Name, Address and Phone Rules-Web

  • All departments agree to use the standard rules of data entry for all BANNER modules.
  • Any variations to data will be performed in the download process

General Notes :

  • All data entered into a data field should be entered using uppercase and lowercase letters. Never use all uppercase or all lowercase.
  • Abbreviations should not be used when entering data if possible. Abbreviations are acceptable if it allows data to be entered without using an additional address line. Use only the approved abbreviation conventions as outlined later in this document.
  • Only make changes to records owned by your department.
  • Addresses types should not duplicate another. There are a few exceptions as indicated in the address section of this document.

Confidentiality Indicator :

  • In SPAPERS there is a Confidentiality box. If the box is checked for an individual, then a message will appear when the individual's record is first accessed:
    Warning: Information about this person is confidential
  • Subsequently, there will also be a *CONFIDENTIAL* indicator in the upper left corner of any other forms accessed with this individual in that particular session of BANNER.
  • Note: The confidentiality indicator does not appear in all Financial Aid forms.

DATA CUSTODIANSHIP:

The following chart indicates who is the custodian of specific data. The specific fields of data governed by this ownership are name, permanent address, phone and fax.

if the PERSON is then
an Employee other than a student Employee Human Resources/Payroll makes the change
an Employee applicant - not a student Human Resources
a Spouse of an Employee Institutional Advancement
a Former Employee Institutional Advancement
a Student Registrar's Office
a Student Inquiries/Student Applicant Enrollment, Admissions
a Vendor Purchasing/Accounting

a Former Student Alumnus - not currently

a student or employee

Institutional Advancement
Donor - not currently a student or employee Institutioal Advancement
a corporation or Foundation Institutional Advancement
*It is important to note that other offices may keep other addresses or phone numbers for individuals.  For example, accounts receivable may have a billing address for students, employees, vendor's, alumnus or former students.  


NAME STANDARDS :

Preferred First Name :The Identification Form (SPAIDEN) is used to enter and change name information. The available fields include: Last Name; First Name; Middle Name, Prefix, Suffix, Pref. First Name

Last Name:

  • All information is to be entered using uppercase and lowercase letters. Never use all uppercase or all lowercase letters. Maximum field length is 60 characters.
  • If a last name begins with a lowercase letter, the name should be entered this way. Although it should be noted that in alpha sort situations, this name will appear at the end of the alphabet. This sort problem can be solved by certain report writers. Example: vanBuren
  • Hyphens may be used to separate double last names. If there are two last names that are not hyphenated, the two names would also be placed in the last name field. Example: Heidi Ann Smith Lee, Smith Lee would be placed in the last name field. Ann would be the middle name and Heidi the first name. In an alpha sort, this person would appear with the ‘s' names.
  • Apostrophes may be used in such names as O'Bryan, D'Andrea.
  • The period is allowed. Example: St. Martin
  • Commas, slashes and the pound (#) sign are never used.
  • Spaces are allowed.
  • Do NOT use titles, prefixes and suffixes in the last name field.

First Name:

  • All information is to be entered using uppercase and lowercase letters. Never use all uppercase or all lowercase letters. Maximum field length is 15 characters.
  • Hyphens and/or apostrophes may be used. Example: ‘Dimeji Togunde
  • The period is allowed.
  • In those cases where a single character is designated as the first name and followed by a middle name, place the single character in the first name field and the middle name in the middle name field. In the Preferred First Name, enter the name preferred by the individual. Example: E. Scott Cracraft
  • Do NOT use titles, prefixes and suffixes in the first name field.
  • Preferred first name should be entered here. This field replaces the current nickname field. If no preferred first name is given, leave the field blank. Maximum field length is 15 characters.
  • Hyphens may be used.
  • Commas, slashes and the pound sign (#) are never used.
  • Spaces are permitted for double first names. Example: Ruth Ann, Billy Joe

Middle Name or Initial:

  • All information is to be entered using uppercase/lowercase letters. Never use all uppercase or lowercase letters. If no middle name or middle initial exists, leave the field blank. Maximum field length is 15 characters.
  • Hyphens may be used to separate double names. Example: Elizabeth-Huvaere
  • Apostrophes may be used.
  • The period is allowed.
  • Commas, slashes and the pound sign (#) are never used.
  • Spaces are permitted between multiple names.
  • Do NOT use title, prefixes and suffixes in this middle name field.

Legal Name:

  • The legal name is used only by Human Resources.

