nation codes - stvnatn validation table - home | · web viewproject lewis data standards...

LEHIGH UNIVERSITYPROJECT LEWIS

Data Standards Manual

Lehigh UniversityLEWIS Data Standards Manual

OVERVIEW.............................................................................................................5

PROCEDURE FOR GRANTING ACCESS TO BANNER.......................................6

BANNER DATA STEWARDS AND DATA MANAGERS.........................................7

NAME STANDARDS FOR DATA ENTRY...............................................................8

NAME CHANGE STANDARD.................................................................................8

NAME STANDARDS - LAST NAME.....................................................................10

NAME STANDARDS - FIRST NAME....................................................................10

NAME STANDARDS - MIDDLE NAME.................................................................11

NAME STANDARDS - NAME PREFIX.................................................................12

NAME STANDARDS - NAME SUFFIX..................................................................14

NAME STANDARDS - NON-PERSON NAME......................................................15

ADDRESS STANDARDS FOR DATA ENTRY......................................................16

ADDRESS CHANGE STANDARD........................................................................16

ADDRESS STANDARDS - STREET ADDRESS..................................................17

ADDRESS STANDARDS - CITY STANDARDS...................................................22

ADDRESS STANDARDS - COUNTY CODES, STATE, PROVINCE, TRUST TERRITORY CODES AND NATION CODES.......................................................22

ADDRESS STANDARDS - ZIP CODES...............................................................22

ADDRESS STANDARDS - MILITARY ADDRESSES...........................................23

TELEPHONE NUMBER STANDARDS.................................................................24

ID NUMBER STANDARD......................................................................................25

SOCIAL SECURITY NUMBER CHANGE STANDARD........................................25

PERSONAL INFORMATION MAINTENANCE STANDARD - SPAPERS FORM. 26

Revised – April, 2007 of 85


E-MAIL ADDRESS TYPE CODES - GTVEMAL VALIDATION TABLE.................29

NAME TYPE CODES - GTVNTYP VALIDATION TABLE.....................................30

ZIP/POSTAL CODES - GTVZIPC VALIDATION TABLE......................................31

ACADEMIC YEAR CODES - STVACYR VALIDATION TABLE............................32

ADDRESS SOURCE CODES - STVASRC VALIDATION TABLE........................34

ADDRESS TYPE CODES - STVATYP VALIDATION TABLE...............................36

BUILDING CODES - STVBLDG VALIDATION TABLE.........................................39

CAMPUS CODES - STVCAMP VALIDATION TABLE..........................................44

CITIZENSHIP CODES - STVCITZ VALIDATION TABLE.....................................46

COMMENT TYPE CODES - STVCMTT VALIDATION TABLE.............................47

COUNTY CODES - STVCNTY VALIDATION TABLE...........................................48

COLLEGE CODES - STVCOLL VALIDATION TABLE.........................................49

DEGREE CODES - STVDEGC VALIDATION TABLE..........................................50

ACADEMIC DEPARTMENT CODES - STVDEPT VALIDATION TABLE..............51

DEGREE LEVEL CODES - STVDLEV VALIDATION TABLE...............................54

ETHNICITY AND RACE CODES - STVETHN, GTVRRAC VALIDATION TABLES; GORRACE FORM.....................55

EVENT TYPE CODES - STVETYP VALIDATION TABLE....................................57

LEVEL CODES - STVLEVL VALIDATION TABLE................................................59

LEGACY CODES - STVLGCY VALIDATION TABLE...........................................60

MAJOR, MINOR, CONCENTRATION CODES - STVMAJR VALIDATION TABLE..............................................................................................................................61

MARITAL STATUS CODES - STVMRTL VALIDATION TABLE...........................62



NATION CODES - STVNATN VALIDATION TABLE............................................63

RELIGION CODES - STVRELG VALIDATION TABLE.........................................64

RELATIONSHIP CODES - STVRELT VALIDATION TABLE................................66

SOURCE/BACKGROUND INSTITUTION CODES - STVSBGI VALIDATION TABLE...................................................................................................................67

STATE CODES - STVSTAT VALIDATION TABLE...............................................68

STUDENT TYPE CODES - STVSTYP VALIDATION TABLE...............................69

TELEPHONE TYPE CODES - STVTELE VALIDATION TABLE...........................70

TERM CODES - STVTERM VALIDATION TABLE...............................................73

MECHANICAL ENTRIES......................................................................................74

A/R DETAIL CODE NAMING LOGIC –.................................................................75

APPENDIX A - ADDRESS CHANGE FORM EXAMPLE 1..................................80

APPENDIX B - ADDRESS CHANGE FORM EXAMPLE 2..................................81

APPENDIX C - HISTORY.....................................................................................82

HISTORY - ITEMS/ISSUES REVIEWED..............................................................83

HISTORY ITEMS REFERRED TO STEERING COMMITTEE..............................84



OVERVIEW

SCT’s Banner System is Lehigh University’s integrated database. Within an integrated database various modules share data items; so that, it is necessary for shared data items to be entered and used in a definitive and consistent manner throughout all modules in order to preserve the data integrity of the database.

The Data Standards Team was formed by the LEWIS Steering Committee to review these shared items and make recommendations to the LEWIS Steering Committee. This manual is a culmination of many hours of collaborative work by staff members from many departments affected by each module within the integrated database.

The purpose of this manual is to set forth the rules and policies for the use of these shared data items and for data entry in general.



PROCEDURE FOR GRANTING ACCESS TO BANNER

1. The following steps will be taken to initiate the creation of a BANNER account or addition of security classes or reporting roles:

2. Supervisor will initiate the request on behalf of the user to the appropriate data manager.

3. If requesting access to Banner Finance or Web for Finance, the supervisor must fill out the web-based Finance access request form and submit it to the Finance data manager.

4. Each data steward or, if so delegated, data manager must submit an email request to the Security Coordinator granting access to the BANNER area for which they have responsibility. The email request must include:

a. User IDb. Name c. Departmentd. Titlee. Campus Addressf. List of User Classes to be assignedg. Banner instance names (ex. FINT, BNCO)

5. In addition, the Finance data manager will also forward a copy of the Finance Access Request form to the Security Coordinator, request an Oracle account for the user, and set up the appropriate fund/org security in Banner.

6. The BANNER account will be created with the security classes and reporting roles requested by the supervisor and approved by the data manager. Upon successful completion of the appropriate training by the user and sign off of security (FERPA) statement, the user will be given their account and password information.

7. Subsequent requests for access to additional Banner modules for current BANNER users will require the same process of the supervisor submitting the request, data manager emailing approved additions to Security Coordinator, and successful completion of training prior to granting the new access.

8. Users requesting access to the Development Officer module of Web for Alumni/Development must complete Banner and FERPA training.

9. Under no circumstances will a user receive their account or additional access until the appropriate training has been completed.

10.To arrange for Banner accounts for temporary data entry employees, the supervisor must first request an email account from the Information Security office (8-3830), then steps 1 through 3 must be followed. All temporary data entry personnel must have their own unique



Banner id and password. Supervisors must notify the Security office when each temporary employee’s assignment is finished so the account can be deactivated.

