Louisiana Community and Technical College
Guidelines for
Data Standards, Data Integrity and Security
Prepared by: LCTCS Data Standards
Committee
Version: 2-1
Last Revision Date: June 21, 2012
Create Date: April 11, 2011
Table of Contents
Data Integrity Guidelines ........................................................................................................................................................... 2
Purpose ...................................................................................................................................................................................... 2
Scope of this Document .............................................................................................................................................................. 2
Administrative Responsibility ..................................................................................................................................................... 2
Data Standards Committee ........................................................................................................................................................ 3
Data Custodian Responsibilities ................................................................................................................................................ 3
LCTCS Data Custodians ............................................................................................................................................................ 4
Individual Responsibilities ......................................................................................................................................................... 4
Access to LCTCS Data ............................................................................................................................................................... 5
Data Change Rules ...................................................................................................................................................................... 5
Change Data .............................................................................................................................................................................. 6
General Guidelines for Searching .............................................................................................................................................. 6
Record Creation Considerations ................................................................................................................................................ 6
Searching ................................................................................................................................................................................... 7
Wild Card Searches.................................................................................................................................................................... 7
Case and Space Sensitivity ......................................................................................................................................................... 7
Prefix Searches........................................................................................................................................................................... 7
Multiple Records ........................................................................................................................................................................ 7
Students and employees will be notified to check their information is Self-Service. If an error occurred, or the wrong data
was used, students are to contact the registrar’s office and employees are to contact the HR department so the data can be
corrected. ................................................................................................................................................................................... 8
Common Names ......................................................................................................................................................................... 8
Instructions for Searches ............................................................................................................................................................ 8
ID Search................................................................................................................................................................................ 8
Person Name Search............................................................................................................................................................... 8
Data Standards - General ........................................................................................................................................................... 8
General Person Information ...................................................................................................................................................... 9
Clean and Accurate Records .................................................................................................................................................... 10
Date of Birth ......................................................................................................................................................................... 10
Identification Number Standards ............................................................................................................................................. 10
Additional Identification Numbers ....................................................................................................................................... 11
Alternate Identification Numbers ......................................................................................................................................... 11
Veteran File Number ................................................................................................................................................................ 12
Name Standards ....................................................................................................................................................................... 12
Unicode Support................................................................................................................................................................... 12
Address Standards .................................................................................................................................................................... 17
Address Types ...................................................................................................................................................................... 18
International PIN Numbers .................................................................................................................................................. 21
International Telephone Numbers ........................................................................................................................................ 22
International Access Code Field ........................................................................................................................................... 22
Country Code ........................................................................................................................................................................ 23
International City Code ......................................................................................................................................................... 23
North American Numbering Plan (NANP) .......................................................................................................................... 23
Bank Routing Number .............................................................................................................................................................. 24
Name Types .............................................................................................................................................................................. 24
Reporting Codes ........................................................................................................................................................................ 24
Appendix 1 – Address Type...................................................................................................................................................... 28
Appendix 2 – Street Abbreviations .......................................................................................................................................... 29
Appendix 3 – Secondary Unit Designators.............................................................................................................................. 31
Appendix 4 – States, Canadian Provinces & Overseas Military ........................................................................................... 32
Military ...................................................................................................................................................................................... 32
Canadian Provinces .................................................................................................................................................................. 32
Territories .................................................................................................................................................................................. 33
Appendix 5 – Compass Directions ........................................................................................................................................... 33
Appendix 6 – Prefix Abbreviations .......................................................................................................................................... 34
Appendix 7 – Suffix Abbreviations .......................................................................................................................................... 35
Appendix 8 – Race and Ethnicity Codes ................................................................................................................................. 36
Appendix 9 – Email Address Type .......................................................................................................................................... 37
Appendix 10- Address Change Source Type........................................................................................................................... 37
Appendix 11 – Parish Codes ..................................................................................................................................................... 38
Appendix 12 – Marital Status .................................................................................................................................................. 38
Appendix 13 – Identifying the Data Custodian .................................................................................................................... 389
BANNER®
SUNGARD HIGHER EDUCATION BANNER® is the integrated software system purchased from SunGard Higher Education
to replace certain components of the non-integrated systems currently in use at the colleges of the Louisiana Community and
Technical College System (LCTCS).
SUNGARD HIGHER EDUCATION BANNER® offers the institutions an increase in the quantity and quality of information
that can be maintained as well as increased accessibility to that information, enhanced data security, and compatibility across
functional areas of responsibility.
Within SUNGARD HIGHER EDUCATION BANNER® there are separate modules for different functional areas. LCTCS
purchased the Finance, Human Resources, Financial Aid, and Student modules. Integration is achieved via a general module
that ties the functional modules together. A person’s ID number, name, address, and basic demographic information are
housed within the general module and shared by the other modules. The data itself is stored in tables residing in an Oracle
database. The Oracle database is relational; tables are linked together by means of an internal identification number, thereby
limiting data redundancy. There are more than 1,200 tables in the SUNGARD HIGHER EDUCATION BANNER® system.
Data Integrity Guidelines
Purpose
These guidelines define the responsibilities of everyone accessing and managing data. Offices may have individual guidelines
that supplement, but do not supplant or contradict, this statement. Data entrusted to the institution by other organizations (e.g.,
foundations and governmental agencies) is governed by terms and conditions agreed upon with those organizations. Specific
issues not governed by such agreed terms shall be governed by the guidelines set forth in this document.
These guidelines were developed to ensure database integrity and achieve the goals of efficient, professional, and cost-effective
communication for the LCTCS community by:
avoiding creation of duplicate records for a single entity
providing complete name/address information in a timely manner, with an audit trail of changes
using standard entry to facilitate consistent reporting and searches
sharing effective processing discoveries and problem-resolution scenarios
taking advantage of the database capabilities and functionality.
Scope of this Document
This document defines the standards for maintaining the integrity of information for the colleges of the LCTCS. It covers the
format and usage of data elements that are shared between systems and those that are common to all systems and generally
referred to as the General Person data. While defining who has access and how to obtain access to this information is critical to
the operation of the institution, it is better left to operational procedure manuals. This document is written specifically for
those individuals that have update capability and therefore can seriously affect the integrity of the information. This
information will also be helpful for those with inquiry access to the information to further understand the reason for certain
formats of information. Again, complete information about accessing the LCTCS colleges’ information is best left to
operational procedure manuals.
Administrative Responsibility
By law, certain data is confidential and may not be released without proper authorization. Users MUST adhere to any
applicable federal and state laws as well as LCTCS policies and procedures concerning storage, retention, use, release, and
destruction of data.
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Electronic data is a vital asset owned by LCTCS. All institutional data, whether maintained in the central database or copied
into other data systems (e.g., personal computers) remains the property of LCTCS. Access to data is not approved for use
outside a user’s official institution responsibility. Data will be used only for legitimate business of the colleges of LCTCS. A
policy governing access to LCTCS colleges’ records is located on the LCTCS website.
As a general principle of access, LCTCS colleges’ data (regardless of who collects or maintains it) will be shared among those
employees whose work can be done more effectively by knowledge of such information. Although LCTCS must protect the
security and confidentiality of data, the procedures allowing access to data must not unduly interfere with the efficient conduct
of the colleges business.
Division/department heads will ensure that, for their areas of accountability, each user is trained regarding user responsibilities.
As part of that training, each user will read, understand and agree to abide by the stipulations in this document.
Division/department heads will ensure a secure office environment with regard to all data systems for LCTCS.
Division/department heads shall validate the access requirements of their staff according to their job descriptions before
submitting a BANNER® Access Request Form to the LCTCS Security administrator.
All procedures and data systems owned and operated by LCTCS will be constructed to ensure that:
All data is input accurately.
Data accuracy and completeness is maintained.
System capabilities can be re-established after loss or damage by accident, malfunction, breach of security, or natural
disaster.
Actual or attempted security breaches can be controlled and promptly detected.
Data Standards Committee
The Data Standards Committee will consist of the Data Custodians and additional interested personnel and will establish the
overall framework for data standards for LCTCS. This committee is responsible for the development and maintenance of this
document and the resolution of all data integrity issues. While the additional interested personnel are not data custodians they
are significant stakeholders in the institutions’ information. The committee will consist of LCTCS and Colleges identified
members to the data standards committee in each of the following roles:
Role
Finance System
Human Resources
Procurement and Contracts
Student Financial Aid
Student System –
Recruitment & Admissions
Records & Registration
Student A/R
Institutional Research
Internal Audit
Information Technology Services
Data Custodian Responsibilities
A Data Custodian is the director of a LCTCS office or department or their designee. The Data Custodian may make data
within his/her charge available to others for the use and support of the office or department’s functions.
