Eastern Connecticut State University
Banner Data Entry Standards
These standards were developed to ensure consistency and data integrity.
Due to the integrated nature of Banner, data is shared across modules. (Alumni/Development, Finance, Financial Aid, Human Resources, and Student). A record at the University could belong to more than one system. For example, the record of a person who received an undergraduate degree, who is currently pursuing a graduate degree, and is an employee of the University would have general person data shared by three different systems: Alumni/Development, Student and Human Resources.
Record Custodianship
General Standards
Record Custodianship:
Employee other than a Student Employee | Human Resources/Payroll |
Employment Applicant | Human Resources |
Student | Registrar's Office |
Student Applicant (Undergraduate) | Admissions Office |
Student Applicant (Graduate) | Graduate Admissions |
Vendor | Purchasing/Accounts Payable |
Alumnus | Alumni Office |
Friend of the University/Donor | Institutional Advancement |
Foundation/Corporation | Institutional Advancement |
Note: A record (person and non-person) may have more than one active/current association with the University (i.e., employee and student; vendor and donor). The University requires that in shared record situations, the general person/non-person name and address will always reflect the legal name and mailing address.
General Standards:
Date:
Current Identification:
Identification Number:
Identification number corrections:
Name Type:
Code | Description | Definition of Use |
AKA | Alias/Nickname | Used for Vendors with other names |
GRAD | Graduation Name | Name at time of graduation (used by Registrar only) |
MAID | Maiden Name | Self-explanatory |
PREV | Previous Name | Self-explanatory |
SPEC | Name Contains Symbols | Used as an alert that the legal name contains symbols that can not be entered in the Banner field. Example: accent over a letter. |
Last Name:
Use the legal last name.
Use title-case format (uppercase/lowercase letters), following standard capitalization rules.
Spaces, apostrophes and hyphens are permitted if part of the legal name.
Do not use titles, prefixes and suffixes in the name fields. There are data fields for prefixes and suffixes.
Examples: Mc Donald Van Husen
MacPearson De La Rosa
La Pine Van der Linden
St John Cooper-Smith
della Toria Anderson Johnson
First Name:
Preferred First Name:
Middle Name or Initial:
Prefix:
Code | Description |
1st Lt. | First Lieutenant |
Adm. | Admiral |
Atty. |
Attorney |
Br. | Brother (Religious) |
Capt. | Captain |
Cmdr. | Commander |
Col. | Colonel |
Dean | University Dean (includes Assistant and Associate) |
Dr. | Doctor (Medical & Educator) |
Fr. | Father (Religious) |
Gen. | General |
Gov. | Governor |
Hon. | Honorable (Cabinet Officer, Commissioner, Congressmen, Judge, Supreme Court, United Nations US Delegate, Major, Senator and Representative |
Lt. Col. | Lieutenant Colonel |
Maj. | Major |
M.Sgt. | Major Sargent |
Miss | Single Women |
Mr. | Mister |
Mrs. | Married Women |
Ms. | Single or Married Women |
Prof. | Professor (includes Assistant and Associate) |
Rabbi | Rabbi |
Rev. | Reverend |
Sr. |
Sister (Religious) |
Suffix:
Suffixes are entered in the Suffix title field, not in any of the name fields.
The suffix should reflect person wishes, if known.
Do not use a suffix for Doctor, Attorney, etc. Instead enter the appropriate prefix in the prefix field.
Example: For "Mr. Donald M. Peterson, M.D." enter as: Prefix field: Dr. Suffix field: (leave empty)
Use title-case format (uppercase/lowercase letters), following standard capitalization rules.
Note, most standard Banner reports and processes do not look at suffix (or prefix). The forms in Banner pull first, middle and last name only not the suffix, i.e. Jr. Sr. II, III.
Code | Description |
II | The Second |
III | The Third |
IV | The Fourth |
CPA | Certified Public Accountant |
D.D.S. | Doctor of Dental Medicine* |
Esq. | Esquire |
J.D. | Jurist Doctor* |
Jr. | Junior |
LL.D. | Doctor of Laws* |
M.D. | Doctor of Medicine* |
PhD | Doctorate* |
Ret. | Retired from Arm Forces |
RN | Registered Nurse |
Sr. | Senior |
*Preference given to prefix standards unless the individual requests both due to salutation protocol.
Entering a Name Change:
If the name change is merely a spelling correction or changing the middle initial to spell-out the middle name:
make the change and save it.
