephone:
Email:
Statement of Responsibility:
I assume responsibility for the consequences or problems that may occur as a result of this change of
my name. There is no intent on my part to defraud the University of Denver.
Signature:
Check all that apply:
Student Faculty Staff Alum
Students and Alumni, please answer the following:
Dates of Attendance at DU:
Have you graduated from DU? Yes No
If yes, give most recent degree:
If no, which degree program/major were you last enrolled in at DU?
Previous Names (not listed above):
Are you currently a Perkins Loan Borrower or a Financial Aid recipient through Student Financial
Services?: Yes No
FOR OFFICE USE ONLY
Received by:
Name:
Dept: Date:
Changed by:
Name:
Dept: Date:
Required Documents:
Faculty/Staff
Human Resources/Payroll requires a Social Security Card.
Forward to Human Resources – Columbine Hall West #13
Students/Alumni with Financial Aid or Perkins Loans
Student Financial Services requires a Social Security Card, Court Order, Marriage License, Passport.
Forward to Office of Student Financial Services – University Hall Rm 223
All Students/Alumni
For last name changes due to Marriage only – the Registrar’s Office requires the signed
Statement of Responsibility
.
For first or middle name changes – the Registrar’s Office requires a Social Security Card, Court Order, or Passport.
Forward to Office of the Registrar – University Hall Rm B133, Attn: Name Changes
Addresses
Data Entry Standards
Version 1.0
3/21/01 page 12
2 Addresses
2.1 General
Universitywide 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 University. Thus, while giving preference to formal addressing
guidelines, this document contains a degree of flexibility in areas
such as punctuation and abbreviation.
For example, an admission prospect or a vendor might be stored as
received (for example):
William P Hicks
1238 S Humboldt St Unit 234
Denver CO 802182455
We may wish to change the address for an admitted applicant or a
donor to read as follows:
William P. Hicks
1238 South Humboldt Street, Unit 234
Denver, CO 802182455
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.
Addresses
Data Entry Standards
Version 1.0
3/21/01 page 13
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.
2.2.2 Punctuation
Punctuation (hyphens, periods, slashes, commas and
apostrophes) should be used if space permits. 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.
2.2.3 Symbols
Symbols should never be used in the first position of an
address field.
•
The ampersand "&" should only be used in place of
“and” if it is used on individual or business letterhead.
•
The percent symbol "%" should never be used.
•
The designation for “in care of” should be abbreviated
as "c/o" when necessary and should be entered on
the first street address line.
2.2.4 Secondary Address Unit Designators
If the address is multiunit 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
The pound sign “#” is acceptable as a unit designator if the
unit type is unknown. Key a space in between the pound
sign and the unit designator numbers or letters. Do
NOT
use “No.” as a unit designator. Never use the pound sign as
the first character in an address.
Addresses
Data Entry Standards
Version 1.0
3/21/01 page 14
Example:
1624 West Donner Street, # 101
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
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.
Addresses
Data Entry Standards
Version 1.0
3/21/01 page 15
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
home 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
threeline address is:
c/o Duncan McCleod
Suite 910
1494 Highlander Boulevard
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.
Information Given
Home/Business Address
Mailing Address
Dr. John Franklin Smith
Evergreen Building
1379 West Pine
PO Box 2351
Denver, CO 87003
Dr. John Franklin Smith
Evergreen Building
1379 West Pine
Denver, CO 87003
Dr. John Franklin Smith
PO Box 2351
Denver, CO 87003
Addresses
Data Entry Standards
Version 1.0
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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).
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)
Addresses
Data Entry Standards
Version 1.0
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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
A Hyphen must be entered when the entire 9
digit (zip plus four) 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:
97203
972035798
2.2.12.2 Canadian
Enter the sixcharacter 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 nonU.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."
Addresses
Data Entry Standards
Version 1.0
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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 965221215
Sgt. Cher Downey
PSC 802 Box 2625
APO AE 097770010
Seaman Duane Reeves
B Division
USS North Dakota
FPO AA 340932344
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
Addresses
Data Entry Standards
Version 1.0
3/21/01 page 19
2.2.15 International Addresses
Use the Nation validation values to enter nation or country
codes. This way the University can better control the
printing of international addresses on letters and forms.
