Data-Standards-Manual-published-204

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EASTERN MICHIGAN UNIVERSITY

DATA STANDARDS MANUAL

PUBLISHED ON OCTOBER 13, 2003

AS VERSION 2.0.4

SUBSEQUENT VERSIONS TO BE PUBLISHED AS

VERSION 2.0.X

NOTE: Any changes recommended for the data standards in use at Eastern Michigan University must be

approved by the Data Standards Committee which consists of representatives from all Banner application

areas. Approved changes will be reflected in a subsequent standards manual.

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Table of Contents

BANNER NAME AND ID SEARCH................................................................................................................................ 7

1.1

ENERAL

.......................................................................................................................................................................... 7

1.2

TANDARDS

..................................................................................................................................................................... 7

1.3

ROCEDURES

................................................................................................................................................................... 7

1.4

TANDARD

HANGE

ECORD

....................................................................................................................................... 7

BANNER ID............................................................................................................................................................................ 8

2.1

ENERAL

.......................................................................................................................................................................... 8

2.2

TANDARDS

..................................................................................................................................................................... 8

2.2.1

Standards for Person ID......................................................................................................................................8

2.2.2

Standards for NonPerson ID .............................................................................................................................9

2.3

UIDELINES

................................................................................................................................................................... 11

2.3.1

Creating a Person ID .........................................................................................................................................11

2.3.2

Creating a “SMART” NonPerson ID.............................................................................................................11

2.3.3

Creating a NonPerson Financial Aid Lender ID .........................................................................................13

2.3.4

Creating a NonPerson Financial Aid Guarantor ID...................................................................................13

2.3.5

Creating a NonPerson Financial Aid Servicer ID.......................................................................................13

2.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 13

NAMES .................................................................................................................................................................................. 14

3.1

ENERAL

........................................................................................................................................................................ 14

3.2

TANDARDS

................................................................................................................................................................... 14

3.2.1

Case.......................................................................................................................................................................14

3.2.2

Initials and Abbreviations..................................................................................................................................15

3.2.3

Persons With Two or More Given Names.......................................................................................................15

3.2.4

Spaces in Last Names.........................................................................................................................................16

3.2.5

Long Names..........................................................................................................................................................16

3.2.6

Persons with One Name .....................................................................................................................................16

3.2.7

Punctuation ..........................................................................................................................................................16

3.2.8

Prefixes and Suffixes...........................................................................................................................................16

3.2.9

Previous Names...................................................................................................................................................17

3.2.10

Legal Name ..........................................................................................................................................................17

3.2.11

Preferred First Name .........................................................................................................................................17

3.2.12

NonPerson Names .............................................................................................................................................18

3.2.13

Name Type and Description..............................................................................................................................18

3.3

UIDELINES

................................................................................................................................................................... 18

3.3.1

Adding New Name Records...............................................................................................................................18

3.3.2

Name Change Policies.......................................................................................................................................18

3.3.3

Change Form .......................................................................................................................................................19

3.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 19

ADDRESSES ........................................................................................................................................................................ 21

4.1

ENERAL

........................................................................................................................................................................ 21

4.2

TANDARDS

................................................................................................................................................................... 21

4.2.1

Symbols.................................................................................................................................................................21

4.2.2

Street Names........................................................................................................................................................22

4.2.3

Punctuation ..........................................................................................................................................................22

4.2.4

Secondary Address Unit Designators..............................................................................................................22

4.2.5

Compass Directions............................................................................................................................................23

4.2.6

Street Address and P.O. Box .............................................................................................................................23

4.2.7

Abbreviations for Street Designators ..............................................................................................................24

4.2.8

Sources for Additional Information.................................................................................................................24

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4.2.9

City.........................................................................................................................................................................24

4.2.10

State and Province..............................................................................................................................................25

4.2.11

County...................................................................................................................................................................25

4.2.12

Zip or Postal Code..............................................................................................................................................25

4.2.12.1

United States.................................................................................................................................................. 25

4.2.12.2

Canada ........................................................................................................................................................... 26

4.2.13

Nation....................................................................................................................................................................26

4.2.14

Military Address..................................................................................................................................................26

4.2.14.1

Overseas Locations........................................................................................................................................ 26

4.2.14.2

Domestic Locations....................................................................................................................................... 27

4.2.15

International Addresses .....................................................................................................................................27

4.2.16

Hierarchy of Modifications...............................................................................................................................27

4.2.17

Address Types ......................................................................................................................................................28

4.2.18

Office(s) responsible for creation and changes of each address type.......................................................30

4.2.19

Address Sources..................................................................................................................................................31

4.3

UIDELINES

................................................................................................................................................................... 32

4.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 32

TELEPHONE NUMBERS................................................................................................................................................. 33

5.1

ENERAL

........................................................................................................................................................................ 33

5.2

TANDARDS

................................................................................................................................................................... 33

5.2.1

Telephone Types..................................................................................................................................................33

5.2.1.1 General Telephone Types........................................................................................................................................ 33

5.2.1.2

Address Telephone Types.................................................................................................................................. 33

5.2.2

Office(s) responsible for creation and changes of each Address telephone type.....................................34

5.2.3

Telephone Numbers ............................................................................................................................................35

5.2.3.1

Area Code .......................................................................................................................................................... 35

5.2.3.2

Phone Number.................................................................................................................................................... 35

5.2.3.3

Extension............................................................................................................................................................ 35

5.2.4

International Telephone Numbers....................................................................................................................35

5.2.4.1

International access code field ........................................................................................................................... 36

5.2.4.1.1

Country Code............................................................................................................................................... 36

5.2.4.1.2

City Code..................................................................................................................................................... 36

5.2.4.2

North American Numbering Plan (NANP)........................................................................................................ 36

5.3

UIDELINES

................................................................................................................................................................... 37

5.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 37

EMAIL.................................................................................................................................................................................... 38

6.1

ENERAL

........................................................................................................................................................................ 38

6.2

TANDARDS

................................................................................................................................................................... 38

6.3

UIDELINES

................................................................................................................................................................... 38

6.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 38

CALENDAR DATES .......................................................................................................................................................... 39

7.1

ENERAL

........................................................................................................................................................................ 39

7.2

TANDARDS

................................................................................................................................................................... 39

7.2.1

Year........................................................................................................................................................................39

7.2.2

Month and day.....................................................................................................................................................39

7.2.3

Dates in Job Submission....................................................................................................................................40

7.2.4

Dates in Reports and Process Output..............................................................................................................40

7.2.5

Dates in Query Mode..........................................................................................................................................40

7.3

UIDELINES

................................................................................................................................................................... 40

7.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 40

GENDER................................................................................................................................................................................ 41

8.1

ENERAL

........................................................................................................................................................................ 41

8.2

TANDARDS

................................................................................................................................................................... 41

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8.3

UIDELINES

................................................................................................................................................................... 41

8.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 41

SOCIAL SECURITY NUMBER (SSN) .......................................................................................................................... 42

9.1

ENERAL

........................................................................................................................................................................ 42

9.2

TANDARDS

................................................................................................................................................................... 42

9.3

UIDELINES

................................................................................................................................................................... 42

9.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 42

DATE OF BIRTH ............................................................................................................................................................ 43

10.1

ENERAL

........................................................................................................................................................................ 43

10.2

TANDARDS

................................................................................................................................................................... 43

10.3

UIDELINES

................................................................................................................................................................... 43

10.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 43

MARITAL CODE............................................................................................................................................................ 44

11.1

ENERAL

........................................................................................................................................................................ 44

11.2

TANDARDS

................................................................................................................................................................... 44

11.3

UIDELINES

................................................................................................................................................................... 44

11.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 44

ETHNIC CODES ............................................................................................................................................................. 45

12.1

ENERAL

........................................................................................................................................................................ 45

12.2

TANDARDS

................................................................................................................................................................... 45

12.3

UIDELINES

................................................................................................................................................................... 45

12.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 45

DECEASED INFORMATION ...................................................................................................................................... 46

13.1

ENERAL

........................................................................................................................................................................ 46

13.2

TANDARDS

................................................................................................................................................................... 46

13.3

UIDELINES

................................................................................................................................................................... 46

13.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 46

PREFIX CODES – NAMES .......................................................................................................................................... 47

14.1

ENERAL

........................................................................................................................................................................ 47

14.2

TANDARDS

................................................................................................................................................................... 47

14.2.1

Default Prefix.......................................................................................................................................................47

14.2.2

Sample Prefixes ...................................................................................................................................................47

14.3

UIDELINES

................................................................................................................................................................... 48

14.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 48

SUFFIX CODES – NAMES .......................................................................................................................................... 49

15.1

ENERAL

........................................................................................................................................................................ 49

15.2

TANDARDS

................................................................................................................................................................... 49

15.3

UIDELINES

................................................................................................................................................................... 49

15.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 50

CITIZENSHIP AND INTERNATIONAL PERSONS INFORMATION.............................................................. 51

16.1

ENERAL

........................................................................................................................................................................ 51

16.2

TANDARDS

................................................................................................................................................................... 51

16.2.1

U.S. Citizen Type.................................................................................................................................................51

16.2.2

Country of Citizenship........................................................................................................................................51

16.2.3

Visa Status............................................................................................................................................................52

16.3

UIDELINES

................................................................................................................................................................... 52

16.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 52

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VETERAN INFORMATION........................................................................................................................................ 53

17.1

ENERAL

........................................................................................................................................................................ 53

17.2

TANDARDS

................................................................................................................................................................... 53

17.2.1

Veteran File Number..........................................................................................................................................53

17.2.2

Veteran Category................................................................................................................................................53

17.3

UIDELINES

................................................................................................................................................................... 53

17.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 53

LEGACY INFORMATION (FULL INFORMATION TO BE INCLUDED AT A LATER DATE) .............. 54

18.1

ENERAL

........................................................................................................................................................................ 54

18.2

TANDARDS

................................................................................................................................................................... 54

18.3

UIDELINES

................................................................................................................................................................... 54

18.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 54

RELIGION CODES......................................................................................................................................................... 55

19.1

ENERAL

........................................................................................................................................................................ 55

19.2

TANDARDS

................................................................................................................................................................... 55

19.3

UIDELINES

................................................................................................................................................................... 55

19.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 55

DRIVER’S LICENSE INFORMATION ..................................................................................................................... 56

20.1

ENERAL

........................................................................................................................................................................ 56

20.2

TANDARDS

................................................................................................................................................................... 56

20.3

UIDELINES

................................................................................................................................................................... 56

20.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 56

CONFIDENTIALITY OF STUDENT RECORDS.................................................................................................... 57

21.1

ENERAL

........................................................................................................................................................................ 57

21.2

TANDARDS

................................................................................................................................................................... 57

21.3

UIDELINES

................................................................................................................................................................... 58

21.3.1

FERPA ..................................................................................................................................................................58

21.3.2

Directory Information........................................................................................................................................58

21.3.3

Disclosure Policies.............................................................................................................................................58

21.3.4

Directory Exclusion............................................................................................................................................58

21.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 58

LETTER NAMES ............................................................................................................................................................ 59

22.1

ENERAL

........................................................................................................................................................................ 59

22.2

TANDARDS

................................................................................................................................................................... 59

22.3

UIDELINES

................................................................................................................................................................... 59

22.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 59

QUICKFLOW NAMES .................................................................................................................................................. 60

23.1

ENERAL

........................................................................................................................................................................ 60

23.2

TANDARDS

................................................................................................................................................................... 60

23.3

UIDELINES

................................................................................................................................................................... 60

23.4

TANDARD

HANGE

ECORD

..................................................................................................................................... 60

APPENDIX A – DATA STANDARDS CHANGE REQUEST FORM ............................................................... 61

24.1

ATA

TANDARDS

HANGE

EQUEST

ORM

.......................................................................................................... 62

APPENDIX B – SHARED TABLES IN BA NNER AS OF 07/01/2002............................................................... 63

25.1

ABLE

HARED

ATA

ABLES

.............................................................................................................................. 64

25.2

ABLE

HARED

ALIDATION

ABLES

.................................................................................................................. 65

25.3

ABLE

ATA

TEWARDSHIP OF

ANNER

ABLES

.............................................................................................. 68

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25.4

ABLE

HARED

ATA

TEMS

...................................................................................................................................... 71

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Banner Name and ID Search

1.1

General

Before creating a person ID in Banner, a thorough name and ID search must be performed to ensure the

person does not already exist in Banner and to avoid the creation of a “duplicate PIDM.” An appropriate

procedure will be developed by each module. See the appropriate process team leader if you have

questions.