11. For Student employee accounts steps 1 through 3 must be followed.

BANNER DATA STEWARDS AND DATA MANAGERS

System Area Data Steward Data ManagerAlumni Bonnie Devlin Willa Ostrosky

Admissions Bruce Gardiner Debbie WhiteSam Symia

Financial Aid Linda Bell Ella Marsh

Finance - General Kathy Miller Leslie SnowBob Siegfried

Finance - Purchasing Linda Roberts Linda RobertsBob Siegfried

Human Resources/Payroll

Jim Tiefenbrunn Toni Lee FebboKathy Miller

Bob Siegfried

Student - Billing Mike King George Yeh

Student Bruce Correll Emil Gnasso



Name Standards for Data Entry

This standard was developed in order to provide maximum flexibility in accommodating the many types of names currently in use.

DATA SOURCE:Various data entry standards for names were reviewed by the Data Standards Team. The standards already in use by the Admissions and Development offices provided the basis for our decisions.

MAINTENANCE:Name information will be maintained by all offices with update capability.

Contact Person: Mary Louise Powers

NOTES:Name prefix information originated from within the codes already in use by the Alumni/Development module. These codes are stored in custom table STVLUPF.

See later sections for complete list of name standards for data entry.

Name Change Standard

This standard was developed in order to provide maximum flexibility in accommodating name change requests by University constituents.

ORIGIN:The areas that require some form of documentation prior to effecting a name change are HR, Payroll, and the Registrar's Office. Admissions and Alumni do not require any formal documentation.

All offices requiring some form of documentation prior to name changes will jointly develop a comprehensive policy that encompasses every office's needs for the timeframe for hard copy retention and backup documentation (i.e. SSN card, marriage/divorce documents, court order, etc.).



The BANNER name change will be done only after the data entry person has determined under which systems a person has information using the GUASYST form. The GUASYST form lists the BANNER systems that contain information about a person/organization.

If the person in question does have employee box checked on the GUASYST form, the data entry person will call HR/Payroll to determine if the name change may be done. If HR/Payroll approves the change the data entry person may proceed, otherwise the data entry person will need to contact the person in question and explain that the appropriate documentation required by HR/Payroll must be presented in order to make the name change.

In the situations where a name change is performed upon the receipt of the appropriate documentation, the hard copy documentation will be retained in the office performing the change for the agreed-upon timeframe. Any person requiring access to that hard copy documentation will use the activity date and user information stored in BANNER to determine from which office to request the documentation. Since these records are requested infrequently this arrangement is acceptable to all concerned areas.

MAINTENANCE:If the person requesting the name change has employee box checked on the GUASYST form, the data entry person will call HR/Payroll to determine if the name change may be done. If HR/Payroll approves the change the data entry person may proceed, otherwise the data entry person will need to contact the person in question and explain that the appropriate documentation required by HR/Payroll must be presented in order to make the name change.

Admissions will be permitted to perform name changes without formal documentation as long as the person has information only in the Admissions or Recruiting modules of BANNER (as displayed on the GUASYST form).

Development will be permitted to perform name changes without formal documentation as long as the person has information only in the Alumni modules of BANNER (as displayed on the GUASYST form). Name changes for alumni/ae may also be performed (in this example the person would also display on the GUASYST form as having Student information).

NOTES:In order to maintain a historical record of the name at time of graduation for student transcripts, a transcript comment will be created at graduation listing the name under which the person graduated. All previous names are retained within BANNER and are searchable.

HR/Payroll also requested a report that would list employee name changes done within a certain time period in order to make sure that the information in their files is up to date in accordance with federal regulations. . Payroll will pursue this option when they begin implementing BANNER.



NAME STANDARDS - LAST NAME

All information is typed in upper/lower case format, i.e., not all capital letters or all lower case letters.

All name information will be entered as submitted by person.

Hyphens may be used to separate double last names (i.e., Cooper-Smith). If there are two unhyphenated last names (i.e., Monica Lou Stevens Smith), Stevens Smith would be entered into the Last Name field.

Apostrophes may be used in such names as O'Leary, O'Conner, etc.

The period is not used in the last name field.

Commas are never used.

Do NOT use suffixes in the last name field. Banner has separate fields for both prefix and suffix located on the xPAIDEN form. Refer to pages x through x of this document.

Examples: III, Jr., M.D., etc., should never be used in the last name field.

NAME STANDARDS - FIRST NAME

All information is typed in upper/lower case format, i.e., not all capital letters or all lowercase letters. Always enter the entire first name when available even if they prefer to use the initial of their first name and prefer their middle name.


Hyphens may be used.

Apostrophes may be used.

The period is used after a single character initial in the first name field only when all that is available is an initial:



Single Character First Names should be entered with a period. In those cases where a single character is designated as first name, place the single character in the first name field followed by a period.

For example: S. Paul Smith would be entered as “S. Paul” into the First Name field.

Preferred First Name should be entered into the preferred name field. For example: S. Paul Smith, “Paul” would be entered into the preferred name field.


Spaces are permitted for double names, i.e., Mary Ann, Bobby Joe.

Do NOT use titles, prefixes, and suffixes in the first name field.

Examples: Dr., Mr., Mrs., should never be used in the first name field.

NAME STANDARDS - MIDDLE NAME

All information is typed in upper/lower case format, i.e., not all caps or all lower case letters. Enter the entire middle name if available for identification purposes.


Hyphens may be used to separate double names.


The period will be entered in the middle name field for people providing only a middle initial.

Example Person name is John A.H. Smith - a period is entered after both initials.

Last: Smith First: John Mid: A. H.

Example: Monica L. Stevens Smith

Last: Stevens Smith First: Monica Mid: L.




Spaces are permitted between multiple names.

Example: Mary Ann

NAME STANDARDS - NAME PREFIX

NOTE: If adding an individual for the first time and no prefix is specified, please enter Mr. as the default for all males and Ms. for all females. If gender is not available do not enter any prefix. If name suffix of MD or PhD is used, do not enter name prefix of Dr.

PREFIX DESCRIPTION1Lt. First Lieutenant: Army1stLt. First Lieutenant: Air Force, Marine Corps2Lt. Second Lieutenant: Army2ndLt. Second Lieutenant: Air Force, Marine CorpsAmb. AmbassadorAmb. & Mrs. Ambassador andBG Brigadier General: ArmyBGen. Brigadier General: Air ForceBrigGen. Brigadier General: Marine CorpsBrother Brotherhood, CatholicCAPT Captain: Navy, Coast GuardCDR Commander: Navy, Coast GuardCOL Colonel: ArmyCPT Captain: ArmyCapt. Captain: Air Force, Marine CorpsCapt. & Mrs. Captain and Mrs.: USAF, USMCCol. Colonel: Air Force, Marine CorpsCol. & Mrs. Colonel & Mrs.: USAF, USMCDean Dean: College or UniversityDr. Anyone with doctorateDr. & Mrs. Doctor & Mrs.Drs. DoctorsENS Ensign: Navy, Coast GuardEst. of Estate ofGEN General: ArmyGen. General: Air Force, Marine CorpsGen. & Mrs. General and Mrs.Gov. Governor



