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Miami UniversityBanner Data Entry Standards and Guidelines

Updated: November 10, 2007

November, 2007 Miami University Data Entry Standards

Reasons for Data Entry Standards...............................................................................................4

General Guidelines......................................................................................................................4

Avoiding Duplicate Records........................................................................................................5

Person Identification Number..................................................................................................5

Alumni Identification Number................................................................................................5

Social Security Number...........................................................................................................5

Non-person Identifier...............................................................................................................5

Rules for Persons as Vendors..................................................................................................8

Duplicates................................................................................................................................8

Before Adding.........................................................................................................................9

Name Standards.........................................................................................................................10

General Guidelines................................................................................................................10

Person Names........................................................................................................................10

Company Names....................................................................................................................12

Address Standards.....................................................................................................................14

Address Types (Validated by Banner table STVATYP).......................................................14

Emergency Contact Information............................................................................................18

Address Source Codes (Validated by Banner table STVASRC)...........................................19

U.S. Street Address Standards...............................................................................................20

International Addresses.........................................................................................................23

Campus Mail..........................................................................................................................25

Residence Hall (Student) Addresses......................................................................................25

Email Address Standards...........................................................................................................27

Email Address Types (Validated by Banner table GTVEMAL)...........................................27

Telephone Number Standards....................................................................................................28

Telephone Types (Validated by Banner table STVTELE)....................................................28

U.S. Telephone Standard.......................................................................................................29

International Telephone Standard..........................................................................................29

Date Standards...........................................................................................................................30

Appendices................................................................................................................................31

Appendix A - Company Name Abbreviations.......................................................................31


Appendix B – Address Abbreviations...................................................................................32

Appendix C - Invalid Addresses............................................................................................33

Appendix D – Notes..............................................................................................................35

Technical Standards Notes........................................................................................................35

Person and Non-Person Identifiers........................................................................................35

Social Security Numbers.......................................................................................................35


Reasons for Data Entry StandardsThese data entry standards are meant to:

reduce duplicate personal identification records through reliable search for existing records,

promote search capability through uniform data entry,

promote reporting efforts based on presentation, retrieval and joins of the data, and

reduce errors and costs associated with inconsistent and improperly formatted information.

General Guidelines Never store the percent symbol ("%") in a data field. (The percent symbol is used as a wild

card in searches.)

Never store the ampersand (&) symbol except in an address, business name, or position title.

Enter all data using mixed case (uppercase and lowercase) and standard capitalization rules. Consult the Chicago Manual of Style for standard capitalization rules.

Spell out all data unless it is necessary to abbreviate words to fit lines into the appropriate fields. (Address lines are an exception as they follow US Postal standards.)

Addresses follow the standards of the United States Postal Service, with mixed case. For example, enter the first line of an address as “121 N Main St” rather than “121 North Main Street”. (See p.23 and following for details.)

See Appendix B for lists of abbreviations.

Enter punctuation in a name only when it is a part of the official name, for a single character first name, or for an empty first name. DO NOT enter punctuation for the street address abbreviations.


Avoiding Duplicate RecordsCreating a duplicate record for a person or organization for which a record already exists in Banner can lead to loss of data or incorrect results. It is extremely important to avoid creating duplicate records.

Before creating a new record for a person or organization, search to make sure the person or organization has not been entered already in Banner. To search for a person:

o do a social security number search

o search on all current and previous names

o do a “soundex” search.

If you find any similar records, verify that the correct record has been found by checking the birthdate and address. Enter a new record only if no existing record is found in your searches.

Example: To find Mac Donald, you must account for McDonald, Mc Donald, MacDonald, and Mac Donald. A search on M%Donald% will retrieve all of these records.

A job aid is available for searches; please use it.

Person Identification NumberBanner generates identification numbers for persons using a '+99999999' format (an 8-digit number beginning with '+' to indicate that the number is a generated one).

Alumni Identification NumberDue to FERPA concerns with the public use of Banner ID (plus number), Miami generates identification numbers for Alumni constituents using an 'A99999999' format (an 8-digit incremented number beginning with 'A' for Alumni).

Social Security NumberEnter the social security number in the social security number field

Students and admission applicants are asked to supply their social security numbers, but students who are not employees and do not apply for federal financial aid are not required to provide their social security numbers. If the applicant or student declines to provide a social security number, leave the social security number field blank.

Employees normally are required to supply their social security numbers. If an employee does not yet have a social security number (typically a foreign national who has applied for but not yet received a social security number), then enter a “fake” social security number created by entering a “T” followed by the 8-digit Banner ID number (without the “+” sign). Example: “T01234567”.

Non-person IdentifierNon-persons are organizations, as opposed to individuals (persons). They include vendors (companies or corporations), institutions, government agencies, charities, granting agencies,


banks, accounts receivable firms, and donors.