1.2

Standards

A thorough search using the *OAIDEN and GUIALTI screens should be done before any addition of

person records.

1.3

Procedures

The *OAIDEN search form allows you to search for a person using each or a combination of ID, Last

Name, First Name and Middle Name fields. If the complete ID or name is unknown, you may also

perform a wildcard search by inserting the wild card symbol “%” into any of the search fields. Check the

radio button for “No” under the Case Sensitive Query question. (This has to be reset each time you

refresh the form.)

Effective with the April 2002 release of Banner, a new form (GUIALTI) has been added for search by SSN

capabilities.

1.4

Standard Change Record

10/28/2002

1.2 Standards

Added standards that searches should include *OAIDEN and GUIALTI screens before

adding person records.

1.3 Procedures

Added information regarding the new GUIALTI screen available with the April 2002

release.

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Banner ID

2.1

General

This standard defines how the ID will be established within Banner for each person and nonperson

based upon ‘best practice’ recommendations made by SCT.

The following forms are used to generate, create and change IDs. The form used depends upon the

Banner module in use:

FORM NAME

BANNER MODULE

SRAQUIK

STUDENT/RECRUIT

SPAIDE N

STUDENT

RPAIDEN

FINANCIAL AID

PPAIDEN

HUMAN RESOURCES

FTMVEND

FINANCE (‘nonperson’ vendors)

FOAIDEN

FINANCE (‘person’ vendors)

APAIDEN

ALUMNI/DEVELOPMENT

2.2

Standards

2.2.1

Standards for Person ID

Person IDs can appear in three different formats. All new IDs created in Banner will use format 1.

Format 1:

A system assigned ID will be established for all persons the first time they are entered into Banner. This

system assigned ID will be a ninecharacter alphanumeric field where the first character is an ‘E’ followed

by 8 digits.

Example:

E00001834

A system assigned ID will be generated for any person converted from a legacy system with the

understanding that, at the time of conversion, the option will be available to store the legacy system ID as

an Alternate ID in Banner. This recommendation is made with the understanding that:

Banner allows the storage of multiple Alternate IDs

All Alternate IDs are searchable, independent of name

Persons will be able to use either their Banner ID OR an ID from a legacy system to conduct

business in any Banner module

Social Security Number is a searchable field, independent of name, in all Banner modules

Format 2:

PreBanner student numbers for enrolled students will be stored in Banner as alternate IDs. The old

student number format is 9 digits with 3 leading zeroes.

Example:

000893124

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Format 3:

PreBanner student numbers for prospective students (not admitted) will be stored in Banner as alternate

IDs. The old student number format is 9 digits with the leading character being an alpha character.

Example:

C04341243

2.2.2

Standards for NonPerson ID

Nonperson IDs can appear in four different formats.

Format 1:

A 6 character Smart ID will be created for each nonperson, except for financial institution entities acting

in the capacity of financial aid lenders, guarantee agencies or servicers, using the schema described in

section 2.3.2. This concept will allow users the ability to intuit a nonperson ID with a greater than 90%

accuracy rate. It will also enable a user to instantly differentiate a person from a nonperson and will lead

to immense efficiencies for the primary users of nonperson codes.

Persons doing business with EMU with a tax ID number will be treated as a nonperson and assigned a

Smart ID as described in section 2.3.2. If such a person also conducts business with EMU as a person,

they will also have a person record with an ‘E’ number ID. A social security number will only be recorded

in the person record (and not in the nonperson record) for persons acting in this dual capacity.

Format 2:

Special Banner IDs will be created for financial institutions acting in the capacity of ‘lender’ for financial

aid purposes. An institutional entity acting as a financial aid LENDER will have a Banner ID equal to the

institution’s 6digit lender code. These special Banner IDs are used strictly for financial aid purposes and

may only be created by the Financial Aid Office. NOTE: A financial institution could have more than one

lender code.

Format 3:

Special Banner IDs will be created for financial institutions acting in the capacity of ‘guarantor’ for financial

aid purposes. An institution acting as a financial aid GUARANTOR will have a Banner ID equal to the

institution’s 3digit guarantor code. These special Banner IDs are used strictly for financial aid purposes

and may only be created by the Financial Aid Office.

Format 4:

Special Banner IDs will be created for financial institutions acting in the capacity of ‘servicer’ for financial

aid purposes. An institution acting as a financial aid SERVICER will have a Banner ID equal to the

institution’s 6digit servicer code. These special Banner IDs are used strictly for financial aid purposes

and may only be created by the Financial Aid Office.

WARNING: A financial institution may conduct business with EMU in several different capacities as a

nonperson entity (nonfinancial aid business), as a financial aid lender and/or as a financial aid

guarantor. These institutions will have multiple IDs in Banner. Be careful to use the correct ID when

processing in Banner.

Example:

Institution

Name

Function

ID Type

Banner ID

Comerica

Bank

a bank

Format 1 – Smart ID

COMERI

Comerica

Bank

financial aid lender

serviced by Sallie Mae

Format 2 – lender

code

805979

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Institution

Name

Function

ID Type

Banner ID

Comerica

Bank

financial aid lender

serviced by UniPac

Format 2 – lender

code

822660

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2.3

Guidelines

2.3.1

Creating a Person ID

Before creating a person ID in Banner, a thorough name and ID search must be performed to ensure the

person does not already exist in Banner and to avoid the creation of a duplicate PIDM. At a minimum,

name, gender (not available is allowed) and ethnicity code (not reported is allowed) must be entered for

all persons. If a social security number is available, it must also be entered. An appropriate procedure

will be created for each of the following Banner modules: Student, Financial Aid, Finance, Human

Resources and Alumni/Development (aka Advancement).

2.3.2

Creating a “SMART” NonPerson ID

“SMART” NONPERSON ID CODES

A PROCEDURE FOR ASSIGNING A VENDOR NUMBER FOR BUSINESS CONCERNS AND

ORGANIZATIONS

Only capital letters or numbers will be used:

Example:

Zellerbach Paper Company

3M Company

Input as:

ZELPAP

3MCOM

Do not use spaces, hyphens, periods, etc. in vendor number:

Example:

UHaul International

ABCCLIO, Inc.

Input as:

UHAINT

ABCCLI

If two or more words are in vendor name, use up to the first 3 alphanumeric characters of the first

two words in the vendor name:

Example:

Sigma Chemical Company

Input as:

SIGCHE

If vendor number is just one word, use up to first 6 alphanumeric characters:

Example:

Departures

Inmac

Input as:

DEPART

INMAC

If two different vendors have the same vendor characters, use numerical sequence to identify

each succeeding vendor:

Example:

Michie Company

Micron Computer

Input as:

MICCOM

MICCOM1

If a vendor name is separated by a hyphen or a slash, treat it as two separate names:

Example:

PerkinElmer Corporation

Input as:

PERELM

If there are only two characters in the first name, use only those two characters:

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Example:

US Welding Inc

Input as:

USWEL

Initials and Abbreviations vendors who use initials and abbreviations as their official corporate

name will be input in the same manner:

Example:

ABC Office Equipment

IBM

Input as:

ABCOFF

IBM

In order to cut down on duplicate vendor numbers; any time a company name exists with the

following as part of its name, drop for vendor number purposes only:

and

the

for

Example:

Films for the Humanities

Rain for Rent Inc

Input as:

FILHUM

RAIREN

Example:

The Earle

Input as:

EARLE

10.

If these names appear in the second or subsequent names of the vendors, drop for vendor

number purposes only:

academy

institute

association

international

department

school

Example:

Electronic School Supply

or Koch International Corp

Input as:

ELESUP

or KOCCOR

11.

For a vendor that is a university, input the name of the university first:

Example:

University of Washington

University of Iowa

Input as:

WASUNI

IOWUNI

12.

While person and nonperson searches are conducted separately, Banner stores the IDs in the

same table. Because of this, Banner will not allow manually generated ID numbers to begin with the

same character as computergenerated ID numbers (persons in Banner have computergenerated

numbers). There is, therefore, an exception for vendors whose name begins with the letter 'E'. The

computergenerated numbers begin with 'E' (for EMU ‘E’ number). Vendors whose name begins with an

‘E’ will have their Smart ID start with an 'X' in the first character and then the normal 6 characters

according to all the other rules listed above:

Example:

Evan's Office Equipment

EMC Computer Corp

Input as:

XEVAOFF

XEMCCOM

13.

For all vendors with the prefix “Ann Arbor” in its name, use A2 to represent Ann

Arbor and follow with the first three characters of the third word in the name. If two vendors have the

same characters beginning the third word in their name, use a numerical sequence number to identify

each succeeding vendor.

Example:

Ann Arbor Commerce Bank

Ann Arbor Community Center

Input as:

A2COM

A2COM1

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2.3.3

Creating a NonPerson Financial Aid Lender ID

A sixcharacter lender code number supplied by the U. S. Department of Education, Institutional

Participation and Oversight Service, will be used to create each financial aid lending institution. The

lender code number should be entered into the first six spaces of the ninedigit ID field. The Office of

Financial Aid will be responsible for creating these IDs.

2.3.4

Creating a NonPerson Financial Aid Guarantor ID

A threecharacter guarantor ID number supplied by the U. S. Department of Education, Institutional

Participation and Oversight Service, will be used to create each financial aid guaranty agency. The

guaranty agency number should be entered into the first three spaces of the ninedigit ID field. The Office

of Financial Aid will be responsible for creating these IDs.

2.3.5

Creating a NonPerson Financial Aid Servicer ID

A sixcharacter servicer code number supplied by the U. S. Department of Education, Institutional

Participation and Oversight Service, will be used to create each financial aid loan servicer. The servicer

code number should be entered into the first six spaces of the ninedigit ID field. The Office of Financial

Aid will be responsible for creating these IDs.

2.4

Standard Change Record

8/5/2002

2.3.1 Creating a Person ID

Clarified that name and gender must be entered for all new persons in Banner. SSN, if

available, must also be entered.