PREFIX DESCRIPTIONHon. JudgeHon. & Mrs. Judge and Mrs.Justice Supreme Court, Associate JusticeLCDR Lieutenant Commander: Navy, Coast GuardLCDR & Mrs. Lieutenant Commander & Mrs.: USN, USCGLCpl Lance Corporal: MarinesLT Lieutenant: ArmyLTC Lieutenant Colonel: ArmyLTG Lieutenant General: ArmyLTJG Lieutenant Junior Grade: Navy, Coast GuardLt. Lieutenant: Air Force, Marine CorpsLtCol. Lieutenant Colonel: Air Force, Marine CorpsLtGen. Lieutenant General: Air Force, MarinesMAJ Major: ArmyMG Major General: ArmyMSG Master Sergeant: ArmyMSgt. Master Sergeant: Air Force, Marine CorpsMaj. Major: Air Force, Marine CorpsMajGen. Major General: Air Force, Marine CorpsMayor MayorMdme. Madame: foreign femaleMiss Female, unmarriedMr. MaleMr. & Dr. Mister and DoctorMr. & Mrs. Married: male and femaleMrs. Female, married or widowedMs. FemaleMsgr. MonsignorPrince PrinceProf. Professor: College or UniversityProf. & Mrs. Professor and femaleRADM Rear Admiral: NavyRT. REV. Right ReverendRabbi RabbiRev. Clergy: ProtestantRev. & Mrs. Married clergy: ProtestantRev. Dr. Clergy with Doctorate: ProtestantRev. Dr. & Mrs. Married clergy with doctorate: ProtestantRev. Father PriestSenator SenatorSir Sir



PREFIX DESCRIPTIONSister Member of Sisterhood

NAME STANDARDS - NAME SUFFIX

CODE DESCRIPTION CODE DESCRIPTION

B.V.M. Blessed Virgin Mary O.S.B. Order of St Benedict

CFRE Certified Fund Raising Executive

P.C. Past Commander, Police Constable, Post Commander

CLU Chartered Life Underwriter P.E. Protestant Episcopal

CPA Certified Public Accountant Ph.D. Doctor of Philosophy

C.S.C. Congregation of Holy Cross Ret. Retired

C.S.J. Sisters of St. Joseph R.G.S Sisters of Our Lady of Charity of the Good Shepherd

D.C. Doctor of Chiropractic R.N. Registered Nurse

D.D. Doctor of Divinity R.N.C. Registered Nurse Clinician

D.D.S. Doctor of Dental Surgery S.H.C.J. Society of Holy Child Jesus

D.M.D.

Doctor of Dental Medicine S.J. Society of Jesus

D.O. Doctor of Osteopathy S.N.J.M. Sisters of Holy Names of Jesus & Mary

D.V.M. Doctor of Veterinary Medicine

Sr. Senior

Ed.D. Doctor of Education S.S.M.O. Sister of Saint Mary Order

Esq. Esquire USA United States Army

II The Second USAF United States Air Force

III The Third USAFR United States Air Force Reserve

IV The Fourth USAR United States Army Reserve

Inc. Incorporated USCG United States Coast Guard

J.D. Juris Doctor USMC United States Marine Corps

Jr. Junior USMCR United States Marine Corps Reserve



CODE DESCRIPTION CODE DESCRIPTION

LL.D. Doctor of Laws USN United States Navy

Ltd. Limited USNR United States Navy Reserve

M.D. Doctor of Medicine

O.D. Doctor of Optometry

NAME STANDARDS - NON-PERSON NAME

All information is typed in upper/lower case format, i.e., not all capital letters or all lower case. Enter the full legal name of the non-person.

Hyphens may be used to separate double names.


The period may be used.

Commas may be used.

Spaces are permitted between multiple names.

Examples:

Georgia-Pacific Foundation, Inc.W.W. Grainger, Inc.J.P. Morgan & Co. Incorporated

NOTE: An ampersand ("&") is used if it is part of the official name of the company, otherwise spell out "and".



ADDRESS STANDARDS FOR DATA ENTRY

This standard was developed in order to provide maximum flexibility in accommodating the many types of addresses currently in use.

ORIGIN:Various data entry standards for addresses were reviewed by the Data Standards Team. The standards already in use by the Admissions and Development offices provided the basis for our decisions.

MAINTENANCE:Address information will be maintained by all offices with update capability.


NOTES:See later section for complete list of address standards for data entry

ADDRESS CHANGE STANDARD

This standard was developed in order to accommodate the need to update address information within BANNER.

ORIGIN:Payroll/HR and the Registrar's Office require any address change requests in writing from the person whose address is being changed. Development and Admissions do not require a written request, as changes may be requested in a variety of ways including via telephone call.

For offices requiring written notification an example paper form is provided in Appendix C. This format includes the old address, the new address, and information about when the new address becomes/became active. This additional information will be useful in correctly identifying the person for whom the change is being made, as well as allowing the data entry person to accurately capture date information related to change of addresses.

MAINTENANCE:Address information will be maintained by all offices with the security privilege to allow them to create/update address information.




NOTES:The major concern with address changes is with Payroll. They need to know when a home address has changed so they can make the appropriate changes for tax and bond purposes. Payroll has suggested that a report be created to list address changes for Payroll-related people. This report would be similar to one now in use in PPS and would be run on a daily basis. Payroll will pursue this option when they begin implementing BANNER.

ADDRESS STANDARDS - STREET ADDRESS

MULTIPLE ADDRESS LINESBANNER provides three lines of street address information for both person and non-person records. However, three address lines will not print on one-inch labels or be viewable through a standard window envelope without adjustments in the size of the font. If it is at all possible try to keep address information to two lines.

Note: There are times when the zip code for the street address is different from the zip code for the PO Box, i.e., a Bakersfield street address and a Bakersfield PO Box number. Enter the appropriate zip to the address above the city. This is the address used for mailing purposes.

Information Provided Address Example

Dr. John F. SmithEvergreen Building1379 Main StreetPO Box 2351Bakersfield, CA 93311

Dr. John F Smith(Line1:) Evergreen Building, 1379 Main St.(Line2:) PO Box 2351 Bakersfield, CA 93311

All information is typed in upper/lower case format, i.e., not all caps or all lower.

Address information will be entered as provided by the person. Avoid abbreviations unless space considerations force you to abbreviate.

DO NOT use periods or the # sign after abbreviations or after PO (i.e. PO Box 3232).

Symbols such as "%" (in care of) should not be used. "In Care Of" should not be used.