Before granting access to data, the Data Custodian must be satisfied that protection requirements have been implemented and
that a “need-to-know” is clearly demonstrated. By approving user access to the data for the colleges of LCTCS, the Data
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Custodian consents to the use of that data within the normal business functions of administrative and academic offices or
departments.
Data Custodians are responsible for the accuracy and completeness of data files in their areas. Misuse or inappropriate use by
individuals will result in revocation of the user’s access privileges. Data Custodians are also responsible for the maintenance
and control of BANNER® validation and rules tables. These tables, as well as processes related to their use, define how
business is conducted at LCTCS.
LCTCS Data Custodians
Area of Responsibility
Data Custodian
Finance System (Budgets)
Controller (Budget Director)
Human Resources System
Director of Human Resources
Procurement and Contracts
Director of Procurement and Contracts
(Receiving)
(Director of Facilities)
Student Financial Aid System
Director of Financial Aid
Student System
Registrar/Director of Admissions
Individual Responsibilities
Individuals to whom Data Custodians grant access are accountable to the Data Custodians for their use of the data. Any
individual granted access to data resources is required to acknowledge by signature that they understand all policies related to
data access and usage of electronic information resources.
Users MUST protect all LCTCS data files from unauthorized use, disclosure, alteration, or destruction. Users are responsible
for the security, privacy, and control of data to which they have access. The user is responsible for all transactions occurring
during the use of their log-in identification (ID) and password. Employees are not to loan or share their access codes with
anyone. If it is discovered that access codes are being loaned or shared, employees who are assigned access to records are
subject to disciplinary action, up to/or including termination.
Confidentiality of Student Records
General
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.
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.
Directory
Information
The FERPA guidelines on Access to Student Records policy states that Directory Information for
enrolled students is eligible for release unless the student requests that it be held confidential. LCTCS
designates the following student information as Directory Information: Student name, address,
telephone number, e-mail 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.
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Confidentiality of Student Records - cont.
Disclosure
Policies
All personally identifiable information not covered under "Directory Information" is confidential and
shall be disclosed by the colleges only as provided in the colleges’ policies. No information, "public"
or private, on applicant records may be released outside of the colleges 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. LCTCS reserves the right to make directory information
public unless the student has filed a "Request for Confidential Information" form with the Registrar’s
Office.
Required
If a student completes a “Request for Confidential Information” form and submits it to the Registrar’s
Office, the student’s directory information WILL NOT be disclosed to the public. The Registrar’s
Office will flag the student's record with a confidentiality indicator (SPAPERS) 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 college or
system office Foundation.
Source
Codes
Banner
Checkmark
Confidentiality
Once restrictions are in place they can be removed only by the written request of the student or donor.
Access to LCTCS Data
Data security is every user’s responsibility. BANNER® classifications will be established based on job function such as
personnel representative, fiscal assistant, faculty, cashier, etc. Specific capabilities will be assigned to each classification.
Each user will be assigned a classification or possibly several classifications, depending on their particular needs as established
by their division/department head and approved the Data Custodian(s). Please refer to the LCTCS BANNER® System
Security Guide for greater detail.
Users can request an id and password to access BANNER® by following the process for requesting access outlined in the
“How Do I Get Access to BANNER®?” document.
The BANNER® System Security Guide and “How Do I” documents can be found on the BANNER® Project Website or in the
LCTCS Knowledge Base. LCTCS is to establish said policies and guidelines and identify a location where the users can
access this information. (Portal instructions for all users and security policy and procedures manual need to be established.)
Data Change Rules
Never make a change to an employee, student or vendor record without proper documentation and approval from the Data
Custodian. The following rules govern which office makes name, identification number, address, and/or telephone number
changes to student, employee, or vendor records in the integrated administrative information system called BANNER®. These
rules are subject to changes as new procedures are defined and implemented.
If the person is a/an:
Then:
Prospective Student
Student Recruit or Student
Applicant
Admissions Office (new undergraduate students) or Graduate Office (new
graduate students) can make the change with appropriate documentation.
Financial Aid Applicant Only
Admissions Office can make the change with appropriate documentation
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If the person is a/an:
Then:
Matriculated Student
Matriculated Student
Registrar can make the change with appropriate documentation.
Matriculated Student and
Financial Aid Recipient
Registrar can make the change with the appropriate documentation, with
notification to Financial Aid.
Matriculated Student and Vendor
and/or Financial Aid Recipient
Registrar can make the change with the appropriate documentation, with
notification to Accounts Payable and/or Financial Aid.
Matriculated Student and Student
Worker
Registrar can make the change with the appropriate documentation, with
notification to HR and Finance.
Employee
Employee or Employment
Applicant Only
Human Resources can make the change with appropriate documentation.
Employee, Alumni and/or Vendor
Human Resources can make the change with the appropriate
documentation, with notification to Alumni and/or Accounts Payable.
Employee and Matriculated
Student
Human Resources can make the change with appropriate documentation,
with notification to Registrar (employee will be required to update W-4 at
HR).
Employee, Alumni, Vendor, and
Matriculated Student
Human Resources can make the change with the appropriate
documentation, with notification to Registrar, Alumni and Accounts
Payable (employee will be required to update W-4 at HR).
Vendor
Vendor Only
Purchasing or Accounts Payable can make the change with appropriate
documentation.
Vendor and Alumni
Purchasing or Accounts Payable can make the change with appropriate
documentation with notification to Alumni.
Change Data
Make data changes ONLY when you have that authority and when you follow the procedures established by the Data
Custodian of the data you need to change. To determine who the custodian of a record is, go to the GUASYST query
form. (See Appendix 13)
Remember – some data fields have specific data entry rules. See the specific section under General Person
Information for those data entry rules.
Special characters: The pound sign (#), percent sign (%), ampersand (&), underscore (_), left square bracket ([) and
right square bracket (]) are not to be used because they have other functions in Oracle.
General Guidelines for Searching
Record Creation Considerations
Make sure you are not duplicating an existing record. It is very difficult to effectively align all subsequent transactions under
the proper single ID once duplicate records are created. Common Matching rules have been developed for all areas, and this
process is to be utilized when creating new records. When searching for existing records the users must use various system
search techniques in order to clearly identify the appropriate person or vendor.
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Searching
It is important that no one be entered into the BANNER® database more than once. Before entering information about a person
or non-person/vendor, search the database to see if the record already exists.
The steps for performing a name search differ from module to module, using different forms to look for existing records and
others to check address information. The following information applies to all modules:
If you have a person’s social security number, search that. If that brings up any records, you can be sure the person is
already entered into the system.
If you do not have a person’s social security number or if the social security number search reveals no records, search
for the person (or vendor) name using the first few letters of each name followed by the wild card (%).
Wild Card Searches
In searching for a name, you should use the BANNER® wild card. Using the wild card allows you to enter part of the name,
search for a name with and without spaces, or search for a name that might have been spelled differently in an earlier entry.
The BANNER® wild card is the symbol %. To BANNER®, this symbol stands for any letter, number, or symbol; or any group
of letters, numbers and symbols.
e.g., To search for a name which may be Griffith or Griffin, you can type in Griff% in the last name field and execute
query. This causes BANNER® to display all names starting with Griff.
To search for an employee named MacDuff whose name might begin with Mc or Mac and might include a space or
not, search %uff.
Case and Space Sensitivity
Some forms in BANNER® allow you to choose a case sensitive search or a case insensitive search. Case sensitive searches
distinguish between upper-case letters and lower-case letters entered as search criteria. For example, a case sensitive search for
%Beth would return MacBeth but not Macbeth. When you have a choice, always opt to do a case insensitive search.
Generally, this is accomplished by clicking the “No” radio button under the “Case Sensitive Query” label. In doing case
insensitive searches, you will increase the likelihood of finding the person or organization of interest. Moreover, you will
reduce the possibility that the same person or organization will be entered more than once into the system.
Prefix Searches
When searching for a prefix name (such as McDonald or Da Vinci), use the wild card and no space in place of the prefix to
check for all possible versions of the name. %onald will find MacDonald, Mac Donald, McDonald, and Mc Donald.
Multiple Records
BANNER® maintains all versions of a person’s name and ID. When a person changes their name or ID, BANNER® registers
the change but keeps the old information in the database. This makes it possible to find someone using the old name or ID
information.
Only the record with the most recent name and ID information is current. To determine the current record, check the change
indicator in the Change Field [CHG], the farthest right column of the search form.
No entry in the Change Field indicates the current record for that person.
I in the Change Field indicates that the ID in this row has been changed. This row shows the old ID.
N in the Change Field indicates that the name in this row has been changed. This row shows the old name.
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Note: Although BANNER® displays names and IDs which are not current in query results, it always returns an individual’s or
organization’s current name and ID when that individual or organization is selected for further processing or review.