10/28/2002

2.3.5 Creating a NonPerson Financial Aid Servicer ID

Section added

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Names

3.1

General

The University considers the ‘current name’ in Banner as a person’s legal name. A person’s legal name

appears on official documents such as a birth certificate, court order, social security card, marriage

license or passport. The Office of Admissions uses the name reported on an application as the legal

name.

Names for persons and nonpersons 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 is printed on

correspondence, it looks contemporary and professional. Name formats have also been developed to

meet postal regulations.

It is recommended that offices that collect person names on applications, or any other types of forms,

designate separate fields on the form for that person to indicate first name, middle name and last name.

This will facilitate our ability to enter a name correctly into the respective fields in Banner.

The following forms are used to enter and change name information. The form used depends upon the

Banner module in use:

FORM NAME

BANNER MODULE

SPAIDEN

STUDENT

RPAIDEN

FINANCIAL AID

PPAIDEN

HUMAN RESOURCES

FTMVEND

FINANCE (‘nonperson’ vendors)

FOAIDEN

FINANCE (‘person’ vendors)

APAIDEN

ALUMNI/DEVELOPMENT

Last Name, First Name and Middle Name appear on all of the above forms.

Prefix, Suffix and Preferred First Name appear only on SPAIDEN, PPAIDEN and APAIDEN.

Person Last Name – maximum length 60 characters

Person First Name – maximum length 15 characters

Person Middle Name – maximum length 15 characters

NonPerson Name – maximum length 60 characters

3.2

Standards

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 lower

case letters for names.

3.2.1

Case

If a 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.

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Example: duBois

For externally obtained data feeds, ICT will convert the names into an upper lowercase format based

upon these rules.

3.2.2

Initials and Abbreviations

Do not use periods after initials or abbreviations.

Pamela A. Humphrey

Enter as: first name = Pamela / middle name = A / last name = Humphrey

Leslie M. F. Donner

Enter as: first name = Leslie / middle name = M F / last name = Donner

James St. Martin

Enter as: first name = James / middle name = blank / last name = St Martin

D. Gary Smith

Enter as: first name = D Gary / middle name = blank / last name = Smith

NOTE: Some, but not all, forms in Banner will display whatever is stored in the name field, followed by a

period. If a period is entered in a name field, then you will see 2 periods on the Banner form. As periods

are not to be entered in name fields (see 3.2.7), double periods should only be seen in cases where

errors have been made.

3.2.3

Persons With Two or More Given Names

In cases where a single character is designated as the first name followed by a full middle name, place

the single character and the middle name in the First Name field.

Example: W Mark Jones

Enter as: first name = W Mark / middle name = blank / last name = Jones

If you later receive information that the ‘W’ stands for William, change the name in Banner to:

first name = William / middle name = Mark / last name = Jones

If a person has more than two given names, and has not specified which are considered

first vs. middle name(s), enter the first two names into the First Name field and any other

names into the middle name field.

Example: Anne Marie Susan Smith

Enter as: first name = Anne Marie / middle name = Susan / last name = Smith

Example: Billy Joe Daryl Thomas Miller

Enter as: first name = Billy Joe / middle name = Daryl Thomas / last name = Miller

Upon request, it is acceptable to enter two names in the first name field.

Example: Anne Marie Smith

Enter as: first name = Anne Marie / middle name = blank / last name = Smith

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3.2.4

Spaces in Last Names

Maintain spaces in last names (one space maximum) exactly as reported by the person.

Examples:

Van Buren

Van der Vaart

Vander Vaart

3.2.5

Long Names

If a person’s first, middle or last name is longer than the field allows in Banner, enter as much as you can

into the field. The rest will be truncated.

3.2.6

Persons with One Name

It is common in some countries for persons to just have one name (not a first, middle and last name). If

that is the case, enter the person’s name into the LAST NAME field and enter an asterisk (‘*’) in the

FIRST NAME field.

3.2.7

Punctuation

Use hyphens, apostrophes or dashes exactly as the person indicates in writing. Do not use commas or

periods in any name field. 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

al Hassan

St Denis

StDenis

SainteDenis

SaintDenis

Saint Denis

3.2.8

Prefixes and Suffixes

Salutations (such as Dr, Rev, Mr, Mrs, Ms, etc.) are considered prefixes and should be entered in the

PREFIX field on General Person Forms. A prefix is required for all persons defined in Banner if the

person’s gender is known or if the person has an indicated preferred prefix. (Exceptions can be made if

person requests no prefix be used.) Prefixes will be entered in upper/lower case with no punctuation (see

section 13).

Input Mr for males or Ms for females if no preferred salutation is indicated.

Professional status indicators (such as MD, DO, PhD, DVN, ESQ, etc) are considered Suffixes and

should be entered in the SUFFIX field on the General Person forms (see section 14).

DO NOT include any punctuation with a prefix or suffix.

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Example:

correct:

PhD

incorrect:

Mr.

Ms.

Dr.

M.D.

Ph.D.

DO NOT enter prefixes or suffixes in the name fields of the current identification block on the Banner

IDEN forms.

NOTE: generational indicators (such as Jr, II, III, etc.) are NOT considered a suffix and should be

entered in the last name field of the current identification block on the Banner IDEN forms. Enter a space

after the last character of the last name, followed by the generational designator.

Example:

Jones Jr

Buckingham III

3.2.9

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 alternate identification block.

3.2.10 Legal Name

The ‘Current Name’ field is Banner is considered the legal name. The Preferred First Name field is used

for variations to the 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.

3.2.11 Preferred First Name

Offices may enter a name in this field.

Examples:

Current Name:

William Knight

Preferred First Name:

Bill

Current Name:

D Mark Williams

Preferred First Name

Mark

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Note: Preferred first name is considered for ‘informational use’ only. It is not used in SCT Banner reports

supplied with the system, but is available for use on any reports or letters generated and maintained by

EMU.

3.2.12 NonPerson Names

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 within the full legal name of a nonperson entry, it should be included when

entering the name in Banner. If a nonperson name begins with the word ‘The’, it should be included

when entering the name in Banner (e.g. The Colorado College).

Example:

ABC Trucking

Department of Defense

University of Portland

J F Kennedy Company

First National Bank

The Earle

3.2.13 Name Type and Description

The Current Name field in Banner does not require a name type to be associated with a name. The name

type of “LGCY” automatically populates during conversion. In addition, EMU has approved use of SORT,

MAID and AKA name types.

3.3

Guidelines

3.3.1

Adding New Name Records

Include procedures for NAME & ID search before creating a new person or nonperson.

NONPERSON Name Searches: Use the wild card (%) in front of and behind the name.

Example:

Full legal name: The Earle

SMART ID:

EARLE

Search as:

%Earle%

3.3.2

Name Change Policies

Faculty will direct name change requests to Academic Human Resources. Staff will direct name change

requests to Administrative Human Resources. Students will direct name change requests to Office of

Records and Registration. Faculty/staff who are also students may direct their requests to the Office of

Records and Registration, although the preferred office would be the appropriate Human Resources area.

Donors will direct their name changes to EMU Foundation Gifts and Records Office.

A common name change form should be used and appropriate documentation provided. (See Figure

1.0.) Due to employee name change documentation requirements, the General Person form (GUASYST)

should be checked before any name change is done. If the person is part of the Human Resources

module as an employee, a social security card is required as name change documentation.

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3.3.3

Change Form

See Figure 1.0.

3.4

Standard Change Record

8/13/2003

3.2.13 Name Type and Description

Approved use of SORT, MAID and AKA.

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Name Change Form

(Please Print)

DATE: _____________________________________

Banner ID: ______________________________ SSN: ____________________________________

Current Name: _____________________________________________________________________

New Name: _______________________________________________________________________

First Name

Middle Name

Last Name

Date of Birth: ______________________________________________________________________

Daytime Telephone: _______________________ Email address: _____________________________

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 Eastern Michigan University.

Students please note:

Future employment verification may require a copy of a social security card to

ensure the name and social security number on record match the name and number on the social

security card.

Signature: ___________________________________________________________________________

Check all that apply:

Student ____

Faculty ____

Staff ____

Alumni ____

Donor _____

Please include any other names under which you may have been associated with Eastern Michigan

University: ___________________________________________________________________________

FOR OFFICE USE ONLY

Received by Name: Dept: Date:

Changed by Name: Dept: Date:

Required Documents:

Students: Driver’s License, Social Security Card, Marriage License, Divorce Degree or other

Court Document showing name change

Employees: Social Security Card required

Return this form, with proper documentation, to the appropriate office below.

Faculty:

Academic Human Resources, 202 Boone Hall

Staff: Administrative Human Resources, 204 Bowen Field House

Students: Office of Records and Registration, 303 Pierce Hall

Donors: EMU Foundation Gifts and Records, 1349 S. Huron Street, Ypsilanti, MI 48197

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Addresses

4.1

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 Admissions) 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, but should still follow the standards set forth here.

These standards must balance four considerations:

Banner System Requirements

Accepted standards for formal communications

U.S. Postal Service guidelines

International address requirements

All addresses must meet US Postal Service addressing requirements. According to the US Postal

Service Postal Addressing Standards, “A standardized address is one that is fully spelled out, abbreviated

by using the Postal Service standard abbreviations … and uses the proper format for the address style…”

(p. 1). The guidelines expressed herein are designed to convey the minimum standard requirements in

order to enhance the processing and delivery of mail, reduce instances of ‘undeliverable’ mail, and

position the University to obtain the most advantageous postal rates.

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.

4.2

Standards

All information is typed in upper/lower case format (i.e. not all caps or all lower).

NOTE:

The Office of Admissions has assumed the responsibility of maintaining a yearly contract with the U.S.

Postal Service to provide EMU with monthly updates to the zip code tables and related City, State,

County relationships. The monthly updates disks will be forwarded to ICT to update the appropriate

Banner tables and records affected by any changes.

4.2.1

Symbols

Symbols should never be used in the first position of an address field.

The ampersand ‘&’ should never be used in place of ‘and’.

The percent symbol ‘%’ should never be used.

The designation for ‘in care of’ should be abbreviated as ‘c/o’ and should be entered on the first street

address line.

Never use a pound sign ‘#’ within an address because it causes a problem with the Banner printing

function.

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4.2.2

Street Names

Street names are composed of a number, the street name and a possible unit designator. Follow the

guidelines below in entering an address into Banner.

4.2.3

Punctuation

Punctuation in the street number and name is normally limited to periods, slashes and hyphens and

should be used if space permits. With the exception of the hyphen in the zip plus 4 configuration,

punctuation in the address may be omitted if necessary.

Periods:

39.2 RD

Slashes (fractional addresses):

101 ½ Main St

Hyphens (hyphenated address):

28901 Montgomery Ave

Do not use periods after abbreviations.

4.2.4

Secondary Address Unit Designators

If the street address contains a secondary unit designator, such as an apartment, suite, building, etc., the

preferred location is at the end of the street address.

Examples:

102 Main St Apt 101

1356 Executive Dr Ste 202

1600 Central Pl Bldg 14

55 Sylvan Blvd Rm 18

If the primary address uses all available characters on the address line, 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.

Examples:

Ste 202

1356 S Executive Dr

Recommended abbreviations for common unit designators are:

Apartment

Apt

Building

Bldg

Department

Dept

Floor

Room

Suite

Ste

Trailer

Trlr

Unit

Refer to the Postal Addressing Standards publication for other unit designator abbreviations. (See

section 4.2.2.6 – Sources for Additional Information.)

