Shared Data Entry Standards for Banner

Index

 



General Information                                                           Back to Top

 
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 Top

 


Authorization to Grant and Revoke Access to ERP Banner System                      

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

Document Review and Maintenance                                    Back to Top

 
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 Top

 
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 Top

 
Banner Users are reminded of their legal obligations to data access and disclosure.
                                                                                                    
·        Users have the obligation to be aware of federal regulations (FERPA, etc.), State of Connecticut regulations, and Central Connecticut State University’s policies applicable to data under the jurisdiction of their offices.
 
·        Certain information is the responsibility of specific or custodial departments.  Disclosure of information is restricted to these custodians or their representatives.  Contact a custodian or direct representative (for example: the Registrar or a direct representative of the Registrar) prior to disclosure of information.
 
·        Data is private and shall be used only for the legitimate business of Central Connecticut State University.
 
·        The Ampersand (&) should be used instead of the word "and"
 
 

General Notes                                                                        Back to Top

                                                                                              
·        The pound sign (#) is not to be used in any field with the exception of purchase order text.
 
·        All data entered into a data field should be typed using title-case (mixed case) format (uppercase and lowercase letters) using standard capitalization rules.
 
·        Data appears in the same format when printed as it was entered.
 
 

Data Custodianship Policy                                                   Back to Top

 
·        Before creating or modifying any records that contain shared data, you must conduct an ID and Name search.  Please refer to your department’s procedural manual for detailed directions.  All departments must conduct a thorough search to prevent entering duplicate records.  (See Banner Search Procedures Manual.)
 
·        Refer to this policy before making a change to any shared data.  The following conventions govern which office can make changes to shared data:

Banner Identification Numbers                                          Back to Top

 
·        The Banner System uses an identification number consisting of a unique 8-digit number to identify each Person and each Non-Person (e.g. business, corporation, vendor).
                                                                                              
·        Dashes are not permitted in the identification number.
 
·        The Banner System Generated 8-Digit ID Number is the primary Banner identification number for a Person.
 
·        The Federal Employee Identification Number (FEIN) is the primary identification number for a Non-Person and 6-Digit ID Number for Lender and Guarantee Financial Aid Loan Processing codes
 

Examples of identification numbers:

Name Information                                                            Back to Top

First and Last Name Standards                             

 ·        Before you create a new record in Banner for a person, conduct an ID and Name search to make sure the person does not exist on the Banner Database.  (See Banner Search Procedures Manual.)
 ·        Enter the last, first and middle names exactly as the person has indicated.  If given the full middle name, do not change it to an initial.
 ·         15 characters are allowed for first names and 60 characters are allowed for last names. Contact a member of the Banner User Committee associated with your department if names contain more characters than the field allows.
 ·        Case.  Always use normal title-case format (uppercase/lowercase letters), and follow standard capitalization rules when entering names.
 ·        To insert a name change in Banner, click here for directions.

·        Punctuation.  The following punctuation is permitted in the name field:

·        The following punctuation is not permitted in the name field:

commas,
the pound sign (#),
titles,
prefixes,
suffixes.

 
·        In those cases where a single character is designated as the first name, enter the single character (followed by a period) in the first name field.
 

Preferred First Name Standards                             

 ·        When a person prefers to be addressed by a name other than her/his legal first name, enter that name in the Preferred First Name field.    (Follow the data entry standards established for the First and Last Name fields.)
 ·        If the person has not indicated a preferred first name, leave the field blank.
 
 

Middle Name Standards                                            

 ·        If given the full middle name, use the entire full middle name, do not change it to an initial.
 ·        Entering a middle initial (followed by a period) is acceptable, if only provided the middle initial.
 ·        If no middle name or middle initial exists, leave the field blank.
 ·        Always use normal title-case format (uppercase/lowercase letters), and follow standard capitalization rules when entering data.
 

Prefix Standards                                                          

 ·        Prefixes are entered in the Identification Form in the prefix field.  Do not enter prefixes in the name fields.
 ·        Always use normal title-case format (uppercase/lowercase letters), and follow standard capitalization rules when entering a prefix.
 ·        Punctuation is required in prefixes.
 ·        If no prefix is provided, the default entry format is Mr. (male) or Ms. (female).
 ·        Use Miss or Mrs. only when requested, otherwise use Ms. as the standard.
 

Acceptable Prefixes & Prefix Abbreviations:

·        If a prefix is not found in the list above, contact a member of the Banner User Committee associated with your department.
·        A prefix should never convey the same meaning as suffix.

Examples:

Suffix Standards                                                          

·        Suffixes are entered in the Identification Form in the suffix field.  Do not enter suffixes in the name fields.
·        Enter a suffix only when identified by the individual.
·        Always use normal title-case format (uppercase/lowercase letters), and follow standard capitalization rules when entering a suffix.
·        Punctuation is required in suffixes.
 ·       If no suffix is provided the field remains blank.
 

