Documents
Resources
Learning Center
Upload
Plans & pricing Sign in
Sign Out

Data Standards - University of San Diego

VIEWS: 17 PAGES: 42

									University of San Diego
SCT Banner Implementation
Data Standards




       Guidelines for Data Standards




                       Prepared by: USD Data Standards Team
                 Last Revision Date: August 6, 2008
                        Create Date: June 6, 2006
                                                                                               Data Standards


                                         Table of Contents
1     DATA INTEGRITY............................................................................................... 4
      1.1       PURPOSE .................................................................................................. 4
      1.2       ADMINISTRATIVE RESPONSIBILITY ............................................................... 4
2     DATA CHANGE RULES ..................................................................................... 6
      2.1       RULES FOR CLEAN AND ACCURATE RECORDS ............................................. 7
      2.2       DATA REQUIRED FOR NEW RECORDS ........................................................... 7
3     GENERAL PERSON INFORMATION ................................................................. 8
      3.1       PERSON NAME SEARCHES .......................................................................... 8
                3.1.1 Identification Number Standards .............................................................. 8
      3.2       NAME STANDARDS ..................................................................................... 9
                3.2.1 Last Name................................................................................................ 10
                3.2.2 First Name ............................................................................................... 11
                3.2.3 Middle Name ........................................................................................... 11
                3.2.4 Prefixes .................................................................................................... 12
                3.2.5 Suffixes .................................................................................................... 12
                3.2.6 Name Types (GTVNTYP) ........................................................................ 13
                3.2.7 Preferred (First) Name (Optional) .......................................................... 13
                3.2.8 Legal Name (Optional)............................................................................ 13
                3.2.9 Non-Person Name/Vendor ...................................................................... 13
      3.3       ADDRESS STANDARDS (STVATYP) .......................................................... 14
                3.3.1 Sources for additional information ......................................................... 15
                3.3.2 USD Addresses ........................................................................................ 16
                3.3.3 City Standards ......................................................................................... 16
                3.3.4 County (STVCNTY) ................................................................................. 17
                3.3.5 State Standards (STVSTAT) .................................................................... 17
                3.3.6 International Addresses........................................................................... 17
                3.3.7 Zip Code Standards ................................................................................. 18
                3.3.8 Nation Codes (STVNATN) ....................................................................... 18
                3.3.9 Military Address ...................................................................................... 18
      3.4       TELEPHONE NUMBERS (STVTELE) ........................................................... 19
                3.4.1 International telephone numbers............................................................. 21
      3.5       EMAIL (GTVEMAL).................................................................................. 22
      3.6       DATE STANDARDS ................................................................................... 22
      3.7       BIRTH DATE STANDARDS.......................................................................... 22
      3.8       CONFIDENTIAL INFORMATION INDICATOR STANDARDS ................................ 23
      3.9       CITIZENSHIP TYPE STANDARDS (STVCITZ)............................................... 23
      3.10      GENDER CODE STANDARDS ..................................................................... 24
      3.11      ETHNIC CODE STANDARDS (STVETHN) ................................................... 24
      3.12      MARITAL CODE STANDARDS (STVMRTL) ................................................. 25
      3.13      RELIGION CODE STANDARDS (STVRELG) ................................................ 25
      3.14      LEGACY CODE STANDARDS (STVLGCY) .................................................. 27
      3.15      VETERAN INFORMATION (STVVETC) ........................................................ 27
      3.16      DECEASED INFORMATION ......................................................................... 27
      3.17      LANGUAGE STANDARDS (STVLANG)........................................................ 28


USD                                                                                                               Version 1.003
                                                                                                                   Page 2 of 42
                                                                                                                  July 24, 2011
                                                                                 Data Standards

4       STUDENT INFORMATION................................................................................ 29
        4.1      STUDENT TYPE (STVSTYP)..................................................................... 29
        4.2      STUDENT LEVEL (STVLEVL) .................................................................... 30
        4.3      STUDENT COHORTS (STVCHRT) ............................................................. 30
        4.4      STUDENT ATTRIBUTES (STVATTS) .......................................................... 31
        4.5      LETTER GENERATION TABLES (GTVLETR, STVMATL AND GTVPARA)..... 32
        4.6      ATHLETICS/NCAA TRACKING (STVACTC, STVSPRT, STVELIG) ............. 33
APPENDIX 1 – PREFIXES, SUFFIXES AND SALUTATIONS ..................................... 34

APPENDIX 2 – CALIFORNIA CODES (STVCNTY) ...................................................... 39

APPENDIX 3 – LANGUAGE SPOKEN (STVLANG)..................................................... 39

APPENDIX 4 – DOCUMENT HISTORY ........................................................................ 42




USD                                                                                             Version 1.003
                                                                                                 Page 3 of 42
                                                                                                July 24, 2011
                                                                      Data Standards


1 Data Integrity

1.1   Purpose
      These guidelines are a ―work in progress‖ by the USD Data Standards Committee. The
      guidelines were adopted based on a pre-existing document from another Banner
      institution.

      These guidelines provide recommendations for establishing measures for the protection,
      access, and use of USD data that is electronically maintained on the Banner ERP system
      and on all satellite systems which interface with Banner. The guidelines define the
      responsibilities of users who input and access that data. Divisions/departments may have
      individual guidelines that supplement, but do not replace or supersede these guidelines.

1.2   Administrative Responsibility
      The Family Educational Rights and Privacy Act of 1974, as amended (sometimes
      referred to as the Buckley Amendment), is a federal law that protects the privacy of
      education records of all students enrolled in schools beyond the high school level.
      Schools are required to maintain that privacy, primarily by restricting release of records
      and the access provided to those records. Any educational institution that receives funds
      under any program administered by the U.S. Secretary of Education is bound by FERPA
      requirements. Institutions that fail to comply with FERPA may have funds administered
      by the Secretary of Education withheld. The U.S. Department of Education maintains a
      web site (http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html) with information
      about FERPA.

      By law, certain data is confidential and may not be released without proper authorization.
      Users must adhere to applicable federal and state laws, as well as to USD policies
      concerning use and release of information. A complete listing of USD FERPA policies,
      including a tutorial for use by any agent of the university who requests access to student
      academic records, can be found on the web at http://www.sandiego.edu/registrar/ferpa/.

      President Bush signed the "Uniting and Strengthening America by Providing Appropriate
      Tools Required to Intercept and Obstruct Terrorism Act" on October 26, 2001. Section
      507 of the USA PATRIOT Act amends FERPA by permitting institutions to disclose,
      without the knowledge or consent of the student, personally identifiable information from
      the student's education records to the Attorney General of the United States or his
      designee in response to an ex parte order (one filed without notice to the student) in
      connection with the investigation or prosecution of terrorism crimes. Also, the school is
      not required to record such disclosures.

      Access to these student records is restricted to those with an ―educational need to know‖
      or those who have the express consent of the student. This protection does not expire
      when a student leaves USD. In addition, FERPA allows for certain information to be
      defined as ―directory information‖. This information may be publicly released, unless the


USD                                                                                Version 1.003
                                                                                    Page 4 of 42
                                                                                   July 24, 2011
                                                                         Data Standards

      student requests nondisclosure (or ―privacy hold‖). At USD, ―directory information‖
      consists of:

         Student's name
         USD e-mail address
         Major field of study
         Dates of attendance
         Participation in officially recognized activities and sports
         Degrees, honors, and awards received

      Data is a vital asset owned by USD. All institutional data, whether maintained in the
      central database or copied into other data systems (e.g. personal computers) remains the
      property of USD. Access to data is not approved for use outside a user‘s official USD
      responsibility. Data will be used only for legitimate USD business. Information is not to
      be distributed beyond a user‘s office without authorization by the appropriate
      administrator or supervisor. Distribution beyond the university requires permission of the
      corresponding data custodian(s).

      Sensitive information which resides on desktop or portable machines should be encrypted
      or password protected to prevent access and distribution.

      As a general principle of access, USD data (regardless of who collects or maintains it)
      will be shared among those employees whose work can be done more effectively by
      knowledge of such information. Although USD must protect the security and
      confidentiality of data, the procedures allow access to data must not unduly interfere with
      the efficient conduct of USD business. Individuals working remotely must take special
      care to maintain security. The intended use is always temporary and must never be
      permanently stored.

      Individuals with administrative or supervisory responsibilities will ensure that, for their
      areas of accountability, each user is trained regarding user responsibilities and policies.
      As part of that training, each user will read, understand, and agree to abide by the
      stipulations in this document. Users further agree to remain current with any
      changes.

      Individuals with administrative or supervisory responsibilities will ensure a secure office
      environment with regard to all USD data systems. Individuals with administrative or
      supervisory responsibilities will determine the data access requirements of their staff as it
      pertains to their job functions based upon classification before submitting a (Banner)
      System Access Request Form.

      All procedures and data systems owned and operated by USD will be constructed to
      ensure that:
              1.      All data is input accurately.
              2.       Accuracy and completeness of all data is maintained.



USD                                                                                  Version 1.003
                                                                                      Page 5 of 42
                                                                                     July 24, 2011
                                                                       Data Standards

              3.       System capabilities can be re-established after loss or damage by
                       accident, malfunction, breach of security, or natural disaster.
              4.       Breaches of security can be controlled and promptly detected.
              5.       All critical data is archived.


2 Data Change Rules
      The following rules govern which office makes name, identification number, date of
      death, address, and/or telephone number (shared general person) changes to student,
      employee, financial aid recipient, vendor, or alumni records in the integrated
      administrative information system. Users must take care when updating information, such
      as adding a new address, to end-date the previous entry.

      Changes should all be documented. Relevant documents should be photocopied or
      scanned.

      These rules are subject to changes as new procedures are defined and implemented.


