ais-sop-001 - data entry standarization data... · web viewdo not use abbreviated compass...

of 66 STANDARD OPERATING PROCEDURE Advancement Information

Services

SOP NO. SOP TITLE EFFECTIVE DATE001 Data Entry Standardization 08-May-2009

DIVISION DEPARTMENT SUPERSEDED DATEAdvancement Advancement Information Services N/A

SOP PREPARED BY DATE DEPT APPROVAL DATECassie Henry 05/08/09

OTHER APPROVAL DATE QUALITY APPROVAL DATE

1.0 PURPOSEThis document defines the Advancement Information Services standard operating procedure for entry of data into the systems utilized and/or maintained by the University Advancement Division of James Madison University. The term “system” will be used throughout this procedure to generally refer to JMU University Advancement information systems.

2.0 SCOPEThis Data Standardization procedure applies to all activities associated with entry of Business Data entered into systems utilized and/or maintained by Advancement Information Services.

The audience for this document is all individuals with data entry, maintenance or reporting responsibilities and/or roles as defined in this SOP (see Section 5.0 ROLES ANDRESPONSIBILITIES).

of 66 STANDARD OPERATING PROCEDURE Advancement Information Services

SOP NO. SOP TITLE EFFECTIVE DATE

001 Data Entry Standardization 25-Apr-2008

3.0 TABLE OF CONTENTS1.0 PURPOSE...............................................................................................................................1

2.0 SCOPE....................................................................................................................................1

3.0 TABLE OF CONTENTS...........................................................................................................2

4.0 DEFINITIONS..........................................................................................................................5

5.0 ROLES AND RESPONSIBILITIES..........................................................................................6

6.0 CONFIDENTIALITY - POLICY................................................................................................7

7.0 SOCIAL SECURITY NUMBERS - POLICY.............................................................................7

8.0 GRADUATION YEAR..............................................................................................................8

8.1 Preferred Grad Year..........................................................................................................8

8.2 Actual Grad Year...............................................................................................................9

9.0 DATE FORMATS...................................................................................................................11

10.0 NAMES - GUIDELINES FOR DATA ENTRY OF NAMES.....................................................11

10.1 New Entries................................................................................................................11

10.2 Prefixes......................................................................................................................11

10.3 Salutations.................................................................................................................12

10.4 Military Prefixes..........................................................................................................15

10.5 Maiden Names...........................................................................................................16

10.6 Former Names...........................................................................................................17

10.7 Proper Names............................................................................................................18

10.8 Persons with two or more given names.....................................................................19

10.9 Nicknames.................................................................................................................20

10.10 Corporate Names......................................................................................................21

10.11 Corporate Honor Roll labels......................................................................................22

10.12 Suffixes.....................................................................................................................22

10.13 Anonymous donors/donations...................................................................................24

10.14 Deceased Individuals................................................................................................24

11.0 ADDRESSES – GUIDELINES FOR DATA ENTRY OF ADDRESSES.................................25

11.1 Standards...................................................................................................................25




11.2 Symbols.....................................................................................................................25

11.3 Standardized USPS Delivery Address Line and Last Line........................................25

11.4 Address Punctuation..................................................................................................25

11.5 Standard State/Province Abbreviations:....................................................................25

11.6 Standard Street Abbreviations:..................................................................................26

11.7 Secondary Unit Abbreviations:...................................................................................26

11.8 Compass Directions...................................................................................................27

11.9 Street Address with an associated PO Box...............................................................28

11.10 Military Addresses - Overseas..................................................................................28

11.11 Military Addresses – Domestic..................................................................................29

11.12 International Addresses............................................................................................29

11.13 JMU Business Addresses.........................................................................................30

11.14 Corporate Addresses................................................................................................31

11.15 SIC Codes.................................................................................................................32

12.0 PHONE NUMBERS – GUIDELINES FOR DATA ENTRY OF PHONE NUMBERS..............33

12.1 Domestic Phone Numbers.........................................................................................33

12.2 International Phone Numbers....................................................................................33

13.0 EMAIL....................................................................................................................................35

13.1 Personal Email Address.............................................................................................35

13.2 Business Email Address............................................................................................35

14.0 ADDRESS SOURCE CODES...............................................................................................35

15.0 GENERAL INDICATORS......................................................................................................36

16.0 CFAE TYPES – PER CASE STANDARDS...........................................................................38

17.0 RECORD TYPES..................................................................................................................39

17.1 Individual record types...............................................................................................39

17.2 Corporate record types..............................................................................................40

17.3 JMU Employee Record Types...................................................................................43

18.0 VERSION HISTORY..............................................................................................................46

19.0 REFERENCES......................................................................................................................46

20.0 APPENDIX.............................................................................................................................47

20.1 US State postal abbreviations....................................................................................47




20.2 Standard street abbreviations....................................................................................50

20.3 Secondary Unit Designator........................................................................................64

20.4 Military Officer Rank Abbreviations............................................................................64

20.5 Military Enlisted Rank Abbreviations..........................................................................65




4.0 DEFINITIONS

Table 1 Acronym and Abbreviations

Acronym TermAF Annual Fund CampaignAGR Advancement Gifts and RecordsAIS Advancement Information ServicesAVP Associate Vice PresidentBOV Board of VisitorsCASE Council for Advancement and Support of EducationCAE Council for Aid to EducationDC Duke Club CampaignDO Development OfficerFTE Full-time EquivalentHEP Higher Education Publication (guidelines for

expected match)IRS Internal Revenue ServiceIRC Internal Revenue CodeIT Information TechnologyMC Madison Century CampaignRC Ruffalo Cody (system used to record data for

university phone-a-thon call center)UA University AdvancementVSE Voluntary Support of Education

Table 2 Terms

Term DefinitionCampaigns Annual Fund (AF), Duke Club (DC), Madison Century (MC), Duke

Club Stadium Campaign (DCSC)Constituent Donor or potential donor (alumni, parent, friend, employee,

corporation, foundation)Donor-advised fund The donor sends an asset to a tax-exempt organization as a gift to that

entity. The donor then contacts the fund and advises it to make a gift to a qualified organization. The Fund is legal donor.

Donor-directed fund

The donor sends an asset to a financial institution for investment, and then directs that institution to issue a check in the name of the qualified nonprofit. The Individual is the legal donor.

Major Gift ≥ $25,000Prospect Any alumni, parent, or friend with an ID in Viking that has the capacity

—based on identified assets—to make an irrevocable gift of ≥ $25,000 over no more than five years.

Prospect Mgmt A system used to track the movement of the Development Office’s Prospect pool through a series of stages. This prospect management system emphasizes the Prospect’s gift rating and stage of cultivation and helps support this emphasis by tracking visits (significant contacts) with Prospects, by tracking and reviewing the strategies for




Term Definitionworking with each Prospect, and by ensuring that cultivation with a Prospect is coordinated.

University Advancement

Constituent Relations, Development, Communications & Marketing, and Advancement Information Services

Viking System used for recording donors (and potential donors), gifts and recognition credit for James Madison University constituents.

5.0 ROLES AND RESPONSIBILITIES

Table 3 Roles & Responsibilities

Organizational Role

Responsibility

AVP Associate Vice President and executive sponsor responsible for the review and approval of SOP’s.

Gift Processor Responsible for gift data entry and the integrity of that data. Responsible for donor biographical or demographic updates

when necessary.Prospect Identification

Responsible for identifying those constituents with the capacity and interest in making a major gift to the JMU foundation.

Prospect Research Managing, tracking, reporting, and analyzing information about Prospects, ratings, cultivation history, solicitation plans and the systems that help determine fundraising capacity.

Matching Gift Manager

Responsible for management of the matching gift program and entry of matching gifts.

Quality Assurance Responsible for the review and consistent application of the Data Standardization SOP and associated standard operating procedures.

Information Technology

Responsible for system maintenance and upgrades, interfaces and data imports from other university systems.

Reporting Manager Responsible for writing and generating ad hoc reports at the request of users.




6.0 CONFIDENTIALITY - POLICYThe Family Education Rights and Privacy Act of 1974 (FERPA) sets forth requirements regarding the privacy of student records. FERPA governs: (1) release of student educational records maintained by an educational institution and (2) access to these records. The act requires the university to protect students’ rights to limit disclosure of personally identifiable information contained in their education records. Disclosure includes the release, transfer or other communication of information to any party by any means, including oral, written or electronic. Any information containing student or employee names and/or ID numbers must be destroyed prior to discarding (preferably shredded).

