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									   DATA STANDARDS
      DOCUMENT

FOR ALL BANNER SYSTEMS


        As of January 15, 2008
                                                        Table of Contents

Reasons for Data Entry Standards ............................................................................................4
General Guidelines .....................................................................................................................4
Avoiding Duplicate Records ......................................................................................................4
Data Integrity Across Multiple Modules ....................................................................................5
  Creation of New Person or Non-person Record ...................................................................5
  Searching for Multiple Records .............................................................................................5
    How to do a complete search .............................................................................................5
  Name Change Policies ............................................................................................................6
  Multiple PIDMS Management .................................................................................................7
Names ..........................................................................................................................................8
  Standards for Adding a New Record .....................................................................................8
  Case .........................................................................................................................................8
  Initials.......................................................................................................................................8
  Spaces .....................................................................................................................................8
  Punctuation .............................................................................................................................8
  Previous Names ......................................................................................................................9
  Legal Name Field.....................................................................................................................9
  Last Name ................................................................................................................................9
  First Name ...............................................................................................................................9
  Preferred First Name .............................................................................................................10
  Middle Name ..........................................................................................................................10
  Prefixes and Suffixes ............................................................................................................10
    Name Prefixes ....................................................................................................................10
    Name Suffixes ....................................................................................................................11
  Name Type and Description (Validated by Banner table GTVNTYP) ................................11
  Non Person Name .................................................................................................................12
    Abbreviations in Company Name ....................................................................................12
    Before adding a new company to Banner .......................................................................12
Addresses .................................................................................................................................13
  General ...................................................................................................................................13
  Address Types ......................................................................................................................13
    PR – Permanent Address ..................................................................................................14
    IN - Inactivate Address Field.............................................................................................14
    MA- Mailing address ..........................................................................................................14
    RH-Residence Life Address..............................................................................................15
    PA - Parent Address ..........................................................................................................15
    P1 - Parent Address 1 .......................................................................................................15
    P2 - Parent Address 2 .......................................................................................................15
    BI - Billing Address ...........................................................................................................16
    BU - Business Address .....................................................................................................16
    HR – Human Address ........................................................................................................16
    Emergency Contact Information ......................................................................................16
  US Street Standards .............................................................................................................17
    Punctuation & Symbols ....................................................................................................17
    Delivery Line Standards ....................................................................................................18
    Compass Directions ..........................................................................................................18
                                                                        2
     Abbreviations for Street Designators ..............................................................................19
     Address Unit Designators ................................................................................................19
     Attention Line ....................................................................................................................20
     PO Box ...............................................................................................................................20
     Dual Addresses .................................................................................................................21
     Sources for Additional Information .................................................................................21
  US Address Auto Populating ...............................................................................................22
  City .........................................................................................................................................22
  State and Province ................................................................................................................22
  County ....................................................................................................................................23
  Zip or Postal Code ................................................................................................................23
     United States......................................................................................................................24
     Canada ...............................................................................................................................24
  Country ..................................................................................................................................24
  International Addresses .......................................................................................................25
  Military Address ....................................................................................................................26
     Overseas Locations ..........................................................................................................26
     Domestic Locations ..........................................................................................................26
  Address Changes..................................................................................................................26
  Address Source (Validated by Banner table STVASRC) ...................................................27
     Adding a New Address Type ............................................................................................27
Telephone Numbers .................................................................................................................28
  International Numbers ..........................................................................................................28
     Phone Number Extension .................................................................................................28
  Telephone Types ...................................................................................................................29
E-Mail .........................................................................................................................................30
  E-Mail Address Types ...........................................................................................................30
Calendar Dates..........................................................................................................................30
Gender .......................................................................................................................................31
Social Security Number ...........................................................................................................31
  Changes to Social Security Number ...................................................................................31
Date of Birth ..............................................................................................................................32
  Changes to Date of Birth ......................................................................................................32
Marital Code ..............................................................................................................................32
Ethnicity Code...........................................................................................................................33
Deceased Information ..............................................................................................................33
Citizenship ................................................................................................................................33
Veteran Information ..................................................................................................................33
Legacy Information...................................................................................................................33
Religion Code............................................................................................................................33
Driver’s License Information ...................................................................................................34
Confidential Records................................................................................................................34
  Confidential Information Indicator.......................................................................................34
  Disclosure of Student Information ......................................................................................35
  Name Change Form ..............................................................................................................37
  Request to Withhold Information.........................................................................................38
  Request to Release Information ..........................................................................................39



                                                                        3
Data Standards Committee and the Development of the Standards

The Data Standards Committee membership includes a representative from each of the 5
modules of the Banner ERP system. The committee was formed in September, 2006, for the
purpose of developing uniform data entry and maintenance standards and to serve as an on-
going monitoring body in regard to University data standards. All additions, modifications or
deletions from this policy document will be recommended by this committee and must be
approved by the President‟s Cabinet of the University.

Reasons for Data Entry Standards

The effectiveness of a set of standards may be measured in terms of its purpose. It is the
purpose of this set of data entry standards to:

      reduce duplicate personal identification records through reliable search for existing
       records
      promote search capability through uniform data entry, and
      promote reporting efforts based on presentation, retrieval and joins of the data


General Guidelines
Names and addresses in Banner should have a customer friendly appearance. The objective is
to enter names and addresses with mixed case (both upper and lowercase letters) so that when
a name or address is printed on correspondence, it looks contemporary and professional.

      Never store the percent symbol (%) in a data field
      Never store the ampersand (&) symbol except in an address or business name
      Enter all data using mixed case and standard capitalization rules. The Chicago Manual
       of Style should be consulted as the 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. Exceptions are made for items in addresses, such as directionals.
      Enter punctuation in a name only when it is a part of the official name, or for a single
       character first name, or for an empty first name


Avoiding Duplicate Records
Creating 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 of this kind.

Before creating a new record for a person or organization, conduct an identification and name
search to make sure the person or organization has not already been entered into the Banner
system. Search for a person using social security number and all current and previous names,
and also do a “soundex” search. Then verify that the correct record has been found by checking
the birthdate and address. Only if no record is found should you add a new record.

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

                                                  4
Data Integrity Across Multiple Modules
A common institutional database offers the potential for better service and convenience to our
constituents and greater accuracy across the University. Simultaneously, each administrative
position must be cognizant of data integrity requirements of other University departments in its
practices. Name change practices are a key example where specific policies must be followed
depending on the type of record. Whenever a constituent requests a name change it is
necessary to determine (using GUASYST) in which modules the record occurs. The uniform
name change policies are outlined below.


Creation of New Person or Non-person Record
Person and non-person records are created the first time someone enters them in Banner. The
following offices have the ability to create a new student or general person or non-person
record.

