UNIVERSITY OF CENTRAL OKLAHOMA
BANNER® SYSTEM
GENERAL PERSON DATA STANDARDS MANUAL
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PURPOSE AND PROCEDURES
Version 1.4
Effective February 1, 2002
CHAPTER 5. DATE STANDARDS
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CHAPTER 6. ADDRESS AND TELEPHONE STANDARDS
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ADDRESS TypES
STREET STANDARDS
SECONDARY ADDRESS UNIT DESIGNATORS
ABBREVIATIONS FOR STREET DESIGNATORS
POST OFFICE ADDRESSES
STATE STANDARDS
ZIP CODE STANDARDS
TELEPHONE TYPES
E-MAIL TYPES
CHAPTER 7: OTHER ITEMS
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BUILDING CODES
MAINTENANCE FORM CONSIDERATIONS
DATA LOADS
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Custodian for the Financial Aid System
•
Financial Aid Office
Custodians for the Student System
•
•
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Enrollment Management
Student Services Office
Business Services
Custodians for the Human Resources System
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Human Resources Office
Business Services
Security or access levels for each individual employee are determined by owner offices, (custodians)
and each user must complete training before access is granted.
Administrative Responsibility
By law, certain electronic institutional data is confidential and may not be released without proper
authorization. Employees should adhere to any applicable federal and state laws, and University
- --~-- -- --policies-conceming--storage,retention;use;-release~and-destruction-of-data.
All levels of management shall ensure that, for their areas of accountability, each information system
user knows his/her responsibilities. Each system user shall read and understand this statement
before accessing the system.
Electronic data is owned by the institution and is a vital university asset. All institutional data, whether
maintained in the central database or copied into other data systems including microcomputers,
remains the property of UCO. Access to data is not approved for use outside an individual's official
university responsibility.
Computerized, institutional data shall be used orlly for the legitimate business of UCO.
Administrative computing services and facilities shall be used only as required in the performance of
job functions.
Supervising administrators shall ensure a secure office environment with regard to all institutional
information systems. Administrators shall validate the access requirements of their staff according to
job functions, before submitting requests for the provision of access.
Under no circumstances shall anyone use institutional electronic data (in detail or summary) in any
publication, seminar, or professional presentation, or otherwise release data, in any form, outside the
university without prior approval from the appropriate data custodian or the appropriate executive
officer. Data should never be left on any system to which access is not controlled.
All system users must not leave their workstations while logged into BANNER. All users must log out
at the end of the day.
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University of Central Oklahoma BANNER® Data Entry Standards
Legal Issues
General Person members are reminded of their legal obligation for data access and disclosure:
Users must be aware of federal regulations (FERPA, etc.) and university
policies applicable to data under the jurisdiction of their offices.
Disclosure of information is restricted to custodians or their
representatives. Contact a custodian or direct representative (Le., the
Registrar or a representative of the Registrar for student information, for
example) prior to disclosure of information.
Data is private and shall be used only for the legitimate business of the
university.
Duplicate Entries
Note: Each system has similar screens but the first character defines what system and what module
a form pertains to:
F - Finance
S - Student
P - Human Resources/Payroll
A-Alumni
R - Financial Aid
T - Accounts Receivable
-----~GeneTal-persorr-data-mayi>e-entered-on·a-
variety-ofscreens;-dependingon-the-systemcmd·
module used. Most name and address data are entered on "Identification"; forms ending in
IDEN (example: Student uses SPAIDEN, Alumni uses APAIDEN, Human Resources uses
PPAIDEN, Finance uses FOAIDEN, and Financial Aid uses RPAIDEN). Because BANNER is a
shared database, entry into any IDEN form affects all systems. It is critical that new records do
not duplicate existing general identity (PIDM) entries on the systems.
The term "duplicate PIDM" means that one single entity (whether an individual or corporation) has
more than one BANNER® record. This defeats the whole purpose of a relational database - now we
either have multiple versions of the truth or incomplete information for the entity. Some results may
be: 1) reports are invalid; 2) contacts are inaccurate; 3) inaccuracies can be seen as confusing or
uncaring when communicating with both internal and external clients.