Identifiers for non-persons are created by the user at the time of data entry and are entered into the Banner identification number field. (The non-person identifier is sometimes referred to as an identification ‘number’ even though the identifier is primarily alphabetic characters.) The Banner screens also use the name ‘vendor code’ to refer to these non-person identifiers.

Constructing Non-person IdentifiersThe non-person identifier consists of a maximum of nine characters. The first seven characters are alpha, all capitalized. The remaining two characters are numeric, and used only when required to eliminate duplicate codes.

General Pattern The non-person identifier consists of a maximum of nine characters. The first seven characters are alphabetic, all capitalized. The remaining two characters are numeric, and used only when required to eliminate duplicate codes.

The first seven alphabetic characters are:the first three letters of the company’s first name, plusthe first two letters of the company’s second name, plusthe first two letters of the company’s last name

Example: Computer Technology Solutions, Inc. = COMTESO

Extra words Ignore words such as “The”, “Inc.”, “Company”, “Corporation”, as well as “&”, “and”, “of” etc., when assigning codes. Examples: The Evergreen Door Company = EVEDOOR; The Hudson Company = HUDSON; Rodefeld’s of Oxford, Inc. = RODOXFO.

Exceptions:

Companies with…

two-word names Use three letters of the first name and four letters from the second name; i.e., Apple Computer = APPCOMP. If the second name is less than four characters, shorten company code as required.

one-word names Use seven letters of the first name. Example: Husman’s = HUSMANS. If first name is less than seven characters, shorten company code as required.

hyphenated names Treat as two words. Example: Addison-Wesley Publications, Inc. = ADDWEPU

initials (acronyms) by which they are most commonly recognized

Use the acronym regardless of length. Example: NACUBO (National Association of College and University Business Officers) = NACUBO.


initials for first or second names, or names too short to meet requirements

Fill in the identifier by expanding the next (second or third) name to make up for the shortage as appropriate. Examples: On Technology Corp. = ONTECHN; JP Flooring Systems = JPFLOOR; H. L. Hummert Company = HLHUMME; W.E. Agee, Inc = WEAGEE.

numbers for names

Spell out the numbers and follow the above rules. Examples: 3M Corporation = THREEM; 32 Ford-Mercury Inc. = THITWFO.

DuplicatesWhere duplicates are encountered after applying the above rules, two optional numerals are added to the identifier on succeeding companies, beginning with “21", then “22", etc. Example: American Association of Engineers, American Association of Entertainers, and American Association of Equestrians would be AMEASEN, AMEASEN21, and AMEASEN22, respectively.

Before AddingBefore adding a new company to Banner, it is important that SPRIDEN be searched thoroughly (as detailed earlier in this document) to ensure that the company does not already exist in the vendor or other non-person files. If a company already exists, use the appropriate maintenance form to activate in the applicable module. If required, add an additional address type and address particular to the module.

Only one company record and company identifier, with multiple addresses and types as required, should exist for each business unit. Establish business units as separate entities only for large corporations operating with different business units.

Example:

All area Wal-Mart stores, K-Mart stores, etc. would be a single company with one identifier and multiple business addresses.

Mutual Manufacturing and Supply, with separate offices in Cincinnati and Dayton would be a single company with one identifier and multiple business addresses.

Nationally affiliated moving companies, such as North American Van Lines, would be a single company with one identifier and multiple addresses containing the name of the individual agent, because these are all centrally billed under the parent company.

General Electric Aerospace, General Electric Medical Systems, and General Electric Credit Corporation would all be separate companies with separate identifiers since they operate as separate business units even though they are the same parent corporation.

Vendors Who Are PersonsAs stated above in the section on Person Identification Number, individuals receive an auto-generated Banner identification number when they are added to SPRIDEN through the Student, Human Resources, or the Alumni module. Finance (including Purchasing and Accounts Receivable applications) will use this generated number to identify these persons when they are


added to the Vendor file for purposes of refunds, reimbursements, etc.

Where persons, such as sole proprietors, individual service providers, or other individuals not otherwise affiliated with the University are initially added to SPAIDEN through the Finance module as a vendor, they will be provided a manual identifier similar to the non-person identifier above.

This vendor person identifier will consist of a maximum of nine characters. The first six characters are alpha, all capitalized. The remaining three characters are numeric, and used only when required to eliminate duplicate codes.

Rules for Persons as VendorsGeneral Pattern The first six characters are alphabetic, consisting of:

the first three letters of the individual’s last name, plus

the first two letters of the individual’s first name, plus

the first one letter of the individual’s middle initial.

