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Eastern Washington UniversityData Standards Manual

Version 1.0

TALONS General Entity Workgroup – Data Standards Committee

Last Revised on March 8, 2006

DATA STANDARDS MANUAL Eastern Washington University

1 General Information...............................................................................................................6

1.1 Purpose.................................................................................................................................61.2 Scope of this Manual.............................................................................................................61.3 Duplicate Entries...................................................................................................................61.4 General Entity Form Access.................................................................................................7

2 Banner Creation Searches......................................................................................................8

2.1 General..................................................................................................................................8

3 Banner ID..................................................................................................................................8

3.1 General..................................................................................................................................83.2 Standards for Persons...........................................................................................................83.3 Standards for Non-Person ID.................................................................................................8

4 Names.......................................................................................................................................9

4.1 General..................................................................................................................................94.2 Standards...............................................................................................................................94.2.1 Name length.........................................................................................................................94.2.2 Case...................................................................................................................................104.2.3 Persons With Non-Standard Names..................................................................................104.2.4 Formatting and Punctuation...............................................................................................114.2.5 Prefixes and Suffixes.........................................................................................................114.2.6 Previous Names.................................................................................................................124.2.7 Legal Name........................................................................................................................124.2.8 Preferred First Name..........................................................................................................124.2.9 Non-Person Names............................................................................................................134.2.10 Name Type and Description.............................................................................................134.3 Name/SSN/Birth Date Change Policies...............................................................................14

5 Addresses...............................................................................................................................15

5.1 General................................................................................................................................ 155.1.2 Address Types..................................................................................................................155.2 Standards.............................................................................................................................165.2.1 Symbols.............................................................................................................................165.2.2 Punctuation........................................................................................................................165.2.3 Street Names.....................................................................................................................165.2.4 Street Address and PO Box...............................................................................................165.2.5 Secondary Address Unit Designators................................................................................175.2.6 Abbreviations for Street Designators.................................................................................175.2.7 Sources for Additional Information.....................................................................................185.2.8 City.....................................................................................................................................185.2.9 State and Province.............................................................................................................19

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5.2.10 County..............................................................................................................................195.2.11 Zip or Postal Code...........................................................................................................195.2.12 Nation...............................................................................................................................195.2.13 Military Address................................................................................................................195.2.14 International Addresses...................................................................................................205.3 Hierarchy of Modifications....................................................................................................205.3.1 Procedure for Updating Addresses....................................................................................20

6 Telephone Numbers...............................................................................................................20

6.1 General................................................................................................................................ 206.2 Standards.............................................................................................................................206.2.1 Telephone Types...............................................................................................................216.2.3 Telephone Numbers...........................................................................................................216.2.4 International Telephone Numbers......................................................................................226.3 Guidelines............................................................................................................................23

7 Email....................................................................................................................................... 23

7.1 General................................................................................................................................ 237.3 Guidelines............................................................................................................................23

8 Calendar Dates.......................................................................................................................23

8.1 General................................................................................................................................ 238.2 Standards.............................................................................................................................238.2.1 Keying notes.....................................................................................................................238.2.2 Dates in Job Submission....................................................................................................248.2.3 Dates in Reports and Process Output................................................................................24

9 Social Security Number (SSN) / Tax ID Number (TIN).........................................................24

9.1 General................................................................................................................................. 249.2 Guidelines.............................................................................................................................25

10 Gender.................................................................................................................................. 25

10.1 General............................................................................................................................... 25

11 Date of Birth........................................................................................................................25

11.1 General............................................................................................................................... 2511.2 Guidelines...........................................................................................................................25

12 Marital Code........................................................................................................................ 25


13 Ethnic Codes........................................................................................................................26


14 Deceased Information..........................................................................................................26

14.1 General............................................................................................................................... 2614.2 Standards............................................................................................................................2614.3 Guidelines...........................................................................................................................27

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15 Citizenship and International Persons Information..........................................................27

15.1 General............................................................................................................................... 27

16 Veteran Status......................................................................................................................28

16.1 Veteran File Number...........................................................................................................2816.2 Veteran Category................................................................................................................28

17 Legacy Information..............................................................................................................28

18 Religion Codes.....................................................................................................................28

19 Driver’s License Information...............................................................................................28

19.1 General..............................................................................................................................28

20 Confidentiality of Student Records....................................................................................28

20.1 General..............................................................................................................................2820.1.1 Penalties for Violating FERPA Regulations.....................................................................2820.2 Standards...........................................................................................................................2920.3 FERPA (Family Educational Rights and Privacy Act)........................................................2920.3.1 Who Is Protected.............................................................................................................2920.3.2 Educational Records.......................................................................................................2920.3.3 Excluded Records...........................................................................................................2920.4 Directory Information..........................................................................................................3020.4.1 Placing/Removing the Restriction...................................................................................3020.5 Disclosure Policies.............................................................................................................3020.5.1 Allowable Access to Student Information........................................................................3020.5.2 Definition of a School......................................................................................................3120.5.3 Legitimate Educational Interest.......................................................................................3120.5.4 When Consent Is NOT Required To Disclose.................................................................3120.5.5 Release of Information Form...........................................................................................31

21 Letter Names........................................................................................................................33

21.1 General..............................................................................................................................3321.2 Standards...........................................................................................................................33

22 Quickflow Names.................................................................................................................33


23 Comment Types.................................................................................................................34


24 Function Keys.....................................................................................................................34

24.1 General..............................................................................................................................34

25 Emergency Contact............................................................................................................36

25.1 General..............................................................................................................................36

26 APPENDIX A – Data Standards Change Request Form...................................................37

27 APPENDIX B – Shared Tables in Banner as of 07/01/2005..............................................39

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27.1 Data Stewardship of Banner Table....................................................................................39

28 APPENDIX C – Handling of Duplicate Records................................................................42

28.1 General..............................................................................................................................4228.2 Standards...........................................................................................................................4228.3 Procedures: Flagging IDs for Deletion..............................................................................42

29 APPENDIX D – Person/Non-Person Considerations........................................................43

30 APPENDIX E – Use of Special Characters in Banner.......................................................44

31 APPENDIX F –Verifying Need to Generate a new Banner ID...........................................45

31.1 General..............................................................................................................................4531.2 Standards...........................................................................................................................4531.3 Procedures.........................................................................................................................4531.3.1 Wildcard Symbol.............................................................................................................4531.3.2 Shortened Names...........................................................................................................4531.3.3 Sounds Like....................................................................................................................4631.3.4 Use of Middle Name........................................................................................................4631.3.5 Narrowing Search Results..............................................................................................4631.4 Searching by SSN (GUIALTI)............................................................................................4631.5 Common Matching (GOAMTCH).......................................................................................46

32 APPENDIX G – Background on PLUS-to-Banner address conversion during Student implementation (August 2005).................................................................................................48

33 APPENDIX H – Comment Codes Currently in Use...........................................................49

34 APPENDIX I – Ethnic Codes Currently in Use..................................................................50

35 APPENDIX J – EWU Security Considerations..................................................................52

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1 General Information

1.1 PurposeGuidelines outlined in this document establish measures for the protection, access, and use of the Eastern Washington University Banner system. Offices may have separate guidelines that supplement, but do not supplant or contradict these statements. Data entrusted to the University by other organizations (e.g., government agencies and foundations) are governed by terms and conditions agreed upon with those organizations. Specific issues not governed by such agreed terms shall be covered by the guidelines set forth in this document.

The Banner system is modular, meaning that there are different products for different functional areas (Student, Financial Aid, Finance, Human Resources, etc.). A General module ties all of the functional modules together. Information for a person or corporation (ID number, name, address, etc.) is contained within the General module and is shared by other Banner products. In addition, this data in Banner ties to records in ancillary systems such as the Alumni/Development database, Library, Eagle Card and others.

Banner is a collection of forms with imbedded instructions used to enter, modify, delete and query data associated with higher-education administrative processes. Banner simply provides the forms and programs necessary to manipulate data. The data itself is stored in tables residing in an Oracle relational database, meaning that tables are linked together by means of internal identification codes and, therefore, data redundancy is limited. One table might have a student’s ID number and the course numbers in which s/he is enrolled; a separate table contains course numbers and the course descriptions. The course numbers would link the two tables together providing a course description for the classes in which a student is enrolled.

This manual serves as a training and reference guide for Eastern Washington University (EWU) employees creating and maintaining General Entity (GE) information in the Oracle database, using Banner. Banner Navigation sessions must be completed prior to General Entity training. This manual is not all inclusive of associated procedures. Each department is expected to develop procedures for use in Banner forms using the Data Standards Manual for overall guidance.

1.2 Scope of this ManualThis manual is constructed to ensure that General Entity information is maintained as accurately and completely as possible, and that no duplications of data occur within the Banner environment. Recognition of these Eastern Washington University guidelines is required before update access is given to General Entity forms.

Data Custodians and owner offices are responsible for training of inquiry and maintenance within their respective modules, in cooperation with Enterprise Systems.

Security or access levels for each individual employee are determined by owner offices (custodians), and each user must complete training before access is granted. (See Appendix J – EWU Security Considerations).

1.3 Duplicate EntriesThe terms “duplicate record” or “duplicate PIDM” mean that a single entity (whether an individual or corporation) has more than one Banner record. The existence of multiple identity records for one entity defeats the whole purpose of a relational database and raises questions as to the integrity of the data stored with these records - either “multiple versions of the truth” are stored, or

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incomplete information is available. As a result, (a) reports are invalid; and (b) inaccuracies can be construed as confusing or uncaring in communications with both internal and external clients.