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University of central Oklahoma BANNER® Data Entry Standards
User 10 Structure
User IDs will be established with the following standards:
1.
The user 10 will consist of the employee's first initial of the first name and the entire last
name, up to a maximum of 20 characters.
In the event of duplicate first initiaVlast name combinations, a numerical character,
2.
starting with 1 and incrementing by 1, will be added to the end of the user 10.
3.
Existing users at the inception this policy will maintain their Lotus Notes ID, and additional
User IDs for other systems will be created the same. Non-eonforming IDs will be
reissued as time permits.
Examples:
Jane Doe will have a user ID of jdoe.
Susan UniversityofCentralOklahoma will have a user ID of suniversityofcentralo.
James Doe will have a user ID of jdoe1.
Samanatha Universityofcentraloklahoma will have a user ID of suniversityofcentral1.
Passwords
A generic password will be created when access to a given system is approved. Upon first entry into
the system, the employee will be required to change the password. Additionally, all information
access systems used campus wide will require a password change every 60 days. Instruction on
how to change passwords will be provided by Technology User Services.
Please use the guidelines noted below to ensure your password will stay secure and be difficult to
1.
2.
3.
4.
Passwords must be at least 4 characters in length. Ideally, passwords should be at least
8 characters long. However, some systems do not allow for that many characters.
Including numbers in a password makes it more difficult to breach. The password must
not start with a number, however, due to limitations on the Banner system. Special
characters, such as $, #, etc. may also be used.
Passwords should not be information from a user's life that is easy to guess, i.e., first
name, last name, nickname, child or spouses name, birth or anniversary dates, etc.
Do not write down and store your password in an easily accessible location, such as a
desk drawer, monitor screen, keyboard shelf, etc.
Forgotten Passwords
If you forget your password to a campus wide system, contact Technology Support at 405-974-2255
for assistance during normal business hours. You may also send an e-mail to [email protected].
Please include a subject line of Account Information; this subject line will help expedite your request.
You will be contacted when your password has been reset. As stated above, no password or user ID
information will be distributed through any electronic means, or through Campus Mail. New
password assignments may be collected during normal business hours at Technology Support, Math
and Computing Science Building, Room 170.
Breached Passwords
If you think another person has knowledge of your user ID/password combination, contact
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University of Central Oklahoma BANNER® Data Entry Standards
Before granting access to data, the system manager shall be satisfied protection requirements have
been implemented and that a "need to know" is clearly demonstrated. By approving end-user access
to institutional data, the system manager consents to the use of this data within the normal business
functions of administrative and academic offices. Query access to institutional data will be broadly
available throughout the institution.
System managers 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.
System managers are also responsible for the maintenance and control of the administrative
information system's validation and rule tables, and the validation and approval of software releases
that affect their areas of responsibility. These tables and processes define how business is
conducted at UCO.
University of Central Oklahoma System Managers
AREA of RESPONSIBILITY
SYSTEM MANAGER
Student System
Assistant Vice President for Enrollment
Management
Assistant Vice President for Administration
Financial Aid Director
Assistant Vice President for Administration
Chief TechnoloClY Officer
Assistant Vice President for Administration
Vice President for Development
Finance SYstems
Financial Aid Systems
Pavroll
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General Systems
Human Resources
Alumni
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System Manager Policy
The following conventions govern which office makes changes to student, employee, financial aid
recipient or vendor records in the integrated administrative information system called BANNER®.
If the PERSON is...
THEN...
An Employee and not a student
An Employment Applicant
Student and not an Employee
Human Resources makes the change
Human Resources makes change
Enrollment Services makes the change
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University of central Oklahoma BANNER® Data Entry Standards
CHAPTER 2: RECORD SEARCHES
SEARCH FIRST - Before you create a new record for a person or organization, you must
conduct an 10 and name search to make sure the person or organization hasn't already been
entered in the BANNER® database. All offices must conduct a thorough search to prevent
entering a duplicate record.
Every effort must be made to ensure you are not duplicating an existing record. It is very difficult to
effectively align all subsequent transactions under the proper single 10 if a duplicate record is ever
created.
Careful searching will prevent the creation of duplicates.
Person Name Searches
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Press LIST FIELD VALUES to enter the search screen.
