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					                                     1.2.1 ADDRESSES POLICY

Effective 03/09/04                                                                   Revised 03/18/11


OBJECTIVE
Standardize the process of maintaining different types of addresses for an entity.

Quick Address Software (QAS) is used to update all United States addresses. QAS uses the US Postal
Service database and is formatted with ANDI address standards.

        Enter the complete name of streets and cities. Do NOT use abbreviations.
        Use punctuation (ex: commas, periods, etc.).
        Always use the USPS standard two-character state abbreviation.
         Except for P.O. Box, which should always be abbreviated, ONLY use abbreviations if the street
         address line exceeds 40 characters. Abbreviate Street, Boulevard, etc., according to the USPS
         standard.
        ANDI requires a preferred address AND a preferred phone. The preferred address and preferred
         phone do not have to be on the same address row.

For questions regarding this policy, contact the Advancement Services help desk at (865) 974-4153 or
email ANDIHelp@tennessee.edu




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                                     1.2.1 ADDRESSES PROCEDURES

Effective 03/09/04                                                                 Revised 03/18/11


PROCEDURE NOTE(S)
 All street fields are limited to 40 characters. The address label should have no more than five (5) rows
including the name row. The preferred address and preferred phone do not have to be on the same
address row. The preferred phone will be labeled on the entity overview screen.

CHANGING AN EXISTING ADDRESS ROW
When a street name is misspelled, a zip code is incorrect, an apartment number is missing or incorrect,
etc., the error should be corrected by changing the existing address row rather than creating a new
address row with the correct information. This will not create a new address or a past address row.
    1. Perform an Entity Lookup.
    2. Open the Entity Profile.
    3. Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4. Select address row to be modified and drill down. If you are modifying the address, with QAS
         open, hit Alt-Q on your keyboard to display the QAS screen. Follow the instructions on the QAS
         window to make changes to the address. If you are modifying the phone information, make the
         appropriate changes.
              Address line 4 is reserved for foreign addresses.
              The City, State, Area Code, and County will default from the Zip Code. QAS will verify
                  that the Zip Code is correct for the City and State. These values can be manually
                  overridden, but QAS uses the US Postal Service database and is the most accurate
                  information.
              To make this address row the preferred address, just click to insert a check mark in the
                  Preferred Mailing Address box. ANDI will make this row the preferred address and will
                  take the check mark off the old preferred address automatically.
              To make the phone number preferred, click to insert a check mark in the Preferred
                  Phone box.
    5. Click to remove the Set Mod Date flag. (By doing so, the modified date will not display on the
         Entity Profile window.)
    6. Click Save.
    7. Click the Label icon on the Edit Bar. Modifications to the entity’s address label can be made
         here. This is especially useful for business or foreign addresses. Note: The address label should
         have no more than four (4) rows.
    8. Close the Address window and proofread the new address on the Entity Profile window. Note:
         You must refresh by pressing F7.

CREATING A NEW HOME ADDRESS ROW
    1.   Perform an Entity Lookup.
    2.   Open the Entity Profile.
    3.   Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4.   Open the current home address row and change the status to Inactive, click Save, then Close.
    5.   Click the New icon on the Edit Bar.
    6.   In the Type field, verify ‘H’ is selected for Home Address.


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    7. With QAS open; hit Alt-Q on your keyboard to display the QAS screen. Follow the instructions on
        the QAS window to enter a new address.
             Address line 4 is reserved for foreign addresses.
             The City, State, Area Code, and County will default from the Zip Code. QAS will verify
                that the Zip Code is correct for the City and State. These values can be manually
                overridden, but QAS uses the US Postal Service database and is the most accurate
                information.
             Check preferred mailing address, if appropriate.
             To make the phone number preferred, click to insert a check mark in the Preferred
                Phone box.
    8. Click the Save icon on the edit bar.
    9. Click the Label icon on the edit bar. Modifications to the entity’s address label can be made
        here. Note: The address label should have no more than five (5) address rows including the
        name row.
    10. Notice the former address was automatically updated with an Address Type of Past Home.
    11. Close the Address window and proofread the new address on the Entity Profile window. Note:
        You must refresh by pressing F7.