Example: John P. Jones = JONJOP

Exceptions:

For persons with… Do this…

no or unknown middle initial

Use three letters of the last name plus three letters of the first name.

last name less than three letters

Use additional letters from the first name to make up the shortage.

first name less than two letters

Use additional letters from the last name to make up the shortage.

no combination of last name letters plus first name letters plus middle initial adds to six characters

Shorten the identifier as required.

DuplicatesWhere duplicate identifiers are encountered after applying the above rules, two optional numerals are added to the identifier on succeeding individuals, beginning with “002", then “003", etc.


Example: John P. Jones, Joseph P. Jones, and Josuha P Jones would be JONJOP, JONJOP002, JONJOP003, respectively.

Before AddingBefore adding a new person to Banner through FTMVEND, it is important to search SPAIDEN thoroughly to ensure that the individual does not already exist. If a person already exists, bring them into the Vendor File through FTMVEND. If the correct address exists, set up that address as the purchasing and payable default. If the address does not exist, add a business or business remittance address as applicable.


Name StandardsGeneral Guidelines

Guideline Example

Enter all name information in mixed case (uppercase and lowercase letters) using standard capitalization rules.

John Q. Public

Use apostrophes (') when the symbol is part of the proper, legal name or address

O'LearyO'ConnorSam's Wholesale Club

Use hyphens to separate double names (sometimes used in ethnic names or by persons who wish to use their maiden and married names), when it is indicated by the person that it is part of the legal spelling of their name.

Kathleen Smith-BrinkmanAndrew Brown-Sander

Do not enter periods in a name unless the person indicates that they are required. (There is one rare exception; see below for details.)

Never use commas or the pound sign (#) in a name.

Use spaces only if the legal spelling and format of the name includes spaces.

L. Christine JohnsonMc Donald Van HusenMcDonald De La Rosa Mac Pherson De La Rosa

Person NamesPreferred First Name

Guideline Example

Enter the name that the person wants to be called in the preferred name field.

J. EdgarA. J.Smitty

Do not enter the last name in this field unless the person wishes to be called by the last name only.

Legal Name The legal name field is not used.


Last Name

Guideline Example

Enter the legal spelling and format of the last name, using standard capitalization rules.

MileyLopez-Cobos

Do not enter titles, prefixes (Dr., Mr., Mrs.) or suffixes (III, Jr.) in this field. Prefixes and suffixes are entered in the prefix and suffix fields.

First Name

Guideline Example

Enter the legal spelling and format of the first name, using standard capitalization rules.

JohnWilliam

If there is no first name, enter a period (.) to satisfy the required field.

. (Last name “Hong”)

If the person’s legal first name is a double name, enter both names in the first name field. Include spaces spaces or hyphens as needed.

Mary AnnEmmy-Lou

If a single character is designated as the legal first name and followed by a middle name, place both the single character first name and the middle name in the first name field.

R. MaureenF. Robert

If the person prefers to be addressed using both first and middle names, but these are not the legal names, use the preferred first name field to enter this information.

Mary LouiseJohn Mark

Do not include titles, prefixes or suffixes in either the first name or preferred first name fields.

Middle Name

Guideline Example

Enter the legal spelling and format of the middle name in mixed case using standard capitalization rules or the capitalized middle initial.

AnnBrown

If only a middle initial is used, it should be followed by a period.

A.

If there is no middle name, leave the field blank


Name Prefixes

Guideline Example

Enter only the name prefixes given by the person. Ms.

Enter prefixes using mixed case and standard capitalization rules.

Name Suffixes

Guideline Example

Enter only the name suffixes given by the person.

Enter the suffixes using mixed case and standard capitalization rules.

Dr.Prof.

The suffix may be up to 20 characters in Banner. Multiple suffixes may be entered; separate multiple suffixes with commas.

M.D., Ph.D

Company NamesGuideline Example

Enter company name in the corporation field (on the FTMVEND form) as listed on an invoice or other company document, omitting "The."

National Corp

The last name field holds the name of any non-person.

Enter punctuation in the name and address of a company when it is part of the official name.

Kerr-McGee

Determine spacing by using the vendor's invoice or other company documents as a guide. Generally, acronyms do not have spaces between the letters

FOCUSIBMAES of Roanoke Inc

Include spaces between initials and the company name. A B Dick Products IncE C Geiger Inc

If the official name includes a numeral, enter the numeral rather than spelling out the number.

47th Street Photo


Abbreviations in Company NameIn general, company names should not be abbreviated unless the company itself uses the abbreviation, e.g., IBM. If space limitations require abbreviating a name, abbreviate the latter part of the name rather than the former. For a listing of recommended abbreviations, see Appendix A.


Address StandardsAddress Types (Validated by Banner table STVATYP)The list below shows the address types and descriptions approved at Miami University. Note that the use made of a particular address type is really part of its definition.

An ‘internal’ address is one that contains only Miami University campus addresses (city of “Campus Mail”), whereas an ‘external’ address contains addresses outside of the Miami University campuses.