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Note: Searches must be done from an IDEN or VEND form
because these search ALL general person records. FTMVEND
displays both person and nonperson records. For IDEN screens,
List of Values searches for person records; Count Query Hits
"-------""------"-----"--"---"- ----sear41es-fQr:--nGRper~QIl__feCQr-ds._____sear41es-fr{)m_QtRet"_scr~el1s-­
restrict the information to records associated with that module. In
the Finance module, always add records with the FOAlDEN
screen. In the Alumni module, use the SOAIDEN form for person
searches and SOACOMP for non person searches.
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Type in the name to be searched using the %(wildcard) to broaden
the search.
Example:
record
=Dennis Redmond
Query as: Last Name: Redmond
First Name: 0%
Or just Last Name of Redmond%
Example:
record
=John McDonald
Query as: without spaces (McDonald) and with spaces (Mc Donald)
Note: Some names have unique spellings. Search on all possibilities by broadening the wildcard
search or use the "sounds like" function. Also, remember that suffixes are not part of the name.
Example:
Fergason, Furgason, Ferguson
Input as:
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University of Central Oklahoma BANNER® Data Entry Standards
CHAPTER 3. GENERAL PERSON INFORMATION
ADDING GENERAL PERSON DATA
Social Security Numbers
Since Social Security numbers are essential to Financial Aid and Human Resources, the PERS form
has a specific field to store the CORRECT (validated) social security number. Because SSN may
come from various sources, it mayor may not be verified. Therefore, do not add the SSN field
automatically, unless you have verified it from proper documents. It will be added manually
once the number is verified. If a record is found to have multiple numbers in the "SSN" format, or the
SSN appears to be connected to the wrong person, report the· problem to your supervisor for
resolution.
Gender
I~E
DESCRIPTION
EXPLANATION
M
MALE
A male person, man or bov
F
FEMALE
A female person, woman or Qir1
N
NOT AVAILABLE
Use N when the information is not available or if the gender
cannot be determined by the name (i.e., Chris, Pat, Terry, etc.)
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University of central Oklahoma BANNER® Data Entry Standards
PR
Permanent Resident
RE
RefuQee/Asylee
ST
Status Unknown!
Uncollected
SV
Student Visa (F-1 or M1 Visa)
TR
Temporary Resident
US
US Citizen
Resident alien - a person who is not a citizen or national of the
United States and who has been lawfully admitted for
permanent residence.
Member of the United States, owing service to it, and having
attendant political rights..
Legacy Codes
A legacy code indicates if a relative of the individual listed in the key block attended UCO. Use LIST
FIELD VALUES to select the appropriate value.
Ethnic Code
Ethnic Code is required for all students and· employees. Enter the correct code.
CODE
DESCRIPTION
EXPLANATION
A
Asian
A person having origins in any of the original peoples of the Far
East, Southeast, Asia. This includes people from China, Japan,
Korea, and Vietnam.
B
Black, Non-Hispanic
A person having origins in any of the black racial groups of
Africa (except those of Hispanic origin).
H
Hispanic
A person of Puerto Rican, Cuban, central, or South American,
or other Spanish culture or origin, regardless of race.
N
American Indian or
Native Alaskan
A person having origins in any of the original peoples of North
American or who maintain cultural identification through tribal
affiliation or community reCOQnition.
P
Pacific Islander
A person of Hawaii or pacific island descent
W
White, Non-Hispanic
A person having origin in any of the original people of Europe,
North Africa, or the Middle East (except those of Hispanic
origin).
X
Unknown
This category is used ONLY if the student did not select a
racial/ethnic designation, and the institution finds it impossible to
place the student in one of the aforementioned racial/ethnic
categories during enrollment or in post enrollment identification
or verification process.
XD
Declined to State
NR
Non-resident Alien
This category MUST be used for all non-resident alien persons.
DO NOT include them in one of the categories above.
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University of Central Oklahoma BANNER® Data Entry Standards
For reporting purposes, STATUS is used to determine if the address is active. Blanks are active; I
indicates inactive. Inactive addresses will be bypassed by m.ost reporting programs.