When importing Person data from the legacy systems, the following order will take precedence when multiple records occur:
Record Generated From:
Official Record Used:
Person has a Student Record and Employee Record
HR record will be used
Multiple Employee Records
Multiple Student Records
Record at the home location of the employee
Record at the home college
Students and employees will be notified to check their information is Self-Service. If an error occurred, or the wrong data was
used, students are to contact the registrar’s office and employees are to contact the HR department so the data can be corrected.
Common Names
In the case of a common name, a duplicate entry may not indicate another record for the same person. (For example, there may
already be a different Jennifer Smith in the system.) To determine whether a name belongs to the person you are searching for,
check the person’s address or other available information.
Instructions for Searches
ID Search
Select an identification number: (i.e., IDEN or VEND) form in the BANNER® module.
Person Name Search
Note: Searches MUST be completed from an IDEN form because these are in ALL general person records. FTIIDEN or
FOAIDEN displays both Person and Non-person records. For IDEN screens, LIST of VALUES searches for Person records;
COUNT QUERY HITS searches for non-person records. Searches from other screens restrict the information to records
associated with the module.
Type in the name to be searched using the % (wildcard) to broaden the search.
Example: record = Dennis Rodman
Query as: Last Name – Rodman First Name – D%
Note: Some names have unique spellings. Search on all possibilities by broadening the wildcard search.
When a list of possible names is retrieved for a person, verify social security number, student ID number, birth date, previous
names, and any other information available. REMEMBER TO SEARCH FOR BOTH FULL AND COMMON VERSIONS
OF NAMES. For example: William as well as Bill; Lawrence as well as Larry.
The underscore (_) key can be used to replace one character at a time. For example, to search for Anderson that may actually
be Andersen use: Anders_n --- This will find both AndersOn and AndersEn records.
See the Basic BANNER® Navigation Guide for explicit instructions on searching.
Data Standards - General
Search first---before creating a new record. Use the Common Matching form (GOAMTCH) to search for matching
records, utilizing the rules defined for your area.
Duplicate records (i.e., the same person or vendor in the system under more than one id number) are unacceptable.
Be aware of the forms and the fields within the forms that you are allowed to enter data into.
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To provide accurate and pristine records, the following steps should be taken. Use proper keyboard characters when
entering numeric data. Use a numeric 1 (one) not a capital “I” (i) or lowercase “l” (L). Use a numeric 0 (zero), not a
capital “O” (o).
Changes to data may only be made if you have authority to do so and follow explicit directions outlined by the Data
Custodian. [See Data Change Rules section.]
Specific processing entry rule definition—Drop down boxes are to be used whenever possible. Some fields are
associated with rule validation processing.
Case
General
Data extracts from Banner will be used for reports and correspondence. The use of upper and lower case
to enter data will insure uniformity, professionalism, and readability.
Standard
All data will be entered in mixed case, except for codes which may consist of all capital letters.
Data Standard Committee
Source
Prohibited / Special Characters
General
SunGard Higher Education technical consultants recommend against the use of special characters
because their use could cause unexpected problems in Banner and with third-party software used for
reporting and other processes and because they have other functions in Oracle.
Standard
In general, it is best to stay away from special characters when building validation codes and rules and
when entering any record data. Even though it may appear that special symbols are not causing a
problem, they may be causing a problem that is going unnoticed.
Source
SunGard Higher Education consultants
The following characters are not to be used:
The pound sign is used in letter generation as part of a formatting command, e.g., when inserting a new
line (# null is the command).
Character
#
@
@ - This sign is used in SQL as the run command, as to run a program. This symbol could cause
problems in PLSQL programs. (okay to use in email addresses)
%, _
*
The percent and underscore are wildcards in Banner.
The asterisk is a wild card in Oracle. Banner Letter Generation uses the asterisk when naming variables.
[ ]
The left and right brackets have special functions in Oracle.
The following characters may be used in special circumstances only:
Character
/
Slashes may be used to clarify or designate a fraction. For example, ‘in care of” should be
entered c/o. Do not use the percent sign (%) or spell out ‘in care of.’ The slash should not be
used for any other reason.
&
The ampersand (&) may be used in certain cases (e.g., AT&T). Otherwise, use the word “and.”
-
Hyphens may be used.
General Person Information
The following guidelines should be adhered to for all person records added to the BANNER® system.
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Clean and Accurate Records
Search First: Before you create a new record for a person or vendor, you MUST utilize the Common Matching process to
identify any potential matches. Before eliminating any potential matches you must review the person or vendor data in several
forms, reviewing data carefully before you create a new record. Each user in every office MUST conduct a thorough search to
prevent entering a duplicate record.
Enter all new vendors as non-persons.
Calendar Dates
General
Dates are entered on a variety of ‘forms’ for various purposes throughout the Banner System.
Standards
Month
Banner is set up to accept dates in the format mm-dd-yyyy. However, all dates will be DISPLAYED as
dd-mmm-yyyy.
Banner Format Requirements
If the year is after 1949, you may enter Enter 11 or 2011 for 2011
two or four digits.
If the year is 1949 or earlier, always
Enter 1945 and not 45. Entering just 45 will display as 2045.
enter four digits for the year.
Always enter two digits.
Enter March as 03 – not 3
Day
Always enter two digits.
Examples
The date June 24, 2011 can be entered in the following ways:
Entered
Displayed in Banner
06242011 or 062411
24-JUN-2011
06/24/2011 or 06/24/11
24-JUN-2011
06-24-2011 or 06-24-11
24-JUN-2011
Source
Year
Enter the 6th day of the month as 06 - not 6
NOTE: When a date is required but not available, all departments are to use the same institutionally defined date such as 0101-1900. Approximately six (6) times a year records containing this date will be identified and corrected by the responsible
departments.
Date of Birth
The Date of Birth must be entered following the Calendar Date Standards. When a birth date is required but not available, use
the same institutionally determined date such as 01-01-1900. Approximately six (6) times 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 Admissions Office, Financial Aid, and the
Registrar’s Office will maintain this information. For donors, the Advancement Office will maintain this information.
Identification Number Standards
Person and non-person identification numbers will be a system generated BANNER® ID starting with the letter ‘L’ followed by
eight numbers. The following identification numbers will be used:
Person and Non-Person IDs
General
Each person/non-person entered into Banner will be assigned a randomly generated ID number.
Required
A search shall be done before entering to make sure that the person does not already exist in the data
base.
Use the system generated ID number on any Identification Form (xxxIDEN). [This is a nine-byte
Person Identification Number {ID} and is automatically generated when a new person is added.]
Person
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Person and Non-Person IDs – cont.
NonPerson
Source
Use the system generated ID number on any Identification Form (xxxIDEN). [This is a nine-byte NonPerson Identification Number {ID} and is automatically generated when a new non-person is added.]
Banner/Data Standards Committee
Social Security Number/Tax Identification Number
General
A social security number is required for all students and employees. They will only be used in
situations when the student/person ID is not appropriate such as, taxes, payroll, and student tracking.
A tax identification number is required for all non-person vendors.
Required
Enter the entire (nine) 9-digit number, omitting dashes and spaces between numbers (e.g. 555491133)
in the Social Security Number field. The SSN is required for students and employees. The SSN is not
required for constituents of the College.
Enter the vendor’s tax identification number in the SSN/TIN field.
Banner
Source
Changes
A person making a social security number change request must present a new social security number
card. Good professional judgment should be used when making error corrections to Social Security
Numbers.
Data
Custodians
Employees – Human Resources
Students - Registrar
Additional Identification Numbers
The Additional Identification Table (GORADID), allows you to store any number of extra IDs for a person. Each Additional
ID must be assigned an ID Type. The Additional ID tab on Banner identification forms displays the Additional ID
information. The Additional ID tab will be available on any Identification Form (XXXIDEN).
Additional Identification Type Validation form (GTVADID). Examples are listed below:
Additional ID Type
Description
DRL
MC
DC
SS
Driver’s License Number
Marriage Certificate/License Number
Death Certificate ID Number
Selective Service Number
Alternate Identification Numbers
The Alternate Identification Table, allows you to store any number of extra IDs for a person. Each Alternate ID must be
assigned an ID Type. The Alternate ID Number will be used to capture the IDs from the legacy systems for all LCTC
college and system persons.
Alternate Identification Types are listed below:
Alternate ID Type
Description
PSID
Original PeopleSoft IDs for all employees, students, and vendors in
PeopleSoft.
Original IDs for all Baton Rouge Community College employees,
students, and vendors in BRCC's legacy system.
Original IDs for all Bossier Parish Community College employees,
students, and vendors in BPCC's legacy system.
Original IDs for all Delgado Community College employees,
students, and vendors in DCC's legacy system.
BRCD
BPCD
DCCD
LCTCS_Data_Standards v2-1.doc
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Alternate ID Type
Description – cont.