2.2.16 Hierarchy of Modifications
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 14100
14200 East Mississippi Parkway
Aurora, CO 801111111
•
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
Figure 2.0
Version 1.0
3/26/01
State and Province Codes
Armed Forces
AA The Americas
AE Europe
AP The Pacific
United States
AL Alabama
AK Alaska
AZ Arizona
AR Arkansas
CA California
CO Colorado
CT Connecticut
DE Delaware
DC District of Columbia
FL Florida
GA Georgia
HI Hawaii
ID Idaho
IL Illinois
IN Indiana
IA Iowa
KS Kansas
KY Kentucky
LA Louisiana
ME Maine
MD Maryland
MA Massachusetts
MI Michigan
MN Minnesota
MS Mississippi
MO Missouri
MT Montana
NE Nebraska
NV Nevada
NH New Hampshire
NJ New Jersey
NM New Mexico
NY New York
NC North Carolina
ND North Dakota
OH Ohio
OK Oklahoma
OR Oregon
PA Pennsylvania
RI Rhode Island
SC South Carolina
SD South Dakota
TN Tennessee
TX Texas
UT Utah
VT Vermont
VI Virgin Islands
VA Virginia
WA Washington
WV West Virginia
WI Wisconsin
WY Wyoming
US Territories
AS American Samoa
FM Federated States of Micronesia
GU Guam
MH Marshall Islands
MP Northern Mariana Island
PW Palau
PR Puerto Rico
Canadian Provinces
AB Alberta
BC British Columbia
MB Manitoba
NB New Brunswick
NF Newfoundland
NT Northwest Territory
NS Nova Scotia
ON Ontario
PE Prince Edward Island
QC Quebec
SK Saskatchewan
YT Yukon Territory
Addresses
Data Entry Standards
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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 University department. This will reduce
redundant data entry. Thus, an individual may appear in
accounts payable, be an alum, employee and enrolled as a
current student in the Law School and only have a single
address. The Institutional Advancement Office can put a
“preferred indicator” on any address type in the Alumni
module. This indicator cannot be viewed in any module
except Alumni.
Each Banner application (e.g., recruitment mail, billing,
grades, and gift solicitations) will look for a valid address in a
prescribed sequence. For example, the grade mailing
routine might look for addresses in this order: GR, TE, SE,
and then MA. Admission might typically search for a mailing
address in this order: TE, SE, and then MA.
Identical
addresses should not be keyed in different address
types.
The following table describes address types defined for the
University of Denver Banner system.
Code Description Explanation
MA Mailing This is the default address for the Banner
system and the University of Denver. The
address at which a person is currently
receiving mail. For most applications, Mailing
address will be used ahead of home address.
For some applications, (admission prospects)
this will be the only address record. This
address will be updated from various sources.
HO Home Home address is used to distinguish a
permanent address for students who are from
out of the area. It also identifies a preferred
contact address if it is different from the mailing
address.
LO Local Local address is current residence when
different from mailing or home address and
includes Residence Hall addresses. This
address is not a P.O. Box.
Addresses
Data Entry Standards
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PA and P2 Parent(s) Parent address(es) of students or other
constituents where such records are
significant. PA should be used first. P2 only
when parents have separate addresses.
BI Billing Used when billing address is different from
primary Mailing Address. Used for students or
other entities the University bills.
BU Business The principal address for nonperson entities or
employer’s address.
GR Grades Used only for mailing grades and only when
student requests grades are mailed to a
different address from primary mailing address.
MG Matching
Gift
Used by Institutional Advancement to record
address for Matching Gift Entity.
TE Temporary Used to temporarily override Mailing Address.
Should be entered with termination date.
SE Seasonal Used to temporarily override Mailing Address
on a regular basis, e.g. June through August.
Used primarily by Institutional Advancement.
Should be entered with valid dates.
PO Purchase
Order
Address
Used by Purchasing Department
AP Accounts
Payable
Address
Used by Accounts Payable Department.
