Bar Coding in the Office of Financial Assistance

Stephen MaglioccoCoordinator of E.M. Systems and Training

Susan MorganSystem Coordinator for Admission and

Financial AssistanceVillanova University

A barcode is a machine-readable representation of information in a visual format.

First commercial appearance on a package of Wrigley's gum sold in Marsh's Supermarket in Troy, Ohio in June 1974.

What is Bar Code?

Bar Coding at Villanova

We barcode the following:• Freshman Aid Applications

• Including bar-coded labels for students to place on all financial aid supporting documentation (Tax returns, W-2’s, etc.)

• Returning Undergraduate Aid Applications

• Freshman Award Letters

• Including the reply page for what aid the student chooses to accept.

GUAMAIL or GLBDATA When a student has been awarded, a financial aid counselor puts a letter as needed in RUAMAIL. Our award letter for new students is FA_AWARD_NSWD02.

GLBLSEL

GLRLETR Parameter 2 – Word Processor Extract Option – choose 1 for Word. Retrieve file from UNIX account- glrletr with sequence #.doc

Run Banner Letter Generation

Install barcode font in C:\WINDOWS\Fonts.

Install Barcode Font

To bar code a merge field in Microsoft Word, place the start/stop character, an exclamation (!) or asterisk (*), directly in front of and after the field brackets to format the data for the font.

Bar Coding with Microsoft Office

Highlight the merge field that you want you to barcode and choose your bar coding font from the options.

Bar Coding with Microsoft Office

This will change your merge field to the barcode you chose.

Barcoding with Microsoft Office

Complete your merge.

Barcoding with Microsoft Office

In a Microsoft Access Report, the barcode is created by placing

=(“!"& [TableName.FieldName]& “!") in the Control Source Field of a

text object.

Bar Coding with Microsoft Access

How does Banner Read the Record?

The scanner converts the code into text and places said text wherever the cursor lies

See Demo

Staffing

We have two full-time staff members who enter all aid applications and supporting documentation into Banner.

Over 9,000 applications were processed for potential Freshman, Transfer and Returning Undergraduate students this year.

Code 39 is a barcode symbology that can encode uppercase letters (A through Z), digits (0 through 9) and some special characters like the $ sign. - Info www.barcodeisland.com/code39.phtml - Download www.idautomation.com/

If it is necessary to encode several extended characters consider using Code 128.

Which Barcode Should I Choose?

Barcode Scanner

We currently use Intermec’s ScanPlus 1800 purchased through Promark Data Capture Solutions.

Scanner - $199/pc.

• Including set-up software, keyboard wedge, and documentation

Hands-free Stand - $69/pc.

Benefits Speed

• A bar code scanner typically can record data five to seven time as fast as a skilled typist.

Accuracy • Keyboard data entry creates an average one error in 300

keystrokes, Bar code data entry has an error rate of about 1 in 3 million.

Cost Effectiveness• Reduced Labor Costs

Demo

Questions?

Contact Information

Chris Parke –

Promark Data Capture Solutions215-886-4432

Susan Morgan – susan.morgan@villanova.edu

Stephen Magliocco –

stephen.magliocco@villanova.edu