LDCD
Original IDs for all Louisiana Delta Community College students in
LDCC's legacy system.
Original IDs for all Nunez Community College students in Nunez's
legacy system.
Original IDs for all River Parishes Community College students in
RPCC's legacy system.
Original IDs for all LE Fletcher Technical Community College
students in FTCC's legacy system.
Original IDs for all SOWELA Technical Community College
students in SOWELA's legacy system.
Original IDs for all Technical College students in LTC's legacy
system.
NCCD
RPCD
FTCD
STCD
LTCD
Veteran File Number
The Veteran File Number, a required field, is used to maintain a person’s veteran identification number. A person’s veteran
file number is entered on the General Person Form. For the majority of people, this is their SSN. This information is collected
and maintained for students within the Student Affairs Office at each college. This information is not the same information
collected or maintained for employees by Human Resources.
Name Standards
The only punctuation allowed within any name field will be the hyphen and the apostrophe. No periods are
to be used in any name field.
Note: When a new person is being entered into BANNER® and that new person has a previous name that is deemed
necessary to be recorded, enter the previous name into the system FIRST and save the record. Change the name using
BANNER®’s name change procedure on the XXXIDEN form. If a previous or alternate name is identified after the creation
of the general person, then this information should be inserted under the “alternate name” field, along with name type, in the
applicable XXXIDEN form.
At this time, the legal name field will not be used or maintained by any office or module at the LCTC system or colleges.
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. The Legal Name field cannot be used as the basis for database searches and will be hidden in
BANNER®. Also, the last name prefix will not be used or maintained and will be hidden. If a student has a last name prefix,
such as "Van Burran", the entire last name "Van Burran" will be entered in the Last Name field.
Unicode Support
Banner supports the Unicode international character set through the character standard UTF8. Users can type or paste nonASCII characters into Banner fields, including characters such as å, é, and ö, characters used in non-Roman alphabets, and
technical symbols used in a variety of academic disciplines.
Last Name
General
The legal name will be used for all students and employees.
Required
Use the legal last name as state on state and federal identification documents. Punctuation should
be omitted unless to do so would change the legal name. In general hyphens and apostrophes
should be left in, periods omitted.
LCTCS_Data_Standards v2-1.doc
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Last Name - cont.
Special Cases
Two non-hyphenated
Last names
Enter both last names in the Last Name field.
Monica Lou Adams Quinn would be defined and entered as follows:
Last
First
Middle
Adams Quinn
Monica
Lou
Foreign Alpha
Characters
Use alphabetic characters that most closely approximate the foreign
characters.
Greater than 60
characters
Names greater than 60 characters will truncate. Individual offices will have
to devise their own procedures in dealing with this issue for correspondence.
Apostrophe
Nancy May O'Larson would be entered as follows:
Last
O'Larson
First
Nancy
Abbreviated Last
Name - period is
omitted.
Patricia Jane St. James would be entered as follows:
Capitalization
Linda Adele van Allen would be entered as follows:
Last
St James
First
Patricia Jane
Last
van Allen
Hyphenated Last
Name. A hyphen
should be used
when part of the
legal name.
Spaces
Middle
May
Middle
First
Linda
Middle
Adele
Karen Ann Connolly-Tutalo would be entered as follows:
Last
First
Connolly-Tutalo Karen
Middle
Ann
Spaces should be avoided within the last name, whenever removal of a space does not
significantly change the name. Spaces should be removed from such names as:
Name
Change to
Mc Donald
McDonald
Mac Pherson
MacPherson
Spaces are permitted if the name would be significantly changed if spaces were removed.
Violations
St John
(No change)
Del la Rosa
(No change)
Van der Linder
(No change)
Don't delete or type over existing names.
Don't put titles, prefixes or suffixes in First Name or Last Name fields.
Special characters: The pound sign (#), percent sign (%), ampersand (&), underscore (_), left
square bracket ([) and right square bracket (]) are not to be used because they have other functions
in Oracle.
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First Name
General
The legal name will be used for all students and employees.
Required
Use the person's full first name (legal name) and not their preferred or "known as" name while
using only that spacing, capitalization, hyphens, and punctuation needed.
Special Cases
Hyphenated First
Name
Ann-Marie Lorraine Wilson would be entered as follows:
Letter as First
Name:
Period should be
omitted.
Letter and Second
First Name:
Period should be
omitted.
E. Bette Dillehay would be entered as follows:
Apostrophe
L'Ann Rosemary Eshner would be entered as follows:
Punctuation
Last
Wilson
Last
Dillehay
Last
Werle
Middle
Bette
First
J Anne
First
L'Ann
Middle
Marilyn
Middle
Rosemary
Corinne Mary Teresa Hanley would be entered as follows:
Last
Hanley
Violations
First
E
Middle
Lorraine
J. Anne Marilyn Werle would be entered as follows:
Last
Eshner
Spaces
First
Ann-Marie
First
Corinne Mary
Middle
Teresa
Don't use commas in any part of the First Name.
Don't put titles/spouses name in First Name like Mrs. Thomas Giles.
Don’t put preferred/nick names in the first name field.
Don’t use titles, prefixes or suffixes in the first name field.
Special characters: The pound sign (#), percent sign (%), ampersand (&), underscore (_), left
square bracket ([) and right square bracket (]) are not to be used because they have other functions
in Oracle.
Middle Name
General
The legal name will be used for all students and employees.
Standard
Use the person's full middle name while using only that spacing, capitalization, hyphens, and
punctuation needed. If no middle name exists, leave the field blank.
Special Cases
Spouse Name as
Middle
When a woman marries and takes her spouse’s last name, her maiden name
should be entered into the middle name field, only if part of her legal name.
Sheri Marie Crabbe marries Randal Wilson would be entered as follows:
Last
Wilson
LCTCS_Data_Standards v2-1.doc
First
Sheri
Middle
Crabbe
Page 14
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Middle Name - cont.
Hyphenated Name
Lenore Marty-Stephens Hastings would be entered as follows:
Apostrophe
Last
First
Middle
Hastings
Lenore
Marty-Stephens
Samantha L'Ann Eshner would be entered as follows:
Last
Eshner
First
Samantha
Middle
L'Ann
Amy J. Anne Boothe would be entered as follows:
Last
Boothe
Spaces
First
Amy
Christine Ann Marie Cunningham would be entered as follows:
Last
Cunningham
Letter as Middle
Name
No period.
Violations
Middle
J Anne
First
Christine
Middle
Ann Marie
Joy H. Hockenbury would be entered as follows:
Last
Hockenbury
First
Joy
Middle
H
Don't use commas in any part of the Middle Name.
Never put a period after the middle initial.
Don't use Nicknames or Preferred Names in the Middle Name field.
Special characters: The pound sign (#), percent sign (%), ampersand (&), underscore (_), left
square bracket ([) and right square bracket (]) are not to be used because they have other functions
in Oracle.
Prefixes & Titles
General
This field is used to indicate the gender and marital status of the individual.
Required
Optional. Use prefixes or titles only as requested by the person. Prefixes should be abbreviated
where there is a standard abbreviation. There should be no period after the abbreviation.
Special Cases
Abbreviation
Major Sarah Erin Bradley would be entered as follows:
Last
Bradley
First
Sarah
Erin
Middle Prefix
Maj
Mrs. Susan Jane Sandridge would be entered as follows:
Last
Sandridge
Abbreviations
Description
Mr
Mister
Ms
Ms
Mrs
Madam
Miss
Miss
Dr
Doctor
Hon
Honorable
LCTCS_Data_Standards v2-1.doc
First
Susan
Middle Prefix
Jane
Mrs
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Prefixes & Titles – cont.
Rev
Reverend
Sr
Sister
See Appendix 6 for more prefixes.
Violations
Don't enter the prefix in the first, middle or last name fields.
Don’t put a period after abbreviation.
Suffixes
General
Suffixes are used to further identify the person. Junior and senior denote who is the father and who
is the son. RN would tell us that the person is a nurse.
Required
Use suffixes only as requested by the person. Suffixes should be abbreviated where there is a
standard abbreviation. There should be no period after the abbreviation.
Examples
A suffix indicating an academic or medical degree is not used when the prefix is entered. 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.)
Registered Nurse Lisa Debra Davis would be entered as follows:
Last
Davis
First
Lisa
Middle Suffix
Debra RN
Eamon Edward Conlin III would be entered as follows:
Last
First
Conlin
Eamon
See Appendix 7 for more suffixes.
Violations
Middle Suffix
Edward III
Don't enter the suffix in the first, middle or last name fields.
Don't enter commas as part of the Suffix.
Don’t put a period after abbreviation.
