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arrowhead 4.0  Data Entry Standards

4.1  Identification Numbers

Perform a complete search before entering a new person or non-person in Banner. We should have only one record for each entity. Any entities that are in Banner more than once must go through the "multiple PIDM" process. A search may take several minutes to perform, but correcting a multiple PIDM may take several weeks to complete.

See Appendix A - Name/ID Search Methods for information on how to complete a search by ID or name.

This identification number is a unique, nine-digit number given to each person or non-person entity (e.g., an organization or business) that is considered to be a constituent of the University.

In keeping with the spirit of the Buckley Amendment and the current trends in privacy cases and legislation, this identification number is not to be the person's Social Security number nor an organization's tax or employer identification number. Social Security, tax, or employer identification numbers should be entered in the SSN/SIN/TIN field.

When adding a person or non-person to Banner, use the system-generated ID whose first character will be "U" for University of Memphis.

 

4.2  Name Standards

Enter names in mixed case so that when a name is printed on correspondence, it looks contemporary and professional.

Person Names

Only one record and one identifier should exist for each person. It is important that you search the database thoroughly before adding a new person to Banner to ensure the individual does not already exist. (See Appendix A - Name/ID Search Methods.)

Formatting

Enter the first, middle, and last 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 mixed case letters for names. The objective is to print the name on mailings, correspondence, etc., just as the "customer" wants it to be printed.

Note: Enter the name as it appears on a Social Security card, court order, marriage license, driver's license, or passport. The University is using the "current name" field in Banner to store the legal or formal name as it appears on these documents.

Case

If the person has written all uppercase letters, enter the normal mixed case letters. If the person's name starts with a lowercase letter, enter the first letter in lowercase (e.g., duBois).

Initials

Do not use an initial for the first name unless the name appears as such on accepted name documentation. In those instances in which a single character or initial is designated as the first name and is followed by a middle name, enter the single character or initial in the first name field with no period and the middle name in the middle name field.

One Name Only

If a person only has one name (e.g., Madonna, Cher), enter the name in the last name field. Enter a period (.) in the first name field. Banner requires a first name to be entered. Entering a period satisfies the form requirement and enters a value that is not highly noticeable when printing or viewing.

Punctuation

Enter hyphens, apostrophes, and periods (e.g., St. John Rivers) only when they are part of the legal name. Never use the left single quote or grave accent (`). Do not enter punctuation where there is none. Do not enter spaces before or after hyphens in hyphenated names. In the following examples, any could be correct:

  • O'Donnell, Odonnell
  • Dell'Acqua, DellAcqua, Dellacqua
  • Jones-Smith
  • Al-Hassan, AlHassan, al-Hassan, alHassan, al Hassan
  • St.Denis, St Denis, StDenis, St-Denis, SaintDenis, Saint-Denis, Saint Denis

Spaces

Spacing in names is based on the legal name. Maintain the spaces indicated by individuals (e.g., Van Canneyt, de la Cruz).

Long Names

If a name is longer than the field allows, leave off the excess characters at the end of the name. Do not try to abbreviate in any way.

Legal Name

The legal name field should only be populated when the separate first, middle, or last name field is too short to store the complete name. In these cases only, enter the complete name in this field in first-middle-last name format. Note that this field is not used by any system processes. The data in this field merely provides a place in the system to store the full name for someone whose name will not fit completely in the standard name fields.

When you perform a name change for an individual whose full name is stored in the Legal Name field, you must also update the Legal Name field. If the new name fits in the standard fields, remove the information in the Legal Name field.

Note: In Banner, the Legal Name field is a single, free-format field that is not automatically updated if the person officially changes his/her name. You cannot use the Legal Name field as the basis for database searches.

Multiple First, Middle, or Last Names

When entering names of users with multiple first, middle, and/or last names, enter the names as identified on a Social Security card, court order, marriage license, driver's license, or passport.  For example: When entering Shi Su Wei Liu, appropriate documentation must be used to determine the first (Shi), middle (Su Wei), and last (Liu) names.  Multiple names may be entered into a single field.  When no documentation which breaks down the name as 1st, Middle, Last is present, enter Gwei Hung Herb Tsai as Gwei (1st); Hung Herb (Middle) Tsai (last).  The standard would be to put multiple names in middle name field. 

