LEHIGH UNIVERSITY
PROJECT LEWIS
Data Standards Manual
Lehigh University
LEWIS Data Standards Manual
OVERVIEW 5
PROCEDURE FOR GRANTING ACCESS TO BANNER 6
BANNER DATA STEWARDS AND DATA MANAGERS 7
Name Standards for Data Entry 8
Name Change Standard 8
NAME STANDARDS - LAST NAME 10
NAME STANDARDS - FIRST NAME 10
NAME STANDARDS - MIDDLE NAME 11
NAME STANDARDS - NAME PREFIX 12
NAME STANDARDS - NAME SUFFIX 14
NAME STANDARDS - NON-PERSON NAME 15
ADDRESS STANDARDS FOR DATA ENTRY 16
ADDRESS CHANGE STANDARD 16
ADDRESS STANDARDS - STREET ADDRESS 17
ADDRESS STANDARDS - CITY STANDARDS 22
ADDRESS STANDARDS - COUNTY CODES, STATE, PROVINCE, TRUST TERRITORY CODES and NATION CODES 22
ADDRESS STANDARDS - ZIP CODES 22
ADDRESS STANDARDS - MILITARY ADDRESSES 23
TELEPHONE NUMBER STANDARDS 24
ID Number Standard 25
SOCIAL SECURITY NUMBER CHANGE STANDARD 25
Personal Information Maintenance Standard - SPAPERS Form 26
E-MAIL ADDRESS TYPE CODES - GTVEMAL VALIDATION TABLE 29
NAME TYPE CODES - GTVNTYP VALIDATION TABLE 30
ZIP/POSTAL CODES - GTVZIPC VALIDATION TABLE 31
ACADEMIC YEAR CODES - STVACYR VALIDATION TABLE 32
ADDRESS SOURCE CODES - STVASRC VALIDATION TABLE 34
ADDRESS TYPE CODES - STVATYP VALIDATION TABLE 36
BUILDING CODES - STVBLDG VALIDATION TABLE 39
CAMPUS CODES - STVCAMP VALIDATION TABLE 44
CITIZENSHIP CODES - STVCITZ VALIDATION TABLE 46
COMMENT TYPE CODES - STVCMTT VALIDATION TABLE 47
COUNTY CODES - STVCNTY VALIDATION TABLE 48
COLLEGE CODES - STVCOLL VALIDATION TABLE 49
DEGREE CODES - STVDEGC VALIDATION TABLE 50
ACADEMIC DEPARTMENT CODES - STVDEPT VALIDATION TABLE 51
DEGREE LEVEL CODES - STVDLEV VALIDATION TABLE 54
ETHNICity and RACE CODES - STVETHN, GTVRRAC VALIDATION TABLES; GORRACE FORM 55
EVENT TYPE CODES - STVETYP VALIDATION TABLE 57
Level Codes - STVLEVL Validation Table 59
LEGACY CODES - STVLGCY VALIDATION TABLE 60
MAJOR, MINOR, CONCENTRATION CODES - STVMAJR VALIDATION TABLE 61
MARITAL STATUS CODES - STVMRTL VALIDATION TABLE 62
NATION CODES - STVNATN VALIDATION TABLE 63
RELIGION CODES - STVRELG VALIDATION TABLE 64
RELATIONSHIP CODES - STVRELT VALIDATION TABLE 66
SOURCE/BACKGROUND INSTITUTION CODES - STVSBGI VALIDATION TABLE 67
STATE CODES - STVSTAT VALIDATION TABLE 68
STUDENT TYPE CODES - STVSTYP VALIDATION TABLE 69
TELEPHONE TYPE CODES - STVTELE VALIDATION TABLE 70
TERM CODES - STVTERM VALIDATION TABLE 73
MECHANICAL ENTRIES 74
A/R DETAIL CODE NAMING LOGIC – 75
APPENDIX A - ADDRESS CHANGE FORM EXAMPLE 1 80
APPENDIX B - ADDRESS CHANGE FORM EXAMPLE 2 81
APPENDIX C - HISTORY 82
HISTORY - ITEMS/ISSUES REVIEWED 83
HISTORY ITEMS REFERRED TO STEERING COMMITTEE 84
Revised – April, 2007 Page 55 of 85
Lehigh University
LEWIS Data Standards Manual
OVERVIEW
SCT’s Banner System is Lehigh University’s integrated database. Within an integrated database various modules share data items; so that, it is necessary for shared data items to be entered and used in a definitive and consistent manner throughout all modules in order to preserve the data integrity of the database.
The Data Standards Team was formed by the LEWIS Steering Committee to review these shared items and make recommendations to the LEWIS Steering Committee. This manual is a culmination of many hours of collaborative work by staff members from many departments affected by each module within the integrated database.