Preferred Name (Optional)
General
This field is optional. If a person wishes to be known by something other than his/her legal first
name, enter this name into the preferred first name field (e.g., Joyce Elizabeth Smith). If this
person goes by ‘Betsy’, then enter ‘Betsy’ into the preferred name field.
Required
All information is to be entered using mixed case (standard combination of upper and lower
case letters). Enter the spelling and format of the preferred name as supplied by the person and
using standard capitalization rules.
Non-Person Name
General
This field is used for the names of non-persons, such as vendors or organizations.
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Non-Person Name – cont.
Required
Enter the vendor’s name as supplied to you by the vendor. All information is to be entered
using mixed case (standard combination of upper and lower case letters). If a vendor has
multiple billing addresses and is needed for Third Party Billing, add a location identifier to the
name.
Examples
Vendor with Multiple Locations
Vendor Name
Walmart Store #1266
Walmart Store #1206
Walmart Store #5056
WIA Region 4
WIA Region 2
Source
Walmart located on Oneal Lane in Baton Rouge
Walmart located on College Drive in Baton Rouge
Walmart located in Prairieville
WIA Region 4
WIA Region 2
Data Standards Committee
Acronyms
Acronyms may be used (IBM). Do not use a space or periods between the letters of an
acronym.
Articles
If articles such as ‘a’, ‘an’ or ‘the’ are part of the legal name of a non-person entity, it should be
included.
Hyphens
Hyphens may be used to separate double names.
Spaces
Spaces are permitted if the legal spelling and format of the name includes spaces.
&
The ampersand can be used only when part of a formal name (e.g. AT&T).
Abbreviations
Standard abbreviations are allowed for Co, Corp, Ltd or Inc when used after the name. All
other forms of abbreviations should be avoided unless necessary due to line length constraints.
Special characters: The pound sign (#), percent sign (%), ampersand (&), underscore (_), left
square bracket ([) and right square bracket (]) are not to be used because they have other
functions in Oracle.
Violations
Address Standards
Address Format
General
This is the address format preferred by the U. S. Post Office. For additional information on
address standards required by the U.S. Postal Service, check their Web site www.usps.gov.
Required
This format should be followed when entering addresses whenever possible.
Multiple addresses can be entered for a person or vendor using different address types. Address
standards have been established cooperatively so that address types are used consistently. See
the Appendices 1 and 6 for Address Type and Phone Type descriptions.
Before entering a new address, set the “to date” and check the inactive address box. This is not
necessary when making corrections to an existing address.
Source
Never enter both a street address and a post office box in the same address type. The House
Number field will not to be used or maintained for any addresses and will be hidden in
Banner®. The house number is always put on line one of the address.
Postal Addressing Standards Publication #28
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Address Format – cont.
Change
Source
Format
The address change source type indicates the source of an address which comes from a batch
load of data or is self-reported. Valid values are in the appendix.
Before entering a new address, set the “to date” and check the inactive address box of the
original address. This is not necessary when making corrections due to typographical errors to
an existing address.
Non-address data line
xxxxxxxxxxxxxxxxxxxxxx
Information/Attention Line (name)
Mr Stanley Doe
Recipient Line
Last National Bank
Delivery Address
PO Box 345
Last line
New York NY 10163-0345
Address Types
Addresses are entered on the General Person Form in the address information blank. Address types are defined by the
characteristic of the address, not by the office that uses the address. The address type is based on the recipient address, not the
sending office address. See Appendix 1 for more information about address types.
Non-person Address Types (Vendors & Businesses)
General
The following address types refer to non- persons such as vendors and businesses.
Required
The business address will be considered the primary address. It will contain the street address.
Other address types may be filled in if necessary and available.
See Appendix 1
Codes
Person Address Types (Student, Employee & Constituents)
General
Required
Codes
The following codes are to be used for the addresses of students, employees & Constituents.
The permanent address should be the primary address of the person. If there is only one
address, it should be entered as a permanent address. The Mailing address should be the local
address if different from the permanent address.
See Appendix 1
Street Standards
General
Sixty characters per line and three lines are allowed for addresses in Banner. Approved
abbreviations should be used where space is limited. See Appendix 2.
Required
U.S. Postal guidelines should be followed. Punctuation such as hyphens, periods, and
slashes should be used only when necessary to clarify the address or designate fractions.
U.S. Postal guidelines & Banner limitations.
Source
Special Cases
Two
Addresses
Higher One
If a separate street address and PO Box number address need to be maintained, enter them as
two separate address types.
Information Provided
Mailing Address
Primary Address
John F Smith
John F Smith
John F Smith
PO Box 2351, 1379 NW Pine PO Box 2351
1379 NW Pine
Portland, OR 97203
Portland, OR 97203
Portland, OR 97203
Higher One only allows 30 characters per line. When entering an address that is more than 30
characters long for students who may receive a Higher One account and has an apartment
number, put the street address on line one and the apartment number on line 2. Always use the
appropriate abbreviations for directional suffixes and prefixes instead of spelling out the word.
LCTCS_Data_Standards v2-1.doc
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Street Standards – cont.
In Care of
“%” should not be used.
Use “c/o” instead.
Violations
Commas, #, and Apostrophes should never used.
BANNER® address format allows four lines of street address information. Four address lines
may cause a problem when printing one-inch labels. Do not enter data into the second address
line until data has been entered into the first address line.
Do NOT leave blank lines between street address lines.
Special characters: The pound sign (#), percent sign (%), ampersand (&), underscore (_), left
square bracket ([) and right square bracket (]) are not to be used because they have other
functions in Oracle.
Unit Numbers for Apartment, Building, Suite, etc. - The pound sign (#), percent sign (%), ampersand (&),
underscore (_), left square bracket ([) and right square bracket (]) are not to be used because they have other
functions in Oracle.
Secondary Address Unit Designators - If the address is a multi-unit apartment or building, place the room, suite, or
apartment number to the right of the street address. If the secondary unit designator is not provided, and only a
pound sign (#) along with the number is provided (i.e., 3454 N. Jones #4), remove the pound sign (#) and leave
a space. NEVER use the pound sign (#). See the Appendix 3 for the Secondary Address Unit Designators and
Appendix 5 for Compass Direction abbreviations.
City Standards
Required
U.S. Postal Guidelines should be followed. All information is to be entered using mixed case
(standard combination of upper and lower case letters). Do NOT abbreviate unless you are
limited by space. City names are to be entered without periods.
Source
U.S. Postal Guidelines
Violations
Punctuation should not be used.
Canadian Provinces should not be entered into the City Field. A list of these can be found in
Appendix 4.
State & Province Standards
General
The United States and Canada require that this field be part of the address.
Required
State codes MUST be entered for all U.S. and Canadian addresses. Refer to the following chart
for the appropriate codes for U.S. states and Canadian provinces:
Codes
See Appendix 4.
Zip Code Standards
General
This field is required as a part of U.S. and Canadian addresses.
Required
Zip codes MUST be entered for all U.S. and Canadian addresses. The entire nine digit zip
should be entered if available. A Hyphen must be entered when the entire 9 digit 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
Five digit zip
Nine digit zip
LCTCS_Data_Standards v2-1.doc
97203
97203-5798
Page 19
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Country Code Standards
General
The country code identifies the country of the recipient if the country is not the U.S.
Standard
A country code is required for all non-U.S. addresses. Do NOT enter a country code for U.S.
addresses
Parish Codes
General
Parish Codes are used to identify where the student graduated from high school.
Required
Parish codes are reported the Board of Regents on the SSPS report.
Source
Board of Regents
Codes
See Appendix 11
Military Address Standards – foreign
Required
Enter the APO or AFO code into the CITY field.
In the State Field enter:
AE
AP
AA
Europe, Middle East. Africa. Canada
Pacific
The Americas (excluding Canada)
Example
Alice VanFroguleman
HHB 6th Battalion 43rd box 72
Air Defense Artillery CMR 417
APO AE 09602-8802
Military Address Standards – U.S.
Required
Enter the APO or AFO code into the CITY field. Enter the normal state code into the State
field.
Example
Sgt Kevin Beasley
Unit 2050 Box 4190
APO AP 96557-2134
Pre-directional, suffix, & Post-directional
General
Compass directions are used to identify the geographic areas of a city.
Required
Directionals are to be abbreviated, except when combinations of North-South, East-West are
used. The other exception is when one of the directional letters is used as an alphabet indicator
and not a directional.
Source
Codes
Postal Addressing Standards Publication #28
See Appendix 5 – Compass Directions
Examples
N Bay St
Bay Dr W
N South Oak St
LCTCS_Data_Standards v2-1.doc
E End Ave
NE Main St
Maple Court East W
Page 20
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Pre-directional, suffix, & Post-directional – cont.
Two-word directional as primary street name:
Southeast Freeway N
Directional used as letter of alphabet :
County Road N East
County Road N E (must be a space in between the
letters.)