Prefix:

  • All prefixes are entered into the Prefix field. Maximum length is 20 characters. Do not enter prefixes in first or last name fields, or suffix field.
  • This field may be left blank.
  • All information is to be entered using uppercase/lowercase letters. Use standard capitalization rules. Punctuation is to be used in prefixes.
1st Lt. First Lieutenant
Atty. Attorney
Br. Brother
Capt. Captain
Cmdr. Commander
Dr. Doctor
Hon. Honorable
Lt. Col. Lieutenant Colonel
Maj. Major
Miss Single Status
Ms. Either Married or Single Status
Mr. Mister
Mrs. Married Woman
Prof. Professor
Rabbi Rabbi
The Rev. Reverend
Sr. Sister
VP Vice President

 

Suffix:

  • All suffixes are entered into the Suffix field. Maximum length is 20 characters. Do not enter suffixes in first or last name fields, or prefix field.
  • If there is no suffix, leave the field blank.
  • All information is to be entered using uppercase/lowercase letters. Use standard capitalization rules. Punctuation is to be used in suffixes.
CPA Certified Public Accountant
II The Second
III The Third
IV The Fourth
D.D.S. Doctor of Dentistry
D.V.M. Doctor of Veterinary Medicine
J.D. Jurist Doctor
Jr. Junior
LL.D. Doctor of Laws
M.D. Doctor of Medicine
Ph.D. Doctor of Philosophy
R.N. Registered Nurse
Sr. Senior
Esq. Esquire
D.O. Doctor of Osteopathic Medicine

 

Nonperson Name/Vendor:

  • All information is to be entered using uppercase/lower case letters. Never use all uppercase or lowercase letter, unless that is the legal form for a nonperson/vendor. Maximum length is 60.
  • Hyphens may be used to separate double names.
  • Apostrophes may be used.
  • The period is allowed. Example: A.G. Edwards
  • The pound sign (#) is never used.
  • Spaces are permitted between multiple names.
  • The ampersand (&) is used only when part of a formal name; use "and" in all other cases. Example: AT&T
  • Abbreviations are allowed. See attached list.
  • Acronyms will not be used unless that is the only way the company is identified or if space is limited. Example: ITT
  • Slashes are allowed if they are part of the legal name.

ADDRESS TYPES:

MA - Permanent mailing address Home mailing address and parent/guardian(s) address if student lives with parent/guardian(s).
PA - primary parent/guardian(s) address Parent/guardian address when student does not live with a parent/guardian
P2 - Other parent/guardian address Home mailing address for additional parent
P2 - Other parent/guardian address Home mailing address for additional parent
EM - Emergency

Emergency address.  The emergency address may repeat any address type

GA - Guardian No longer used
BI - Billing Address If different than permanent home address.  The billing address is one of two address types that may repeat.  It may repeat a EM, PA, P1, P2.  This address type is only used by Accounting and Purchasing.
BU - Business Address Non-person address or Albion College employees the BU address is tied to their primary office location
KC - Kellogg Center Box address KC box number for all students and staff
RH - Residence Hall Residence Hall address for students.  Not listed in Banner although phone type is tied to their KC address.
SE - Seasonal address Used by Institutional Advancement to indicate seasonal address for constituents
TA -Temporary Address Used for temporary addresses such as students on off-campus program, internships, students who have permission to reside off-campus and summer address changes.
WO - Work Address Employer address for constituents.  Used by Institutional Advancement
PU - Purchasing Vendor ordering/purchasing address
ES - Estate Address used by Institutional Advancement for executors of estates.  It is not intended to be used for general mailings.
OT - Other Alumni address Used only by Institutional Advancement.  It is not to be used as a mailing address
W2-W2 W2 address used if individual has no active MA address.  Used only by Payroll.

 

Address Data entry for Parent/guardian data on SOAFOLK

  • Use MA when student lives with parent/guardian
  • Use PA when student does not live with either parent/guardian.  Do not use both PA and MA, use one or the other, on the SOAFOLK form.
  • Use P1 for the parent/guardian that does not reside with the student.  If student does not reside with either parent AND parents do not live together, the primary parent is given the PA address and the other parent is given the P1 address.
  • Use P2 for an additional parent/guardian record.
  • GA is no longer used.

ADDRESS STANDARDS:

The SPAIDEN form is used to enter address. When the correct person/non person is identified, select the address button to access the address screen.