Acceptable Suffix Abbreviations:

·        If a suffix is not found in the list above, contact a member of the Banner User Committee associated with your department.
 ·       A suffix should never convey the same meaning as prefix.  Examples:

Non-Person Name / Vendor Name Standards     

·        Before you create a new record in Banner for a non-person (e.g. business, corporation, etc.), conduct an ID and Name search to make sure the organization does not exist on the Banner Database.  (See Banner Search Procedures Manual.)
 ·        Enter the legal name, using standard capitalization rules. All information is to be entered using title-case format (uppercase/lowercase letters).
 ·        The use of all uppercase or all lowercase letters is appropriate if the business name legally appears as such.
 ·        Acronyms will not be used unless the acronym is part of the legal name of the organization.
 
Examples:      IBM
                     CompUSA
 
·        Creating an alternate name will accommodate the need for searching on two names. Example: SNET is the corporation name and Southern New England Telephone is the alias, or previous name.
 ·        Ampersand (&) is used only when part of the legal name.  Use “and” in all other cases.
 
Examples:      Baltimore & Ohio Railroad
                            J. P. Morgan & Co. Inc.
 
·        Abbreviations are allowed for Co., Corp., LTD. or Inc. when used after the name of a corporate entity.  Other forms of abbreviations may be used for corporate entity when space is limited.   Contact a member of the Banner User Committee associated with your department before abbreviating any name.
 
 

Legal Name Standard                                                

·        The legal name field is not used at Central Connecticut State University.
 

Address Information                                                         Back to Top

Use of Banner Address Hierarchy                         

 
·        Banner permits multiple addresses to be entered for a person or non-person.  The use of each address type is strictly defined.  Because all functional areas share name and address data, custodial relationships are in place.
 
In addition, there are some restrictions in Banner on how addresses can be used within each system.  The student system permits an address hierarchy to be used when printing reports.  For instance, when billing statements are run, the system can first search for a billing address, then a mailing address.  The Finance System can have multiple entries for the same address type, distinguished with sequence numbers; this allows for multiple locations for a single company.  And finally, the Human resources system can only use one address type when generating checks.
 
To inactivate or insert an address in Banner, click here for directions.
 
Future dating of addresses is not allowed.
 
Examples of Address hierarchies:

Address Types and Custodianship                       

Address Standards

 
Street Standards                                                    
·        All information is to be entered using title-case format (uppercase/lowercase letters).  Never use all uppercase or all lowercase letters.  Enter the address using standard capitalization rules.
 ·        Lines 1 and 2 can only be 30 characters long.
 ·        Use only the first two lines for street address information.  Line 1 should contain the physical street address and Line 2 should contain PO Box, Apartment Number, Suite Number, RFD Number, etc.  This item is to be used with all address types except BU and VN.
 ·        Do NOT use the third line of address information, since it may cause a conflict with Banner label/letter generation. (This rule does not apply to the VN and BU address types since they are not using Banner label/letter generation.)
 
Example:        100 Major Street
                              PO Box 200 Morgan Station
 
·        All Street Designators (Road, Street, Avenue, Boulevard, Highway, etc.) and Secondary Unit Designators (Apartment, Building, Department, etc.) must be spelled out.
 
Examples:

·        Hyphens and slashes may be used when needed for clarity or designated fractions.

·        Commas, the Pound Sign (#) and double quotes are never used.
 
Examples:

·        “In Care Of” should be entered as (c/o) in lower case.  Do not use the percent sign (%) or spell out (in care of).
 ·        If the name of a street is a number, enter the street address as it appears.
 
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                 

·        Address Unit Designators should be spelled out if room permits.
·        Punctuation is not used with Address Unit Designators.
 

Directional Designators Standards                   

·        Directional Designators should be spelled out if room permits.
·        Punctuation is not used with Directional Designators.

US Addresses

City, State, Zip Code and Nation Standards               

 
Enter the ZIP Code in the Zip Code field, and then use the LIST function to retrieve the correct Zip Code.  Following this procedure will automatically fill in the City and State fields.  Do not overtype the city/state information, since this is retrieved from the U.S. Postal Zip Code Table.
 
If the nine digit zip code is available (Zip plus four), enter the first five digits of the zip code then use the LIST function to automatically fill in the City and State fields.  After the City and State fields are automatically filled, enter a hyphen then the last four digits of the Zip code.
 
If the city that appears is not the one that was provided using the LIST function, leave that city on the form and then contact a member of the Banner User Committee associated with your department in order for the Zip Code table to be updated.
 
·        Do not enter USA or US for any address within the United States.  Leaving the field blank will result in the nation being USA. Inputting USA as a nation will cause the nation to print on every letter/label and will cause a problem for the Post Office.
·        U.S. Territories and Oversea Military Bases are included within the Zip Code Table.
·        CCSU will not use County Code.
·        When a new address is created, the prior current address/phone is inactivated.
 
