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University of IllinoisGeneral Person

Standards and Procedures for Shared Data and Tables

Ver. 1.7

UNIVERSITY OF ILLINOIS.....................................................................................................................1

GENERAL STANDARDS..........................................................................................................................2

PERSON NAME FIELDS STANDARDS.................................................................................................2

NON-PERSON NAME/VENDOR NAME STANDARDS.......................................................................5

ADDRESS STANDARDS............................................................................................................................8

PHONE NUMBER STANDARDS...........................................................................................................13

DATE STANDARDS.................................................................................................................................13

DECEASED INDICATOR........................................................................................................................13

NAME TYPES............................................................................................................................................14

APPENDIX A: APPROVED SUFFIX ABBREVIATIONS..................................................................18

APPENDIX B: APPROVED VENDOR ABBREVIATIONS...............................................................21

Appendix C: Approved Address Abbreviations.........................................................................................24

Banner is an integrated environment. Standards and procedures for shared data and tables are necessary as a guide for users to enter or access common information and to indicate “ownership” by functional area for data and forms. The General Person module produced the approved data entry standards for entering names, addresses, phone numbers, and dates.

Data standards and procedures for non-General Person fields/tables are also required and are captured in other documents.

Version 1 – General Person deliverableVersion 1.1 – Updated 5/21/02Version 1.2 - Updated 9/17/02Version 1.3 - Updated 11/20/02Version 1.4 - Updated 11/24/02Version 1.5 - Updated 05/16/07Version 1.6 - Updated 11/06/07Version 1.7 - Updated 05/28/08

document.doc of 21 Revised: 5/6/2023

General Standards Punctuation: The comma (,), pound sign (#), asterisk (*), apostrophe (’), period (.), or percent

sign (%) are NEVER to be used in any field because they cause ORACLE database errors.

According to database administrators “The reason those characters should not be used in any Oracle fields is that they are reserved symbols in PL/SQL; for example, an apostrophe (') is used to surround a string value. Therefore, if an apostrophe is embedded in a text value retrieved from a field into a SQL statement, the statement will probably fail, as it assumes that a string literal is being referenced, and that the second apostrophe is missing. The other symbols could cause similar problems.”

EXCEPTION: The apostrophe (’) will be used if it has been supplied by a person as part of their legal name (i.e., O’Leary or D’Angelo) OR if it is part of a vendor’s name (i.e., Lowe’s).

EXCEPTION: The period (.) will be only used in Email addresses (e.g., [email protected]).

Note: Accounts Payable and Purchasing have a business need to capture information in the comments or text fields that could include the comma (,), pound sign (#), asterisk (*), apostrophe (’), period (.), or percent sign (%). These characters will continue to be used in comments on Finance forms.

Case Standards: All information is to be entered in fields using mixed upper and lower case letters (i.e., Mary E Smith, Lowe’s, East Green Street). This includes but is not limited to Last Name, First Name, Company Name, and Address fields.

Person Name Fields Standards Last Name

o Enter the legal spelling and format of the last name as supplied by the person.

o The following Name Types will not be used when entering the legal Last Name:

DIPL (Diploma) U of I Diploma name if other than legal name

NICK (Nickname) Preferred nickname

PREV (Previous Name) Any previous name (i.e., maiden)

o Hyphens MAY be used to separate double last names (sometimes used in ethnic names or by persons who wish to utilize their maiden and married names). However, if there are two last names un-hyphenated (e.g., Monica Lou Creton Quinton), Monica would be input as the first name; Lou would be input as the middle name; and Creton Quinton would be input as the last name.

Note: If ‘Creton Quinton’ is entered in the Last Name field, an alphabetized list will have Monica Lou Creton Quinton in the ‘C’s not the ‘Q’s.

o If the spacing and capitalization of names like MacDonald or VanBuren is legible and clearly written, enter the name with the spacing and capitalization indicated.

o If the spacing and capitalization are not legible, enter names like MacDonald and VanBuren with NO SPACE in between, and capitalize both parts of the name.

o If the individual provides only one name (e.g., Govindjee), it will be entered in the Last Name field. Since an entry is required in the First Name field, a DASH (-) will be entered.