            If the person is a/an:                                    Then:
      Employee or Employment Applicant      Human Resources can make the change in Oracle system
      Only                                  with appropriate documentation. Information imported to
                                            Banner system as appropriate.
      Student Employee                      Student Employment can make the change in Banner
                                            system with the appropriate documentation. Human
                                            Resources can make the change in Oracle system with
                                            appropriate documentation. Information imported to
                                            each system as apporpriate.
      Student Prospect, Student Applicant   Recruitment, Admissions or Financial Aid can make the
      and/or Financial Aid Applicant        change in Banner system with appropriate documentation.
                                            Changes to existing information, with the exception of
                                            address changes, should be made with discretion, and if
                                            deemed necessary, verified between departments before
                                            change is made.
      Vendor (Including Lenders)            Procurement can make change in Oracle system with
                                            appropriate documentation; Financial Aid can make
                                            change in Banner system with appropriate documentation.
                                            Information should be imported into each system.
                                            Changes to existing information, with the exception of
                                            address changes, should be made with discretion, and if
                                            deemed necessary, verified between departments before
                                            change is made.
      Donor                                 Procurement can make change in Oracle system with
                                            appropriate documentation; Advancement can make
                                            change in BSR system with appropriate documentation.
                                            Information should be imported into each system.
                                            Changes to existing information, with the exception of
                                            address changes, should be made with discretion, and if
                                            deemed necessary, verified between departments before
                                            change is made.


USD                                                                                  Version 1.003
                                                                                      Page 6 of 42
                                                                                     July 24, 2011
                                                                       Data Standards

             If the person is a/an:                                  Then:
      Student or Financial Aid Recipient   Registrar or Financial Aid can make change in Banner
                                           system with appropriate documentation. Changes to
                                           existing information, with the exception of address
                                           changes, should be made with discretion, and if deemed
                                           necessary, verified between departments before change is
                                           made.
      Alumni                               Registrar can make change in Banner system with
                                           appropriate documentation; Advancement can make
                                           change in BSR system with appropriate documentation.
                                           Information should be imported into each system.
                                           Changes to existing information, with the exception of
                                           address changes, should be made with discretion, and if
                                           deemed necessary, verified between departments before
                                           change is made.
      Institution (e.g., High School,      Recruitment/Admissions can make the change with the
      College)                             appropriate documentation.


2.1   Rules for Clean and Accurate Records
         Search first. Before you create a new record for a person or organization, you
          MUST conduct an ID and name search using GOAMTCH to make sure that person
          or organization has not already been entered in the Banner database. Each user in
          every office MUST conduct a thorough search to prevent entering a duplicate record.
         Duplicate records. A duplicate record can be merged.
         Duplicate resolution procedure. In the event you have identified a duplicate, report
          this fact to your area‘s data custodian. Under no circumstances should you attempt to
          correct the records. Provide your data custodian with both Banner IDs. The
          custodian will convene a meeting of appropriate parties to determine the course of
          action.
         Data changes. Make data changes ONLY when you have that authority and when
          you follow the procedures established by the Data Custodian of that data you want to
          change.
         Remember – some data fields have specific data entry rules. See the specific section
          under General Person Information for those data entry rules.
         The percent sign (%) should not be used in any data field because they may cause
          Oracle database errors.

2.2   Data required for new records
      The minimum data necessary to create a new entity (person or organization) in the
      Banner system is a first and last name. At least one of the following types of contact
      information is mandatory.

              Postal address
              Email address
              Telephone number

USD                                                                                   Version 1.003
                                                                                       Page 7 of 42
                                                                                      July 24, 2011
                                                                        Data Standards


      However, to meet data needs and to ensure data integrity and accurate record keeping, it
      is most beneficial to have some of the following components for persons as well:

             Gender
             Birth date
             Social security number
             Race
             Citizenship or visa status
             Program (e.g. undergraduate, graduate)
             Term (e.g. Fall 2006)

      Other areas may have their own requirements.

3 General Person Information
      The following guidelines should be adhered to for all person records added to the Banner
      system. Note that the following offices can create new records: Student Financial
      Services (lenders), Admissions, and Financial Aid.

3.1    Person name searches
      Before you create a new record for a person or organization, you must use
      GOAMTCH to conduct a name and when possible, a social security search to insure
      that the person or organization has not been created previously in the Banner
      database. All employees must conduct a thorough search to prevent the creation of a
      duplicate record.

      It is very difficult to effectively align all subsequent transactions under the proper single
      ID if a duplicate record is ever created. Careful searching will prevent the duplication of
      duplicates.

             Type in the name to be searched using the % (wildcard) to broaden the search.
              For example, to find John McDonald one can query as ―McDonald‖ or ―Mc
              Donald‖ or ―M%c%Donald.‖ This latter would return McDonald, MacDonald,
              Mc Donald, Mac Donald, among potentially others.
             When the list of possible names is returned for a person, use other information to
              restrict the search (gender, birth date, SSN, ID number, etc). Remember to search
              for both full and common versions of names – for example, William and Bill.
             The safest way to search on name is to include the wildcard at the beginning and
              at the end of the name entered.

3.1.1 Identification Number Standards
      All legacy IDs were migrated into Banner and 0‘s were added at the beginning so that the
      IDs were 9 digits in length. If duplicate records were identified, a primary ID was
      determined.




USD                                                                                   Version 1.003
                                                                                       Page 8 of 42
                                                                                      July 24, 2011
                                                                       Data Standards

      IDs for all new records will be generated by the system and will use a 9 digit sequence of
      digits beginning with 008.

      The following identification numbers will be used:

      Person           Use the identification number generated by the system on any
                       Identification Form (xxxIDEN). The SSN must be entered on the
                       General Person Form (xxxPERS).

      Non-Person       Use the system generated ID number. Be aware of the exceptions noted
                       below.

      Exceptions for certain non-persons. Electronic loan processing requires that Banner
      IDs be of a special form for these entities used by financial aid and finance. IDs are all
      left-justified in the field.

      Lenders                 123456            6 digits         No zeros
      Guarantors              123               3 digits         No zeros
      Disbursing agents       123456            6 digits         No zeros

3.2   Name Standards
      In all cases the full legal name should be recorded as the current name. The official
      forms of all data collection instruments used by the university should encourage the use
      of the full legal name, that is, first, middle and last names written in full. Names should
      be recorded exactly as the holder wishes it to appear. For all employees and recipients
      of financial aid, this must be the name as it appears on the individual‘s Social Security
      card. Given that persons have maintained the appropriate updates with other agencies, the
      legal person name and the social security card name should be the same. Required federal
      reporting to the Department of Education, the Internal Revenue Service, and other federal
      and state agencies require that persons provide their social security number and social
      security card name.

      SSN will be entered into the SSN field without dashes. Under no circumstances should
      an existing SSN be altered unless authorized to do so

      Informed professional judgment must be used to determine what constitutes a name
      correction rather than a name change. In a name correction, the current name is ―typed
      over,‖ no previous or alternate name record is kept and no documentation is required.
      However, Banner maintains the history of the changes.




USD                                                                                  Version 1.003
                                                                                      Page 9 of 42
                                                                                     July 24, 2011
                                                                            Data Standards

      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/staff/student worker) – whether       Human Resources will make the change except for
      or not any other record type exists.                    student employees. Student records are changed by
                                                              Student Employment. Use Name Change Form and
                                                              require presentation of Social Security Card. A
                                                              Passport or Social Security Application Receipt is
                                                              required for non-US citizen student workers only.
                                                              See Name Change Form for procedures.
      Student.                                                University Registrar, One-Stop Center or
      Current employees and current student employees         Advancement, if the student is an alumnus, may
      must follow the procedure above.                        make changes. Use Name Change Form and require
                                                              one of the following: Social Security Card,
                                                              Marriage license or certificate, court order
                                                              document, driver‘s license, passport. See Name
                                                              Change Form for procedures. (If student is a
                                                              financial aid recipient, only Social Security Card
                                                              can be accepted)
      Accounts Payable Vendors                                Accounts Payable or Purchasing staff will make
                                                              change if no other record exists for the vendor. If a
                                                              donor, Advancement will consult with Accounts
                                                              Payable and Purchasing.
      Admission recruit or applicant, not a current student   Admitting office may change upon request of
      or employee.                                            individual. If applicant is a financial aid recipient,
                                                              this must be the name as it appears on the
                                                              individual‘s Social Security card
      Alumni or constituent (no current employee record       Advancement will make change upon request of
      type exists)                                            constituent. Advancement may create a new current
                                                              name based upon a newspaper announcement or
                                                              similar record only if this new name is verified
                                                              through property, voter or credit records. Otherwise
                                                              the new name must be stored in an alternate field.


3.2.1 Last Name
      Last name is to be entered using mixed case format which is the standard combination of
      upper and lower case letters, i.e., not all capital letters or all lower case letters. Enter the
      legal spelling and format of the last name as supplied by the person.

      When a new person is being entered into Banner and that new person has a previous
      name that is deemed necessary to be recorded, enter the previous name on the Alternate
      Identification tab of SPAIDEN.

      Hyphens may be used to separate double last names (sometimes used in ethnic names or
      by persons who wish to utilize their maiden and married names). Some judgment will be
      needed to appropriately parse names. In general, if there are two last names that are not
      hyphenated (e.g. Monica Lou Creton Quinton), Monica would be input as the first name,
      Lou would be input as the middle name and Creton Quinton would be input as the last
      name.

USD                                                                                         Version 1.003
                                                                                            Page 10 of 42
                                                                                            July 24, 2011
                                                                            Data Standards


        Additional standards that should be used in entering last names include the following:

           Apostrophes may be used in such names as O‘Leary, O‘Conner, etc.
           No spaces should appear before or after hyphens or apostrophes.
           Spaces in the last name should be removed for ease of searching and sorting.
            Examples: Mc Donald should be McDonald and Van der Linder should be
            VanderLinder.
           Do NOT use titles, prefixes, and suffixes in the last name field.
           Do NOT use commas or periods in the last name field.
           The percent sign (%) should not be used because they may cause ORACLE database
            errors.

        Note: For hyphenated last names, the 2nd part of the name after the hyphen must be
        entered on the Alternate Identification form to enable correct searching.

3.2.2 First Name
        First name is to be entered using mixed case format which is the standard combination of
        upper and lower case letters, i.e., not all capital letters or all lower case letters. Enter the
        legal spelling and format of the first name as supplied by the person. If no first name
        exists put a period in this field.

        Any single character first name should be entered and followed by a period. In those
        cases where a single character first name is designated as the first name and followed by
        a middle name, place the single character in the first name field and the middle name in
        the middle name field.

        Additional standards that should be used in entering first names include the following:

           Hyphens and apostrophes MAY be used.
           Spaces are permitted if the legal spelling and format of the name includes spaces (e.g.
            Mary Ann, Bobby Joe).
           Do NOT use titles, prefixes, or suffixes in the first name field.
           Do NOT use commas in the first name field
           Never enter nicknames as a first name.
           The percent sign (%) should not be used because they may cause ORACLE database
            errors.