Office                            Type of Entity
Enrollment Services               Prospective, Admitted Student
Office of the Registrar           Student, non-person
Continuing Ed                     Student

Education Department              Student

Student Account Services          Third Party Vender, non-person

Accounting                        Vendor (Non-Person), person
Human Resources                   Applicant, Employee
Advancement                       Constituent (donor), person or non-person

Financial Aid                     Financial Aid Prospect, Financial Aid non-person




Searching for Multiple Records
A complete search must be done before entering a new person or non-person in Banner. There
should only be one record for each entity. Any entities that are in Banner more than once must
go through the “multiple PIDM” process.

How to do a complete search:
   Search on any portion of the name or ID that is known. Remember that names in Banner
     are case sensitive.
   Use the “soundex” feature if you are not sure of the spelling
   Use a wildcard (% or_ )
   This precaution may take a few minutes to perform, whereas fixing a multiple PIDM may
     take several weeks to complete. The cost for IT to fix it – priceless!




                                                5
Name Change Policies
Informed professional judgment (i.e. common sense), must be used to determine what
constitutes a name correction rather than a name change (i.e. data entry spelling error). In a
name correction, the current name should be “typed-over”. No previous or alternative name
record is kept and no documentation is required. The following chart summarizes policies and
procedures for making name changes for person and non-person entities in Banner.

Person/Non-Person                       Procedures
Employee (faculty or staff) – whether   Human Resources/Payroll will make the
or not any other record type exists     change. Use Name Change Form and
                                        require the following:
                                               • Social Security Card.

                                        See Name Change Form for procedures.

Current Student – excluding faculty or Registrar may make change. Use Name
staff (who should follow “Employee”    Change Form and require one of the
guidelines above)                      following:
                                              • Social Security Card
                                              • Marriage Certificate/License
                                              • Court Order Document
                                              • Driver‟s License
                                              • Passport

                                        See Name Change Form for procedures.
Current student employees               Registrar or Human Resources may make the
                                        change. Use Name Change Form and
                                        require the following:
                                               • Social Security Card.

                                        See Name Change Form for procedures.

Accounting vendors                      Accounting will make change if no other
                                        record exists for vendor.

Admission recruit or applicant, not a   Change upon request of individual.
current student or employee
Alumni & donors, not a current          Advancement will make change upon request
student or employee                     of alumni and donors.
Financial Aid                           Names updated by data loads through work
                                        flow.
Third Party                             Change upon request of individual or
                                        company.




                                               6
Multiple PIDMS Management
Quarterly, prior to rolling classes into academic history, the Registrar‟s office will initiate an audit
of general person and general student records, to search for duplicate records. This report will
identify the modules in which the possible duplicate records exist (Location Management,
Recruiting, Admissions, Academic History, Billing, Payroll, etc). Based on the report, the
concerned offices will meet with the purpose of resolving the problem, by following the
necessary procedure to combine the duplicates into one record for the student or person.

An audit report of name changes will be run weekly by Human Resources, Payroll, Student
Account Services, Registrar‟s office, and Accounting to reconcile name change activity and
documentation. If a name change has been made that requires additional documentation, it is
the concerned department‟s responsibility to follow up with the department implementing the
change and/or the person whose name has been changed, as appropriate.




                                                   7
Names

Standards for Adding a New Record
Enter the last, first and middle names exactly as the person has indicated. If given the full
middle name, enter the full middle name. Do NOT change a full name to an initial. Always use
mixed case letters for names. The objective is to print the name on mailings, correspondence,
etc. just like the “customer” wants it to print. One exception, Human Resources enters the name
as it appears on the Social Security card.

Caution: the University is using the person‟s legal name as the current name in Banner. A
person‟s legal name appears on a court order, social security card, marriage license or
passport.


Case
If the person has written all upper-case letters, enter the name with mixed case letters. If the
person's name starts with a lower-case letter, enter the first letter in lower case (duBois, for
example). For externally obtained data feeds, IT will develop a system to convert names into
this mixed case format based on general rules.


Initials
     Do not use an initial for the first name unless the name appears as such on legal name
        documentation
     Do not enter periods in a name unless the person indicates that they are required or in
        the following circumstances: in an empty first name field (see next bullet).
     If there is no first name, enter a period (.) to satisfy the required field.


Spaces
Spaces are permitted if the legal spelling and format of the name includes spaces.
     Examples: L Christine Johnson
                   Mc Donald Van Husen
                   McDonald De La Rosa
                   Mac Pherson De La Rosa
                   St John Van der Linden
                   Cooper-Smith Anderson Johnson


Punctuation
Use hyphens, apostrophes, dashes or periods exactly as the person indicates in writing.
    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.
    Use apostrophes (') when the symbol is part of the proper, legal name or address, (e.g.,
      O'Leary, O'Connor, Sam's Wholesale Club)
    Never use commas or the pound sign (#) in a name.

                                                 8
Do not add punctuation where there is none. In the following examples, any could be correct:
      Examples: O'Donnell, Odonnell
                   Dell'Acqua, DellAcqua, Dellacqua
                   Jones-Smith, Jones Smith
                   Al-Hassan, AlHassan, al-Hassan, alHassan, al Hassan
                   St Denis, StDenis, St-Denis SaintDenis, Saint-Denis, Saint Denis


Previous Names
With the exception of corrections made due to data entry errors, it is our policy to maintain
previous name information in Banner. Forms used by some University offices ask for a person's
previous name or names (for example, admission applicants). Enter the earliest name first.
       Example:     Name:               Lee Livingstone
                    Previous Name:      Lee Stanley
                    Enter previous name „Lee Stanley‟ and save.
                    Enter current name „Lee Livingstone‟ and save.
                    Previous name will appear in the previous identification block.


Legal Name Field
The Legal Name Field is NOT used or maintained by the University. DO NOT add, delete or
modify any data in this field.


Last Name
      Required
    Enter the legal spelling and format of the last name, using standard capitalization rules.
    Do not enter titles, prefixes (Dr, Mr, Mrs) or suffixes (III, Jr) in this field; this information is
      stored in the prefix and suffix fields.


First Name
       Required
    Enter the legal spelling and format of the first name, using standard capitalization rules.
    If there is no first name, enter a period (.) to satisfy the required field.
    Spaces and hyphens may be included in double first names (i.e., Mary Ann, Bobbie Jo).
       Enter both names in the first name field only if it is legally a two-name first name.
    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.
    Do not include titles, prefixes or suffixes in either the first name or preferred first name
       fields.




                                                    9
Preferred First Name (the name one prefers to be called; also know as a nickname)
Offices may enter names in this field.
       Examples:
     William Knight prefers to use the name „Bill‟. Enter „Bill‟ in the Preferred First Name field.
     D Mark Wilson prefers to use middle name „Mark‟. Enter „Mark‟ in the Preferred First
       Name field.
     Alexander James Jones prefers to use the initials „AJ”. Enter „AJ‟ in the Preferred First
       Name field.
     Mary Ellen Smith prefers to use her first and middle name. Enter „Mary Ellen‟ in the
       Preferred First Name field.