Address Type

Address Description in Banner

Notes Updated on Web?

Internal (I) or external (E) addresses?1

Correct by address mgmt software?

A1 Alumni Primary Work

Primary employment address for constituents. Constituents may or may not have an A1 address.

N E Y

A2 Alumni Secondary Work

The alumni secondary work address is used to maintain a constituent's second employment address. Constituents may or may not have an A2 address, but a constituent should never have an A2 address unless the constituent has an A1 address (one cannot have a secondary work address unless one has a primary work address).

N I2, E Y

BI Billing Alternate address to which bills from the Bursar are sent. This address should not be entered unless the default for bills (MA or LO or some other) is not the desired destination of the bill.

Y I, E Y

1 Internal = constituents who are employees of Miami; External = not Miami employees2 Can have internal address for constituents who are employees of MiamiNovember, 2007 Miami University Data Entry Standards

Address Type



Internal (I) or external (E) addresses?


BR Business Remittance

Alternate vendor address to which payments only are directed. The address type is not required if payments are directed to vendor's regular business address (BU). Multiple business remittance addresses may be stored for each vendor, using sequence numbers in conjunction with the BR designator.

N E N

BU Business Address to which purchase orders, LPO's, and other business correspondence are directed; generally reflects the physical location of the vendor. This is the primary address type for storing vendor addresses in Banner.

Enter a BU address for all non-person records.

Multiple business addresses may be stored for each vendor, using sequence numbers in conjunction with the BU designator.

N E N

CL Collection Used by the Bursar’s office to bill accounts that have gone into default. Not every account that has gone into default will have a collection address.

Y I, E Y

IN Invalid Used only when no valid MA address is available; see the MA address below for further information; see also appendix D (“Invalid Addresses”) for a complete description.

N E N


Address Type





K1 Primary Work (MU only)

Primary campus address of university employees, i.e., the location to which the employee reports. All and only Miami employees have this address type, including regional and overseas campus employees.

N I N

K2 Secondary Work (MU only)

Secondary campus address of university employees who have two campus work addresses. Used for Miami University employees only.

N I N

LO Local (Off-campus)

An off-campus address at which a student lives during the academic year and which is not the student’s permanent address. Does not include residence halls or other locations served by campus mail. Does not include students living at home with parents.

Faculty and staff, typically temporary appointees, who have a temporary address in Oxford have this address type.

A GA Residence Life has an LO address, which is the street address of the residence hall, because the GA still has a different permanent address.

Regular staff employees who work in Residence Life do not have LO addresses because the street address of the residence hall is the permanent (MA) address.

Y E Y


Address Type





MA Permanent Mailing

Primary, permanent address for faculty, staff and students. Either the MA or IN address must be present for every General Person record.

When no valid MA address is known (typically when a person has moved from their former MA address and has left no forwarding address), use the IN address type.

N E Y

PA Primary Parent Address

Address of the parent(s) if not the same as the MA address. PA also can be used to list an additional parent.

N E Y

PB Secondary Parent Address

Address of additional parent(s) if not same as MA or PA addresses. It also can be used to list an additional parent.

N E Y

PC Tertiary Parent Address

May be used for an additional parent.

N E Y

PY Payroll Location to which payroll checks and deposit advice slips are sent.3

N I N

RH Residence Hall (Oxford)

Address for student or other person living in a location served by Miami campus mail (typically, students living in residence halls.)4

N I N

3 A separate Payroll address type is maintained because some staff members prefer to receive payroll mailings at locations other than their official work locations. For example, maintenance workers permanently assigned to a campus building have work addresses in Physical Facilities but may wish to receive their payroll mailings in the building in which they work. This address is initially populated from the K1 address and subsequently maintained by the Payroll office.4 The RH address is loaded and maintained from the University housing system.November, 2007 Miami University Data Entry Standards

Address Type





SC School Address (Non-MU)

An address at some school other than Miami University, where an applicant to Miami wishes to receive Admission or other correspondence.

N E N

SE Alumni Seasonal Address

Used to track seasonal addresses for constituents, e.g., when a constituent has a summer home and a winter home.5

Y E N

W2 W-2 Address to which W-2 tax forms are sent.6

N E N

XX TGRFEED Used only when loading addresses from tape; indicates an unknown address type.

N ? N

Emergency Contact InformationUse the Banner Emergency Contact form to enter emergency contact information about students or employees. The emergency contact information is not a true address type because the data is not stored in the regular address file, but in a file of its own. In an emergency, if no emergency contact information is found, attempts will be made to contact persons at the MA address or other addresses.