Note: If a ‘Dear First Name’ letter (e.g., Dear Bob) is sent then a DASH (-) will appear as the individual’s first name when a letter printed, e.g., - Govindjee.

Note: If there are individuals with a first name and the same last name as an individual with only a last name (Mary Govindjee), an alphabetized report will place the Govindjee –


mailto:[email protected]

before Govindjee Mary.

o DO NOT use titles, prefixes, and suffixes in the Last Name field. Examples: Dr, Mr, Mrs, III, or Jr should never be entered in the Last Name field.

o DO NOT enter any information in the Non-Person Information Name field. The Non-Person Information Name field is ONLY to be used with non-person, such as vendors and/or agencies (e.g., Dr Todd Veterinary Service).

First Name

o Enter the full, legal spelling and format of the first name as supplied by the person. Nicknames or preferred names should not be entered in this field.

Note: If the first name is too long for the First Name field, enter as much of the first name as will fit in the field.

o The following Name Types will not be used when entering the legal First Name:



PREV (Previous Name) Any previous name

o A single character first name should be entered WITHOUT a period. In those cases where a single character first name 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.

Example: (L. Roy Bean is the name provided)

L would be entered in the First Name field

Roy would be entered in the Middle Name field

Bean would be entered in the Last Name field

o Hyphens MAY be used to separate double first names.

o Spaces ARE permitted if the legal spelling and format of the name includes spaces (e.g., Mary Ann, Bobby Joe).

o DO NOT use titles, prefixes, or suffixes in the First Name field. Examples: Dr, Mr, Mrs, III, and Jr should never be entered in the First Name field.

Middle Name

o Enter the legal middle name or middle initial as supplied by the person. If no middle name exists, leave the field blank.

Note: If the middle name is too long for the Middle Name field, enter as much of the middle name as will fit in the field.

o Nicknames or preferred names should not be entered in the Middle Name field.

o The following Name Types will not be used when entering the legal Middle Name:




o Hyphens MAY be used to separate double middle names.

o Spaces ARE permitted if the legal spelling and format of the name includes spaces.


o DO NOT use titles, prefixes, or suffixes in the Middle Name field. Examples: Dr, Mr, Mrs, III, and Jr should never be entered in the Middle Name field.

o If a person has a single middle initial, enter it as provided but WITHOUT a period.

Example: (Fred S. Jones is the name provided)

Fred would be entered in the First Name field

S would be entered in the Middle Name field

Jones would be entered in the Last Name field

o If a person has two middle initials, they should be separated by a space, NOT a period.

Example: (Mary T. J. Smith is the name provided)

Mary would be entered in the First Name field

T J would be entered in the Middle Name field

Smith would be entered in the Last Name field

Prefixes

o Do not enter data in this field. Prefixes are not used.

Suffixes

o Enter the suffix provided by the person if the suffix is found in the list of approved suffix abbreviations (See Appendix A). If a suffix is not provided, none will be entered.

o Enter the suffix in its own field, not in the Last Name field.

o Suffixes entered for student records via Web for Admissions, Web for Recruit, and test tape loads are standardized before the data is pushed in to Banner allowing only suffixes found in the following list: Jr, Sr, II, III, IV, V, VI. Variations of these values will be edited and all other values will be removed before being pushed into Banner.

o The HR Front End will also allow the same list of suffixes: Jr, Sr, II, III, IV, V, VI.

Preferred First Name

o Preferred First Name is not a required field, but can be used if a person has a name they prefer to use. For example: Mary Elizabeth Wilson prefers to be known as Beth. Beth can be entered in the Preferred First Name field.

Note: Information entered in the Preferred First Name field will NOT print on any standard Banner report or appear on any other screen other than PPAIDEN and SPAIDEN. Also, names entered in the Preferred First Name field are not searchable.