7.0 SOCIAL SECURITY NUMBERS - POLICYSocial Security Numbers are no longer stored or recorded in the AIS database. James Madison University will continue to record and maintain Social Security numbers for students in the student administration system. Any downloads from the SA system will not collect/populate social security numbers for AIS. Solicitation pieces will no longer collect the full social security number from donors. Legacy information in Viking has been archived and an algorithm created to disguise all but the last four digits of the social security number for existing records. This false number is displayed in the “Federal ID” field on the People/Biographical screen.




8.0 GRADUATION YEAR

8.1 Preferred Grad Year

Preferred graduation year should be recorded in the “Biographical” screen in the “Grad Year” field.

This field is used when a constituent has requested a grad year different from the year their degree was conferred (this is important in order for the constituent to be invited to return with the correct reunion class – the class they associate themselves with).

Under “Record Types,” click on “Alumnus” and “PREFERRED” should be typed in the comment field of the table showing the grad year.

Biographical View:

https://viking.jmu.edu:4444/pls/vikingdmo/web.do_indbio?keynumber=000074428




8.2 Actual Grad Year

Actual grad year is recorded in the Education file. See Screen Shot #1. To access, click on the institution that is highlighted and you will find the actual “Grad Date” field and the “Year” field (see screen shot #2 below). This field is populated from a download from the Student Administration System and should never be changed.

Education Screen Shot #1:

https://viking.jmu.edu:4444/pls/vikingdmo/web.do_indeducation?keynumber=000074428




Education Screen Shot #2:




9.0 DATE FORMATS Anniversary – Relationships screen = MM/DD/YYYY

Birthday – Biographical and Summary screen = MM/DD/YYYY

Date of Death – Biographical screen = MM/DD/YYYY

Grad Date – Education screen = MM/DD/YYYY

10.0 NAMES - GUIDELINES FOR DATA ENTRY OF NAMESThis section includes specific information regarding the addition/entry of new constituents into the AIS database.

10.1 New EntriesThere are many ways Advancement Information services could be prompted to enter a new constituent ID in the Viking system. A pledge card and gift could arrive in the mail or a request could come from a department (I.E.: UREC student employee load, Development officer for new prospect). New constituents may be alumni, current students, parents, employees, or a friend of the university.

10.2 PrefixesA prefix represents a title that precedes a name.

Prefixes should be entered for all individuals, unless there is no way to determine what the prefix should be. Please use common sense when determining whether to omit a prefix. If a wife has informed us of her prefix as “Mrs.” and she lists her spouse as “John,” it is acceptable to assign John a prefix of “Mr.” If you are unsure, and the constituent is an employee of the university, call the employee to verify the name.

If a prefix is omitted for one spouse, it should not be entered for the corresponding spouse. Mixed prefix situations cause unreadable salutations on mailings.

NOTE: Before creating a new ID in Viking, a thorough name and ID search must be performed to ensure the person does not already exist in the system – this is to avoid duplication.




The following list of prefixes is not exhaustive. See the Abbreviation section of Webster’s Dictionary for additional options.

Dr. Doctor Fr. Father Gov Governor Hon. Honorable Judge Judge Miss Miss Mr. Mister Mrs. Mistress

Ms. Miss or Madame

Pres. President Prof. Professor Rabbi Rabbi Rep. Representative Rev. Reverend Sen. Senator

10.3 Salutations

In Viking, salutations and labels are populated in Biographical by clicking on “Update salutations” and clicking on the corresponding link. Options include the following:

Singular Formal Label

Singular Regular Label

Singular Formal Salutation

Singular Informal Salutation

Joint Formal Salutation

Joint Regular Label

Joint Formal Salutation

Joint Informal Salutation

Salutations must be viewed before updating to insure proper joint salutation is set.





Most salutations (single and joint) are automatically generated by the system based on the names (first, middle, last) entered in the Biographical screen.

The Requested and Honor Roll Labels however, must be manually populated. If a constituent requests that their name appear a specific way (and that is different from what has been system generated) a Requested Label must be created. Requested labels are singular and do not need to be duplicated on spouses if entered for an individual who is married.

Every Requested Label must have a corresponding Honor Roll Label. Note that Honor Roll labels are “household” labels containing both spouses and class years (if alumni). Both spouses would receive the same Honor Roll Label.

The RL (Requested Label) and HR (Honor Roll Label) labels override all other labels or salutations in the system. All reports and addresses will use the RL or HR label first (if one exists) for an individual. All estates will receive an Honor Roll label for printing in the Honor Roll list of donors each year.

NOTE: When a constituent has requested their middle name be used as their given name, a Requested Label (RL) must be created in salutations for that individual. If the individual is married, a Requested Label (RL) must be created for both the individual and their spouse so the information is correct on both records. The requested label will reflect the salutation of choice and be used for all mailing lists and reports.

Honor Roll and Requested Labels must be manually created as new salutations.




The Requested Label is a two part label, containing “Name 1” and “Salutation”.

The “Name 1” field contains the name that will appear on an envelope for a mailing (such as Ms. Tory K. Jenkins” in the example below).

The “Salutation” field contains the name that will appear as the salutation on a thank you letter (“Dear Ms. Jenkins” in the example below).

Biographical Screen (Salutations):




10.4 Military Prefixes

Please ensure the proper rank abbreviation is used/typed correctly when addressing correspondence, paying particular attention when addressing such to the other services (i.e., Navy, Air Force, Marine Corps, & Coast Guard) as they are not all the same as the Army. For example, the Army abbreviation for Sergeant is typed “SGT” but is typed “Sgt” by the Marine Corps. Charts showing this information can be found in the appendix, and is linked below.

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of military officer abbreviations:

Military Officer Rank Abbreviations

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of military enlisted personnel abbreviations:

Military Enlisted Rank Abbreviations

Retired military:

Per the AP Stylebook, in the case of retired military, the most recent rank of the individual should be used as the prefix followed by their name, then lastly the abbreviation for retired - “(Ret.)”.

Examples:

Major General Charles D. Metcalf, USAF (Ret.)

James B. Davis, USAF (Ret.)

Captain Wayne P. Hughes, U.S. Navy, (Ret.)

Colonel Samuel S Creighton, U.S. Army (Ret.)

NOTE: Whenever an update is made to any part of a name, record the date, what part of the name was updated, the source for the change, and the processor’s initials in the Notes section on the Biographical screen in People.




10.5 Maiden Names

The maiden name field should never be populated for a single person. If provided, maiden name should be populated for married individuals, especially alumni.

Biographical (Former Names):





10.6 Former Names

When a person’s maiden or full middle name is found in the course of research, store that data in Former Names.




10.7 Proper Names

Enter the last, first and middle names exactly as the person has indicated. If given the full middle name, enter the full middle name. Do NOT change a full middle name to an initial.

Always use normal upper- and lower-case letters for names. If a person has written all upper-case letters, enter the normal upper- and lower-case letters. If the person’s name starts with a lower-case letter, enter the first letter in lower case.

Maintain spaces in last names (one space maximum) exactly as reported by the person. Examples:

Van Buren Van der Vaart Vander Vaart

Use hyphens, apostrophes or dashes exactly as the person indicates in writing when recording their name. Do not use commas or periods in any name. Do not add punctuation where there is none. Initials, of course, do require punctuation.

In the following examples, any could be correct: O’Donnell Odonnell Dell’Acqua DellAcqua Dellacqua Jones-Smith Al-Hassan AlHassan al-Hassan alHassan al Hassan St Denis StDenis St-Denis SainteDenis Saint-Denis Saint Denis

NOTE: Ensure that spouses last names are entered using the same spelling and punctuation.

NOTE: When information is received in Advancement Information Services regarding the marriage of an individual, do NOT change the individual’s last name to the married name unless they request it. For example, if a “Class Note” is published in Madison Magazine announcing a marriage, the female’s name should not be changed to her new husband’s last name without verification from the alumna, unless it is published with the new name.