Middle Name
      Not required
    Enter the legal spelling and format of the middle name in mixed case using standard
      capitalization rules or the capitalized middle initial.
    If the middle initial is used, it should not be followed by a period.
    If there is no middle name, leave the field blank.


Prefixes and Suffixes
DO NOT enter prefixes and suffixes (such as Mr, Ms, Rev, Jr, IV, or Esq) in the name fields of
the current identification block on the Banner IDEN forms. Enter prefixes and suffixes in the
respectively named fields on the General Person forms.


Name Prefixes
   Enter the name prefixes given by the person. If no prefixes are provided, do not enter
     any.
   Enter the prefix to be associated with the person's name using mixed case and standard
     capitalization rules.
            Bishop                                            Lt Col
            Brig General                                      Maj
            Capt                                              Miss
            Cmdr                                              Mr
            Col                                               Mrs
            Dr                                                Ms
            Father                                            Rabbi
            Honorable                                         Rev
            Judge                                             Sgt
            Lt                                                Sister




                                                 10
Name Suffixes
   Enter name suffixes given by the person. If no suffixes are provided, do not enter any.
   Enter the suffix code to be associated with the person's name using mixed case and
     standard capitalization rules.
   The suffix may be up to 20 characters in Banner and multiple suffixes may be entered.
   Separate multiple suffixes with commas.
           Jr
           Sr
           Ph D
           II
           III
           IV
           V


Name Type and Description (Validated by Banner table GTVNTYP)
If there is only one name, the type selected should be the LEGL – Legal/Official Name. A
designation other that LEGL will be needed on the Alternate Identification tab in SPAIDEN.
Here is a list of name types used in Banner:

      Code                 Description                Location Used
      BRTH                 Birth Name                 Alternate Identification
      GRAD                 Name at Graduation         Student module
      LEGL                 Legal/Official Name        Current Identification
      LGCY                 Legacy                     Alternate Identification
      MADN                 Maiden Name                Alternate Identification
      MARY                 Married Name               Alternate Identification
      NICK                 Preferred First Name       Current Identification
      PREV                 Previous Name              Alternate Identification
      SPSE                 Spouse (w/no record)       Advancement module




                                              11
Non Person Name
All information is typed in mixed case format. If an “article” (a, an, or the) is used as an
adjective in the full legal name of a non-person entry, it should be included when entering the
name in Banner.
        Example:        The Boeing Company
                        Kansas Independent College Fund
                        Kansas State Department of Education
                        United States Postal Service
                        National Association of College & Business Officers

      Enter company name in the corporation field (on the FTMVEND form) as listed on an
       invoice or other company document. Other sources: the phone book, web site
      The last name field is used to hold the name of any non-person.
      Punctuation in the name and address of a company should be entered only when it is
       part of the official name.
      Determine spacing by using the vendor's invoice or other company documents as a
       guide. Generally, acronyms do not have spaces between the letters, e.g., FOCUS, IBM,
       UPS, AES of Roanoke Inc. Include spaces between initials and the company name, e.g.,
       A B Dick Products Inc or E C Geiger Inc.
      If the official name includes a numeral such as 47th Street Photo, enter the numeral
       rather than spelling the number out.

Abbreviations in Company Name
In general, company names should not be abbreviated unless the company has done so such
as IBM. If space limitations require that a name be abbreviated, abbreviate the latter part of the
name rather than the former.

Before adding a new company to Banner
It is important that SPRIDEN be searched thoroughly 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. Where large corporations operate under different
business units with independent tax identification numbers, only then should the business units
be established as separate entities with separate identifiers.

For example
    All area Wal-Mart stores, K-Mart stores, etc. 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.
    However, 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.

                                                12
Addresses

General
University-wide conventions are critical for shared data such as addresses; we should be
mindful of the purposes for which the data are entered. For example, departments with
marketing responsibility (such as Advancement and Admission) must be able to produce
individualized correspondence conforming to formal addressing rules. Departments such as
Student Account Services and Accounting may have less stringent formatting requirements.
These standards must balance three considerations:

                               Banner system requirements;
                       Accepted standards for formal communications;
                               U.S. Postal Service guidelines.

All addresses must meet US Postal Service addressing requirements. The guidelines
expressed herein are designed to convey the minimum standard requirements to be used
throughout the University.

Address Types (Validated by Banner table STVATYP)

It is our desire to maintain a standardized list of address types based on their purposes, rather
than separate addresses for each University department. This will reduce redundant data entry.
Thus, an individual may appear in Accounting, be an alum, employee and enrolled as a current
student and only have a single address. The Advancement Office can put a “preferred
indicator” on any address type in the Alumni module. This indicator cannot be viewed in any
module except Alumni.

Each Banner application (e.g., recruitment mail, billing, grades, and gift solicitations) will look for
a valid address in a prescribed sequence. For example, the grade mailing routine might look for
addresses in this order: MA and then PR. Admission might typically search for a mailing
address in this order: PR and then MA.

Identical addresses should not be keyed in different address types.

The address types and descriptions as approved at Friends University are listed below. Note
that the use made of a particular address type is really part of its definition.




                                                  13
PR – Permanent Address
      This is the default address for the Banner system and Friends University. For most, this
      is the address at which a person is currently receiving mail. For some applications,
      (admission prospects) this will be the only address record. This address will be updated
      from various sources.

      This is the primary address presented by students, faculty, staff, alumni and donors. For
      most, it will be there only address. The PR address must always be present for every
      General Person record; its absence will cause processing errors in offices such as
      Student Account Services or Admissions, etc. Student Account Services uses this
      address for non-person records, as in third party billing.

      A PR address is used for mailing grades unless the student requests grades are mailed
      to a different address.

      Student refunds will be mailed to the PR address unless the student requests refunds are
      mailed to a different address.

      The PR address is the location to which payroll checks and deposit advice slips are sent.

      The PR address is the address to which W-2 and 1099 tax forms are sent.

      When no valid PR address is known (typically when a person has moved from their
      former PR address and has left no forwarding address), the IN – Inactivate Address box
      must be checked.

      PR may not be updated on the Web.

IN - Inactivate Address Field
       Used only when the address is no longer valid; see the PR address above for further
       information. This field can be used for any of the address types.

MA- Mailing address if different than PR address
     Individuals can use the mailing address then they want to receive mail at a location other
     than the PR (permanent) address. MA is a current residence when different from the
     permanent address. MA does not include residence halls and other on-campus
     addresses.

      The sequence for mailing to students will be the RH address then MA address then
      the PR address.

      Thus, students who live in an apartment in Wichita will have a MA address even though
      their parents live in Wichita. However, students living with parents in Wichita will not
      have MA address.

      MA may be updated on the Web.




                                              14
RH-Residence Life Address
     For students living in University housing, the RH is the residence life address where they
     receive mail. This address will be automatically populated when a student is assigned a
     residential location.