Each identified duplicate-record problem takes hours to analyze and repair. Delays in handling duplicate records make successful resolution even more complicated and time consuming. To avoid these problems, access to create new General Entity records is limited. (See Appendix C – Handling of Duplicate Records).

1.4 General Entity Form AccessGeneral Entity maintenance access is awarded only after appropriate training is received. Updates to Banner tables (person or non-person) affect the overall integrity of the database used by all Banner products.

Failure to abide by the guidelines outlined in this manual for creating and maintaining general entity records may result in removal of maintenance access. The following duties description has been developed for all individuals with General Entity update access:

Purpose: Ensure database integrity and the goals of easy, professional, cost-effective communication for the University community and its contacts by:

Avoiding creation of duplicate records for a single entity by following guidelines in the Eastern Washington University Data Standards manual

Providing complete name/address information in a timely manner, with an audit trail of changes

Using EWU data-formatting standards to facilitate consistent reports and searches

Sharing effective processing discoveries and problem-resolution tasks with other team members

Directly taking advantage of interpersonal networking, database capabilities and workflow analysis.

Regular meetings for the Data Standards Committee will be established so that current issues are quickly addressed. Data Standards Committee representatives also have a duties description outlining responsibilities:

Purpose: Represent a functional area in advising on policies, determining maintenance procedures and resolving cross-functional problems; ensure pertinent General Entity maintenance rules and concerns are communicated to area members. Duties:

Ensure adequate time is available to serve as an area representative. Understand the particular needs of the represented area. Communicate that area’s proposals and concerns by connecting periodically with

represented users, and bringing issues to the committee meetings.

Any changes recommended to the data standards in use at Eastern Washington University must be approved by the Data Standards Committee which consists of representatives from across the institution (See Appendix A for current committee makeup).

Approved changes will be reflected in a subsequent standards manual – the most current version of the EWU GE manual can be located in Blackboard: Courses >SIS Implementation > Documents > General Entity Work Group.

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2 Banner Creation Searches

2.1 General Before creating an ID in Banner, a thorough search must be performed to ensure the person or entity does not already exist in Banner – otherwise a “duplicate ID” will be created, and neither ID will then present an accurate picture of information related to a person or corporation.

This thorough search is accomplished by using online “common-matching logic” and form GOAMTCH to ensure key fields are considered before a new ID is generated; an additional batch process is also periodically run to consider additional criteria (transposed names/birthdates, etc.).

(See Appendix F for steps to verify the need to generate a new Banner ID).

3 Banner ID

3.1 General Records beginning with “04” and higher were generated in the Banner environment; lower numbers were migrated from the legacy SIS Plus system.

While not considered an ID alias, based on access awarded, Social Security Number is also a searchable field.

“Name Type” codes may also be associated with alternate IDs.

3.2 Standards for PersonsFormat 1 -- EWUID: An 8-character, system-assigned ID beginning with the digit “0” will be generated for all new records entered into Banner. This will be considered the preferred identifier for searches and reports. ID numbers are not reused as this could cause conflicts and errors on ancillary systems.

Format 2:-- Flagging of Duplicate Records Records with a “B” in the first position of the ID field are “bad” records awaiting final duplicate/mismatched clean-up steps before being deleted from all Banner tables. (See Appendix C for details).

3.3 Standards for Non-Person ID Non-person (corporation) entities may also be assigned a EWUID, a SmartID, or a number based on lender/guarantor codes. Agreed upon standards will be provided at a later date. Examples of possible Non-Person IDs appear below:

Example: As EWUID: Boeing 12345678As SmartID: Bank of America BANKAMERAs Lender/Guarantor: Washington Mutual 820043

All non-persons must have a tax ID number in order to have the non-person designation. Vendors without tax ID numbers will be entered as a person.

Person and non-person are separated by entity type (P versus C), and are displayed and handled differently by Banner forms.

(See Appendix D – Person/Non-Person Considerations for details).

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4 Names

4.1 General “First”, “Middle” and “Last Name” fields constitute a person’s full legal name. (See 4.2.1 for exception).

Legal name is the name that appears on official documents such as a birth certificate, court order, social security card, marriage license or passport. The “First/Middle/Last Name” fields will be the default name used on all online forms and reports. Alternate names (previous, nicknames/preferred names, different formats, etc) can also be stored for reference, to aid in searching, and (most importantly) help prevent duplicates.

NOTE:a. Admissions assumes the name provided by the student is his/her legal nameb. If the name provided is not the person’s legal name an “ALT” name type can be stored

until documentation is receivedc. The “Preferred First Name” field should be used to store nicknames. A first name of

“Sandra” could also have a preferred first name of “Sandy,” for instance. However, this field is NOT searchable. Therefore, an “ALT” name-type should be added with “Sandy.”

Names for persons and non-persons should have a customer-friendly appearance. Names and addresses must be entered with both upper and lowercase letters so that, when a name is printed on correspondence, it looks contemporary and professional. Name formats have also been developed to comply with United States Postal Services (USPS) regulations.

4.2 Standards Enter the last, first and middle names exactly as indicated by the person as it appears on their social security card. If given the full middle name, enter that full middle name – do not change a full name to an initial. Always use upper- and lower-case letters for names.

Example: Person indicates “vanShuppen” as one word, with mixed case.

NOTE: If entering the name as provided by the individual will cause issues with locating that record, also enter an alternate name (name type ALT) with the usual format.

Example: Also enter “Van Shuppen” as two words, with mixed case.

4.2.1 Name lengthSixty characters (60) are available for persons in the “Last Name” field, but only fifteen (15) for “First” and “Middle Name” fields. If a first or middle name is more than fifteen characters:

a. Truncate the name and enter a period “.” in position 15 of the “First” and/or “Middle Name” fields to provide a visible indication that the complete field could not contain all available characters

b. Enter the entire name (last, first middle) in the “Legal Name” field (See section 4.2.7).

Example: Anthony Supercalifragilisticexpialidocious JamesonEnter as: “First Name” field: Anthony

“Middle Name” field: Supercalifragi.“Last Name” field: Jameson“Legal Name” field: Jameson, Anthony Supercalifragilisticexpialidocious

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Exception: If there is no first name for a person or if only a single name is provided (Madonna), enter a period (“.”) in the “First Name” field and leave the “Middle Name” field blank.

NOTE: The period is not one of the characters that will cause printing complications (See Appendix E). The period in the fifteenth position can trigger a code to use the “Legal Name” field rather than the standard “First/Middle/Last Name” fields in generated output if the code is inserted into appropriate report scripts by EWU programmers.

4.2.2 Case If a person has written all upper-case letters, enter the normal upper- and lower-case letters. If the name starts with a lower-case letter, enter the first letter in lower case.

NOTE: common-matching (GOAMTCH) converts the name to all caps and removes special characters before any comparisons are done with other database names. So, case and punctuation do not influence common matching.

Example: duBois

Case is used in sorting, so a lower-case letter will cause the name to appear at the bottom of a list.

Example: VanArsdale will sort to the top of the “V” list while vanArsdale will sort to the bottom.

In these situations, add an alternate name (name type ALT) with the standard format to facilitate searching.

4.2.3 Persons With Non-Standard Names (Two or More Given Names – First, Middle or Last)

In cases where a single character is designated as the first name followed by a full middle name, place the single character and the middle name in the “First Name” field.

Example: W Mark Jones Enter as: “First Name” field: W Mark

“Middle Name” field: blank“Last Name” field: Jones

Then, create an alternate name (name type ALT):“First Name” field: Mark“Middle Name” field: blank“Last Name” field: Jones

If you later receive information that the ‘W’ stands for William, update the name in Banner:

“First Name” field: William“Middle Name” field: Mark“Last Name” field: Jones

If a person has more than two given names and has not specified which are to be considered first versus middle name(s), enter the first two names into the “First Name” field and any other names in the “Middle Name” field.

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Example: Anne Marie Elizabeth Smith Enter as: “First Name” field: Anne Marie

“Middle Name” field: Elizabeth“Last Name” field: Smith

Example: Billy Joe Daryl Thomas Miller

Enter as: “First Name” field: Billy Joe“Middle Name” field: Daryl Thomas“Last Name” field: Miller

Example: Aliesha Lynn Jones Shoemaker

Enter as: “First Name” field: Aliesha“Middle Name” field: Lynn Jones“Last Name” field: Shoemaker

Then, create an alternate name (name type ALT):“First Name” field: Aliesha“Middle Name” field: Lynn“Last Name” field: Jones Shoemaker

This will allow you to find Aliesha under both Jones and Shoemaker.

4.2.4 Formatting and PunctuationUse hyphens, apostrophes (single quotes) or dashes exactly as the person indicates in writing. Do not use commas in any name field. Do not add punctuation if none is provided. Maintain spaces in last names (one space maximum) exactly as reported by the person.

In the following examples, any could be correct: O’Donnell Dell’Acqua St Denis Van Buren Jones-ShoemakerOdonnell DellAcqua StDenis Van der Vaart Jones Shoemaker

Dellacqua St-Denis Vander Vaart Jones ShoeMaker SainteDenis Jones-ShoeMaker Saint Denis

To facilitate searches and prevent duplicates, also add an alternate record(s) with a name type of “ALT”.

Examples: Edward vanShuppen would have an alternate of Edward Van ShuppenSusan K Smith-Jones would have alternates of Susan K Smith and Susan K Jones

4.2.5 Prefixes and Suffixes Salutations (such as Dr, Rev, Mr, Mrs, Ms, etc.) are considered prefixes and should be entered in the prefix field on General Person Forms. Prefixes will be entered in upper/lower case with no punctuation.

