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Concord University Banner Data Standard

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The data standards described in this document have been created for the uniform input of all data

in the Banner system. Incorrect data entry causes multiple problems, including but not limited to

inaccurate reporting and duplication of records. It is the policy of Concord University that all

data entry follows the guidelines described below.

ID Numbers

Concord University has implemented a generated ID number for all persons and non-persons in

the Banner system. This ID cannot be changed. It will be automatically created for a person or

vendor at the time they are entered into the system and will be the unique identifier of that person

or vendor. Each unique ID will be nine digits long and will begin with the number “8”.

Exceptions are made for vendors or non-persons who use a contract number as their unique

identifier. Those ID numbers will be changed by the custodian of the record after the generated

ID is created.

General Notes

There are certain characters that cannot be used in any data fields in Banner. Other characters

can be used in special circumstances only. General use of the following characters is explained

below them. Use of these characters can cause problems within the system (e.g. characters mean

different things in SQL language). The characters are:

“At” sign @ Percent sign %

Double Quotes “” Asterisk *

Pound Sign # Colon :

Dollar Sign $ Semicolon ;

Things to remember when using limited punctuation:

The pound sign (#) is not to be used in any data field. It is a formatting command.

Punctuation is to be used in limited data fields as noted:

The period (.) may be used for email addresses, after an abbreviated prefix or suffix,

an initial in a name field, and in the city field of an address.

The comma (,) may be used in names of businesses when needed.

A period (.) or comma (,) may be used in free form text comment fields.

All data entered into a data field should be typed using title case (uppercase and

lowercase letters) using standard capitalization rules. Never use all uppercase or all

lowercase letters.

Abbreviations will be used in certain areas only and will conform to the rules set forth

later in this manual. Use only the abbreviations noted throughout the manual. If you are

in doubt about whether to abbreviate a word, look for it in the manual. If it is not listed,

spell the word out.

Never make any changes to an employee, student, or vendor record without proper

documentation. Refer to the section on data custodianship in the Data Integrity Manual.

The “at” symbol (@) may only be used in email addresses.


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Process For Entering New Person or Vendor

**The first priority of the data entry person is to verify the person or vendor

being put into the system does not already exist there.** A thorough search using

all search engines is mandatory before generating a new ID number. Four name searches

must be checked. In addition, there is an alternate ID search that can be done.

1. Name Search

2. Flashlight Search

3. Form SOAIDNS search

4. ID Search

The first search is done on the name of the person. In SPAIDEN, the field will look like this:

To do the search, type in the last name of the person or vendor in the name field.


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Press the “Enter” key on your keyboard and a window will pop up that looks like this:

The box shows there are three persons with the last name of Doe. You could then click on the

down arrow to see the names and ID’s of those persons. If the name you are looking for is there,

verify that it is the same person (or not) by looking at address, date of birth, or other identifying

information. If the name you are looking for is not there, go to the next search, using the

flashlight at the end of the name field in SPAIDEN.

The second type of search is done by using the flashlight. While the name field is empty,

click on the flashlight with the cursor and it will bring up a screen that looks like this:

Depending on the type of search you are doing, you click on one of the three choices. That will

bring up a new screen that looks like this:


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In this form, you may enter all or part of a last name, first name, or middle name to query on. If

a partial name is all that is known, a percent sign (%) will be the wildcard character to assist in

the search.

Example: Perhaps the person’s name is hyphenated or you are unsure of the spelling. However,

you do know the first four letters of the person’s last name is Smit. Smit% is entered into the last

name field and then hit F8 to run the query. That will pull anyone in the system with a last name

beginning with “Smit” and followed by any and all other characters. You would pull Smit,

Smith, Smithfield, Smith-Jones, etc.


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The third type of search to be done is using the form SOAIDNS. In the direct access box,

type the letters “SOAIDNS” and the form will come up that looks like this:

This form allows you to search on name or ID like you would in SOAIDEN. You can search on

all or part of an ID number, last name, first name, or middle name. Use of the percent sign (%)

as a wildcard character allows for partial information to be used in the search.

The fourth search to be done is the ID search. To complete an ID search, you would use form

GUIALTI. In this form, you can search on any of the fields, including date of birth, entity, or

change indicator. As with all other forms, the percent sign (%) can be used as a wildcard at any

time.


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The use of the wildcards in the places above will result as the following:


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Using The Wildcard for a More Complete Search

Use of the percent sign (%) as a wild card is very useful in doing a thorough search. It allows

flexibility in the search. Searches are not case sensitive unless the “Yes” is checked at the

bottom of the screen. However, all searches are space sensitive.

Search Examples:

If a search was being conducted for a person named Jonathan Williams, it would be entered as

one of the following examples:

Last Name First Name Williams Jo%

Or Will% J%

If the name Jonathan was typed in its entirety, the record may not be found. It could be possible

that his name was originally input as Jon. The record would not be found without use of the

wildcard. As stated earlier, the wildcard will insure a more complete search of the database.