XX TGR Feed Used internally by Banner.
2.2.18 Address Source
The following table describes address source codes defined
for the University of Denver Banner system.
Addresses
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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 Any Administrative office may add a new address.
The previous address should not be modified.
Faculty/Staff Any Administrative office may add a new address.
The previous address should not be modified.
Alumni Any Administrative office may add a new address.
The previous address should not be modified.
NonPerson (Vendors)
Accounts Payable or
Purchasing Office vendor
Any administrative office should put new address in
the document text of the Requisition.
Address Source Code Description
NCOA National Change of Address
VEND Vendor purchased change
THRD Third party reported change
INFR Information received from relative
PHON Phonathon received change
POST Post Office change – returned
letter
WEB Change received via the WEB
(This is a “system assigned” value
– do not enter code)
SELF Self reported change by individual
Telephone Numbers
Data Entry Standards
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3 Telephone Numbers
3.1 General
An entity (person or nonperson) 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 oncampus
phone numbers, need to be entered using the tendigit format.
3.2.1 Telephone Types
A telephone type distinguishes each telephone number
entered in the Banner system. The University uses the
following codes:
Code Description Explanation
FAX Fax Telephone Used for vendor, student, staff or alumni
facsimile.
HOME Home Telephone Used for student, staff, or alumni home
telephone number.
BUS Business Telephone Used for vendor, student, staff, or alumni
business telephone number.
CELL Cellular Telephone Used for vendor, student, staff, or alumni
cellular phone number.
3.2.2 Telephone Numbers
The telephone number is presented in a threefield format.
3.2.2.1 Area Code
The threedigit area code must be entered for
all phone numbers including the local (303)
area.
Telephone Numbers
Data Entry Standards
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3.2.2.2 Phone Number
Enter the sevendigit number without inserting
a hyphen.
Example:
2837300
5741386
3.2.2.3 Extension
If an extension number is provided, enter only
the digits of the extension. Do
NOT
enter EXT
or X into the extension field.
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 fourdigits
and is required.
3.2.3.2 City Code
The city code consists of one to threedigits,
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.
Telephone Numbers
Data Entry Standards
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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.
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
(Saipan, Rota and Tinian)
670
Puerto Rico 787
St. Kitts/Nevis 869
St. Lucia 758
St. Vincent and Grenadines 784
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.
Telephone Numbers
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3.3.1.1 Telephone Numbers
All regional and local telephone numbers,
including oncampus phone numbers, need to
be entered using the tendigit 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.
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.
EMail
Data Entry Standards
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4 EMail
4.1 General
Students, faculty and staff at the University of Denver are eligible to
receive internet access, email services, and UNIX system access.
Use of these privileges requires establishing an account with
University Technology Services. Registered students automatically
receive Individual Computer Accounts, which include a University
specific email address.
4.2 Standards
All email addresses entered should be evaluated for case
sensitivity and spelling. Some email systems are case sensitive
before the @.
4.2.1 EMail Address Types
Code Description Explanation
BUSN Business Email
Address
Used for vendor, student, faculty,
staff, or alumni email address.
DU DU Email Address Used for student faculty, staff, or
alumni email address.
PERS Personal Email
Address
Used for student, faculty, staff or
alumni email address.
One email address can be marked as the preferred email
address. If email is stored, then the preferred indicator
must be checked to indicate the preferred email address. If
the preferred indicator is not checked then the email
address may be omitted from selection.
4.3 Procedures
4.3.1 Adding an EMail Address
Be aware that email addresses follow a standard format. E
mail 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, support@du.edu is the address
where DU computer support questions can be sent. All
incoming students are provided with a university email
address.
EMail
Data Entry Standards
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Examples
An email address for a University student:
twilliam@du.edu
An email address for an Alumni:
rcampbel@denver.quest.com
An email address for a vendor:
custserv01@corpexpress.com
Calendar Dates
Data Entry Standards
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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 University prints dates in the format
ddmmmyyyy
.
Dates may be entered in any format. The system will re
display the date in the
ddmmmyyyy
format.