Professional status indicators (such as MD, DO, PhD, DVN, ESQ, etc) are considered Suffixes and should be entered in the suffix field on the General Person forms.

Do not enter prefixes or suffixes in the name fields of the current identification block on the Banner IDEN forms. And be very careful when entering names for widows; for example, widows

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are properly addressed as “Mrs Herbert Jones” but (if “Herbert” is entered in the “First Name” field) this may result in a salutation being addressed to “Herbert Jones”, exactly the wrong result.

NOTE: Generational indicators (such as Jr, II, III, etc.) are not considered a suffix and should be entered as part of the “Last Name” field. Enter a space after the last character of the last name, followed by the generational designator.

Example: Jones Jr Buckingham III

Important: When entering roman numerals, use capital I (not lowercase L or the numeral 1).

4.2.6 Previous Names With the exception of corrections made due to data-entry errors, previous-name information should be maintained in Banner. Forms used by some University offices ask for a person’s previous name or names (for example, admission applicants). As many previous names as necessary can be stored but enter the earliest name first *or* use the alternate block to insert older names in the appropriate order.

4.2.7 Legal Name

“First”, “Middle” and “Last Name” fields constitute a person’s full legal name.

When legal name is not given, official documentation must be received before making a name change. The person’s legal name should always be entered into “First/Middle/Last Name” fields, with alternate names (name type ALT) stored as aliases. Alternate names can be added at any time as soon as they are known.

Example: Changing Nicknames – Suzi Ann Jones to Susan Ann JonesEnter as: “First Name” field: Susan

“Middle Name” field: Ann“Last Name” field: Jones

This creates an Alternate name (name type ALT) of Suzi Ann Jones

Similarly, when a name changes due to marriage, divorce, or court order, the same rules apply.

Example: Name Change – Susan Ann Jones to Susan Ann BrownEnter as: “First Name” field: Susan

“Middle Name” field: Ann“Last Name” field: Brown

This creates an Alternate name (name type ALT) of Susan Ann Jones

NOTE: EWUIDs migrated from the legacy SIS PLUS system may have a name in all caps in the “Legal Name” field. Verify that the name in the separate “First/Middle/Last Name” fields accurately reflect the capped version; if they do, blank out the “Legal Name” field. If they do not, rekey the “First/Middle/Last Name” fields in mixed case, using the format indicated above, then blank out the “Legal Name” field.

4.2.8 Preferred First NameFor people who go by a name different than their legal name, use the “Preferred First Name” field to enter their “nickname.” You must also create an alternate name or alias (name type ALT).

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Example: “First Name” field: William“Last Name” field: Knight“Preferred First Name” field: Bill

Then, create an alternate name (name type ALT):

“First Name” field: Bill“Last Name” field: Knight

Example: “First Name” field: D Mark“Last Name” field: Williams“Preferred First Name” field: Mark

Then, create an alternate name (name type ALT):

“First Name” field: Mark“Last Name” field: Williams

4.2.9 Non-Person 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 Banner. If a non-person name begins with the word “The”, it should be included when entering the name in Banner.

Examples: ABC Trucking Department of Defense John F Kennedy LibraryFirst National Bank The Bradford Group

Alternates should also be entered for corporations, to facilitate searching and avoid creation of duplicate records.

Examples: Corporation name AlternateSunGard SCT SCT, SSCTIntl. Business Machines IBM

(See Appendix D – Person/Non-Person Considerations for more details).

4.2.10 Name Type and Description Whenever appropriate, also associate a name type with alternate name records.

Name Type Description ALT Alternate format to facilitate searches CORR Correction PREV Previous (previously known as) name

Note that these same “name” types can also be used with alternate ID records.

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4.3 Name/SSN/Birth Date Change PoliciesAnytime a Name, SSN, or Birth Date is changed in Banner, a comment should be added on SPACMNT. Even though SSN changes and names are tracked, it is still important to create a comment about the change stating the documentation you used to make the change, when the change was made and any additional information that might be pertinent. Since the need to match SSA records is becoming global and mismatches are becoming more likely to trigger fines/problems, Name/SSN/DOB changes comments must be maintained. Comment types used are as follows:

GB – Birth Date ChangeGI – SSN and ID ChangeGN – Name Change

Name changes for persons and non-persons may be made as follows:

Person ProceduresStudent – Recruit or Admit but

not enrolledThe Admissions Office can change nicknames to legal names without documentation at their discretion. Other name changes, due to marriage, divorce, etc., can be made with picture ID or some other acceptable evidence. For SSN changes, students must provide a copy of their SS card or a letter from SSA. For birth date changes, picture ID or some other acceptable evidence is required. No forms are necessary.

Student – Enrolled with or without financial activity

The Records and Registration Office requires a name change form for any name change. Documentation required is:Marriage CertificateORDivorce DecreeORCourt OrderOR2 pieces of ID (One must be picture & not EWU ID)SSN changes require a copy of SS card or a letter from SSA. Birth date changes require a copy of the birth certificate and a picture ID or 2 forms of ID, one picture.If the student is also an employee, they must also request a change with the Payroll Office.The name change form is available at the Records and Registration web page.

Employee The Payroll Office requires a copy of the SS card or a letter from SSA to change names.No forms are necessary.What about SSN and birth date changes?

Accounts Payable Vendors TBD at a later date.Third-Party Vendors TBD at a later date.

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5 Addresses

5.1 General University-wide conventions are critical for shared data such as addresses; we should be mindful of the purposes for which the data are entered and the need to follow institutional standards. These standards must balance four considerations:

Accepted standards for formal communications United States Postal Service (USPS) guidelines Banner system requirements International addressing requirements

All addresses must meet USPS addressing requirements. According to the Postal Addressing Standards, “A standardized address is one that is fully spelled out, abbreviated by using the Postal Service standard abbreviations … and uses the proper format for the address style…” (p. 1).

Each address component in Banner is considered separately, but city/state/county will automatically be filled in if (a) only zip code is keyed for a US address, and (b) that zip code exists in table GTVZIPC. To add new zip code values to this table, please contact the table’s data custodian. (See Appendix B – Shared Tables in Banner).

NOTE: “Emergency” addresses are not a separate address type – instead, other address types are associated with an emergency contact name via form SPAEMRG.

5.1.2 Address Types Each Banner module (e.g. recruitment mail, grades and billing statements) will look for a valid address in a prescribed sequence. For example, the billing routine might look for addresses in this order: BI, MA, PA. Admissions might typically search for a mailing address in this order: MA, PA, PE.

The following table describes address types defined for the EWU Banner system:

Code Description Explanation Owner OfficeBI Billing Address Required by Banner Accounts Receivable; used for student bills if MA

or PE address not current. Maintained by Student Financial Services.Student Financial Services

BU Business Address Required by Banner Accounts Payable for “vendor” communications (whether person or non-person).

Controller’s Office

DI Diploma Mailing Where the student wishes the diploma to be sent, if different than PE address. Maintained by Records & Registration, and the Graduate Office.

Records & Registration

MA Mailing Address Current mailing; may be physical location or PO Box. Primary correspondence address. Identifies where student was living at time of enrollment (must e physical address for international students). Maintained by all offices with General Entity update rights.


NM No Mailing Format Used by “letter generation” processes to insert an email address, rather than a mailing address. Note that an NM entry should not be active if an active PE address is available.

Admissions

PA Parent/Guardian Primary parent/guardian address for special mailings. Maintained by all offices with General Entity update rights.

Student Services

PE Permanent Permanent address (international address for international students). Maintained by all offices with General Entity update rights. Used during Admissions/Financial Aid external data loads.


R1 Professional Ref 1 Reference address for graduate program application process. Maintained by Graduate Studies.

Graduate Studies


Graduate Studies

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Graduate Studies

XX Banner TGRFEED Required and maintained by Banner Accounts Receivable; Accounts Receivable

5.2 Standards All information will be typed in mixed case (i.e. not all caps or all lower).

Never key over an existing address, unless to correct a spelling or typing error. Always end-date the previous address so that an audit trail is available to trace correspondence to an individual person or corporation.

Blank FROM and TO dates are acceptable if no other address exists for the address type. Date overlaps are not acceptable (except for specific Banner Finance types) so, if more than one address exists for an address type, FROM dates are required for all, and TO dates for all but the last address.

5.2.1 Symbols Symbols should never be used in the first position of an address field. Also, avoid use of:

an ampersand (&) to replace ‘and’. a percent symbol (%) a pound sign (#) within an address a double quote (“) in any field

The designation for ‘in care of’ should be abbreviated as ‘c/o’ and should be entered on the first street address line.

5.2.2 Punctuation Punctuation in the street number and name is normally limited to slashes and hyphens. Do not use periods after abbreviations.

With the exception of the hyphen in the zip+4 configuration, punctuation in the address may be omitted.

Periods: 39.2 RD Slashes (fractional addresses): 101 1/2 Main St Be sure to include a space before the fraction! Hyphens (hyphenated address): 289-01 Montgomery Ave

5.2.3 Street Names Street names are normally composed of a number (possibly directional), the street name and a possible unit designator. Follow the guidelines below in entering an address into Banner.

As a general rule, abbreviate directionals to the one (N, S, E, W) or two (NE, NW, SE, SW) character abbreviations recommended by the USPS. Capitalize, and use no spaces or periods. However, some street names (North Avenue, Bay West Drive) would normally be spelled out.