Emergency contact information may be updated on the Web, contains both internal and external addresses and will not be corrected by the address management software.5 Alumni seasonal addresses are handled through a combination of data entry and special monthly and yearly programming scripts. An SE address record is entered for each address for each consecutive group of months in the current calendar year, and one MA address is entered to reflect the constituent's current address. The yearly script changes the year in each SE address to reflect the current year, while the monthly script examines the SE addresses, and updates the constituent's current MA address.6 The W-2 address is populated from the MA address at the beginning of each year, approximately January 1, and maintained by the Payroll office until W-2 forms are mailed. Maintaining a separate W2 address after the first of the year allows these addresses to be frozen during this period, reducing the possibility of erroneous addresses for W-2 mailings.November, 2007 Miami University Data Entry Standards

Address Source Codes (Validated by Banner table STVASRC)

A valid address source code should be entered. The list below shows the address source codes and descriptions approved at Miami University.

Code Description

POR Post Office return

TEL Telephone Contact

LTR Letter

MIU Miamian Update

OTH Other departments

PER Personnel

PGI Pledges & Gifts


EML E-mail

CLA Classmates

TRA Tracer

WEB Web Research

PHO Phonathon

DEV Development/Contact Reports

ALU Alumni Relations

RSH Advancement Services Research

AUD Audit Report Correction

VPO Office of University Advancement VP

OBI Obituary information

DEP Department of Major

COR Data Entry Standard Correction

TPH Telephone Number Correction

WES Western College Alumnae Association (WCAA) updates

PIN Prospect Database Screening

DIR Directory Response

EBR ***Ended by Request***

WPG Alumni Web Page


U.S. Street Address Standards7

Guidelines For all US addresses, enter the five-digit ZIP code before entering the city, county, or

state.8 (Be sure to enter the five-digit ZIP code only, then press the ENTER or TAB key.) If the ZIP code is entered correctly, the city, county, and state are automatically entered in the appropriate fields. This not only eliminates the need to key this information, but also ensures that it is correct. The address correction software will populate the city based on the USPS ‘preferred’ city name, but can be changed to one of the USPS ‘acceptable’ city names. If the city, county, and state are not filled in after you enter the 5-digit ZIP code, please contact the Support Desk to report the problem.

After entering the five-digit ZIP code and pressing ENTER or TAB, enter the last four digits of the extended ZIP code if they are available.

Leave the country field blank, i.e., do not enter "United States" in the country name field for United States addresses.

7 The United States Postal Service (USPS) has published standards for the presentation of address data that are relevant to, but not the same as, standards for data entry or standards for data storage. Standards for data entry in Banner should be consistent with and promote the presentation of data as stated in the USPS standards document. However, in some cases USPS standards are contrary to other needs of the university. For example, the USPS prefers that name and address appear in upper case, but various university offices require name and address in mixed case. The solution is to enter the data in mixed case, but convert it to upper case when that is a requirement. The university mailing committee has summarized the 120 page USPS document into a brief set of recommendations, which are available from that office and which were considered in these data entry standards.

The thrust of the USPS standards is to speed the sorting (and hence reduce the delivery time) of the mail. Addresses that have been bar coded are not examined further by USPS machinery and thus the existence of punctuation or abbreviations in bar coded addresses are not relevant. Addresses that are not bar-coded are passed through bar-coding equipment at the local post office; OCR software attempts to read the address and supply a 9-digit ZIP code and a bar code. Since the OCR software can reliably read mixed case and punctuation in Courier fonts, the existence of punctuation and mixed case is not relevant. Addresses that cannot be read by USPS OCR software require operator intervention and may delay that piece of mail.

The USPS standard tables shall be adopted for ZIP code, state, county, city, and elements of the street address. The standard federal list of county codes shall be adopted.

Miami University has purchased software that will enforce in the Banner system the USPS standards for street addresses, as described in general terms here. Addresses entered into Banner forms will be verified against the USPS database of correct addresses, if the address is a valid one, terms will be converted to their standard abbreviations without punctuation. If the street and five-character ZIP code are entered, the city, county, state, and ZIP + 4 will be supplied. If the street address, plus city and state are entered, an eleven-character ZIP code will be supplied. Our address management software can correct ZIP codes that have been modified by the USPS.8 After entering the street address, move to the ZIP/PC field by any of the following methods: (1) press the TAB key repeatedly until reaching the field; (2) press SHIFT+F3 key (hold down the SHIFT key and press the F3 key); (3) use the mouse to click in the “ZIP/PC” field. Once you have reached the ZIP/PC field, enter the five-digit ZIP code, then press ENTER or the TAB key. This will cause the city, county, and state fields to be filled in correctly. Then return to the ZIP/PC field and add the plus four portion of the ZIP code if available.November, 2007 Miami University Data Entry Standards

Format

Guideline Example

Spell out the street name in full unless there is not enough space to do so. If there is not enough space, abbreviate words as needed. All street suffixes should be abbreviated with no punctuation.