Preferred Name

Offices may enter data in this field when an individual uses a preferred name which is different than his legal first name. For example, if Elizabeth Anne Smith goes by Liz, you may enter "Liz" in the preferred name field.

Prefix or Title

Do not enter prefixes or titles in any of the name fields. Enter the standard abbreviation for the prefix or title in mixed case with no punctuation in the prefix field. It is U of M practice to use "Ms" as the prefix for single women or women with unknown martial status unless otherwise requested by the individual.

The Prefix default for the U of M is Mr or Ms.

See Appendix B - Prefix/Title Abbreviations for a list of the prefix/title abbreviations used at the University of Memphis.

Suffix

Do not enter suffixes in any of the name fields. Enter suffixes in mixed case with no punctuation in the suffix field.

Description Abbreviation
Esquire Esq
Fifth V
Fourth IV
Junior Jr
Second II
Senior Sr
Third III
USA (Ret) Ret
US Army USA
US Air Force USAF
US Marine Corps USMC
US Navy USN

Enter both a prefix and suffix when the person has an inherited suffix (e.g., Mr John Doe Jr). Both a prefix and suffix can be used for individuals who are in the military, are retired military, or are in religious orders (e.g., Gen Frank Smith USA (Ret)).

Do not enter a suffix indicating an academic or medical degree if you have entered a prefix. As a general rule, individuals are addressed in a non-professional context. Therefore, the prefix and not the professional suffix will be used. For example, do not enter a prefix of Dr and a suffix of MD; rather, enter the prefix only (Dr James Smith, not Dr James Smith, MD.)

Do not enter academic degrees or professional designations as a suffix unless specifically asked by the individual.

Alternate Names

Alternate names are other names that an individual would be known by (or has been known by). Alternate names may include: maiden names, married names, adopted names, etc. Alternate names may also be stored in the system to support certain system processes such as awarding degrees, production of transcripts, etc. Any name change must be supported by documentation as identified on the University's "Request for Name Change" form.

The following offices may process name changes for the specified populations. All the roles pertinent to the record must be identified. When roles impacting other offices are present, the required documentation must be collected and forwarded to the other offices along with notification that the change has been made.

Population Office to Perform Name Change
Alumni Advancement
Donors
(non-student, non-employee, non-vendor)
Advancement
Employees Human Resources
Students Registrar's Office
Vendors
(non-student, non-employee)
Finance, Grants & Contracts, Procurement

Before a name change or alternate name is entered in Banner, the previous name of the individual or vendor must be identified with a name type. Name types are validated against table GTVNTYP:

Banner Table:  Name Type Code

Non-Person (Vendor) Names

Vendors can be companies, organizations, or entities doing business with the University in a professional capacity. They could include suppliers, granting agencies, banks, institutions, government entities, or individuals. Vendors and non-student, non-employee individuals will be entered into the non-person name information field through the FTMVEND form.

Only one record and one identifier should exist for each non-person/vendor. It is important that you search the database thoroughly before adding a new non-person to Banner to ensure that the entity or individual does not already exist.

Always enter non-person names in the non-person name field as listed on an invoice or other company document. Spaces are permitted between multiple names.

Note: Periods are permissible in non-person names.

If an article (e.g., a, an, or the) is used as an adjective within the full legal name on a non-person entry, include it when entering the name in Banner. If a non-person name begins with the word "The" as appearing on the company's letterhead, invoice, or bidder application, include it when entering the name.

Examples:

  • ABC Trucking
  • Diamond Life Insurance
  • Smith King & Jones Inc
  • J F Kennedy Co
  • First National Bank
  • The Copy Store

Abbreviations

In general, you should not abbreviate company names. However, when a company is more widely known by its abbreviated name than it full name (e.g., IBM, HP) or when space limitation requires the use of abbreviations, use only accepted University of Memphis abbreviations. The most common abbreviations used for vendor names can be found in Appendix C: Common Abbreviations for Vendors.

A longer list of accepted abbreviations is in Appendix D: General Abbreviations.