VIKING HINT: You no longer have to use two apostrophes when performing a name look-up in Viking. Example: O’Donnell would be entered to search for O’Donnell.




10.8 Persons with two or more given namesIn cases where a single character is designated as the first name followed by a full middle name, place the single character in the first name field and the middle name in the middle name field.

Example: W Mark Jones Enter as: first name = W / middle name = Mark / last name = Jones

If a person has more than two given names, and has not specified which are considered first vs. middle name(s), enter the first two names into the First Name field and any other names into the middle name field.

Example: Anne Marie Susan Smith Enter as: first name = Anne Marie / middle name = Susan / last name = Smith

Example: Billy Joe Daryl Thomas Miller Enter as: first name = Billy Joe / middle name = Daryl Thomas / last name = Miller

Upon request, it is acceptable to enter two names in the first name field. Example: Anne Marie Smith Enter as: first name = Anne Marie / middle name = blank / last name = Smith

NOTE: When a constituent has requested their middle name be used as their given name, a Requested Label (RL) must be created in salutations for that individual. The requested label will reflect the salutation of choice and be used for all mailing lists and reports. An Honor Roll (HR) label would also be required for any constituent with a requested label.




10.9 Nicknames

Nicknames in the Biographical screen should never be populated unless known and requested by the individual. Nickname should never be a repeat of the actual first name.

Biographical:

If changing the name, make sure to check that the Sort Name has been updated. If the system does not overwrite the previous Sort Name, delete it and click Update again.




10.10 Corporate NamesAll information is typed in upper/lower case format (i.e. not all caps or all lower). If an “article” (a, an, or the) is used as an adjective within the full legal name of a non-person entry, it should be included when entering the name in Viking. If a non-person name begins with the word ‘The’, it should be included when entering the name in Viking (e.g. The Community Foundation).

Examples:

ABC Trucking3M Company Department of Defense University of Virginia J F Kennedy Company Second National Bank The Village Inn

Use periods, commas, hyphens, apostrophes, dashes, or spaces exactly as the business indicates in writing or as indicated on a business check. NOTE: due to limitations in Viking, quotes are an exception to this rule – only use single, not double quotes in a corporate name. Do not add punctuation where there is none. The ampersand (&) should only be used as part of a legal name, otherwise do not use it in any other capacity.

Examples:

Baltimore & Ohio Railroad (not B & O Railroad)I.C.U. Eyeglass Inc. (not ICU Eyeglass)Merck & Co., Inc. (not Merck and Company)

NOTE: The “Sort Name” for a business is automatically generated by the system as it is for an individual. The business “Sort Name” field must be manually populated with a name that will sort the business logically in alphabetical order in a list with the other businesses in the database. Example: “The Village Inn” would get the sort name “Village Inn, The”.




10.11 Corporate Honor Roll labels

Corporate Honor Roll labels are added for corporations whose legal name may be duplicated across multiple locations with differing giving levels. The location is added to the corporation in parenthesis for publishing in the Honor Roll list.

Corporate Honor Roll label (H) should be added in Former and Alternate Names by AGR staff during entry and creation of multiple corporate records and during review of the annual honor roll.

Example:ID Honor Roll Label Sort Name000902165 Courtyard by Marriott (Harrisonburg, VA) Courtyard by Marriott000067732 Courtyard by Marriott (Rockville, MD) Courtyard by Marriott000118390 Courtyard Marriott (Williamsburg, VA) Courtyard by Marriott

10.12 SuffixesA suffix is a professional designation that follows a name.

The only suffixes that will be utilized in the AIS database are those that are part of a legal name such as “Jr.”, “Sr.” or “III”.

Other suffixes are as follows although this list is not exhaustive. See the abbreviation section of Webster’s Dictionary for additional choices.

Suffix ReferenceCEO Chief Executive Officer CFO Chief Financial Officer CPA Certified Public Accountant DC Doctor of Chiropractic Dean Dean Director Director DDS Dentist DMD Doctor of Dental Medicine DO Doctor of Osteopathy DVM Doctor of Veterinary Medicine Esq. Esquire JD Juris Doctor Jr. JuniorLLD Doctor of Laws MD Doctor of Medicine OD Doctor of Optometry PhD Doctor of Philosophy Ret Retired RN Registered Nurse Sr. Senior

NOTE: Although most suffixes are not utilized in the constituent name in Viking, it is important to capture this career information in the database. Utilize the “Job” field in the Related Organizations screen to capture important career information and forward all such information to Prospect Research.




10.13 Anonymous donors/donations

There are multiple methods for handling anonymous donors in the AIS system. A donor may wish to remain entirely anonymous or may wish for one of many of their gifts to the University to be anonymous.

In general there are Anonymous Donors, Anonymous Gifts (transactions) and Anonymous IDs.

Please see AIS-SOP-002 – Entry and Tracking of Anonymous Donors - for a detailed description on how to handle donor requests for anonymity in the AIS system.

10.14 Deceased IndividualsThere are many ways AIS may learn that a constituent is deceased. AIS may receive returned mail that is marked ‘Deceased’ by the post office, receive a letter from the family, or receive a copy of an obituary. These sources are considered reliable and verifiable.

In all cases that are not reliable and verifiable, (I.E.: Call-center information or word of mouth) the information received must be forwarded to Prospect Research for further verification (after the constituent is updated to Deceased in the database).

In the case of information that is reliable and verifiable, AGR must check the Prospect Chronology screen in Viking to see if the deceased is defined as a Prospect. If the deceased is a Prospect, all documentation must be forwarded to Prospect Research for further investigation (after the constituent is updated to Deceased in the database).

When a gift is received from the estate of a deceased individual, the prefix in Viking should be changed to “Estate of” to ensure proper addressing of thank you notes, inclusion in Honor Roll and proper coding of gift by CFAE type.

Please see AIS-SOP-009 – Deceased Constituent Data Entry -- for a detailed description on how to further handle deceased constituents in the AIS system.

NOTE: When a married constituent dies, all joint salutations on both spouse’s records must be deleted. Requested labels and Honor Roll labels will also require updates.




11.0 ADDRESSES – GUIDELINES FOR DATA ENTRY OF ADDRESSESStreet names are composed of a number, the street name and a possible unit designator. Follow the guidelines below in entering an address into the AIS system.

11.1 Standards

All information is typed in upper/lower case format (i.e. not all caps or all lower).

11.2 SymbolsSymbols should never be used in the first position of an address field. The ampersand ‘&’ should never be used in place of ‘and’. The percent symbol ‘%’ should never be used. The designation for ‘in care of’ should be abbreviated as ‘C/O’ and should be entered on the first street address line.

11.3 Standardized USPS Delivery Address Line and Last Line

The Delivery Address Line and the Last Line of addresses output to the mail-piece should be complete, standardized, and validated with the ZIP+4 File and City State File, respectively. The Postal Service defines a complete address as one that has all the address elements necessary to allow an exact match with the current Postal Service ZIP+4 and City State Files.

A standardized address is one that is fully spelled out, abbreviated by using the Postal Service standard abbreviations or as shown in the current Postal Service ZIP+4 file.

11.4 Address PunctuationPunctuation in the street number and name is normally limited to periods, slashes and hyphens and should be used if space permits. With the exception of the hyphen in the ZIP+4 configuration, punctuation in the address may be omitted if necessary.

Periods: 39.2 RD Slashes (fractional addresses): 101 ½ Main St Hyphens (hyphenated address): 289-01 Montgomery Ave

11.5 Standard State/Province Abbreviations:State codes must be entered for all U.S. and Canadian addresses. For additional information, refer to the Postal Service Address Standards publication.

NOTE: If all searches for a constituent address have been exhausted and no address can be identified – enter “LOST” and the date MM/DD/YYYY in the Phone 3 field.




Canadian Provinces are entered in the State/Province field, NOT in the City field. Canadian provinces and territories are:

Province or Territory Code Alberta AB British Columbia BC Manitoba MB New Brunswick NB Newfoundland and Labrador NL Northwest Territories NT Nova Scotia NS Nunavut NU Ontario ON Prince Edward Island PE Québec QC Saskatchewan SK Yukon YT

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of abbreviations for US States:

US State postal abbreviations

11.6 Standard Street Abbreviations:

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of postal abbreviations for standard streets.