Because of the difference between modules, to indicate that an address is no longer valid, always
change the status from blank to "I". Not all Finance screens allow for a date range to be added. If
possible, make all address changes to SPAIDEN rather than FOAIDEN or FRMVEND or FTMAGCY.
When using the SPAIDEN screen, please insert the ENDING date. This date is helpful to other
offices in determining how recently the address has been changed.
Example:
Address Effective Dates
From: 01-Jan-1994
Status: I
To: 15-Aug-1995
Source:
(Status "I" is for inactive)
User: KATHYG
Note: If an individual indicates that they do not want mail, a flag should be set within the module to
exclude that record from mailings. Putting a NO MAIL indicator in the address field(s) affects other
modules' mailings, such as Bursar billings, and Fianancial Aid award letters. If the individual is a
current student, notification must be provided to the Bursar and Financial Aid offices, when the NO
MAIL indicator is set.
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University of central Oklahoma BANNER® Data Entry Standards
Preferred First Name should be entered into the preferred name field (Le., S Paul Smith). If Paul is
what the person goes by, then Paul would be entered into the preferred name field. Enter the legal
spelling and format of the preferred first name, using standard capitalization rules. If no preferred first
name is given, leave the field blank.
Preferred names are displayed in the key block and may be updated as needed. This is the name
that will appear on Iistsllabels and reports.
Preferred names and legal names may be different. For example, legal documents may show that a
person's name should be William Jonathon Jones but the individual prefers his mail to be addressed
as Jon Jones or Bill Jones.
Preferred names may be changed if requested by the individual.
Go to the IDEN screen for that individual.
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Press the PAGE DOWN key to go to the CURRENT IDENTIFICATION
BLOCK.
Type over the name that is displayed and press the COMMIT key.
Remember to change first and/or middle name if necessary.
Commas, the pound sign (#), and the percent sign (%) are never used.
Spaces are permitted for double first names (Le., Mary Ann, Bobby Joe).
.
D.QJ'~QLu.s_e.titles,-p.I.efixe-s., ..and-.suffixes
inthisfi.eld.
Examples: Dr, Mr, Mrs, III, should never be used in the name field.
Middle Name
All information is to be entered using uppercase and lowercase letters. Enter the legal middle name
or middle initial, using standard capitalization rules. If no middle name exists leave field blank.
Hyphens, spaces, and/or apostrophes may be used to separate double names.
The period is never used, not even in an abbreviation in a person's name.
Commas, the pound sign (#), and the percent sign (%) are never used.
Foreign Names
Because of the limited characters available on a normal keyboard, make every effort to approximate
the foreign name as closely as possibly.
Former Name
If former name is known, put in the appropriate field when creating a new record.
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University of central Oklahoma BANNER® Data EnlJy Standards
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Use the PAGE DOWN key to go to the CURRENT INFORMATION BLOCK.
Type over the name that is displayed and press the COMMIT KEY.
Name Changes
Name changes are not permitted without legal documentation (i.e., marriage certificate, court order,
or Social Security Card with new name, etc.).
If the person is a current employee, the name change is to be done by the office of Human
Resources. All name changes for current students, are to be handled by the Registrar's office. Other
name changes may be made by the appropriate office with appropriate documentation.
By request, a report will be run and distributed to the offices of Human Resources, Financial Aid,
Accounts Payable, Purchasing, Registrar, Bursar and Admissions recording name changes made in
the prior month.
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University of Central Oklahoma BANNER® Data Entry Standards
CHAPTER 6. ADDRESS AND TELEPHONE STANDARDS
Address Types
BANNER permits multiple address types to be entered for a person or vendor. The use of each
address type must be strictly defined so that conflicts do not arise among the various functional areas
(admissions, registration, financial aid, student billing, human resources, payroll, accounts payable,
purchasing, alumni, development, etc.). Because name and address data are shared by all areas,
procedures are needed to ensure areas make address changes only under certain conditions based
upon the classification of the person or vendor. Classifications include current student, applicant,
pre-student (recruit or financial aid applicant), staff, faculty, student worker, vendor, alumni, and
donor.
In addition, there are some restrictions in BANNER on how addresses can be used within each
system. The Student System permits address hierarchy to be used when printing reports. For
instance, when invoices are run, the system can first search for a billing address and than a
permanent address type. This allows for multiple locations fora single student.