If an abbreviation is not available from these sources, refer to US Post Standards for abbreviation business words at: http://pe.usps.gov/cpim/ftp/pubs/pub28/pub28.pdf

Doing Business As

If the non-person entity has a "doing business as…" (DBA) name that is separate from its legal name, enter the DBA name in the DBA field and not as any part of the address. For data entry purposes, the same formatting rules apply to the DBA name as to the legal name.

Add alternate names on the "Alternate ID" tab.

Case

Enter all information using mixed case and standard capitalization. Never use all uppercase or all lowercase letters, except for acronyms.

Punctuation

Do not add punctuation where there is none. Periods may be used when required as part of the company's name. Examples:

If the organization is: Enter:
R.J. Reynolds Co. R J Reynolds Co
F. & F. Securities F & F Securities
Amazon.com Amazon.com

You may use apostrophes, but do not use spaces before or after the apostrophe unless the apostrophe comes at the end of a word. For example:

  • John's Plumbing Supply
  • Four Wives' Club

Do not use commas between names. You may use hyphens or slashes to separate names, but do not use spaces before or after the hyphen or slash.

Use the ampersand only when it is part of a formal name. Use "and" in all other cases.

Acronyms

If a company is recognized by its acronym, use the acronym when entering its record (e.g., IBM, SCT, ITT, AT&T). Do not use a space between the letters of an acronym.

Numerals as Part of a Name

If a numeral is part of the official corporate name, enter the numeral rather than spelling out the number (e.g., 21st Century Productions).


4.3  Address Standards

University-wide conventions are critical for shared data such as addresses. We should be mindful of the purposes for which the information is entered. For example, units with marketing responsibility, such as Development and Admissions, must be able to produce individualized correspondence conforming to formal addressing rules. Units such as Financial Aid 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
  • US Postal Service guidelines
  • International address requirements

All addresses must meet US Postal Service addressing requirements. Several US Postal Service publications deal with addressing. The most comprehensive and accessible publication is Postal Addressing Standards, Publication 28. This publication is available from the US Postal Service as well as in a portable document format (PDF) 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.com/ncsc/

To check an address for zip or format, choose "find a zip code" at the top left.

The Canadian Postal service (Canada Post) also offers a very useful web site: http://www.canadapost.ca/segment-e.asp?sblid=english

The guidelines expressed herein are designed to convey the minimum standard requirements 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, 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.

Address Types

Banner Table:  Address Type

Sources of Information

Provide "Source" information when updating or correcting an address:

Code Description
CONV Conversion
CORR Correction
EDI Electronic Data Interface
INFR Provided by a relative
POST Provided by Post Office
RSAV Research/Advancement
SELF Self-reported
TAPE Loaded from tape
WEB Self-reported, Web

Street Standards

Case

Enter all information in mixed case; never use all uppercase or all lowercase letters.

Punctuation

The street address fields have a maximum length of 30 characters. Street names should be spelled out in their entirety whenever possible.

Note: Street designators such as "road", "street", "boulevard", etc. may be abbreviated. See the topic, Street Designators and Postal Abbreviations.

Because of the length restriction, do not take up space with needless punctuation such as periods following abbreviations. Never use apostrophes and commas. However, you may use slashes and hyphens, if necessary, for clarity.

Address Lines

Banner provides three 30-character lines for street address. Do not enter city, state, and zip code data on any of these three address lines for US addresses: enter these on the City-State-Zip (CSZ) line. Do not leave blank lines between street lines.

Note: Although Banner does provide three Address Lines, three-line street addresses cause a problem when printing one inch labels since the completed address could be five to six lines once other lines--Name, the optional "In Care of", and CSZ--are added. Therefore, make every effort to enter the address using two lines only.