3.2.3    Middle Name
        Middle name is to be entered using mixed case format which is the standard combination
        of upper and lower case letters, i.e., not all capital letters or all lower case letters. Enter
        the full legal middle name or, if not available, the middle initial as supplied by the
        person. Any single character middle name should be entered and followed by a period.



USD                                                                                       Version 1.003
                                                                                          Page 11 of 42
                                                                                          July 24, 2011
                                                                         Data Standards

      In the case of a Roman Catholic Cardinal, Cardinal may be used as the middle name. If
      no middle name exists, leave the field blank.

      Additional standards that should be used in entering middle names include the following:

         Hyphens and apostrophes MAY be used.
         Spaces are permitted if the legal spelling and format of the name includes spaces.
         Do NOT use titles, prefixes, or suffixes in the middle name field.
         Do NOT use commas in the middle name field
         The percent sign (%) should not be used because they may cause ORACLE database
          errors.

3.2.4 Prefixes
      The default for this field is blank. Enter a prefix only if required by the department, ie.
      Law School. All prefix codes are to be entered using the recommended abbreviation for
      the prefix. Enter the prefix in the prefix field, not in the first, middle, or last name fields.
      A professional prefix cannot appear with a professional suffix. Below are examples of the
      more commonly used prefixes and recommended abbreviations.

      Abbreviation              Description
      Mr.                       Mister
      Mrs.                      Madam/Missus
      Ms.                       Ms
      Miss                      Miss
      Dr.                       Doctor
      Hon.                      Honorable
      Rev.                      Reverend
      Sr.                       Sister
      Fr.                       Priest/Father
      Bro.                      Brother

      Consult Appendix 1 for a more extensive guide to prefixes, suffixes and salutations.

      Additional standards that should be used in entering prefixes include the following:

         Do NOT use titles or suffixes in the prefix field.
         Do NOT use hyphens, apostrophes, spaces, or commas in the prefix field
         The percent sign (%) should not be used because they may cause ORACLE database
          errors.

3.2.5 Suffixes
      The default for this field is blank. Enter values only if requested or provided. All suffix
      codes are to be entered using the recommended abbreviation for the suffix. Enter the
      suffix in the suffix field, not in the last name field. Below are examples of commonly
      used suffixes and recommended abbreviations.


USD                                                                                     Version 1.003
                                                                                        Page 12 of 42
                                                                                        July 24, 2011
                                                                         Data Standards


      Abbreviation              Description
      Sr.                       Senior
      Jr.                       Junior
      II                        The Second
      III                       The Third
      Ph.D.                     Doctor of Philosophy

      Consult Appendix 1 for a more extensive guide to prefixes, suffixes and salutations.

      Additional standards that should be used in entering prefixes include the following:

         Do NOT use titles or suffixes in the prefix field.
         Do NOT use hyphens, apostrophes, spaces, or commas in the prefix field
         The percent sign (%) should not be used because they may cause ORACLE database
          errors.

3.2.6 Name Types (GTVNTYP)
      Current names are not associated with a name type. Previous or alternate names should
      be associated with the appropriate name type.

      Abbreviation              Description
      LEGL                      Legal Name
      AKA                       Also Known As
      PREF                      Preferred Full Name

3.2.7 Preferred (First) Name (Optional)
      Preferred first name should be entered into the preferred first name field (e.g.,
      Christopher Paul Smith). If ‗Paul‘ were what the person goes by, then ‗Paul‘ would be
      entered into the preferred name field. Enter Jim for James or Chris for Christine if such a
      name were preferred. Likewise, enter the middle name if this is preferred over the first
      name.

      All information is to be entered using mixed case format which is the standard
      combination of upper and lower case letters, i.e., not all capital letters or all lower case
      letters. Enter the legal spelling and format of the preferred first name as supplied to you
      by the person. If no preferred name is given, leave the field blank.

3.2.8 Legal Name (Optional)
      If the person‘s name differs from the name on his/her SSN card and the individual is not
      an employee, the Financial Aid Office should use this field to store the different SSN
      name.

3.2.9 Non-Person Name/Vendor
      All information is to be entered using mixed case format which is the standard
      combination of upper and lower case letters, i.e., not all capital letters or all lower case

USD                                                                                    Version 1.003
                                                                                       Page 13 of 42
                                                                                       July 24, 2011
                                                                              Data Standards

           letters mixed case. Acronyms are an exception. See the acronym section below. Enter the
           vendor‘s name as supplied to you by the vendor. If possible, the name should be that
           obtained from the vendor‘s W9 or associated with the Tax ID number.

           Additional standards that should be used in entering prefixes include the following:

                Spaces are permitted if the legal spelling and format of the name includes spaces.
                 Spaces should be used if the name of the company is derived from the initials of a
                 person‘s name. For example, use A G EDWARDS not AG EDWARDS.
                The ampersand (&) can be used only when part of a formal name (e.g., Baltimore &
                 Ohio Railroad). Use ‗and‘ in all other cases.
                Abbreviations are allowed for Co., Corp., Ltd. or Inc. when used after the name of a
                 corporate entity. All other forms of abbreviations should not be used for the corporate
                 entity name.
                Acronyms – Companies that are recognized by their acronyms should be entered
                 using their acronym (e.g., IBM, SCT, and ITT).
                Hyphens and apostrophes MAY be used.
                Do NOT use a period or comma in the name except in abbreviations such as those
                 given above.
                The percent sign (%) should not be used because they may cause ORACLE database
                 errors.

  3.3      Address Standards (STVATYP)
           Address information is to be entered using mixed case format which is the standard
           combination of upper and lower case letters, i.e., not all capital letters or all lower case
           letters. USD uses clean address software that formats addresses using a consistent
           standard.

           Address information should be accurate and reflect the most recent data received. When
           adding a new address of the same type, the previous should be end-dated and the new
           address added. Unless making a correction due to an initial entry error, do not change or
           delete the prior address information.

           Multiple addresses can be entered for a person or vendor using different address types.
           Use the appropriate address type code from STVATYP.

                                          Address Types (STVATYP)
Code           Description       Telephone     System                             Explanation
                                   Type       Required
 BI     Billing address              BI          X         Maintained by Student Financial Services. Created if the
                                                           billing address is different from Mailing. Use to mail
                                                           invoices and statements.
BU      Business or work            BU            X        Maintained by all offices.
        address




  USD                                                                                        Version 1.003
                                                                                             Page 14 of 42
                                                                                             July 24, 2011
                                                                         Data Standards

CA     Campus address            CA                   For students living on-campus, created by import of Mail
                                                      Center addresses at beginning of Fall and Spring terms.
                                                      Maintained by Mail Center
DP     Diploma addresss                               Maintained by Student and to be used only by Registrar
EM     Emergency contact       EMER                   Maintained by Student and to be used only by Registrar
       address
HR     Human Resources                                Read only. Populated and maintained by one-way feed from
       address                                        HR Oracle to Banner.
LO     Local address                                  Maintained by Student and to be used only by Registrar
MA     Mailing address                        X       Maintained by all offices.
OR     Original address                               Created by Admissions for Institution Research.
P1     Parent other address      P1                   Maintained by Student and used only by Admissions. Parent
                                                      address created if different from PR.
PA     Parent address            PA           X       Maintained by Student and used only by Admissions. Parent
                                                      address created if different from PR and P1.
PR     Permanent address         PR                   Maintained by all offices.
TE     Temporary address         TE                   Maintained by all offices.
XX     Reserved for                           X       Required reserved code for TGRFEED.
       TGRFEED only

          To support USD‘s emergency notification system, Banner will be the authoritative source
          for phone numbers and addresses. An HR data feed will update addresses for only current
          USD employees. If the addresses in Oracle HR are more recent, the data feed will update
          Banner addresses with Oracle HR addresses using the proposed schema in the table
          below.

                          HR Data Feed Update Mapping for Employees
                    Banner Address Type        Oracle HR Address Type
                    Business or work (BU)      USD office address
                    Human Resource (HR)        Home address


 3.3.1     Sources for additional information

          Several US Postal Service publications deal with addressing standards. The most
          comprehensive and accessible publication is Postal Addressing Standards, Publication 28.
          This is available from the US Postal Service as well as in a pdf format on the WWW at

                  http://pe.usps.gov/cpim/ftp/pubs/pub28/pub28.pdf

          The US Postal Service National Customer Support Center provides extensive address and
          zip code information:

                  http://www.usps.gov/ncsc/

          The Canadian Postal Service (Canada Post) also offers a useful web site:

                  http://www.canadapostca/CPC2/menuO1.html



 USD                                                                                   Version 1.003
                                                                                       Page 15 of 42
                                                                                       July 24, 2011
                                                                        Data Standards

      Information on International Addressing standards can be found at:

              http://www.columbia.edu/kermit/postal.html

3.3.2 USD Addresses
      On campus addresses are imported into the local addresses at the beginning of each term.
      The prior local address is end-dated as part of the import. Changes during the semester n
      campus address are manually entered.

      Campus address should use a mixed case format which is the standard combination of
      upper and lower case letters, i.e., not all capital letters or all lower case letters. Do NOT
      abbreviate unless you are limited by space.

      Be aware that on-campus student housing includes only Camino-Founders, Maher,
      Valley, Manchester Village and Vista residents. Mail to all other student housing such as
      Presidio Terrace apartments passes through the US Postal System.

      On Campus mail

      Student: Name                              Faculty & staff: Name
               On Campus Student                                  Department name
               Unit (box number)                                  Building name

      Incoming Mail Standards

      Student: Mail unit number and student assigned Zip+4 required.
                             Name
                             5998 Alcala Park Unit (box number)
                             San Diego, CA 92110-xxxx

             The Zip+4 numbers (xxxx) coincide with the assigned unit number as follows:

                          Unit (Assigned mail box number)          Zip+4 number
                          100 - 7999                               92110-2477
                          8000 - 8999                              92110-2478

      Faculty & staff: Assigned department required.
                              Name
                              Department Name
                              5998 Alcala Park
                              San Diego, CA 92110

3.3.3 City Standards
      Banner is configured to automatically enter the zip code when the city and state is
      entered. This is the preferred method.