Recommended abbreviations:Apartment = Apt Floor = Fl



Space = Sp Suite = Ste Room = Rm Department = Dpt

Examples:102 Main St Apt 101 1600 Central Pl Bldg 141356 Executive Dr Ste 202 55 Sylvan Blvd Rm 18

Compass directions which are used to identify the geographic area of a city may be abbreviated as:

East = E South = S North = NWest = W Northeast = NE



Street AbrevALLEE AlyALLEY AlyANNEX AnxARCADE ArcAVENUE AveBAYOO ByuBAYOU ByuBEACH BchBEND BndBG BgBLUFF BlfBLVD BlvdBOTTOM BtmBOULEVARD BlvdBRANCH BrBRIDGE BrgBROOK BrkBURG BgBYPASS BypBYU ByuCAMP CpCANYON CynCAPE CpeCAUSEWAY CswyCENTER CtrCIRCL CirCIRCEE CirCLB ClbCLIFF ClfsCLUB ClbCMP CpCNTER CtrCNYN CynCORNER CorCORNERS CorsCOURSE CrseCOURT CtCOVE CvCOVES CvCIRCLE CirCRESCENT CresCREEK CrkCROSSING XingCROSSWAY Cswy



Street AbrevDALE DlDAM DmDIVIDE DvDRIVE DrESTATE EstEXPRESSWAY ExpyEXTENSION ExtFALL FallFALLS FlsFERRY FryFIELD FldFIELDS FldsFL FlFLAT FltFORD FrdFORDS FrdFOREST FrstFORGE FrgFORK FrkFORT FtFRD FrdFREEWAY FwyFRST FrstFRY FryFT FtGARDEN GdnsGATEWAY GtwyGLEN GlnGREEN GrnGROVE GrvHARBOR HbrHAVEN HvnHEIGHT HtsHIGHWAY HwyHILL HlHOLLOW HolwINLET InltISLAND IsISLANDS IssJUNCTION JctKEY KyKEYS KyKNOLL KnlsKNOLLS KnlsLAKE Lk



Street AbrevLAKES LksLANDING LndgLANE LnLANES LnLIGHT LgtLIGHTS LgtLOAF LfLOCK LcksLOCKS LcksLODGE LdgLOOP LoopMALL MallMAJOR MjrMEADOW MdwMlLL MlMISSION MsnMOUNTAIN MtnMANOR MnrHILL HlORCHARD OrchOVAL OvalPARK ParkPASS PassPATH PathPIKE PikePINE PnesPARKKWAY PkyPLACE PlPLAIN PlnPLAINES PlnsPLAZA PlzPOlNT PtPORT PrtPORTS PrtPRAIRIE .PrRADIAL RadlRADIEL RadlRANCH RnchRANCHES RnchRAPID RpdsRIDGE RdgROAD RdREST RstRIVER RivROW Row



Street AbrevSHOAL ShlSHORES ShrsSPRINGS SpgsSPUR SpurSQUARE SqSTATION StaSTART StartSTRAVE StraSTREAM StrmSTREET StSUMMIT SmitTERRACE TerTURNPIKE TpkeTRACE TrceTRACK TrakTRAFFICWAY TrfyTRAILER TrlrTRAIL TrlTUNNEL TunlUNION UnVALLEY VlyVIADUCT ViaVIEW VwVILLAGE VlgVILLE VlVISTA VisWALK WalkWAY WayWELLS W


ADDRESS STANDARDS - CITY STANDARDS

All information is typed in upper/lower case format, i.e., not all caps or all lower.

Punctuation is never used.

Do NOT enter Canadian Provinces into the City Field. Canadian Provinces are Alberta, British Columbia, Labrador, Manitoba, New Brunswick, New Foundland, Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon, and have their own code for entry into the State Field. Note: Canadian addresses must include the city in the City Field and the Province in the State Field. Enter CA (Canada) into the Nation field.

ABBREVIATIONS

Air Force Base AFBMarine Corps Air Station MCASNaval Air Station NA

ADDRESS STANDARDS - COUNTY CODES, STATE, PROVINCE, TRUST TERRITORY CODES and NATION CODES

Use List of Values to view current codes.

ADDRESS STANDARDS - ZIP CODES

Zip/postal codes MUST be entered for all U.S. and Canadian addresses.

U.S - A hyphen must be used when the entire 9 digit zip code is available. If the last four digits are unavailable, enter the first five digits without the hyphen.

Examples: 9720397203-5798

Canadian – Enter the six character postal code. Do not add spaces in Canadian postal codes.

Examples: T2T2Y5R2L1N4

ADDRESS STANDARDS - MILITARY ADDRESSES

Foreign Military AddressEnter the APO or AFO code into the CITY field. In the State Field enter:

AE - Europe, Middle East, Africa, Canada [ZIP=09nnn]AP – Pacific [ZIP=96nnn]AA - The Americas (excluding Canada) [ZIP=34nnn]

Examples: Alice VanFrogulemenHHB 6th Battalion 43rd Box 72Air Defense Artillery CMR 417APO AE 09602-8802

U.S. Military AddressEnter the APO or AFO code into the CITY field and the normal state code into the State field.

Examples: APO (AA, AE, AP) Nine Digit ZIP codeFPO (AA, AE, AP) Nine Digit Zip codeAE for mail going to EUROPE, the MIDDLE EAST, AFRICA and CANADA (090

thru 098)AP for mail destined to the Pacific (962 thru 966)AA for units in the AMERICAS other than CANADA (340)

Examples: APO AE 09815APO AP 96207APO AA 34030FPO AE 09508FPO AP 96522FPO AA 34091

Air Force Base (AFB)Enter the City into the City Field followed by AFB (all CAPS) for Air Force Base.

Example: 5 202A 2nd St Elmendorf AFBAK 99506-1207

TELEPHONE NUMBER STANDARDS

The telephone number is entered in a three field format:

Area CodeThe three digit area code must be entered for all phone numbers.

Phone NumberEnter the seven digit number without inserting a hyphen.

Examples: 28373005741386

ExtensionIf an extension number is provided, enter only the digits of the extension. Do NOT enter EXT or X into the extension field.

Examples: 73001764

International Phone NumbersEnter phone number sequence into the International area as provided by person. Use a dash (instead of a space) to separate the number sequence. The comment field may also be used to record any helpful information relating to the phone number.

Examples: 44-171-370-017382-2-766-970444-0-765-62020359-82-962929

ID Number Standard

This standard was developed in order to determine what identification number would be assigned to all persons/organizations entered into BANNER.

ORIGIN:This standard was developed in order to determine what identification number would be assigned to all persons/organizations entered into BANNER. The BANNER ID number is the key to all information within the BANNER system. The system provides the ability to use an already defined number or system generated number. A system generated number will be used as the primary identification number within BANNER. System generated numbers will begin with an "8". For example, a system-generated number would appear as: 800234598.

In the past, accounts receivable created an ID number identified by an "AR" followed by a sequential number. This ID number schema was necessary to identify 3rd party payees for student billing purposes. The sequential number was a one-up number tracked manually in the Bursar's Office. The Bursar's Office no longer creates new "AR" ID numbers, but continues to use existing ones.

(Prior to May 1, 2004 Social Security number was used as the Banner ID number. Due to security concerns about using the Social Security number as the Banner ID, the ID standard was revised by the Lewis Steering Committee. Under no circumstances should a new record be created using an SSN as the Banner ID).

MAINTENANCE:ID information will be maintained by all offices with the security privilege to allow them to create new persons/organizations. Government agency IDS will be maintained exclusively by the Office of Research and Special Projects.


SOCIAL SECURITY NUMBER CHANGE STANDARD

This standard was developed in order to accommodate the need to update Social Security Number (SSN) information. The SSN information is used primarily for Payroll and Financial Aid in accordance with Federal regulations. The areas that require some form of documentation prior to changing SSN information are HR, Payroll, Financial Aid and the Registrar's Office. The required documentation is an original Social Security Card. Admissions and Alumni do not require any formal documentation.

Social Security Number Change

The BANNER SSN change will be done only after the data entry person has determined under which systems a person has information using the GUASYST form. The GUASYST form lists the BANNER systems that contain information about a person/organization. If the person for whom the changes are being made has information in the Human Resources module (as displayed on the GUASYST form), the data entry person will NOT perform the change and will refer the person to the Payroll Office. This will allow the payroll office to maintain the copies of the Social Security card as required by law for all current or past employees.