Examples:

  • If there is an apartment number, enter it at the end of the street address on Address Line 1:
           1         2         3
123456789012345678901234567890
Banner St Addr Ln 1: 123 Main Street Apt 23
Banner St Addr Ln 2: [not used in this example]
Banner St Addr Ln 3:
[not used in this example]
  • HOWEVER, if an address with an apartment number will not fit on one line, enter the apartment number on Address Line 1 and the street address on Address Line 2:
           1         2         3
123456789012345678901234567890
Banner St Addr Ln 1: Apt 23
Banner St Addr Ln 2: 123 Supercalifragilisticexpial
Banner St Addr Ln 3:
[not used in this example]
  • If it is necessary to send communications to the attention of a particular person, enter "Attn" followed by a space and then the name on Address Line 1:
           1         2         3
123456789012345678901234567890
Banner St Addr Ln 1: Attn Mary Jones
Banner St Addr Ln 2: 3535 Prien Lake Parkway
Banner St Addr Ln 3:
[not used in this example]
  • If you are entering both a PO Box and a street address, consider the PO Box the primary delivery data and enter it on the line after the street address:
           1         2         3
123456789012345678901234567890
Banner St Addr Ln 1: 1379 NW Pine
Banner St Addr Ln 2: PO Box 2351
Banner St Addr Ln 3:
[not used in this example]

Street Number

For addresses in which the house number or street name is a number from 1-10, spell out the number. For numbers 11 and above, use the number itself with the appropriate suffix (i.e., the "nd" in 42nd). For example:

  • One First Avenue or One First Ave
  • Two 68th Street or Two 68th St
  • 123 Fifth Avenue or 123 Fifth Ave
  • 11 42nd Street or 11 42nd St

Street Name

Where the 30-character field length allows, type the street name in full. If abbreviations are necessary, use the standard postal service abbreviation for a street designator rather than abbreviating the street name. If you must abbreviate the street name, make sure the end result is not confusing. For example, do not abbreviate "Saint" as "St" in street names as this could easily be confused with the standard abbreviation for street.

For addresses in which the street name is a number, enter the street name as supplied by the person. Numbered streets are usually entered as a number with the appropriate suffix, but you may spell them out if they are supplied that way. For example, "955 73rd St" or "100 Fifth Ave".

Street Designators and Postal Abbreviations

The preferred format is to spell out all address suffixes or street designators such as Road, Street, Avenue, etc. However, Postal Service standard abbreviations are always acceptable, especially where the street name is long, making it necessary to abbreviate the street designator.

For a list of acceptable abbreviations, refer to:
Appendix E - Street Designators and Postal Abbeviations.

Secondary Address Unit Indicators and Postal Abbreviations

If the secondary unit designator is not provided and only a pound sign (#) along with the number is provided (123 Main #5), remove the pound sign and leave a space. Never use the pound sign.

If you have space, spell out secondary address identifiers or unit designators. However, if space is a problem, you may use the following abbreviations:

Description Abbreviation
Apartment Apt
Basement Bsmt
Building Bldg
Department Dept
Floor Fl
Front Frnt
Key Key
Lobby Lbby
Number No
Penthouse Ph
Pier Pier
Rear Rear
Room Rm
Side Side
Slip Slip
Space Spc
Suite Ste
Tower Twr
Trailer Trlr
Unit Unit
Upper Uppr

Compass Directions and Postal Abbreviations

Always spell out compass directions (except for a double directional such as Southwest) unless space prohibits. If space is a problem use the standard abbreviations in the table below. For example:

  • 234 Jackson Street North
  • 1222 SW Morris Street

An exception to the above rule is when the street name itself is East, West, North, or South and includes a directional; the directional will be abbreviated without periods. For example:

  • 15 N East River Road
  • 867 N West End Avenue
Description Abbreviation
East E
West W
North N
South S
Northeast NE
Northwest NW
Southeast SE
Southwest SW

Special Characters

Never use the pound sign (#) anywhere in the address. If you receive an address with just a number at the end of the street, assume this number to be an apartment number. Use the abbreviation "No" for number when necessary (e.g., Lodge No 123).

Use hyphens and slashes when needed for clarity or for designating fractions.

Business/Organization Address Lines

Follow the guidelines for business/organization address (non-person record) for all corporations, organizations, foundations, and vendors. The same general rules as described in the previous sections apply to these records.

Remember, for US addresses, City-State-Zip is entered on a separate CSZ line, not in a street address line.