USD                                                                                   Version 1.003
                                                                                      Page 16 of 42
                                                                                      July 24, 2011
                                                                        Data Standards

         Spell out city names whenever possible. All information is to be entered using mixed
          case format which is the standard combination of upper and lower case letters, i.e.,
          not all capital letters or all lower case letters.
         Do NOT abbreviate unless you are limited by space.
         Do NOT use commas in the city name field unless this is a non-US address and you
          are entering the state or province information in the city field.

3.3.4 County (STVCNTY)
      This field is not currently populated. Clean address software is not set up to allow
      population of this field, but we intend to pursue this for counties in the state of California.
      This would be used for statistical, reporting, and recruiting purposes. The county code
      follows the 3-digit Federal Information Processing Standards (FIPS).

3.3.5 State Standards (STVSTAT)
      Only US state, Canadian, or Australian province abbreviations should be entered. Banner
      is configured to automatically enter the state name when a zip code is entered. This is the
      preferred method of entering a state name. Otherwise, select the correct codes defined in
      STVSTAT.

3.3.6 International Addresses
      State and province codes for all foreign countries should be entered in the City field after
      the city.

      District should be entered in the 3rd line that Banner provides for address.

      Address formatting for the label or letter varies greatly by country. Although some of this
      can be taken care of in the word processing merge, all international addresses should be
      reviewed after the merge and modified to meet standards for each country. The table
      below summarizes the Banner standard for entry in the City field and attempts to provide
      examples for the address formats required for some of the more common countries.
      However, for complete formatting information please go to the following link that
      provides more detailed information on International Addressing standards:
      http://www.columbia.edu/kermit/postal.html

      Country          Entry in City field     Example of Formatted Address (City/State line is highlighted)
                                               CR MacDonald
      Australia        City, Province          17 Jones St
                                               Sydney NSW 2060 AUSTRALIA
                                               Saskatchewan Water Corp
                                               111 Fairford Street East
      Canada           City, Province
                                               Moose Jaw SK S6H 2X1
                                               CANADA
                                               Marina Costa e Silva
                                               Rua Afonso Canargo, 805
      Brazil           Rio de Janeiro-RJ
                                               20071-003 Rio de Janeiro-RJ
                                               BRAZIL


USD                                                                                    Version 1.003
                                                                                       Page 17 of 42
                                                                                       July 24, 2011
                                                                       Data Standards

       Country         Entry in City field    Example of Formatted Address (City/State line is highlighted)
                                              Sr. Héctor García Marizá
                                              Reina #35, apt. 4a, e/ Gervasio y Escobar
       Cuba            Palma Soriano, SC
                                              Palma Soriano, SC 22222
                                              CUBA
                                              Sig. Mario Rossi
                                              Viale Europa, 22
       Italy           ROMA RM
                                              00144 ROMA RM
                                              ITALY
                                              Facultad Latinoamericana de Ciencias Sociales
                                              Carretera Al Ajusco Km.13, Colonia Héroes de Padierna
       Mexico          México, DF             Apartado 20-021, Delegación Alvaro Obregón
                                              01000 México, DF
                                              MEXICO
                                              13 West Chang An Street
                                              Directorate General of Posts
                       City, Full Province
       China                                  310027 HANGZHOU, ZHEJIANG
                       Name
                                              CHINA

                                              Michael Everson
                                              20/22 Ross Road
       Ireland         town, ―Co.‖ county
                                              Ballincollig, Co Cork
                                              IRELAND

3.3.7 Zip Code Standards
      Zip codes MUST be entered for all United States and Canadian addresses.

      United States – Enter the 5 digit zip code. When the 9-digit zip code is available, place a
      hyphen between the first 5 and last 4 digits.

      Canadian – Enter the six character zip code with space after first three characters.

      International Postal Code – Enter the international postal code as supplied to you.

3.3.8 Nation Codes (STVNATN)
      Codes must be added for non-US addresses.

3.3.9 Military Address
      Military address information is to be entered using mixed case format which is the
      standard combination of upper and lower case letters, i.e., not all capital letters or all
      lower case letters. All domestic military mail should be entered in the format provided
      by the individual. Cities may contain Camp or AFB in them.

      Examples:
           Col. John Doe
           820 Main St.
           Minot AFB, ND 58705


USD                                                                                  Version 1.003
                                                                                     Page 18 of 42
                                                                                     July 24, 2011
                                                                       Data Standards

      Overseas military locations must contain the APO (Army Post Office) or FPO (Fleet Post
      Office) designation along with a two-character ―state‖ abbreviation of AE, AP or AA and
      the zip code.

      Enter APO or FPO into the City field and the military ―state‖ code (AA, AE or AP) into
      the State field. The zip will automatically populate.

      AA      for mail in the Americas other than Canada
      AE      for mail to Europe, the Middle East, Africa and Canada (090 through 098)
      AP      for mail destined to the Pacific (962 through 966)

      Examples:
           SSGT. Jane Doe
           Unit 2050 Box 4190
           APO AP 96522-1215

3.4   Telephone numbers (STVTELE)
      Telephone numbers are entered into three separate fields: area code, phone number and
      extension (if necessary). The three digit area code must be entered into its field for all
      phone numbers including the local areas. Enter the seven digit phone number without a
      hyphen. If an extension is provided, enter only the digits of the extension in the extension
      field. Do not enter EXT or X into the extension field.

      Telephone numbers should be accurate and reflect the most recent data received. When
      adding a new telephone number of the same type, the previous should be end-dated or
      inactivated, and the new phone added. Unless making a correction due to an initial entry
      error, do not change or delete the prior telephone number.

      Multiple phone numbers can be entered for a person or vendor using different address
      types. Use the appropriate phone type code from STVTELE. Only one phone type may
      be listed as primary.

                                  PHONE TYPES (STVTELE)
       Code          Description                           Explanation
      BI       Billing               Maintained by Student Accounts
      BU       Business or work      Maintained by all offices
      CELL     Cellular phone number Maintained by all offices
      EMER     Emergency Contact     Maintained by all offices
      FAX      Fax                   Maintained by all offices
      LO       Local phone number    Maintained by all offices
      MA       Mailing               Maintained by all offices
      P1       Parent 1              Maintained by all offices
      PA       Parents               Maintained by all offices
      PR       Permanent             Maintained by all offices
      TE       Temporary             Maintained by all offices

      To support USD‘s emergency notification system, Banner will be the authoritative source
      for phone numbers. An HR data feed will update phone numbers for only current USD


USD                                                                                 Version 1.003
                                                                                    Page 19 of 42
                                                                                    July 24, 2011
                                                                   Data Standards

      employees. If the phone numbers in Oracle HR are more recent, the data feed will update
      the Banner phone numbers with Oracle HR phone numbers using the proposed schema in
      the table below.

                             HR Data Feed Update Mapping
               Banner Phone Type           Oracle HR Phone Type
               Business or work (BU)       USD office phone
               Cell or mobile (CELL)       Cell phone
               Permanent (PR)              Home phone number




USD                                                                             Version 1.003
                                                                                Page 20 of 42
                                                                                July 24, 2011
                                                                        Data Standards



3.4.1 International telephone numbers
      International telephone numbers have not been consistently entered due in large measure
      to the variation in the online applications that students complete. Below is the preferred
      standard for entering these phone numbers, and when possible, we should strive to use
      this standard.

      International phone numbers are typically in the following format:
               country code - city code - phone number.

      To call an international number you also need the international prefix which is 011 for
      the U.S. Therefore when placing a call out of the U.S., you need to dial
              011 - country code - city code - phone number.

      Note: You do not need to dial 011 for those countries who are part of the North
      American Numbering plan (NANP - described in last paragraph of this section), or if you
      are placing a call to a country with an 809 country code, do not dial 011.

      Only the country code and city code should be entered into the “International
      Access” field. The country code consists of one to four digits and is required. The city
      code consists of one to three digits. Not all countries utilize city codes. The city code is
      often reported with a leading 0. Do not enter the 0. The phone number itself goes into
      the regular phone number field. The following website can be used as a reference for
      country codes: http://www.kropla.com/dialcode.htm

      NANP is an agreement among many North American countries (but not Mexico) that
      allows international numbers to be dialed in a manner similar to traditional US
      procedures (1+ area code). The country code for all NANP countries is 1. The following
      countries are considered to be part of the NANP and can be dialed using 1+ the three
      digit area code. Be sure to access the web site, http://www.kropla.com/dialcode.htm, for a
      complete listing of NANP countries. Any phone numbers from NANP countries can be
      entered into the domestic phone number field in the Banner system.

       Country                         Area Code      Country                         Area Code
       Anguilla                        264            Guam                            671
       Antigua                         268            Jamaica                         876
       Bahamas                         242            Montserrat                      664
       Barbados                        246            Northern Marianas Islands       671
                                                      (Saipan, Rota & Trinian)
       Barbuda                         268            Puerto Rico                     787
       Bermuda                         441            St Kitts/Nevis                  869
       British Virgin Islands          284            St. Lucia                       758
       Canada                          Multiple       St. Vincent and Grenadines      784
       Cayman Islands                  345            Trinidad and Tobago             868
       Dominica                        767            Turks and Caicos Islands        649
       Dominican Republic              809            US Virgin Islands               340
       Grenada                         473



USD                                                                                   Version 1.003
                                                                                      Page 21 of 42
                                                                                      July 24, 2011
                                                                       Data Standards

3.5   Email (GTVEMAL)
      An entity (person or non-person) may have multiple email addresses within the Banner
      system. At least one email address should be marked as ―preferred‖ if any is present. By
      default, the USD email address is the preferred email address. It should be the same as
      the address provided through the Luminus portal. A USD email must never be marked as
      ―display on Web‖ as this would permit its change. For non-USD persons, make sure the
      correct email is marked as preferred.

      Email addresses should be accurate and reflect the most recent data received. When
      adding a new email address of the same type, the previous should be end-dated and the
      new address added. Unless making a correction due to an initial entry error, do not
      change or delete the prior email address.