A search is made looking for the name Christopher DeMartino. The searcher is only sure the

first name is Chris and is not sure if the “M” is capitalized. Therefore, the search would be

entered as:

Last Name First Name De%artino Chr%

The search would pull up the person no matter if the “M” is a capital or lower case letter. It

would also pull Chris as well as Christopher.

A search is made looking for the name Sarah Tartaglia. The searcher is unsure of how the name

is spelled, but knows it contains certain characters. This search may look like:

Last Name First Name T% Sar%

Or T%r%i% Sar%

The first example would retrieve all records that had a last name beginning with a “T” and a first

name that began “Sar.” The second example would retrieve all records that had a last name

beginning with a “T” and then had an “r” and an “i,” in that order, somewhere in the last name

and a first name beginning with “Sar.”


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Generating A New ID Number

After the search is completed and the person or vendor is not in the database, a generated ID will

be created. To do this, go into SPAIDEN. The screen will look like this:

To generate an ID for a person, click on the Generate ID button at the top of the screen and the

ID field will say GENERATED.

At this time, do a Control-Page Down to the Current Identification block. The screen will look

like this:


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At this time, enter the last name, first name, and middle name, prefix (if available) and suffix (if

needed and available).

After all the information has been entered, save the form and it will create the ID and insert it

into the two ID fields.


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When generating a vendor, the information is put into the Non-Person Name Information field

and the Person Name Information is left empty.


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Then save the form and an ID will be generated.


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Name Standards Employee names must be entered into the database in the same way it appears on the

Social Security card. Only designated personnel in each department may make name changes.

Refer to the Data Integrity Manual for custodianship of records. All changes will only be made

after proper documentation is given.

Last Name

All information is to be entered using title-case format (uppercase/lowercase letters). Never use

all uppercase or all lowercase letters. Enter the legal spelling and format of the last name using

standard capitalization rules.

Note: If a name legally begins with a lowercase first initial (i.e., dellaToria) the name

will be entered as lowercase first letter. However, keep in mind that when searching for

these types of names, they will appear after all the capital letters (i.e., dellaToria would

be found after Zwick).

Hyphens may be used to separate double last names but should be entered without spaces (e.g.

Brown-Smith). However, if there are two last names unhyphenated (i.e., Martha Lee Creton

Quinton), Martha would be input as the first name; Lee would be input as the middle name;

Creton Quinton would be input as the last name.

Human Resources will input an employee’s name as it appears on their Social Security card.

There is to be no punctuation in the last name field with the exceptions noted below.

Apostrophes may be used in such names as O’Leary, O’Connor, etc., but they need to be entered

without additional spaces. Hyphens can be used without spaces for multiple last names. Spaces

can be used only as shown on the Social Security Card.

Do NOT enter titles, prefixes, or suffixes in the last name field. Use the prefix and suffix fields

for this purpose. Dr., Mr., Mrs., III, Jr., Sr., etc., should never be entered in the last or first name

fields.

Note: If a person has a name change, retrieve that person under their current

name first and follow the name change procedure. Do NOT create a new

record.

First Name

All information is to be entered using title case format (uppercase/lowercase letters). Never use

all uppercase or all lowercase letters. Enter the legal first name, using standard capitalization

rules.

Hyphens may be used to separate double names but should be entered without spaces.

Apostrophes may be used, but do not use spaces before or after the apostrophe.


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Spaces are permitted between multiple names like Mary Ann.

Periods are permitted for those who use an initial for the first name.

For Employees, Human Resources must enter the full first name in this field as it appears on the

Social Security card.

Single character first names should be entered as follows:

Examples: If the Name is: Enter: Field: R. Maureen R. In the first name field

Maureen In the middle name field

P. J. P. In the first name field

J. In the middle name field

Do not use titles, prefixes, or suffixes in the first name field. Use the prefix or suffix field for

this data.

Preferred First Name

Nicknames should be entered in this field using title case format (uppercase/lowercase letters).

Never use all uppercase or all lowercase letters. For example, if a person’s name is Debra

Kathleen Smith and she has indicated that she prefers to be called Debbie, then Debbie would be

entered into this field.

If no preferred name is indicated, this field will be left empty.

Spaces are only permitted for double nicknames like Bobby Jo.

Do not use titles, prefixes, or suffixes in the first name field. Use the prefix or suffix field for

this data.

Middle Name


all uppercase or all lowercase letters. Enter the legal middle name, using standard capitalization

rules. If no middle name or initial exists, leave the field blank.

Hyphens may be used to separate double names but should be entered without spaces.


Spaces are permitted between multiple names like Mary Ann.

Periods should be used if the middle name is an initial.


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Name Change

You must verify with all pertinent departments before making a name change.

To change the name of a person or entity, users must first check to determine data custodian.