Examples:
January 17, 1999 becomes 17JAN1999
4/17/99 becomes 17APR1999
060899 becomes 08JUN1999
Gender
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6 Gender
6.1 General
The U.S. Department of Education requires that the University
reports gender information.
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.
Social Security Number
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7 Social Security Number
7.1 General
7.2 Standards
7.2.1 Social Security Number
Enter the entire (nine) 9digit number, omitting dashes and
spaces between numbers (e.g. 555491133).
•
The SSN is required for students and employees.
•
The SSN is not required for constituents who are
friends of the University.
7.3 Procedures
7.3.1 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. Make the change
and send a copy to the Office of Student Financial Services,
Ext. 4900.
Date of Birth
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8 Date of Birth
8.1 General
8.2 Standards
8.2.1 Date of Birth
•
The Date of Birth is required for employees and
students.
•
The Date of Birth is optional for alumni and friends.
8.2.2 Changes to Date of Birth
An employee or student making a date of birth change
request must present a birth certificate. If person is a
student, make the date of birth change and send a copy of
birth certificate to the Office of Student Financial Services,
Ext. 4900.
8.3 Procedures
When a birth date is required, but none is available, Human
Resources uses the holder code date 07JUL1864 to allow
processing an employee. Periodically, records containing this date
will be identified and corrected. When the year of birth is known,
but not the specific month or day, Institutional Advancement will
use the code 01JAN60, where “60” is the year of birth and will
vary with the constituent, to associate a birth date with constituent’s
record.
Marital Code
Data Entry Standards
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9 Marital Code
9.1 General
9.2 Standards
9.2.1 Marital Code
This information may be collected for students, employees
and constituents of the University.
Code Description Explanation
M Married Legally married
S Single Not married
LP Life Partner Not married but considered a
partner
U Unknown Marital Status is unknown
9.3 Procedures
Ethnicity Code
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10 Ethnicity Code
10.1 General
10.2 Standards
10.2.1 Ethnicity
This field
MUST
be entered for students and employees who
are U.S. citizens or U.S. permanent residents. This field
MUST NOT
be entered for international students or
employees (nonU.S. citizens residing in the U.S. on a visa).
This field is optional for constituents who are friends of the
University.
Ethnicity Code Description
1 White
2 Black
3 Hispanic
4 Asian/Pacific Islander
5 Alaskan Native/American Indian
6 Race/Ethnicity Unknown
10.3 Procedures
For international students or employees (nonU.S. citizens residing
in the U.S. on a visa), leave this field
BLANK
.
Deceased Information
Data Entry Standards
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11 Deceased Information
11.1 General
Due to the sensitivity of this issue, prompt attention is important so
future mailings from University offices are discontinued. Deceased
status must be verified information, not just perceived information.
11.2 Standards
11.3 Procedures
For employees and retirees of the University,
ONLY
the Human
Resource department will enter and change this information based
on prevailing policies.
For constituents (who are not students or employees), Institutional
Advancement will enter and change this information based on
prevailing policies.
For student changes, forward copy of documentation to Student
Financial Services, Ext. 4900.
Prefix Codes Names
Data Entry Standards
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12 Prefix Codes – Names
12.1 General
12.2 Standards
12.2.1 Sample Prefixes
If a prefix is required, use the following guidelines. Prefixes
are
ONLY
used for constituents.