5.2.4 Street Address and PO Box Banner provides for three lines of street address information. The USPS will deliver mail to the first address line listed above the city/state/zip line. If an address contains both a street address and a post office box, it is preferable that the post office box be the last part of the address entered, before the city/state/zip (and therefore the portion that determines delivery location). Note that the zip code should match the delivery-location line.

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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. The example below shows a three-line address.

Example: c/o Marvin Martian Chanin and Levers Inc 1600 Martian Blvd Ste 910

5.2.5 Secondary Address Unit Designators If the street address contains a secondary unit designator (such as an apartment, suite, space, 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

When secondary delivery information, e.g., Apt or Bldg, is part of the address but does not fit on the primary (Delivery Address) line, wrap up all components of the secondary information immediately above the Delivery Address Line.

Example: Bldg 14-400 14200 Old South Mississippi Parkway Aurora, CO 80111-1111

Recommended abbreviations for common unit designators are:

Apartment AptBuilding BldgDepartment DeptFloor FlRoom RmSprings SpgsSuite SteTrailer TrlrUnit Unit

Refer to the Postal Addressing Standards publication for other unit-designator abbreviations. (See section 5.2.7 – Sources for Additional Information.)

5.2.6 Abbreviations for Street Designators

Street designators should be abbreviated to follow the USPS standards. Additional abbreviations and designators can be found in the documents listed in section 5.2.7.

Street Suffix Abbreviation Avenue Ave Boulevard Blvd Branch Br Center Ctr Court Ct Circle Cir

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Drive Dr Estate Est Highway Hwy Lane Ln Parkway Pkwy Place Pl Road Rd Square Sq Station Sta Street St Terrace Ter Trail Trl Way Way

5.2.7 Sources for Additional Information There are style manuals that deal with formal addressing style. The most comprehensive and accessible publication for United States standards is available from the USPS in both hardcopy and PDF form. For more information, see:http://pe.usps.gov

The EWU Campus Post Office/Mail Services is an excellent resource, see:http://www.ewu.edu/x4791.xml

The Canadian Postal service (Canada Post) also offers a useful web site: http://www.canadapost.ca/tools/pcl/bin/advanced-e.asp

Because the formatting of international addresses differs from country to country, International Student Services generally refers to this website:http://www.bspage.com/address.html

There are other sites available for international-address formatting standards:http://upu.int (Universal Postal Union), specifically:http://www.upu.int/post_code/en/postal_addressing _systems_member_countries.shtml

5.2.8 City Banner is configured to automatically insert the city name when a 5-character zip code is entered for US addresses. This is the preferred method of entering the city name.

If the returned name does not match what was provided by an individual or corporation, it is acceptable to change the city to the preferred community name (for example, when entering the zip code 99206, the city will default to “Spokane” as the main postal distribution point, but this can be overridden to indicate the community of “Opportunity”).

All information is typed in mixed-case format. Whenever possible, spell out city names in their entirety. If it is necessary to abbreviate city names to fit within the 20 characters allowed by Banner, follow recommendations described in the USPS Postal Addressing Standards.

Examples: Preferred Acceptable West Stockbridge W Stockbridge Newberry Springs Newberry Spgs

5.2.9 State and Province

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http://www.upu.int/post_code/en/postal_addressing

http://upu.int/

http://www.ewu.edu/x4791.xml

http://pe.usps.gov/

Banner is configured to automatically enter the State name when a US zip code is entered. This is the preferred method of entering the state.

State codes must be entered for all US and Canadian addresses. Canadian Provinces are entered in the State/Province field, not in the City field.

5.2.10 County Banner is configured to automatically enter the county name when a zip code is entered – however, at EWU, county codes have been loaded only for the State of Washington. At some point, additional codes will be added for work locations in Alaska and Idaho.

5.2.11 Zip or Postal Code Zip or postal codes MUST be entered for all US and Canadian addresses. If available, postal codes should also be entered for other international addresses.

5.2.11.1 United States A hyphen must be entered when the entire 9-digit (zip plus four) zip code is available. If the last four digits are unavailable, enter the first five digits in the first five positions of the field without the hyphen.

Examples: 97203 97203-5798

5.2.11.2 Canada Enter the six-character postal code by keying in 3 characters, a space and the last 3 characters.

Examples: T2T 2Y5 R2L 1N4

5.2.12 Nation A nation code is required for all non-US addresses. FIPS (Federal Information Processing Standards) 10-4 codes are used, since they are required for SEVIS processing.

NOTE: Access the National Institute of Standards and Technology (Department of Commerce) for the latest information: www.itl.nist.gov/ fips pubs.

Do not enter a nation code for US addresses, per USPS standards. In Banner, the default country designation is “US”.

5.2.13 Military Address

5.2.13.1 Overseas Locations Overseas 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.

Enter the zip code in the zip code field and (a) the APO or FPO code will default into the City field, and (b) the military ‘State’ code (AA, AE or AP) will default into the State field.

AA is for mail in the Americas other than Canada AE for mail going to Europe, the Middle East, Africa and Canada AP for mail destined to the Pacific

Examples: SSGT Mario Martian Unit 2050 Box 4190

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APO AP 96522-1215

5.2.13.2 Domestic Locations All domestic military mail must have a regular street-style address.

Examples: Col Margaret Henry Capt Jack HarrisLowery Air Force Base 8205 East Sixth Avenue 405 2314 Barracks StDenver CO 80234 Minot AFB ND 58705

5.2.14 International Addresses Enter an international address exactly as provided, including punctuation. However, try to avoid commas as much as possible. Do not abbreviate words that are spelled out.

With the exception of Canadian addresses, line 3 should contain the full name of the province or state for a foreign address.

Use the Nation validation values displayed in Banner drop-down lists for nation/country codes. This way the university can better control the printing of international addresses on letters and forms. If available, the postal code should be entered in the ZIP/postal code field.

(For international telephone numbers, see section 6.2.4).

5.3 Hierarchy of Modifications When it is necessary to modify addresses to fit Banner fields or conventions, follow these steps:

5.3.1 Procedure for Updating Addresses To change an existing address within an address type, do the following:

End-date the existing address using the date that is one day before the new address becomes effective (e.g.: if tomorrow is 9/20/06 and the new address is effective that day, then end-date the old address with 9/19/06 by entering that date in the TO field)

Check the ‘inactive’ box on the existing address IF the end date is not in the future. Note that this action will automatically check the ‘inactive’ box on SPATELE for the phone number associated with this address. Note: addresses “updated” via GOAMTCH cause the previous address for the matching type to be inactivated.

Add the new address, following established data standards, using a FROM date that is one day after the end date entered on the previous address

Add the phone number on the new address record, even if it did not change.

6 Telephone Numbers

6.1 General An entity (person or non-person) may have multiple telephone numbers within the Banner system. Telephone numbers should be accurate and reflect the most recent data received. Supplemental information for international phone numbers may be added in the international access code field.

6.2 Standards All regional and local telephone numbers, including on-campus phone numbers, are entered using the ten-digit format. The three digit area code must be entered into its field for all phone numbers including the local areas, without parentheses. Enter the seven digit phone number

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without a hyphen. If an extension is provided, enter only the digits of the extension in the extension field. DO NOT enter EXT or X into the extension field.

6.2.1 Telephone Types A telephone type distinguishes each telephone number entered in the Banner system. Generally, telephone types can be maintained with an associated address type, except for fax, pagers, etc. that are not associated with any address type.

6.2.2 Office(s) responsible for creation and changes of each telephone type. NOTE: Each department may have their own web applications and self-service options, therefore, telephone types that can be updated via the web will be determined at the departmental level.

Code Description Owner OfficeAL Alternate Records and RegistrationBI Billing Student Financial ServicesBU Business/Work Records and RegistrationCE Cell Records and RegistrationDI Diploma Mailing Records & RegistrationFM Fax Records and RegistrationIN International Records & Registration*MA Mailing Address, Current Records and RegistrationNB Next of Kin Borrower Student Financial ServicesP2 Second Parent/Guardian AdmissionsPA Parent Address AdmissionsPE Permanent Records and RegistrationPG Pager Records & Registration*PR Professional Reference Graduate StudiesTD TDD Records and Registration

*May eventually be deleted, as many of the other types would not preclude international numbers and very few people still carry pagers.

6.2.3 Telephone Numbers The telephone number is presented in a three-field format.

6.2.3.1 Area Code The three-digit area code must be entered for all phone numbers including the local (509) area. Banner does not default in an area code.

6.2.3.2 Phone Number Enter the seven-digit number without inserting a hyphen.

Example: 4871849

6.2.3.3 Extension If an extension number is provided, enter only the digits of the extension. Do NOT enter EXT or X in the extension field.

Example: 7300

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6.2.4 International Telephone Numbers International 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.

The country code consists of one to four digits and is required (e.g. 876) 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). Do NOT enter the zero.

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

6.2.4.1 The North American Numbering Plan (NANP)

The North American Numbering Plan is an integrated telephone numbering plan serving 19 North American countries that share its resources. These countries include the United States and its territories, Canada, Bermuda, Anguilla, Antigua & Barbuda, the Bahamas, Barbados, the British Virgin Islands, the Cayman Islands, Dominica, the Dominican Republic, Grenada, Jamaica, Montserrat, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Trinidad and Tobago, and Turks & Caicos. (Mexico is not included).

This agreement 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 considered to be a part of the NANP 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 Banner system. For more information, go to: http://www.nanpa.com .