Using form GUASYST, users will type in the ID number or name of the person/entity. Banner

will provide the information necessary to determine area and custodianship of the person’s

record. If the record does not belong to your custodianship, forward the information to the

appropriate office. If you are the correct custodian of the record, follow the procedure below:

Depending on the module of the custodian, SPAIDEN, PPAIDEN, APAIDEN, or FTMVEND

will be used to change the name. Enter the ID number or complete a name search. Once the

correct person/entity is located, overtype the name. Verify the spelling of the new name. Once

verification of spelling is done and the correct information is in the system, save the record.

DO NOT CREATE A NEW RECORD FOR A NAME CHANGE.

DO NOT MAKE A NAME CHANGE WITHOUT PROOF AND IDENTIFICATION.

PROOF MUST BE LEGAL DOCUMENTS SUCH AS COURT PAPERS, MARRIAGE

LICENSE, OR DIVORCE DECREE. NAME CHANGE WILL NOT BE COMPLETED

WITHOUT LEGAL DOCUMENTATION.

Prefixes and Suffixes

Prefixes are entered in the current Identification Block in the prefix field, not in any of the name

fields.

All information is to be entered using title case format only! Never use all uppercase or

lowercase letters. Use standard capitalization rules.

Prefixes should be entered only if requested by the person (i.e., do not enter “Ms.” if you do not

know the true prefix. Leave the field blank). If the person requests that a prefix be used with

his/her name, it should be standardized as outlined below.

Standard Prefixes

Standard Prefixes are used for all records where the prefix is known.

Enter For Enter For Dr. Doctor* Sr. Sister

Miss Single Woman Rabbi Rabbi

Mr. Mister Bro. Brother

Mrs. Married Woman Prof. Professor

Rev. Reverend Hon. Honorable

Father Priest Atty. Attorney

Ms. Married or Single Woman

*Note: If professional prefix is used, do not use professional suffix. Either format


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below is acceptable; the prefix or suffix should be entered as requested by

the person.

Examples: Attorney Atty. John R. Smith or

John R. Smith, Esq.

Dentist Dr. Amelia R. Smith or

Amelia R. Smith, D.D.S.

Physician Dr. John J. Jones or

John J. Jones, M.D.

Veterinarian Dr. Joseph P. Baker or

Joseph P. Baker, D.V.M.

Military Prefixes

Enter For Enter For

Adm. Admiral L.Cdr. Lieutenant Commander

Amn. Airman Lt. Lieutenant

B.Gen. Brigadier General Maj. Major

Capt. Captain Midn. Midshipman

Cdr. Commander M.Gen. Major General

Col. Colonel Msgt. Master Sergeant

Como. Commodore Pvt. Private

Cpl. Corporal Sgt. Sergeant

CPO Chief Petty Officer S.Sgt. Staff Sergeant

Ens. Ensign 1Lt. First Lieutenant

Gen. General 2Lt. Second Lieutenant

Suffix Standards

Suffixes are entered in the Current Identification Block in the suffix title field, not in any of the

name fields.

All information is to be entered using title case format, using standard capitalization rules.

Enter For Enter For Jr. Junior Esq. Esquire

Sr. Senior J.D. Juris Doctor

II The Second L.L.D. Doctor of Laws

III The Third M.D. Doctor of Medicine

IV The Fourth Ph.D. Doctorate

V The Fifth R.N. Registered Nurse

Note: If professional prefix is used, do not use professional suffix. Either format below

is acceptable; the prefix or suffix should be entered as requested by the person.


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Examples: Attorney Atty. John R. Smith or

John R. Smith, Esq.

Dentist Dr. Amelia R. Smith or

Amelia R. Smith, D.D.S.

Physician Dr. John J. Jones or

John J. Jones, M.D.

Veterinarian Dr. Joseph P. Baker or

Joseph P. Baker, D.V.M.

Nonperson Name/Vendor

Enter all information using title case format. Never use all uppercase or all lowercase letters.

Use standard capitalization rules.

Hyphens or slashes may be used to separate double names but should be entered without spaces.

If the Organization is Enter Hayes – Albion Corporation Hayes-Albion Corporation

Citicorp / Citibank Citicorp/Citibank


If the Organization is Enter R. J. Reynolds Co. R.J. Reynolds Co.

F. & F. Securities F.&F. Securities

Spaces are permitted between multiple names.

The ampersand (&) or the asterisk (*) should only be used when part of a formal name. Do not

use an ampersand to replace the word “and.”

If the Organization is Enter Baird & Warner Baird & Warner

C. Brewer and Company C. Brewer and Company

Sign*A*Rama Sign*A*Rama

Acronyms and universally accepted abbreviations should be entered as written, without spaces.

If the Organization is Enter I. T. T. I.T.T.

N. Y. S. Department of Energy N.Y.S Department of Energy

Commas may be used between names if they are included in the name.


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If the Organization is Enter Dewey, Cheatham, and Howe Dewey, Cheatham, and Howe

Bangor Sims Bangor Company Bangor Sims Bangor Company

Nonperson Abbreviations

Abbreviations are allowed in certain cases as shown below.

Enter For Enter For Assn. Association Intl. International

Assoc. Associate Inc. Incorporated

Co. Company Ltd. Limited

Corp. Corporation Soc. Society

Dept. Department St. Saint

Fdn. Foundation Univ. University


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Address Types

Banner permits multiple addresses to be entered for a person or vendor/organization. The use of

each address type must be strictly defined so that conflicts do not arise among the various

functional areas (Admissions, Financial Aid, Accounts Receivable, Accounts Payable, Human

Resources, Payroll, Purchasing, etc.). Because all areas share name and address data, procedures

must be followed to ensure areas make address changes only under certain conditions based upon

the classification of the person or vendor.

Note: Refer to Data Custodianship Policy in the Banner Integrity section of this manual

for office responsible to make an address change.

These procedures must be used when entering addresses on any outgoing mail or Banner forms

(i.e., College Transcript, enrollment verification, etc.).

The only address types to be used at Concord University follow with a description of that code.

Please be sure to read them carefully and to adhere to the rules for each code.

Note: There is to be only one (1) active code of each type. If a new address is put in with a

code that already exists, the old code is to be inactivated. An exception to this rule is

for vendor billing addresses. There may be more than one active BI or BU address

with different sequence numbers for vendor billing purposes.

Nothing should be entered into an address line other than an address. Do not put titles or notes in

the address lines.


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Address Codes

Code Description Use AR Accounts Receivable Billing Student Accounts only

BI Billing Billing Vendor address only (May be more

than one active).

BU Business Business address for vendors only (May be

more than one active).

CB* Campus Box *All full-time students, faculty, and

staff must have a campus box

address listed in Banner.

DB Development Business Used by Development office. Must

have either DB or DH marked as

preferred address type.

DH Development Home Used by Development office. Must

have either DB or DH marked as

preferred address type.

LA Local Address Living off campus but not at home.

LP LSDAS Perm State Residency Shows only the state of permanent

residency.

MA* Mailing All persons entered into the system

must have a mailing address. This is a

mandatory code for all entries with the

exception of vendors using BI or BU codes.

May use a Concord University address as

this

code.

P1 Parent 1 Father Use only when Father address is

different from Student mailing

address.

P2 Parent 2 Mother Use only when Mother address is

different from Student mailing

address.

PA Parents Use only when Parents addresses are

the same but different from the

Student mailing address.

PR Permanent Use only if the permanent address is

different from the mailing address.

TE Temporary Address Use only when faculty, staff, or

student is temporarily at a different

location (i.e., sabbatical, etc.).

W2 W2 address To be used by exception only.

These are the only codes to be used in Banner.

* - Each active student, faculty, and staff person is to have mandatory CB and MA addresses in

their record. All other codes are used at the discretion of the record custodian.


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Street Standards

Banner has three (3) lines of thirty (30) character length each for addresses. If only one line is

needed for an address, the first line is to be used first. The first line of the address is required.

Do not enter city, state, or zip code information in any of the three address lines as there are

separate fields for this information. The United States Post Office reads an address from the

bottom up. Therefore the address should be input in that manner.


all uppercase or all lowercase letters. Enter the address using the standard capitalization rules.

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

Commas, the pound sign (#), and apostrophes are never used in the address fields. Periods

may only be used when an abbreviation is necessary in a street line or in a city name.

The ampersand (&) should be used only if it is in the actual address. Use the word “and”

instead of the ampersand.

“In Care Of” should be entered as c/o in lower case. Do not use the percent sign (%) or spell

out “in care of.”

Secondary Address Unit Designators

If an address is in a multi-unit apartment or building, place the room, suite, or apartment number

in the first line. Do not use the pound sign as a designation of number. If an apartment number

is 15, it should be entered on the first line of the address as “Apartment 15.”

Street Address with PO Box

If both the physical street address and a post office box are given as one address, put the post

office address as the MA address and the physical address as the PR address.

Note: Some international addresses require both a box number and a physical street

address to be mailed.

Important: International students residing in the United States must have a current physical

address for legal reasons. Vendors must also have a physical address. In both cases, a PO Box

address is acceptable only as a mailing address.

Examples: Code: MA

Name: Macky White

Address Line 1: PO Box 2345

City: DeLand

State: FL

Zip: 32721-2345


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Code: PR

Name: Macky White

Address Line 1: Apartment 245

Address Line 2: 39 River Road

City: DeLand

State: FL

Zip: 32721-2345

Address Data Entry Standards

Military

Overseas

Name: Sgt Robert Campbell

Address: PCS 908 Box 111

City: APO

State: AE

Zip: 09777

Name: Capt Kevin Smith

Address Line 1: B Division

Address Line 2: USS North Dakota

City: FPO

State: AA

Zip: 34093

Domestic

Address lines should follow USPS (United States Postal Service) mail standards.

City should contain the name of the base, followed by AFB, if applicable.

State should follow the standard US state codes.

City: Minot AFB

State: ND

Zip: 58704


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Domestic Home/Residence

Examples:

One Address Line:

If there is one line of address information, enter it in Address Line 1.


City: DeLand

State: FL

Zip: 32724

Two Address Lines:

If there are two lines of address information, the primary delivery

data should be entered into Address Line 1 and the secondary

delivery data should be entered into Address Line 2.

Address Line 1: RR 1 Box 58


City: DeLand

State: FL

Zip: 32724

Three Address Lines:

If there are three lines of address information, then follow the

following example.

Address Line 1: Willow Farms

Address Line 2: RR 1 Box 58


City: DeLand

State: FL

Zip: 32724

Domestic Business/Organization

The guidelines for business/organization addresses apply to two types of records: (1) records for

individuals who prefer to use a business address as a mailing address, and (2) records for

organizations. The business information (company name, department, building, etc.) is entered

in the address lines.


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Examples:

Corporate Address for an Organization

Name: IBM

Address Line 1: Corporate Headquarters

Address Line 2: Boardwalk Building Suite100

Address Line 3: 365 Boylston Street

City: Boston

State: MA

Zip: 02134

Corporate Address with “Attention” to a Person

Name: IBM

Address Line 1: Mrs. Jane Smith

Address Line 2: VP Marketing and Sales

Address Line 3: 365 Boylston Street Suite 100

City: Boston

State: MA

Zip: 02134

Person Address with Business Address as Preferred Address

Name Mrs Jane Smith

Address Line 1: IBM

Address Line 2: VP Marketing and Sales

Address Line 3: 365 Boylston Street Suite 100

City: Boston

State: MA

Zip: 02134

Campus Addresses

Name: Cheryl Pettingill

Address Line 1: Unit 8368

Address Line 2: 421 N Woodland Boulevard

City: DeLand

State: FL

Zip: 32723

*Note: Do not put “Concord University” in any of the campus address lines.


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Acceptable Abbreviations

Directional Designator:

Enter For Enter For E East NE Northeast

W West SE Southeast

N North SW Southwest

S South NW Northwest

c/o In Care Of

Single directionals, (i.e. N, S, E, W) will be abbreviated if at the beginning or within an address.

It will be spelled out if at the end of an address. Double directionals, (i.e. NW, SE, NE, SW) will

always be abbreviated.

Unit Designator:

Enter For Enter For

Apartment Apt Basement Bsmt

Building Bldg Department Dept

Floor Flr 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

Street Descriptors:

Use Incorrect Use Incorrect Use Incorrect

Alley Aly Forest Frst Plain Pln

Annex Anx Forge Frg Plains Plns

Arcade Arc Fork Frk Plaza Plz

Avenue Ave Fort Ft Point Pt

Bayou Byu Freeway Fwy Port Prt

Beach Bch Garden Gdn Prairie Pr

Bend Bnd Gateway Gtwy Ramp Ramp

Bluff Blf Glen Gln Ranch Rnch

Bottom Btm Green Grn Rapid Rpd

Boulevard Blvd Grove Grv Rapids Rpds


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Branch Br Harbor Hbr Rest Rst

Bridge Brg Haven Hvn Ridge Rdg

Brook Brk Heights Hts Ridges Rdgs

Burg Bg Highway Hwy River Riv

Bypass Byp Hill Hl Road Rd

Camp Cp Hollow Holw Route Rte

Canyon Cyn Inlet Inlt Row Row

Cape Cpe Island Is Run Run

Causeway Cswy Isle Isle Shoal Shl

Center Ctr Junction Jct Shoals Shls

Circle Cir Key Ky Shore Shr

Cliff Clf Knoll Knl Skyway Skwy

Club Clb Lake Lk Spring Spg

Common Cmn Landing Lndg Springs Spgs

Corner Cor Lane Ln Spur Spur

Corners Cors Lock Lck Square Sq

Course Crse Lodge Ldg Station Sta

Court Ct Loop Loop Stream Strm

Cove Cv Mall Mall Street St

Creek Crk Manor Mnr Summit Smt

Crescent Cres Meadow Mdw Terrace Ter

Crest Crst Mill Ml Throughway Trwy

Crossing Xing Mills Mls Trace Trce

Crossroad Xrd Mission Msn Track Trak

Curve Curv Motorway Mtwy Trail Trl

Dale Dl Mount Mt Tunnel Tunl

Dam Dm Mountain Mtn Turnpike Tpke

Divide Dv Neck Nck Underpass Upas

Drive Dr Orchard Orch Union Un

Estate Est Overpass Opass Valley Vly

Expressway Expy Park Park Viaduct Via

Extension Ext Parkway Pkwy View Vw

Falls Fls Pass Pass Village Vlg

Ferry Fry Passage Psge Ville Vl

Field Fld Path Path Vista Vis

Flat Flt Pike Pike Walk Walk

Flats Flts Pine Pne Way Way

Ford Frd Pines Pnes Well Wl

Fords Frds Place Pl Wells Wls


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Post Office/Rural Designators

Enter For Enter For

PO Post Office PO Box Post Office Box

PO Drawer Post Office Drawer Route Route

RR Rural Free District RR Rural District

RR Rural Route

City Standards


all uppercase or all lowercase letters. Enter the address using standard capitalization rules.

Abbreviations are permitted for some cities.

Examples:

For Enter

Port Saint Lucie Port St. Lucie

Saint Petersburg St. Petersburg

Fort Pierce Ft. Pierce

Daytona Beach Shores Daytona Beach Shores

Note: 1. City is required for every address

2. City is always entered in the City field.

3. Do not use the zip code to enter the city name. These have proven to be incorrect in

some cases.

U.S. Military Address

Enter the APO or FPO code into the City field.

In the State/Prov field, enter:

AE – Europe, Middle East, Africa, Canada (Zip codes starting with 090

through 098)

AP – Pacific (Zip codes beginning with 962 through 966).

AA – The Americas (excluding Canada) (Zip codes beginning with 340).

Examples:

Overseas

Name: Sgt Robert Campbell

Address: PCS 908 Box 111

City: APO

State: AE

Zip 09777

Name: Capt Kevin Smith

Address: USS North Dakota

City: FPO

State: AA

Zip: 34093


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Domestic

Address lines should follow USPS (United States Postal Service) mail standards.

City should contain the name of the base, followed by AFB, if applicable.

State should follow the standard US State codes.

Example:

City: Minot AFB

State: ND

Zip: 58704

State, Military, and Canadian Abbreviations

Code State/Possession Code State/Possession

AL Alabama MT Montana

AK Alaska NE Nebraska

AS American Samoa NV Nevada

AZ Arizona NH New Hampshire

AR Arkansas NM New Mexico

CA California NJ New Jersey

CO Colorado NY New York

CT Connecticut NC North Carolina

DE Delaware ND North Dakota

DC District of Columbia MP N. Mariana Islands

FM Fed Sts Micronesia OH Ohio

FL Florida OK Oklahoma

GA Georgia OR Oregon

GU Guam PW Palau

HI Hawaii PA Pennsylvania

ID Idaho PR Puerto Rico

IL Illinois RI Rhode Island

IN Indiana SC South Carolina

IA Iowa SD South Dakota

KS Kansas TN Tennessee

KY Kentucky TX Texas

LA Louisiana UT Uta h

ME Maine VA Virginia

MH Marshall Islands VT Vermont

MD Maryland VI Virgin Islands

MA Massachusetts WA Washington

MI Michigan WV West Virginia

MN Minnesota WI Wisconsin

MS Mississippi WY Wyoming

MO Missouri


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Code Military State Code Military State AE Africa AA America

AE Canada AE Europe

AE Middle East AP Pacific

Code Canadian Province Code Canadian Province AB Alberta BC British Columbia

MB Manitoba NB New Brunswick

NF Newfoundland NT NW Territories

NS Nova Scotia ON Ontario

PE Prince Edward Island PQ Quebec

SK Saskatchewan YT Yukon Territory

International Address Standards Canadian Addresses:

City is entered into the Address Line 2 or Address Line 3 if Line 2 is needed for

additional street address information such as Apartment, Unit, etc.

Province is entered into the City field along with the postal code.

(Example: Ontario J0P 1H0)

Country is entered into the Nation Field. Select the appropriate Nation Code from the

validation table. Do not use USA for American addresses. The nation field is left blank

for American addresses.

State/Prov Field must be blank.

Postal Codes must be entered for all Canadian addresses in the City field with the

Province.

All characters in the postal code must be in uppercase lettering.

Include the appropriate space in the postal code and do not use hyphens.

Example: R2l 1N4.

Example:

Name: Sam Saunders

Address Line 1: 525 Albert Street

Address Line 2: Apartment 303

Address Line 3: Waterloo

City: Ontario J0P 1H0

State:

Zip:

Nation: CAN

International Addresses:

City is entered into the City Field.

State/Prov Field must be blank.

Country is entered into the Nation Field. Select the appropriate Nation code from the

validation table.

Do NOT use hyphens.


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Examples:

Name: Nicholas D Graham

Address Line 1: 75 Eaton Terrace

City: London SW1 W8TN

State:

Zip:

Nation: ENG

Examples: Name: Alma Wolfe

Address Line 1: 815 Half Way Pond

Address Line 2: Georgetown

City: Grand Cayman

State:

Zip:

Nation: CAY

Name: Bob Marley

Address Line 1: PO Box 9239

City: Kingstown

State:

Zip:

Nation: JAM

Nation Code List in Banner

The following page(s) contain the current list of Nation codes in our Banner system. These are

to be used for any international addresses. DO NOT use the USA code for domestic addresses.

The nation code for a domestic address should be left blank.