International Addresses
General
International Addresses use different formats and include different fields. One must use one’s
judgment when entering international addresses.
Required
Enter the appropriate country code.
Source
SIS
Examples
Canada
Ms Helen Saunders
1010 Clear Street
Ottawa ON K1A 0B1
or
Ms Helen Saunders
1010 Clear Street
Ottawa ON CANADA
K1A 0B1
Inge Dietric-Fischer
Hartmannstrasse 7
5300 Bonn 1
GERMANY
Other foreign
Violations
Do not place postal codes of foreign designations on the last line of the address.
International PIN Numbers
Enter the six-digit international pin number (without hyphens) to the right of the city on the second address line. Do NOT
enter the PIN number in the zip code field. In the event the PIN number will not fit to the right of the city because of space,
enter the city on the third address line and enter the PIN number in the city line.
Example:
Petko Metodiev Kitano
PO Box 140
Balgoevgrad Hyderab 270011
Bulgaria
Telephone Numbers
Telephone Standards
General
The telephone number is presented in a three field format: Area code, phone number and
extension.
Telephone numbers, while displayed on SPAIDEN with the address, are not stored with the
address in the BANNER® tables. Additional telephone numbers, not associated with an address
type must be entered/updated on the telephone tab (SPATELE) of the SPAIDEN form.
LCTCS_Data_Standards v2-1.doc
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Telephone Standards – cont.
Required
Enter only numbers. Do not use parenthesis or dashes. Do not enter “X” or EXT in the
extension field. Only a primary number is required for students. The other numbers are
optional.
Area Code
Phone number
Enter for all phone numbers.
Enter the seven digit number without inserting a
hyphen.
If an extension number is provided, enter only the
digits of the extension.
Extension
Source
Codes
Changing a
Number
Violations
Banner & Data Standards Committee
HM
Home (primary)
EM
Phone number of Emergency contact
BU
Business or work
BI
Billing
FX
Fax- Non-student
PC
Personal Cell Phone
WC
Work Cell Phone
CA
Campus (employees)
AP
Accounts Payable
PO
Purchase Orders
When adding a subsequent telephone number of the same type, the prior telephone number
should be end dated 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.
Do not use parenthesis or dashes.
Do not enter “X” or EXT in the extension field.
International Telephone Numbers
International telephone numbers consist of four to seven digits.
International Access Code Field
International telephone numbers should include the country and city codes as part of the international access code field.
Country
Area Code
Anguilla
Antigua
Bahamas
Barbados
Barbuda
Bermuda
British Virgin Islands
Canada
Cayman Islands
Dominica
Dominican Republic
Grenada
Guam
Jamaica
Montserrat
Northern Marianas Islands
(Saipan, Rota, and Tinian)
264
268
242
246
268
441
284
Multiple
345
767
809
473
671
876
664
671
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Country – cont.
Puerto Rico
St. Kitts/Nevis
St. Lucia
St. Vincent and Grenadines
Trinidad and Tobago
Turks and Caicos Islands
U.S. Virgin Islands
Area Code – cont.
787
869
758
784
868
649
340
Country Code
The country code consists of one to four digits and is required (e.g., 876)
International 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.
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.
Email
Email
General
Students, faculty and staff at LCTCS are eligible to receive internet access, e-mail
services, e-print (faculty/staff), Blackboard, and mainframe system access. Use of
these privileges requires establishing an account with the Office of Information
Technology. An enrolled student automatically receives an individual e-mail account
that is a college specific e-mail address.
Required
All faculty/staff and administrative individual e-mail login names follow the standard
format of the respective college or system office.
All student e-mail login names follow the standard format of the college respective
college.
An office/department e-mail login name follows a standard format of up to 15
characters which is descriptive of the office/department, and is generated on a per
request basis.
Office of Information Technology
See Appendix 9
The college e-mail address is the only recognized e-mail address for students. The
main college email address is to be entered in the CAMP email type for students
and BUS for employees.
E-mail addresses follow a standard format which consist of a login name, followed by the ‘@
‘sign, followed by the domain name of the respective college.
Source
Codes
Note
Procedure
All incoming students are provided with a college email address.
LCTCS_Data_Standards v2-1.doc
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Bank Routing Number
Bank Routing Numbers can be downloaded from the Federal Reserve Web site.
Name Types
Name types can be affiliated with name changes.
Name Type
Use/Purpose
LEGL
MAID
AKA
GRAD
PROF
Full legal name, only if the current name is not the legal name
Maiden Name
Also Known As
Name at time of Graduation
Professional/Stage Name
Reporting Codes
Gender
General
Gender information is maintained for federal and state reporting requirements.
Requirements
Source
A gender code is required for all persons in the Banner system. The code ‘U’ is not to be used.
All persons must specify either Male or Female.
Board of Regents (SSPS* and Degree and Completers)
Codes
M
F
U
Male
Female
Not Available
A male person, man or boy
A female person, woman or girl
Not specified – DO NOT USE
Ethnicity
General
Ethnicity is tracked for purposes of federal, state, and LCTCS reporting requirements.
Requirements
Race and Ethnicity must be entered for all employees and students to meet regulatory
requirements. This field is optional for constituents who are friends of the College.
Source
Codes
Board of Regents and IPEDS
See Appendix 8
Citizenship and International Persons Information
General
Citizenship is required information for students and employees. Additional information, such
as country of citizenship and visa status, is required for any person who is not a citizen of the
United States. If the person is a constituent and not a student or employee, this field may be left
blank to indicate the U.S. citizenship is not known.
Citizenship used for State reporting for Students and IPEDS Reporting for Human Resources.
Requirements
A person’s citizenship is entered and maintained on the General Person form using the
following values:
Source
Board of Regents (SSPS and Degree and Completers)
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Citizenship and International Persons Information – cont.
Codes
Y
N
Yes
No
Key Holders
This person is a U.S. citizen
This person is not a U.S. citizen (includes permanent residents with a
green card)
Citizenship and related information is maintained by the following offices:
Human Resources
For employees
Office of Admissions
For persons applying as students
Foundation office
For donors who are not employees, students, or student applicants at
any college of the system or system office.
Date of Birth
General
Requirements
A Date of Birth is required for all employees and students. A Date of Birth is optional for
donors.
See Calendar Dates section
Student Type (Admission Status on Board of Regents SSPS Report)
General
Requirements
Source
Codes
F
E
1
T
C
R
V
Admissions status reflects the students current standing with regards to his/her attendance at the
reporting institution.
The following codes will be used in Banner with the Board of Regents reporting conversions:
Board of Regents SSPS requirements and Recruitment and Admissions Team
Category
Description
BoR Report
Conversion
First-Time
An entering freshman who has never attended any college (or
1
Freshman
other postsecondary institution). Includes students enrolled in
the fall term who attended college for the first time in the prior
summer term. Also includes students who entered with
advanced standing (college credits earned before graduation
from high school).
Adult/Continui A student that is not in non-credit/adult/continuing education
Not reported
ng Education
courses only.
to BoR
Undeclared
Any student who fails to fit into any of the other admission
3
status categories. (Other Student)
Transfer
A student who enrolls at an institution for the first time who
4
Student
have previously attended another postsecondary institution.
Students classified as visiting students or First-time Freshman
should be excluded. See the exception to this definition in the
definition for First-Time Freshman above.
Continuing
Those students enrolled in a particular term who was also
5
Student
enrolled in the previous regular term or summer term and who
does not qualify as first-time freshman or transfer students. A
regular term is defined as a fall or spring semester and a fall.
Readmitted/
6
Those students enrolled for a particular term that were
Returning
previously enrolled at your institution but were not enrolled
Student
under the conditions specified above the continuing students.
Visiting
A student who is enrolled in one or more courses at, or being
X
Student
taught by, your institution, but whose home campus is another
institution. Includes all students who are visiting your
campuses (e.g. cross-registered, cross-enrolled, dual-enrolled,
summer only, etc.) by formal or informal inter-institutional
cooperative programs or agreements.
LCTCS_Data_Standards v2-1.doc
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Student Type (Admission Status on Board of Regents SSPS Report) –
cont.
H
High School
Student
PACE Student
Cross Enrolled
A high school student who is dually enrolled in high school
and at your college.
P
A student that is in the PACE program.
A
A student who is enrolled in one or more courses at, or being
taught by, your institution, but whose home campus is another
institution.
N
NonA student that is non-degree seeking and enrolled in credit
Matriculating
courses for enrichment or professional development.
If a student is enrolled in course work on both campuses, both institutions, irrespective of the
conditions of the programs or agreements, should report these students.
X
X
X
X
For example: If student enrolled in a degree program at institution A and cross-enrolled in a
course at
(or being taught by) institution B, the student would be reported as Admissions Status “F” or “1”,
“C” or “5”, “R” or “6”, etc, at institution A and as Admissions Status “A” or any other status that
correlates with the BoR Report Conversion code of “X” at institution B.