123 Campus Rd12345 S Marsellies-Kirkpatr Rd [> 30 characters if spelled out]

Use hyphens and slashes in addresses when needed for clarity or for designated fractions.

Mid-Island Plaza 101 1/2 Main St

Use the Ampersand (&) instead of the word ‘and’ only if that is the proper spelling.

1500 King & Queen Way

Secondary Designators

Guideline Example

Enter secondary designators, such as suite or apartment numbers, at the end (right) of the street address line. Use the abbreviation “Apt” rather than spelling out the word “Apartment.”

102 Main St, Apt 101102 Main St, Ste 101102 Main St, Rm 101

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.

Mr. Michael MurrayApt C5800 Springfield Gardens DrSpringfield VA 22152-1058

Attention/Care of Line

Guideline Example

If possible, avoid using an attention or “care of” line. Reorganizations or turnover can make them obsolete quickly.

Avoid: attn: Fred Smootz

If an attention line is necessary, try to use only an office or title rather than a name.

Use: Attention: TreasurerAvoid:“Attention: Joseph Deters, Treasurer”

If an attention line is necessary, enter the address as provided by the company or organization.

Dual Addresses

Guideline Example


If an address contains both a physical address (street number and name) and delivery address (P.O. Box), place the P.O. Box immediately above the last line.

Mr. John Doe1201 Broad StPO Box 1001Falls Church, VA 22042-2102

Delivery Line StandardsThe standard layout for the Delivery Line is:

a) primary address number numerical, not wordb) predirectional N (North), SW (Southwest), etc. (use abbreviation)c) street name normally not abbreviatedd) suffix St, Dr, Cir, Blvd, etc. (use abbreviation)e) postdirectional N (North), SW (Southwest), etc. (use abbreviation)f) secondary address identifier Apt, Rm, Ste, etc. (use abbreviation)g) secondary number numerical, not word

Guideline Example

The USPS prefers use of pre-direction and post-direction abbreviations without a period. These describe the geographic direction before and after the street name.

202 County Rd NE500 Bay Dr W

Spell out directionals only when they are part of the street name.

1501 Southwest Freeway101 West Dr303 Bay West Dr

Guideline Example

The preferred delivery line for Rural Route designations is RR

RR 2 Box 18

P.O. Boxes and Mail Stops

Guideline Example

Abbreviate “Post Office Box” as “PO Box”. PO Box 312

Change “Caller”, “Lockbox” and “Drawer” to “PO Box”.

For Mail Stops,9 print the mail stop code above the MSC 1587

9 Private companies offering mailbox rental service to individuals or businesses may require a “box” number called a mailstop code (MSC) for the final mail sort.November, 2007 Miami University Data Entry Standards

recipient's name or in the attention line as shown in the example below. Since the MSC is not a post office box, the words “PO Box” followed by the MSC may not be used on the delivery address line. Only the USPS is entitled to provide delivery to a P.O. Box.

ABC Company 12 E Main AveBlacksburg VA 24060-4544

Abbreviations for Street Designators are defined by the USPS and supplied by our Address Management Software. Enter in mixed case (uppercase and lowercase). If you cannot locate a street designator on the USPS chart, spell it out rather than using an abbreviation.

City or Place Names

Guideline Example

Try to use the official USPS City or Place name as contained in the USPS postal database. The address correction software will populate the city based on the USPS ‘preferred’ city name, but will accept one of the USPS ‘acceptable’ city names.Whenever possible, spell City or Place names in their entirety.

West Palm BeachNorth College Corner

When you must abbreviate a city or place name due to field size, follow the same standards for suffixes or directional words (no periods).

West Stockbridge -> W StockbridgeNewberry Springs -> Newberry Spgs

International AddressesGeneral Guidelines for Canadian Addresses

Guideline Example

Enter street address information in the three street address lines and enter the city (or equivalent) in the city field

829 Carling AveOttawa

Enter the province in the state/prov field. ON

Enter the postal code (if any) in the ZIP code field. K1S2E7

Note: Although Canadian postal codes are entered in the ZIP code field, Canadian postal codes are not populated in GTVZIP. Therefore, that the city and state will not be filled in automatically when a postal code is entered.


General Guidelines for other Foreign Addresses

Guideline Example

Enter street address information in the three street address lines and enter the city (or equivalent) and province in the city field

Petko Metodiev KitanovPOB 140 Balgoevgrad, Hyderabad

Enter the postal code (if any) in the ZIP code field. 2700

Enter the country name in the nation field Bulgaria

Military Address StandardsFor destinations within the United States, format military addresses in the same way as any other mail.

For military addresses outside of the United States, use the following guidelines.