Code Country/Nation Name Code Country/Nation Name AFG Afghanistan AIA Anguilla

ALB Albania ALG Algeria

AND Andorra ANG Angola

ANT Antigua ARG Argentina

ARM Armenia ARU Aruba

ATF French Southern Territories AUR Austria

AUS Australia AZE Azerbaijan

AZO Azores BAH Bahamas

BAN Bangladesh BAR Barbados

BDI Burundi BEL Belgium

BEN Benin BER Bermuda

BES Belarus BFA Burkina Faso

BHR Bahrain BLZ Belize

BOL Bolivia BOS Bosnia

BOT Botswana BRA Brazil

BRN Brunei Darussalam BTN Bhutan


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Code Country/Nation Name Code Country/Nation Name BUL Bulgaria BUR Burma

BVI British Virgin Islands BWI British West Indies

CAF Central African Rep. CAM Cambodia

CAN Canada CAY Cayman Islands

CHD Chad CHI China

CHL Chile CIV Cote d’Ivoire

CMR Cameroon COD Dem. Rep. of the Congo

COK Cook Islands COL Columbia

COM Comoros COS Costa Rica

CPV Cape Verde CRO Croatia

CUB Cuba CUR Curacao

CXR Christmas Island CYP Cyprus

CZE Czech DEN Denmark

DJI Djibouti DMR Dominican Republic

DOM Dominica DWI Dutch West Indies

EAF East Africa ECU Ecuador

EGY Egypt ELS El Salvador

ENG England ERI Eritrea

ESH Western Sahara EST Estonia

ETH Ethiopia FIN Finland

FJI Fiji FMO French Morocco

FRA France FWI French West Indies

GAB Gabon GBR Great Britain

GEO Georgia GER Germany

GHA Ghana GIB Gibraltar

GMB Gambia GNB Guinea-Bissau

GNQ Equatorial Guinea GRC Greece

GRD Grenada GUA Guatemala

GUF French Guiana GUI Guinea

GUY Guyana HAI Haiti

HKG Hong Kong, China HON Honduras

HUN Hungary ICE Iceland

IDN Indonesia IND India

IRA Iran IRL Ireland

IRQ Iraq ISR Israel

ITA Italy IVO Ivory Coast

JAM Jamaica JOR Jordan

JPN Japan KAZ Kazakhstan

KEN Kenya KIR Kiribati

KIT St. Kitts KNA St. Christopher and Nevis

KOR Korea KUW Kuwait

KYR Kyrgyzstan LAO Lao People’s Dem. Rep.

LAT Latvia LBY Libya

LCA St. Lucia LEB Lebanon

LIB Liberia LIE Liechtenstein

LIT Lithuania LOS Laos

LSO Lesotho LUX Luxembourg


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Code Country/Nation Name Code Country/Nation Name MAC Macau MAL Malawi

MAR Mauritius MAU Mauritania

MAY Malaysia MCD Macedonia

MDG Madagascar MDV Maldives

MEX Mexico MHL Marshall Islands

MIC Micronesia MKD The Former Yugoslav Rep.

MLI Mali MLT Malta

MMR Myanmar MNG Mongolia

MOL Moldova MON Monaco

MOR Morocco MOZ Mozambique

NAM Namibia NCL New Caledonia

NEA Netherland Antilles NEP Nepal

NER Niger NET Netherlands

NIC Nicaragua NIG Nigeria

NIR Northern Ireland NIU Niue

NOR Norway NRU Nauru

NZL New Zealand OMN Oman

PAK Pakistan PAL Palestine

PAN Panama PAR Paraguay

PER Peru PHI Philippines

PLW Palau PNG Papua-New Guinea

POL Poland POR Portugal

PRK Dem. People’s Rep of Korea PYF French Polynesia

QAT Qatar ROM Romania

RUS Russian Federation RWA Rwanda

SAF South Africa SAM Samoa

SAU Saudi Arabia SCO Scotland

SEN Senegal SGP Singapore

SLB Solomon Islands SLE Sierra Leone

SLO Slovakia SLV Slovenia

SMR San Marino SOM Somalia

SPA Spain SRE Slovak Republic Europe

SRI Sri Lanka STP Sao Tome and Principe

SUD Sudan SUL Sultanate of Oman

SUR Suriname SWE Sweden

SWI Switzerland SWZ Swaziland

SYC Seychelles SYR Syrian Arab Rep.

TAI Taiwan TAN Tanzania

THA Thailand TJK Tajikistan

TKM Turkmenistan TMP East Timor

TOG Togo TON Tonga

TRK Turks/Caicos Islands TTO Trinidad and Tobago

TUN Tunisia TUR Turkey

TUV Tuvalu UAE United Arab Emirates

UAR United Arab Republic UGA Uganda

UKG United Kingdom UKR Ukraine

URU Uruguay USA United States of America


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Code Country/Nation Name Code Country/Nation Name UZB Uzbekistan VAT Vatican

VCT St. Vincent and the Grenadines VEN Venezuela

VIE Vietnam VUT Vanuatu

WAF West Africa WID West Indies

WIN Windward Islands WLF Wallis and Futuna Islands

WSA Western Samoa YEM Yemen

YUG Yugoslavia ZAM Zambia

ZAR Zaire ZIM Zimbabwe

Telephone Numbers

Area Code The three-digit area code MUST be entered for all phone numbers. If the area code is unknown,

do not enter the phone number until it can be located.