      The sequence for mailing to students will be the RH address then MA address then
      the PR address.

      RH may not be updated on the Web.

PA - Parent Address
      Parent address is the address of the parent(s) if not the same as the PR address of the
      student. PA also can be used to list an additional parent.

      The PA address should be used first.

      PA may be updated on the Web.

P1 - Parent Address 1
      Parent address 1 is the address of additional parent(s) if not same as PR (permanent
      address of the student) or PA addresses. It also can be used to list an additional parent.

      Use P1 only when parents have separate addresses.

      P1 may be updated on the Web.

P2 - Parent Address 2
      Parent address 2 may be used when one wishes to list an additional (step) parent.

      P2 may be updated on the Web.




                                               15
BI - Billing Address
       The billing address is the alternate address to which bills from the Student Account
       Services are sent. This address should only be entered when the PR is not the desired
       destination of the bill.

       The sequence for billing students will be the BI address then the MA address then
       the PR address.

       BI for persons may be updated on the Web.

       BI is also the business remittance address type (non-person) and is an alternate vendor
       addresses to which payments only are directed. This 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 BI designator.

       BI for non-persons may not be updated on the Web.

BU - Business Address
      The Business address (non-person) is the address to which purchase orders and other
      business correspondence is directed, and generally reflects the physical location of the
      vendor. This is the primary address type for storing vendor addresses in Banner, and all
      entities established in Banner initially as a vendor should have a BU address. Multiple
      business addresses may be stored for each vendor, using sequence numbers in
      conjunction with the BU (business address) designator.

       A BU address must be entered for all non-person records.

       BU may not be updated on the Web.


HR – Human Address
      HR address type is only used by the HR office if they need an alternate address in place
      of the PR address. This address will be used to store the US addresses of international
      student employees.


Emergency Contact Information
     Emergency contact information about students or employees may be entered on the
     emergency contact form SPAEMEG. 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 the event of an emergency and no emergency contact information is available,
     attempts will be made to contact persons at the PR address or other addresses.

       Emergency contact information may be updated on the Web.

                                                16
US Street Standards
All information is typed in mixed case format (i.e., not all caps or all lower). Street names should
be spelled out in their entirety whenever possible.

Note that the post office reads an address from the bottom up. Thus, the most general
information (country, state or province) is at the bottom of the address, while the most specific
(apartment or room number) is at the top.

If the primary address uses all available characters in a Street line, the secondary unit
designator (Apt #) should be on the first address line – preceding the primary address. The unit
designator should never be on the line following the primary address. Use the Street Line 1 for
the apartment number or suite number only if the street address is too long to include it on a
single address line.


Punctuation & Symbols
Punctuation (periods, commas and apostrophes) should not be used. Symbols should never be
used in the first position of an address field.
    The percent symbol "%" should never be used.
    The designation for “in care of” should be abbreviated as "c/o" when necessary and
       should be entered on the first street address line.
    Although USPS standards prefer uppercase letters for the presentation of all lines of the
       address block, address data should be entered in mixed case using standard
       capitalization rules.
    Use hyphens and slashes in addresses when needed for clarity or designated fractions.
               Example:       Mid-Island Plaza
                              101 1/2 Main St
    Use the Ampersand „&‟ instead of the word „and‟ only if that is the proper spelling or if it is
       used on individual or business letterhead.
               Example:       1500 King & Queen Way




                                                 17
Delivery Line Standards
The standard layout for the Delivery Line is:

       a) primary address number          numerical, not word
       b) predirectional                  N (North), E (East), SW (Southwest)
       c) street name                     normally not abbreviated
       d) suffix                          St, Dr, Cir
       e) postdirectional                 N (North), E (East), SW (Southwest)
       f) secondary address identifier    Apt, Rm, Ste
       g) secondary number                numerical, not word

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. Directionals should be
spelled out only when they are part of the street name.

              Example:      1501 Southwest Freeway
                            101 West St
                            202 County Road NE
                            303 Bay West Dr
                            500 Bay Dr W

The preferred delivery line for Rural Route designations is RR.
             Example:       RR 2 Box 18



Compass Directions
If appropriate, compass directional words may be abbreviated at the beginning and/or end of the
street name.

              East          E
              Northeast     NE
              West          W
              Northwest     NW
              North         N
              Southeast     SE
              South         S
              Southwest     SW




                                                18
Abbreviations for Street Designators
Refer to the U.S. Postal Service Address Standards publication for abbreviations of designators
not listed below. Abbreviations for Street Designators are defined by the USPS and supplied by
our Address Management Software.

             Avenue        Ave
             Boulevard     Blvd
             Branch        Br
             Center        Ctr
             Court         Ct
             Circle        Cir
             Drive         Dr
             Estate        Est
             Highway       Hwy
             Lane          Ln
             Parkway       Pkwy
             Place         Pl
             Road          Rd
             Square        Sq
             Station       Sta
             Street        St

Address Unit Designators
Secondary designators, such as suite or apartment numbers, should be on the same line as the
street address and at the end to the right.
             Example:      1356 S Executive Dr Ste 202
                           1624 W Donner St Apt 101
                           102 Main St Apt 101
                           102 Main St Ste 101
                           102 Main St Rm101

If the primary address uses all available characters, the secondary unit designator should be on
the first address line – preceding the primary address. The unit designator should never be on
the line following the primary address.

             Example:      Mr Michael Murray
                           Apt C
                           5800 Springfield Gardens Cir
                           Springfield VA 22152-1058




                                               19
Always use the USPS standard abbreviations for secondary unit designators as follows:

       Secondary Unit Designator      Approved Abbreviation
       Apartment                      Apt
       Basement                       Bsmt *
       Building                       Bldg
       Department                     Dept
       Floor                          Fl
       Front                          Frnt *
       Hangar                         Hngr
       Lobby                          Lbby *
       Lot                            Lot
       Lower                          Lowr *
       Office                         Ofc *
       Penthouse                      Ph *
       Pier                           Pier
       Rear                           Rear *
       Room                           Rm
       Side                           Side *
       Slip                           Slip
       Space                          Spc
       Stop                           Stop
       Suite                          Ste
       Trailer                        Trlr
       Unit                           Unit
       Upper                          Uppr *
* Does not require secondary range number to follow


Attention Line
If possible, avoid using an attention or “care of” line. Reorganizations or turnover can make
them obsolete quickly. The designation for “in care of” should be abbreviated as "c/o" when
necessary and should be entered on the first street address line.

If an attention line is necessary, try to use only an office or title rather than a name. Thus,
“Attention: Treasurer” is preferable to “Attention: Joseph Deters, Treasurer” because the former
does not become obsolete when a new treasurer is elected.

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


PO Box

      Always abbreviate Post Office Box as PO Box

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




                                               20
Dual Addresses
Banner address formats allow three lines of street address information. If a mailing file contains
both a physical address (street number and name) and delivery address (PO Box), place the PO
Box immediately above the last line.