If a student is enrolled in course work as a visiting student only and not enrolled on the home
campus, the campus he/she is visiting should report the student.
For example: A student enrolled in a degree program at institution A does not enroll at institution
A for the summer semester, but enrolls at institution B as a visiting student. Institution B would
report that student as Admissions Status “A”.
Relationship Codes
General
Relationship codes are use to identify the relationship of a contact person to
the student or employee.
Standard
The following codes will be used to identify the relationship of a contact to a
student or employee where a contact person is given.
Source
Codes
SIS (Student Information System) with modifications.
A
S
C
F
M
G
D
U
P
O
Aunt/Uncle
Sibling
Child
Father
Mother
Grandparent
Grandchild
Guardian
Spouse
Other
Academic Status
General
The student’s academic standing as determined by the reporting institution, at the end of the
reported term. This code shall be a two character code in Banner to accommodate the codes
used by LCT colleges. The codes listed under Regents Codes are the codes we are required to
report to Regents. It will be the first character of the Banner code.
Requirements
The following codes will be used for academic standing.
Source
Board of Regents & SIS
LCTCS_Data_Standards v2-1.doc
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Academic Status – cont.
Codes
GS
PW
CW
PA
SS
Regents
Code
G
G
G
P
S
SA
S
SY
WW
S
W
Unofficial Transcript
Official Transcript
Good Standing
Placed on Warning
Continuing on Warning
Academic Probation
Good Standing
Good Standing
Good Standing
Academic Probation
Academic Suspension – One Semester
Readmit academic appeals during
semester suspension
Academic Suspension – One Year
Withdrawal
Academic Suspension – One Semester
Withdrawal
Degree Types
General
The degree types are those defined by the Louisiana Board of Regents (BOR).
Source
BOR Reporting
Codes
DP
C1
C2
C2
10
10
10
10
10
10
11
81
Louisiana Board of Regents SSPS and BOR Academic Affairs Policy 2.15
ND
20
21
30
31
40
41
50
51
60
ND
BA
PB
MA
PM
DOC
PDOC
PR
PPRO
ES
Short Name
Description
TD
CTS
CAS
CGS
AAS
AA
AALT
AS
ASLT
A
PAC
TCA
Technical Diploma
Certificate of Technical Studies
Certificate of Applied Science
Certificate of General Studies
Associate of Applied Science
Associate of Arts
Associate of Arts Louisiana Transfer
Associate of Science
Associate of Science Louisiana Transfer
Associate Degree (Ex. Associate of General Studies)
Post Associate Certificate
Technical Competency Area (Currently not reported to BOR. Reporting
code used for Workforce reports.)
Non-Degree Seeking
Baccalaureate Degree
Post-Baccalaureate Degree
Masters Degree
Post-Masters Degree
Doctorate
Post-Doctoral
Professional
Post-Professional
Educational Specialist
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Appendix 1 – Address Type
There is only one active address per address type in BANNER® HR and Student. However, in Finance, vendors may have
multiple active addresses within an address type using form FMTVEND.
The table below shows LCTCS colleges required values.
Code
AP
BI
BU
Description
Address to send
vendor checks –
remit to address
Billing
CA
EM
GB
Corporate Business
Address
Campus Address
Emergency Address
Grant Billing
MA
PA
Mailing
Parents
PO
Address to mail
purchase orders and
change orders
Permanent
Residence
TGRFEED
PR
XX
LCTCS_Data_Standards v2-1.doc
Explanation
Used by Finance
Primary Billing Address, if different from the PR or MA Address, for students
and Third Party billing in AR. System Required
Used by Finance, System Required
Used for mailing faculty, staff or student dorm address.
Used to enter an address for an emergency contact
Used by Finance for a Grant Billing Address
Required for data import processing. System Required
Required value for clients to use on SOAFOLK when entering parent address.
System Required.
Used by Finance
Generally utilized for international student, or in situations where a student has a
permanent residence that is not the same as their mailing address.
Required by TGRFEED this is an accounts receivable process. System Required.
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Appendix 2 – Street Abbreviations
Address
Alley
Annex
Apartment
Arcade
Avenue
Basement
Bayou
Beach
Bend
Bluff
Bluffs
Bottom
Boulevard
Branch
Bridge
Brook
Brooks
Building
Burg
Burgs
Bypass
Camp
Canyon
Cape
Causeway
Center
Centers
Circle
Circles
Cliff
Club
Common
Commons
Corner
Corners
Course
Court
Courts
Cove
Coves
Creek
Crescent
Crest
Crossing
Crossroad
Crossroads
Curve
Dale
Dam
Department
Divide
Drive
Abbreviation
Aly
Anx
Apt
Arc
Ave
Bsmt
Byu
Bch
Bnd
Blf
Blfs
Btm
Blvd
Br
Brg
Brk
Brks
Bldg
Bg
Bgs
Byp
Cp
Cyn
Cpe
Cswy
Ctr
Ctrs
Cir
Cirs
Clf
Clb
Cmn
Cmns
Cor
Cors
Crse
Ct
Cts
Cv
Cvs
Crk
Cres
Crst
Xing
Xrd
Xrds
Curv
Dl
Dm
Dept
Dv
Dr
LCTCS_Data_Standards v2-1.doc
Address
Drives
Estate
Estates
Expressway
Extension
Extensions
Falls
Ferry
Field
Fields
Flat
Flats
Floor
Ford
Fords
Forest
Forge
Forges
Fork
Forks
Fort
Freeway
Front
Garden
Gardens
Gateway
Glen
Glens
Green
Greens
Grove
Groves
Hangar
Harbor
Harbors
Haven
Heights
Highway
Hill
Hills
Hollow
Inlet
Island
Islands
Junction
Junctions
Keys
Knoll
Lake
Lakes
Landing
Lane
Abbreviation
Drs
Est
Ests
Expy
Ext
Exts
Fls
Fry
Fld
Flds
Flt
Flts
Flr
Frd
Frds
Frst
Frg
Frgs
Frk
Frks
Ft
Fwy
Frnt
Gdn
Gdns
Gtwy
Gln
Glns
Grn
Grns
Grv
Grvs
Hngr
Hbr
Hbrs
Hvn
Hts
Hwy
Hl
Hls
Holw
Inlt
Is
Iss
Jct
Jcts
Kys
Knl
Lk
Lks
Lndg
Ln
Address
Light
Lobby
Lock
Locks
Lodge
Lower
Manor
Manors
Meadow
Mill
Mills
Mission
Motorway
Mount
Mountain
Mountains
Neck
Number
Office
Orchard
Overpass
Parks
Parkway
Parkways
Passage
Penthouse
Pine
Pines
Place
Plain
Plains
Plazza
Point
Points
Port
Ports
Prairie
Radial
Ranch
Rapid
Rapids
Rest
Ridge
Ridges
River
Road
Roads
Room
Route
Shoal
Shoals
Shore
Abbreviation
Lgt
Lbby
Lck
Lcks
Ldg
Lowr
Mnr
Mnrs
Mdw
Ml
Mls
Msn
Mtwy
Mt
Mtn
Mtns
Nck
No
Ofc
Orch
Opas
Park
Pkwy
Pkwy
Psge
Pths
Pne
Pnes
Pl
Pln
Plns
Plz
Pt
Pts
Prt
Prts
Pr
Radl
Rnch
Rpd
Rpds
Rst
Rdg
Rdgs
Riv
Rd
Rds
Rm
Rte
Shl
Shls
Shr
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Address
Shores
Skyway
Space
Spring
Springs
Square
Squares
Station
Stravenue
Stream
Street
Streets
Suite
Summit
Terrace
Throughway
Trace
Track
Trafficway
Trail
Trailer
Tunnel
Turnpike
Underpass
Union
Unions
Upper
Valley
Valleys
Viaduct
View
Views
Village
Villages
Ville
Vista
Well
Wells
Abbreviation
Shrs
Skwy
Spc
Spg
Spgs
Sq
Sqs
Sta
Stra
Strm
St
Sts
Ste
Smt
Ter
Trwy
Trce
Trak
Trfy
Trl
Trlr
Tunl
Tpke
Upas
Un
Uns
Uppr
Vly
Vlys
Via
Vw
Vws
Vlg
Vlgs
Vl
Vis
Wl
Wls
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Appendix 3 – Secondary Unit Designators
Description
Apartment
Basement
Building
Department
Floor
Front
Hangar
Key
Lobby
Lot
Lower
Number
Office
Pier
Rear
Room
Side
Slip
Space
Stop
Suite
Trailer
Unit
Upper
LCTCS_Data_Standards v2-1.doc
Abbreviation
Apt
Bsmt*
Bldg
Dept
Fl
Frnt*
Hngr
Key
Lbby*
Lot
Lowr*
No
Ofc*
Pier
Rear*
Rm
Side*
Slip
Spc
Stop
Ste
Trlr
Unit
Uppr*
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Appendix 4 – States, Canadian Provinces & Overseas Military
States
Description
Alabama
Alaska
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
District of Columbia
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Abbreviation
AL
AK
AZ
AR
CA
CO
CT
DE
DC
FL
GA
HI
ID
IL
IN
IA
KS
KY
LA
ME
MD
MA
MI
MN
MS
MO
Description
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
Vermont
Virginia
Washington
West Virginia
Wisconsin
Wyoming
Abbreviation
MT
NE
NV
NH
NJ
NM
NY
NC
ND
OH
OK
OR
PA
RI
SC
SD
TN
TX
UT
VT
VA
WA
WV
WI
WY
Military
Description
Military APO/AFO – The
Americas (except Canada)
Military APO/AFO—Europe,
Middle East, Canada, Africa
Military APO/AFO—Pacific
Abbreviation
AA
AE
AP
Canadian Provinces
Description
Alberta
British Columbia
Manitoba
New Brunswick
Newfoundland
LCTCS_Data_Standards v2-1.doc
Abbreviation
AB
BC
MB
NB
NF
Description
Nova Scotia
Ontario
Prince Edward Island
Quebec
Saskatchewan
Abbreviation
NS
ON
PE
QE
SK
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Territories
Description
Abbreviation
Australian Capital Territory
American Samoa
Northern Mariana Islands
Canal Zone
Federated Micronesia
Guam
Labrador
Mariana Islands
Marshall Islands
New South Wales
Norfolk Island
AC
AS
CM
CZ
FM
GU
LB
MP
MH
NW
NI
Description
Northwest Territories
Palau Islands
Puerto Rico
Queensland
South Australia
Tasmania
Trust Territories
Victoria
Virgin Islands
Western Australia
Yukon Territory
Abbreviation
NT
PW
PR
QL
SA
TA
TT
VIC
VI
WU
YK
Appendix 5 – Compass Directions
Compass directions used to identify the geographic area of a city are always abbreviated.