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4.2.5

Compass Directions

If appropriate, compass directional words may be abbreviated at the beginning and/or end of the street

name. Since 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 N Main St SW

160 North South St

1624 N South Blvd

Compass directional words should be abbreviated as follows:

East

Northeast

West

Northwest

North

Southeast

South

Southwest

Do not use abbreviated compass directions in city names if you have enough space to enter the entire

city name spelled out.

4.2.6

Street Address and P.O. Box

Banner address formats allow three lines of street address information. If an address contains BOTH a

street address and a post office box, the U.S. Post Office will deliver mail to the first address line listed

above the city/state/zip line. In this situation, it is preferred that the post office box be the last part of the

address entered before the city/state/zip.

INFORMATION

GIVEN

BANNER ADDRESS

ENTRY

Dr. John Franklin Smith

Dr John Franklin Smith

Evergreen Building

Evergreen Bldg

1379 West Pine

P.O. Box 2351

1379 W Pine

P.O. Box 2351

1379 W Pine

PO Box 2351

Denver, Colorado 87003

Denver, CO 87003

Do not enter data into the second address line until data has been entered into the first address line. Also,

data should not be entered in the third address line until data has been entered into the second line. An

example of a threeline address is:

c/o Marvin Martian

Chanin and Levers Inc

1600 Martian Blvd Ste 910

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4.2.7

Abbreviations for Street Designators

Street designators should follow the standard U.S. Post Office standards. Refer to the U.S. Postal

Service Address Standards publication for abbreviations of designators not listed below.

STREET SUFFIX

ABBREVIATION

Avenue

Ave

Boulevard

Blvd

Branch

Center

Ctr

Court

Circle

Cir

Drive

Estate

Est

Highway

Hwy

Lane

Parkway

Pkwy

Place

Road

Square

Station

Sta

Street

Terrace

Ter

Trail

Trl

Way

4.2.8

Sources for Additional Information

There are style manuals that deal with formal addressing style. Several U.S. Postal

Service publications deal with addressing standards. 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 US 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

4.2.9

City

Banner is configured to automatically enter the city name when a zip code is entered. This is the

preferred method of entering the city name. If the preferred name which defaults is not correct, it is

acceptable to change the city to the actual city name (For example, when entering the zip code 48198,

the city will default as Ypsilanti, but could also be the city of Rawsonville. If requested, manually change

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the city to Rawsonville following the standards below.) 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 the 20 characters allowed by Banner, use abbreviation standards described herein

or in the US Postal Service Postal Addressing Standards.

Examples:

Preferred

Acceptable

West Stockbridge

W Stockbridge

Newberry Springs

Newberry Spgs

4.2.10 State and Province

Banner is configured to automatically enter the state name when a zip code is entered. This is the

preferred method of entering the state name.

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. (System generated from zip code entry).

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.

4.2.11 County

Banner is configured to automatically enter the county name when a zip code is entered. This is the

preferred method of entering the county name. The county code is a 5 character code consisting of the

2character state code plus the 3digit FIPS (Federal Information Processing Standards) county code

(PUB 64, May 2002). If no county defaults when entering the zip, enter the county code from the list of

values in the validation form.

4.2.12 Zip or Postal Code

Zip or postal codes MUST be entered for all U.S. and Canadian addresses. If available, it should also be

entered for other international addresses.

4.2.12.1

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

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4.2.12.2

Canada

Enter the sixcharacter postal code by keying in 3 characters, a space and the last 3 characters.

Examples:

T2T 2Y5

R2L 1N4

4.2.13 Nation

A nation code is required for all nonU.S. addresses. Banner maintains a list of all the current code

options available (FIPS PUB 104).

DO NOT enter a country code for U.S. addresses. Banner is configured to automatically enter the county

name when a zip code is entered. In Banner, the default country designation is “U.S.”

NOTE: Postal standards request nation codes be in all caps. The downloaded values from FIPS came

as mixed case. Data standards committee decided it was not necessary to change these to all caps.

4.2.14 Military Address

4.2.14.1

Overseas Locations

Overseas military addresses must contain the APO (Army Post Office) or FPO (Fleet Post Office)

designation along with a twocharacter “state” abbreviation of AE, AP or AA and the zip code.

Enter the zip code in the zip code field

The APO or FPO code will default into the City field

The military ‘State’ code (AA, AE or AP) will also default into the State field.

AA for mail 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 Mario Martian

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

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4.2.14.2

Domestic Locations

All domestic military mail must have a regular street style address.

Examples:

Col Margaret Henry

Lowery Air Force Base

8205 East Sixth Avenue 405

Denver CO 80234

Capt Jack Harris

2314 Barracks St

Minot AFB ND 58705

4.2.15 International Addresses

Enter an international address exactly as provided, including punctuation. Try to avoid commas,

however, as much as possible.

Do not abbreviate words that are spelled out.

With the exception of Canadian addresses, address line 3 should contain the full name of the province or

state for a foreign address. Canadian addresses should use the state/province code field for the province

code.

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.

If available, the postal code should be entered in the ZIP/postal code field.

4.2.16 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

Bldg 14400

14200 Old South 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

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Remove Punctuation

Example:

Ms Michelle Simpkins

5800 E Martin Luther King Blvd

Denver, CO 80010

4.2.17 Address Types

It is our desire to maintain a standardized list of address types based on their purposes, rather than

separate address types for each university department. This will reduce redundant data entry. Thus, an

individual may appear in accounts payable, be an alumni, employee and enrolled as a current student in

the College of Business and have only a single address. The EMU Foundation 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: SM, MA and then LO. Admissions might typically search for a mailing address in this order:

SM and then MA. Identical addresses should not be keyed in different address types.

The following table describes address types defined for Eastern Michigan University’s Banner System.

Code

Description

Explanation

Alumni Billing

Alumni Billing Address

Advancement Area address for nonperson records maintained for

fundraising purposes such as gift acknowledgement, event invitations,

etc. Updates to be done by Advancement Area only.

Billing

Billing Address

Address used for person billing purposes. It must contain an address that

is different than the MA or LO address for said person. These addresses

are created, maintained and deleted by Student Business Services in the

Student Module. (Required by Banner for sample data purposes if the

Finance System is in place)

Note: It has not yet been defined how these addresses will be used by

the Finance Module.

Business

Business Address

The principal address for finance transactions. Note: addresses for the

purpose of submitting purchase orders are maintained separately within

the Finance module. (Required by Banner for sample data purposes if

the Finance System is in place) This address type will be used even if it

is a duplication of another address type.

Approved format for oncampus BU addresses includes “CAMPUS” as

the city and “XXXXX” as the zip.

Campus

Campus Address for EMU Employees

An EMU employee's physical location (office/department) on campus.

List in primary order if employee works in multiple locations. This

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address will be used to create the campus directory and for any on

campus mailings to employees. Accounts payable will use this address

to refund money to an employee. This address type is not used for

payroll purposes.

Approved format for CA addresses is as follows:

Office

Room Building

Eastern Michigan University

Ypsilanti, MI 48197

Diploma

Diploma Mailing Address

Address to which a diploma will be mailed for a graduating student.

Diplomas are delivered by UPS, hence the address may not contain a

P.O. Box. This address type is created, maintained and deleted by

the Office of Records and Registration only.

Entity Billing

Entity Billing Address

This address type is used for invoicing of Third Party Billing entities

(within Student Business Services).

Grant

Grant Billing Address

Used by the Grants Accounting Office in the Finance Division.

I20

I20 Address

This address contains the name and address of a thirdparty person to

whom the Office of Admissions releases an I20 for an international

student. The Admissions Office must have written authorization from the

student to release the I

20 in this manner. The address is startdated the

date the authorization is received and enddated the date of the I20

release. These addresses are created, maintained and deleted by the

Office of Admissions.

Local

Local Mailing Address (Offcampus)

This address type is used for students and repres ents an offcampus,

local address that is different than their MApermanent mailing address.

Students living oncampus will have their address listed under address

Type ‘RH = Residence Hall’. Students living with parents and commuting

to EMU will only have an MA address type and will not have an LO

address.

Permanent

Permanent Mailing Address

This is the permanent mailing address for faculty, staff, students, alumni

and donors. It is the default address type for Admissions and Financial

Aid tape loads although it may not reflect a true permanent mailing

address until the student applies for admission.

(This address type is the default address type for the Banner System and

is required by Banner for Student tape load processing and

Alumni/Development Student Loading Processes.)

Parent

Parent Address of a Student.

This address type is created, maintained and deleted by Student

Business Services for parent loans.(Required by Banner for tape load

processing)

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NOTE: It has not been yet been defined how Banner uses this address

type for the tape load process.

Refund

Refund Mailing Address

This address type is used by Student Business Services to issue refund

checks for student pickup or to an address other than those already on

the system.

Residence

Residence Hall Address

This is a student oncampus housing address created, maintained and

deleted by the Housing Office.

Seasonal

Seasonal Mailing Address

Maintained by the Advancement Area for the purpose

of tracking multiple residences that are not occupied on a year round

basis. Primary seasonal address should be coded MA and secondary

address(es) should be SE type.

Special

Special Mailing Address

This address type is intended primarily to store the U.S. address for

International students while they are enrolled at EMU. It can also be

used to maintain a temporary address for domestic students. This

address type is for student use only.

Work

Work Address for nonEMU employees

This address type is intended to record the work address of persons. DO

NOT use this address type for EMU employee addresses.

Approved format for WK addresses is as follows:

Business Name

Street Address

City, ST ZIP

Work

Supplemental Work Address for nonEMU employees

Supplemental

This address type is intended to record a supplemental work address of

persons. DO NOT use this address type for EMU employee addresses.

Approved format for WS addresses is as follows:

Business Name

Street Address

City, ST ZIP

TGR FEED

Used internally by Banner (Student AR feed to Finance)

4.2.18 Office(s) responsible for creation and changes of each address type.

ADDRESS TYPE

DESCRIPTION

OWNER

Alumni Billing Address

Alumni/Development

Billing Address

Finance

Business Address

Finance

Campus Address for EMU Employees

Human Resources (all)

Diploma Mailing Address

Records & Registration

Entity Billing Address

Student Business Services

Grant Billing Address

Finance

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ADDRESS TYPE

DESCRIPTION

OWNER

I20 Address

Admissions, Office of International

Students

Local Mailing Address (Offcampus)

Records & Registration

Permanent Mailing Address

Faculty/Staff – appropriate

Human Resources

Recruits/applicants – Admissions

Students – Records &

Registration

Donors – Alumni/Development

Parent Address of a Student

Student Business Services

Refund Address

Student Business Services

Residence Hall Address

Housing

Seasonal Mailing Address

Alumni/Development

Special Mailing Address

Admissions, Office of International

Students, Records & Registration

Work Address for nonEMU

Employees

Admissions, Records &

Registration, Advancement

Work Supplemental Address for non

EMU Employees

Admissions, Records &

Registration, Advancement

Used internally by Banner

TBD

4.2.19 Address Sources

Sources of the address are shown on the STVASRC table.

