COLLEGE OF WILLIAM AND MARY
Data Standards Document Summary
April 2015
Person and Non-Person Data Standards
Data Item
Standard
General
Periods in abbreviations
Commas within a table value
or data element
Avoid using.
Avoid using.
Name Fields (general)
Enter as appears on legal documents when
possible.
Information
Only use to end sentences.
Can affect downloaded data in Excel
Name Standards
Name Punctuation
Typed in mixed (upper and lower) case format.
Hyphens may be used.
Apostrophes may be used.
International characters may be used.
Periods are NOT used. Single Character First
Names should be entered without a period.
Do NOT use commas or # (pound sign)
Business Terms
Adhere to U.S. Postal Service Addressing
Standards. The list to the right is not all inclusive.
Please visit http://pe.usps.gov click on Postal
Address Standards. Or go to the document:
http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf
Prefixes/Suffixes
Do NOT use titles, prefixes and/or Suffixes in any
name field.
Spaces
Enter name as shown, including spacing within
names (such as Mc Donald or McDonald).
Spaces ARE permitted between multiple names.
Length
Name fields are now 60 characters.
Multiple Names
In instances where there are two last names that
are un-hyphenated e.g., Mary Creton Quinton, the
College should request that the entity specify how
the name combination should be entered.
Data Standards Document Summary, version 6.0
If preferred first name different from
legal first name, use the preferred
first name field.
Middle names should be spelled out.
Not all caps or all lower case.
Use for a hyphenated last name after
marriage.
As in O’Conner, etc.
As in Peréz or Torréz or Tañgo
Only enter middle initial, no period.
(i.e. John R Smith or J F Kennedy
Co)
Oracle restricts the use of the ‘#’ in
Banner.
Admn - Administration
Aux
- Auxiliary
Bur
- Bureau
Bus
- Business
Colg - College
Co
- Company
Corp - Corporation
Govt - Government
Inc
- Incorporated
Univ - University
Separate prefix and suffix fields are
available for these data. (Dr, Mr,
Mrs, III, Jr, etc., should NEVER be
entered in name fields.)
Initials, combinations of initials and
names, or multiple names, spaces or
hyphens are permitted between
multiple names if field space is
available. (i.e., Mary Ann, Bobby
Joe, T Joseph Jones, Smith King &
Jones Inc, J P Morgan & Co).
Enter either as a middle name and
last name combination or both names
in the last name field.
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Address Type Standards
Address Type
Street Address Standards
Adhere to U.S. Postal
Service Addressing
Standards. Go to
http://pe.usps.gov/
(Click on ‘Postal Addressing
Standards’)
Clean Address
Address Punctuation
Address Symbols
Secondary Address Unit
Designators
Governs what address types are maintained by the
College.
Double click in field for current list.
Typed in upper and lower case format i.e., not all
i.e.
caps or all lower letters. Banner allows three lines Line 1: 1379 NW Pine
of street address information.
Line 2: PO Box 2351
Banner requires a street address in the first
Portland OR 97203-1234
address line.
For P. O. boxes, enter “PO Box” and the number,
no space or periods between PO.
NOTE: The last address line must be the
delivery address.
In Banner, a software product called Clean Address has been loaded that will validate
addresses against the United States Postal Service. It will also format the address
according to USPS standards. If an address is not recognized, a warning will be displayed
to the user. Clean Address will change an address if the original has been changed within
USPS. For example, rural route addresses have largely been converted to numbered street
addresses. If you enter a rural route it may change to the new address on record. Use the
Override Address Verification Checkbox in INB to disable the function.
Clean Address checks the following addresses: MA, LC, IN, FW, RM, BU, TE, P1, P2,
P3, P4, P5, BR, BI.
Hyphens, periods and slashes may be used here if Examples:
needed for clarity or designated fractions. Do
Mid Island PLZ
NOT use periods for standard abbreviations (St or 39.2 Rd
Ave). Commas or apostrophes are NEVER used.
101 1/2 Main St
289-01 Montgomery Ave
International characters may be used in an
address. However, Clean Address will remove it
if not known by USPS.
Symbols/phrases such as "%" (in care of) and "In
Use "c/o" instead.
Care of" should NOT be used.
If the address is a multi-unit apartment or
Recommended abbreviations are:
building, place the room, suite, or apartment
Apartment = Apt
number to the right of the street address on the
Space
= Sp
first address line separated by a space.
Room
= Rm
Floor
= Fl
Suite
= Ste
Department = Dept
Number
= No
Compass directions that are used to identify the
geographic areas of a city are always abbreviated.
Data Standards Document Summary, version 6.0
East = E
Northeast = NE
North = N Southeast = SE
West = W Northwest = NW
South = S
Southwest = SW
All Examples:
3454 N Jones #4
1624 SW Donner No 5
102 Main St Apt 101
1356 Executive Dr Ste 202
1600 Central Pl Bldg 14
55 Sylvan Blvd Rm 18
2
Military Address Standards
City
State and Province
County Codes
Zip Codes
Must contain the APO or FPO designation along
with a two character ‘state’ abbreviation and the
ZIP code or ZIP+4 code. The ‘state’ abbreviations
are
AE for armed forces in Europe, the Middle East,
Africa, and Canada;
AP for the Pacific: and
AA for the Americas excluding Canada.
All information is typed in mixed case format,
i.e., not all caps or all lower. Punctuation is
NEVER used.
Example:
Minot AFB ND 587051253
State codes must be entered for all U.S. and
Canadian (Province) addresses.
Double click in field for current list.
Two letter abbreviations.
The county code must be entered corresponding
to the permanent address of all students.
Banner will fill the county code with a default
value derived from the ZIP code.