Admissions will be permitted to correct the SSN without a copy of the Social Security Card as long as the person has information only in the Admissions or Recruiting modules of BANNER (as displayed on the GUASYST form).

Financial Aid will be permitted to correct the SSN with a copy of the Social Security Card as long as the person does not have information in the Human Resources module of BANNER (as displayed on the GUASYST form).

The Registrar's Office will be permitted to correct the SSN with a copy of the Social Security Card as long as the person does not have information in the Human Resources module of BANNER (as displayed on the GUASYST form).

No other areas will be permitted to change Social Security Numbers

Financial Aid will be permitted to correct SSN/ID's with a copy of the Social Security Card as long as the person does not have information in the Human Resources module of BANNER (as displayed on the GUASYST form).

The Registrar's Office will be permitted to correct SSN/ID's with a copy of the Social Security Card as long as the person does not have information in the Human Resources module of BANNER (as displayed on the GUASYST form).

No other areas will be permitted to change Social Security Numbers/ID's.

Personal Information Maintenance Standard - SPAPERS Form

This standard was developed in order to accommodate the need to update personal information on the SPAPERS Personal Information form within BANNER.

ORIGIN:The SPAPERS form contains personal information that is shared across all of the BANNER modules. When a user has access (update or view only) to this form they can view/update information for all people. The group reviewed the following data elements on this shared form: Gender, Date of Birth, Confidentiality Indicator, Citizenship, Ethnicity, Marital Status, and Religion.

MAINTENANCE:Personal information will be maintained by all offices with the security privilege to allow them to create/update address information.

Following are the guidelines developed for use when updating this information.

Gender - A change from "unknown" to male or female requires no additional documentation. Any change from male to female or vice versa will require the person requesting change to provide documentation. Acceptable documentation includes passport, birth certificate or drivers license.

Date of Birth - If change does not affect the year of birth no documentation is required (i.e. typographic error, transposed digits). If update requires year of birth to be modified, the person must provide documentation prior to change. Acceptable documentation includes passport, birth certificate or drivers license.

Confidentiality Indicator - The confidentiality indicator is to be used in conjunction with the SPACMNT Comment Form. When a person is marked confidential on SPAPERS, a comment will be created on SPACMNT to provide information about the nature of the confidentiality request as well as the department placing the confidentiality indicator on the record. This information is to be changed ONLY by the department originating the confidentiality flag.

Citizenship Indicator - This field is used to designate the U.S. citizenship status for people. Valid codes include 'Y' - citizen, 'N' - non-citizen, 'P' - permanent resident, 'U' - Unknown. Discussion centered on whether this field is used for Payroll/HR since the Financial Aid module has an additional citizenship field. This additional field is used for receiving the citizenship information provided by the Federal government. Additional follow up is needed to determine if this information affects Payroll.

Ethnicity - May be changed by anyone with update access to the SPAPERS form. Appropriate documentation is required to support a change from one ethnicity to another (i.e. Native American to Hispanic). Any official document listing ethnicity will be accepted as proof to support the ethnicity change. A change from "unknown" to another ethnicity does not require formal documentation.

Marital Status - A marital status change will be done only after the data entry person has determined under which systems this person has information using the GUASYST form. The GUASYST form lists the BANNER systems that contain information about a person/organization.

If the person in question has the employee box checked on the GUASYST form, the data entry person will contact the person and explain that the appropriate documentation required by HR/Payroll must be presented in order to make the marital status change.

Religion - May be changed by anyone with update access to the SPAPERS form. No documentation is required to support the change.

Legal Name - Used for HR and Payroll to record the name as it appears on an employee's Social Security Card. Is to be changed ONLY by Payroll/HR.

Deceased Indicator - The deceased indicator/date of death information may be updated by anyone with update capability, however, HR would like to have a report that they can run to identify anyone with employee information that was deceased as of a certain date. This would allow HR to contact the next of kin for information since Human Resources requires a death certificate in order to process death benefits

Veteran Information - Will be used by Human Resources; no one else should update these data elements.

NOTES:None.

E-MAIL ADDRESS TYPE CODES - GTVEMAL VALIDATION TABLE

The e-mail type codes from the GTVEMAL validation table are used for classifying the type of e-mail and World Wide Web addresses entered on the GOAEMAL - E-Mail Address Form.

DATA SOURCE:The e-mail type codes were defined by the Data Standards Team. The codes already in use by Alumni/Development provided the basis for our decisions.

MAINTENANCE:The information in the GTVEMAL validation table will be maintained by Enterprise Systems Implementation.


NOTES:1) The LU email code will indicate a Lehigh University email address in the four-character

network ID format (i.e. abc1). The "@lehigh.edu" designator will not be included. When a LU email address is entered on the GOAEMAL form it becomes the "Primary" email address by default. This primary designator may be changed if requested.

2) Each person will have only ONE email address of each type (even though the form allows multiple addresses of the same type). One of these addresses must be marked as primary.

3) If a person provides only one email address this address becomes the primary address by default.

GTVEMAL Validation Table TABLE VALUES:

CODE DESCRIPTION COMMENTSAA Alumni AliasAF Alumni ForwardingDB Do not use - Dev DirectoryDH Do not use - Dev DirectoryEB Business format is [email protected] Home/Personal format is [email protected] Invalid LU address - Do Not UseLB Do not use - Dev LMLM Do not use - Dev LMLU Lehigh University LU students/faculty/staff - format is abc1SP SpouseWW World Wide Web format is www.scooby.comNAME TYPE CODES - GTVNTYP VALIDATION TABLE

The name type codes from the GTVNTYP validation table are used for classifying the types of person/organization names entered into the BANNER system

DATA SOURCE:The use of name types is not currently being used. The definition of these codes will be done when/if it is decided that the University will use this functionality.

MAINTENANCE:None at this time.

Contact Person: None at this time.

NOTES:None

ZIP/POSTAL CODES - GTVZIPC VALIDATION TABLE

The zip codes from the GTVZIPC validation table are used on the SPAIDEN Address Form for the entry of address information.

DATA SOURCE:The zip codes and associated city name descriptions have been purchased from an external vendor: ZIPINFO.COM. This company will mail quarterly updates that will be applied by Enterprise Systems Implementation.

MAINTENANCE:The information in the GTVZIPC validation table will be maintained by Enterprise Systems Implementation.


NOTES:Due to the volume of codes associated with this table the detailed information has not been included in this document. Refer to the production database for specific values.

ACADEMIC YEAR CODES - STVACYR VALIDATION TABLE

The academic year codes from the STVACYR validation table are used for grouping terms into academic years.

DATA SOURCE:The academic year codes and descriptions were defined by the Data Standards Team with input from Bruce Correll and our SCT Consultant, Donna Harrison. The codes already in use by undergraduate and graduate admissions provided the basis for our decisions.

MAINTENANCE:The information in the STVACYR validation table will be maintained by the Office of the Registrar.