Click on the "Alternate Names/Ids" option to the left of the screen.
Locate the incorrect record to be deleted. Click on the Alternate Remove button.
If it is a valid change of name, then just make and save the change.
If you know the Name Type, then click on the "Alternate Names/Ids" option, find the original name, and fill in the appropriate Name Type (example: MAID - Maiden Name).
Non-person/Vendor Name:
Use the legal name.
Data is to be entered using title-case format (uppercase/lowercase letters), using standard capitalization rules.
Avoid abbreviations. Only abbreviate if space is limited (i.e., Co., Corp., Ltd., Inc.).
Hyphens, apostrophes, ampersands and periods are used if part of the legal name.
Acronyms will NOT be used unless that is the only way the company is identified or if space is limited. Note, Banner includes an area for aliases.
Address Information:
Address Types:
Banner permits multiple addresses to be entered for a person or vendor. The use of each address type is defined so that conflicts do not arise among the functional areas. (Because name and address data are shared by all areas, custodial relationships are in place).
Active Student | Registrar's Office |
Student Applicant (Undergraduate) | Admissions Office |
Student Applicant (Graduate) | Graduate Admissions |
Vendor | Purchasing/Accounts Payable |
Employee | Human Resources/Payroll Office |
Alumnus | Alumni Office |
Friend of the University/Donor | Institutional Advancement |
Foundation/Corporation | Institutional Advancement |
All person records will be initialized with the MA/mailing address. The official mailing address of the person.
All non-person records will be initialized with the BU/mailing address. The official business mailing address of the company.
There are some restrictions in Banner on how addresses can be used within each system.
The student system permits an address hierarchy to be used when printing reports. For instance, when billing statements are processed, Banner can first search for a billing address and then a permanent address.
The finance system can have multiple entries for the same address type, distinguished with sequence numbers. This allows for multiple locations for a single company for a single address type such as remit to address.
Code | Description | Definition of Use |
MA | Mailing | Primary Address to Reach a Person by Mail |
BU | Business | Most Current Address to Reach a Company/Organization by Mail Employment Address of a Person (**see standards for ECSU employee BU address**) |
B2 | Second Business Organization Record | Home Address of Primary Contact Individual Record - Second Employment Address |
BI | Billing | Billing Address for a Student if different from MA |
CA | Student Campus | Student's Resident Hall Address |
LO | Student Off-Campus | Student's Off-Campus/In-Semester Address if different from MA |
PA | Parent/Guardian | Student's Home/Permanent Address if different from MA |
PN | Parent | Student's Non-custodian Parent's Address |
SE | Seasonal | Alumni/Donor's who maintain two homes (i.e. "snowbirds") |
TE | Temporary | Employee's Temporary Address if different from mailing |
TP | Third Party Billing | Used only by the Bursar's Office to bill a third party of tuition and fees |
VN | Vendor | Vendor Mailing Address (Finance Only) |
AP | Remit | Remit Mailing Address (Finance Only) |
Street:
Abbreviations: Note, spell out unless there are space limitations.
Apt. - Apartment
Rm. - Room
Dept. - Department
Bldg. - Building
St. - Street
Rd. - Road
Hwy. - Highway
Tpke. - Turnpike
Directional Abbreviations:
E. - East
W. - West
N. - North
S. - South
N.E. - Northeast
S.E. - Southeast
S.W. - Southwest
N.W. - Northwest
Dual Address Example: Mr. John Smith
100 Major Street
P.O. Box 200
Willimantic, CT 06226
Note: Addresses with a Source Code of MSA do not follow data standards. See SOURCE CODE - MSA.
City:
State:
Zip Code:
Military Address:
County code:
Not being used at this time.