Do not enter data into the second address line until data has been entered into the first address
line.

             Example:      Mr John Doe
                           1201 Broad St
                           PO Box 1001
                           Falls Church VA 22042-2102

Sources for Additional Information
There are style manuals that deal with formal addressing style. There are several U.S. Postal
Service publications dealing with addressing. The most comprehensive and accessible
publication is Postal Addressing Standards, Publication 28. This publication is available from the
U.S. Postal Service as well as in a portable document format (PDF) on the World Wide Web at:
                      http://pe.usps.gov/cpim/ftp/pubs/pub28/pub28.pdf

The U.S. Postal Service National Customer Support Center has a very useful web site that
provides extensive address and zip code information:
                                 http://www.usps.gov/ncsc/

The Canadian Postal service (Canada Post) also offers a very useful web site:
                     http://www.canadapost.ca/CPC2/menu_01.html




                                               21
US Address Auto Populating
Zip or postal codes MUST be entered for all U.S. and Canadian addresses. Do not enter zip or
postal codes for international addresses in this field.

For all US addresses, enter the five-digit zip code before entering the city, county, or state. If
the zip code is entered correctly (and is in the GTVZIPC table), the city, county, and state are
automatically displayed in the appropriate fields. This not only eliminates the need to key this
information, but also ensures that it is correct. Note that you must enter the five-digit zip code
only, then press the ENTER key (or the TAB key), which will cause Banner to fill in the city,
county, and state. You can then return to the zip code to add the remaining digits.

City
All information is typed in mixed case format, (i.e. not all caps or all lower). Spell out city names
in their entirety. If it is necessary to abbreviate city names to fit within 20 characters, use
abbreviation standards described herein or in the US Postal Service Postal Addressing
Standards (System generated from zip code entry).


State and Province
State codes MUST be entered for all U.S. and Canadian addresses. The appropriate code may
be selected using Banner software. For additional information, refer to the Postal Service
Address Standards publication

AL        Alabama                            MT        Montana
AK        Alaska                             NE        Nebraska
AZ        Arizona                            NV        Nevada
AR        Arkansas                           NH        New Hampshire
CA        California                         NJ        New Jersey
CO        Colorado                           NM        New Mexico
CT        Connecticut                        NY        New York
DE        Delaware                           NC        North Carolina
DC        District Of Columbia               ND        North Dakota
FL        Florida                            OH        Ohio
GA        Georgia                            OK        Oklahoma
HI        Hawaii                             OR        Oregon
ID        Idaho                              PA        Pennsylvania
IL        Illinois                           RI        Rhode Island
IN        Indiana                            SC        South Carolina
IA        Iowa                               SD        South Dakota
KS        Kansas                             TN        Tennessee
KY        Kentucky                           TX        Texas
LA        Louisiana                          UT        Utah
ME        Maine                              VT        Vermont
MD        Maryland                           VI        Virgin Islands
MA        Massachusetts                      VA        Virginia
MI        Michigan                           WA        Washington
MN        Minnesota                          WV        West Virginia
MS        Mississippi                        WI        Wisconsin
MO        Missouri                           WY        Wyoming


                                                  22
US Territories
AS American Samoa
FM Federated States of Micronesia
GU Guam
MH Marshall Islands
MP Northern Mariana Islands
PW Palau
PR Puerto Rico


Armed Forces
AE Armed Forces Africa
AA Armed Forces Americas
AE Armed Forces Canada
AE Armed Forces Europe
AE Armed Forces Middle East
AP Armed Forces Pacific


Canadian Provinces
AB Alberta
BC British Columbia
MB Manitoba
NB New Brunswick
NF Newfoundland
NT Northwest Territory
NS Nova Scotia
ON Ontario
PE Prince Edward Island
QC Quebec
SK Saskatchewan
YT Yukon Territory

Canadian Provinces are entered in the State/Province field, NOT in the City field. Note:
Canadian addresses must include the city in the City Field and the Province in the State Field.
(System generated from zip code entry).


County
The County will be system generated from the zip code entry.

Do not enter county code for international addresses.

Zip or Postal Code
Zip or postal codes MUST be entered for all U.S. and Canadian addresses. Do not enter zip or
postal codes for international addresses in this field. See US Address Auto Populating for more
information about zip codes.




                                               23
United States
Do not enter the hyphen when entering the entire 9 digit (zip plus four) zip code. If the last four
digits are unavailable, enter the first five digits in the first five positions of the field without the
hyphen.
              Example:      97203
                            972035798


Canada
Enter the six-character postal code by keying in 3 characters, a space, and the last 3
characters.
              Examples: T2T 2Y5
                           R2L 1N4


Country
A country code is required for all non-U.S. addresses. Do not enter "United States" in the
country name field for United States addresses. Banner maintains a list of all the current code
options available and the default country designation is "U.S."




                                                   24
International Addresses
General Guidelines

International State and Provinces (excluding Canada) are entered in the City field, NOT in the
State/Province field. This field should be blank for all International addresses.

Use the Nation validation values to enter nation or country codes. This way the University can
better control the printing of international addresses on letters and forms.

International information is typed in mixed case format, (i.e., not all caps or all lower). Enter city
name, province or state and postal code in the city field. It may not always be possible to enter
city, province/state and postal code in the 20-characters of the city field. This field is required
and the individual must use best judgment in how to employ the City field and address lines to
best replicate the international address. Spell out names in their entirety. If it is necessary to
abbreviate city names to fit within 20 characters, use abbreviation standards.

   Enter street address information in the 3 street address lines and enter the city,
    province (or equivalent) and postal code in the city field. (For Canadian addresses,
    enter the province in the state/province field and postal code is zip code field.)
   Although Canadian postal codes should be entered in the ZIP code field, Canadian
    postal codes were not purchased with CLEAN_Address (the Address Management
    Software) and are not populated in GTVZIP.
    Example:         Street address:               Petko Metodiev Kitanov
                                                   POB 140
                     City:                         Balgoevgrad, Hyderabad 2700
                     ZIP Code:
                     Nation:                       BULGARIA




                                                  25
Military Address

Overseas Locations
      Enter the APO or FPO code into the CITY field.
      Enter the military „state‟ code (AA, AE, or AP) into the State field.
         AA for units in the AMERICAS other than CANADA
         AE for mail going to EUROPE, the MIDDLE EAST, AFRICA, and CANADA
         AP for mail destined to the Pacific


      Examples:     SSGT Dennis Becker
                    Unit 2050 Box 4190
                    APO AP 96522-1215

                    Sgt Cher Downey
                    PSC 802 Box 2625
                    APO AE 09777-0010

                    Seaman Duane Reeves
                    B Division
                    USS North Dakota
                    FPO AA 34093-2344

Domestic Locations
   All domestic military mail must have a regular street style address.