Contact Person: Bruce Correll

NOTES:None

STVACYR Validation Table TABLE VALUES:

CODE DESCRIPTION COMMENTS1981 1980-1981 Academic Year1982 1981-1982 Academic Year1983 1982-1983 Academic Year1984 1983-1984 Academic Year1985 1984-1985 Academic Year1986 1985-1986 Academic Year1987 1986-1987 Academic Year1988 1987-1988 Academic Year1989 1988-1989 Academic Year1990 1989-1990 Academic Year1991 1990-1991 Academic Year1992 1991-1992 Academic Year1993 1992-1993 Academic Year1994 1993-1994 Academic Year1995 1994-1995 Academic Year1996 1995-1996 Academic Year1997 1996-1997 Academic Year1998 1997-1998 Academic Year1999 1998-1999 Academic Year2000 1999-2000 Academic Year2001 2000-2001 Academic Year

STVACYR Validation Table TABLE VALUES:

CODE DESCRIPTION COMMENTS2002 2001-2002 Academic Year2003 2002-2003 Academic Year2004 2003-2004 Academic Year2005 2004-2005 Academic Year2006 2005-2006 Academic Year2007 2006-2007 Academic Year0000 Beginning of Time system required9999 End of Time system required

ADDRESS SOURCE CODES - STVASRC VALIDATION TABLE

The address source codes from the STVASRC validation table are used for classifying the origin of address change information on the SPAIDEN Address Form.

DATA SOURCE:The address source codes and descriptions were defined by the Data Standards Team. The codes already in use by Alumni/Development provided the basis for our decisions.

MAINTENANCE:The information in the STVASRC validation table will be maintained by Enterprise Systems Implementation.


NOTES:Only Alumni/Development is using the address source codes at this time.

STVASRC Validation Table TABLE VALUES:

CODE DESCRIPTION COMMENTSAP Accounts Payable

ASTF Alumni Association StaffAll codes currently used by Alumni/Development only

CALL Phone call from individualCGPF Class Gift Pledge FormDSTF Development StaffEDI Electronic Data InterchangeEMS EMS, Inc. NCOA Addresses ELML E-MailFAID Financial Aid GuarantorGRP1 Group 1 Address VerificationLM Liquid MatrixLTTR LetterMLTR Matching Gift LetterNEWS Newspaper ClippingOTHR Other Sources within LehighPCI DirectoryPHON PhonathonPOMR Post Office Mail ReturnedPU Purchasing

STVASRC Validation Table TABLE VALUES:

CODE DESCRIPTION COMMENTSRA Research AdministrativeRB Research BillingRC ResearchRD ResearchREGS Registar Diploma InquiriesRF Research FinancialRG ResearchRH ResearchRI Research Intellectual PropertyRJ ResearchRK ResearchRL ResearchRM ResearchRN ResearchRO ResearchRP Research Payment Fiscal ReportRQ Research Procurement ReportingRR ResearchRS ResearchRSUR Reunion SurveyRT ResearchRU ResearchRV ResearchRW ResearchRX ResearchRY ResearchRZ ResearchSELF Self-reportedSRSI Student Records SystemTRCA Tracer Alumni AssociationTRCC Credit Bureau TraceTRHB Harris Business InformationWEB World Wide Web

ADDRESS TYPE CODES - STVATYP VALIDATION TABLE

The address type codes from the STVATYP validation table are used for classifying address information on the SPAIDEN Address Form.

DATA SOURCE:The address type codes and descriptions were defined by the Data Standards Team. The codes already in use by the Alumni/Development and Admissions provided the basis for our decisions.

MAINTENANCE:The information in the STVATYP validation table will be maintained by Enterprise Systems Implementation.


NOTES:

STVATYP Validation Table TABLE VALUES:

Code Description Definition Used ByAP Accounts Payable APBI Billing 1 First address to which bills are to be sent ARB2 Billing 2 2nd Address to which bills are to be sent ARBU Business Non-person address/Employer Address Admissions/ AlumniDB Do not use - Dev

DirectoryDevelopment Directory interface address Alumni

DH Do not use - Dev Directory

Development Directory interface address Alumni

EC Emergency Contact Address

Address of person designated as emergency contact (if not Home or Parent address)

Student/HR

EM Employer Information Indicates current employer name/address College of Business MBA Program

HO Home Address of permanent residence. Address of Graduate students in Saucon Village.

Alumni/Admissions/HR/Student

LB Do not use - LM Web interface address AlumniLH Do not use - LM Web interface address AlumniMA Mailing Address Address to which mail is sent (other than

home, i.e. PO Box, school address)Alumni/Admissions

MG Matching Gift Address of matching gift processing company at donor organization.

Alumni


Code Description Definition Used ByPA Parent Address Address of Parents/Primary Parent Admissions/

Alumni /StudentPB Parent Address 2 Address of Parents/Secondary Parent when

different than student’s HO address or the PA address. Typically the non-custodial parent’s address.

Student/Admissions

PC Parent Address 3 3rd Parent Address- used when address is different from the HO, PA, and PB addresses.

Student

PU Purchasing PurchasingRA Research

AdministrativeAddress of sponsor agencies/corporations that fund grants.

Office of Research

RB Research Billing Address of sponsor agencies/corporations that fund grants.

Office of Research

RF Research Financial Address of sponsor agencies/corporations that fund grants.

Office of Research

RI Research Intellectual Property

Address of sponsor agencies/corporations that fund grants.

Office of Research

RL Research Legal Address of sponsor agencies/corporations that fund grants.

Office of Research

RP Research Payment/Fiscal Report

Address of sponsor agencies/corporations that fund grants.

Office of Research

RT Research Technical Address of sponsor agencies/corporations that fund grants.

Office of Research

SCSchool Campus Address

Campus Address for students/faculty/staff Student/HR

SE Seasonal Home Vacation/seasonal address Alumni/PayrollSO School Off-Campus

AddressOff-Campus address for undergraduate students

Student

TE Temporary Address Short term address Alumni/AdmissionsUC University Campus

Box Address Post Office Box address in Ulrich Center Student

UK Unknown, deceased or inactive

Development

W2 Do not use – PayrollReporting

Last known address for annuitants or former employees with no active Banner addresses who are due to receive a W2 form.

Payroll

XX Reserved for TGRFEED use only (Alumni)

Development

BUILDING CODES - STVBLDG VALIDATION TABLE

The building codes from the STVBLDG validation table are used for room assignments within the Housing module and classroom assignments within the Events Management module.

DATA SOURCE:The building codes and descriptions were defined by the Data Standards Team. The codes already in use by the Registrar’s Office for classroom scheduling and Facilities/Housing for dormitories and fraternities/sororities provided the basis for our decisions.

MAINTENANCE:The information in the STVBLDG validation table will be maintained by the Registrar’s Office.


NOTES:In general, letter codes were used for buildings in which classes are scheduled. The codes used by Housing for dormitories and fraternities/sororities were derived from the numeric codes used by Facilities.

In order to be able to retrieve the building name from the description field, the format for entering the building description should be as follows –

The first 5 spaces are for facilities building number and/or spaces. The description should begin on the sixth character.