For example:

           1         2         3
123456789012345678901234567890
Banner Bus Addr Ln 1: Skyline Towers Bldg Suite 100
Banner Bus Addr Ln 2: 365 Boylston Street
Banner Bus Addr Ln 3: [not used in this exanple]

Department or In Care of… for Business Addresses

When entering the business address for a person, type the department on Address Line 1, the business or firm name on Address Line 2, and the delivery data on Address Line 3. If the delivery data requires more than two lines, omit the department data. For example:

           1         2         3
123456789012345678901234567890
Banner Bus Addr Ln 1: Public Relations
Banner Bus Addr Ln 2: American Heart Association
Banner Bus Addr Ln 3: 1660 Duke Street Suite 1234

Do not enter corporate titles as part of an address. However, if "in care of" is required, abbreviate it as "c/o" and enter it on the first street address line. Do not use the percent sign (%) or spell out "in care of". For example:

           1         2         3
123456789012345678901234567890
Banner Bus Addr Ln 1: c/o Agnes Ann Trotter
Banner Bus Addr Ln 2: American Heart Association
Banner Bus Addr Ln 3: 1660 Duke Street Suite 1234
City Standards

Always enter the city name in the city field. Enter it in mixed case; never use all uppercase or all lowercase letters. The field has a maximum length of 20 characters.

US cities will automatically be entered in the city field when you enter the zip code in the zip code field. After entering the zip code, review the city information to see that it is accurate and conforms to the preferred standards. In some cases one zip code may be used for more than one town and you may have to change the default city. You can correct the city field after you enter the zip code information.

The general rule is that city names will be spelled out. A standard exception is when the city name includes "St" for Saint and "Ft" for Fort; then, always use that format.

Compass directions in a city name are NEVER abbreviated (e.g., North Boston, South Bend, West Memphis).

When city names must be shortened, either leave out a word (often the word "the") or drop the necessary letters at the end of the name so it will fit the line. For example:

For: Use:
Manchester-by-the-Sea Manchester-by-Sea
Rancho Santa Margarita Rancho Santa Margar
Truth or Consequences Truth or Consequence

Note: Punctuation is allowed when it is part of the city name.

State Standards

The state field is used for US and Canadian Addresses only. The Banner State Code Table contains the two-letter standard code for: (1) US states and US territories, (2) US military destinations, and (3) Canadian provinces/territories:

Banner Table:  State Code

Note: Use the States Codes Table and not the Nations Table for territories such as Guam, US Virgin Islands, etc.

Military Destinations (Use the Banner State Code Table.)

Military destinations are considered US addresses and have US zip codes. Enter the APO or AFO code in the city field. For example:

Alice VanFrogulemen
HHB 6th Battalion 43rd Box 72
Air Defense Artillery CMR 417
APO AE 09602-8802

Canadian Provinces/Territories (Use the Banner State Code Table.)

County Standards

Tennessee counties will automatically be entered in the county field after you enter the zip code in the zip code field.

Do not enter county codes for non-Tennessee State addresses except where necessary for accurate reporting to governing bodies. For example, counties in other states which have a reciprocal agreement with the state of Tennessee for in-state fee-paying purposes will be collected and maintained in the system.

Zip Code Standards

You must enter zip codes for all US and Canadian addresses. Do not enter a zip code for any other international addresses.

When you enter the five-digit zip, the program automatically edits the code against the zip code validation program and enters the correct city, county, and state names in those fields based on the information in the program. Once the program has validated and entered the information, you may edit the city, county, state, and zip fields as needed. (Always check the city name since a zip code may cross two cities and the default city from the validation table could be the wrong one.)

If the zip+4 information is available, enter it in the zip field. The hyphen must be used when entering the entire nine-digit ZIP code.

Note: The validation program will not work if you have already entered something in the city or state fields. Likewise, the validation program will not work if you enter the the nine-digit zip code first. Enter the five-digit zip code to validate the city and state fields. Then go back and add the hyphen and last four digits to the zip code.

Canadian Addresses

Canadian street addresses and city names follow the same guidelines used for entering US addresses.

Enter the province or territory in the state field using a two-letter code from the Banner State Code Table.