      Example:      Col Margaret Henry
                    Lowery Air Force Base
                    8205 E Sixth Ave Apt 405
                    Denver CO 80234

Address Changes

To change an address in SPAIDEN follow these steps:
• Complete the “To Date” field with the end date for the old address
• Check the inactivate address box
• Complete the “From Date” with the current date
• Insert the new address type and complete the address lines
• The “From Date” and “To Date” fields can also be used for a temporary or seasonal address.




                                               26
Address Source (Validated by Banner table STVASRC)
The following table describes address source codes defined for Friends University Banner
system.
 Address source code                Description
 ADM                                Admissions Application
 BIO                                Biographical Sheet
 CAC                                Campus Connection
 CALL                               Phone call from individual
 CARD                               Contact Card
 CONV                               Information from Conversion
 DECD                               Unverified Deceased Notify
 EDI                                Electronic Data Interchange
 EML                                Email Notification
 FAX                                FAX Notification
 FOC                                Focus Return
 HED                                Higher Education Directory
 INFR                               Information from relative
 INT                                Intent to Graduate Form
 INV                                Invoice
 MIN                                Mail In Notice
 OBIT                               Official Death Notification
 PHON                               Phonathon received change
 POST                               Post Office Notice
 RES                                Resume
 RFC                                Ruffalo Cody Notification
 SELF                               Self reported by individual
 STF                                Student Transaction Form
 SUP                                Staff Update
 TRAN                               Transcript Request Form
 WEB                                World Wide Web
 WIN                                Walk In
 WK                                 Workshop Registration Form

Adding a New Address Type
The following guidelines should be observed if a new address type should be needed:

Department                   Only the following departments can add and/or
                             change an address type
Student                          Student Account Services
                                 Enrollment Services
                                 Registrar‟s Office
                                 Financial Aid
Faculty/Staff                    Human Resources
Alumni                             University Relations
                                   University Relations
                                   Accounting
Non-Person (Vendors)
                                   Enrollment Services
                                   Marketing
                                              27
Telephone Numbers
An entity (person or non-person) may have multiple telephone numbers within the Banner
system. Telephone numbers should be accurate and reflect the most recent data received.
Enter the ten-digit number without inserting a hyphen.

Telephone numbers may be tied or linked to a specific address. The „Address Type‟ and „Seq
No‟ fields are used to link the telephone number to a specific address. It is possible to have
more than one telephone number for a single address.

All regional and local telephone numbers, including on-campus phone numbers, need to be
entered using the ten-digit format. Enter all three parts in the appropriate field, using no
parentheses or hyphens. Do NOT enter the standard “1” code for long distance dialing.
              Example:       3162955000


International Numbers
There is a 16 character limit in the international phone number field. Enter all three parts in the
appropriate international phone number field, using no parentheses or hyphens. Do NOT enter
the “011” standard code for international dialing.
              Example:       81037599311 would be entered for a telephone number in Japan
       consisting of 81 for the country code, 03 for the city code and 7599311 for the phone
       number.

International phone numbers are entered in a special „international‟ field in these forms of the
Banner System: APATELE, FOATELE, PPATELE, RPATELE and SPATELE.


Phone Number Extension
If an extension number is provided, enter only the digits of the extension. Do NOT enter EXT or
X into the extension field.
              Example:      7300
                            1764

All regional and local telephone numbers, including on-campus phone numbers, need to be
entered using the ten-digit format.




                                                28
Telephone Types
A telephone type distinguishes each telephone number entered in the Banner system. The
University uses the following codes:

         Permanent address
         Mailing address
         Residence hall address
         Parent Address
         Parent Address1
         Parent Address2
         Billing Address
         Business Address
         Emergency Contact
         Cellular Phone

Multiple phone numbers may be stored for each mailing type, using sequence numbers.




                                            29
E-Mail
Students, faculty and staff at Friends University are eligible to receive internet access and e-mail
services. Use of these privileges requires establishing an account with University Information
Technology department. Registered students automatically receive a username and password
which includes a University specific e-mail address.

All e-mail addresses entered should be evaluated for case sensitivity and spelling. Some e-mail
systems are case sensitive before the @. E-mail addresses consist of a login name followed by
the @ sign, followed by the domain name. A domain name contains between two and four
elements separated by periods.

E-Mail Address Types

Code                           Description                     Explanation
BUSN                           Business E-mail                 Used for vendor, student,
                                                               faculty, staff, or alumni e-
                                                               mail address
Friends University             Friends University E-mail       Used for student, faculty,
                               Address                         staff, or alumni e-mail
                                                               address
PERS                           Personal E-mail                 Self Service for student,
                                                               faculty, staff or alumni e-
                                                               mail address

One e-mail address can be marked as the preferred e-mail address. If e-mail is stored, then the
preferred indicator must be checked to indicate the preferred e-mail address. If the preferred
indicator is not checked then the e-mail address may be omitted from selection. The Friends
University e-mail address will always be the preferred address. Another e-mail may be marked
as preferred only if a Friends University email address does not exist.

       Examples:     helpdesk@friends.edu
                     alumni@friends.edu
                     hr@friends.edu


Calendar Dates
Dates are entered on a variety of screens for various purposes. The University prints dates in
the format dd-mmm-yyyy. Dates may be entered in any format. The system will re-display the
date in the dd-mmm-yyyy format.
       Examples:           January 17, 1999 becomes 17-JAN-1999
                           4/17/99 becomes 17-APR-1999
                           060899 becomes 08-JUN-1999




                                                 30
Gender
The U.S. Department of Education requires that the University reports gender information.

       Gender              Code Description Explanation

       Male                Description: A male person, man or boy
       Female              Description: A female person, woman or girl
       Not Unavailable     Description: The gender information is not available or if the gender
                           cannot be determined by the name, i.e., Chris, Pat, Terry, etc.

NOTE: All employees and students MUST be classified as a male or female.


Social Security Number
Enter the entire (nine) 9-digit number, omitting dashes and spaces between numbers (e.g.
555491133).

The SSN is required for students, employees and independent contractors.

The SSN is not required for constituents who are friends of the University.

A SSN is not required for international students, unless the student is employed at the
University.


Changes to Social Security Number
A person making a social security number change request must present a new social security
number card. Good professional judgment should be used when making error corrections to
Social Security Numbers. The following guidelines should be observed if a change must be
made to the Social Security Number.


Department                    Only the following departments can add and/or
                              change a SSN
Student                           Student Account Services
                                  Enrollment Services
                                  Registrar‟s Office
                                  Financial Aid
Faculty/Staff                     Human Resources
Alumni                               University Relations
                                     University Relations
                                     Accounting
Non-Person (Vendors)
                                     Enrollment Services
                                     Marketing




                                                31
Date of Birth
The Date of Birth is required for employees and students. The Date of Birth is optional for
alumni and friends.