Standard street abbreviations

11.7 Secondary Unit Abbreviations:

If the street address contains a secondary unit designator, such as an apartment, suite, building, etc., the preferred location is at the end of the street address.

Examples:

102 Main St Apt 101

1356 Executive Dr Ste 202

1600 Central Pl Bldg 14

55 Sylvan Blvd Rm 18




If the primary address uses all available characters on the address line, the secondary unit designator should be on the first address line preceding the primary address. The unit designator should never be on the line following the primary address.

Examples:

Ste 202

1356 S Executive Dr

Recommended abbreviations for common unit designators are:

Unit Designator Abbreviation

Apartment Apt

Building Bldg

Floor Fl

Room Rm

Suite Ste

Trailer Trlr

Unit Unit

Refer to the Postal Addressing Standards publication or the appendix of this document for other unit designator abbreviations.

Please click on the link or go to the Appendix (Section 20.0) for a detailed list of postal abbreviations for secondary units:

Secondary Unit Designator

11.8 Compass DirectionsIf appropriate, compass directional words may be abbreviated at the beginning and/or end of the street name. Since a directional word could be confused with the street name, apparent directional words in the middle of the address line should be spelled out; the second directional word must always be spelled out if space will not allow both to be spelled out. Examples:

102 N Main St SW 160 N South St 1624 N South Blvd

Compass directional words should be abbreviated as follows: East E Northeast NE West W Northwest NW North N Southeast SE South S Southwest SW




Do not use abbreviated compass directions in city names if you have enough space to enter the entire city name spelled out.

11.9 Street Address with an associated PO BoxIf an address contains BOTH a street address and a post office box, the U.S. Post Office will deliver mail to the first address line listed above the city/state/zip line. In this situation, it is preferred that the post office box be the last part of the address entered before the city/state/zip.

INFORMATION GIVEN

VIKING ADDRESS ENTRY

Dr. John Franklin Smith Dr. John Franklin Smith Dr. John Franklin Smith Evergreen Building Evergreen Building Evergreen Bldg 1379 West Pine P.O. Box 2351 1379 W Pine P.O. Box 2351 1379 W Pine PO Box 2351 Denver, Colorado 87003 Denver, Colorado 87003 Denver, CO 87003

Do not enter data into the second address line until data has been entered into the first address line. Also, data should not be entered in the third address line until data has been entered into the second line. An example of a three-line address is:

C/O Marvin Martian Chanin and Levers Inc 1600 Martian Blvd Ste 910

11.10 Military Addresses - OverseasOverseas military addresses must contain the APO (Army Post Office) or FPO (Fleet Post Office) designation along with a two-character “state” abbreviation of AE, AP or AA and the zip code. .

AA for mail in the Americas other than Canada (340) AE for mail going to Europe, the Middle East, Africa and Canada (090 through 098) AP for mail destined to the Pacific (962 through 966)

Examples: SSGT Mario Martian Unit 2050 Box 4190 APO AP 96522-1215

Sgt Cher Downey PSC 802 Box 2625

NOTE: US Postal Service address readers start from the bottom of an address and read up. PO BOX should always be located directly above city/state/zip in an address.




APO AE 09777-0010

Seaman Duane Reeves B Division USS North Dakota FPO AA 34093-2344

11.11 Military Addresses – Domestic

All domestic military mail must have a regular street style address. Examples:

Col Margaret HenryLowery Air Force Base 8205 East Sixth Avenue 405 Denver CO 80234 Capt Jack Harris 2314 Barracks St Minot AFB ND 58705

11.12 International AddressesEnter an international address exactly as provided, including punctuation. Try to avoid commas, however, as much as possible.

Do not abbreviate words that are spelled out.

With the exception of Canadian addresses, the City/State field should contain the full name of the province or state for a foreign address. Canadian addresses should use the state/province code field for the province code.

If available, the postal code should be entered in the ZIP/postal code field.




11.13 JMU Business Addresses

Addresses for JMU employees should be entered into Viking as follows:Business = 800 South Main StStreet 2 = MSC XXXXStreet 3 = DivisionStreet 4 = Department

Biographical (Primary Business Address):

NOTE: Standard reports for Employee Giving utilize the Street 3 (Division) to segment data. It is imperative that the “Street 3” field contain the correct division for the JMU employee. Division must be all caps and specific format: i.e., UNIVERSITY ADVANCEMENT, PRESIDENTS OFFICE.




11.14 Corporate Addresses

All corporate addresses should follow US Postal standards for punctuation, abbreviations, and unit designators. (See prior sections.) EXAMPLE:

Merck & Co., Inc.One Merck DrivePO Box 100Whitehouse Station, NJ 08889-0100

Organizations>Biographical:

NOTE: Federal ID Number should be entered Organizations Biographical screen for all corporations if it is known. This number can also be referred to by the IRS as the Employer ID number or the Federal Tax ID number.

https://viking.jmu.edu:4444/pls/vikingdmo/web.do_orgbio?keynumber=000013063




11.15 SIC Codes

Standard Industrial Classification (SIC) codes in Viking are populated in the Organizations> Biographical screen.

If you are adding a new corporation, and need to determine the SIC code, several websites can be utilized to search, by company, for the code:

http://premium.hoovers.com/subscribe/

or

http://www.osha.gov/pls/imis/sicsearch.html

http://www.osha.gov/pls/imis/sicsearch.html

http://premium.hoovers.com/subscribe/




12.0 PHONE NUMBERS – GUIDELINES FOR DATA ENTRY OF PHONE NUMBERS

12.1 Domestic Phone Numbers

The standard entry for all phone and fax numbers is as follows:

Area code must be in parenthesis.

One space between area code and phone number

Hyphen between first 3 and last 4 characters

Example: (540) 568-3555

The Primary home phone number should be entered in the HOME section; primary business phone number should be entered in the BUSINESS section of the Primary Address screen.

Phone 2 and Phone 3 fields should be coded as to what type of phone number they represent (cell, fax etc).

12.2 International Phone NumbersInternational telephone numbers consist of four to seven digits. International telephone numbers should include the country and city codes as part of the international access code field.

1. Country Code

The country code consists of one to four digits and is required (e.g. 876)

2. 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).

“011” must be dialed when making international calls from the United States unless dialing to any country included in the North American Numbering Plan.

The North American Numbering Plan, 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 Viking system.

NOTE: There are only two exceptions to entering text in any of the Phone fields. When entering an extension in a business phone, the extension begins with “x”; and if all searches have been exhausted and no address can be identified – enter “LOST” and the Date (MM/DD/YYYY) in the “Phone 3” field.




Country Area Code

Anguilla 264

Antigua 268

Bahamas 242

Barbados 246

Barbuda 268

Bermuda 441

British Virgin Islands 284

Canada Multiple

Cayman Islands 345

Dominica 767

Dominican Rebublic 809

Grenada 473

Guam 671

Jamaica 876

Montserrat 664

Northern Marianas Islands (Saipan, Rota and Tinian) 671

Puerto Rico 787

St. Kitts/Nevis 869

St. Lucia 758

St. Vincent and Grenadines 784

Trinidad and Tobago 868

Turks and Caicos Islands 649

U.S. Virgin Islands 340




13.0 EMAILWhen entering an individual’s email address, the E-Mail Pref section needs to have either Home or Business selected

13.1Personal Email Address

The individual’s personal email address is entered in the email field under the home address section on the biographical screen. If an additional personal email address is available, it is entered in the website field of the home address section.

13.2Business Email Address

The individuals’ business email address is entered in the email field under the business address section on the biographical screen. No personal email addresses should be entered in this field.

14.0 ADDRESS SOURCE CODESThe Biographical screen includes Source Codes that are used when a change is made to a record. Source codes are used to create a historical record of address changes and allow data entry operators to make informal decisions regarding address updates based on the source of the change.

D – DepartmentInformation received from university departments or employees; i.e., Development officers, alumni office, donor relations, Dr. Brakke (Dean, Sci & Math), COB, etc.

E – Email/PhoneChange to email and/or phone ONLY

I – Import/DownloadImport of new date – i.e., NOCA, Harris, Alumni Finder Screening, Ruffalo Cody; Downloads of internal system information – Student Admin (SA), Human Resources (HR), Graduates (Grad), Parent

K – Spelling/Entry CorrectionUsed for cleanup to spelling & entry only…not verification of information…i.e., spelling, zip codes (adding +4), phone number formatting, etc. If this code is taken away, data clean up may not happen for fear of creating unreliable source data.