Guideline Example

Enter the address ___________________ Alice VanFrogulemen HHB 6th Battalion 43rd Box 72 Air Defense Artillery CMR 417

Enter the APO or AFO code in the city field. APO, AE 09602-8802

Enter the __________ in the state field. AE - Europe, Middle East, Africa or Canada (ZIP=09nnn)

AP - Pacific (ZIP=96nnn)

AA - The Americas (excluding Canada) (ZIP=34nnn)

Campus MailThe following standards apply to all campus addresses, whether work addresses or residence hall addresses.


Use the following 5-digit ZIP codes for campus mail.10

Oxford 00000 instead of 45056Middletown 00001 instead of 45044Hamilton 00002 instead of 45011Luxembourg 00003

Enter ‘Campus Mail’ in the city field.

Work Addresses

Guideline Example

For Oxford work addresses, enter the department in the first street address line, building/room in the second street address line, and the city and ZIP code as illustrated below.

Sarah FacultyAddress 1: ClassicsAddress 2: Irvin Hall, 105City: Campus MailZIP: 00000

For regional campus work addresses, enter the campus in the first street address line, the department in the second street address line, building/room in the third street address line, and the city and ZIP code as illustrated below.

Michael Professor Address 1: Hamilton CampusAddress 2: GeographyAddress 3: Mosler Hall, 100City: Campus MailZIP: 00002

For MUDEC (Luxembourg) campus work addresses, enter the campus address (1, Impasse du Chateau) in the first street address line, the code in the second street address line, the city as illustrated below, a ZIP code of “00003”, and a nation code of “LU.”

John SpaceAddress 1: 1, Impasse du Chateau Address 2: L-4524City: Campus MailZIP: 00003Nation: LU

Residence Hall (Student) AddressesResidence hall addresses are automatically loaded from the Housing system. These addresses should not be updated manually. The following information is provided for reference only.

Line 1 of the address contains the name of the building, a comma, space, the word “Room,” space, and the room number. Lines 2 and 3 are not used. The City field contains “Campus Mail,” the State field contains “OH,” and the ZIP code is set to “00000”. The County and Nation fields are not used.

10 Output programs have the option to substitute the proper USPS ZIP code for the “0000x” codes used for campus mail. For example, 45056 could be substituted for 00000.November, 2007 Miami University Data Entry Standards

Example: Line 1: Hahne Hall, Room 202Line 2:Line 3:City: Campus Mail County:State: OH ZIP: 00000


Email Address StandardsEmail Address Types (Validated by Banner table GTVEMAL)The following email address types and descriptions are approved at Miami University and default to their corresponding address type where applicable:

Address Type

Address Description in Banner Notes

ADM Admission Email Address

WRKE Alumni Work Email

WRKW Alumni Web Page

MAE Alumni Email

ALTE Alumni Alternate Email

LGCY Alumni Legacy Email

UNIQ Unique ID for Students, Faculty, and Staff

The unique ID email address is the Miami email address consisting of the unique ID followed by “@muohio.edu.” This is the official email address for all students, faculty, and staff.

APP Admission, Parent Primary

APS Admission, Parent Secondary

EE Emergency Email The emergency email address is the email address provided by the student or employee for their emergency contact information.

VNDR Vendor Email Address for Accounts Payable


Telephone Number StandardsTelephone Types (Validated by Banner table STVTELE)The following telephone types and descriptions are approved at Miami University and default to their corresponding address type where applicable:

Telephone Type

Telephone Description in Banner Notes

A1 Alumni Primary Work Phone

A2 Alumni Secondary Work Phone

ALT Alumni Alternate Contact Phone

BI Billing

BR Business Remittance

BU Business

CELL Cell

CL Collection

FAX1 Fax 1

FAX2 Fax

FXA1 Alumni Primary Work Fax

FXA2 Alumni Secondary Work Fax

FXMA Alumni MA Address Fax

K1 Work 1 (MU)

K2 Work 2 (MU)

LO Local (Off-campus)

MA Permanent Mailing

PA Parent phone 1

PB Parent phone 2

PC Parent phone 3

RH Residence hall (Oxford)

SC School (Non-MU)

SE Alumni Seasonal Address Phone


XX Required for TGRFEED

PY Payroll

W2 W-2 Tax Form

FAX Fax (required for FTMVEND)

U.S. Telephone StandardEnter a US telephone number in the fields as follows:

Area Code Enter the three-digit area code for all phone numbers.

Phone Number Enter the seven-digit number without hyphens.

Extension If an extension number is provided, enter only the digits of the extension in the extension field. Do not enter “EXT” or “X” in this field.

Example: 703-231-7865 extension 2114

Enter: Area 703Number 2317865 Extension 2114

International Telephone StandardInternational telephone numbers vary in numbers of digits; enter them as provided beginning in the area code field. When they are longer than the phone number field allows, continue to enter in the extension field. Do not enter the “011” dialed for international calls; it corresponds to the “1” dialed for US long distance.