Changes to Date of Birth
An employee or student making a date of birth change request must present a birth certificate.

When a birth date is required, but none is available, Human Resources uses the holder code
date 07-JUL-1864 to allow processing an employee. Periodically, records containing this date
will be identified and corrected. When the year of birth is known, but not the specific month or
day, University Relations will use the code 01-JAN-60, where “60” is the year of birth and will
vary with the constituent, to associate a birth date with constituent‟s record.

Department                    Only the following departments can add and/or
                              change a date of birth
Student                           Student Account Services
                                  Enrollment Services
                                  Registrar‟s Office
                                  Financial Aid
Faculty/Staff                     Human Resources
Alumni                            University Relations
                                     University Relations
                                     Accounting
Non-Person (Vendors)
                                     Enrollment Services
                                     Marketing


Marital Code
This information may be collected for students, employees and constituents of the University.
       Code         Description          Explanation
       M           Married               Legally married
       S           Single                Not married
       C           Life Partner          Not married but considered a partner
       U           Unknown               Marital Status is unknown
       D           Divorced              Legally divorced




                                                32
Ethnicity Code
This field MUST be entered for students and employees who are U.S. citizens or U.S.
permanent residents. This field MUST NOT be entered for international students or employees
(non-U.S. citizens residing in the U.S. on a visa). This field is optional for constituents who are
friends of the University.

                         Code   Description
                         1      African American
                         2      American Indian/Alaskan Eskimo
                         3      Asian/Pacific Islander
                         4      Hispanic
                         5      White, Non-Hispanic
                         6      Other

For international students or employees (non-U.S. citizens residing in the U.S. on a visa), leave
this field BLANK.


Deceased Information
Due to the sensitivity of this issue, prompt attention is important so future mailings from
University offices are discontinued. Deceased status must be verified information, not just
perceived information. A date-of-death is mandatory when deceasing an ID.

For employees of the University, ONLY the Human Resource department will enter and change
this information based on prevailing policies.

For constituents (who are not students or employees), University Relations will enter and
change this information based on prevailing policies.

For Students, only the Registrar‟s Office will enter/change deceased information.

Citizenship
If the person is a prospect, student or employee, this information is required. If the person is a
constituent and not a student or employee, this field may be left blank to indicate the U.S.
citizenship is not known.


Veteran Information
The Office of the Registrar keeps and maintains this information for students.


Legacy Information
A Legacy Code identifies a relative or employee with whom the University had or has a
relationship. For example, if your mother were an alumna of the University, your legacy would
be Alumni relative. The Alumni Office will collect/maintain the legacy codes.


Religion Code
The University will collect and/or maintain religion data.
                                                 33
Driver’s License Information
The University will NOT maintain driver‟s license data. Financial Aid will collect but not maintain
this information. Human Resources will collect/maintain driver‟s license information for
employees driving University vehicles for day to day operations.

Confidential Records

Confidential Information Indicator
Students: If a student chooses to complete a “Request for Nondisclosure of Directory
Information” Form (see example in appendix), the student's directory information will NOT be
disclosed to the public. An indicator will be displayed on each Banner screen to inform the user
that this record is designated as „Confidential‟. The Registrar will require the submission of a
signed form and will continue to mark the record as confidential until the student requests that
such a restriction is removed from their record. (This mark will be imposed for the life of the
student record and will apply to the record even when the student becomes an alumni of the
institution.)

Faculty/Staff/Administrators: Policy TBD by Human Resources Department




                                                34
Disclosure of Student Information
Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, sets forth
requirements regarding the privacy of student records. FERPA governs the release of these
educational records maintained by an educational institution and the access to these records.
Educational records are any records maintained in print, computer, tape, film, handwriting or
other medium related to a student with the following exceptions:
•      Records made by University employees that are kept in the sole possession of the
       maker, are used only as a personal memory aid, are not accessible or revealed to other
       persons, and are not used to make decisions about the student.
•      Employment records unless the employment is contingent on the fact that the employee
       is a student.
•      Records maintained by University Security solely for law enforcement purposes.
•      Records maintained for counseling or health purposes and are used only in connection
       with the treatment of the student and made available only to those persons providing the
       treatment.
•      Records that contain information relating to a person only after the individual is no longer
       a student at the University, i.e., alumni records.

Friends University accords all the rights under the law to students in attendance and former
students. These rights are:
•     The right to inspect and review the student‟s educational records within 45 days of the
      day the University receives a request for access. Nothing in this policy requires the
      continued maintenance of any student record for any particular length of time. However, if
      a student has requested access to his/her educational record, the record will not be
      destroyed before the inspection. Students should submit to the Registrar or Vice
      President of Student Affairs written requests that identify the record(s) they wish to
      inspect. The University official will make arrangements for access and notify the student
      of the time and place where the records may be inspected.
•     The right to request the amendment of the student‟s educational records that the student
      believes is inaccurate or misleading. Students may ask the University to amend a record
      that they believe is inaccurate or misleading. They should write to the University official
      responsible for the record and clearly identify the part of the record in question. If the
      University decides not to amend a record as requested by the student, the University will
      notify the student of the decision and advise the student of his or her right to appeal.
      Additional information regarding the appeal will be provided to the student.
•     The right to file a complaint with the U.S. Department of Education concerning alleged
      failures by the University to comply with the requirements of FERPA. The name and
      address of the office that administers FERPA is: Family Policy Compliance Office, U.S.
      Department of Education, 400 Maryland Avenue, S.W., Washington, DC 20202-4605.
•     The right to consent to disclosures of non-directory information contained in the student‟s
      educational records, except to the extent that FERPA authorizes disclosure without
      consent. Under FERPA the University may disclose information to the following without
      written consent of the student:
      • to the student;
      • to school officials determined by the institution to have a legitimate educational
          interest;
      • to anyone if the college has obtained the prior written consent of the student;
                                                 35
    •   to anyone in response to requests for directory information;
    •   to parents/legal guardians when their children (under age 21) are found to have
        violated the alcohol or drug policy of the institution;
    •   to comply with a judicial order or subpoena;
    •   to authorize representatives of the following government entities if the disclosure is in
        connection with an audit or evaluation of federal or state-supported education
        programs, or for the enforcement of or compliance with federal legal requirements that
        relate to those programs: Comptroller General of the United States, Secretary of
        Education, U.S. Attorney General (for law enforcement purposes only), and state and
        local educational authorities;
    •   to agents acting on behalf of the institution (e.g., clearinghouses, degree/enrollment
        verifiers);
    •   to schools at which the student seeks or intends to enroll;
    •   to anyone who is providing financial aid to the student. (“Financial aid” does not
        include any payments made by parents. Students should contact the Financial Aid
        Office for specific conditions.);
    •   to organizations conducting studies for or on behalf of educational institutions;
    •   to accrediting organizations (for accrediting purposes);
    •   to anyone if a health or safety emergency exists and the information will assist in
        resolving the emergency;
    •   to an alleged victim of a crime of violence or the results of a disciplinary hearing
        against an alleged perpetrator of a crime of violence or non-forcible sex offense;
    •   to the Bureau of Citizenship and Immigration Services (BCIS) for purposes of tracking
        and reporting students who are not citizens of the United States;
    •   to military recruiters who request “student recruiting information” for recruiting
        purposes only, which includes address, telephone, age (or year of birth), level of
        education and major;
    •   to the Internal Revenue Service (IRS) for purposes of complying with the Taxpayer
        Relief Act of 1997; and/or
    •   to authorized representatives of the Department of Veterans Affairs for students
        receiving educational assistance from the agency.