Alternate Names/IDs

o An individual may provide a name other than their legal name as an Alternate Name. A history of Alternate Name changes is maintained by the system.

o The following Name Types will be used to identify the type of Alternate Name/IDs entered:




Example: A person is in Banner with First, Middle and Last Name of William A Spencer but during a lookup query provides Bill A Spencer as his name. The legal name will continue to be the primary name and Bill A Spencer will be entered as an Alternate Name.


Legal Name

o The Banner Legal Name field will NOT be used by the University of Illinois. An individual’s legal name will be entered in the Banner Last Name, First Name and Middle Name fields.

Non-Person Name/Vendor Name Standards Enter the vendor’s name as supplied by the vendor. The non-person name will be entered in the Non-Person Name Information Name field of the

FOAIDEN form (see Screen Print below for an example).

Screen Print: Non-person/vendor Name

Hyphens MAY be used to separate double names (i.e., Kabot-Robinson Inc).

Spaces ARE permitted if the legal spelling and format of the name includes spaces.

ACRONYMS - Companies who are recognized by their acronyms will be entered using their acronym (e.g., IBM, ITT). Use no spaces or punctuation between letters (i.e., do not enter I.B.M. or I B M). Acronyms that are not commonly recognized should not be entered into the corporate entity name.

The AMPERSAND (&) can be used only when part of a formal non-person name (e.g., Baltimore & Ohio Railroad). Use ‘and’ in all other cases.

ABBREVIATIONS such as Co, Corp, Ltd, or Inc are allowed when used after the name of a corporate entity when limited space is an issue.

O See Appendix D of this document for the list of approved vendor abbreviations.

O Articles such as ‘A’ and ‘An’ will be included if they are in the vendor name as provided by the vendor (i.e., A Cut Above).


NOTE: ‘The’ is not included in the above list of articles because ‘The’ is generally not entered in the name of a vendor. Vendors are managed by the first letter of the Vendor; therefore, it was decided that the ‘T’ group would be too large if ‘The’ was included in the Vendor name. A Vendor with the name ‘The Gartner Group’ would be entered as ‘Gartner Group.’

Names that contain numbers such as 1st, 2nd, 3rd, etc. should be entered EXACTLY as provided by the vendor.

Example: First National Bank, Tenth Street Corp, 21st Century Health Spa, or 59th Street Renovation Corp.

Universities will be entered as University of Wisconsin – both University and the state name spelled out.

When vouchering payments to governmental units, agencies, or offices, the name of the geographic or political entity should be listed first (see Screen Print example).

Screen Print: The State of Illinois Secretary of State:

Other examples:o County Clerk of Sangamon will be entered as Sangamon County in the name field and

County Clerk on the first line of the addresso City Treasurer of Mt Zion will be entered as Mt Zion City in the name field and

Treasurer on the first line of the addresso Sheriff of Will County will be entered as Will County in the name field and County

Sheriff on the first line of the addresso City of Chicago Department of Human Resources will be entered as Chicago City in the

name field and Human Resources Dept on the first line of the address


o With the exception of the above listed governmental agencies, state names will generally be spelled out when space permits. Otherwise, the USPS abbreviation for the state will be used.


Address StandardsCampus Mail Delivery Addresses

A Campus Mail address (C1) is an employee’s work address and applies to employees only.

The name of the department or school will be entered on the first line of the three address lines (see Screen Print).

The street address with room or suite numbers or the room and building name will be entered on the second line of the three address lines (see Screen Print).

The campus mail code will be entered on the third line of the three address lines (see Screen Print).

The appropriate University ZIP/PC code will be selected (see Screen Print of GTVZIPC Validation Form). This will automatically fill in the City, State, and County fields, which are required fields. Nation is not required and will not be automatically populated.

Addresses for Extension Office employees are an exception. These employees will have actual street addresses entered for their C1 address.

Screen Print: Campus Address

Screen Print of GTVZIPC Validation Form


United States Postal Addresses

The address should be entered as provided by the person. However, the comma (,), pound sign (#), asterisk (*), apostrophe (’), period (.), or percent sign (%) are NEVER used.

Note: According to US Postal Service standards, we will strip special characters out of street names (Bel-Air Ct will become Bel Air Ct and O’Donnell Dr will become O Donnell).