Enter the Canadian postal code in the zip/postal code field. The format is always a letter-number combination (e.g., B3C 4A7) with a space after the third character.

Enter the nation code for Canada (CA) in the nation code field so that the word CANADA is printed at the bottom of the address.

International Addresses (other than Canadian)

In general, international addresses follow most of the same guidelines used in entering US addresses. That is, you should enter all information in mixed case format; never use all uppercase or all lowercase letters. As much as possible, use the abbreviations and formats provided in the section about street address lines. If possible, keep the information on lines 1 and 2. Use abbreviations, if necessary, to get the address information to fit on a single line.

You can use hyphens, slashes, and periods. Add a slash between information when combining two short lines of address together in a single input line. You will often need to do this with addresses for Hong Kong, Japan, or other Asian countries. When combining address lines, add the information from the lower line to the end of the information on the upper line.

Never use the pound (#) sign anywhere in the address: substitute "No" when needed. For example:

We receive: Correct format:
Taihei Bldg. #401
Eitai 2-1-5
Koto-ku, Tokyo 136-8666
JAPAN
Taihei Bldg 401
Eitai 2-1-5 / Koto-ku
Tokyo 136-8666
JAPAN
 
We receive: Correct format:
ESO-Asiacom
1F Milo's Ind Bldg
2-10 Tai Yuen
Kwai Chung NT
HONG KONG
ESO Asiacom 1F Milo's Ind Bldg
2-10 Tai Yuen / Kwai Chung NT
HONG KONG

According to US post office guidelines, the following shows the order of information for the international address. (Note: The line numbers used for reference do not refer to Banner address lines, but the lines of the printed address.)

Line 1: Name of Addressee
Line 2: Street Address or Post Office Box Number
Line 3: City or Town name, other principal subdivision (e.g., province, state, county, etc.), and postal code (if known)
  Note: In some countries, the postal code may precede the city or town name.
Line 4: Country Name, spelled out in English, no abbreviations, in all uppercase.

Do not enter the international postal code in the zip code field. For example:

Ms Joyce Browning
2045 Royal Road
London WIP 6HQ
ENGLAND

Ms Joyce Browning
2045 Royal Road
06570 St Paul
FRANCE

Nation Standards

The nation code field is used only for international addresses. Always leave this field blank when you enter a US zip code (includes entries for military destinations and US territories, such as Puerto Rico, Guam and the US Virgin Islands).

According to Postal Service regulations, the name of the foreign country must be printed alone in all caps on the last line of the address for outgoing mail. In Banner this is accomplished by selecting the two-character alpha code/country name from the list in the nation code field table.

Banner Table:  Nation Code

Updating Addresses

When adding a subsequent address of the same type, end-date the prior address and check its "inactive" address box. You may then add the new address. Do not change or delete a prior address unless you are correcting an initial entry error.

.

4.4  Telephone Standards

Telephone Types

Enter all regional and local telephone numbers, including campus (CA) telephone numbers, using the ten-digit format. A telephone type distinguishes each telephone number entered in the Banner system:

Banner Table:  Telephone Type

Domestic Telephone Numbers

The telephone number is presented in a three-field format:

  • Area Code - The three-digit area code must be entered for all phone numbers.


  • Phone Number - The seven-digit phone number entered with no hyphen.

  • Extension - The extension number, if provided. Do not enter "EXT" or "X" in the field.

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. You can enter any phone numbers from NANP countries in the domestic phone number field.

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
Northern Marianas Islands
(Saipan, Rota, and Tinian)
671
Puerto Rico 787
St Kitts/Nevis 869
St Lucia 758
Trinidad and Tobago 868
Turks and Caicos Islands 649
US Virgin Islands 340

When adding a subsequent telephone number of the same type, end-date the prior telephone number and then add the new telephone number. Do not change or delete the prior telephone number unless you correcting an initial entry error.

International Telephone Numbers

The international phone number field has a 16-character limit. Enter all three parts of an international number (i.e., the country code, the city code without a leading zero, and the telephone number) in the international phone number field using no parentheses or hyphens. Do not enter the "011" standard code for international dialing.