CODE

DESCRIPTION

ACT

ACT TAPE

APP

Application

CERG

CE Registration Form

CONV

Conversion Address

Financial Aid

GMAT

GMAT Tape

GRE

GRE Tape

MTTC

MTTC Tape

NCRU

NCCRUA Tape

POST

Post Office

PSAT

PSAT Tape

SAT

SAT Tape

SELF

Self Reported

TRAN

Transcript

UTC

Undergraduate Transfer Center

WEB

World Wide Web

XACP

Purchased Name – ACT Plan

XACT

Purchased Name – ACT

XNCR

Purchased Name – NCCRUA

XPSE

Purchased Name – PSAT

XSAT

Purchased Name – SAT

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4.3

Guidelines

When adding a subsequent address of the same type, the prior address should be end dated, the inactive

box checked, and the new address added. Unless making a correction due to an initial entry error, do not

change or delete the prior address.

4.4

Standard Change Record

7/31/2002

4.2.15 International Addresses

Clarified that Canadian province codes should not be entered on the address line 3 but

entered in the state/province code field.

8/5/2002

4.2.12 ZIP/Postal Code

Clarified that postal codes, for international addresses, if available, should be entered.

4.2.15 International addresses

Clarified that postal codes, for international addresses, if available, should be entered in

the ZIP/postal code field.

10/28/2002

4.2.1 Symbols

Clarified that “&” should never be used.

08/01/03

4.2.17 Address Types

Added Alumni Billing, Entity Billing, Seasonal

Clarified use of business type

Added approved format for campus addresses in business and campus address types

4.2.18 Office(s) responsible…

Added responsible office for new address types

4.2.19 Address Sources

Added financial aid and undergraduate transfer center

4.3 Guidelines

Added that inactive box should be checked when end dating an address

10/13/03

4.2.17 Address Types

Added Work Supplemental

Added approved format for work and work supplemental addresses

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Telephone Numbers

5.1

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. Supplemental

information for international phone numbers may be added in the international access code field. Forms

which house telephone numbers are: APATELE, FOATELE, PPATELE, RPATELE and SPATELE.

5.2

Standards

All regional and local telephone numbers, including oncampus phone numbers, are entered using the

tendigit format.

5.2.1

Telephone Types

A telephone type distinguishes each telephone number entered in the Banner system. There are two

categories of telephone types:

5.2.1.1 General Telephone Types

This is a telephone number associated with a person or a nonperson that is not related to a specific

address.

GENERAL TELEPHONE TYPES

CODE

DESCRIPTION

EXPLANATION

Cell Phone Number

Cell phone number associated with a

person or nonperson

FAX

Fax Number

Fax number associated with a vendor in

the Finance module.

PGR

Pager Number

Pager number associated with a person

or nonperson

5.2.1.2 Address Telephone Types

This is a telephone number associated with a specific address of the same type. Each address type

defined in General Person will have a like Address Telephone Type defined.

ADDRESS TELEPHONE TYPES (match the address types)

CODE

DESCRIPTION

EXPLANATION

Alumni Billing Telephone Type

Telephone number associated with an

alumni billing address

Billing Address Telephone Type

Telephone number associated with a

billing address

Business Address Telephone Type

Telephone number associated with a

business address

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CODE

DESCRIPTION

EXPLANATION

Campus Address Telephone Type

Telephone number associated with an

EMU employee campus address

Diploma Mailing Address Telephone

Type

Telephone number associated with a

diploma mailing address

Entity Billing Address Telephone

Type

Telephone number associated with an

entity billing address

Grants Accounting Address

Telephone Type

Telephone number associated with a

grant billing address

I20 Mailing Address Telephone

Type

Telephone number associated with a

I20 mailing address

Local Address Telephone Type

Telephone number associated with a

local nonhousing address

Mailing Address Telephone Type

Telephone number associated with a

permanent mailing address

Parent Address Telephone Type

Telephone number associated with a

parent address

Refund Address Telephone Type

Telephone number associated with a

refund mailing address

Residence Hall Address Telephone

Type

Telephone number associated with a

residence hall address

Seasonal Mailing Address

Telephone Type

Telephone number associated with a

seasonal mailing address

Special Mailing Address Telephone

Type

Telephone number associated with a

special mailing address

Work Address Telephone Type

Telephone number associated with a

nonEMU work address

Work Supplemental Address

Telephone Type

Telephone number associated with a

nonEMU work supplemental address

Used internally by Banner

5.2.2

Office(s) responsible for creation and changes of each

Address telephone type.

ADDRESS

TELEPHO

NE TYPE

DESCRIPTION

OWNER

Alumni Billing Address Telephone Type

Alumni/Development

Billing Address Telephone Type

Finance

Business Address Telephone Type

Finance

Campus Address Telephone Type

Human Resources (all)

Diploma Mailing Address Telephone Type

Records & Registration

Entity Billing Address Telephone Type

Student Business Services

Grants Accounting Address Telephone

Type

Finance

I20 Mailing Address Telephone Type

Admissions, Office of

International Students

Local Address Telephone Type

Records & Registration

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ADDRESS

TELEPHO

NE TYPE

DESCRIPTION

OWNER

Mailing Address Telephone Type

Faculty/Staff – appropriate

Human Resources

Recruits/applicants –

Admissions

Students – Records &

Registration

Donors – Alumni/

Development

Parent Address Telephone Type

Student Business Services

Refund Address Telephone Type

Student Business Services

Residence Hall Address Telephone Type

Housing

Seasonal Mailing Address Telephone

Type

Alumni/Development

Special Mailing Address Telephone Type

Admissions, Office of

International Students,

Records & Registration

Work Address Telephone Type

Admissions, Records &

Registration, Advancement

Work Supplemental Address Telephone

Type

Admissions, Records &

Registration, Advancement

Used internally by Banner

TBD

5.2.3

Telephone Numbers

The telephone number is presented in a threefield format.

5.2.3.1 Area Code

The threedigit area code must be entered for all phone numbers including the local (734) area.

Note: Some converted phone numbers will not have an associated area code.

5.2.3.2 Phone Number

Enter the sevendigit number without inserting a hyphen.

Example:

4871849

5.2.3.3 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

5.2.4

International Telephone Numbers

International telephone numbers consist of four to seven digits.

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5.2.4.1 International access code field

International telephone numbers should include the country and city codes as part of the international

access code field.

5.2.4.1.1

Country Code

The country code consists of one to four digits and is required (e.g. 876)

5.2.4.1.2

City Code

The city code consists of one to three digits. Not all countries utilize city codes. The city code is often

reported with a leading zero (0). Do NOT enter the zero.

“011” must be dialed when making international calls from the United States unless dialing to any country

included in the North American Numbering Plan.

5.2.4.2 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 + 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 in 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

Jamaica

876

Montserrat

664

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Northern Marianas Islands (Saipan,

Rota and Tinian)

671

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

5.3

Guidelines

When adding a subsequent telephone number of the same type, the prior telephone number should be

end dated, marked inactive, and the new telephone number added. Unless making a correction due to an

initial entry error, do not change or delete the prior telephone number.

NOTE: Telephone numbers, while displayed on SPAIDEN with the address, are not stored with the

address in the Banner tables. Telephone numbers must be changed on the SPATELE form, not the

SPAIDEN form.

5.4

Standard Change Record

7/31/2002

5.2.1.1 General Telephone Types

CL/FX changed to CE/FAX to match existing use in Banner

10/28/2002

5.2.3.1 Area Code

Clarified that converted phone numbers may not have an associated area code.

08/01/03

5.2.1.1 General Telephone Types

Added pager

5.2.1.2 Address Telephone Types

Added Alumni Billing, Entity Billing, Seasonal

5.2.2 Office(s) responsible…

Added responsible office for new address types

5.3 Guidelines

Added that inactive box should be checked when end dating an address

08/13/03

5.2.1.2 Address Telephone Types

Added Work Supplemental

5.2.2

Office(s) responsible…

Added responsible office for new address types

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Email

6.1

General

An entity (person or nonperson) may have multiple email addresses within the Banner system. Email

addresses should be accurate and reflect the most recent data received.

6.2

Standards

CODE

DESCRIPTION

EMU

EMU Email Address (not yet implemented)

PARN

Parent’s Email Address

PERS

Personal Email Address

WORK

Work Email Address

6.3

Guidelines

Only Campus Pipeline defined email addresses are to be maintained as EMU email addresses.

When adding a subsequent email address of the same type, the prior email address should be end dated

and the new email address added. Unless making a correction due to an initial entry error, do not change

or delete the prior email address.

6.4

Standard Change Record

11/5/2002

6.2 Standards

Added PARN – Parent’s email address

08/13/03

6.2 Standards

Added WORK – Work Email address

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Calendar Dates

7.1

General

Date fields appear on forms throughout the Banner system.

Banner is set up to accept dates in the format MDY (Month, Day, Year).

Banner determines which parts of a date entry are the month, day, and year, and automatically converts

and stores the date in the format DDMONCCYY

Year numbers 00 through 49 are converted to 2000 to 2049

Year numbers 50 through 99 are converted to 1950 to 1999

The century default can be overridden by typing in the 4digit century and year

7.2

Standards

7.2.1

Year

Always enter four digits for the year

Example:

Enter 2002 as 2002 – not 02

7.2.2

Month and day

Always enter two digits for the month and day.

Example:

Enter January as 01

Enter the 5

day of the month as 05

You can enter a date without separators (no spaces or special characters) or you can use a dash () or

slash (/) as separators.

Example: If you want to enter the date March 5, 2002, you can enter it any of the

following ways:

03052002 03/05/2002 03052002

In all cases, the date will be stored as: 05MAR2002

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If you enter only part of the date, the rest of the current date is the default.

Example: If today’s date is July 5, 2002 and you want to enter the date March 5, 2002,

you can enter it any of the following ways:

03052002

0305

03/05/2002

03/05

0305

In all cases, the date will be stored as: 05MARCH2002

If you enter a ‘t’ in a date field and press <enter>, today’s date will default in

7.2.3

Dates in Job Submission

Use the DDMONCCYY or DDMONTHYY format to enter date parameters for reports and processes

run with the Process Submission Control Form (GJAPCTL).

7.2.4

Dates in Reports and Process Output

Some, but not all, reports include the century with the year in their output.

7.2.5

Dates in Query Mode

Specify all four digits for a year when you query on a date field. For example, enter 26JUN2000, not 26

JUN00. If you omit the century, zeros are entered for the century. In this example, if you enter 26JUN

00, Banner expands the date to 26JUNE0000, not 26JUN2000.

7.3

Guidelines

7.4

Standard Change Record

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Gender

8.1

General

Gender information is maintained for federal and state reporting purposes.

8.2

Standards

Code

Description

Explanation

Male

A male person (man or boy)

Female

A female person (woman or girl)

Not

Available

The gender information is not available or cannot be determined

from the name (e.g. Chris, Pat, Kayon etc.)

8.3

Guidelines

A gender code is required for all persons in the Banner system.

8.4

Standard Change Record

7/16/2002

8.2 Standards

Changed from U (Unknown) to N (Not available) based on Banner baseline values.

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Social Security Number (SSN)

9.1

General

The Social Security Number field in Banner is labeled: SSN/SIN/TFN

EMU’s policy is that only a U.S. Social Security Number will be entered into this field.

A U.S. social security number is required for all Eastern Michigan University employees and independent

contractors. It is preferred that students disclose their social security number, but it is only required for

students applying for financial aid or employment. Social security number is an optional data element for

all other constituents of the university.