P – USPS Personal SearchInformation is much more reliable than typical web search. It is retrieved from www.usps.org (United States Postal Services) or is received in the mail as return mail.

http://www.usps.org/




Q – ProjectsInformation received for data cleanup projects, quality assurance projects, etc. If a project will be assigned a source other than “project”, the source code must be specified in the instructions.

S – SelfInformation received via gift updates, self reported through phone, mail, Harris (on-line community), and phonathon (Ruffalo Cody direct).

W – Web SearchInformation is sought from the Internet. AGR searches the Internet for information using web tools, i.e. Alumni Finder, Hoovers, web, etc.

15.0 GENERAL INDICATORSThe Biographical screen also includes General Indicators that contains a variety of information especially pertaining to contacting the constituent.

The “General Notes” section on this screen contains further explanations (such as how we received information about an individual who has passed away) concerning particular indicators. This section also includes the source from a name change or similar adjustment, entered into the comments field. Other notes include do not call or remove from lists, entered as Date MM/DD/YYYY, note, initials. Below is a list of the fields in the General Indicators and their corresponding usage:

Field UseLiving

“ ” unless deceased.Removed

“ ” when individual is deceasedAddress Unknown

“ ” when individual address is unknown – Individual LostAnonymous

“ ” when an individual has requested to be anonymousVIP Not usedDuplicate Mail

“ ” when a two alumni household wishes to get two of the same mailing

Receives Mail“ ” unless an individual requests not to receive any mail from JMU

Receives Magazine “ ” unless an individual requests no Madison Magazine

Receives Newspaper “ ” unless an individual requests no Geico or MBNA (Alumni relations)

mailings.Date of Birth Downloaded for alumni from the Student Administration System

(Registrar) when they graduate (MM/DD/YYYY) or self reports by individual or Development officer

http://wzus.ask.com/r?t=a&d=us&s=a&c=p&ti=1&ai=30751&l=dir&o=0&sv=0a300524&ip=867e7560&u=http%3A%2F%2Fwww.coj.net%2FNR%2Frdonlyres%2Feps4yff2gk3cbbv5h3xmqpfapocmng5qnytl3lbf6ac3ci7efii7sm4mzfqaznvscanzsxpjnt3m5x2wnevlokg5cnh%2Fcheck%2Bmark.gif











Date of Death Must be included when recording obituary information (MM/DD/YYYY)Place of Birth Record if knownMarital Status Only enter when known. Choices include Unknown, Married, Divorced,

Single, Partner and Widowed.Ethnic Origin Downloaded for alumni from the Student Administration System

(Registrar)Religion Only enter when known – sometimes provided by Constituent RelationsCitizenship Downloaded for alumni from the Student Administration System

(Registrar) – Usually code of ‘US’- USA unless the alum is a citizen of another country, then code is ‘FR’ – Foreign National.

Biographical (General Indicators):

NOTE: When entering a “Note” below the General Indicators, BEGIN the note with the date entered and END the note with your initials.




16.0 CFAE TYPES – PER CASE STANDARDSCASE is the “Council for Advancement and Support of Education.” The CASE board sets standards for reporting fundraising results for higher education institutions. The following are the CASE recommended donor categories (CFAE types):

Alumni – Any full or part-time, undergraduate or graduate, who has earned some credit toward one of the degrees, certificates, or diplomas offered by the university.

Parent – Individuals who are the parents or guardians of current or former students at the university.

Employee – Individual employed by the university. Former employees, retirees (faculty emeritus) and students are not included.

Student – Individual currently enrolled at the university.

Friend – Individual who has donated to the university or has developed a relationship with the university.

Corporation – Businesses, partnerships, and cooperatives that have been organized for profit-making purposes, including corporations owned by individuals and families and other closely held companies who have given either a company gift, matching gift or has developed a relationship with the university. This category also includes company sponsored foundations – that is, those created by business corporations and funded exclusively by their companies as well as industry trade associations.

Foundation – Personal and family foundations and other foundations and trusts that are private tax-exempt entities operated exclusively for charitable purposed.

NOTE: For reporting, alumni take highest precedence, then parents, followed by employees.




17.0 RECORD TYPES

17.1 Individual record types

Record types in Viking reflect the CFAE codes; they are entered under the People>Biographical screen by clicking on “New” under the “Record Types” heading.

Bigraphical (Record Types) screen #1:




Define the record type by selecting from the following list.

Bigraphical (Record Types) screen #2:

Once the record type is defined, other information can be entered about that record (as in grad year for the alumni – note this is the PREFERRED grad year (see section 8.1 Preferred Grad Year). PREFERRED will be entered into the COMMENTS field when appropriate.

17.2 Corporate record types

Record types in Viking reflect the CFAE codes; they are entered under the Organization>Biographical screen by clicking on “New” under the “Record Types” heading.

Corporate record types are defined as follows:

A. Family Foundation/Alumni Personal and family foundations established by alumni that are private tax-exempt entities operated exclusively for charitable purposes. These operate as the conduits for the charitable donations of an individual or immediate members of a family.

Example: Leeolou Family Foundation

B. Corporate Foundation Company -sponsored foundations established with company profits as opposed to individual personal gifts.




Example: Lockheed Martin Corporation Foundation

C. Corporation Any corporation, company or business Example: Circuit City Stores

D. Family Foundation/Friend Family foundations established by a friend that are private tax-exempt entities operated exclusively for charitable purposes. These operate as the conduits for the charitable donations of an individual or immediate members of a family.

Example: Houff Foundation

E. Educational Institution Any college, university or public school Example: James Madison University, Harrisonburg High School

F. Foundation Private Foundations that are private tax-exempt entities operated exclusively for charitable purposes.Example: Lettie Pate Whitehead Foundation

G. Fund Raising Consortium Entities that have been formed by a group of cooperating institutions or organizations for the purpose of facilitation their fund-raising activities.Example: The United Way, World Reach, Inc.

H. Public Charity Example: American Red Cross, American Cancer Society

K. Family Corporation/Friend Example: Hilliard’s Chocolate System (Mr. Joe McDorman Owner. Person has an ID and is receiving memo credit for the gift. May be the recipient of athletic benefits)

L. Club Groups, fraternities, sororities, chapters and clubs established for social activities.Example: Zeta Phi Beta Sorority, Shenandoah Valley Garden Club

M. Family Corporation/AlumniExample: Bud-Dol Terrace Enterprises (Owner: Raymond W. Showalter JMU Alum. Person has an ID and is receiving memo credit for the gift. May be the recipient of athletic benefits.)

N. Agency A business or service acting for others or an administrative governmental departmentExample: Women’s Issues Network, Shenandoah Valley Partnership,




P. Partnership Two or more persons who together own a business.Example: Dudley, Galumbeck, Necessary & Dennis, Attorneys

R. Religious Group Any church affiliated groupExample: Catholic Campus Ministry, First United Methodist Church

S. Association An organized body of people; society Example: Foreign Language Association of VA, National Association of School Psychologists

T. Trust/Bequest Alumni A trust agreement established by an alumnus as a vehicle for making a charitable contribution.Example: Agnes M. Price Charitable Lead Trust #918898400

U. Trust/Bequest Friend A trust agreement established by a friend as a vehicle for making a charitable contribution.Example: Thelma Kennett Branch Trust ID#000901669

V. Government A governing body Example: Embassy of the Federal Republic of Germany.

W.Estate - Alumni Estate gifts received upon the death of an alumnus of the university.

X. Estate - Friend Estate gifts received upon the death of a friend of the university.

Y. Family

Z. Family - Friend




17.3 JMU Employee Record TypesJMU employee records should be kept as up to date as possible for solicitations and mailings.The following are the ONLY valid entries for JMU employees:

Description Record Type Status

Current Full-time JMU Employee “E” = Employee Full-time

Current Part-time JMU Employee “E” = Employee Part-time

Current Retired JMU Employee “R” = Retired Current

Current Retired JMU Employee who is also working full-time

“R” = Retired

“E” = Employee

Current

Full-time

Current Retired JMU Employee who is also working part-time

“R” = Retired

“E” = Employee

Current

Part-time

Terminated Full or Part-time JMU “X” = Former Employee Current

Affiliate employees (Aramark) NO record type of “E” = Employee Do NOT use “Affiliate” status




A retired employee who returns to the university to work after retirement is the only employee who should have two employment record types. Please see screen shot below for example.