                                       Email Types (GTVEMAL)
        CODE      DESCRIPTION                     Web   Explanation
        BUSN      Business email address            X
        HOME      Personal email address            X
        HR        HR email addressRead only.        X   Populated and maintained by one-way
                                                        feed from HR Oracle to Banner. The
                                                        email address,
                                                        unknownhremail@default.unknown,
                                                        is used when there is neither a
                                                        physical address or an email address
                                                        in HR Oracle.
        R25       R25 Temporary Address             X   Needed to match faculty for R25
                                                        scheduling. Maintained by schedulers?
        USD       USD email address                 X
        WWW       Web address                       X


3.6   Date Standards
      Dates may be entered using any of the following formats: mmddyyyy, mmddyy,
      mm-dd-yyyy, or mm-dd-yy

      Today‘s date may be entered as T or as D.

      All dates will be displayed and stored as dd-mmm-yyyy. A search on date must be in
      the form dd-mmm-yyyy.

      Example:
      Enter                    Displayed as
      01171993                 17-JAN-1993
      11011992                 01-NOV-1992

3.7   Birth Date Standards
      Enter the date of birth as described above in the Date Standards section. If no birth date is
      given, leave it blank. An employee or current student making a date of birth change
      request must present a birth certificate, driver‘s license, passport or some other legal

USD                                                                                  Version 1.003
                                                                                     Page 22 of 42
                                                                                     July 24, 2011
                                                                       Data Standards

      document to either Human Resources or the University Registrar or, in the case of
      student employees, to Student Employment.

3.8   Confidential Information Indicator Standards
      This Confidential radio button on SPAIDEN is selected only if the student submits a
      ―Request To Restrict Directory Information‖ to the Registrar. In that case, the Registrar
      will NOT release publicly any Directory Information, and the Confidential button will be
      selected.

      Directory Information at USD includes the following:
           student's name
           USD e-mail address
           major field of study
           dates of attendance
           participation in officially recognized activities and sports
           degrees, honors, and awards received
           photograph

      More information about FERPA at USD can be found at the following website:
      http://www.sandiego.edu/registrar/ferpa/

      For those student records that are marked as confidential, Banner will alert the user with a
      pop-up message stating that the record is marked as confidential.

3.9   Citizenship Type Standards (STVCITZ)

      Code            Description             Citizen                      Explanation
                                             Indicator
                                                         A citizen of the Unites States, owing service to
       A     U.S. Citizen                        X
                                                         it, and having attendant political rights.
                                                         A person who is not a citizen but eligible for
      EN     Eligible Non-Citizen                X
                                                         federal financial aid
                                                         A person who is not a citizen or national of the
       N     Non-resident Alien
                                                         United States.
                                                         A person who is not a citizen or national of the
             Permanent Resident/ Res.
       P                                         X       United States and who has been lawfully
             Alien
                                                         admitted for permanent residence.
       R     Refugee                                     A person who has refugee or asylee status
       U     Unknown                                     A person whose citizenship status is not known.
                                                         A person who is undocumented and who is
       X     Non-Citizen, Instit. Aid Only
                                                         eligible for institutional financial aid.

      The Citizenship field in SPAIDEN, Biographical tab, is the correct place to look up a
      student‘s international status. Please note that Undergraduate and Graduate Admissions
      use the Residence field in SAAADMS to initially mark a student as international (I),
      domestic (D), or undeclared (0). Once a final determination regarding citizenship is
      made, the appropriate Admissions office will update the Citizenship field on SPAIDEN.



USD                                                                                  Version 1.003
                                                                                     Page 23 of 42
                                                                                     July 24, 2011
                                                                       Data Standards

       There is also a Residence field on the learner side in SGASTDN. This field is populated
       with the Residence field in admissions side in SAAADMS once the student‘s record is
       marked as eligible to enroll. However, for students brought over from legacy, the
       Residence field in SGASTDN is not utilized and shows as undeclared (0).

3.10   Gender Code Standards
       SPAIDEN provides three radio button options for Gender: Male, Female, and Not .
       Available. ―Not Available‖ should only be used for inquiries. Applicants or students
       should be classified as either Male or Female.

3.11   Ethnic Code Standards (STVETHN)
       The current ethnic categories that are being captured are listed below

       Code                    Description                        IPEDS Category
       1      American Indian/ Alaska Native             American Indian/ Alaska Native
       2      Asian                                      Asian
       2A     Asian, Filipino                            Asian
       2B     Asian, Indian                              Asian
       3      Black or African American (Non-Hispanic)   Black, Non-Hispanic
       4      Hawaiian or Pacific Islander               Pacific Islander
       5      Hispanic or Latino                         Hispanic
       5A     Hispanic, South/Cent American              Hispanic
       5B     Hispanic, Mexican                          Hispanic
       5C     Hispanic, Puerto Rican                     Hispanic
       6      White (Non- Hispanic)                      Caucasian/Non- Hispanic
       6A     White, Eastern European                    Caucasian/Non- Hispanic
       6B     White, Middle Eastern                      Caucasian/Non- Hispanic
       7A     Decline to State                           Race/ethnicity Unknown
       7B     Other/No Response                          Race/ethnicity Unknown


3.11.1 Collection and reporting of multiple ethnicities
       The US Department of Education has issued guidance mandating the collection and
       reporting of ethnicity and race using a new standard, which allows for individuals to
       select multiple ethnicity/race categories. All universities and colleges must be in
       compliance by Fall 2010.

       The new standard requires that we must use a two-question format — a question about
       ethnicity (ie, whether the individual is Hispanic/Latino) followed by a question about
       race, which can be one or more selections.

       To achieve this we must:
        Revise all student and employee application forms to be in compliance with this
           requirement for any new class entering Summer/Fall 2010. The challenge here will
           be to include all admissions offices — undergraduate, law, paralegal, continuing
           education, as well as the different graduate admission applications. Once revisions to
           the Undergraduate Common Application are known, (likely January 2009), then all


USD                                                                                 Version 1.003
                                                                                    Page 24 of 42
                                                                                    July 24, 2011
                                                                         Data Standards

            efforts will begin to align the questions regarding ethnicity and race on all university
            applications for admission and employment.
           Resurvey all current students and employees. Timing and methodology for this must
            be determined. By Fall 2010, we must be able to report all degrees and certificates
            awarded between 7/1/2009 and 6/30/2010 (i.e., Summer 2009, January 2010, and
            May 2010 graduates).

       Banner currently has functionality set-up for the two-question format in SPAIDEN.
       Responses to the first question regarding ethnicity will be entered in the ―New Ethnicity‖
       field. However, the responses for this field are seeded. Race selections would be entered
       in the ―Race‖ field and GORRACE is the validation table that would need to be updated.

3.12   Marital Status Code (STVMRTL)
       When needed by Student Financial Aid, the following codes will be used. The default
       value is blank.

         Code                Description                                  Explanation
       D           Divorced                         Once married, legally divorced and both living
       M           Married                          Legally married
       N           Not Stated                       Information not provided
       S           Single                           Never legally married
       R           Registered Domestic Partner      Registered legal partner
       U           Unknown                          Unknown
       W           Widowed                          Once married, but no longer and only one living
       P           Separated                        Legally married but living apart

3.13   Religion Code Standards (STVRELG)
       The following categories for religion have been reviewed and approved by University
       Ministry.

            Code                 Description
       BA              Baptist
       BD              Buddhist
       CA              Catholic
       CH              Other Christian
       EP              Episcopalian/Anglican
       HD              Hindu
       IS              Islam/Muslim
       JW              Jewish
       LD              Latter Day Saints/Mormon
       LU              Lutheran
       ME              Methodist
       ND              Non-Denominational
       NO              No Preference
       NR              Decline to State
       OR              Other
       OX              Orthodox
       PB              Presbyterian


USD                                                                                     Version 1.003
                                                                                        Page 25 of 42
                                                                                        July 24, 2011
                                             Data Standards

           Code                Description
      PR          Protestant
      SK          Sikh




USD                                                 Version 1.003
                                                    Page 26 of 42
                                                    July 24, 2011
                                                                       Data Standards


3.14   Legacy Code Standards (STVLGCY)
       Legacy codes track the relation of the applicant or student to a USD alumnus. This field
       is referenced in the General Person, Recruitment, and Admissions Modules. Codes are
       entered and maintained by Undergraduate and Graduate Admissions, but not Law School
       Admissions. University Relations accesses this information in their reporting views.

            Code                  Description
       G               Grandparent(s)
       P               Parent(s)
       S               Sibling(s)
       D               Domestic Partner/Spouse

3.15   Veteran Information (STVVETC)
       This table identifies sources of aid (chapters) for veterans, which is referenced on the
       General Student Form (SGASTDN). It is entered and maintained by the Registrar‘s
       Office. Financial Aid Services compares this information to that submitted in the
       student‘s FAFSA as part of the award processing. If there are discrepancies, processes are
       being put in place for the Registrar‘s Office to update STVVETC.

       Code                     Description                   Activity Date
       1       Ch 30 Inactive and Active Duty                     24-Apr-07
       2       Ch 31 Voc Rehab (VA pays)                          25-Apr-07
       3       Ch 35 Dep Edu Assist Prog                          24-Apr-07
       4       Ch 1607 Res Edu Assist Prog                        24-Apr-07
       5       Ch 1606 Selected Reserve                           24-Apr-07

3.16   Deceased Information
       Prompt attention is important so future mailings from all University offices are
       discontinued. Deceased status must be verified information, not just perceived
       information. Deceased person information must be verified by either death certificate,
       letter from the family, or notification from HR or the office of the USD President. HR
       will not take notification from family; it must be a legal document because of insurance
       issues. Remember that all processing stops.

       All population selections for communication purposes must search for, and exclude,
       deceased persons. Set end-date to death date (preferred) or current date if not known.

       An annual review of, and end dating of, addresses for deceased persons will be
       conducted.

       If you receive notification that a person has passed away, check the General Person
       screen GUASYST to see which Banner applications track this person. Notify the contact
       person for each Banner application. In the email include the following

               Name of Person
               Banner ID

USD                                                                                 Version 1.003
                                                                                    Page 27 of 42
                                                                                    July 24, 2011
                                                                   Data Standards

              Date of death (if known)
              Source of information

       On SPAIDEN, biographical tab, click box if the employee/student is deceased. Update
       the date of death, if known. If a date of death is entered, the deceased flag is set.
       Deceased information should be maintained using the same guidelines as name changes.
       Refer to the Data Change Rules section of this document.