12.2.1.1 Army Ranks
PVT Buck Private
PV2 Private
PFC Private First Class
SEC Specialist
SGT Sergeant
SSG Staff Sergeant
SFC Sergeant First Class
MSG Master Sergeant
1SG First Sergeant
SGM Staff Sergeant Major
CSM Command Sergeant Major
WO1 Warrant Officer
CWO2 Chief Warrant Officer 2
CWO3 Chief Warrant Officer 3
CWO4 Chief Warrant Officer 4
CWO5 Chief Warrant Officer 5
2LT Second Lieutenant
1LT First Lieutenant
CPT Captain
MAJ Major
LTC Lieutenant Colonel
COL Colonel
BG Brigadier General
MG Major General
LTG Lieutenant General
GEN General
Prefix Codes Names
Data Entry Standards
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12.2.1.2 Marine Corps Ranks
PVT Private
PFC Private First Class
LCPL Lance Corporal
CPL Corporal
SGT Sergeant
SSGT Staff Sergeant
GYSGT Gunnery Sergeant
MSGT Master Sergeant
1STSGT First Sergeant
MGYSGT Master Gunnery Sergeant
SGTMAJ Sergeant Major
WO1 Warrant Officer
CWO2 Chief Warrant Officer 2
CWO3 Chief Warrant Officer 3
CWO4 Chief Warrant Officer 4
CWOS Chief Warrant Officer 5
2LT Second Lieutenant
1LT First Lieutenant
CAPT Captain
MAJ Major
LTCOL Lieutenant Colonel
COL Colonel
BGEN Brigadier General
MAJGEN Major General
LTGEN Lieutenant General
GEN General
Prefix Codes Names
Data Entry Standards
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12.2.1.3 Navy Ranks
AR, FR, SR Seaman Recruit
AA, FA, SA Seaman Apprentice
AN, FN, SN Seaman
P03 Petty Officer Third Class
P02 Petty Officer Second Class
P01 Petty Officer First Class
CPO Chief Petty Officer
SCPO Senior Chief Petty Officer
MCPO Master Chief Petty Officer
MCPON Master Chief Petty Officer of the
Navy
CWO2 Chief Warrant Officer 2
CWO3 Chief Warrant Officer 3
CWO4 Chief Warrant Officer 4
ENS Ensign
LTJG Lieutenant Junior Grade
LT Lieutenant
LCDR Lieutenant Commander
CDR Commander
CAPT Captain
RADM Rear Admiral
VADM Vice Admiral
ADM Admiral
Prefix Codes Names
Data Entry Standards
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12.2.1.4 Air Force Ranks
AB Airman Basic
AMN Airman
A1C Airman First Class
SRA Senior Airman
SSgt Staff Sergeant
TSgt Technical Sergeant
MSgt Master Sergeant
SMSgt Senior Master Sergeant
CMSgt Chief Master Sergeant
2dLt Second Lieutenant
lstLt First Lieutenant
CPT Captain
MAJ Major
LTCOL Lieutenant Colonel
COL Colonel
BGEN Brigadier General
MAJGE
N
Major General Lieutenant
Commander
LTGEN Lieutenant General
GEN General
Prefix Codes Names
Data Entry Standards
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12.2.1.5 Other Prefixes
Amb. Ambassador
Bishop Bishop
Bro. Brother
CEO Chief Executive Officer
CFO Chief Financial Officer
COO Chief Operating Officer
Dean Dean
Dir. Director
Dr. Doctor
Exe. Executive
Fr. Father
Gov. Governor
Hon. Honorable
Judge Judge
M. Monsieur
Miss Miss
Mme. Madame
Mr. Mr.
Mrs. Mrs.
Ms. Miss or Madame
Pres. President
Prof. Professor
Rabbi Rabbi
Rep. Representative
Rev. Reverend
Sen. Senator
Sr. Senior
Sra. Senora
Sr. VP Senior Vice President
Srta. Senorita
VP Vice President
Note: This list is not exhaustive. For nonlisted
prefixes, see the Abbreviation section of
Webster's Dictionary.
12.3 Procedures
Suffix Codes Names
Data Entry Standards
Version 1.0
3/21/01 page 38
13 Suffix Codes – Names
13.1 General
13.2 Standards
13.2.1 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
D.M.D. Doctor of Dental Medicine
D.O. Doctor of Osteopathy
D.V.M. Doctor of Veterinary Medicine
Esq. Esquire
II The Second
III The Third
IV The Fourth
J.D. Juris Doctor
Jr. Junior
LL.D. Doctor of Laws
M.D. Doctor of Medicine
O.D. Doctor of Optometry
PhD Doctor of Philosophy
Ret. Retired
RN Registered Nurse
Sr. Senior
USA United States Army
USAR United States Army Reserve
USAF United States Air Force
USAFR United States Air Force Reserve
USCG United States Coast Guard
USMC United States Marine Corps
USMCR United States Marine Corps Reserve
USN United States Navy
USNR United States Navy Reserve
Note: This list is not exhaustive. For nonlisted prefixes, see
the Abbreviation section of Webster's Dictionary.