The purpose of this manual is to set forth the rules and policies for the use of these shared data items and for data entry in general.
PROCEDURE FOR GRANTING ACCESS TO BANNER
1. The following steps will be taken to initiate the creation of a BANNER account or addition of security classes or reporting roles:
2. Supervisor will initiate the request on behalf of the user to the appropriate data manager.
3. If requesting access to Banner Finance or Web for Finance, the supervisor must fill out the web-based Finance access request form and submit it to the Finance data manager.
4. Each data steward or, if so delegated, data manager must submit an email request to the Security Coordinator granting access to the BANNER area for which they have responsibility. The email request must include:
a. User ID
b. Name
c. Department
d. Title
e. Campus Address
f. List of User Classes to be assigned
g. Banner instance names (ex. FINT, BNCO)
5. In addition, the Finance data manager will also forward a copy of the Finance Access Request form to the Security Coordinator, request an Oracle account for the user, and set up the appropriate fund/org security in Banner.
6. The BANNER account will be created with the security classes and reporting roles requested by the supervisor and approved by the data manager. Upon successful completion of the appropriate training by the user and sign off of security (FERPA) statement, the user will be given their account and password information.
7. Subsequent requests for access to additional Banner modules for current BANNER users will require the same process of the supervisor submitting the request, data manager emailing approved additions to Security Coordinator, and successful completion of training prior to granting the new access.
8. Users requesting access to the Development Officer module of Web for Alumni/Development must complete Banner and FERPA training.
9. Under no circumstances will a user receive their account or additional access until the appropriate training has been completed.
10. To arrange for Banner accounts for temporary data entry employees, the supervisor must first request an email account from the Information Security office (8-3830), then steps 1 through 3 must be followed. All temporary data entry personnel must have their own unique Banner id and password. Supervisors must notify the Security office when each temporary employee’s assignment is finished so the account can be deactivated.
11. For Student employee accounts steps 1 through 3 must be followed.
BANNER DATA STEWARDS AND DATA MANAGERS
System Area / Data Steward / Data ManagerAlumni / Bonnie Devlin / Willa Ostrosky
Admissions / Bruce Gardiner / Debbie White
Sam Symia
Financial Aid / Linda Bell / Ella Marsh
Finance - General / Kathy Miller / Leslie Snow
Bob Siegfried
Finance - Purchasing / Linda Roberts / Linda Roberts
Bob Siegfried
Human Resources/Payroll / Jim Tiefenbrunn / Toni Lee Febbo
Kathy Miller
Bob Siegfried
Student - Billing / Mike King / George Yeh
Student / Bruce Correll / Emil Gnasso
Name Standards for Data Entry
This standard was developed in order to provide maximum flexibility in accommodating the many types of names currently in use.
DATA SOURCE:
Various data entry standards for names were reviewed by the Data Standards Team. The standards already in use by the Admissions and Development offices provided the basis for our decisions.
MAINTENANCE:
Name information will be maintained by all offices with update capability.
Contact Person: Mary Louise Powers
NOTES:
Name prefix information originated from within the codes already in use by the Alumni/Development module. These codes are stored in custom table STVLUPF.
See later sections for complete list of name standards for data entry.
Name Change Standard
This standard was developed in order to provide maximum flexibility in accommodating name change requests by University constituents.
ORIGIN:
The areas that require some form of documentation prior to effecting a name change are HR, Payroll, and the Registrar's Office. Admissions and Alumni do not require any formal documentation.
All offices requiring some form of documentation prior to name changes will jointly develop a comprehensive policy that encompasses every office's needs for the timeframe for hard copy retention and backup documentation (i.e. SSN card, marriage/divorce documents, court order, etc.).
The BANNER name change will be done only after the data entry person has determined under which systems a person has information using the GUASYST form. The GUASYST form lists the BANNER systems that contain information about a person/organization.
If the person in question does have employee box checked on the GUASYST form, the data entry person will call HR/Payroll to determine if the name change may be done. If HR/Payroll approves the change the data entry person may proceed, otherwise the data entry person will need to contact the person in question and explain that the appropriate documentation required by HR/Payroll must be presented in order to make the name change.
In the situations where a name change is performed upon the receipt of the appropriate documentation, the hard copy documentation will be retained in the office performing the change for the agreed-upon timeframe. Any person requiring access to that hard copy documentation will use the activity date and user information stored in BANNER to determine from which office to request the documentation. Since these records are requested infrequently this arrangement is acceptable to all concerned areas.