 

International Addresses                                                       

 
City Standards                                                                     
·        All information is to be entered using title-case format (uppercase/lowercase letters).   Never use all uppercase or all lowercase letters.  Enter the address using the standard capitalization rules.
·        Abbreviations of city names are permitted if the full city name does not fit due to space restrictions.  Contact a member of the Banner User committee associated with your department before abbreviating a city name.
 
 
State Standards                                                                 
·        Canadian Province and Territory abbreviations are to be entered into the State field.   Use the LIST function.
                                                                                        
                                                                                                                
Nation Code Standards                                                    
·        This field is required for all non-USA addresses.  Use the LIST function for the appropriate code.
 
 
County Code Standards                                                  
·        Central Connecticut State University will not be using the County Code.
 
 
Zip Code Standards
 
Canadian Zip Codes                                                           
·        International Identification Numbers should be entered (without hyphens) into the zip code field
 
            Examples:
                                          Mrs. Helen K. Saunders
                                          1010 Clear Street
                                          Ottawa ON K1A OB1
                                          Canada
 
                                          Mr. Thomas Clark
                                          117 Russell Drive
                                          London WIP7HQ
                                          England
 
·        Make sure sequencing stays the same between address and phone number changes --  SPATELE should be modified to match the new address row.
 

Telephone Number Information                                             Back to Top

 
·        When creating a new address, be sure to inactivate the prior current address and the prior current phone number. *The phone number needs to be re-keyed when the address is changed.
Area Code Standard                                                               
 
·        The three-digit area code must be entered for all phone numbers.
 

Phone Number Standards                                                     

 
·        Enter the seven-digit number without inserting a hyphen.

·       Add FX for FAX.
                

Extension Standards                                                              

 
·        If an extension number is provided, enter only the digits of the extension.  Do not enter EXT or X into the extension field.

·        For unlisted phone numbers check off the confidential indicator on the General Person Form.

Date Standards                                                                   Back to Top

·        Future dating is "NOT" allowed in Banner.
·         All dates are displayed in the format of dd-mon-yy.  Hyphens must be used between the day, month and year.
·        There are various methods of data entry for dates.  Below are the available methods:
 
The following examples use September 24, 1999 as today’s date.
 
-          If today’s day is entered, today’s month and year will default.
(Example:  enter 24, date will default to 24-sep-1999)
 
-          If today’s month and day is entered, today’s year will be default
(Example:  enter 1224, date will default to 24-dec-1999)
 
-          If month, day and two digit year are entered, then the pivot year will default
(If the year is less than 28, century will be 20 if the year is greater/equal to 28, century will be 19)
(Example:  enter 122427, date will default to 24-dec-2027
                  enter 122428, date will default to 24-dec-1928)
 
·        It is safest to enter the entire year for dates prior to 1928, so the century is correct and not the default.  If only the last two digits are entered, all those years greater than or equal to 28 will be assigned a “19”.  Those two digits less than 28 will have “20” assigned.
 
Examples:
45 will become 1945
14 will become 2014

General Person Information                                                   Back to Top

Gender Codes Standard                                                       

·        A value must be assigned to the Gender Code.  If the individual has not provided the information, enter the value of unknown.

Social Security Number Standard                                      

·        Enter the entire nine-digit number, omitting dashes, in the SSN field.

Date of Birth Standards                                                          

·        The date of birth is required for all students and employees, and should be entered for alumni when available.
·        When the date of birth is not available, the Human Resources Department will use the date January 1, 1998 to allow for the entry of an employee record.  Periodically records containing this date will be identified and corrected.
·        Age is calculated automatically using current date and date of birth.
 

Citizen Type Standards                                                          

 
·        Use the LIST function to select the appropriate code.
 
·        Citizen type is required for all students and employees.  Enter the correct code.

Ethnic Code Standard                                                            

 
·        The ethnic code field is required for all students and employees.  Use the List of Values to enter the code that corresponds with the student’s self-identification of ethic type.
·        If the student does not provide ethnic information, populate the field with no reply/unknown.
 

 Marital Code Standards                                                          

·        Use List of Values to select appropriate value.
·        Only enter data provided by the individual.
·        Human Resources will collect and maintain this information for the purpose of assigning benefits to individuals and their spouses.
·        Alumni/Development will collect and maintain this information for the AD module.

 Religion Code Standard                                                        

 ·        This field will not be populated.  This is an optional field that may be used by some modules.
 

 Legacy Code Standard                                             

·        Central Connecticut State University will not use this field.
 

 Driver's License Information                                                             

·        Central Connecticut State University will not use this field.
 
 

Confidential Information Indicator                                     

Back to Top

 
·        This field is to be “checked” if the person requests that his/her address and/or telephone number information not be released.
 
·        When defining a population selection it is important to exclude all records with a check mark in the confidential indicator.
 

Deceased Information                                                          Back to Top

 
·        This information will be entered for all employees, students and alumni.
Enter “Y” if the employee/student/alumni is deceased.  Enter date of death.
 
·        Deceased records need to be excluded from population selection.
 
 
 
 
 

Naming Standards                                                                 Back to Top

Letter Generation                                                                     

 
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                                                                                

 
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