9.2

Standards

Enter the entire 9digit U.S. Social Security number, omitting dashes and spaces between numbers (e.g.

123456789).

9.3

Guidelines

A person must present a copy of his or her social security card in order to have their social security

number changed within Banner. Professional judgment should be used when making corrections to social

security numbers based on error at initial entry.

If a person is an EMU employee, make the change and then send a notification with the correct number

to the Payroll Office.

Faculty will direct social security number change requests to Academic Human Resources. Staff will

direct social security number change requests to Administrative Human Resources. Students will direct

social security number change requests to Office of Records and Registration. Faculty/staff who are

also students may direct their requests to the Office of Records and Registration, although the preferred

office would be the appropriate Human Resources area. Donors should direct their request to EMU

Foundation Gifts and Records.

9.4

Standard Change Record

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Date of Birth

10.1

General

A date of birth is required for all EMU employees and is optional for students, alumni, friends and donors

of the University. The date of birth is maintained on the General Person Form in each module

(*PAPERS).

10.2

Standards

A date of birth will be entered into Banner in the format MM/DD/CCYY. Banner will display the date as:

DDMONCCYY

Example:

Date of birth entered as:

11/20/1970

Will display as: 20NOV1970

10.3

Guidelines

Changes to a date of birth may originate in any office on campus. It is the responsibility of the

department processing a change to a date of birth to check the GUASYST form in Banner and check if a

person is an employee. If yes, it is the further responsibility of the department processing the change to

notify Human Resources.

A copy of the birth certificate, passport or drivers license must be provided with all date of birth change

requests. Professional judgment should be used when making corrections to dates of birth based on

error at initial entry.

10.4

Standard Change Record

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Marital Code

11.1

General

Marital status is maintained for all EMU students applying for financial aid, EMU employees and

constituents of the University.

11.2

Standards

Marital status is maintained on the General Person record in each module.

Code

Description

Explanation

Divorced

Legally divorced

Life Partner

Not married but considered a partner

Married

Legally married

Separated

Legally married, but separated

Single

Not married

Unknown

Marital status is unknown

Widowed

Widowed, and not remarried

11.3

Guidelines

Changes to a marital status may originate in any office on campus.

A copy of marriage license or divorce decree must be provided with all marital status change requests.

Professional judgment should be used when making corrections to marital status based on error at initial

entry.

11.4

Standard Change Record

8/5/2002

11.2 Standards

Corrected information to indicate marital status is found on the SPAPERS form (not

SPAIDEN).

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Ethnic Codes

12.1

General

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

12.2

Standards

ETHNIC

CODE

DESCRIPTION

Asian

Black, NonHispanic

Hispanic

American Indian/Alaskan Native

Not Reported

Pacific Islander

White, NonHispanic

Would Not Disclose

12.3

Guidelines

An ethnic code must be entered for all persons entered on Banner (NX, not reported, is an acceptable

code).

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.

When entering results of multiracial selfidentification questions, the multiracial indicator (MR) should be

input in the person comment codes section of Banner.

12.4

Standard Change Record

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Deceased Information

13.1

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.

13.2

Standards

All population selections for communication purposes must search for, and exclude, deceased persons.

An annual review of, and end dating of, addresses for deceased persons will be conducted.

13.3

Guidelines

If you receive notification that a person has passed away, do the following:

Check the General Person screen GUASYST to see which Banner applications track this person.

Using email, notify the contact person for each Banner application you identified in step 1. Include the

following information in your email:

Name of Person

Banner ID

Date of Death (if known)

How you found out about it

BANNER APPLICATION

CONTACT PERSON

Human Resources

Senior Information Systems Clerk

Student

Greg Peoples, Dean of Students

Financial Aid

Jennifer Tremewan

Finance

Alumni and Development

Judy Williams, Gloria Thompson

13.4

Standard Change Record

8/5/2002

13.2 Standards

Added standard that all population selections are to search for, and exclude, deceased

persons.

Added annual review and end dating of addresses.

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Prefix Codes – Names

14.1

General

A prefix represents a title that precedes a name.

14.2

Standards

14.2.1 Default Prefix

If a person does not indicate a preference for a prefix and the person’s gender is known, enter ‘Mr’ for a

male or ‘Ms’ for a female. (Exceptions can be made if person requests no prefix be used.)

14.2.2 Sample Prefixes

The following list of prefixes is not exhaustive. See the Abbreviation section of Webster’s Dictionary for

additional options.

Doctor

Father

Gov

Governor

Hon

Honorable

Judge

Miss

Mister

Mrs

Mistress

Miss or Madame

Pres

President

Prof

Professor

Rabbi

Rep

Representative

Rev

Reverend

Sen

Senator

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14.3

Guidelines

A prefix is required for all persons defined in Banner if the person’s gender is known or if the person has

indicated a preferred prefix. (Exceptions can be made if person requests no prefix be used.) Prefixes

will be entered in upper/lower case with no punctuation.

14.4

Standard Change Record

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Suffix Codes – Names

15.1

General

A suffix is a professional designation that follows a name. Normally, suffixes are used with constituent

names.

15.2

Standards

If a suffix is known, use the following guidelines. This list is not exhaustive. See the abbreviation section

of Webster’s Dictionary for additional choices.

CEO

Chief Executive Officer

CFO

Chief Financial Officer

CPA

Certified Public Accountant

Doctor of Chiropractic

Dean

Director

DDS

Dentist

DMD

Doctor of Dental Medicine

Doctor of Osteopathy

DVM

Doctor of Veterinary Medicine

Esq

Esquire

Juris Doctor

LLD

Doctor of Laws

Doctor of Medicine

Doctor of Optometry

PhD

Doctor of Philosophy

Ret

Retired

Registered Nurse

15.3

Guidelines

Generational designators such as Jr, Sr, II, III, etc. are not considered suffixes in Banner and are instead

included with the person’s last name (see Section 3.2.8).

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15.4

Standard Change Record

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Citizenship and International Persons Information

16.1

General

Citizenship is required information for students and employees at EMU. Additional information, such as

country of citizenship and visa status, is required for any person who is not a citizen of the United States.

Citizenship and related information is maintained by the following offices:

Human Resources

for nonacademic employees of EMU

Academic Human Resources

for academic employees of EMU

Office of Admissions

for persons applying as students

Office of Foreign Student Affairs

for students after they enroll. Also tracks information on

certain noncitizens in the area who are not associated

with EMU.

EMU Foundation

for donors who are not EMU employees, students or

student applicants.

Any changes to citizenship or visa information must be coordinated with the appropriate offices as

identified by checking the Banner form GUASYST.

16.2

Standards

16.2.1 U.S. Citizen Type

A person’s citizenship is entered and maintained on the General Person form in each module using the

following values:

Banner Code

Description

Yes this person is a U.S. citizen

No this person is not a U.S. citizen (includes

permanent residents with a green card)

Blank

Unknown

Citizenship is used in IPEDS reporting for Human Resources.

16.2.2 Country of Citizenship

Country of citizenship is maintained on the General Person form in each module. The country codes are

the same as those used for addresses.

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16.2.3 Visa Status

Visa status is maintained for all non U.S. citizens. Visa status for students is established by the Office of

Admissions and maintained by the Office of International Students.

16.3

Guidelines

If the person is a student or an 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 U.S. citizenship is not known.

16.4

Standard Change Record

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Veteran Information

17.1

General

Veteran information is maintained by the following offices:

Human Resources

for regular employees of EMU

Academic Human Resources

for academic employees of EMU

Office of Admissions

for persons applying as students

Office of Veteran Affairs

for students after they enroll.

17.2

Standards

17.2.1 Veteran File Number

Veteran File Number (Veteran ID) is maintained on the SPAPERS form in General Person. This is most

often the veteran’s social security number, but not always. This field is entered initially by the Office of

Admissions and updated as necessary by the Office of Veteran’s Affairs.

17.2.2 Veteran Category

Information is collected and maintained for regular employees by Human Resources. Data is entered on

the PPAIDEN form in Human Resources/Payroll. SPAPERS form in General Person stores the data.

None

NonVeteran

Other Eligible Veteran Only

Other Eligible Veterans that did not serve in Vietnam

Vietnam Veteran Only

Vietnam veterans who do not meet the criterion for Other

Eligible Veterans

Both Vietnam & Other Eligible Veteran

Vietnam veterans who meet the criterion

for Other

Eligible Veterans

17.3

Guidelines

Any changes to veteran information must be coordinated with the appropriate offices as identified by

checking the Banner form GUASYST.

17.4

Standard Change Record

8/5/2002

17.2 Standards

Changed subheadings to 17.2.1 Veteran File Number and 17.2.2 Veteran Category to

match the SPAPERS record.

Added text to section 17.2.1 regarding input of data.

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Legacy Information (Full information to be included at a

later date)

18.1

General

The application for admission used by the Office of Admissions asks if the applicant’s parents are EMU

alumni and what year they graduated. This information will be stored in Banner and shared with the EMU

alumni office.

18.2

Standards

18.3

Guidelines

18.4

Standard Change Record

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Religion Codes

19.1

General

The University will NOT collect or maintain religion data.

19.2

Standards

19.3

Guidelines

19.4

Standard Change Record

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Driver’s License Information

20.1

General

Human Resources maintains driver’s license information, only if required for the position.

20.2

Standards

Enter the driver’s license number as it appears on the license. Do not include the state which issued the

license in the license number field. Do enter the state which issued the license in the state field.

20.3

Guidelines

Financial Aid also collects driver’s license numbers from the filing of the FAFSA, but these do not become

part of the student record.

20.4

Standard Change Record

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Confidentiality of Student Records

21.1

General

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIALITY OF STUDENT RECORDS

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.

21.2

Standards

Confidential Information Indicator

If a student completes a “Request for Confidential Information” form and submits it to the Office of

Records and Registration, the student’s directory information WILL NOT be disclosed to the public. The

Office of Records and Registration will flag the student's record with a confidentiality indicator 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

EMU Foundation Gifts and Records Office. The confidentiality indicator for donor information is

maintained by the use of the confidentiality indicator.

The specific directory information requested to remain confidential will be entered on the SPACMNT

(Comment) form in General Person for students and APACOMT for donors using the following Comment

Type codes:

XAC

CoCurricular/Athletic Activities

XAD

Address

XAL

All Info

XBD

Birth date

XDG

Degrees or Awards

XDR

Published Directory Exclusion

XEM

Email Address

XEN

Enroll, Attend, Student Level

XIN

Most Recent Prior Institution

XMJ

Major

XNA

All Name(s)

XPH

Phone Number

Once restrictions are in place they can be removed only by the written request of the student or donor.

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Page 58 of 73

21.3

Guidelines

21.3.1 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.

Access to these records.

21.3.2 Directory Information

Based on FERPA guidelines as outlined in the EMU Access to Student Records policy, "Directory

Information" for enrolled students is eligible for release unless the student requests that it be held confidential.

Eastern Michigan University 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.

21.3.3 Disclosure Policies

All personally identifiable information not covered under "Directory Information" is confidential and shall

be disclosed by the University only as provided in University Policies. No information, "public" or private,

on applicant records may be released outside of the University 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. Eastern Michigan University reserves the right to make directory

information public unless the student has filed a "Request for Confidential Information" form with the

Office of Records and Registration.