STVBLDG Validation Table TABLE VALUES:

CODE DESCRIPTION COMMENTS056 056 Alpha Chi Omega (Congdon)093 093 Alpha Chi Rho061 061 Alpha Gamma Delta(Leavitt062 062 Alpha Omicron Pi (McConn)098 098 Alpha Phi106 106 Alpha Sigma Phi099 099 Alpha Tau Omega027 027 Alumni Memorial Building

000 000 Anticipated Housing Used by Res Services when assignment not known

055 055 Beardslee House125 125 Ben Franklin Tech Center


CODE DESCRIPTION COMMENTS083 083 Beta Theta Pi114 114 Boiler House (Bldg D)127 127 Brickman Industries201 201 Brodhead House054 054 Carothers House305 305 Centennial SchoolCU 017 Chandler-Ullmann Hall135 135 Child Care Ctr-More House105 105 Chi Phi084 084 Chi PsiXS 014 Christmas-Saucon Hall010 010 Cntrl Ht & RefrigerationCO 032 Coppee HallCX 033 Coxe Lab23C 23C Ctr For Social Research060 060 Delta Gamma (Thornburg)086 086 Delta Phi020 020 Delta Sigma Phi089 089 Delta Tau Delta081 081 Delta Upsilon143 143 Diamond HouseDIST Distance Education065 065 Dravo House064 064 Drinker HouseDR 035 Drown Hall003 003 Facilities Service/Phy Pl08B 08B Fairchild-Mart Comp CtrFM 008 Fairchild-Martindale Lib194 194 Financial Aid Office195 195 Fraternity Mgt OfficeFR 013 Fritz Lab100 100 Gamma Phi Beta140 140 Gibson HouseGR 039 Grace Hall137 137 Hartman HouseHOSP Hospital (Biol Externship)199 199 Human ResourcesHU 224 Humanities CenterIA 111 Iacocca HallIL 117 Imbt Lab


CODE DESCRIPTION COMMENTS036 036 Johnson Hall115 115 Jordan Hall (Bldg F)085 085 Kappa Alpha059 059 Kappa Alpha Theta(Smiley)087 087 Kappa Sigma097 097 Lambda Chi AlphaLA 034 Lamberton HallLL 016 Lewis LabLI 030 Linderman LibraryMG 009 Maginnes Hall118 118 Mail/Prntg Svc (Bldg J)MA 000 Mart Library067 067 McClintic-Marshall House189 189 Media Relations23A 23A Micro-Computer StoreMO 200 Mohler Lab134 134 More HouseMU 006 Mudd Building150 150 Murray Goodman StadiumNV 006 Neville Hall041 041 Newman Center23B 23B Office of ResearchPA 019 Packard Lab022 022 Packer House018 018 Packer Memorial Church053 053 Palmer House101 101 Phi Delta Theta104 104 Phi Gamma Delta088 088 Phi Kappa Theta090 090 Phi Sigma Kappa123 123 Philip Rauch Field HousePH 015 Philosophy Building057 057 Pi Beta Phi999 999 Pi Kappa Alpha Building not maintained by Facilities028 028 President's HousePR 040 Price Hall080 080 Psi Upsilon004 004 Purchasing/Bus Service021 021 ROTC House063 063 Rathbone Hall


CODE DESCRIPTION COMMENTSRB 037 Rauch Business CenterRH 123 Rauch Field House066 066 Richards House197 197 Risk Management Office026 026 Sayre Building109 109 Sayre Park Village001 001 Service Bldg/Warehouse131 131 Severs House094 094 Sigma Alpha Mu102 102 Sigma Chi082 082 Sigma Nu092 092 Sigma Phi EpsilonSI 000 Sinclair Laboratory122 122 Squash Court Building124 124 Stabler Arena052 052 Stevens House051 051 Stoughton House068 068 Taylor CollegeTA 038 Taylor Gym091 091 Theta Chi107 107 Theta Delta Chi096 096 Theta Xi

TBD To Be DeterminedUsed for Registrar's classroom scheduling

126 126 Transportation Services071 071 Trembley ParkUC 029 University Center121 121 Varsity House196 196 Warren Square A192 192 Warren Square B024 024 Warren Square C193 193 Warren Square D025 025 Warren Square EWH 005 Whitaker LabWB 012 Wilbur Workshop050 050 Willams HouseWI 031 Williams Hall095 095 Zeta PsiZA 049 Zoellner Arts Center

CAMPUS CODES - STVCAMP VALIDATION TABLE

The campus codes from the STVCAMP validation table are used for building registration and billing rules as well as in the admissions process.

DATA SOURCE:The campus codes and descriptions were defined by the Data Standards Team in conjunction with the Registrar and Bursar's offices needs. The codes already in use by the Admissions Offices and Registrar’s Office provided the basis for our decisions with additional codes created to meet revenue tracking and billing purposes.

MAINTENANCE:The information in the STVCAMP validation table will be maintained by the Registrar’s Office.


NOTES:None

STVCAMP Validation Table TABLE VALUES:

CODE DESCRIPTION DEFINITION USED BY

A Asa Packer Campus

Indicates a building site is on the Asa Packer campus In student on SGASTDN it will be used to designate a non-distance education student.

Admissions, Registrar, Building Location

C Certified Full Time

OBSOLETE. DO NOT USE.(Fulltime and part-time status will be indicated in the “Time Status History” block of SFAREGS.)

Registrar

D Distance Education

This campus notation is to be assigned by the Admissions, Distance Education and Registrar’s Offices to note a student as being eligible for distance education classes at the distance education rate.

Admissions/ Registrar

G Goodman Campus

Indicates a facility as being on the Goodman campus site. Building Location

M Mountaintop Campus

Indicates a facility as being on the Mountaintop campus site Building Location

P CAS On CampusIdentifies a course as being primarily offered by the CAS on campus. Used to refer credit to a specific section to a TSADETC code.

Registrar

Q CAS DistanceIdentifies a course as being primarily offered by the CAS via distance education. Used to refer credit to a specific section to a TSADETC code

Registrar

STVCAMP Validation Table TABLE VALUES:

CODE DESCRIPTION DEFINITION USED BY

R CBE On campusIdentifies a course as being primarily offered by the CBE on campus. Used to refer credit to a specific section to a TSADETC code

Registrar

S CBE DistanceIdentifies a course as being primarily offered by the CBE via distance. Used to refer credit to a specific section to a TSADETC code

Registrar

T CEAS On campus

Identifies a course as being primarily offered by the CEAS on campus. Used to refer credit to a specific section to a TSADETC code

Registrar

U CEAS DistanceIdentifies a course as being primarily offered by the CEAS via distance. Used to refer credit to a specific section to a TSADETC code

Registrar

V CED On campusIdentifies a course as being primarily offered by the CED on campus. Used to refer credit to a specific section to a TSADETC code

Registrar

X CED DistanceIdentifies a course as being primarily offered by the CED via distance. Used to refer credit to a specific section to a TSADETC code

Registrar

CITIZENSHIP CODES - STVCITZ VALIDATION TABLE

The citizenship codes from the STVCITZ validation table are used for indicating the U.S. citizenship status for people within BANNER. This information is used in the Student, HR/Payroll, and Financial Aid modules.

DATA SOURCE:The citizenship codes and descriptions were defined by the Data Standards Team. The codes already in use by the Admissions Offices provided the basis for our decisions.

MAINTENANCE:The information in the STVCITZ validation table will be maintained by Enterprise Systems Implementation.


NOTES:None

TABLE VALUES:

CODE DESCRIPTION COMMENTSY CitizenN Non-CitizenP Permanent ResidentU Unknown

COMMENT TYPE CODES - STVCMTT VALIDATION TABLE

The comment type codes from the STVCMMT validation table are used for classifying the types of comments entered on person records on the SPACMNT Comment Form.