If an employee separates from the Institution, whether they resign or are terminated, their “Employee” (E) record type should be changed to “Former Employee” (X) record type.




Relationships (Related Organizations):

If an employee separates from the Institution, whether they resign or are terminated, their relationship to the organization should be changed to “Former Employer.”

https://viking.jmu.edu:4444/pls/vikingdmo/web.do_indrelationships?keynumber=000034289




18.0 VERSION HISTORYVersion Date Prepared By Description of Changes0.0 21-December-2005 D. Jordan Issued for Review

0.1 21-February-2006 D. Jordan Revised after review

0.2 22-March-2006 D. Jordan Revised for retired military abbreviations

0.3 22-Aug-2006 D. Jordan Revised for salutations, grad year information, date formats, corporate addresses and fed id number, general indicators, and nicknames.

0.4 30-Aug-2006 D. Jordan Updated for revised new business process around preferred grad year and added section for coding record types (especially employees).

0.5 20-Oct-2006 D. Jordan Updated entry of names (W. Mark) and added section for record types pertaining to JMU employees.

0.6 15-Dec-2006 D. Jordan Updated with section 11.15 for Corporate SIC codes

0.7 10-Jul-2007 D. Jordan Update to prefixes/salutations

0.8 25-Apr-08 G. Turner Updated with Viking Web screen shots.

0.9 05-May09 C. Henry Revised after review

1.0 09-June-2009 D. Jordan Updated general indicators with Receives Magazine and Receives Mail definitions.

1.1 15-July-2009 D. Jordan Added instructions for corporate honor roll labels.

1.2 20-Jul-2009 D. Jordan Added corporate record types and instructions for use of quotes in corporate names.

19.0 REFERENCES

Reference Identification / Description

Source / Location

Case Management and Reporting Standards – 3rd edition

AIS Library

US Military Officer Rank Abbreviations http://www.defenselink.mil/specials/insignias/officers.html

US Military Enlisted Rank Abbreviations http://www.defenselink.mil/specials/insignias/enlisted.html

http://www.defenselink.mil/specials/insignias/enlisted.html

http://www.defenselink.mil/specials/insignias/enlisted.html

http://www.defenselink.mil/specials/insignias/officers.html

http://www.defenselink.mil/specials/insignias/officers.html




20.0 APPENDIX

20.1 US State postal abbreviations

State/Possession Abbreviation

ALABAMA AL

ALASKA AK

AMERICAN SAMOA AS

ARIZONA AZ

ARKANSAS AR

CALIFORNIA CA

COLORADO CO

CONNECTICUT CT

DELAWARE DE

DISTRICT OF COLUMBIA DC

FEDERATED STATES OF MICRONESIA FM

FLORIDA FL

GEORGIA GA

GUAM GU

HAWAII HI

IDAHO ID

ILLINOIS IL

INDIANA IN

IOWA IA

KANSAS KS

KENTUCKY KY

LOUISIANA LA





MAINE ME

MARSHALL ISLANDS MH

MARYLAND MD

MASSACHUSETTS MA

MICHIGAN MI

MINNESOTA MN

MISSISSIPPI MS

MISSOURI MO

MONTANA MT

NEBRASKA NE

NEVADA NV

NEW HAMPSHIRE NH

NEW JERSEY NJ

NEW MEXICO NM

NEW YORK NY

NORTH CAROLINA NC

NORTH DAKOTA ND

NORTHERN MARIANA ISLANDS MP

OHIO OH

OKLAHOMA OK

OREGON OR

PALAU PW

PENNSYLVANIA PA

PUERTO RICO PR

RHODE ISLAND RI





SOUTH CAROLINA SC

SOUTH DAKOTA SD

TENNESSEE TN

TEXAS TX

UTAH UT

VERMONT VT

VIRGIN ISLANDS VI

VIRGINIA VA

WASHINGTON WA

WEST VIRGINIA WV

WISCONSIN WI

WYOMING WY




20.2 Standard street abbreviations

Primary Street Suffix Name

Commonly used Street

Suffix or Abbreviation

Postal Service Standard Suffix or

AbbreviationALLEY ALLEE ALYALLEY ALLEY ALYALLEY ALLY ALYALLEY ALY ALYANNEX ANEX ANXANNEX ANNEX ANXANNEX ANNX ANXANNEX ANX ANXARCADE ARC ARCARCADE ARCADE ARCAVENUE AV AVEAVENUE AVE AVEAVENUE AVEN AVEAVENUE AVENU AVEAVENUE AVENUE AVEAVENUE AVN AVEAVENUE AVNUE AVE

B

BAYOO BAYOO BYUBAYOO BAYOU BYUBEACH BCH BCHBEACH BEACH BCHBEND BEND BNDBEND BND BNDBLUFF BLF BLFBLUFF BLUF BLFBLUFF BLUFF BLFBLUFFS BLUFFS BLFSBOTTOM BOT BTMBOTTOM BOTTM BTMBOTTOM BOTTOM BTMBOTTOM BTM BTMBOULEVARD BLVD BLVDBOULEVARD BOUL BLVDBOULEVARD BOULEVARD BLVDBOULEVARD BOULV BLVDBRANCH BR BRBRANCH BRANCH BRBRANCH BRNCH BRBRIDGE BRDGE BRGBRIDGE BRG BRGBRIDGE BRIDGE BRG








AbbreviationBROOK BRK BRKBROOK BROOK BRKBROOKS BROOKS BRKSBURG BURG BGBURGS BURGS BGSBYPASS BYP BYPBYPASS BYPA BYPBYPASS BYPAS BYPBYPASS BYPASS BYPBYPASS BYPS BYP

C

CAMP CAMP CPCAMP CMP CPCAMP CP CPCANYON CANYN CYNCANYON CANYON CYNCANYON CNYN CYNCANYON CYN CYNCAPE CAPE CPECAPE CPE CPECAUSEWAY CAUSEWAY CSWYCAUSEWAY CAUSWAY CSWYCAUSEWAY CSWY CSWYCENTER CEN CTRCENTER CENT CTRCENTER CENTER CTRCENTER CENTR CTRCENTER CENTRE CTRCENTER CNTER CTRCENTER CNTR CTRCENTER CTR CTRCENTERS CENTERS CTRSCIRCLE CIR CIRCIRCLE CIRC CIRCIRCLE CIRCL CIRCIRCLE CIRCLE CIRCIRCLE CRCL CIRCIRCLE CRCLE CIRCIRCLES CIRCLES CIRSCLIFF CLF CLFCLIFF CLIFF CLFCLIFFS CLFS CLFSCLIFFS CLIFFS CLFS








AbbreviationCLUB CLB CLBCLUB CLUB CLBCOMMON COMMON CMNCORNER COR CORCORNER CORNER CORCORNERS CORNERS CORSCORNERS CORS CORSCOURSE COURSE CRSECOURSE CRSE CRSECOURT COURT CTCOURT CRT CTCOURT CT CTCOURTS COURTS CTSCOURTS CT CTSCOVE COVE CVCOVE CV CVCOVES COVES CVSCREEK CK CRKCREEK CR CRKCREEK CREEK CRKCREEK CRK CRKCRESCENT CRECENT CRESCRESCENT CRES CRESCRESCENT CRESCENT CRESCRESCENT CRESENT CRESCRESCENT CRSC CRESCRESCENT CRSENT CRESCRESCENT CRSNT CRESCREST CREST CRSTCROSSING CROSSING XINGCROSSING CRSSING XINGCROSSING CRSSNG XINGCROSSING XING XINGCROSSROAD CROSSROAD XRDCURVE CURVE CURV