Street Standards

  • All information is to be entered using uppercase/lowercase letters. Never use all uppercase or lowercase letters. Street address lines are 30 characters in length.
  • All street designators should be spelled out, Road, Street, Avenue etc.
  • The one exception to this rule is Boulevard which should always be abbreviated as Blvd..
  • Hyphens and slashes may be used when needed for clarity or designated fractions.
  • The pound sign (#) is never used.
  • The period is allowed.
  • Commas are permitted
Incorrect Correct
Mid State Ctr Mid-State Center
93827 L Drive S 93827 L Drive South
101 King Rd Apt #5 101 King Road, Apt. 5
101 S Superior St 101 South Superior Street
P.O. Box #56 PO Box 56
105 Main St NW 105 Main Street NW
  • The ampersand (&) should not be used instead of the word "and".
  • "In Care Of" should be entered as "c/o" in lower case.
    Do not use the percent sign (%) or spell out "in care of".
  • The third line of the street address is only used in international addresses.
  • Use one line for a street address when possible. Example, 101 South Superior Street, Apt. 3

Multiple Line Addresses:

  1. Whenever possible, all address should be placed on one line. Abbreviations are preferred if it keeps the address to one line.
  2. When the street and apartment will not fit on one line, place the apartment (office etc.) In the first line and the street in the second line. Example,
    Street Line 1: Suite 5209
    Street Line 2: 12289 Evergreen Crescent Hollow

Post Office Box Addresses:

  • If an individual has just a PO address, the address should be placed on the first line.
    Street Line 1: PO Box 56
  • If an individual has both a street address and a PO address, place the street address on the first line and the PO address would be placed on the second line.
    Street Line 1: 611 East Porter Street
    Street Line 2: PO Box 56

Kellogg Center Addresses:

  • All Kellogg Center addresses should be entered on the first line. Both the box number and the text Kellogg Center should be included. Example 4586 Kellogg Center

Abbreviations:

  • The following abbreviations can be used. Periods should be used with abbreviations except for combined directions (see * in list below).
Apt. Apartment
Rm. Room
Dept. Department
Bldg. Building
E. East
Blvd. Boulevard
W. Wet
N. North
S. South
Ste. Suite
*NE Northeast
*SE Southeast
*SW Southwest
*NW Northwest


City:

  • Most cities will default into the field with the entering of the 5 digit zip code. If entering city data, enter all information in uppercase/lowercase. Use U.S. Postal Standards for appropriate abbreviations. Maximum Length is 20 characters.
  • Punctuation is allowed in the city field. Example: St. Louis

County Code:

  • County code is used for Michigan students only. This code represents the county they resided in upon entering Albion College.

Zip Code:

  • Zip codes MUST be entered for all U.S. addresses.
  • For U.S. zip codes, a hyphen must be entered when the entire nine-digit 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. Example: 49225 or 49925-4987
  • International PIN Numbers are entered to the right of the city. DO NOT enter the PIN number in the ZIP code field. In the event the PIN number will not fit to the right of the city because of space, enter the city on the third address line and enter the PIN number in the city line.

Military Address Standards:

  • Enter the APO or AFO code into the city field.
  • In the State Field enter:
    AE - for mail going to Europe, Middle East, Africa, Canada
    AP - for mail going to Pacific
    AA - for units in the Americas (excluding Canada)

International Addresses

  • The city is to be entered into the City field.
  • For English speaking countries - the international PIN number should be entered to the right of the city unless there is not enough room in the City field. If this is the case, then the city should be entered in the first blank street line and the PIN number should be entered the City field. (Please refer to attached listing at end of this document) Exception: Canada addresses - the PIN number should be placed in the ZIP/PC field.
  • For non-English speaking countries - the international PIN number should be entered to the left of the city unless there is not enough room in the City field. If this is the case, then the PIN number should be entered in the first blank street line and the city should be entered the City field. (Please refer to attached listing at end of this document)
  • The nation or country code is only used for international addresses (non U.S.A.) and is to be entered into the Country field. Nation codes are not to be entered in the city field nor the state field.

Active Versus Inactive Addresses:

  • When an address change is made (same address type) the To date of the old address must be filled in.
  • If the Inactive box is checked, the address will not be selected for reports.
  • If the To Date is filled in with a future date, but the Inactive box is not checked, the address will be selected for reports.
  • If the To Date is filled in with a date that has passed, and the Inactive box is not checked, the address will not be selected for reports.

Address/Phone changes:

When one inactivates an address in SPAIDEN, the attached phone number is also inactivated in SPATELE and will disappear from view on SPAIDEN. If an address is reactivated on SPAIDEN the phone number remains inactive and must be reactivated on SPATELE before it will appear on the SPAIDEN screen. Phone numbers will not appear if the address is inactive.