Country Area CodeAnguilla 264Antigua 268Bahamas 242Barbados 246Barbuda 268Bermuda 441British Virgin Islands 284Canada MultipleCayman Islands 345Dominica 767Dominican Republic 809Grenada 473Guam 671Jamaica 876Montserrat 664Northern Marianas Islands (Saipan, Rota and Tinian)

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Puerto Rico 787St. Kitts/Nevis 869St. Lucia 758St. Vincent and Grenadines 784

Trinidad and Tobago 868

Turks and Caicos 649

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http://www.nanpa.com/

Islands U.S. Virgin Islands 340

6.3 Guidelines Unless making a correction due to an initial entry error, do not change or delete the prior telephone number. When adding a subsequent telephone number of the same type, you may check “inactivate” if the number is no longer valid and add the new telephone number.

NOTE: Telephone numbers (while displayed on some forms with an address) are not stored with the address in the Banner tables. Telephone numbers must be changed on the SPATELE form.

7 Email

7.1 General An entity (person or non-person) may have multiple email addresses within the Banner system. Email addresses should be accurate and reflect the most recent data received.

7.2 Standards

Code DescriptionBUSI Business/Work EmailMAOL Instant Messenger -- AOLMMSN Instant Messenger – MSNMYAH Instant Messenger – YahooPERS Personal Email

7.3 Guidelines

The personal email type is considered the primary. The email address collected on the Admissions Application is coded as a personal email. Although each department with web self-service may determine whether email will be updateable online, they are strongly encouraged to make all email types updateable to ensure timely communication with our students.

When adding a subsequent email address of the same type, the old email should be inactivated and the new email address added. Unless making a correction due to an initial entry error, do not change or delete the prior email address.

8 Calendar Dates

8.1 General Banner is set up to (a) determine which parts of a date entry are the month, day and year, and (b) automatically convert and store the date in the format DD-MMM-CCYY

Year numbers 00 through 49 are converted to 2000 through 2049 Year numbers 50 through 99 are converted to 1950 through 1999 The century default can be overridden by typing in the 4-digit century and year.

8.2 Standards While the Oracle software used by Banner forms will transform date entries, here are some hints to provide consistent results:

8.2.1 Keying notesAlways enter four digits for the year

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Example: Enter 2002 as 2002 – not as 02

Always enter two digits for the month and day.

Example: Enter January as 01 and the 5th day of the month as 05

You can enter a date without separators (no spaces or special characters) or you can use a dash (-) or slash (/) as separators.

Example: If you want to enter the date March 5, 2002, you can enter it any of the following ways: 03052002 03/05/2002 03-05-2002 3.5.2002In all cases, the date will be stored as: 05-MAR-2002

If you enter only part of the date, the rest of the current date structure is the default.

Example: If today’s date is July 5, 2006 and you want to enter the date March 5, 2006, you can key it any of the following ways: 030520060305 03/05/200603/05 03-05 In all cases, the date will be stored as: 05-MAR-2006

If you enter a ‘t’ in a date field and press <enter>, today’s date will default in.

8.2.2 Dates in Job Submission Use the hint at the bottom of the Job Process Submission Control Form (GJAPCTL) for the appropriate date format when entering date parameters for reports and processes.

8.2.3 Dates in Reports and Process Output Some, but not all, delivered reports include the century with the year in output.

9 Social Security Number (SSN) / Tax ID Number (TIN)

9.1 General The Social Security Number field in Banner is labeled SSN/SIN/TIN For persons,EWU’s policy is that only a US Social Security Number be entered into this field.

A US social security number (SSN) is required for all Eastern Washington University employees and independent contractors. It is preferred that students disclose their social security number, but it is only required for students applying for financial aid or employment. Social security number is an optional data element for all other constituents of the university.

At EWU, SSN is not stored as an ID alias but (with the appropriate security rights) is searchable.

For non-persons, EWU’s policy is that only a tax ID number be entered into this field.

9.2 Guidelines

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A person must present a copy of his/her social security card or a letter from the Social Security Administration confirming SSN in order to have a social security number changed within Banner. Professional judgment should be used when making corrections to social security numbers based on erroneously keyed data. A history of changes is maintained. (See section 4.3 Name/SSN/Birth Date Change Policies).

If a person is an EWU employee, make the change and then send a notification with the correct number to the Payroll Office. (See section 4.3 – Name/SSN/Birth Date Change Policies).

10 Gender

10.1 General Gender is optional (the default is “not available”), but is very helpful in avoiding duplicate records and in identifying appropriate records under common names.

NOTE: while the term “sex” refers to biological classification, “gender” can indicate social orientation.

11 Date of Birth

11.1 General Date of birth is optional (except for EWU employees), but is very helpful in avoiding duplicate records and in identifying appropriate records under common names.

11.2 Guidelines Changes to a date of birth may originate in any office on campus, but should follow the policy outlined in section 4.3 – Name/SSN/Birth Date Change Policies. It is the responsibility of the department processing a change to a date of birth to check the GUASYST form in Banner to determine if the person is an employee. If yes, it is the further responsibility of the department processing the change to notify Payroll.

A copy of the birth certificate, passport or drivers license must be provided with all date-of-birth change requests. Professional judgment should be used when making corrections to a date of birth erroneously keyed.(See section 4.3 – Name/SSN/Birth Date Change Policies).

12 Marital Code

12.1 General Marital status is maintained for all EWU students applying for financial aid and for EWU employees.

NOTE: Notation of marital status for tax purposes is not made in this field, rather, is contained in the Finance module. An example could be a married person who is filing his/her taxes separately or “single.” Employees should consult with Human Resources or Payroll for more information.

12.2 Guidelines Changes to marital status may originate in any office on campus, however, changes to marital status should be made only by the office performing the associated name change, (See Section 4.3 – Name/SSN/Birth Date Change Policies). A copy of a marriage license or divorce decree

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must be provided with all marital-status change requests. Professional judgment should be used when making corrections to marital status based on error at initial entry.

Code DescriptionD DivorcedM Married/RemarriedN Domestic PartnerP SeparatedS SingleV Same Sex Domestic PartnerW Widowed

13 Ethnic Codes

13.1 General Ethnicity is tracked for purposes of federal and state reporting requirements. EWU has ethnic codes based on the State of Washington’s 2000 Census Guidelines. (See Appendix I – Ethnic Codes Currently In Use).

13.2 Guidelines An ethnic code must be entered for all persons entered on Banner, however, disclosing your ethnicity is not mandatory. For those who wish not to report it, the “not reported” code below should be used.

UN – Not reported

14 Deceased Information

14.1 General Due to the sensitivity of this issue, prompt attention is important so future mailings from University offices are avoided. Deceased status must be verified information, not just perceived information.

14.2 Standards All population selections for communication purposes must search for, and exclude, deceased persons. Criteria to exclude deceased persons can and should be placed in every appropriate application. As soon as notification is made to any office on campus, the department must notify Records and Registration immediately. After a copy of the death certificate or obituary is received, it is this office’s responsibility to mark the student as deceased on SPAIDEN with the deceased date and inactivate email addresses, telephone numbers and addresses.

If the deceased person is also enrolled as a student, they will usually be withdrawn from their classes depending upon time of death in relation to the academic calendar and the instructor’s wishes. Student folders and transcripts are also marked when applicable.

Records and Registration will add a comment type of “GD” for deceased with the source of information used to make the determination and whether an official death certificate has been obtained.

NOTE: As some offices on campus must have official copies of death certificates, it is necessary for all departments to coordinate with the Dean of Students and each other to avoid multiple requests from the family.

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14.3 Guidelines If you receive notification that a person has passed away, do the following:

Using email, notify the contact person for each area below. Include the following information in your email:

Name of Person Banner ID Date of Death (if known) Notification method (newspaper, call from family or police, etc.)

It is critical EWU facilitate the dissemination of the death certificate to ensure the family does not receive multiple requests from EWU and/or lenders.

Impacted Areas Contact Person Description of Possible Impact(s)Academic Affairs Denise Vanmeter Specific courses/departments/faculty

Dean of Students Michelle Helmerick Handles campus notification

Graduate Office Diana Teague-White If was grad student or prospective grad student

Housing & Res. Life/Dining Linda Ishiguro If student was a residential student

Student Employment Colleen King Check to see if student was employed or not

Student Financial Services Lisa Hjaltalin Billing related and/or Perkins Loan, may have outstanding balance

Financial Aid & Scholarships Bruce DeFrates If student was on aid (grants/loans) or any type of scholarship or waiver

University Police Tom McGill Depending on situation, may be main point of contact between family and U in regards to the death certificate

Library Pat Kelley Student may have outstanding fees and/or materials

Parking Dawn McClenahan Student may have outstanding fees that have not yet been posted

Records & Registration Debbie Fockler Whether a student was enrolled or not, grades

Foundation/Development Trudy Miller Student’s family may be on the list for communication related to the Family Association or Annual Fund

Athletics Judy Crabb If student was an athlete or someone who may have been involved with Athletics

15 Citizenship and International Persons Information

15.1 General Citizenship is required information for students and employees at EWU. Additional information (such as country of citizenship and visa status) is required for any person who is not a citizen of the United States.

Citizenship and related information is maintained by the following offices: Records and Registration, for students Human Resources, for staff Office of Academic Personnel, for faculty International Education Office, for international students during the application process

and after they enroll.

Any changes to citizenship or visa information must be coordinated with the appropriate office(s).