3.17   Language Standards (STVLANG)
       This table provides codes to identify the native language spoken by the applicant or
       student. Codes are provided in Appendix 3. The field is referenced by the GOAINTL
       form, which is maintained by Undergraduate and Graduate Admissions. This field is not
       maintained for Law School applicants or students.




USD                                                                             Version 1.003
                                                                                Page 28 of 42
                                                                                July 24, 2011
                                                                      Data Standards


4 Student Information
      This manual also provides documentation for Banner validation tables that pertain to
      student information and require coordination between various departments. This includes
      validation tables for student type (STVSTYP), student level (STVLEVL), student cohorts
      (STVCHRT) and student attributes (STVATTS).

      When a department needs to add codes to these validation tables, in particular, to
      STVCHRT and/or STVATTS, the department will email the Data Standards group with
      the proposed new code and why. Feedback will help ensure that the proposed code is the
      best way to track the information in Banner. The Data Standards lead will finalize the
      conclusion and update the Data Standards manual.

4.1   Student Type (STVSTYP)
                                                            Next
                                                                       System
                Code     Description                       Student                Explanation
                                                                      Required
                                                            Type
                 0       Undeclared                           0           Y
                 A       Auditor                              A
                 C       Continuing                           C
                 D       Readmit Denovo                       C
                 E       Adult/Continuing Education           E
                 G       New Graduate                         C
                 J       New First-Year Law                   C
                 L       New Graduate Law                     C
                 N       New Freshman                         C
                 R       Readmit                              C
                 S       Special                              S
                 T       New Transfer                         C
                 V       Visitor                              V
                 X       Exchange                             X

      Rolling of student type from new to continuing is an end-of-term process done just prior
      to the end of pre-registration. This process creates a new general student record with the
      rolled student type and the next term.




USD                                                                                 Version 1.003
                                                                                    Page 29 of 42
                                                                                    July 24, 2011
                                                                          Data Standards



4.2       Student Level (STVLEVL)
                     Level                                  CEU          System
                                Description                                           Explanation
                     Code                                 Indicator     Required
                       0        Undeclared                    N            Y
                      CE        Continuing Education          Y
                      DR        Doctoral                      N
                      GR        Graduate                      N
                      JD        Juris Doctor                  N
                      JX        Juris Doctor-Numeric          N
                      LG        Law Graduate                  N
                      LX        Graduate Law-Numeric          N
                      PL        Paralegal                     N
                      UG        Undergraduate                 N


4.3       Cohorts and Attributes
          Cohorts (STVCHRT) and Student Attributes (STVATTS) have similar functionality in
          that they allow for students belonging to a defined group to be tracked. Attributes can be
          used with Student Billing and DARS.

          The Additional Student Information Form (SGASADD) maintains cohort codes, as well
          as attributes, which are assigned to the student by effective term. The person must be
          defined as a student for a term which is encompassed by the effective term range for that
          student on the General Student Form (SGASTDN). The cohort information records and
          attributes can be created manually on this form or may be rolled from the Admissions
          module upon creating the student record. In the Admissions module, Cohort and
          attributes are entered in SAAADMS, Contacts, Cohorts, Attributes tab.

4.3.1 Student Cohorts (STVCHRT)
          The following coding standard is used to identify which area is responsible for entering
          and maintaining codes used in STVCHRT.
                  1- Admissions
                  2- Financial Aid
                  3- Registrar
                  4- Student Accounts
                  5- Law (51 for Law Admissions & Financial Aid, 52 for Law Registrar)
                  6- Institutional Research & Planning
          The table below shows the current codes available for entry in STVCHRT.

      Cohort
                                                       Start     End        Degree
      Code        Description                                                         Explanation
                                                       Term      Term       Level
      (10 char)
      1HNMC       Hispanic Natl Merit Commended        200809    999999     BA
      1HNMF       Hispanic Natl Merit Finalist         200809    999999     BA


USD                                                                                    Version 1.003
                                                                                       Page 30 of 42
                                                                                       July 24, 2011
                                                                           Data Standards

   Cohort
                                                       Start      End      Degree
   Code         Description                                                         Explanation
                                                       Term       Term     Level
   (10 char)
   1HNMS        Hispanic Natl Merit Semi-Finalist      200809     999999   BA
   1HTH         High Tech High School                  200809     999999   OT
   1JTC         John Tracy Clinic On-Site              200809     999999   MA
   1JTC         John Tracy Clinic Dist Learn           200809     999999   MA
   1MCC         Masters/Credential Cohort              200809     999999   MA
   1NMC         Natl Merit Commended                   200809     999999   BA
   1NMF         Natl Merit Finalist                    200809     999999   BA
   1NMS         Natl Merit Semi-Finalist               200809     999999   BA



4.3.2 Student Attributes (STVATTS)
          Code
                     Description                    Explanation
          (3 char)
          1D         1st Year Day
          1E         1st Year Evening
          1F         1st Year Full Time
          1P         1st Year Part Time
          2D         2nd Year Day
          2E         2nd Year Evening
          2F         2nd Year Full Time
          2P         2nd Year Part Time
          3D         3rd Year Day
          3E         3rd Year Evening
          3F         3rd Year Full Time
          3P         3rd Year Part Time
          4E         4th Year Evening
          4P         4th Year Part Time
          FG         First Generation
          LN         Law
          LW         Law Graduate
          MBE        MBA Evening
          MBF        MBA Full Time
          MBB        Basketball, Men's
          MBS        Baseball, Men's
          MCC        Cross Country, Men's
          MCR        Crew, Men's
          MFB        Football, Men's
          MGO        Golf, Men's
          MSO        Soccer, Men's



USD                                                                                  Version 1.003
                                                                                     Page 31 of 42
                                                                                     July 24, 2011
                                                                 Data Standards

        Code
                   Description                  Explanation
        (3 char)
        MTE        Tennis, Men's
                   Non Profit Agency
        NPT
                   Indicator
        PLD        Paralegal Day
        PLE        Paralegal Evening
        PLX        Paralegal Extended Day
        WBB        Basketball, Women's
        WCC        Cross Country, Women's
        WCR        Crew, Women's
        WSB        Softball, Women's
        WSD        Swimming, Women's
        WSO        Soccer, Women's
        WTE        Tennis, Women's
        WVB        Volleyball, Women's

4.4   Letter Generation Tables (GTVLETR, STVMATL and GTVPARA)
      Entries in the tables associated with letter generation – GTVLETR, STVMATL and
      GTVPARA – are coded according to administrative unit.

                                             GTVLETR
      Department / Letter                                       Code
      Financial Aid                                             FA_*
               Financial Aid Award Letter                       FA_AWRD*
               Financial Aid Tracking Letter                    FA_TR*
      Graduate Admissions                                       GA_*
               Graduate Admissions Decision or Deposit Letter   GA_D*
               Graduate Admissions Inquiry Letter               GA_IQ*
      Law School                                                LW_*
      Undergraduate Admissions                                  UA_
               UG Admissions Application Follow-up Letter       UA_AP*
               UG Admissions Decision Letter                    UA_DC*
               UG Admissions Deposit Letter                     UA_DP*
               UG Inquiry Letter                                UA_IQ*

                            STVMATL
      Department                            Code
      Graduate Admissions                   G*
      Undergraduate Admissions              U*

                            GTVPARA
      Department                            Code
      Graduate Admissions                   GA_*
      Financial Aid                         FA_* and R_*?
      Law School                            LW_*
      Undergraduate Admissions              UA_*


USD                                                                          Version 1.003
                                                                             Page 32 of 42
                                                                             July 24, 2011
                                                                         Data Standards



4.5     Athletics/NCAA Tracking (STVACTC, STVSPRT, STVELIG)
Athletics tracks student athlete information in Student Sport screen (SGASPRT).

STVACTC is the validation table that identifies the different sports to be tracked and reported.

        Code (8 char)          Description                         Type         Category
        ICAMBASE               Men‘s Baseball                      SPRTS        ICA
        ICAMBASK               Men's Basketball                    SPRTS        ICA
        ICAMCCR                Men's Cross Country                 SPRTS        ICA
        ICAMFOOT               Men‘s Football                      SPRTS        ICA
        ICAMGOLF               Men's Golf                          SPRTS        ICA
        ICAMROW                Men's Rowing                        SPRTS        ICA
        ICAMSOCC               Men's Soccer                        SPRTS        ICA
        ICAMTENN               Men's Tennis                        SPRTS        ICA
        ICAWBASK               Women's Basketball                  SPRTS        ICA
        ICAWCCR                Women's Cross Country               SPRTS        ICA
        ICAWROW                Women's Rowing                      SPRTS        ICA
        ICAWSOCC               Women's Soccer                      SPRTS        ICA
        ICAWSOFT               Women‘s Softball                    SPRTS        ICA
        ICAWSWIM               Women's Swimming and Diving         SPRTS        ICA
        ICAWTENN               Women's Tennis                      SPRTS        ICA
        ICAWTRK                Women's Track                       SPRTS        ICA
        ICAWVOLL               Women's Volleyball                  SPRTS        ICA
        LGCIMPRT               Import of other legacy values       SPRTS        ICA

STVSPRT is the validation table for the student’s status in the sport for the term.
     Code (2 char)             Description
     AC                        Active
     IN                        Inactive

STVELIG is the validation table for the student’s eligibility for term. Codes may need to be added
to track those athletes from legacy as well as other types of eligibility conditions such as
Academic Disqualified, rules violation, etc.
         Code (2 char)           Description
         EX                      Exhausted Athletic Eligibility
         MD                      Medical
         AP                      Academic Progress




USD                                                                                   Version 1.003
                                                                                      Page 33 of 42
                                                                                      July 24, 2011
                                                                       Data Standards