The number can consist of a country code, area or city code, and subscriber number.

Area or City Code Enter up to three digits without punctuation.

Phone Number Enter up to seven digits without punctuation.

Extension Enter any remaining digits without punctuation.

Example: +48 (12) 345.67.89

Enter: Area 481Number 2345678 Extension 9


Date Standards Except for special cases defined below, enter dates into Banner in mmddyy (or mmddyyyy)

format.11

Dates also may be entered as dd-mon-yyyy or dd-mon-yy where mon is the abbreviation for the month, e.g., 12-Dec-1994, or 12-Dec-94. Hyphens must be used between the day, month and year.

If the correct date is not known at time of data entry, leave the field blank, assuming that the date field is not required.

Banner Job Submission and New Dimension Job Scheduler are special cases with regard to date format because they require a wide variety of date formats, depending on the particular job that is being submitted.

11 All dates are stored in Oracle date format, which involves an eight-character date. To simplify data entry, the century pivot has been set for the year 1928. If only the last two digits of the year are entered, all those years greater than or equal to YY of the pivot will be assigned a "19". Those less than YY of the pivot will have "20". For example, e.g. 70 will be stored as 1970; 08 will be 2008.


AppendicesAppendix A - Company Name Abbreviations

NAME ABBREVIATION NAME ABBREVIATION Admission Adm American AmerAnd & Associates AssocCenter Ctr Community ComCompany Co Cooperative CoopCorporation Corp Council CounCounty Co Distributing DistrEducation Edu Extension ExtGeneral Gen Hospital HospIncorporated Inc Information InfoInstitute Inst Insurance InsInternational Intl Laboratories LabsLibrary Lib Limited LtdManagement Mgt Mutual MutNational Natl Publisher PubService Serv Services ServSociety Soc States Use standard

abbreviations Technology Tech University Univ


Appendix B – Address Abbreviations

Apartment AptBuilding BldgDepartment DeptFloor FlRoom RmSuite SteUnit Unit


Appendix C - Invalid AddressesRationaleAn issue arises when jobs to generate mailings are run and certain PIDM’s have invalid (undeliverable) MA addresses.

On one hand, several offices have marked invalid addresses by entering some special character string, e.g., “Invalid address” in the first street line of the address or by entering the address of the originating office. This preserved the existence of an MA address but ensured that the piece generated would not be mailed. However, this solution causes difficulties for other offices that do not sort their outgoing mailings in a way that groups invalid addresses together.

On the other hand, if the MA address is simply marked as inactive, processes that depend on having a valid address in the address sequence, and that make it through the sequence with no valid address for a given PIDM, do not run properly. Typically they produce no output for the affected PIDM. For example, if no valid address (including MA address) is found for a student when billing is run, no bill is produced for that student.

The solution is to guarantee that some valid address is always found in the specified hierarchy. This solution is described below.

SolutionTo deal with this issue, an IN (INvalid) address type has been created. When an invalid address is found, do the following:

1. Mark the invalid MA address as inactive by checking the “Inactive” box, and expire the address effective on the current date.

2. Create a new address for the person with the following characteristics:

Type: IN

Street Line 1: Invalid address

City and State: <Same as last valid MA address>

ZIP: 00000 (all zeroes)

When a corrected address for the person is found, do the following:

1. Mark the existing IN address as inactive by checking the “Inactive” box and expire the address effective on the current date.

2. Modify the MA address as needed and make it active.

All processes that use a sequence of address types should have the IN address type at the end of the sequence, i.e., as the last address in the sequence. The IN address is now the “address of last resort.”


Notes Any office that is permitted to change addresses may use these procedures to mark an invalid

address or to correct an invalid address.

These procedures guarantee that output will be produced for each PIDM. If the existence of output for each PIDM is not required for a particular job, or if missing addresses are known to create log entries which are checked to find missing output, the office may choose not to add the IN address to the address sequence used for the job.

Expiring the originally invalid MA address when creating the IN address and expiring the IN address when the MA address is corrected together create a complete audit trail for the MA address.


Appendix D – Notes

Technical Standards NotesPerson and Non-Person IdentifiersFor both persons and non-persons, identification numbers consist of a unique nine-digit number. (This identification number is not the same as the PIDM or personal identification master, which is a system-generated number used to link together all tables related to one identification number.)

Social Security NumbersWhen the social security number is entered, a secondary ID record will automatically be stored with an alternate identification number consisting of social security number. In many cases, such as tape loads from other institutions, the social security number helps to reduce duplicate person records.

Donors' social security numbers will be captured from their checks, if possible. Some searching will be done to locate the social security numbers of prospective donors.


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