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16 Veteran Status

16.1 Veteran File Number Veteran File Number (Veteran ID) is maintained on the SPAPERS form in General Person. This is most often the veteran’s social security number but may be either an eight-digit number or eight-digit number plus one letter and refers to a VA claim number. Dependents or spouses claiming benefits will use the subscribers SSN or VA file number. The field is entered by the Veterans Coordinator in the Office of Records and Registration. Veteran Certification information will also be tracked on SGASTDN.

16.2 Veteran Category Information is collected and maintained as required for University purposes.

17 Legacy Information The application for admission used by the Office of Admissions asks “Have either of your parents received a baccalaureate degree or higher?” If the answer is yes, the response will be stored as an Admissions Attribute field. Legacy information is used to calculate percentage of EWU students who are first generation college graduates.

18 Religion Codes The University is not currently collecting or maintaining religion data for students.

19 Driver’s License Information

19.1 General Financial Aid collects driver’s license numbers from the filing of the FAFSA, but these do not become part of the student record.

20 Confidentiality of Student Records

20.1 General STATEMENT OF RESPONSIBILITY FOR CONFIDENTIALITY OF STUDENT RECORDS Security and confidentiality are a matter of concern to all persons who have access to student information. Each person using student information holds a position of trust relative to this data and must recognize the responsibilities delegated to him or her in preserving the security and confidentiality of this information. Since conduct either on or off the job could affect the security and confidentiality of this information, each person authorized to access student information is expected to adhere to the following standards.

20.1.1 Penalties for Violating FERPA Regulations

The Family Policy Compliance Office investigates and reviews complaints of possible violations of FERPA. If a failure to comply with FERPA is found, the Office will notify the institution of required corrections to bring the institution into compliance. The Office will also establish a reasonable period of time for the institution to voluntarily accomplish the specified correction measures.

If the Secretary of Education finds, after a reasonable period of time that an institution has failed to comply with FERPA and determines that compliance cannot be secured by any means, he can, among other options direct that no federal funds under his administrative control (financial aid, education grants, etc.) be made available to that institution.

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20.2 Standards Confidential Information Indicator

If a student completes a “Request for Confidential Information” form and submits it to the Office of Records and Registration, related directory information will not be disclosed to the public. The Office of the Registrar will flag the student's record with a confidentiality indicator and the message CONFIDENTIAL will display on any Banner form for that ID.

The specific directory information requested to remain confidential will be entered on the GOADPRF form in General Person. Once restrictions are in place they can be removed only by the written request of the student.(See 20.5.5 – Release of Information Form below).

20.3 FERPA (Family Educational Rights and Privacy Act)

The Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment, helps protect the privacy of student records. FERPA applies to all institutions that are the recipients of federal funding. FERPA is enforced by the Family Policy Compliance Office of the U.S. Department of Education in Washington D.C. The act provides the students the right to:

Inspect and review educational records Seek to amend those records Limit disclosure or information from the records File a complaint with the FERPA Office in Washington D.C.

Students must be notified annually regarding FERPA and what constitutes directory information.

20.3.1 Who Is Protected

Students who are currently enrolled (registered for a course) or formerly enrolled regardless of their age or parental dependency status. FERPA does not apply to persons who have applied but have not enrolled or to deceased students.

20.3.2 Educational Records

Educational records are:

1. Any record which personally identifies a student 2. Any record maintained by Eastern or an authorized party.

Educational records include any records in the possession of an employee that are shared or accessible to others. The records may be handwritten, print, electronic, film, or any other medium.

20.3.3 Excluded Records

Educational Records are not:

1. Sole possession records or private notes held by university personnel which are not shared with others.

2. Law enforcement or campus security records which are solely for law enforcement purposes.

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3. Records relating to individuals who are employed by the institution (unless employment is contingent upon enrollment

4. Health care professional and used only for medical/health treatment. 5. Institutional records containing information about an individual obtained after that

person is no longer a student (i.e., alumni records).

20.4 Directory Information

Based on FERPA guidelines as outlined in the EWU Access to Student Records policy, "Directory Information" for enrolled students is eligible for release unless the student requests that it be held confidential. Only information that has been designated as “directory information” may be released. Eastern Washington University designates the following student information as "Directory Information":

1. Student name 2. Addresses and telephone number 3. E-mail address4. Date and place of birth5. Major field of study 6. Participation in officially recognized sports & activities 7. Height and weight of student athletes 8. Dates of attendance 9. Degrees and awards received 10. Most recent previous school attended

20.4.1 Placing/Removing the Restriction

Students may request that directory information not be released. Such a request may be submitted and/or updated on the web on EagleNET, in writing, or in person with picture ID at the Records and Registration Office or registration site.

20.5 Disclosure Policies All personally identifiable information not covered under "Directory Information" is confidential and shall be disclosed by the University only as provided in University Policies. No information, "public" or private, on applicant records may be released outside of the University until the applicant has become a registered student and has a chance to prohibit release, except to agents designated by the applicant.

Students are notified on an annual basis of their rights under FERPA, including the right to request that directory information be restricted. Eastern Washington University reserves the right to make directory information public unless the student has filed a "Request for Confidential Information" form with the Office of Records and Registration.

20.5.1 Allowable Access to Student Information

The following may have access to student information:

1. The student and any outside party who provides written consent from the student (See 20.5.5 – Release of Information Form below)

2. School officials who have a "legitimate educational interest" 3. Parents of a dependent student as defined by the Internal Revenue Code.

Appropriate documentation must be submitted to the Records and Registration Office. 4. A person in response to a lawfully issued subpoena or court order.

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20.5.2 Definition of a School

1. A person employed by Eastern in an administrative, academic, research, or support staff position

2. Person employed by or under contract with Eastern to perform a special task, such as an attorney or auditor.

20.5.3 Legitimate Educational Interest

A school official has a legitimate educational interest and a need to know if the official is:

1. Performing a task as specified in his or her position description or contract agreement

2. Performing a task related to a student's education 3. Performing a task related to the discipline of a student 4. Providing a service or benefit relating to the student or student's family,

such as advising, job placement, financial aid, or housing assistance.

20.5.4 When Consent Is NOT Required To Disclose

Information may be released without consent to:

1. School officials with a legitimate educational interest and need to know 2. Officials of another school in which the student seeks to enroll 3. Authorized federal, sate, and local authorities including INS, Dept. of Education, IRS,

and Veterans Affairs 4. Anyone providing financial aid to the student 5. Agents acting on behalf of Eastern (enrollment clearinghouses) 6. Organizations conducting studies on behalf of Eastern 7. Accrediting organizations 8. Parents upon providing proof of dependence or written release from the student 9. Parents/legal guardians when children under age 21 have violated the alcohol or drug

policies of Eastern 10. Comply with a judicial order or subpoena 11. Appropriate parties in a health or safety emergency 12. Students, upon showing picture identification 13. Results of disciplinary hearings to an alleged victim of a crime of violence 14. Military recruiters who request "student recruiting information".

20.5.5 Release of Information Form

Once Records and Registration has received the ROI form, they will place a comment type of “RI” for Release of Information on SPACMNT. The comment will contain the name and relationship of the person the student is authorizing we release information to and a password that that person must give in order to verify their identity. Should the student revoke this ROI, that will also be noted in the comment.

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21 Letter Names

21.1 General The names of letters created within any module of Banner are stored in a common validation table called GTVLETR. Letter names are 15 characters.

21.2 Standards In order to avoid confusion as to the owner of a letter defined within Banner, the following prefixes will be used by offices when defining a letter name on the Banner screen GTVLETR:

A - Admissions, Undergraduate B - Student Financial Services C - Career Services D - Institutional Research, Demographics and Assessments E - Enterprise Systems F - Financial Aid G - Graduate Admissions H - Housing & Residential Life I - International Admissions, SEVIS M - Finance P - Payroll/Personnel R - Records and Registration T - Technical Services U - Undergraduate Advising Z - Shared Utility Area

Example: A_WELCOME, Prospect Welcome Letter generated for Undergraduate Admissions.

22 Quickflow Names

22.1 General The names of Quickflows created within any module of Banner are stored in a common validation table called GTVQUIK. Quickflow names are 4 characters.

22.2 Standards In order to avoid confusion as to the owner of a Quickflow defined within Banner, the following prefixes will be used by offices when defining a Quickflow name on the Banner screen GTVQUIK:

A - Admissions, Undergraduate B - Student Financial Services C - Career Services D - Institutional Research, Demographics and Assessments E - Enterprise Systems F - Financial Aid G - Graduate Admissions H - Housing & Residential Life I - International Admissions, SEVIS M - Finance P - Payroll/Personnel R - Records and Registration T - Technical Services

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U - Undergraduate Advising Z - Shared Utility Area

Example: AAPP, Application Data Entry Quick Flow, generated for Undergraduate Admissions.

23 Comment Types

23.1 General Comment types are stored in a shared table and protected by security classes.

23.2 Standards In order to avoid confusion, comment codes are based on the following structure:

The first character signifies administrative unit most likely to be entering that comment type:

A – AdmissionsC – Career ServicesD – Academic DepartmentsG – General PersonI – International Student ProgramL – AthleticsM – Graduate ProgramO – Office of Student Rights & ResponsibilityR – Financial AidS – Records and RegistrationT – Student Financial ServicesU – Undergraduate AdvisingZ – All Administrative Units

The second character uniquely identifies the type within that administrative unit. The third character indicates security scheme.

(See Appendix H – Comment Codes Currently in Use).

NOTE: Migration is scheduled for May 2006.

24 Function Keys

24.1 General Data entry speed can be improved through use of function keys. However, not all available keys are displayed via the drop-down list available on Banner forms.