D

DALE DALE DLDALE DL DLDAM DAM DMDAM DM DMDIVIDE DIV DVDIVIDE DIVIDE DVDIVIDE DV DV








AbbreviationDIVIDE DVD DVDRIVE DR DRDRIVE DRIV DRDRIVE DRIVE DRDRIVE DRV DRDRIVES DRIVES DRS

E

ESTATE EST ESTESTATE ESTATE ESTESTATES ESTATES ESTSESTATES ESTS ESTSEXPRESSWAY EXP EXPYEXPRESSWAY EXPR EXPYEXPRESSWAY EXPRESS EXPYEXPRESSWAY EXPRESSWAY EXPYEXPRESSWAY EXPW EXPYEXPRESSWAY EXPY EXPYEXTENSION EXT EXTEXTENSION EXTENSION EXTEXTENSION EXTN EXTEXTENSION EXTNSN EXTEXTENSIONS EXTENSIONS EXTSEXTENSIONS EXTS EXTS

F

FALL FALL FALLFALLS FALLS FLSFALLS FLS FLSFERRY FERRY FRYFERRY FRRY FRYFERRY FRY FRYFIELD FIELD FLDFIELD FLD FLDFIELDS FIELDS FLDSFIELDS FLDS FLDSFLAT FLAT FLTFLAT FLT FLTFLATS FLATS FLTSFLATS FLTS FLTSFORD FORD FRDFORD FRD FRD








AbbreviationFORDS FORDS FRDSFOREST FOREST FRSTFOREST FORESTS FRSTFOREST FRST FRSTFORGE FORG FRGFORGE FORGE FRGFORGE FRG FRGFORGES FORGES FRGSFORK FORK FRKFORK FRK FRKFORKS FORKS FRKSFORKS FRKS FRKSFORT FORT FTFORT FRT FTFORT FT FTFREEWAY FREEWAY FWYFREEWAY FREEWY FWYFREEWAY FRWAY FWYFREEWAY FRWY FWYFREEWAY FWY FWY

G

GARDEN GARDEN GDNGARDEN GARDN GDNGARDEN GDN GDNGARDEN GRDEN GDNGARDEN GRDN GDNGARDENS GARDENS GDNSGARDENS GDNS GDNSGARDENS GRDNS GDNSGATEWAY GATEWAY GTWYGATEWAY GATEWY GTWYGATEWAY GATWAY GTWYGATEWAY GTWAY GTWYGATEWAY GTWY GTWYGLEN GLEN GLNGLEN GLN GLNGLENS GLENS GLNSGREEN GREEN GRNGREEN GRN GRNGREENS GREENS GRNSGROVE GROV GRVGROVE GROVE GRVGROVE GRV GRV








AbbreviationGROVES GROVES GRVS

H

HARBOR HARB HBRHARBOR HARBOR HBRHARBOR HARBR HBRHARBOR HBR HBRHARBOR HRBOR HBRHARBORS HARBORS HBRSHAVEN HAVEN HVNHAVEN HAVN HVNHAVEN HVN HVNHEIGHTS HEIGHT HTSHEIGHTS HEIGHTS HTSHEIGHTS HGTS HTSHEIGHTS HT HTSHEIGHTS HTS HTSHIGHWAY HIGHWAY HWYHIGHWAY HIGHWY HWYHIGHWAY HIWAY HWYHIGHWAY HIWY HWYHIGHWAY HWAY HWYHIGHWAY HWY HWYHILL HILL HLHILL HL HLHILLS HILLS HLSHILLS HLS HLSHOLLOW HLLW HOLWHOLLOW HOLLOW HOLWHOLLOW HOLLOWS HOLWHOLLOW HOLW HOLWHOLLOW HOLWS HOLW

I

INLET INLET INLTINLET INLT INLTISLAND IS ISISLAND ISLAND ISISLAND ISLND ISISLANDS ISLANDS ISSISLANDS ISLNDS ISS








AbbreviationISLANDS ISS ISSISLE ISLE ISLEISLE ISLES ISLE

J

JUNCTION JCT JCTJUNCTION JCTION JCTJUNCTION JCTN JCTJUNCTION JUNCTION JCTJUNCTION JUNCTN JCTJUNCTION JUNCTON JCTJUNCTIONS JCTNS JCTSJUNCTIONS JCTS JCTSJUNCTIONS JUNCTIONS JCTS

K

KEY KEY KYKEY KY K YKEYS KEYS KYSKEYS KYS KYSKNOLL KNL KNLKNOLL KNOL KNLKNOLL KNOLL KNLKNOLLS KNLS KNLSKNOLLS KNOLLS KNLS

L

LAKE LAKE LKLAKE LK LKLAKES LAKES LKSLAKES LKS LKSLAND LAND LANDLANDING LANDING LNDGLANDING LNDG LNDGLANDING LNDNG LNDGLANE LA LNLANE LANE LNLANE LANES LNLANE LN LNLIGHT LGT LGTLIGHT LIGHT LGT








AbbreviationLIGHTS LIGHTS LGTSLOAF LF LFLOAF LOAF LFLOCK LCK LCKLOCK LOCK LCKLOCKS LCKS LCKSLOCKS LOCKS LCKSLODGE LDG LDGLODGE LDGE LDGLODGE LODG LDGLODGE LODGE LDGLOOP LOOP LOOPLOOP LOOPS LOOP

M

MALL MALL MALLMANOR MANOR MNRMANOR MNR MNRMANORS MANORS MNRSMANORS MNRS MNRSMEADOW MDW MDWMEADOW MEADOW MDWMEADOWS MDWS MDWSMEADOWS MEADOWS MDWSMEADOWS MEDOWS MDWSMEWS MEWS MEWSMILL MILL MLMILL ML MLMILLS MILLS MLSMILLS MLS MLSMISSION MISSION MSNMISSION MISSN MSNMISSION MSN MSNMISSION MSSN MSNMOTORWAY MOTORWAY MTWYMOUNT MNT MTMOUNT MOUNT MTMOUNT MT MTMOUNTAIN MNTAIN MTNMOUNTAIN MNTN MTNMOUNTAIN MOUNTAIN MTNMOUNTAIN MOUNTIN MTNMOUNTAIN MTIN MTNMOUNTAIN MTN MTN








AbbreviationMOUNTAINS MNTNS MTNSMOUNTAINS MOUNTAINS MTNS

N

NECK NCK NCKNECK NECK NCK

O

ORCHARD ORCH ORCHORCHARD ORCHARD ORCHORCHARD ORCHRD ORCHOVAL OVAL OVALOVAL OVL OVALOVERPASS OVERPASS OPAS

P

PARK PARK PARKPARK PK PARKPARK PRK PARKPARKS PARKS PARKPARKWAY PARKWAY PKWYPARKWAY PARKWY PKWYPARKWAY PKWAY PKWYPARKWAY PKWY PKWYPARKWAY PKY PKWYPARKWAYS PARKWAYS PKWYPARKWAYS PKWYS PKWYPASS PASS PASSPASSAGE PASSAGE PSGEPATH PATH PATHPATH PATHS PATHPIKE PIKE PIKEPIKE PIKES PIKEPINE PINE PNEPINES PINES PNESPINES PNES PNESPLACE PL PLPLACE PLACE PLPLAIN PLAIN PLNPLAIN PLN PLNPLAINS PLAINES PLNSPLAINS PLAINS PLNS








AbbreviationPLAINS PLNS PLNSPLAZA PLAZA PLZPLAZA PLZ PLZPLAZA PLZA PLZPOINT POINT PTPOINT PT PTPOINTS POINTS PTSPOINTS PTS PTSPORT PORT PRTPORT PRT PRTPORTS PORTS PRTSPORTS PRTS PRTSPRAIRIE PR PRPRAIRIE PRAIRIE PRPRAIRIE PRARIE PRPRAIRIE PRR PR

R

RADIAL RAD RADLRADIAL RADIAL RADLRADIAL RADIEL RADLRADIAL RADL RADLRAMP RAMP RAMPRANCH RANCH RNCHRANCH RANCHES RNCHRANCH RNCH RNCHRANCH RNCHS RNCHRAPID RAPID RPDRAPID RPD RPDRAPIDS RAPIDS RPDSRAPIDS RPDS RPDSREST REST RSTREST RST RSTRIDGE RDG RDGRIDGE RDGE RDGRIDGE RIDGE RDGRIDGES RDGS RDGSRIDGES RIDGES RDGSRIVER RIV RIVRIVER RIVER RIVRIVER RIVR RIVRIVER RVR RIVROAD RD RDROAD ROAD RD