Nation Code: (For NON-USA Entries Only)
Source Code:
Code | Description | Definition of Use |
BWEB | Banner Web | When an address is changed via Banner Web (this source code will default automatically) |
CONA | Converted - Alumni | Assigned during conversion. Do Not Use. |
CONF | Converted - Finance | Assigned during conversion. Do Not Use. |
CONS | Converted - Student | Assigned during conversion. Do Not Use. |
EVNT | Event | When address is received as the result of an event. |
MSA | Banner HR to MSA Interface | Indicates an employee address that has been truncated so that the combined length of the address (line 1, 2 and 3 - and a space to separate each line) does not exceed 30 characters. Addresses with an MSA Source Code do not meet data standards. To be used by Human Resources Department only. Do Not Modify address with MSA Source Code except to inactive in order to enter a change of address. NOTE TO HR: If the address needing truncating has an origin of ORIG, then inactivate it and add the truncated address with a Source Code of MSA. Do not alter the address with an ORIG Source Code. |
ORIG | Geographic Origin | Used for a student's address at time of initial contact with the university. To be used on a student's MA address only. |
POST | Post Office Change | When Post Office notifies office of address change. |
PORJ | Post Office Reject/Bad Addr | When Post Office notifies office of a bad address. Note addresses with this source should NOT be reactivated. |
REL | Reported by Relative | self explanatory |
SELF | Self Reported by Individual | self explanatory |
SRCH | Search Firm or Outside Vendor | self explanatory |
WWW | World Wide Web | self explanatory |
Standards for ECSU Employee BU addresses:
First line: Eastern CT State University
Second line: Department Name
Third line: Building and Room
Department Name: spell out the word 'Department'.
Building and Room: use "Bldg." for Building and "Rm." for Room.
Academic Departments:
Biology | Education | His/PoliSci/Phi | Physical Science |
Business Administration | EES | HPE | Psychology |
Communications | English | MCL | Sociology |
Economics | Fine Arts | Math/CS |
Administrative Departments:
Academic Advisement Center | Admissions | Athletics | Capital Projects |
Academic Affairs | Akus Gallery | Aux Eng & Inst Services | Health Services |
Academic Grants Office | Alumni Affairs | Banner | Library Services |
Accounts Payable | Arts and Sciences | Bursar's Office |
Entering an Address Change:
IMPORTANT: Do not type over existing addresses. Do not change Address Type on existing addresses.
Telephone Number:
Code | Description | Definition of Use |
AP | Accounts Payable | Remit (Finance Only) |
B2 | Second Business | Organization - Telephone Number Primary Contact Individual - Employment/Work Number |
BI | Billing | Student's Billing Telephone Number if different from MA |
BU | Business or Work | Company/Organization Person's Employment/Work Number |
CA | Campus (Student) | Student's Resident Hall |
CAR | Car | |
CE | Cellular | |
EM | Student/Empl Emergency Contact | |
FAX | Fax | Individual or Business Fax |
LO | Local (Student) | On/Off Campus |
MA | Mailing | |
PA | Parents | Parent's Home Telephone Number if different from MA |
PG | Pager | Individual's Pager |
PN | Non-custodial Parent | |
SE | Seasonal | Alumni/Donor Seasonal Telephone Number |
TE | Temporary | |
VN | Vendor | Vendor (Finance Only) |
General Person Information:
Gender Codes:
M - Male
F - Female
U - Unknown
Date of Birth:
The date of birth is required for employees and students.
Social Security Number:
Confidential Information Indicator:
Note: It is imperative to exclude all records with the Confidential Information Indicator checked from lists of persons with telephone number or address through the process of population selection.
Citizenship Type:
NC - Non-Citizen
US - U.S. Citizen
Note, dual citizenship (US &
Ethnic Code:
Code | Description | Definition of Use |
A | Asian/Pacific Island | A person having origins in any of the original peoples of the Far East, Southeast, Asia, the Indian Subcontinent or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, Samoa, India, and Vietnam. |
B | African American/Black | A person having origins in any of the black racial groups of Africa (except those of Hispanic origin) |
H | Hispanic | A person of Mexican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. Exclude Puerto-Rico, Spain and Portugal. |
HP | Puerto-Rican | A person native to Puerto Rico. |
N | Native American | A person having origins in any of the original peoples of North American or who maintain cultural identification through tribal affiliation or community recognition. |
O | Other | This category is used ONLY if the student/employee indicates that the listed categories do not apply. |
U | Unknown | This category is used ONLY if the student/employee did not select a racial/ethnic designation and one can not be determined through normal efforts. |
W | White | A person having origin in any of the original peoples of Europe, North America, or the Middle East (except those of Hispanic origin) |
Marital Status:
Code | Description |
D | Divorce - Once married but now legally divorced |
X | Separated - Legally married but living apart |
M | Married - Legally married |
S | Single - Never legally married |
W | Widowed - Legally married and spouse is deceased |
L | Life Time Partner |
U | Unknown - Information not given |
Religious Code:
Not being used at this time.
Legacy Code:
Deceased Information:
Driver's License Information:
Veteran's Information: