Central Connecticut State University

Shared Data Entry Standards

for Banner

(updated 2/22/2016)

Table of Contents

 

General Information

Banner Coordinating Team Members

Document Review and Maintenance

Document Distribution

Legal Issues

 

General Notes

Data Custodianship Policy

 

Banner Identification Numbers

 

Name Information

First and Last Name Standards

Preferred First Name Standards

Middle Name Standards

Prefix Standards

Suffix Standards

Non-Person Name / Vendor Name Standards

Legal Name Standard

 

Address Information

Use of Banner Address Hierarchy

Address Types and Custodianship

Address Standards

Street Standards

Address Unit Designator Standards

Directional Designators Standards

US Addresses

City, State, Zip Code and Nation Standards

International Addresses

City Standards

State Standards

Nation Code Standards

County Code Standards

Zip Code Standards

Canadian Zip Codes

 

Telephone Number Information

Area Code Standard

Phone Number Standards

Extension Standards

 

Date Standards

 

General Person Information

Gender Codes Standard

Social Security Number Standard

Date of Birth Standards

Citizen Type Standards

Ethnic Code Standard

Marital Code Standards

Religion Code Standard

Legacy Code Standard

Driver's License Information

 

Confidential Information Indicator

 

Deceased Information

 

Naming Standards

Letter Generation

Paragraphs

 

 

 25

General Information                                                           Back to Table of Contents

 

The Banner Coordinating Team developed this manual to ensure consistency and data integrity.  All Banner Systems - Alumni/Development, Finance, Financial Aid, Human Resources, and Student - share data.  The standards in this manual address the data entry standards for that shared data.  A record at the University could belong to more than one system.  For example, the record of a person who received an undergraduate degree, who is currently pursuing a graduate degree, and is an employee of the University would have general person data shared by three different systems: Alumni/Development, Student and Human Resources.

These standards will help to reduce the creation of duplicate entries, increase valid addresses for mailings, and create a better view of the University.

This manual is a standards policy reference guide; it is not meant to be a training guide for Banner.  It was created for use by all departments and it is not Banner form specific.

 

Banner Coordinating Team Members                           Back to Table of Contents

The Banner Coordinating Team is made up of representatives from the offices of Admissions, Bursar, Finance, Financial Aid, Graduate Studies, Information Technology, Residence Life, Registrar.  It oversees the implementation and support of Banner, including:

 

Authorization to Grant and Revoke Access to ERP Banner System                       Back to Table of Contents

The following is a matrix defining those members of the University that are authorized to grant and revoke access to the ERP Banner System

Banner Module Official Authorized to Approve Access Person/Designee
Alumni/Development Director Joseph Gordon
A/R Bursar Elizabeth Fangiullo
Finance/Budget Director Brian Wood
Financial Aid Director Richard Bishop
Human Resources CHRO Anna Suski-Lenczewski
Student Registrar Patrick Tucker
Housing Module Residence Life Associate Director Ryan Baumann
Admissions Director Lawrence Hall
Graduate Studies Associate Director Patricia Gardner
General ERP Manager Lynn Bonesio-Peterson

 

 

 

 

Document Review and Maintenance                             Back to Table of Contents

 

The policies and standards for Data Entry in Banner will be reviewed by the Banner Coordinating Team as required by Banner System Upgrades or sufficient changes to Banner validation tables or Banner processes.

The Banner Coordinating Team meets regularly.  If you have any questions or concerns regarding these standards or how these standards might affect existing jobs, workload or data entry, please report them to your Banner departmental representative as soon as possible.  These issues, especially those that affect multiple departments, will be brought to the Banner Coordinating Team for immediate discussion.

 

Document Distribution                                                      Back to Table of Contents

 

Initial distribution of this document will be made to all individuals who currently have access to Banner.  The document will be given to new Banner users at the same time logon Ids and passwords are issued.  The document will also be maintained electronically.  Coordinating data entry standards training for persons granted modify access to Banner is the responsibility of each department manager.

 

Legal Issues                                                                         Back to Table of Contents

 

Banner Users are reminded of their legal obligations to data access and disclosure.

 

General Notes                                                                      Back to Table of Contents

 

 

 

Data Custodianship Policy                                               Back to Table of Contents

 

If the person is...

then...makes the change.

An Employee other than a Student Employee

Human Resources / Payroll

An Employment Applicant and not a Student

Human Resources / Payroll

A Student

Registrar's Office

A Student Applicant

Admissions Office

A Vendor

Purchasing

An Alumnus / Donor

Alumni / Development

A Corporation or Foundation

Alumni / Development

 

Banner Identification Numbers                                      Back to Table of Contents

 

Examples of identification numbers:

 

   

BANNER System Generated Identification Number

30012255

Federal Employee Identification Number (FEIN) or

Lender and Guarantee Loan Codes

740998765

 

689123

 


Name Information

 

First and Last Name Standards                                Back to Table of Contents

 

 

 

Examples:

Stanley

 

Van der Vaart

 

al-Hassan

 

duBois

 

Permitted Punctuation

Examples:

Apostrophes 

O'Leary

 

Tina's Catering

Hyphens

Cooper-Smith

 

Ann-Marie

Periods

St. John

 

C.

Spaces

Mc Donald

 

Bobby Joe

 

M. Ann

 

Preferred First Name Standards                               Back to Table of Contents

 

 

 

Middle Name Standards                                              Back to Table of Contents

 

 


Prefix Standards                                                           Back to Table of Contents

 

 

 

Acceptable Prefixes & Prefix Abbreviations:

 

Abbreviation

Description

Atty.

Attorney

Br.

Brother (Religious)

Dr.

Doctor

Fr.

Father (Religious)

Hon.

Honorable � elected official

Miss

Female Single Status

Ms.

Female Single or Married Status

Mr.

Mister

Mrs.

Female Married Status

Rabbi

Rabbi

Rep.

Representative

Rev.

Reverend

Sen.

Senator

Sr.

Sister (Religious)

     

 

 

 

Incorrect Usage of a prefix:

Correct Usage of a prefix:

Dr. Robert Yanckello Ph.D.

Dr. Robert Yanckello

Atty. Mary Wood Esq.

Atty. Mary Wood

                                                                                   

Suffix Standards                                                           Back to Table of Contents

 

Acceptable Suffix Abbreviations:

 

Abbreviation

Description

II

The Second

III

The Third

CPA

Certified Public Accountant

Esq.

Attorney

JD

Jurist Doctor

Jr.

Junior

LL.D.

Doctor of Laws

MD

Doctor of Medicine

MSW

Certified Social Worker

Ph.D.

Doctor of Philosophy

RN

Registered Nurse

Sr.

Senior

 

 

 

 

Incorrect Usage of a suffix:

Correct Usage of a suffix:

Dr. Robert Yanckello Ph.D.

Mr. Robert Yanckello Ph. D.

Atty. Mary Wood Esq.

Ms. Mary Wood Esq.

 

Non-Person Name / Vendor Name Standards      Back to Table of Contents

 

Examples:      IBM

CompUSA

Examples:      Baltimore & Ohio Railroad

J. P. Morgan & Co. Inc.

 

 

 

Legal Name Standard                                                  Back to Table of Contents

Address Information

Prior to December 2014, our policy was to use standardized addresses meaning one that is fully spelled out. As of December 2014, the BCT agreed to accommodate U.S. Postal Code address standards. The Postal Services defines a complete address as one that has all the address elements necessary to allow an exact match with the current Postal Service ZIP+4 and City State.  

 

Use of Banner Address Hierarchy                           Back to Table of Contents

 

 

 

Examples of Address hierarchies:

 

Student billing

1BI, 2MA

Grade reports

1MA

Financial Aid letters

1MA

Recruiting admissions letters

1PA, 2MA

Paychecks and W2s

1MA

Student schedules

1CA, 2MA

 

                                                                                               

Address Types and Custodianship                         Back to Table of Contents

 

If the code is...

 

 

then...makes the change.

Code

Description

Definition of Use

Custodian

BI

Billing

Billing address of student if different from MA or PA

Registrar

BU

Business

Business address of individual�s employer, including department and building of CCSU employees

Alumni/HR

B2

Second Business

Business address of individual�s second employer

Alumni

CA

Campus - student

 

Registrar

HR

Human Resources

Human Resource Address -Only

Human Resources

MA

Mailing

Mailing address of individual, company or organization

All

MB Student Mailbox Resident student mailing address for mailroom in Student Center Mailroom

MG

Matching Gift Address

Company�s matching gift address

Alumni

NP Local Non-Permanent Address Temporary address while attending CCSU Registrar

PA

Parent/Guardian

Mailing address of parent/guardian if different from MA

Admissions/Alumni

RH Residence Hall Assigned residence hall and room location for students livingn on campus Residence Life
SB Spouse Business Mailing address of spouse  

SE

Seasonal

Alumni/donors who maintain two homes (i.e. "snowbirds")

Alumni

SF Sevis Foreign Address For use with Sevis SFAATLAS software Center for International Education (CIE)
SU Sevis US Address For use with Sevis SFAATLAS software Center for International Education (CIE)

VA

Vendor Advance

Vendor mailing address for travel advances

Finance (No longer used.)

VE

Vendor Enclosure

Vendor mailing address for checks that must be accompanied by a separate enclosure

Finance (No longer used.)

VN

Vendor

Vendor (person or non-person) mailing address (Finance only)

Finance

VS

Vendor Student

 

Finance (As of 09/01 no longer used.)

XX

 

Reserved for TGRFEED Use Only

Registrar

 

Address Standards

 

Street Standards                                                     Back to Table of Contents

 

Example:        100 Major Street

PO Box 200 Morgan Station

 

 

Examples:

                                   

Incorrect

Correct

1615 Stanley St

1615 Stanley Street

94 Hollywood Blvd

94 Hollywood Boulevard

 

 

Examples:

289-01 Montgomery Avenue

 

Mid-Island Plaza

 

101 1/2 Main Street

 

Examples:

                                                                                   

Incorrect

Correct

392 Main Street, Apartment 6

392 Main Street

Apartment 6

R.R. #105

RR 105

P.O. Box #8

PO Box 8

"In Care Of"

c/o

 

 

Examples:

If the address Sixth Street appears on an application or invoice, enter Sixth Street.

If the address 121st Street appears on an application or invoice, enter 121st Street.

 

 

Address Unit Designator Standards                  Back to Table of Contents

 

 

Incorrect

Correct

Kennedy Bldg.

Kennedy Building

Apt. 42

Apartment 42

 

Directional Designators Standards                    Back to Table of Contents

 

 

 

Directional Designation

Abbreviation

North

N

South

S

East

E

West

W

Northeast

NE

Northwest

NW

Southeast

SE

Southwest

SW


 

US Addresses

 

City, State, Zip Code and Nation Standards                Back to Table of Contents

 

International Addresses                                                         

 

     City Standards                                                                      Back to Table of Contents

 

 

 

State Standards                                                                   Back to Table of Contents

                                                                                         

                                                                                                                 

Nation Code Standards                                                     Back to Table of Contents

 

County Code Standards                                                   Back to Table of Contents

 

Zip Code Standards

 

Canadian Zip Codes                                                           Back to Table of Contents

 

            Examples:

                                          Mrs. Helen K. Saunders

                                          1010 Clear Street

                                          Ottawa ON K1A OB1

                                          Canada

 

                                          Mr. Thomas Clark

                                          117 Russell Drive

                                          London WIP7HQ

                                          England

 

 

Telephone Number Information

 

Area Code Standard                                                                 Back to Table of Contents

Phone Number Standards                                                      Back to Table of Contents

Examples:

2837300

 

5743861

 

8675309

 

 

                 

Extension Standards                                                               Back to Table of Contents

 

Examples:

7300

 

18

 

342

 

 

     

If the code is...