CREATING A NEW BUSINESS ADDRESS
    1.    Perform an Entity Lookup.
    2.    Open the Entity Profile.
    3.    Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4.    Open the current business address row and change the status to Inactive, click Save, then Close.
    5.    Click the New icon on the Edit Bar.
    6.    In the Type field, select ‘B’ for Business Address.
    7.    Click the Empt Link dropdown arrow. If there are employment rows and one of the rows
          pertains to the address you want to enter, select the appropriate row.
          Note: If an appropriate employment row is not present and you know the entity’s employer,
          close the address window and open the Employment Window (2113 – EMPT). See policies and
          procedures for Employment.
    8.    With QAS open; hit Alt-Q on your keyboard to display the QAS screen. Follow the instructions on
          the QAS window to enter a new address.
                Address line 4 is reserved for foreign addresses.
                The City, State, Area Code, and County will default from the Zip Code. QAS will verify
                   that the Zip Code is correct for the City and State. These values can be manually
                   overridden, but QAS uses the US Postal Service database and is the most accurate
                   information.
                Check preferred mailing address, if appropriate.
                To make the phone number preferred, click to insert a check mark in the Preferred
                   Phone box.
    9.    Click the Save icon on the edit bar.
    10.   Click the Label icon on the Edit Bar. Modifications to the entity’s address label can be made
          here. Note: The address label should have no more than five (5) address rows including the
          name row.
    11.   Close the Address window and proofread the new address on the Entity Profile window. Note:
          You must refresh by pressing F7.




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CREATING E-MAIL ADDRESSES
See the Policies and Procedures for E-mail Addresses.

CREATING SEASONAL ADDRESSES
    1. Perform an Entity Lookup.
    2. Open the Entity Profile.
    3. Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4. Click the New icon on the edit bar.
    5. In type field, select ‘S’ for Seasonal Address.
    6. Enter the address and phone information using QAS.
    7. Enter the month and day in the Start and Stop fields. Ex: Start Date: 06/01 and Stop Date:
       09/01. Note: Start and stop dates are required for seasonal addresses. Leaving the year field
       blank will ensure this address is used when printing labels during those months.
    8. Click the Save icon on the edit bar.

ENTERING PHONE NUMBERS & CELL PHONE NUMBERS
PROCEDURE NOTES
         In many cases, a new phone number signifies a change in address.
         If you are performing a telephone number correction or addition to an existing address, follow
          steps outlined in the section Changing an Existing Address Row.
         If you are adding a new telephone number for a new address, follow the steps outlined in the
          section Adding a New Address Row.
         Enter a home or business phone only address row when you have exhausted all possibilities for
          obtaining a corresponding address.

ADDING A PHONE NUMBER ONLY
    1.    Perform an Entity Lookup.
    2.    Open the Entity Profile.
    3.    Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4.    Click the New icon on the Edit Bar.
    5.    In the Type field, select ‘F’ for Phone Only.
    6.    Click in the first line of the Street address.
    7.    Type in all caps: PHONE ONLY. Note: If the known phone number is their home or business, you
          can indicate it after phone only. Ex: PHONE ONLY (HOME) or PHONE ONLY (CELL).
    8.    Type the phone number in the Phone field.
    9.    To make the phone number preferred, click to insert a check mark in the Preferred Phone box.
    10.   Add a comment if desired.
    11.   Click Save on the Edit Bar.

DELETING AN ERRONEOUS ADDRESS
PROCEDURE NOTE
Do not delete an address row unless the address was entered on the wrong entity. When deleting an
address, which was marked as the preferred address, from the rows displayed select another address to
be marked as the preferred address.
   1. Perform an Entity Lookup.
   2. Open the Entity Profile.


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    3.   Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4.   Select the row to be deleted and drill down.
    5.   On the Addresses window (2130), click the Delete icon on the edit bar.
    6.   When prompted click Yes to delete the entry.
    7.   View results on the Addresses window (2101 - ADDR).

FOREIGN ADDRESS FORMAT
    1.   Perform an Entity Lookup.
    2.   Open the Entity Profile.
    3.   Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
    4.   In the type field, select the appropriate address type.
    5.   In the country field, select the appropriate country code.




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    6. The address should be entered and formatted as follows:
                                           Mr. Patrick Rafter
                Line 1 (street address): 17 Highborough Lane
                Line 2 (street address): (use if necessary)
                Line 3 (street address): (leave blank)
                         Line 4 (Foreign):     Melbourne SA 5024
                                 Country:      AUSTRALIA
    7. Click the Save icon on the edit bar.
    8. After entering the foreign address, click the Label icon on the Edit Bar. Note: The address label
       should have no more than five (5) address rows including the name row.
RETURNED MAIL WITH NO FORWARDING ADDRESS
   1. Perform an Entity Lookup.
   2. Open the Entity Profile.
   3. Click the GoTo icon on the toolbar, and select Addresses (2101 – ADDR).
   4. Select the row to be marked inactive and drill down.
   5. Click in the Status field and select Inactive.
   6. Click the Save icon on the edit bar.
   7. If there is no valid address for an entity, go to the Entity window (2000-ENT) and change the
      Entity Status to Lost.
      NOTE: If the entity has an ACTIVE E-mail address, do not code them as Lost.




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