Although the pound sign (#) is preferred by the US Postal Service when referring to the word or implied number, Oracle does not permit its use within Banner; thus it should never be used. Therefore, Apt # 4 will always be entered as Apt 4.

o Three (3) address lines are available for street addresses.

Note: The US Postal Service only uses the last line above city when making deliveries. Therefore, the Zip Code should correspond to the address line the US Postal Service uses. If not, the mail may be delayed in delivery. See following example:

Example:

Fields Data Entered Mail will be Delivered toName: John Smith John SmithAddress: 1234 West Center PO Box 123

PO Box 123 Springfield IL 12345

City Springfield State/Province ILZIP/PC 12345County 084 (displays Sangamon)Nation (blank)


Note: Since the US Postal Service only uses the last line above city when making deliveries, any c/o or Attn information should be entered on the first address line. See following example:

Example

Fields Data Entered Mail will be Delivered toName: The Roosevelt Group The Roosevelt GroupAddress: Attn Robert Smith PO Box 123

PO Box 123 Springfield IL 12345

City Springfield State/Province ILZIP/PC 12345County 084 (displays Sangamon)Nation (blank)

EXCEPTION: 1099 processing only pulls the first address line as the actual address so BB, BP, BR, and BU addresses will be entered with any additional address information (such as “Attn Robert Smith”) on the second address line and therefore will not follow US Postal Service standards.

The Ampersand (&) should be used instead of the word ‘and’ only if that is the proper spelling (i.e., 1500 King & Queen Way).

‘In Care Of’ should be entered as ‘c/o’. DO NOT use ‘C/O’, %, or ‘In Care Of’. ‘Attention’ should be entered as ‘Attn’. Always abbreviate Post Office Box as PO Box. Always abbreviate Rural Route as RR. DO NOT leave blank lines between the three (3) address lines (it causes problems when mail merges

are performed). See following example:

Example:

Address should be entered as Address should NOT be entered asPO Box 123 PO Box 1231234 West Center

1234 West Center

All words in the address should be spelled out in full. However, if there is insufficient space in the data entry field to allow this, words may be abbreviated.

EXCEPTION: Apartment will ALWAYS be entered as Apt.

If there is not enough space on the delivery line for the secondary designator, place it on the line above the delivery line, not below it. See following example:

Example: Michael Murray provided 5800 Springfield Gardens Circle, Apartment C, Springfield VA 22152-1058 as his address.

Address should be entered as Address should NOT be entered asApt C 5800 Springfield Gardens Circle5800 Springfield Gardens Circle Apt C

Counties will be required for Illinois addresses. Illinois counties will be maintained in the proper field in the Banner Zip Code Table (GTVZIPC). Thus when a Zip Code in the Banner Zip Code Table


(GTVZIPC) is entered, the corresponding County as well as City and State/Province fields will be auto-populated.

When entering a zip code plus four use a dash in between the zip code and the plus four.Example:

Zip code should be entered as Address should NOT be entered asChampaign, IL 61821-5745 Champaign, IL 618215745

The Banner Zip Code Table (GTVZIPC) is updated quarterly with a file from the post office so entering zip code only will provide current data.

See Appendix C of this document for a list of approved abbreviations.

Canadian Addresses

The address should be entered as provided by the person. However, the comma (,), pound sign (#), asterisk (*), apostrophe (’), period (.), or percent sign (%) are NEVER used.

Three address lines are available. The address line format is the same as for United States addresses. Cities will be entered in the City field. DO NOT enter Canadian provinces in the City field. Canadian provinces are Alberta, British

Columbia, Labrador, Manitoba, New Brunswick, New Foundland, Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon. They have their own code for entry into the State/Province field.

Provinces will be entered in the State/Province field. Postal Code will be entered in the ZIP/PC field. County field will be blank. Canada will be selected from the Nation Validation Table (STVNATN).

Other International Addresses 1

Enter the international address as supplied by the person. However, the comma (,), pound sign (#), asterisk (*), apostrophe (’), period (.), or percent sign (%) are NEVER used.