13.3 Procedures
Citizenship, Veteran and Legacy Information,
Religion Code, Driver’s License Information
Data Entry Standards
Version 1.0
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14 Citizenship, Veteran and Legacy Information,
Religion Code, Driver’s License Information
14.1 General
14.2 Standards
14.2.1 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.
14.2.2 Legacy Code
Currently, Institutional Advancement and Human Resource
do not maintain Legacy Code. Therefore, this data standard
will be updated when the Banner Student Module is
implemented. A Legacy Code identifies a relative or friend
with whom the University had or has a relationship. For
example, if your mother were an alumna of the University,
your legacy would be mother.
14.2.3 Veteran File Number
The Office of the Registrar keeps and maintains this
information for students. This information will not be
collected or maintained by Human Resources or Institutional
Advancement.
14.2.4 Religion Code
The University will
NOT
collect or maintain religion data.
14.2.5 Driver’s License Information
The University will
NOT
maintain driver’s license data.
Financial Aid will collect but not maintain this information.
14.3 Procedures
Confidential Records
Data Entry Standards
Version 1.0
3/21/01 page 40
15 Confidential Records
15.1 General
15.2 Standards
15.2.1 Confidential Information Indicator
If a person completes a “Request to Withhold Information”
form (Figure 15.0), then the student's directory information
will
NOT
be disclosed to the public.
15.2.2 Disclosure of Student Information
15.2.2.1 Buckley Amendment
Students have a right to inspect their education
records at the University and to request
amendment to those records if they believe
them to be inaccurate. The FERPA law (also
known as the Buckley Amendment), and its
implementing regulations, may be reviewed in
the Office of the Registrar, University Hall,
B133. A student has the right to file a complaint
with the U.S. Department of Education
concerning alleged failures by the University of
Denver to comply with FERPA requirements
with:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 202024605
15.2.2.2 Directory Information
The law provides that “Directory Information”
may be released without the consent of the
student unless s/he has specifically asked that
prior consent be obtained. The University of
Denver designates the following student
information as “Directory Information”:
Confidential Records
Data Entry Standards
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The student’s full name, address (local and
home/permanent), telephone number, campus
electronic mail address, digitized I.D.
photograph, date and place of birth, major field
of study, full time or part time status, class (i.e.
sophomore, junior, etc.), participation in
officially recognized activities and sports,
weight and height of members of athletic
teams, dates of attendance, anticipated date of
graduation, degrees and awards received, the
most recent previous educational agency or
institution attended by the student.
15.2.2.3 Disclosure Policies
The University of Denver assumes that failure
on the part of any student to specifically
request the withholding of categories of
information indicates individual approval for
disclosure.
•
Any student wishing that directory
information not be released must submit a
“Request to Withhold Information form (see
Figure 15.0) to the Office of the Registrar,
University Hall, B133.
This form must be
completed each year by October 1; or, if
entering the University in January, by
February 1; if entering in March, by April
1.
•
Parents who claim students as dependents
on their Federal Income Tax form are
entitled to receive grades and other
information as provided by FERPA.
Parents need to complete a “Parental
Statement” form (Figure 15.1) during the
Autumn quarter in each year of the
student’s attendance, available from and to
be submitted to the Office of the Registrar.
•
University Officals with a “legitimate
educational interest” may receive all
student data, including mailing labels,
regardless of any restrictions, as provided
by FERPA.
Confidential Records
Data Entry Standards
Version 1.0
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•
“A legitimate educational interest” is an
interest directly related to fulfilling Official
University responsibilities or assignments of
the person obtaining the information.