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Quick-Reference Guide to Banner Keyboard CommandsHorizontal Toolbar Icons

Keyboard Commands[NOTE: Not all keyboard commands are available from every form.]

Function KeysBlock – clear Shift+F5Block – next Ctrl+PgDnBlock – previous Ctrl+PgUpCount Query Hits Shift+F2Display Error Shift+F1Exit Ctrl+QField – clear Ctrl+UField – duplicate F3Field – next TabField – previous Shift+TabGo To F5LIST (List Of Values) F9Options Right ClickPrint Shift+F8Query – cancel Ctrl+QQuery – enter F7Query – execute F8Record – clear Shift+F4Record – duplicate F4Record – insert F6Record – next or PgDnRecord – previous or PgUpRecord – remove (delete) Shift+F6Rollback Shift+F7Save F10Select Shift+F3Show Keys Ctrl+F1

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25 Emergency Contact

25.1 General Emergency contact is a separate tab in SPAIDEN that should be completed for all persons. One of the possible relationship types is “Y” for “Beneficiary.”

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26 APPENDIX A – Data Standards Change Request Form

The Data Standards Change Request Form is used to request changes to the standards in this document. The form asks for:

justification for the change what/how other area(s) will be impacted by the change who will be the data custodian for the proposed change, if applicable

The Data Standards Committee will then consider the request and either incorporate the changes into the Data Standards Manual or return the request with any questions.

Data Standards Committee Members: as of June 2005

Committee Member Banner Module(s) RepresentedSherry Mowatt Academic DepartmentsKathy Sawtells Business & FinanceErick Keating Enterprise SystemsLinda Kiefer Faculty

Shannon Flynn Financial AidTrudy Miller Foundation/Development, and Alumni

Caren Lincoln Human ResourcesDel Thompson Institutional ResearchGary Jefferies LibraryDebbie Fockler Records & Registration

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Data Standards Change Request Form

Submitted By:

(Print name) (Signature)

Date Initiated:

Process Team:

Requested Change:

Justification:

Other Modules Affected:□ Banner Student □ Financial Aid □ Alumni Development□ Finance □ Human Resources □ Other (List)____________________

Data Steward For This Data?

Person Who Will Maintain Data?

GE WG Resolution: □ Change Accepted □ Change Rejected

□ Further Information Needed, Explanation:

_____________________________

Support For ChangeGE WG Team Member: Date ___________Accepted by: ___________________________________

Printed name: ___________________________________

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27 APPENDIX B – Shared Tables in Banner as of 07/01/2005.

27.1 Data Stewardship of Banner Table

This table indicates the specific department acting as the Data Custodian for a Shared Validation Table, and who to contact to request a change.

The Data Custodian for each affected table will work with the requesting department and the General Entity Workgroup to evaluate the change and, if approved, will apply necessary updates to affected table(s).

NOTE: If the General Entity Workgroup is indicated as the ‘Data Custodian’, then the table is not currently in use, or is used by multiple areas equally. Contact a member of the workgroup for changes to those tables.

Banner Shared Validation Tables

Table Description Student

Financial Aid

Alumni & Dev. Finance HR Data Custodian Contact

FTVACCI Account Index Code

X X X

FTVACCT Account Code X X X

FTVACTV Activity Code X X X

FTVCOAS Chart of Account X X X

FTVFUND Fund Code X X X

FTVLOCN Location Code X X X

FTVORGN Organization Code

X X X X

FTVPROG Program Code X X X

GTVZIPC ZIP/Postal Code X X X X X

SMAPRLE Program Definition Rules

? ? ? ? ?

SOACURR Curriculum Rules ? ? ? ? ?

SPRIDEN Identification Table

X X X X X

STVACCG Activity Category X X X X

STVACTC Activity Code X X

STVACTP Activity Type X X

STVACYR Academic Year Code

X X

STVASRC Address Source X X X

STVATYP Address Type Code

X X X X X

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STVCAMP Campus Code Validation

? ? ? ? ?

STVCIPC CIPC Code X X

STVCITZ Citizen Type Code

X X X X

STVCLAS Class Code X X

STVCOMT Committee/Service Type

X X

STVCNTY County Code X X X X X

STVCOLL College Code X X X X

STVCTYP Contact Type X X

STVDAYS Days of the Week

X X X

STVDEGC Degree Code X X X X

STVDEPT Department Code

X X

STVDIVS Division Code Validation

? ? ? ? ?

STVDLEV Degree Level X X

STVEMPT Employment Type

X X

STVETHN Ethnic Code X X X X

STVGEOD Geographic Region Division

X X

STVGEOR Geographic Region Code

X X

STVGMOD Grading Mode Code

X X

STVHOND Departmental Honors Code

X X X X

STVHONR Institutional Honors Code

X X

STVINIT Initials Code X X

STVLANG Language X X

STVLEAD Leadership X X

STVLEVL Level Code X X X

STVLGCY Legacy X X X

STVMAJR Major/Minor/ConcCode

X X X X

STVMDEQ Medical Equipment Code

X X

STVMEDI Medical Code X X

STVMRTL Marital Status Code

X X X X

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STVNATN Nation Code X X X X X

STVORIG Originator Code X X

STVPENT Port of Entry Code

X X

STVRELG Religion Code X X X

STVRELT Relation Code X X

STVRSTS Course Registration Status

X X

STVSBGI Source/Background Inst.

X X X X

STVSTAT State/Province Code

X X X X X

STVSUBJ Subject Code Validation

? ? ? ? ?

STVTELE Telephone Type X X X X X

STVTERM Term Type X X

STVVTYP Visa Type X X X

TSADETC Detail Code Control Form

X X

TSAEXPT Exemption Authorization Form

X X

TSACONT Contract Authorization Form

X X

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28 APPENDIX C – Handling of Duplicate RecordsIdentification of Bad ID’s

28.1 GeneralThere will be a regular script process for identifying similar records and notifying the GID-C (General ID Coordinator – to be identified by the GE workgroup).

28.2 StandardsOnce duplicate records have been identified, data must be moved from the person record to be deleted to the person record to be kept.

28.3 Procedures: Flagging IDs for DeletionOnce possible bad ID’s have been identified, it must be decided which record to keep and which to delete or remap.

1. If there is no financial activity on one of the records, the information should be transferred to the record containing financial information then the record may be deleted by DB Admin (only a DB Admin can delete a PIDM).

2. If both records have financial information, determine which record to keep as primary, and remap the other.

To Remap a record: Change ID to insert a “B” in front of the number. So, B + ID (B00174226) Change last name to “BID” + Last name (BID Ray) Change first name to “see good ID” (see 00489234) Place HOLD on ALL aspects of bad record. Initiate fix/tracking process.

At some point, it may be possible to notify key users via a workflow process when a possible duplicate is flagged. (Make sure Development is in this loop!)

There is still much confusion regarding (a) who will be responsible for flagging and tracking duplicate records, and (b) how to gain access to even view General Entity forms.

NOTE: BID Process is likely to change in the near future. Duplicate Records Group is testing a process developed by WWU to see if can be adapted for EWU. The WWU process document is posted on Blackboard.

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29 APPENDIX D – Person/Non-Person ConsiderationsIncluding handling of changing entity status (person versus corporations)

In situations where multiple person or non-person IDs exist for one individual or vendor, a primary should be identified and the other IDs moved under this ID as alternates or aliases. In the same way, alternate names can be created under the current name to identify the current ID.

There may be a need to change a person to a non-person. This can be done, and procedures will be forthcoming at a later date.

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30 APPENDIX E – Use of Special Characters in Banner

SCT technical consultants recommend against the use of special characters due to unpredictable problems in Banner and with third-party software used for reporting and other processes. Specifically:

Character Concern# The pound sign is used in letter generation as part of a formatting command, e.g., when

inserting a new line (#nl is the command). Also, # is a UNIX command to denote a commented-out line. If the client is doing shell scripting and pulls the # from a Banner table, the script could fail.

@ The at sign is used in SQL as the run command, as to run a program. This symbol could cause problems in PLSQL programs.

& The ampersand is used in SQL to prompt the user for a value, so it could cause a problem within an SQL program.

% and _ The percent and underscore are wildcards in SQL.* The asterisk is a wild card in UNIX. Banner Letter Generation uses the asterisk when

naming variables./ The slash can be used to run programs in SQL.“ Double quotes are used as delimiters in .csv files.

In general, it is best to stay away from special characters when building validation codes and rules and when entering any record data. Even though it may appear that special symbols are not causing a problem, they may cause a problem that is going unnoticed.

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31 APPENDIX F –Verifying Need to Generate a new Banner IDName Search

31.1 GeneralALWAYS do multiple name searches. Before creating a person or non-person ID in Banner, a thorough name and ID search must be performed to ensure the person does not already exist in Banner and to avoid the creation of a duplicate PIDM.

31.2 StandardsA thorough search using the *OAIDEN, GUIALTI and GOAMTCH forms should be done before any addition of person records. For example, if in SPAIDEN, click on the drop down menu next to the ID field. From there you can perform a person, non-person and alternate ID search.

31.3 ProceduresOnce at the search form, you may enter Last Name, First Name, and Middle name as search parameters. Use the % for a wildcard in Banner.

Example: To search for Tamara Johnson, you would input the following: Last Name: Johnson, First Name: Tam%. This will give you everyone whose last name equals “Johnson,” and whose first name begins with “Tam.” This is useful in the case of nicknames, as in Tamara using Tami. Press F8 to execute the search.