Lines 1 and 2 will be street address and mail identifiers. Line 3 will be mailing addresses that corresponds to the postal code (if provided). State/Prov is left blank. Nation code will be selected from the Nation Validation Table (STVNATN).

1 The data standards for Other International Addresses section was reviewed as planned as part of the Student Team design. The original language was modified to meet tape load requirements from the Recruiting and Admissions team. The revised international standards are included in Ver. 1.2, updated 9/17/02.


Screen Print: Other International Address

EXCEPTION: Purchase Orders do not pull the country from the Nation field so the country name must be entered on the third address line after the city and/or the postal code for address types BB and BP.

Military Address

Military addresses for destinations within the United States will be entered in the same format as any other United States Postal Address.

Entering zip code only will populate correct city and state data. For military address outside the United States (see Screen Print).

o Enter the APO or AFO code into the City field.o In the State field enter:

-AA for the Americas (excluding Canada) (ZIP codes beginning with 34nnn) -AE for the Europe, Middle East, Africa, Canada (ZIP codes beginning with 090nn through

098nn) -AP for the Pacific (ZIP codes beginning with 962nn through 966nn) DO NOT enter a County or Nation

Entering zip code only will auto-populate correct city and state data.


Screen Print: Military Address outside the United States

Phone Number Standards Area Code: The three-digit area code must be entered for all phone numbers. Phone Number: Enter the seven-digit phone number without the hyphen.

Example: 555-1212 would be entered as 5551212. Extension: If an extension number is provided, enter only the digits of the extension. DO NOT enter

EXT or X into the extension field. If the telephone extension is 4 numbers or less, enter the extension in the Extension field. If it is greater than 4 numbers, use the SPATELE comment field to record the extension information.2

International Phone Numbers: International Phone Numbers can be entered in the International Access field on the SPATELE form. The International Phone Number format should include dashes.

Example: 41-66-331-6777

Date Standards Enter the date in the following format mm-dd-yyyy (or yy) (i.e., 12-01-94 or 12-01-1994).

The Banner pivot date is currently set to 49. A year entered as 49 or less will be displayed as 2049, etc. and a year entered as 50 or greater will be displayed as 1950, etc. For example, a date entered as 02-03-42 will autocorrect to appear as 02-03-2042 and a date entered as 02-03-61 will autocorrect to appear as 02-03-1961.

If a date is required by Banner and is not known at time of data entry, the following date format 01-01-1500 must be entered exactly in the date field. If 01/01/00 is entered it will display 01-Jan-2000.

If 01-17-1997 is entered, Banner will display 17-Jan-1997.

2 The guidelines for entering telephone extension numbers was reviewed as planned (noted in the General Person final deliverable). The revised language is included in Ver. 1.4, updated 11/24/02.


Deceased Indicator Deceased information will be entered for all employees, students, and applicants if available.

Proof of death (notice from the Office of the Dean of Students or death certificate) with exact date of death must be provided in order to use this indicator.

Check the Deceased indicator on SPAPERS and enter the exact date of death.

Recording deceased information will be a multi-communication link between Human Resources (or the Payroll Office at UIC) and the Registrars. If Human Resources (or the Payroll Office at UIC) adds the information, the Registrars should be informed. If one of the Registrars enters the information, then the other Registrars, Human Resources and the Payroll Office at UIC should be notified.3

According to the Student area SCT consultant:

o ‘Online processing is not prevented for deceased IDs; however, the message DECEASED displays on any forms with the ID in the Key Information. You may request and run a transcript for a student who is deceased. However, the Grade Mailer Report and associated processing are prohibited for a deceased person.’

All current MA, PR, DA, RH, and BI addresses should be inactivated.

All email addresses should be inactivated.

Create a new MA address with the word “Deceased” in Street Line 1 and the appropriate campus Office of Records and Registration address in Street Line 2, City, State, and Zip.

Payroll will add a current W-2 address using the address information from the last known PR address (or MA if no current PR exists) and deactivate the direct deposit if necessary.