Code
Description
E
W
N
S
NE
NW
SE
SW
East
West
North
South
Northeast
Northwest
Southeast
Southwest
LCTCS_Data_Standards v2-1.doc
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Appendix 6 – Prefix Abbreviations
Title
Adjutant
Adjutant General
Admiral
Ambassador
Attorney General
Brother
Bishop
Captain
Chancellor
Chaplain
Chief Warrant Officer
Commander
Commandant
Colonel
Corporal
Count
Countess
Dean
Doctor
Ensign
Estate of
Father
First Lieutenant
General
Governor
Honorable
Judge
Lieutenant
Lieutenant Colonel
Lieutenant Commander
Lieutenant General
Abbreviation
Adj
Adg
Adm
Amb
Atg
Bro
Bishop
Capt
Chn
Chp
CWO
Cmdr
Cmdt
Col
Cpl
Ct
Cts
Dean
Dr
Ens
Est
Fr
1st Lt
Gen
Gov
Hon
Jud
Lt
Lt Col
Lt Cmdr
Lt Gen
LCTCS_Data_Standards v2-1.doc
Title
Lieutenant Governor
Lieutenant (Junior Grade)
Madam
Mademoiselle
Major
Miss
Monsignor
Mister
Married
Ms
Major
Major General
Master Sergeant
Monsieur
President
Professor
Rear Admiral
Reverend/Priest
Second Lieutenant
Sergeant
Senator
Señor
Señora
Senior Master Sergeant
The Right Reverent
Vice Consul
Vice Admiral
Vice President
Abbreviation
Lt Gov
Lt JG
Mdm
Mlle
Maj
Miss
Msg
Mr
Mrs
Ms
Maj
Maj Gen
M Sgt
Msr
Prs
Prof
Radm
Rev
2nd Lt
Sgt
Sen
Sr
Sra
SM Sgt
Rtr
Vc
VAdm
VP
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Appendix 7 – Suffix Abbreviations
Description
Abbreviation
Description
Abbreviation
Certified Public Accountant
Doctor of Chiropractic
Doctor of Dental Medicine
Doctor of Education
Doctor of Medicine
Doctor of Osteopathy
Doctor of Veterinary Medicine
Incorporated
Juris Doctor
Past Commander, Police
Constable, Post Commander
Registered Nurse Clinician
Senior
The Third
United States Air Force
CPA
DC
DMD
EdD
MD
DO
DVM
Inc
JD
PC
Chartered Life Underwriter
Doctor of Divinity
Doctor of Dental Surgery
Doctor of Laws
Doctor of Optometry
Doctor of Philosophy
Esquire
Junior
Limited
Registered Nurse
CLU
DD
DDS
LLD
OD
PhD
Esq
Jr
Ltd
RN
RNC
Sr
III
USAF
Ret
II
IV
USAFR
United States Army
United States Coast Guard
United States Marine Corps
Reserve
United States Navy Reserve
USA
USCG
USMCR
Retired
The Second
The Fourth
United States Air Force
Reserve
United States Army Reserve
United States Marine Corps
United States Navy
LCTCS_Data_Standards v2-1.doc
USAR
USMC
USN
USNR
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Appendix 8 – Race and Ethnicity Codes
Race and Ethnicity codes are used for state, federal, and LCTCS reporting. Race and Ethnicity must be entered for all
employees and students to meet regulatory requirements.
NEW ETHNICITY – Only one ethnicity can be entered per person.
Delivered Values are:
Not Hispanic or Latino
Hispanic or Latino
RACE (GORRACE) – Multiple values can be entered. These codes will be created based on reporting requirements for the
Student and Human Resources systems.
BoR Code
Description
1
2
3
4
5
6
7
8
Asian
American Indian or Alaskan Native
Black, Non-Hispanic
Hispanic
Native Hawaiian or Other Pacific Islander
White, Non-Hispanic
Foreign/Non-Resident Alien
Race/Ethnicity Unknown
Two or more races (Not an option to choose –
only a reporting code for persons with more
than one race selected.)
9
LCTCS_Data_Standards v2-1.doc
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Appendix 9 – Email Address Type
Code
Description
BUS
Business Email Address – Primary Email Address for campus
employees
CAMP
Campus Email Address – Primary Email Address for Student
EMRG
Emergency Contact Email
PERS
Personal Email (recruits, applicants, others for non institution email
address)
VEND
Vendor/Business Emails may be required for Finance
URL
URL Address for Web sites, generally for businesses
WFLW
Workflow User
Appendix 10- Address Change Source Type
Code
EDI
Description
Explanation
Electronic Data Interchange
Information provided through electronic transfer of data
POST
Post Office Change
Returns from US Postal Service
SELF
Individual Self Reported
Notification from the person
WEB
Self Reported – WEB
Address corrected through the WEB by student
LCTCS_Data_Standards v2-1.doc
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Appendix 11 – Parish Codes
A complete list of FIPS-6 county codes is available at http://www.itl.nist.gov/fipspubs/co-codes/states.htm
Code
Parish
Code
Parish
Code
Parish
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
19
20
21
22
Acadia
Allen
Ascension
Assumption
Avoyelles
Beauregard
Bienville
Bossier
Caddo
Calcasieu
Caldwell
Cameron
Catahoula
Claiborne
Concordia
DeSoto
East Baton Rouge
East Carroll
East Feliciana
Evangeline
Franklin
Grant
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
Iberia
Iberville
Jackson
Jefferson
Jefferson Davis
Lafayette
Lafourche
LaSalle
Lincoln
Livingston
Madison
Morehouse
Natchitoches
Orleans
Ouachita
Plaquemines
Pointe Coupee
Rapides
Red River
Richland
Sabine
St Bernard
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
St Charles
St Helena
St James
St John the Baptist
St Landry
St Martin
St Mary
St Tammany
Tangipahoa
Tensas
Terrebonne
Union
Vermilion
Vernon
Washington
Webster
West Baton Rouge
West Carroll
West Feliciana
Winn
Appendix 12 – Marital Status
Code
D
M
N
P
S
W
O
U
Description
Divorced
Married
Domestic Partner
Separated
Single
Widowed
Other
Unknown/Not Reported
LCTCS_Data_Standards v2-1.doc
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Appendix 13 – Identifying the Data Custodian
To determine the data custodian of a record, go to the query form GUASYST. This form identifies all of the relationships in
Banner associated with a Person. For example, if a person is both a student and an employee, fields under Student and Human
Resources will be checked. If there are checks under both Student and Human Resources, the custodian of the record is
Human Resources.
LCTCS_Data_Standards v2-1.doc
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