~.~
.
CODE
AP
BI
DESCRIPTION
Accounts PaVable
Billing I Check
BU
Business
CM
Campus Mail
DL
Diploma Address
EXPLANATION
AP& Travel Use
Required for non-accounts payable billings
and AR checks
Business' primary address or individual's
. work address
UCO campus address. Directory address,
office location, on or off-campus address,
mail stop code for campus delivery.
Address for diploma mailing if different than
USED BY
AP&Ttaver
AR, AP, Travel,
Grants & Contracts
Alumni,
Development, Gift
ReceiptinQ, HRIS
All Offices
Registrar
MA
EM
Emergency Contact Address
GC
GR
Grants and Contracts
Gift Receipting
Record emergency contact information for
students, employee, or alumni
Billina address for Grants & Contracts
Gift Receipting address
MA
Mailing I Current, Local Student
US mail contact address
MG
Matching Gift
Matching gift company's address
OR
Origin Address-DO NOT
UPDATE OR INACTIVATE
Student's point of origin for historical
reference
PA
Data load - Student
Student address received via data load of
financial aid or test score information. May
contain inaccurate data.
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University of Central Oklahoma BANNER® Data Entry Standards
All Offices
Grants & Contracts
Alumni,
Development, and
Foundation
Financial Aid,
Registrar,
Admissions, Alumni,
Development, ,
Bursar
Development,
Foundation
Admissions,
Registrar, Financial
Aid
Admissions
Financial Aid
spell it out rather than use an abbreviation.
Post Office Addresses
Abbreviate Post Office as PO Box (do not use periods). A PO Box should be MAILING (MA) type;
the PERMENANT (PR) should be a residence.
State Standards
4 character field but use the two-letter code.
Refer to Appendix A-U.S. Postal Address Standards for state abbreviations.
Zip Code Standards
Zip Codes MUST be entered for all U.S. and Canadian addresses.
u.s. - A Hyphen must be entered when the entire nine-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.
International Pin Numbers - Enter the six-digit international pin number (without hyphens) to the
righLoUhecity on the second address line. DONOTenterthe R.INnumber~nthezipcodefield.
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.
Telephone Types
BANNER permits multiple telephone types to be entered for a person or vendor. Following are the
types used by UCO.
Description
Code
Use
BI
Billing
Invoicing phone if different from business phone
BU
Business
Primary phone for business or individual's business phone number
CEl
Cellular Phone
Mobile phone if provided
CM
Campus
Campus phone for students and employees
EM
Emergency Number
Phone number of person to contact in an emergency
FAX
Fax
Facsimile phone number
GC
Grants and Contracts
Grantor phone
GR
Gift Receipting
Phone number associated with Gift Receipting address
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University of Central Oklahoma BANNER® Data Entry Standards
CHAPTER 7: OTHER ITEMS
Building Codes
All areas of Banner where a code is required to designate a physical building, will use a standard
three character code as set out in Appendix C.
Maintenance Form Considerations
GUASYST
The General Person System Information form shows all BANNER® modules where data is
entered on a specific PIDM. This is helpful for tracking the progress of student applications or
determining quickly what role an individual or entity plays at UCO.
NOTE: When making a preferred or legal name change, check this screen to see what other
modules have transactions with the record.
GUAIDEN
This screen shows all login codes used by BANNER query and maintenance users. Use these
codes when determining who to call concerning maintenance activity.
Data loads
Information from financial aid or student ACT/SAT scores is received from outside
sources. These tapes often contain incorrect data or do not conform to the standards
set by this handbook. Because of this, two address type categories, PA (data load
student addresses) and PT (tape load parent addresses), have been created to store
this information. Since many of these individuals will not complete the registration
process, their records will not be forwarded to Admissions and Student Records. If
reports are needed for these individuals, however, the addresses should be corrected
including removing the pound sign (#) and then copied to the appropriate address type
(MA, PR, etc.). However, a letter may be generated using the PA or PT address type if
needed, and these address types would reflect the information as it came from the tape.
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University of Central Oklahoma BANNER® Data Entry Standards