  • Normal Status - active address with phone number attached

  • In SPATELE the three check boxes for the phone number are:
    Primary - checked
    Unlist - blank (not affected by address updates)
    Inactive - blank
  • When one inactivates an address in SPAIDEN the attached phone number is also inactivated in SPAIDEN, and will not display. In SPATELE the check boxes are changed to:
    Prime - blank
    Inact - checked
  • When one re-activates the address in SPAIDEN the attached phone number does not reappear. In SPATELE the check boxes are changed to:
    Prime - blank
    Inact - blank
  • If one clicks the Prime box so it is checked, then the attached phone number appears in SPAIDEN with the re-activated address. In SPATELE the check boxes then are:
    Prime - checked
    Inact - blank
  • If one clicks the Prime box in SPATELE for an inactive address the attached phone number does not reappear in SPAIDEN. In SPATELE the check boxes are:
    Prime - checked
    Inact - blank

Phone Types:

MA - Permanent mailing phone Home mailing address, usually the parents phone for a student
PA - Primary Parent(s) Phone If different than above
P1 - Other Parent In addition to primary parent
P2 - Other Parent In addition to primary and P1
EM - Emergency Contact Emergency phone
GA - Guardian If responsible person is not a parent
BI - Billing phone If different than permanent home phone
BU - business or Work phone For employees the BU phone is tied to their primary office location.  For vendors this is their primary phone number
BU2 - 2nd Business or Work Phone For employees the BU phone is tied to their primary department location, generally the departmental secretary.  For vendors this is a 2nd phone number.
CELL - Cellular Individual's cellular phone number
PU - Purchasing Vendor ordering/purchasing phone
RH - Residence Hall Residence Hall phone for students, tied to their KC address
SE - Seasonal phone Used by Institutional Advancement to indicate seasonal phone for constituents
TA - Temporary phone Used for temprary phones such as students on off-campus program, internships, students who have permission to reside off-campus and summer phone changes
FAX - Fax Individual's or business/vendor fax number
WO - Work phone Employer phone for constituents.  Used by Institutional Advancement
OT - Other Alumni phone Used only by Institutional Advancement


ADDRESS TYPE TIES TO VALID PHONE TYPES:

Many address types have linked phone types. In Banner, display of the address type will cause the associated phone type to display as well.

BI - Billing

BI - Billing

BU - Business

For employees - BU2 - 2nd Business #

For Vendors - BU and BU2

EM - Emergency EM - Emergency
GA - Guardian GA - Guardian
KC - Kellogg Center Box

For students RH - Residence Hall

For employees - BU - Business

MA - Permanent mailing MA - Permanent mailing
OT - Other alumni address OT - Other alumni phone
P1 - Other parent P1 - Other parent
P2 - Other parent P2 - Other parent
PA - Primary parent(s) PA - Primary parent(s)
PU - Purchasing PU - Purchasing
RH - Residence Hall Students only - RH - Residence Hall
SE - Seasonal SE - Seasonal
TA - Temporary TA - Temporary
WO - Work WO - Work - Alumni and Constituents only

Postal Code Guidelines

In general:

  1. South Africa and United Kingdom prefer postcodes to follow after the country name; however this conflicts with the requirements of the United States; therefore, it is permissible to put it after the city name.
  2. After the city name at the end of the line in English-speaking countries
  3. In front of the city name in most others

English Speaking Countries:

  • Australia - 4-digit postcode must follow the state abbreviation, separated from it by 1 or 2 spaces (ex. SYDNEY NSW 2001)
  • Bahamas - no postcodes in use
  • British West Indies - use island name as country name in address: Anguilla, Cayman, Saint Kitts & Nevis
  • Canada - city name followed by 2-letter province abbreviation followed by 2 spaces; then 6-character postcode (essential) with 1 space which must separate 2 parts of the postcode (example: MONTREAL PQ H3A 2T7
  • China - 6-digit postcode after city name; country name is People's Republic of China (often abbreviated as PRC)
  • England: see United Kingdom
  • Great Britain: see United Kingdom
  • Guam
  • India - 6-digit postcode (essential) after the city name = usually a hyphen and a few spaces between the city and the postcode (ex. BOMBAY - 400049)
  • Indonesia - 5-digit postcode required after the city name
  • Ireland - no postcode system except for postal district numbers in Dublin
  • Japan - 7-digit postcode after the city name = 3 digits and 4 digits separated by a hyphen
  • Korea - 6-digit extended postcode after the city name (2 groups of numbers are always separated by a hyphen - ex. 135-010); South Korea country name is Republic of Korea but U.S. Post Office wants you to write Rep of Korea; North Korea country name is People's Democratic Republic of Korea
  • New Zeand - 4-digit postcode after the city name
  • Puerto Rica - 5-digit postcode or 5 digits followed by 4 digits separated by a hyphen
  • Saipan - use Northern Mariana Islands, with US Zip code
  • Saudi Arabia - 5-digit postcode after the city name
  • Scotland - see United Kingdom
  • Singapore - 4-digit postcode after the city name; NOTE: the only city is Singapore and the name of the country is Singapore
  • Taiwan - 3 or 5-digit postcode after the city name; the country name is Republic of China BUT because of conflicting territorial claims between the government in Taiwan and mainland China, the U.S. Postal Service wants you to write TAIWAN as the country name (last line of address)
  • Thailand - 5-digit postcode after the city name
  • United Kingdom - United Kingdom is composed of England, Scotland, Wales, and Northern Ireland. Great Britain consists of England, Scotland, and Wales only.postcode consists of 2 parts, separated by 1 space; with a London street address, the extended postcode in after the city name; 1 space is required between the 2 parts and 6 spaces separates the city name and postcode (ex. LONDON NW3 4TP); with a suburban address the extended postcode follows the county name which is after the city name, OR it can be written on the county line after 6 spaces:
    ex.
    EDGWARE (city name)
    Middlesex (county name)
    HA8 9XG