Example: To search for Tamara Johnson-Newell, you can search for Johnson-New% or Johnson%, Tam% or %Newell, Tam%. Tamara can be found under Johnson if it was a previous name or under Newell if an alias was created, therefore, it is important to try searching for each last name separately and also searching for the hyphenated name.

Example: To search for a non-person, ABC Trucking, input %ABC%. This will bring up all IDs containing ABC: ABC Trucking

ABC Janitorial ServiceABC Printers

31.3.1 Wildcard SymbolIt is important to search using the wildcard symbol “%” in any of the search fields to broaden the search and identify all potential match in order to avoid creating a duplicate record.

Example: To search for Ron McDonald, you would input the following: Last Name: McDonald, Mc Donald or M%c%Donald. The later is preferable, as it will return McDonald, MacDonald, Mc Donald, and Mac Donald, among others (potentially).

Example: To search for Patrick O’Brien, you would input the following: Last Name: O’Brien, O Brien or O%Brien. The later is preferable, as it will return O’Brien and O Brien.

31.3.2 Shortened NamesRemember to search for both full and common versions of names.

Examples: William BillAnthony TonyJohn JackAndrew DrewSusan Susie, Suzy, SusiRobert Bob

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Abigail Abbie, AbbyAlexander AlexCandice Candy

31.3.3 Sounds LikeYou may also do a “Soundex” search on this form. Soundex will give you back all the names that sound like the name you enter.

Example: If you entered Johnson, you could get back Jones, Johansson, etc.

31.3.4 Use of Middle NameRemember to search using the middle name field.

Example: To find R. Alan Smith, search for Alan in the middle name field.

31.3.5 Narrowing Search ResultsWhen you execute the search, you then have the opportunity to examine the full name, date of birth, sex, and address information for each potential match. When the list of possible names is returned for a person, use other information to restrict the search (gender, birthdate, SSN, ID number, etc.) If you find a match, remember the ID, and input in the form you’re working in. If you do not find a match, exit the SOAIDENS form.

31.4 Searching by SSN (GUIALTI)The next form to search in is the SSN / Alternate ID search (GUIALTI). If you have an SSN for the student you wish to enter, you may search to find a match on that SSN here and examine any potential matches. If you do not have an SSN or do not find a match, exit the GUIALTI form and move on to the Common Matching section. If you do find a match, exit the GUIALTI form and skip to the Main Data Entry section.

31.5 Common Matching (GOAMTCH)If you were unable to find a match on Banner for the record you wish to enter, the next form to search in is the Common Matching data entry form (GOAMTCH). Take the following steps (all data entry should be performed in mixed case, where possible):

1. Type ‘GENERATED’ into the ID field, or click the Generate ID button.2. If ‘MANUAL_ENTRY’ is not in the Matching Source field, type it in.3. Perform a next block function and enter the student’s information:

a. Name Fields: Enter the student’s last, first, and middle name (see data standards manual for proper name and address entry rules).

b. Address: The permanent address type will default in for you. Enter the student’s full address (do not enter the nation for US addresses). If you enter the Zip code without entering City and State, the City, State, and County will default in for you.

c. SSN: Enter the student’s 9 digit SSN, if available.d. Birth Date: Enter the student’s date of birth in DD MM YYYY format (note the

difference from standard format).e. Gender: Enter the student’s gender, if available.f. E-mail: Email type will default for you. Enter the student’s email address, if

available. g. Telephone: Telephone Type will default in for you. Enter the student’s 10-digit

phone number (area code is first 3, next 7 are phone number. Do not use the third box unless the student has an extension in addition to their 10 digit phone number.

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4. Save the record (F10) or click the Duplicate Check button. 5. If the match process finds a match or potential matches, you can review them

under the labeled tabs at the bottom of the form. If there is a true match, click the Update ID button, which will add any new information that you entered to the student’s existing record (If the person had no email address, and you entered one, the email address will go on his/her record. If the student already had an email address of that type, it will not be updated). If there is no true match, click the Create New button. Exit the GOAMTCH form.

6. If the process finds no matches, it will prompt you to create a new ID (Click Yes). Once that has succeeded, exit the GOAMTCH form.

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32 APPENDIX G – Background on PLUS-to-Banner address conversion during Student implementation (August 2005)

This table is for reference only, and should be removed from the Standards Manual a year after PLUS applications are decommissioned.

Crosswalk for STVATYP-Address Types in Banner Banner

Address Type Description

New Migrate

to:New

Priority

Old SIS

Codes Old Values from SIS+ MA 1 M TEMPORARY (DATE REQ'D)

BI Billing EEMERGENCY CONTACT 1 (SPREMER)

BU Business/Work CEMERGENCY CONTACT 2 (SPREMER)

DI Diploma Mailing PA 1 N FIRST NEXT OF KIN PA 2 K SECOND NEXT OF KIN BI 3 X NEXT OF KIN BORROWER

MA Mailing, Current PE 10 P PERMANENT BI 4 B BILLING MA 2 L CURRENT MAILING PA 3 G PARENT/GUARDIAN

NM No Physical Mailing Address PE 6 T TAX (W-9S)

PA Parent/Guardian/NOK BI 2 RRUNNING START SCHOOL DISTRICT

PE Permanent BI 1 3THIRD PARTY VENDOR - BILLING ONLY

PE 3 U1ST PREVIOUS ADDRESS - BILLING ONLY

PE 2 V2ND PREVIOUS ADDRESS - BILLING ONLY

PE 1 W3RD PREVIOUS ADDRESS - BILLING ONLY

DI 1 Z DIPLOMA

XXReserved for TGRFEED Use Only (system required) PE 9 A SEVIS US ADDRESS

R1 Professional Reference 1 PE 8 D SEVIS DEPENDENTR2 Professional Reference 2 PE 7 F SEVIS FOREIGN ADDRESS

R3 Professional Reference 3 PE 5 1MOST RECENT PREVIOUS LEGAL RESIDENCE

PE 4 2 PRIOR LEGAL RESIDENCE

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33 APPENDIX H – Comment Codes Currently in UseCode Description

A2 Admission General – UndergraduateAD Additional/Comp Review – AdmAF File Location – AdmissionsAT Missing Transcript – AdmissionsCC Career Planning ApptCE Student EmploymentCI InternshipCP Placement FileDA Academic Depts – AdvisingGB Birth Date ChangeGD DeceasedGI SSN and EWUID Change CommentGN Name ChangeI2 Admit Decision – InternationalIF File Location – InternationalIS Study AbroadIT Missing Transcript – InternationalIV SEVISLA AthleteM2 Admission Process – GraduateMA Advising – GraduateMG Graduation – GraduateO1 Disciplinary IssueR07 2006-2007 Financial Aid CommentS1 RegistrationSA Academic ForgivenessSD GradeSE Enrollment VerificationSG Graduation – UndergraduateSI Academic Integrity

SM Record MaintenanceSP RepeatSR ResidencyST TranscriptSV VeteranSW Withdrawal ExceptionSX ExtensionT6 Account Charges/PaymentsT7 Account CollectionsT8 Non-Student A/RUA Advising – UndergraduateUB Pre-University Basic SkillsUD 90 Credit DeclarationUF File Location – AdvisingUS Documentation of FS, NS or OSZC Converted from SISPlus General CommentZH HoldsZS Academic Status

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34 APPENDIX I – Ethnic Codes Currently in UseCode Description

AH Asian Indian/Hispanic AN Asian Indian/Non-Hispanic BH Black, Afr. Amer/Hispanic BN Black, Afr. Amer/Non-Hispanic CH Chinese/Hispanic CN Chinese/Non-Hispanic DH Aleut/Hispanic DN Aleut/Non-Hispanic EH Eskimo/Hispanic EN Eskimo/Non-Hispanic FH Filipino/Hispanic FN Filipino/Non-Hispanic GH Guamanian/Hispanic GN Guamanian/Non-Hispanic H1 Hisp: Chicano, Mex., Mex. AmerH2 Hisp: Puerto Rican H3 Hisp: Cuban H4 Hisp: Other Span/Hisp/Latino H5 Hisp: Unknown Race Hisp OriginHH Hawaiian/Hispanic HN Hawaiian/Non-HispanicIH American Indian/HispanicIN American Indian/Non-HispanicJH Japanese/HispanicJN Japanese/Non-HispanicKH Korean/HispanicKN Korean/Non-HispanicLH Other AIAN/HispanicLN Other AIAN/Non-HispanicMA Other, 2 races, HispanicMB Other, 2 races, Non-HispMC Multiple, 3 races, HispanicMD Multiple, 3 races, Non-HispME Multiple, > 3 races, HispanicMF Multiple, > 3 races, Non-HispMG Multiple, White/Asian/HispanicMH Multiple, White/Asian/Non-HispMI Multiple, White/Black/HispanicMJ Multiple, White/Black/Non-HispMK Multiple, White/AIAN/HispanicML Mulitple, White/AIAN/Non-HispMM Multiple, White/Other/HispanicMN Multiple, White/Other/Non-HispMO Multiple, White/Pac Is/HispanMP Multiple, White/Pac Is/Non-HisOH Other race/HispanicON Other race/Non-HispanicSH Samoan/HispanicSN Samoan/Non-HispanicUN Not Reported/Non-Hispanic

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VH Vietnamese/HispanicVN Vietnamese/Non-HispanicWH White/HispanicWN White/Non-HispanicYH Other NHAPI/HispanicYN Other NHAPI/Non-HispanicZH Other Asian American/HispanicZN Other Asian Amer./Non-Hispanic

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35 APPENDIX J – EWU Security Considerations

This section will be developed at a later date.

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