Post on 08-Feb-2019
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 information is to be entered using title case format (uppercase/lowercase letters). Never use
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.
Apostrophes may be used, but do not use spaces before or after the apostrophe.
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
Apostrophes may be used, but do not use spaces before or after the apostrophe.
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 information is to be entered using title case format (uppercase/lowercase letters). Never use
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.
Address Line 1: 39 River Road
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
Address Line 2: 39 River Road
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
Address Line 3: 39 River Road
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 information is to be entered using title case format (uppercase/lowercase letters). Never use
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.