Name TypesThe following Name Type Codes can be used if needed when entering Alternate Names:

Code (4 character) DescriptionDIPL U of I diploma name if other than

legal nameNICK NicknamePREV Any previous name

Name Types WILL NOT be used when entering the person’s legal or primary name into the Last, First, or Middle Name fields.

If an additional Name Type is needed, the request needs to be submitted to the Cross-Functional Team for review and approval.


Appendix A: Approved Suffix AbbreviationsProposed new suffix abbreviations must be forwarded to the Cross-Functional Team for review and approval.

Personal Suffixes AbbreviationJunior JrSenior SrThe Second IIThe Third IIIThe Fourth IVThe Fifth VThe Sixth VI


Appendix B: Approved Vendor AbbreviationsProposed new vendor abbreviations must be forwarded to the Cross-Functional Team for review and approval.

Vendor Name AbbreviationAdministrative AdminAgriculture AGAmerica(n) AmerAssistant AsstAssociate(s) AssocAssociation AssnAutomobile AutoBiochemical or Biochemistry BioChemBiological or Biology BioBrothers BrosBuilder or Builders BldrBusiness BusChemical or Chemistry ChemChicago ChicCollege or Colleges ColCommercial CmlCommission CommCommissioner CommrCommunications ComCompany CoConference ConfConsolidated ConsConstruction ConstrCooperative CoopCoordinated or Coordinator CoordCorporation CorpCouncil CounDepartment DeptDistributing or Distribution or Distributor(s) DistrDistrict DistDistrict of Columbia DCDivision DivEconomics EconEducation or Educational EdElectric or Electrical ElectEngineering or Engineering EngEquipment EquipExecutive(s) ExecExtension ExtFederal FedFort FtFoundation FndGeneral Gen


Vendor Name AbbreviationGeological or Geology GeoGovernment GovGraduate GradHeadquarters HdqrtsHighway(s) HwyHistorical or History HistHospital HsptIllinois ILIncorporated IncInformation InfoInstitute(s) InstInstitutional InstlInstruments InstrInsurance InsInternational IntlJournal JrnlJunior JrLaboratory(ies) LabLimited LtdLimited Liability Corporation LLCLimited Liability Partnership LLPLimited Partnership LPMachine or Machinery MachMaintenance MaintManagement MgtManager(s) MgrManufacture(s) or Manufacturing MfgManufactured MfdMarketing MktgMathematical or Mathematics MathMechanical or Mechanics MechMedical or Medicine MedMerchandise MdseMetropolitan MetroMount MtNational NatlOffice(s) OfcOrganization or Organizational OrgPharmaceutical(s) PharmPhotography PhotoProfessional Corporation PCProfessional(s) ProPsychological or Psychology PsychPublication or Publishers, or Publishing PubRecreation or Recreational RecRefrigeration RefrigRehabilitation RehabRestaurant Restr


Vendor Name AbbreviationSchool(s) SchScience(s) or Scientific SciSecretary SecyService Corporation SCService(s) ServSocial or Society SocSpringfield SpfldStandard StdSuperintendent SuptSystem(s) SysTechnological or Technology TechTelecommunication(s) TelecomTelevision TVTownship TwpTransportation TransTreasurer or Treasury TreasUniversity or Universities UnivVeterinary Vet


Appendix C: Approved Address AbbreviationsAddress Abbreviation

Apartment AptAttention AttnAvenue AveBoulevard BlvdCanyon CynCircle CirCourt CtCove CvCrossing XingDrive DrEast EFloor FlHighway HwyIn Care Of c/o Lake LkLane LnNorth NNortheast NENorthwest NWPark PkParkway PkwyPlace PlPlaza PlzPoint PtPost Office Box PO BoxRoad RdRoom RmRural Route RRSouth SSoutheast SESouthwest SWSpace SpSquare SqStreet StSuite SteTerrace TerTrail TrlTrailer TrlrUnion UnView VwVillage VlgWest W

3 The data standards for this section of the Deceased Indicator section was revised to specify the specific Student area to be notified as part of the Student functional review prior to production. The revised language is included in Ver. 1.3, updated 11/20/02.


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