21.3.4 Directory Exclusion

If a student completes a “Directory Exclusion' request form and submits it to the Office of Public

Information, their name, address and phone number WILL NOT be included in the annual EMU Student

Directory and this information WILL NOT be disclosed to the public. The student's record will be flagged

with a confidentiality indicator and the message CONFIDENTIAL will display in the upper left corner on

any Banner form with the ID in the Key information. A Comment Type code of "DIR" will be entered on

the SPACMNT (Comment) form in General Person.

21.4

Standard Change Record

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Page 59 of 73

Letter Names

22.1

General

The names of letters created within any module of Banner are stored in a common validation table called

GTVLETR. Letter names are 15 characters.

22.2

Standards

In order to avoid confusion as to the owner of a letter defined within Banner, the following prefixes will be

used by offices when defining a letter name on the Banner screen GTVLETR:

AD_

Office of Admissions

ADV_ACK

Advancement – Gifts and Records’ Gift Area

ADV_ALU

Advancement – Alumni Relations

ADV_DEV

Advancement – Development

ADV_GR

Advancement – Gifts and Records

FA_

Office of Financial Aid

FN_AC_

Finance – Office of Accounting

FN_AP_

FinanceAccounts Payable Office

FN_PP_

FinancePurchasing & Procurement Office

FN_AR_

FinanceAccounts Receivable Office

HR_

Human Resources

PY_

Payroll

RR_

Office of Records & Registration

SB_CA_

Student Business Services – Cashier’s Office

SB_SA_

Student Business Services – Student Accounting

SB_SL_

Student Business Services – Student Loans Office

22.3

Guidelines

22.4

Standard Change Record

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Page 60 of 73

Quickflow Names

23.1

General

The names of quickflows created within any module of Banner are stored in a common validation table

called GTVQUIK. Quickflow names are 4 characters.

23.2

Standards

In order to avoid confusion as to the owner of a quickflow defined within Banner, the following prefixes will

be used by offices when defining a quickflow name on the Banner screen GTVQUIK:

FinanceOffice of Accounting

Office of Admissions

FinanceAccounts Payable Office

FinanceAccounts Receivable Office

Advancement

Student Business Services – Cashier’s Office

Office of Financial Aid

Human Resources

FinancePurchasing & Procurement Office

Payroll

Office of Records & Registration

Student Business Services – Student Accounting

Student Business Services – Student Loans Office

23.3

Guidelines

23.4

Standard Change Record

10/28/2002

Section created.

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Page 61 of 73

APPENDIX A – Data Standards Change Request Form

The Data Standards Change Request Form is to be used to request changes to the Data Standards in

use at Eastern Michigan University. The form asks for justification for the change, what other area(s) will

be impacted by the change, how will those other area(s) be affected, who will be the data steward for the

proposed change, if applicable, and who will maintain the change, if applicable. The Process Team

generating a change request must get the signature of the Data Standards Team member representing

that module. The Data Standards Team will then consider the request and either incorporate the changes

into the Data Standards Manual or return the request with any questions.

Standards will not be created for things we ‘think’ might be needed. When a need is realized, as justified

by the Data Standards Change Request Form, then it will be added to the Data Standards and distributed

for use.

DATA STANDARDS TEAM MEMBERS AS OF FEBRUARY, 2003

Team Member

Banner Module(s) Represented

Chris Shell, Team Leader

Richard Byrd

ICT – Technical Considerations

Elizabeth Eicher

Financial Aid

Helen GatesBryant

Finance

Colleen Glaser

Human Resources

Rhonda Linderman

Payroll

Theresa Phelps

Student – Admissions & Recruiting

Annette Rurka

Advancement

Judy Salyer

Student – Accounts Receivable

Sherry Winterson

Student – Records & Registration,

Academic History, Faculty Load, Buildings &

Facilities

Sarah Welland, Scribe

Maryann Shichtman, Exofficio

Prior team leader

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Page 62 of 73

24.1

Data Standards Change Request Form

SUBMITTED BY:

PROCESS TEAM:

DATE:

REQUESTED CHANGE:

JUSTIFICATION:

OTHER MODULE(S) AFFECTED:

Student

Financial Aid

Finance

Human Resources

Advancement

Other

How are they affected:

WHO WILL BE THE STEWARD FOR THIS DATA?

WHO WILL MAINTAIN THIS DATA?

SUPPORT FOR CHANGE:

DATA STANDARDS TEAM MEMBER:

accepted by: ________________________

date:

__________________

name printed: ____________________________________

**************************************************************************************

DATA STANDARDS TEAM RESOLUTION:

Change Accepted

Change Rejected

Further Information Needed

Explanation:

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Page 63 of 73

APPENDIX B – Shared Tables in Banner as of 07/01/2002

This appendix contains three tables:

TABLE 1: Shared Data Tables

TABLE 2: Shared Validation Tables

TABLE 3: Data Stewards for Shared Validation Tables

TABLE 4: Shared Data Items

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25.1

Table 1: Shared Data Tables

Table

Description

Student

Financial

Aid

Alumni &

Development

Finance

Human

Resources

SPRIDEN

Identification Table

SPRADDR

Address

SPBPERS

Person Information

SPRTELE

Telephone

GOREMAL

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Page 65 of 73

25.2

Table 2: Shared Validation Tables

‘X’ – indicates a module uses the table

‘XS’ – indicates the Module which is the Data Steward for the table

See TABLE 3 for information on who to contact to update a table. If a table does not have a data steward

identified, and you wish to establish a use for it, contact the Data Standards Committee.

Table

Description

Student

Financial

Aid

Alumni &

Development

Finance

Human

Resources

FTVACCI

Account Index Code

FTVACCT

Account Code

FTVACTV

Activity Code

FTVCOAS

Chart of Account

FTVFUND

Fund Code

FTVLOCN

Location Code

FTVOBUD

Budget ID and Phase

FTVORGN

Organization Code

FTVPROG

Program Code

GTVEMAL

Email Type

GTVEXPN

Expenses

GTVMAIL

Mail Type

GTVNTYP

Name Type

GTVSCOD

EDI/ISO Standard Code

GTVSUBJ

Subject Index

GTVZIPC

ZIP/Postal Code

GXRBANK

Bank Code Rule Form

GXVDIRD

Bank Routing Number

SOATBRK

Student Term Break Form

STVACCG

Activity Category

STVACTC

Activity Code

STVACTP

Activity Type

STVACYR

Academic Year Code

STVADMT

Admission Type

STVAPDC

Admissions App Decision Codes

STVAPST

Admission Application Status

STVASCD

Room Assignment Status

STVASRC

Address Source

STVASTD

Academic Standing

STVATYP

Address Type Code

STVBLDG

Building

STVCAMP

Campus Code

STVCIPC

CIPC Code

STVCITZ

Citizen Type Code

STVCLAS

Class Code

STVCNTY

County Code

STVCOLL

College Code

STVCOMT

Committee/Service Type

STVCTYP

Contact Type

STVDAYS

Days of the Week

STVDEGC

Degree Code

STVDEGS

Degree Status

STVDEPT

Department Code

STVDIVS

Division

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Page 66 of 73

Table

Description

Student

Financial

Aid

Alumni &

Development

Finance

Human

Resources

STVDLEV

Degree Level

STVDPLM

Diploma Type

STVEMPT

Employment Type

STVESTS

Enrollment Status

STVETHN

Ethnic Code

STVETYP

Event Type

STVGEOD

Geographic Region Division

STVGEOR

Geographic Region Code

STVGMOD

Grading Mode Code

STVHAPS

Housing Application Status

STVHLDD

Hold Type

STVHOND

Departmental Honors Code

STVHONR

Institutional Honors Code

STVINIT

Initials Code

STVLANG

Language

STVLEAD

Leadership

STVLEVL

Level Code

STVLGCY

Legacy

STVMAJR

Major/Minor/Concentration Code

STVMDEQ

Medical Equipment Code

STVMEDI

Medical Code

STVMRCD

Meal Rate

STVMRTL

Marital Status Code

STVMSCD

Meal Assignment Status

STVNATN

Nation Code

STVORIG

Originator Code

STVPENT

Port of Entry Code

STVRATE

Student Fee Assessment Code

STVRDEF

Building/Room Attribute

STVRELG

Religion Code

STVRELT

Relation Code

STVRMST

Room Status

STVRRCD

Room Rate

STVRSTS

Course Registration Status

STVSBGI

Source/Background Institution

STVSITE

Site

STVSPON

International Student Sponsor

STVSTAT

State/Province Code

STVSTST

Student Status

STVTADM

Test Score Administration Type

STVTELE

Telephone Type

STVTEPR

Test Purpose

STVTERM

Term Type

STVTESC

Test Code

STVTSRC

Admission Test Score Source

STVVETC

Veteran Type

STVVTYP

VISA Type

STVWDRL

Student Withdrawal Status

Codes

TSACONT

Contract Authorization Form

TSADETC

Detail Code Control Form

TSAEXPT

Exemption Authorization Form

TVVAUTH

Authorization Validation Form

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Page 67 of 73

Table

Description

Student

Financial

Aid

Alumni &

Development

Finance

Human

Resources

TTVBILL

Billing Code

TTVDCAT

Detail Category

TTVPAYT

Payment Type

TTVSRCE

Charge/Payment Detail Source

GURAPAY

Accounting Feed AP Table

GURFEED

Finance Transaction Input Table

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25.3

Table 3: Data Stewardship of Banner Tables

This table indicates the specific department acting as the Data Steward for a Shared Validation Table and

who to contact to request a change. The Data Steward of that table will work with the department

requesting the change and the Data Standards Committee to evaluate the requested change and, if

approved, update the table.

If the Data Standards Committee is indicated as the ‘Data Steward’, that means the table is not currently

in use, or is used by multiple areas equally. Contact a member of the Committee to initiate use of such a

table.