 

Then...makes the change.

Code

Description

Custodian

BI

Student Billing

Registrar

BU

Business Address of individual

Alumni/HR

B2

Second Business Address of individual

Alumni

CA

Campus - student

Registrar

CE

Cellular Address

All

EC Emercency Contact Cell Individual via SSB

EM

Emergency Contact

Registrar

FX Fax All
HR Human Resources Human Resources

MA

Mailing Address of individual or company

All

MG

Matching Gift Address

Alumni

NP Local Non-Permanent Registrar
NT Emergency Notification Individual

PA

Parent Address

Admissions/Alumni

PG

Pager

All

RH Residence Hall Residence Life

SB

Spouse Business

Alumni

SE

Seasonal

Alumni

SF Sevis Foreign Address CIE
SU Sevis US Address CIE

VA

Vendor Advance

Finance (No longer used.)

VE

Vendor Enclosure

Finance (No longer used.)

VN Vendor Finance
VS Vendor Student Finance (No longer used.)

 

Date Standards                                                                                Back to Table of Contents

 

 

The following examples use September 24, 1999 as today's date.

 

45 will become 1945

14 will become 2014

 

General Person Information

 

Gender Codes Standard                                                         Back to Table of Contents

 

Description

Explanation

Male

 

Female

 

Unknown

No response provided.

 

                                                                                         

Social Security Number Standard                                        Back to Table of Contents

 

Date of Birth Standards                                                           Back to Table of Contents

 

 

 

Citizen Type Standards                                                           Back to Table of Contents

 

 

 

Code

Description

Explanation

Y

Citizen

Citizen of the United States

N

Non-citizen

Not a citizen of the United States

 

Ethnic Code Standard                                                             Back to Table of Contents

 

      Marital Code Standards                                                           Back to Table of Contents

 

Code

Description

Explanation

C

Cohabiting

Living together - not legally married/ Domestic partner

M

Married

Legally married.

D

Divorced

Once married but now legally divorced.

X

Separated

Legally married but living apart.

O

Other

<![if !supportEmptyParas]> <![endif]> 

S

Single

Never legally married.

W

Widowed

Legally married and spouse is deceased.

 

Religion Code Standard                                                          Back to Table of Contents

 

Legacy Code Standard                                                           Back to Table of Contents

 

Driver's License Information                                                              Back to Table of Contents

 

Confidential Information Indicator                                              Back to Table of Contents

 

Deceased Information                                                                   Back to Table of Contents

 

      Naming Standards                                                                     Back to Table of Contents

 

Letter Generation                                                                      Back to Table of Contents

Creating a Letter code in GTVLETR should start with the three-character abbreviation representing your area.  The name of the letter should clearly define the letter type.  For example: 

      ADM_ACCEPTANCE

      ADM_REJECTION

      FIA_SATISFACTORY_ACADEMIC_PROGRESS

      FIA_AWARD

      REC_HONORS_ACKNOWLEDGEMENT

      REG_WITHDRAWAL_CONFIRMATION

 

Paragraphs                                                                                 Back to Table of Content 

Creating a paragraph name on GTVPARA should start with the three-character abbreviation representing your area.  The name of the paragraph consists of a maximum of seven characters.  Some examples might be:

 

ADM_LTR

FIA_LBL

REG_LST

 

The description name of the paragraph should be used to clearly define the purpose of the variables being gathered through the letter generation process.  Some examples might be:

 

Admission Letters

Financial Aid Labels

Registered Student Listings

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