For example, a telephone number in Japan, consisting of country code 81, city code 03, and telephone number of 7599311 would be entered as 8137599311. (Note that the leading zero for the city code was not entered.)

Updating Telephone Numbers

When adding a subsequent telephone number of the same type, end-date the prior telephone number and then add the new telephone number. Never change or delete the prior telephone number unless you are correcting an initial entry error.

 

4.5  Standards for Various Shared Tables

College

Refer to this table for the college codes used in the Student module:

Banner Table:  College Code

Dates

Calendar Dates

Enter all dates in DDMMMYYYY format:

  • DD = the two-digit day of the month; use a preceding zero if the number is less than 10
  • MMM = the first three letters of the month's name
  • YYYY = all four digits of the year

The Banner system will convert the entered dates to a DD-MMM-YYYY format. Example:

Date: Your Entry: Banner Converts to:
April 15, 2003 15APR2003 15-Apr-2003

Note: When a date is required but not available, use the holder date of 01JAN1826, the year the city of Memphis was incorporated. Twice a year records containing this date will be identified and corrected by the responsible departments.

Date of Birth

You must enter the Date of Birth in DDMMMYYYY format. When a birth date is required but not available, use the hold date of 01JAN1826. Twice a year records containing this date will be identified and corrected by the responsible departments.

For employees, Human Resources will maintain this information. For students, the Admitting Offices, Financial Aid, and the Registrar's Office will maintain this information. For Donors, the Advancement Office will maintain this information.

Deceased Indicator

Due to the sensitivity of this issue, prompt attention is important so future mailings from University offices are discontinued. Deceased status must be verified, when possible, through death certificate, obituary, or Social Security Death Index (SSDI). (The link to a SSDI search is: http://ssdi.rootsweb.com/)

For employees and retirees, Human Resources will enter this information. For students, the Registrar's Office will enter this information. For applicants and recruits, the Admitting Offices will enter this information. For Advancement constituents, who are not current students, current employees, or retirees, Advancement will enter this information.

Deceased Date

The same office setting the Deceased indicator should enter the date, if known. If the date is not known, leave this field blank. The "date marker" date should not be used since no cleanup is required for this field.

Degrees

Degrees include those awarded by U of M and those captured by U of M for faculty, staff, donors, and students:

Banner Table:  Degree Code

Note: HR has BSE as a second value for Bachelor of Science in Education. Students and Alumni have BSE for Bachelor of Science in Engineering, which HR also has as a value. Therefore, 246 (BSE) should be converted as BSED.

HR has BST as Bachelor of Science in Teaching and Bachelor of Science in Technology. Students and Alumni have BST as Bachelor of Science in Technology. Therefore, 266 (BST) should be converted as BSTE.

Also:

  • 200 (B ARCH) should be converted as BARC.
  • 226 (B MUS) should be converted as BM.
  • 228 (B M E) should be converted as BMED.
  • 300 (M ARCH) should be converted as MARC.
  • 320 (M MUS) and 322 (MM) should be converted as MMU.
  • 326 (M M E) should be converted as MMED.
  • 328 (M PHIL) should be converted as MPHI.
  • 608 (PHARM D) should be converted as DP.
  • 699 (PROF-OTH) should be converted as PR-O.

Degree Award Category Code

According to proto type documentation, all the following are Tennessee Board of Regents (TBR) system required and are to remain as delivered:

Code Description
11 Elementary School Program
12 Junior High School Program
13 High School Program
16 1 Year College
17 2 Year College
18 3 Year College
19 4 Year College
21 Certificate < 1 year
22 Certificate = 1 year < 2 years
23 Associate Degree
24 Certificate > or = 2 years < 4 years
25 Bachelors Degree
26 Post Secondary Certificate/Diploma > two years and
< four years
31 First-Professional Degree
32 Post-Professional Degree
41 Graduate Certificate
42 Master's Degree
43 Educational Specialist Degree
44 Doctoral Degree
45 Post-Doctoral Award
46 Post-Master's Degree

43 Educational Specialist Degree

Degree Level

Per proto-type documentation, Degree Level is used in conjunction with STVDEGC:

Banner Table:  Degree Level Code

Email Addresses

The following guidelines apply for the use of email addresses at the U of M.