Zip codes must be entered for all U.S. addresses.
Even if the full nine digit ZIP code is available,
1. Only enter the first five digits first.
2. After the county has been entered
automatically, enter a hyphen and the last four
digits of the ZIP, when available. Enter a hyphen
between the fifth and sixth digits.
Double click in field for current list.
Check the defaulted county code is
correct and corresponds to the
permanent address provided.
Examples:
79601 or 79699-2294 (if last 4 are
provided)
For Canadian addresses, enter the
six-digit postal code with any letters
in all caps/uppercase. Do NOT add
spaces in Canadian zip codes.
Example:
T2T2Y5 or R2L1N4
Double click in field for current list.
Nation Codes
Required for all non-U.S. addresses.
Do NOT enter a country code for U.S. addresses.
International Addresses
(manual entry)
If a country has a specific address format to
follow, use the fields available to enter the
address in that format, as close as possible to
what is provided by the person/entity and
according to the William & Mary data entry
standards for special characters and abbreviations.
Otherwise:
 Use all three-address lines if needed.
 Regions & Cities should be entered in
the City field.
 State/Prov field should be blank, except
for Canadian providences.
 Zip field should be blank. If a zip code
is listed, it should be entered in the City
field with the city name as provided
EXCEPT for Canada.
 County field should be left blank.
 Nation field should be entered as the 2letter code. Verify the correct Nation
name is displayed. (See list of values for
the field.)
Data Standards Document Summary, version 6.0
Abbreviation for military bases:
AFB - Air Force Base
MCAS - Marine Corps Air Station
NAS - Naval Air Station
Canadian addresses must include the
city in the City field and the Province
in the State field.
Examples:
AL1: 1044-9 Kashio-Cho
AL2: Totsuk-Ku
AL3: Yokahama-Shi
City: Kangagawa 244
State: Blank
Zip: Blank
County: Blank
Nation: JA (for Japan)
OR
AL1: Gonzaga-in-Florence
AL2: Palazzo Antinori
AL3: Piazza Antinore 3
City: 50123 Firenze
State: Blank
Zip: Blank
County: Blank
Nation: IT (for Italy)
3
Telephone Types
Phone Type
Area code
Phone Number
International Phone
Numbers
Extension
The telephone type describes the type of
telephone number entered.
Enter 3-digit area code for all phone numbers.
The Area code field expanded to 6 digits in
Banner, version 8.
Enter the seven-digit phone number WITHOUT
the hyphen between the third and fourth digits.
The Phone field expanded to 12 characters in
Banner, version 8.
Enter the entire phone number in the International
Access Code field; including access code +
country code + area code + phone number.
If an extension number is provided, enter only the
digits of the extension. Do not enter EXT or X
into the extension field. Extension expanded to
10 characters in Banner, version 8.
Double click in field for current list.
Example: 6746773 or 2218609.
Example: 43001
Date Standards
Dates
All dates should be entered MM-DD-YY or MMDD-YYYY format. Use hyphens (-) or slashes (/)
to separate month, day, and year. The month
(MM) must be 01 through 12. The day (DD) must
be 01 through 31. The year may be entered either
as the last two digits or all four digits of the year.
It is safest to enter the year in the full four-digit
form YYYY. NOTE: Certain forms
Examples:
January 17, 2000: enter as 01-17-00
or 01-17-2000 and the date is
converted to 17-Jan-2000.
October 4, 2001: enter as 10/04/01 or
10/04/2001 and the date is converted
to 04-Oct-2001.
require the DD-MON-YYYY Format
Tax Identification Number
Standards
Personal Information
Tax IDs (social security numbers-SSN, social
insurance numbers-SIN, federal identification
numbers-FIN, I-10 numbers, Individual Taxpayer
Identification Numbers-ITINs etc.)
must be entered for all employees of any type,
students receiving financial aid and vendors.
Enter the nine-digit number, omitting the
hyphens.
If the information is unavailable,
leave blank. Do NOT enter
000000000 or 999999999 or any
other type of “holder” number.
SSN/TIN field expanded to 15 characters in
Banner, version 8; however, it will ONLY accept
9 characters.
Date of Birth
Citizen Type
Legacy Codes
View/update access restricted based on business
need.
The date of birth is required for employees and
students per format above.
For reporting purposes use codes D, R, and Y to
identify U.S. residents.
Legacy codes are used to identify a person’s past
legacy association or past family associations
with the College.
Data Standards Document Summary, version 6.0
When a date is required but none is
available, use the holder date of
February 2, 1693 (02-02-1693 or
02/02/1693) to allow processing to
continue. Periodically, records
containing this date will be identified
and corrected.
Double click in field for current list.
Double click in field for current list.
4
Marital Codes
Religion Codes
Ethnic Codes
New Ethnicity
Race
Email
Additional Identification
The valid codes for the various marital statuses.
Codes associated with the religious affiliation
identified by a person. Religion field is masked
for most users in Banner, version 8. Only
designated individuals may view this information.
This field must be entered for employees in order
to fulfill reporting regulatory
requirements.
This field must be entered for all employees and
students indicating ethnicity as reported by the
employee or student. It is needed fulfill reporting
regulatory requirements.
This field must be entered for all employees and
students indicating one or more races as reported
by the student or employee.
Email/Additional Identification
This field is auto-populated with a WM email
address once person becomes a faculty,
employee, student or affiliate at WM.
This field is auto-populated with person’s
WMuserid when person becomes a faculty,
employee, student or affiliate at WM.
Data Standards Document Summary, version 6.0
Double click in field for current list.
Double click in field for current list.
Double click in field for current list.
Double click in field for current list.
Double click in field for current list.
[email protected] format
[email protected] format
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