University officials with legitimate
educational interests include the following:
faculty, staff persons in academic
departments, academic services for
advising, Office of the Registrar, Campus
Safety, Student Health Services,
Institutional Research, accounting and
admission offices, the Division of Athletics,
Recreation and Wellness, the Chancellor,
vicechancellors, the Provost, viceprovosts
and their staffs. It also may include those
University students who are selected to
serve as members of University committees
that select students for membership in
honor societies or University awards.
However, access to education records by
such students is limited to access to
information directly bearing on the
membership matter or award being
considered by the committee on which the
student serves.
Any student may request
that his or her education records not be
reviewed by students serving on such
committees by notifying the Office of the
Registrar in writing by October 1 each
year; or, if entering the University Winter
quarter, by February 1; if entering Spring
quarter, by April 1.
•
A student’s record may be released in
compliance with a court order or subpoena.
The Office of the Registrar or other official
will make a reasonable effort to notify the
student in advance of compliance.
•
Student information may be released for
health and emergency reasons.
Confidential Records
Data Entry Standards
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•
Students wishing to inspect their education
records must complete a request form that
can be obtained from the Office of the
Registrar. Upon receipt of the completed
form, the Registrar will verify that the
requesting party is a student or former
student. The student will then be given the
form to present to the office or offices
maintaining the Record(s). Access will be
granted within 45 days of the date that the
University’s Registrar receives the request.
•
If a student believes information contained
in his or her education record is inaccurate,
misleading, or otherwise inappropriate, s/he
may request that the record be amended.
The student may place a statement in the
record commenting on the contested
information or stating why s/he disagrees
with the information. Whenever the
University subsequently discloses the
record to which the statement relates the
statement will be included with the record.
The student may ask for a hearing on the
University’s denial of any request to amend
an education record.
15.3 Procedures
Figure 15.0
Office of the Registrar
2197 S. University Blvd.
Denver, CO 80208
(303) 8714033
Version 1.0
3/26/01
Request to Withhold Information
The provisions of the Family Rights and Privacy Act of 1974 and University policy allows
students to withhold certain information about their attendance at the University. The University
has the intent to honor requests of students who wish to withhold information.
A student’s record may be subpoenaed which requires this office to release all
information about a student’s enrollment. Subpoenas normally involve former students. These
occurrences are very rare, and an attempt is made by this office to contact the student before
releasing any information. In cases where a parent is financially responsible for your education
and provides appropriate certification, grades will be sent at the end of the quarter upon
request. Student’s who do not want their grades releases will need to work with parents or legal
representatives.
The Family Rights and Privacy Act (also known as the Buckley Amendment) lists the
following as “public information” that can be released without student consent: student’s full
name, address (local and home/permanent), telephone number, campus electronic mail
address, digitized I.D. photograph, date and place of birth, major field of study, full time or part
time status, class (i.e. sophomore, junior, etc.), participation in officially recognized activities and
sports, weight and height of members of athletic teams, dates of attendance, anticipated date of
graduation, degrees and awards received and the most recent previous educational agency or
institution attended by the student.
The “public information” can be withheld as requested by students except for the
conditions listed above. In all cases, academic information is protected except for the above
conditions.
List below the information you wish to have withheld.
Print name:
Student #
SS#:
Address:
Signature:
Date:
Figure 15.1
Version 1.0
3/26/01
Office of the Registrar
2197 S. University Blvd.
Denver, CO 80208
303.871.2284
Fax 303.871.4300
2000/2001 ACADEMIC YEAR
PARENTAL STATEMENT
I do hereby certify that I am the parent or legal guardian of
, a student at the University of
Denver. I further certify that as of this date, said student is a legal dependent of mine,
and that the status of dependent is reported on my federal income tax report. Because of
this status of dependency, I understand that I may request
academic
information (grades,
transcripts, course information, grade point average) under the conditions of the Family
Rights and Privacy Act of 1974 (Buckley Amendment).
A new parental statement form
must be
filed each September in the Office of the
Registrar if you are to receive grade reports/transcript of your student’s work at the
University of Denver.
Signature:
Print Name:
Mailing Address:
City, State & Zip Code:
Date:
Please return to: Office of the Registrar
University of Denver
2197 S. University Blvd.
Denver, CO 802082284
or fax to: (303) 8714300
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