Phone Number

Enter the seven-digit telephone number without inserting a hyphen. The phone number is not to

be broken down into prefix and extension.

Example: 8227100

Extensions

Extensions may be entered into Banner in the extension field. However, if an extension is more

than four (4) digits, it will not fit. The extension field only holds four digits. Do not enter EXT

or X in the extension field.

Example: 7270

Telephone Codes:

The following is a list of codes that are to be used by Concord University. Do not use any code

that is not in the following list even though it may be in the validation table.

Code Description Code Description AR Accounts Receivable BI Billing

BU Business or Work CB Faculty/Staff Campus Phone

CELL Cell Phone DB Development Business

DH Development Home FAX Fax Number

LA Local Phone MA Mailing Phone

P1 Father Phone P2 Mother Phone

PA Parent Phone PR Permanent Phone

RH Student Campus Phone TE Temporary Phone


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The telephone codes should match to an address type. An MA address should contain the MA

phone. If the MA address is a post office box, there would be no MA phone listed. In that case,

a PR phone would match to the PR address. The only exception to this rule is the CB address

type would match to the RH phone type for students or the BU type for faculty/staff.

General Information

Gender Codes

This must not be left blank. This information is optional on the Admissions Application.

However, if the student does not furnish this information, it must be obtained and entered prior to

the first term of registration.

Code Description M Male

F Female

Social Security Number

In the social security number field in the SPAPERS form, the number is to be entered without

hyphens.

Example: 123456789

Ethnic Code

This field should not be left blank. This information is optional on the Application, but it should

be entered upon the student’s acceptance to Concord University. The following is a list of the

codes used. If the ethnicity is unknown, use the code for unknown.

Code Description Code Description 1 White 2 Black

3 Hispanic 4 Asian/Pacific Islander

5 Alaskan Native/American Indian 6 Other

7 Canadian Aboriginal 8 Chicano/Mexican American

9 Puerto Rican 10 Unknown

11 Cuban

Marital Code

This is required by Human Resources for employees. Student users enter only as information is

provided by the student.

Code Description Code Description C Cohabit D Divorced

M Married P Separated

S Single W Widowed


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Date of Birth

The date of birth is not a required field in Banner. When the date of birth is given, it is to be

entered in the proper format. Use the format of DD-MON-YYYY. Be certain the complete date

of birth is entered so the default year does not get entered.

**NOTE: A date of birth is required for all employees, including student employees, for

payroll purposes. No payroll record can be created without a date of birth.

Citizen Type

Note: The citizen type is required for all students and employees. Please be sure to enter the

correct code.

According to IPEDS (Integrated Postsecondary Education Database) instructions: “Resident

aliens and other eligible (for financial aid purposes) non-citizens, who are not citizens or

nationals of the United States and who have been admitted as legal immigrants for the purpose of

obtaining permanent resident alien status (and who hold either an alien resident card [Form I-551

or I-151], a Temporary Resident Card [Form I-688], or an Arrival-Departure Record [Form I-94]

with a notation that conveys legal immigrant status, such as Section 207 Refugee, Section 208

Asylee, Conditional Entrant parolee or Cuban Haitian) are to be reported in the appropriate

racial/ethnic categories along with United States citizens.”

Code Description N Non Citizen

Y Citizen

Email Addresses

There can be only one “Preferred” email address for each person. For all faculty, staff and

current students, the preferred email account will be their Concord account. An alias can be set

up for them to forward their Concord account to a personal email, however, that will be the

individual’s responsibility.

Codes for email accounts are:

ALUM Loaded from alumni Haris Tape

COLL College Email Address

HOME Home E-mail Address

TAPE Loaded from ACT or SAT Test Scores Tape

WORK Work/Business E-Mail Address

Each person can have one of each code that is active, however, no more than one email address

per code. If the address is no longer used, do not mark as inactive. Remove it from the system.

There is no valid reason to keep an inactive email address.


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If an email comes back as “undeliverable,” the address should be tried again at a later date. This

usually happens when the recipient’s mailbox is full. If it continues to come back as

undeliverable after three attempts, try to contact the person to see if the address is still valid. If it

is not still valid, remove it from the system. If an email comes back as “could not be found” (or

any other comparable terms), the address should be deleted from Banner.

When entering a new email address, be sure the spelling is correct. If you are unsure of the

correct spelling due to an inability to read the writing, send an email to all possible spellings with

the message that you are testing their email account. Ask them to kindly reply so you will know

their address is correct. Use that reply email to verify which email is correct and at that time,

enter it into Banner.

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