APPENDIX 1 – Prefixes, Suffixes and Salutations
                                                                        SUFFIX           SALUTATION
             TITLE                      PREFIX (envelope)              (envelope)           (letter)
                                                 Academics
                                                                                      Dear Professor
                                                                                      Stone: or
professor                     Professor Joseph Stone                                  Dear
                                                                                      Dr./Mr./Mrs./Ms.
                                                                                      Stone:
associate professor           same as above                                           same as above
assistant professor           same as above                                           same as above
                                                                                      Dear Chancellor
chancellor, university        Dr./Mr./Mrs./Ms. Jane Stone
                                                                                      Stone:
                                                                                      Dear Chaplain
                                                                                      Stone: or
chaplain                      The Reverend Joseph Stone                               Dear Mr./Ms. Stone:
                                                                                      or
                                                                                      Dear Father Stone:
                                                                                      Dear Dean Stone: or
                              Dean Joseph Stone or
                                                                                      Dear
dean, college or university   Dr. Jane Stone
                                                                                      Dr./Mr./Mrs./Ms.
                              Dean, School of …
                                                                                      Stone:
                                                                                      Dear
instructor                    Mr./Mrs./Ms./Dr. Jane Stone                             Dr./Mr./Mrs./Ms.
                                                                                      Stone:
                                                                                      Dear President
                                                                                      Stone: or
                              President Jane Stone or
president                                                                             Dear
                              Dr./Mr./Mrs./Ms. Jane Stone
                                                                                      Dr./Mr./Mrs./Ms.
                                                                                      Stone:
                              The Reverend Joseph Stone                               Sir: or
president/priest
                              President of …                                          Dear Father Stone:

                                         Clerical & Religious Orders
                                                                                      Right Reverend
                              The Right Reverend Joseph Stone
abbott, Roman Catholic                                                                Abbott: or
                              Abbott of …
                                                                                      Dear Father Abbott:
                              The Most Reverend Joseph Stone
archbishop, Roman Catholic                                                            Your Excellency:
                              Archbishop of …
                              The Most Reverend Joseph Stone                          Your Excellency: or
bishop, Roman Catholic
                              Bishop of …                                             Dear Bishop Stone:
                                                                                      Dear Brother: or
brotherhood, Roman
                              Brother Joseph Stone                                    Dear Brother
Catholic
                                                                                      Joseph:
                              Brother Joseph                                          Dear Brother
brotherhood, superior
                              Superior                                                Joseph:
Cantor                        Cantor Jane Stone                                       Dear Cantor Stone:
                              His Eminence
cardinal                                                                              Your Eminence:
                              Joseph Cardinal Stone
                                                                                      Right Reverend
                                                                                      Monsignor: or
monsignor, Roman Catholic     The Right Reverend
                                                                                      Dear Monsignor: or
(domestic prelate)            Monsignor Joseph Stone
                                                                                      Dear Monsignor
                                                                                      Stone:



USD                                                                                 Version 1.003
                                                                                    Page 34 of 42
                                                                                    July 24, 2011
                                                                                    Data Standards

                                                                                       SUFFIX   SALUTATION
             TITLE                             PREFIX (envelope)                      (envelope)    (letter)
                                                                                             Very Reverend and
papal chamberlain               The Very Reverend
                                                                                             Dear Monsignor
Roman Catholic                  Monsignor Joseph Stone
                                                                                             Stone:
                                                                                             Dear Father: or
priest, Roman Catholic          The Reverend Joseph Stone
                                                                                             Dear Father Stone:
                                                                                             Dear Rabbi Stone:
                                                                           Jane Stone,
Rabbi                           Rabbi Jane Stone or                                          or
                                                                           D.D.
                                                                                             Dear Dr. Stone:
                                                                                             Dear Sister: or
sisterhood, Roman Catholic      Sister Mary Jane
                                                                                             Dear Sister Jane:
                                                                                             Reverend Mother: or
                                The Reverend
sisterhood, superior                                                                         Dear Reverend
                                Mother Superior
                                                                                             Mother:
For religious who are other than Roman Catholic, please see a recent copy of The Professional Secretary's
Handbook


             Military (officer ranks) (Use prefix, name, and suffix for all military ranks; officer and enlisted.)
USA = United States Army
USAF = United States Air Force
USCG = United States Coast Guard
USMC = United States Marine Corp.
USN = United States Navy

Admiral                            ADM Lee Stone,                       USCG/USN                   Dear Admiral Stone:
                                   Brig Gen Lee Stone,                  USAF                       Dear General Stone:
brigadier general                  BG Lee Stone,                        USA                        Dear General Stone:
                                   BGen Lee Stone,                      USMC                       Dear General Stone:
                                   Capt Lee Stone,                      USAF/USMC                  Dear Captain Stone:
Captain                            CPT Lee Stone,                       USA                        Dear Captain Stone:
                                   CAPT Lee Stone,                      USCG/USN                   Dear Captain Stone:
chief warrant officer              CWO Lee Stone,                       USAF/USA                   Dear Mr./Ms. Stone
                                   Col Lee Stone,                       USAF/USMC                  Dear Colonel Stone:
Colonel
                                   COL Lee Stone,                       USA                        Dear Colonel Stone:
commander                          CDR Lee Stone,                       USCG/USN                   Dear Commander Stone:
                                                                                                   Dear Ensign Stone: or
Ensign                             ENS Lee Stone,                       USCG/USN
                                                                                                   Dear Mr./Ms. Stone
                                   1st Lt Lee Stone,                    USAF                       Dear Lt. Stone:
first lieutenant                   1LT Lee Stone,                       USA                        Dear Lt. Stone:
                                   1st Lt Lee Stone,                    USMC                       Dear Lt. Stone:
                                   Gen Lee Stone,                       USAF/USMC                  Dear General Stone:
General
                                   GEN Lee Stone,                       USA                        Dear General Stone:
                                                                                                   Dear Lt. Stone: or
lieutenant                         LT Lee Stone,                        USCG/USN
                                                                                                   Dear Mr./Ms. Stone
                                   Lt Col Lee Stone,                    USAF                       Dear Colonel Stone:
lieutenant colonel                 LTC Lee Stone,                       USA                        Dear Colonel Stone:
                                   LtCol Lee Stone,                     USMC                       Dear Colonel Stone:
lieutenant commander               LCDR Lee Stone,                      USCG/USN                   Dear Commander Stone:
                                   Lt Gen Lee Stone,                    USAF                       Dear General Stone:
lieutenant general                 LTG Lee Stone,                       USA                        Dear General Stone:
                                   LtGen Lee Stone,                     USMC                       Dear General Stone:
                                                                                                   Dear Lt. Stone: or
lieutenant (junior grade)          LTJG Lee Stone,                      USCG/USN
                                                                                                   Dear Mr./Ms. Stone
Major                              Maj Lee Stone,                       USAF/USMC                  Dear Major Stone:


USD                                                                                                 Version 1.003
                                                                                                    Page 35 of 42
                                                                                                    July 24, 2011
                                                                              Data Standards

                                                                                SUFFIX            SALUTATION
            TITLE                           PREFIX (envelope)                  (envelope)              (letter)
                                  MAJ Lee Stone,                    USA                     Dear Major Stone:
                                  Maj Gen Lee Stone,                USAF                    Dear General Stone:
major general                     MG Lee Stone,                     USA                     Dear General Stone:
                                  MajGen Lee Stone,                 USMC                    Dear General Stone:
rear admiral                      RADM Lee Stone,                   USCG/USN                Dear Admiral Stone:
                                  2d Lt Lee Stone,                  USAF                    Dear Lt. Stone:
Second lieutenant                 2LT Lee Stone,                    USA                     Dear Lt. Stone:
                                  2dLt Lee Stone,                   USMC                    Dear Lt. Stone:
vice admiral                      VADM Lee Stone,                   USCG/USN                Dear Admiral Stone:
Warrant officer                   WO Lee Stone,                     USAF/USA                Dear Mr./Ms. Stone
                                                                                            Dear Cadet Lee Stone:
Cadet                             Cadet Lee Stone                                           or
                                                                                            Dear Mr./Ms. Stone
                                                                                            Dear Midshipman Stone:
midshipman                        Midshipman Lee Stone                                      or
                                                                                            Dear Mr./Ms. Stone

                                               Military (enlisted ranks)
Airman                            AMN Lee Stone,                    USAF                    Dear Airman Stone:
airman basic                      AB Lee Stone,                     USAF                    Dear Airman Stone:
airman first class                A1C Lee Stone,                    USAF                    Dear Airman Stone:
chief petty officer               CPO Lee Stone,                    USCG/USN                Dear Mr./Ms. Stone
corporal                          CPL Lee Stone,                    USA                     Dear Corporal Stone:
Gunnery sergeant                  GySgt Lee Stone,                  USMC                    Dear Sergeant Stone:
lance corporal                    L/Cpl Lee Stone,                  USMC                    Dear Corporal Stone:
                                  MSGT Lee Stone,                   USAF                    Dear Sergeant Stone:
master sergeant
                                  MSG Lee Stone,                    USA                     Dear Sergeant Stone:
petty officer                     PO Lee Stone,                     USCG/USN                Dear Mr./Ms. Stone:
                                  PVT Lee Stone,                    USA                     Dear Private Stone:
Private
                                  Pvt Lee Stone,                    USMC                    Dear Private Stone:
private first class               PFC Lee Stone,                    USA                     Dear Private Stone:
Seaman                            SMN Lee Stone,                    USCG/USN                Dear Seaman Stone:
Seaman first class                S1C Lee Stone,                    USCG/USN                Dear Seaman Stone:
senior master sergeant            SMSGT Lee Stone,                  USAF                    Dear Sergeant Stone:
                                  SGT Lee Stone,                    USAF                    Dear Sergeant Stone:
sergeant
                                  SG Lee Stone,                     USA                     Dear Sergeant Stone:
sergeant major(this is a title,                                                             Dear Sergeant Major
                                  SGM / Sgt. Maj. Lee Stone,        USA/USMC
not a rank)                                                                                 Stone:
specialist (could be 1-4)         S4 Lee Stone,                     USA                     Dear Specialist Stone:
                                  SSGT Lee Stone,                   USAF                    Dear Sergeant Stone:
staff sergeant
                                  SSG Lee Stone,                    USA                     Dear Sergeant Stone:
technical sergeant                TSGT Lee Stone,                   USAF                    Dear Sergeant Stone:


                                                     Professions
                                                                                            Dear Mr./Ms./Mrs.
                                  Mr./Ms./Mrs. Jane Stone or        Attorney-at-law or      Stone:
attorney
                                  Jane Stone,                       Esq.                    Dear Mr./Ms./Mrs.
                                                                                            Stone:



USD                                                                                           Version 1.003
                                                                                              Page 36 of 42
                                                                                              July 24, 2011
                                                                      Data Standards