    To give the University permission to disclose non-directory information, a student must
    complete a Student Information Release form available from the Registrar‟s Office. When
    completed, this form must be returned to the Registrar‟s Office. Other offices within the
    University may also require additional permission from the student to release specific
    information.

•   The right of currently enrolled students to request that all directory information be
    withheld. In order to exercise this right to privacy, a student must go to the Registrar‟s
    Office and sign a “No Release” form. Friends University assumes that failure on the part
    of any student to specifically request the withholding of directory information indicates
    individual approval for disclosure. In accordance with FERPA, Friends University has
    designated the following student information as public or directory information and may
    provide this information to anyone: name, address(es), e-mail address(es), telephone
    number(s), dates of attendance, classification (freshman, sophomore, etc.), previous
    institution(s) attended, major field(s) of study, awards, honors (including Dean‟s List,
    etc.), degree(s) conferred (including dates), past and present participation in officially
    recognized sports and activities, physical factors (heights/weights) of athletes,
    photographs, and date of birth.
                                                36
Name Change Form
                                               Friends University Name Change Form
Friends University ID
SSN:

Current Name:
New Name:

Date of Birth:
Day Telephone:                                                                             Email:

Statement of Responsibility:
I assume responsibility for the consequences or problems that may occur as a result of this change of my name. There is not intent on
my part to defraud Friends University

Signature:

Check all that apply:
                     Student                               Faculty                           Staff                          Alum

Students & Alumni, please answer the following:

Dates of attendance at Friends:
Have you graduated from Friends?
If yes, give most recent degree:
If no, which degree program/major were you last enrolled in at Friends?

Previous names (not listed above):

Are you currently a Perkins Loan Borrower or a Financial Aid recipient through Student Financial Aid?
                 Yes                                           No
FOR OFFICE USE ONLY
         Received by:                                                        Dept:                                           Date:

               Changed by:                                                   Dept:                                           Date:
Employee (faculty or staff) – whether or not any other          Human Resources/Payroll will make the change, requiring the following:
record type exists
                                                                           • Social Security Card.
Current Student – excluding faculty or staff (who should        Registrar may make change requiring one of the following:
follow “Employee” guidelines above)
                                                                          • Social Security Card
                                                                          • Marriage Certificate/License
                                                                          • Court Order Document
                                                                          • Driver’s License
                                                                          • Passport




Current student employees                                       Registrar or Human Resources may make the change requiring the following:

                                                                          • Social Security Card.




Admission recruit or applicant, not a current student or        Change upon request of individual.
employee
Alumni & donors, not a current student or employee              Advancement will make change upon request of alumni and donors.
Financial Aid                                                   Names updated by data loads through work flow.

                                                                             37
Request to Withhold Information



                                                     Request for Nondisclosure
                                                     of Directory Information
The Family Educational Rights and Privacy Act of 1974, as amended, sets forth requirements regarding
the privacy of student records. FERPA governs the release of these educational records maintained by an
educational institution and the access to these records. Under this Act, Friends University has designated
certain information as “directory information” and has the right to disclose this information without a
student’s permission unless the student specifically requests in writing that all such information not be
made public without their written consent.


At Friends University the following student information is considered directory information: name;
address(es); email address(es); telephone number(s); dates of attendance; classification (freshman,
sophomore, etc.); previous institution(s) attended; major field(s) of study; awards; honors (including
Deans List, etc.); degree(s) conferred (including dates); past and present participation in officially
recognized sports and activities; physical factors (heights/weights) of athletes; photographs; and date of
birth.

If you wish Friends University to withhold the disclosure of all the items of directory information,
complete this form and return it to the Registrar’s Office. This form is valid until such time as you
request that your directory information become public.

Please consider very carefully the consequences of any decision made by you to withhold directory
information, as any future requests for such information from non-institutional persons or organizations
will be refused. Regardless of the effects upon you, Friends University assumes no liability for honoring
your instructions that this information be withheld.

Please Print
I have carefully read the above information and request that all directory information not be disclosed to
non-institutional persons or organizations by Friends University without my prior written permission.

Name: __________________________________________ID. #___________________________
Phone # _______________________________     SS# _______________________________
Permanent Address:_______________________________________________________________
                       Street                                City           State           Zip

Student’s Signature: ____________________________________               Date:____________________

 ID#___________________________                Date Received:___________________________
 Group Reg Code_________________               Copies sent to FA SAS PR DOS



                                                     38
Request to Release Information

                                                       Request for Release of
                                                        Educational Record
                                                           Information
The Family Educational Rights and Privacy Act of 1974, as amended, sets forth requirements regarding
the privacy of student records. FERPA governs the release of these educational records maintained by an
educational institution and the access to these records. Under this Act, Friends University can only
disclose information about a student that has been designated as directory or public information. Students
must consent to disclosure of non-directory information contained in the educational records, except to
the extent that FERPA authorizes disclosure without consent. Please refer to the Family Educational
Rights and Privacy Act Policy in the Friends University Catalog for a list of specific exceptions for
disclosure.
If you wish Friends University to release non-directory information, complete this form and return it to
the Registrar’s Office. This form is valid until such time as you request that this information no longer be
released. A change in release permission must be submitted in writing and can be accomplished by
completing a new release form.

Please consider very carefully the consequences of any decision made by you to release academic record
information to persons or organizations other than those authorized under FERPA. Regardless of the
effects upon you, Friends University assumes no liability for honoring your request for release of
educational record information.

Please Print

Name: _____________________________________________                 ID# ___________________________

I have carefully read the above information and grant Friends University permission to release the
following information.

 Education Records To Be Released                         Release Education Records To
 Please INITIAL under YES or NO in each category.
                                                          Name: ___________________________________
                                                          Address: _________________________________
                         Yes      No                      City, State, Zip: ___________________________
 Financial Information                 ____ ____
                                                          Relationship:
 Grades/Academic Record                ____ ____          ____ Parent        ____Spouse
 Other ___________________             ____ ____          ____ Employer
                                                                 ____Other_________________

Purpose for the Release of Information: _________________________________________________
Student’s Signature: __________________________________                     Date:____________________

 Date Received: ___________________________                    Group Reg Code___________________

                                                     39

								
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