Table

Description

Data

Steward

Contact Information

FTVACCI

Account Index Code

Accounting

Timothy Griffith

FTVACCT

Account Code

Accounting

Timothy Griffith

FTVACTV

Activity Code

Accounting

Timothy Griffith

FTVCOAS

Chart of Account

Accounting

Timothy Griffith

FTVFUND

Fund Code

Accounting

Timothy Griffith

FTVLOCN

Location Code

Accounting

Timothy Griffith

FTVOBUD

Budget ID and Phase

Accounting

Timothy Griffith

FTVORGN

Organization Code

Accounting

Timothy Griffith

FTVPROG

Program Code

Accounting

Timothy Griffith

GTVEMAL

Email Type

Records & Registration

Vaughn Levy

GTVEXPN

Expenses

Data Standards

Committee

Chris Shell

GTVMAIL

Mail Type

Data Standards

Committee

Chris Shell

GTVNTYP

Name Type

Advancement

Annette Rurka

GTVSCOD

EDI/ISO Standard Code

Office of International

Students

Paul Webb

GTVSUBJ

Subject Index

Data Standards

Committee

Chris Shell

GTVZIPC

ZIP/Postal Code

Records & Registration

Vaughn Levy

GXRBANK

Bank Code Rule Form

Accounting

Timothy Griffith

GXVDIRD

Bank Routing Number

Accounting

Timothy Griffith

SOATBRK

Student Term Break Form

Records & Registration

Marian Groce

STVACCG

Activity Category

Advancement

Annette Rurka

STVACTC

Activity Code

Advancement

Annette Rurka

STVACTP

Activity Type

Advancement

Annette Rurka

STVACYR

Academic Year Code

Records & Registration

Sherry Winterson

STVADMT

Admission Type

Admissions

Maryann Shichtman

STVAPDC

Admissions App Decision

Codes

Admissions

Maryann Shichtman

STVAPST

Admission App Status

Admissions

Maryann Shichtman

STVASCD

Room Assignment Status

Housing

Colleen Tompkins

STVASRC

Address Source

Admissions

Maryann Shichtman

STVASTD

Academic Standing

Records & Registration

Chris Shell

STVATYP

Address Type Code

Records & Registration

Vaughn Levy

STVBLDG

Building

Records & Registration/

Housing

Marian Groce

Colleen Tompkins

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Page 69 of 73

Table

Description

Data

Steward

Contact Information

STVCAMP

Campus Code

Records & Registration

Marian Groce

STVCIPC

CIPC Code

Records & Registration

Chris Shell

STVCITZ

Citizen Type Code

Admissions

Maryann Shichtman

STVCLAS

Class Code

Records & Registration

Chris Shell

STVCNTY

County Code

Records & Registration

Vaughn Levy

STVCOLL

College Code

Records & Registration

Chris Shell

STVCOMT

Committee/Service Type

Data Standards

Committee

Chris Shell

STVCTYP

Contact Type

Admissions

Maryann Shichtman

STVDAYS

Days of the Week

Records & Registration

Marian Groce

STVDEGC

Degree Code

Records & Registration

Chris Shell

STVDEGS

Degree Status

Records & Registration

Chris Shell

STVDEPT

Department Code

Records & Registration

Chris Shell

STVDIVS

Division

Human Resources

Craig Reidsma

STVDLEV

Degree Level

Records & Registration

Chris Shell

STVDPLM

Diploma type

Admissions

Maryann Shichtman

STVEMPT

Employment Type

Office of International

Students

Paul Webb

STVESTS

Enrollment Status

Records & Registration

Marian Groce

STVETHN

Ethnic Code

Admissions

Maryann Shichtman

STVETYP

Event Type

Advancement

Annette Rurka

STVGEOD

Geographic Region Division

Admissions

Maryann Shichtman

STVGEOR

Geographic Region Code

Admissions

Maryann Shichtman

STVGMOD

Grading Mode Code

Records & Registration

Marian Groce

STVHAPS

Housing Application Status

Housing

Colleen Tompkins

STVHLDD

Hold Type

Records & Registration

Sherry Winterson

STVHOND

Departmental Honors Code

Records & Registration

Chris Shell

STVHONR

Institutional Honors Code

Records & Registration

Chris Shell

STVINIT

Initials Code

Admissions

Maryann Shichtman

STVLANG

Language

Office of International

Students

Paul Webb

STVLEAD

Leadership

Advancement

Annette Rurka

STVLEVL

Level Code

Records & Registration

Sherry Winterson

STVLGCY

Legacy

Admissions

Maryann Shichtman

STVMAJR

Major/Minor/Conc. Code

Records & Registration

Chris Shell

STVMDEQ

Medical Equipment Code

Not used

STVMEDI

Medical Code

Not used

STVMRCD

Meal Rate

Housing

Colleen Tompkins

STVMRTL

Marital Status Code

Human Resources

Colleen Glaser

STVMSCD

Meal Assignment Status

Housing

Colleen Tompkins

STVNATN

Nation Code

Office of International

Students

Paul Webb

STVORIG

Originator Code

Data Standards

Committee

Chris Shell

STVPENT

Port of Entry Code

Office of International

Students

Paul Webb

STVRATE

Student Fee Assessment

Code

Student Business Services

Thom Madden

STVRDEF

Building/Room Attribute

Records & Registration/

Housing

Marian Groce

Colleen Tompkins

STVRELG

Religion Code

Not used

STVRELT

Relation Code

Human Resources

Colleen Glaser

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Page 70 of 73

Table

Description

Data

Steward

Contact Information

STVRMST

Room Status

Records & Registration/

Housing

Marian Groce

Colleen Tompkins

STVRRCD

Room Rate

Housing

Colleen Tompkins

STVRSTS

Course Registration Status

Records & Registration

Marian Groce

STVSBGI

Source/Background

Institution

Records & Registration

(for colleges)

Admissions

(for High Schools & Other)

Chris Shell

Maryann Shichtman

STVSITE

Site

Records & Registration

Marian Groce

STVSPON

International Student

Sponsor

Admissions

Maryann Shichtman

STVSTAT

State/Province Code

Records & Registration

Vaughn Levy

STVSTST

Student Status

Records & Registration

Marian Groce/Chris Shell

STVTADM

Test Score Administration

Type

Admissions

Maryann Shichtman

STVTELE

Telephone Type

Records & Registration

Vaughn Levy

STVTEPR

Test Purpose

Admissions

Maryann Shichtman

STVTERM

Term Type

Records & Registration

Sherry Winterson

STVTESC

Test Code

Admissions

Maryann Shichtman

STVTSRC

Admission Test Score

Source

Admissions

Maryann Shichtman

STVVETC

Veteran Type

Veterans Office

Greg Peoples

STVVTYP

VISA Type

Office of International

Students

Paul Webb

STVWDRL

Student Withdrawal Status

Codes

Records & Registration

Marian Groce

TSACONT

Contract Authorization Form

Student Business Services

Thom Madden

TSADETC

Detail Code Control Form

Student Business Services

Thom Madden

TSAEXPT

Exemption Authorization

Form

Student Business Services

Thom Madden

TVVAUTH

Authorization Validation

Form

Student Business Services

Thom Madden

TTVBILL

Billing Code

Student Business Services

Thom Madden

TTVDCAT

Detail Category

Student Business Services

Thom Madden

TTVPAYT

Payment Type

Student Business Services

Judy Salyer

TTVSRCE

Charge/Payment Detail

Source

Student Business Services

Judy Salyer

GURAPAY

Accounting Feed AP Table

Accounting

Timothy Griffith

GURFEED

Finance Transaction Input

Table

Accounting

Timothy Griffith

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Page 71 of 73

25.4 Table 4: Shared Data Items

Item

HR Used

on:

Student

Used on:

Fin. Aid

Used on:

Finance

Used on:

Alumni

Used on:

Rule/Val. Table

ID Number

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

None

Name Information

PPAIDEN

SPAIDEN

RPAIDEN

FOAIDEN

APAIDEN

None

Name Type

PPAIDEN

SPAIDEN

RPAIDEN

FOAIDEN

APAIDEN

GTVNTYP

SSN

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

None

Date of Birth

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

None

Ethnicity

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

STVETHN & PTRETHN

Gender

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

None Fixed at M, F, N

Marital*

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAIDEN

STVMRTL

Citizenship

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

STVCITZ

Deceased Information

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

None

Address Information*

PPAIDEN

SPAPERS

FOAPERS

APAIDEN

None

Address Type

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

STVATYP

Address Sequence

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

None

Address Lines

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

None

Address City

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

None

Address County

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

STVCNTY

Address State

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

STVSTAT

Address Zip

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

GTVZIPC

Address Nation

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

STVNATN

Address Source

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

STVASRC

Phone Information

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

None

Phone Type

PPAIDEN

SPAIDEN

FOAIDEN

APAIDEN

STVTELE

Drivers License

Information

PPAIDEN

None

Drivers License state

PPAIDEN

None

Drivers License nation

PPAIDEN

None

Veterans Information

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

None

Legacy Code

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

STVLGCY

Religion Code

PPAIDEN

SPAPERS

ROAPERS

FOAPERS

APAPERS

STVRELG

Confidentiality Indicator

PPAIDEN

SPAPERS

APAPERS

None

Emergency Contact

Information*

PPAIDEN

SPAEMRG

None

Emergency Contact

Relationship

PPAIDEN

SPAEMRG

STVRELT

GeneralInformation

PPAGENL

SOAPCOL

None

GeneralSource

PPAGENL

SOAPCOL

APAADEG

STVSBGI

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Page 72 of 73

Item

HR Used

on:

Student

Used on:

Fin. Aid

Used on:

Finance

Used on:

Alumni

Used on:

Rule/Val. Table

GeneralDegree Code

PPAGENL

SOAPCOL

APAADEG

STVDEGC

GeneralMajors

SOAPCOL

APAADEG

STVMAJR

GeneralMinors

SOAPCOL

APAADEG

STVMAJR

GeneralCollege

APAADEG

STVCOLL

GeneralConcentrations

SOAPCOL

APAADEG

STVMAJR

GeneralOfficial

Transcript

PPAIDEN

SOAPCOL

None

Telephone Information

PPATELE

SPATELE

FOATELE

APATELE

None

Telephone Type

PPATELE

SPATELE

FOATELE

APATELE

STVTELE

Medical Information

PPAMEDI

SPAMEDI

None

Medical Code

PPAMEDI

SPAMEDI

STVMEDI

Medical Equipment

PPAMEDI

SPAMEDI

STVMEDQ

Medical Disability Type

SPAMEDI

STVDISA

Medical Disability

Service Type

SPAMEDI

STVSPSR

International

Information

PPAINTL

SPAINTL

None

International Visa Type

PPAINTL

SPAINTL

STVVTYP

International Entry Visa

Type

PPAINTL

SPAINTL

STVVTYP

International Port of

Entry

PPAINTL

SPAINTL

STVPENT

International Birth

Nation

PPAINTL

SPAINTL

STVNATN

International Citizen

Nation

PPAINTL

SPAINTL

STVNATN

International Language

PPAINTL

SPAINTL

STVLANG

International Foreign

Tax ID

PPAINTL

None

International Sponsor

SPAINTL

STVSPON

International

Employment Type

SPAINTL

STVEMPT

International Other

Information

PPAINTL

SPAINTL

None

http://www.emich.edu/irim/cmte_data_standards.php

Page 73 of 73

Item

HR Used

on:

Student

Used on:

Fin. Aid

Used on:

Finance

Used on:

Alumni

Used on:

Rule/Val. Table

International I20

Information

SPAINTL

None

Email*

GOAEMAL

APAEMAL

GTVEMAL

Tenure Code

PEAFACT

SIAFPER

Tenure Date

PEAFACT

SIAFPER

Review Date

PEAFACT

SIAFPER

AAUP Membership

PEAFACT

SIAFPER

Years Experience

PEAFACT

SIAFPER

Sabbatical Dates

PEAFACT

SIAFPER

Academic Title

PEAFACT

SIAFPER

Degree Institution

PPAGENL

SIAFDEG

Transcript Dates

PPAGENL

SIAFDEG

Degree (type)

PPAGENL

SIAFDEG

Year (degree)

PPAGENL

SIAFDEG

GPA

PPAGENL

SIAFDEG

Hours

PPAGENL

SIAFDEG

Major

PPAGENL

SIAFDEG

Minor

PPAGENL

SIAFDEG

Area of Concentration

PPAGENL

SIAFDEG

Faculty FTE

PEAFACL

SIAASGN

Position

PEAFACL

SIAASGN

Suffix

PEAFACL

SIAASGN

* Indicates Web for…ability to change data.

# If PEAFACT is used, then SIAPFER should be 'turned off'.

+ Populated through the PEPFACL: Faculty Load Update Process