                                                                       SUFFIX             SALUTATION
          TITLE                     PREFIX (envelope)                 (envelope)             (letter)
Dentist                    Joseph Stone,                     DDS                   Dear Dr. Stone:
medical doctor             Jane Stone,                       MD                    Dear Dr. Stone:
acupuncture physician      Jane Stone,                       AP                    Dear Dr. Stone:
audiology doctorate        Joseph Stone,                     AuD                   Dear Dr. Stone:
doctor of chiropractic     Jane Stone,                       DC                    Dear Dr. Stone:
doctor of homeopathic
                           Joseph Stone,                     DHm                   Dear Dr. Stone:
med.
doctor of medical
                           Jane Stone,                       DMD                   Dear Dr. Stone:
dentistry
doctor of osteopathy       Joseph Stone,                     DO                    Dear Dr. Stone:
doctor of oriental
                           Jane Stone,                       DOM                   Dear Dr. Stone:
medicine
doctor of podiatric
                           Joseph Stone,                     DPM                   Dear Dr. Stone:
medicine
homeopathic medical
                           Jane Stone,                       HMD                   Dear Dr. Stone:
doctor
naturopathic doctor        Joseph Stone,                     ND                    Dear Dr. Stone:
naturopathic medical
                           Jane Stone,                       NMD                   Dear Dr. Stone:
doctor
doctor of optometry        Joseph Stone,                     OD                    Dear Dr. Stone:
oriental medicine doctor   Jane Stone,                       OMD                   Dear Dr. Stone:
doctor of psychology       Joseph Stone,                     PsyD                  Dear Dr. Stone:
doctor of pharmacy         Joseph Stone,                     PharmD                Dear Dr. Stone:
veterinarian               Jane Stone,                       DVM                   Dear Dr. Stone:
                                                                                   Dear Mr./Ms./Mrs.
registered nurse           Joseph Stone,                     RN
                                                                                   Stone:
                                                                                   Dear Mr./Ms./Mrs.
licensed practical nurse   Jane Stone,                       LPN
                                                                                   Stone:


                           Other Academic/Educational Degrees/Certifications
doctor of education           Joseph Stone,              EdD                 Dear Dr. Stone:
doctor of philosophy          Jane Stone,                PhD                 Dear Dr. Stone:
                                                                             Dear Mr./Ms./Mrs.
certified public accountant Joseph Stone,                CPA
                                                                             Stone
                                                                             Dear Mr./Ms./Mrs.
certified financial planner   Jane Stone,                CFP
                                                                             Stone

                                             Family titles
                                                                                   use 'Messrs.' if writing
                           Mr. Joseph Stone
                                                                                   to more than one
                                                                                   use 'Mses.' or 'Mss.' if
                           Ms. Jane Stone
                                                                                   writing to multiples
                                                                                   use 'Mesdames' if
                           Mrs. Jane Stone                                         writing to more than
                                                                                   one
                           Joseph Stone,                     Jr.                   Dear Mr. Stone:


USD                                                                                  Version 1.003
                                                                                     Page 37 of 42
                                                                                     July 24, 2011
                                                                       Data Standards

                                                                         SUFFIX            SALUTATION
          TITLE                        PREFIX (envelope)                (envelope)            (letter)
                             Joseph Stone,                   Sr.                     Dear Mr. Stone:
                             Joseph Stone,                   I                       Dear Mr. Stone:
                             Joseph Stone,                   II                      Dear Mr. Stone:
                             Joseph Stone,                   III                     Dear Mr. Stone:
                             Joseph Stone,                   IV                      Dear Mr. Stone:
                             Joseph Stone,                   V                       Dear Mr. Stone:




                         Other historical codes (do not use these anymore)
estate of …                 EST
Mr. and Mrs.                M/M
Dr. and Mrs.                D/M
Dr. and Dr.                 D/D
Dr. and Rev.                D/R
Honorable and Mrs.          H/M
Reverend and Mrs.           R/M

For the proper form of address for a married couple where one spouse has a title, please see The
Professional Secretary's Handbook.

For the proper form of address for diplomats and federal, state, and local officials, please see a recent
copy of The Professional Secretary's Handbook. In general, use 'The Honorable' with the name and
include the person's title on the second line. Generally, the salutation is 'Mr./Ms./Mrs.' except use the
title for the attorney general, cabinet members, congressional committee chairs, supreme court justices,
governors, judges, the postmaster general, the president, secretary of state, senator, speaker of the
house, and vice president.


                           Some Commonly Used Religious Order Suffixes
Srs of the Blessed Virgin Mary   BVM              Srs of the Holy Cross                               CSC
De La Salle Brothers             FSC              Immaculate Heart of Mary Rep.                       HM
Little Sisters of the Poor       LSP              Order of Franciscan Minors                          OFM
Order of Preachers               OP               Sisters of Charity                                  OSC
Ursuline Nuns                    OSU              Order of St Francis                                 OSF
Order of St Benedict             OSB              Sisters of Mercy                                    RSM
Srs of Charity of Nazareth       SCN              Franciscan Srs of the Poor                          SFP
Society of Jesus                 SJ               Society of Mary                                     SM
Sisters of Notre Dame            SND              School Srs of Notre Dame                            SSN
Divine Word Missionaries         SVD




USD                                                                                   Version 1.003
                                                                                      Page 38 of 42
                                                                                      July 24, 2011
                                                               Data Standards

Appendix 2 – California Codes (STVCNTY)
Not yet populated but will be pursuing this in the future.

      Code Name                      Code       Name         Code   Name




Appendix 3 – Language Spoken (STVLANG)

         Code                 Description
         AFR                  AFRIKAANS
         ARA                  ARABIC
         ASM                  ASSAMESE
         AZE                  AZERBAIJANI
         BEL                  BELARUSIAN
         BEN                  BENGALI
         BUL                  BULGARIAN
         CAT                  CATALAN
         CYM                  WELSH
         CZE                  CZECH
         DAN                  DANISH
         DUT                  DUTCH
         ENG                  ENGLISH
         EST                  ESTONIAN
         FAS                  PERSIAN (Farsi)
         FIN                  FINNISH
         FRE                  FRENCH
         GER                  GERMAN
         GLE                  IRISH
         GRE                  GREEK
         GUJ                  GUJARATI
         HAW                  HAWAIIAN
         HEB                  HEBREW
         HIN                  HINDI
         HRV                  CROATIAN
         HUN                  HUNGARIAN
         HYE                  ARMENIAN
         ICE                  ICELANDIC


USD                                                                        Version 1.003
                                                                           Page 39 of 42
                                                                           July 24, 2011
                                  Data Standards

      Code   Description
      IND    INDONESIAN
      ITA    ITALIAN
      JAV    JAVANESE
      JPN    JAPANESE
      KAT    GEORGIAN
      KHM    KHMER
      KOR    KOREAN
      KUR    KURDISH
      LAO    LAOTIAN
      LAT    LATIN
      LAV    LATVIAN
      LIT    LITHUANIAN
      MAL    MALAYALAM
      MAR    MARATHI
      MKD    MACEDONIAN
      MOL    MOLDAVIAN
      MON    MONGOLIAN
      MSA    MALAY
      NOR    NORWEGIAN
      PAN    PUNJABI
      POL    POLISH
      POR    PORTUGUESE
      RUM    ROMANIAN
      RUS    RUSSIAN
      SAN    SANSKRIT
      SLO    SLOVAK
      SLV    SLOVENIAN
      SMO    SAMOAN
      SOM    SOMALI
      SPA    SPANISH/CASTILLIAN
      SQI    ALBANIAN
      SRP    SERBIAN
      SWE    SWEDISH
      TAM    TAMIL
      TAT    TATAR
      TEL    TELUGU
      TGL    TAGALOG (Filipino)
      THA    THAI
      TON    TONGA
      TUR    TURKISH
      UKR    UKRAINIAN
      URD    URDU
      VIE    VIETNAMESE
      XXX    OTHER
      ZHO    CHINESE

USD                                      Version 1.003
                                         Page 40 of 42
                                         July 24, 2011
                           Data Standards

      Code   Description
      ZUL    ZULU




USD                               Version 1.003
                                  Page 41 of 42
                                  July 24, 2011
                                                                        Data Standards

Appendix 4 – Document History
         Date and Sections              Author                        Notes
      June 22, 2006 / 3           Steffanie Hoie
      July 19, 2006 / 2 & 3       Steffanie Hoie
      July 27, 2006 / 2.2 & 3.6   Steffanie Hoie
      July 28, 2006 / 3.7-3.9,    Susan Bugbee     3.17 Question about workflow for Banner
      3.17
      July 28, 2006 / 3.16 VA     Susan Bugbee     3.16 Will these VA codes work for Banner
                                                   (don‘t know criteria for fields)
      August 4, 2006/TOC          Elaine Winfrey   Table of Contents – removed references to
                                                   front page; updated page numbers
      August 4, 2006/3.11-        Elaine Winfrey   Not known which codes and categories, if
      3.14                                         any, are seeded in Banner and what
                                                   customization is allowed. Categories and
                                                   codes listed are optimal and will need to be
                                                   reviewed again during implementation.
      August 22, 2006 / 2     Steffanie Hoie       International address changes
      August 23, 2006/various Elaine Winfrey/      Documented color coding schema to
                              Steffanie Hoie       section 1.1 and reviewed entire document
                                                   for color coding. Updated Table of
                                                   Contents.
      September 6, 2006           Elaine Winfrey   Updated religion codes
      November 9, 2006            Elaine Winfrey   Changed ethnic code description from
                                                   ―Refused‖ to ―Declined to State‖
      November 27, 2006           Steffanie Hoie   Added Language and State Codes
      January 18, 2007            Steffanie Hoie   Updated Marial Status Codes and
                                                   Citizenship Type Codes
      January 2008                Elaine Winfrey   Updated STVATYP, STVEMAL, and
                                                   STVLGCY
      February 5, 2008            Elaine Winfrey   STVSTAT and International Address
                                                   formats
      June 4, 2008                Elaine Winfrey   Added section 4 on Student Information –
                                                   STVCHRT and STVATTS
      Summer 2008                 Elaine Winfrey   Updated entire document per meetings
                                                   with Data Standards Team




USD                                                                                    Version 1.003
                                                                                       Page 42 of 42
                                                                                       July 24, 2011

								
To top