MAINTENANCE:
If the person requesting the name change has employee box checked on the GUASYST form, the data entry person will call HR/Payroll to determine if the name change may be done. If HR/Payroll approves the change the data entry person may proceed, otherwise the data entry person will need to contact the person in question and explain that the appropriate documentation required by HR/Payroll must be presented in order to make the name change.
Admissions will be permitted to perform name changes without formal documentation as long as the person has information only in the Admissions or Recruiting modules of BANNER (as displayed on the GUASYST form).
Development will be permitted to perform name changes without formal documentation as long as the person has information only in the Alumni modules of BANNER (as displayed on the GUASYST form). Name changes for alumni/ae may also be performed (in this example the person would also display on the GUASYST form as having Student information).
NOTES:
In order to maintain a historical record of the name at time of graduation for student transcripts, a transcript comment will be created at graduation listing the name under which the person graduated. All previous names are retained within BANNER and are searchable.
HR/Payroll also requested a report that would list employee name changes done within a certain time period in order to make sure that the information in their files is up to date in accordance with federal regulations. . Payroll will pursue this option when they begin implementing BANNER.
NAME STANDARDS - LAST NAME
All information is typed in upper/lower case format, i.e., not all capital letters or all lower case letters.
All name information will be entered as submitted by person.
Hyphens may be used to separate double last names (i.e., Cooper-Smith). If there are two unhyphenated last names (i.e., Monica Lou Stevens Smith), Stevens Smith would be entered into the Last Name field.
Apostrophes may be used in such names as O'Leary, O'Conner, etc.
The period is not used in the last name field.
Commas are never used.
Do NOT use suffixes in the last name field. Banner has separate fields for both prefix and suffix located on the xPAIDEN form. Refer to pages x through x of this document.
Examples: III, Jr., M.D., etc., should never be used in the last name field.
NAME STANDARDS - FIRST NAME
All information is typed in upper/lower case format, i.e., not all capital letters or all lowercase letters. Always enter the entire first name when available even if they prefer to use the initial of their first name and prefer their middle name.
All name information will be entered as submitted by person.
Hyphens may be used.
Apostrophes may be used.
The period is used after a single character initial in the first name field only when all that is available is an initial:
Single Character First Names should be entered with a period. In those cases where a single character is designated as first name, place the single character in the first name field followed by a period.
For example: S. Paul Smith would be entered as “S. Paul” into the First Name field.
Preferred First Name should be entered into the preferred name field. For example: S. Paul Smith, “Paul” would be entered into the preferred name field.
Commas are never used.
Spaces are permitted for double names, i.e., Mary Ann, Bobby Joe.
Do NOT use titles, prefixes, and suffixes in the first name field.
Examples: Dr., Mr., Mrs., should never be used in the first name field.
NAME STANDARDS - MIDDLE NAME
All information is typed in upper/lower case format, i.e., not all caps or all lower case letters. Enter the entire middle name if available for identification purposes.
All name information will be entered as submitted by person.
Hyphens may be used to separate double names.
Apostrophes may be used.
The period will be entered in the middle name field for people providing only a middle initial.
Example Person name is John A.H. Smith - a period is entered after both initials.
Last: Smith First: John Mid: A. H.
Example: Monica L. Stevens Smith
Last: Stevens Smith First: Monica Mid: L.
Commas are never used.
Spaces are permitted between multiple names.
Example: Mary Ann
NAME STANDARDS - NAME PREFIX
NOTE: If adding an individual for the first time and no prefix is specified, please enter Mr. as the default for all males and Ms. for all females. If gender is not available do not enter any prefix. If name suffix of MD or PhD is used, do not enter name prefix of Dr.
PREFIX / DESCRIPTION /1Lt. / First Lieutenant: Army
1stLt. / First Lieutenant: Air Force, Marine Corps
2Lt. / Second Lieutenant: Army
2ndLt. / Second Lieutenant: Air Force, Marine Corps
Amb. / Ambassador
Amb. & Mrs. / Ambassador and
BG / Brigadier General: Army
BGen. / Brigadier General: Air Force
BrigGen. / Brigadier General: Marine Corps
Brother / Brotherhood, Catholic
CAPT / Captain: Navy, Coast Guard
CDR / Commander: Navy, Coast Guard
COL / Colonel: Army
CPT / Captain: Army
Capt. / Captain: Air Force, Marine Corps
Capt. & Mrs. / Captain and Mrs.: USAF, USMC
Col. / Colonel: Air Force, Marine Corps
Col. & Mrs. / Colonel & Mrs.: USAF, USMC
Dean / Dean: College or University
Dr. / Anyone with doctorate
Dr. & Mrs. / Doctor & Mrs.
Drs. / Doctors
ENS / Ensign: Navy, Coast Guard