All official U of M email communication to students and employees must be sent to the individual's U of M email address.

The official U of M email address will be systematically entered and updated in Banner by Client Services. You can find valid email address types in:

Banner Table:  Email Address Type

Employment Type

Ethnicity

The ethnicity must be entered for all employees and students who are US citizens or US permanent residents in order to meet regulatory requirements. You can find valid ethnicity codes in:

Banner Table:  Ethnicity Code

Gender

All U of M employees must be classified as female or male. Also, having a valid gender code on all students facilitates record searches and analyses. You can find valid U of M gender codes in:

Banner Table:  Gender Code

Legacy

The University of Memphis does not currently use Legacy codes, nor does it plan to in the future. Nevertheless, valid values have been established, and you can find these in:

Banner Table:  Legacy Code

Majors/Minors/Concentrations

For vaild codes see:

Banner Table:  Majors/Minors/Concentrations

Marital Status

When needed by Financial Aid or Human Resources, these codes will be used:

Banner Table:  Marital Status Code

Relationship

The Data Quality Team determined the following values based on items in the current systems. The initial TRB SIS proto-type has very different values. We will keep the following until all the TRB SIS proto-type meetings are finished and the values are definite. See:

Banner Table:  Relationship Code

Religion

Religious affiliation is collected for Advancement. You can find valid U of M codes in:

Banner Table:  Religion Code

Social Security Number

The following populations must have a social security number on file in the system for identification purposes, federal reporting purposes, financial aid purposes, etc. It will not be used as a record key.

Audience SSN Field
All U of M employees Must have a social security number listed.
U of M students who receive Financial Aid Must have a social security number listed.
U of M students who do not receive Financial Aid Note: The National Student Clearinghouse will not process student records with assigned or blank SSNs for either enrollment or degree verification purposes.
Vendors that must receive a 1099 Form Must have their social security number, tax ID, or employer ID number listed.
International Students Must have a social security number if they plan to work or receive any type of financial aid.

Enter the 9-digit number with no embedded dashes or spaces. Do not enter "000000000" or "999999999" or any other type of place holder for records with no social security number.

The same offices responsible for name changes will also be responsible for social security number changes and documentation.

Veteran Information

Veteran Services, located within the Office of the Registrar, will enter and maintain all "veterans" data for students receiving veterans benefits. Human Resources will also capture Veteran data on employees. (HR needs to let us know how they use their veteran codes and if theirs can collapse into the ones below.)

The Veteran File Number is the principal veteran ID number for the student and is typically the student's social security number. For spouses and dependents, the Veteran File number may be the veteran's social security number with an additional character at the end to indicate spouse or dependent.

Refer to:

Banner Table:  Veteran Code

International Information

Citizenship

Citizenship is required information for students and employees at the University of Memphis. Additional information, such as country of citizenship and visa status, is required for any person who is not a citizen of the United States. See:

Banner Table:  Citizenship Code

Country of Citizenship

Country of Citizenship codes are the same as the Nation codes used for addresses:

Banner Table:  Nation Code

Language Codes

Language codes may be used to indicate a person's native language if it is not English:

Banner Table:  Language Code

Port of Entry

Port of Entry codes for students are entered by the International Programs Office. Valid Port of Entry codes are:

Code Description
DAL Dallas Port Authority
MEM Memphis Port Authority
LA Los Angeles Port Authority
MIA Miami Port Authority
NYC New York Port Authority
SPS San Francisco Port Authority

Sponsor Codes

The International Programs office does not currently enter this information into the system; this office enters it into the SEVIS data base and does not want to do dual entry.

Code Description
BNB Bnai Brith
DAR Daughters of American Revolution
KOC Knights of Columbus
NAA NAACP
SOI Sons of Italy
SUN Sunshine Foundation

VISA

Visa status is maintained for all non-US citizens. Visa status for students is established and maintained throughout the career of the student by the Office of Admissions. Visa status for non-student employees is maintained by Human Resources.

VISA codes are validated against table STVVTYP in Banner:

Banner Table:  VISA Code

 


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