AbbreviationROADS RDS RDSROADS ROADS RDSROUTE ROUTE RTEROW ROW ROWRUE RUE RUERUN RUN RUN

S

SHOAL SHL SHLSHOAL SHOAL SHLSHOALS SHLS SHLSSHOALS SHOALS SHLSSHORE SHOAR SHRSHORE SHORE SHRSHORE SHR SHRSHORES SHOARS SHRSSHORES SHORES SHRSSHORES SHRS SHRSSKYWAY SKYWAY SKWYSPRING SPG SPGSPRING SPNG SPGSPRING SPRING SPGSPRING SPRNG SPGSPRINGS SPGS SPGSSPRINGS SPNGS SPGSSPRINGS SPRING SPGSSPRINGS SPRNGS SPGSSPUR SPUR SPURSPURS SPURS SPURSQUARE SQ SQSQUARE SQR SQSQUARE SQRE SQSQUARE SQU SQSQUARE SQUARE SQSQUARES SQRS SQSSQUARES SQUARES SQSSTATION STA STASTATION STATION STWSTATION STATN STASTATION STN STASTRAVENUE STRA STRASTRAVENUE STRAV STRA








AbbreviationSTRAVENUE STRAVE STRASTRAVENUE STRAVEN STRASTRAVENUE STRAVENUE STRASTRAVENUE STRAVN STRASTRAVENUE STRVN STRASTRAVENUE STRVNUE STRASTREAM STREAM STRMSTREAM STREME STRMSTREAM STRM STRMSTREET ST STSTREET STR STSTREET STREET STSTREET STRT STSTREETS STREETS STSSUMMIT SMT SMTSUMMIT SUMIT SMTSUMMIT SUMITT SMTSUMMIT SUMMIT SMT

T

TERRACE TER TERTERRACE TERR TERTERRACE TERRACE TERTHROUGHWAY THROUGHWAY TRWYTRACE TRACE TRCETRACE TRACES TRCETRACE TRCE TRCETRACK TRACK TRAKTRACK TRACKS TRAKTRACK TRAK TRAKTRACK TRK TRAKTRACK TRKS TRAKTRAFFICWAY TRAFFICWAY TRFYTRAFFICWAY TRFY TRFYTRAIL TR TRLTRAIL TRAIL TRLTRAIL TRAILS TRLTRAIL TRL TRLTRAIL TRLS TRLTUNNEL TUNEL TUNLTUNNEL TUNL TUNLTUNNEL TUNLS TUNLTUNNEL TUNNEL TUNLTUNNEL TUNNELS TUNL








AbbreviationTUNNEL TUNNL TUNLTURNPIKE TPK TPKETURNPIKE TPKE TPKETURNPIKE TRNPK TPKETURNPIKE TRPK TPKETURNPIKE TURNPIKE TPKETURNPIKE TURNPK TPKE

U

UNDERPASS UNDERPASS UPASUNION UN UNUNION UNION UNUNIONS UNIONS UNS

V

VALLEY VALLEY VLYVALLEY VALLY VLYVALLEY VLLY VLYVALLEY VLY VLYVALLEYS VALLEYS VLYSVALLEYS VLYS VLYSVIADUCT VDCT VIAVIADUCT VIA VIAVIADUCT VIADCT VIAVIADUCT VIADUCT VIAVIEW VIEW VWVIEW VW VWVIEWS VIEWS VWSVIEWS VWS VWSVILLAGE VILL VLGVILLAGE VILLAG VLGVILLAGE VILLAGE VLGVILLAGE VILLG VLGVILLAGE VILLIAGE VLGVILLAGE VLG VLGVILLAGES VILLAGES VLGSVILLAGES VLGS VLGSVILLE VILLE VLVILLE VL VLVISTA VIS VISVISTA VIST VISVISTA VISTA VISVISTA VST VIS








AbbreviationVISTA VSTA VIS

W

WALK WALK WALKWALKS WALKS WALKWALL WALL WALLWAY WAY WAYWAY WY WAYWAYS WAYS WAYSWELL WELL WLWELLS WELLS WLSWELLS WLS WLS




20.3 Secondary Unit DesignatorSecondary Unit

DesignationApproved

Abbreviation APARTMENT APT BASEMENT BSMT * BUILDING BLDG DEPARTMENT DEPT FLOOR FL FRONT FRNT * HANGAR HNGR LOBBY LBBY * LOT LOT LOWER LOWR * OFFICE OFC * PENTHOUSE PH * PIER PIER REAR REAR * ROOM RM SIDE SIDE * SLIP SLIP SPACE SPC STOP STOP SUITE STE TRAILER TRLR UNIT UNIT UPPER UPPR * Does not require secondary range number to follow.

20.4 Military Officer Rank Abbreviations

Army Navy/

Coast Guard

Marine Air Force

Warrant Officer 1 = WO1 USN Warrant Officer 1 = WO1

Warrant Officer 1 = WO No Warrant Officer

Chief Warrant Officer 2 = CW2

USN Chief Warrant Officer 2 = CWO2

Chief Warrant Officer 2 = CWO2

No Warrant Officer




No Warrant Officer




No Warrant Officer




No Warrant Officer




Army Navy/

Coast Guard

Marine Air Force

Second Lieutenant = 2LT Ensign = ENS Second Lieutenant =

2nd Lt.

Second Lieutenant =

2nd Lt.

First Lieutenant = 1LT Lieutenant Junior Grade = LTJG

First Lieutenant = 1st Lt. First Lieutenant = 1st Lt.

Captain = CPT Lieutenant = LT Captain = Capt. Captain = Capt.

Major = MAJ Lieutenant Commander = LCDR

Major = Maj. Major = Maj.

Lieutenant Colonel = LTC Commander = CDR Lieutenant Colonel =

Lt. Col.

Lieutenant Colonel =

Lt. Col.

Colonel = COL Captain = CAPT Colonel = Col. Colonel = Col.

Brigadier General = BG Rear Admiral Lower Half = RADM (LH)

Brigadier General =

Brig. Gen.

Brigadier General =

Brig. Gen.

Major General = MG Rear Admiral Upper Half = RADM (UH)

Major General =

Maj. Gen.

Major General =

Maj. Gen.

Lieutenant General = LTG

Vice Admiral = VADM Lieutenant General =

Lt. Gen.

Lieutenant General =

Lt. Gen.

General = GEN Admiral = ADM General = Gen. General = Gen.

20.5 Military Enlisted Rank Abbreviations

Army Navy/

Coast Guard

Marine Air Force

Private Seaman Recruit = SR Private Airman Basic = AB

Private E-2 = PV2 Seaman Apprentice = SA Private First Class = PFC Airman = Amn

Private First Class = PFC Seaman = SN Lance Corporal = LCpl Airman First Class = A1C

Corporal = CPL

Specialist = SPC

Petty Officer Third Class = PO3

Corporal = Cpl Senior Airman = SrA

Sergeant = SGT Petty Officer Second Class = PO2

Sergeant = Sgt Staff Sergeant = SSgt

Staff Sergeant = SSG Petty Officer First Class = PO1

Staff Sergeant = SSgt Technical Sergeant = TSgt




Army Navy/

Coast Guard

Marine Air Force

Sergeant First Class = SFC

Chief Petty Officer = CPO Gunnery Sergeant = GySgt

Master Sergeant (First Sergeant) = MSgt

Master Sergeant = MSG

First Sergeant = 1SG

Senior Chief Petty Officer = SCPO

Master Sergeant (First Sergeant) = MSgt

Senior Master Sergeant (First Sergeant) = SMSgt

Sergeant Major = MSG

Command Sergeant Major = CSM

Master Chief Petty Officer (Fleet/Command) = MCPO

Sergeant Major = SgtMaj

Master Gunnery Sergeant = MGySgt

Chief Master Sergeant (First Sergeant) = CMSgt

Command Chief Master Sergeant = CCM

Sergeant Major of the Army = SMA

Master Chief Petty Officer of the Navy = MCPON

Master Chief Petty Officer of the Coast Guard = MCPOCG

Sergeant Major of the Marine Corps = SgtMajMC

Chief Master Sergeant of the Air Force = CMSAF

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