Non-English Speaking Countries:

  • Angola - no postcodes in use
  • Argentina - 8-digit postcode (required) in front of city name
  • Austria - 4-digit postcode in front of city name
  • Belgium - 4-digit postcode (essential) followed by 5 spaces; then the city name
  • Botswana - no postcodes in use
  • Brazil - 8-digit postcode preferably after the country name on the last line by itself; otherwise place in front of city name and 4 spaces must follow postcode before the city name
  • Chile - 7 digit postcode
  • Costa Rica - 4 digit postcode
  • Croatia - 5 digit postcode with space between 2nd and 3rd digits
  • Cyprus - 4 digit postcode
  • Denmark - 4-digit postcode in front of city name (essential for sorting)
  • Egypt - 5-digit postcode
  • Ethiopia - no postcodes in use
  • France - 5-digit postcode (essential) followed by 1 space, then city name
  • Gambia - no postcodes in use
  • Germany - 5-digit postcode (required) followed by 1 space; then the city name; country name is Federal Republic of Germany (often abbreviated as BRD)
  • Greece - 5-digit postcode = 1 space is required after the third digit (ex. 105 59); then city name
  • Guatemala - 5-digit postcode
  • Honduras - 7-digit postcode
  • Hong Kong - no postcode system; NOTE: Hong Kong is now a Special Administrative Area of China; for the present, Hong Kong maintains its own postal system. Hong Kong is both city & country)
  • Hungary - 4-digit postcode (required) in front of city name; country name is Hungarian Republic
  • Iran - 5-digit postcode
  • Italy - 5-digit postcode (essential) in front of city name
  • Ivory Coast - use Cote d'Ivoire: 2-digit code written at beginning of address line and again, after the city
  • Lebanon - no postcodes in use
  • Luxembourg - 4-digit postcode (essential) in front of city name
  • Malaysia - 5-digit postcode (required) in front of city name
  • Mexico - 5-digit postcode in front of city name, plus 7 digits (5 + 2, separated by a hyphen) after the city/state
  • Morocco - 5-digit postcode
  • Netherlands - 4-digit postcode (essential) followed by 1 space; then a 2-letter postcode extension (essential) followed by 2 spaces; then the city name (ex. 7300 AR APELDOORN); U.S. Postal Service wants you to write NETHERLANDS, without "The"
  • Nigeria - 6-digit postcode after the city name written as 3 digits and 3 digits separated by a hyphen
  • Norway - 4-digit postcode (essential) followed by 2 spaces , then the city name
  • Pakistan - 5-digit postcode
  • Panama - uses a 1-2 digit city code after the city name (not considered a postcode)
  • Philippines - 4-digit postcode in front of the city/province; country name is Republic of the Philippines
  • Romania - 7-digit postcode
  • Saba - use Netherlands Antilles (islands: Curacao, Bonaire, St. Eustatius, Saba, St. Martin = no postcodes in use)
  • Serrekunda - see Gambia
  • Slovenia - 5-digit postcode (required) in front of the city name
  • Spain - 5-digit postcode (required) in front of city name
  • Sweden - 5-digit postcode (essential) with 1 space after the third digit; then the city name (ex. 631 02 FARSTA)
  • Switzerland - 4-digit postcode (required) in front of city with 1 space between the postcode and city name
  • Venezuela - 4-digit postcode must follow the city name