DATA SOURCE:Four basic comment types have been defined at this time using input from the Enterprise Systems group.

MAINTENANCE:The information in the STVCMTT validation table will be maintained by Enterprise Systems Implementation.


NOTES:None

TABLE VALUES:

CODE DESCRIPTION COMMENTS100 General CommentLT1 1st Letter of Recommendation Used by graduate admissionsLT2 2nd Letter of Recommendation Used by graduate admissionsREC Letter of Recommendation Used by graduate admissions

COUNTY CODES - STVCNTY VALIDATION TABLE

The county codes from the STVCNTY validation table are used on the SPAIDEN Address Form for the entry of address information. County information is also used in Financial Aid for the determination of aid available on the basis of residency.

DATA SOURCE:The county codes and associated county name descriptions have been purchased from an external vendor: ZIPINFO.COM. This company will mail quarterly updates that will be applied by Enterprise Systems Implementation.

MAINTENANCE:The information in the STVCNTY validation table will be maintained by Enterprise Systems Implementation.


NOTES:Due to the volume of codes associated with this table a detailed list has not been included. Refer to the production database for specific values.

COLLEGE CODES - STVCOLL VALIDATION TABLE

The college codes from the STVCOLL validation table are used in Admissions, Student (building registration and billing rules), as well as in Alumni/Development (for tracking gift designations).

DATA SOURCE:The college codes and descriptions were defined by the Data Standards Team. The codes already in use by the Admissions and Registrar’s Offices provided the basis for our decisions.

MAINTENANCE:The information in the STVCOLL validation table will be maintained by the Registrar’s Office.


NOTES:None

TABLE VALUES:

CODE DESCRIPTION COMMENTS00 Undecided/Non Alumni99 Alumni - College UnknownAE Arts EngineeringAS Arts & SciencesBU Business & EconomicsCO Continuing EducationED EducationEN EngineeringGC General College DivisionGR Graduate SchoolIC Intercollegiate ProgramsLV LVAICRO Armed ForcesSS Summer Session

DEGREE CODES - STVDEGC VALIDATION TABLE

The degree codes from the STVDEGC validation table are used in building registration and billing rules, in the admissions process, and by Development for tracking degree information reported by alumni.

DATA SOURCE:The degree codes and descriptions were defined by the Data Standards Team. The codes already in use by the Alumni, Admissions and Registrar’s Offices provided the basis for our decisions.

MAINTENANCE:The information in the STVDEGC validation table will be maintained by the Registrar’s Office.


NOTES:Due to the volume of codes associated with this table a detailed list has not been included. Refer to the production database for specific values. The FinAid indicator is checked for all degrees that have been awarded by Lehigh University. The Web indicator is checked for currently offered degrees by Lehigh University with the exception of 000000 – Degree not declared.

ACADEMIC DEPARTMENT CODES - STVDEPT VALIDATION TABLE

The academic department codes from the STVDEPT validation table are used in building registration and billing rules and by Development for tracking gift designations.

DATA SOURCE:The academic department codes and descriptions were defined by the Data Standards Team. The codes already in use by the Registrar’s Office provided the basis for our decisions.

MAINTENANCE:The information in the STVDEPT validation table will be maintained by the Registrar’s Office.


NOTES:None

STVDEPT Validation TableTABLE VALUES:

CODE DESCRIPTION0000 Undeclared DepartmentACCT AccountingADMS Administration and SupervisionAE Arts EngineeringAF Aerospace StudiesART Art and ArchitectureAS Arts and SciencesBIOL BiologyBIOS Biological SciencesBU Business and EconomicsBUS Business and EconomicsBUSN BusinessCE Civil and Environmental EngrCHE Chemical EngineeringCHEM Chemistry (CEAS)CHM ChemistryCLSS ClassicsCSE Computer Science& Elec EngrCSEE Computer Science& Elec EngrCSPS Counseling,School Psyc,Spec EdECE Electrical and Computer Engr


CODE DESCRIPTIONECO EconomicsEDUC EducationEECS Electrical Engr &Computer SciEES Earth & Environmental ScienceEN Engineering & Applied ScienceENGL EnglishFIN FinanceFNLW Finance & LawGEOL Geological SciencesGOVT GovernmentHD Human DevelopmentHIST HistoryIC Instruction and CurriculumIDPA Interdepartmental ArtsIDPB Interdepartmental BusinessIDPC Interdepartmental CollegiateIDPD Interdepartmental EducationIDPE Interdepartmental EngineeringIE Industrial & Man Systems EngrIR International RelationsJOUR Journalism and CommunicationLAW LawLIT Leadership, Instr & TechnologyLVAC LVAICMAT Material Science & EngrMATH MathematicsMBIO Molecular BiologyME Mechanical Engr & MechanicsMET Metallurgy & Materials ScienceMFL Modern Foreign LanguageMGMK Management & MarketingMGT ManagementMIL Military ScienceMKT MarketingMLL Modern Language and LiteratureMSE Manufacturing Systems EngrMUS MusicPHIL PhilosophyPHY Physics


CODE DESCRIPTIONPHYS Physics (CEAS)POLS Political SciencePSE Poly. Sci. & Engr.PSYC PsychologyREL ReligionSOC SociologySR Social RelationsTHTR Theater

DEGREE LEVEL CODES - STVDLEV VALIDATION TABLE

The degree level codes from the STVDLEV validation table are used for building registration and billing rules.

DATA SOURCE:The degree level codes and descriptions were reviewed by the Data Standards Team. The codes already in use by the Registrar’s Office provided the basis for our decisions.

MAINTENANCE:The information in the STVDLEV validation table will be maintained by the Registrar’s Office.


NOTES:None

TABLE VALUES:

CODE DESCRIPTION COMMENTSAS Associate numeric value: 20BA Bachelor numeric value: 30DR Doctorate numeric value: 50LA Less than Associate numeric value: 10MA Master numeric value: 40OT OtherUN Unknown

ETHNICITY and RACE CODES

New data elements (in existing and new tables) allow the collection of race and ethnicity data in categories that correspond to those used in the U.S. 2000 Census.

For the present, Lehigh will need to simultaneously collect and store Old Ethnicity (STVETHN) and New Race & Ethnicity data for the foreseeable future. In conjunction with this, we will generate New R&E representations of our historical data. This will allow us to use the New representations in any custom reporting (especially as produced by Institutional Research) where the New categorizations are acceptable and preferred by an agency. Both the Old Ethnicity data as well as the New Ethnicity and Race data must be maintained until the new categorizations are fully adopted by U.S. Federal Agencies.

GTVRRAC VALIDATION TABLEThe values in this table should not be altered.

DATA SOURCEThe predefined, standard race codes from the U.S. Government.

MAINTENANCEThe offices (population description) authorized to maintain Race & Ethnicity data:

Admissions Office (undergraduate students) Registrar's Office (all students) Office of the Provost (some sets of faculty) All College Deans' Offices (some sets of faculty, graduate students) International Students & Scholars Office (all international students, visiting scholars /

researchers) Office of Human Resources (all benefits eligible administrators, faculty, staff) Payroll Office (may only add default (i.e., "unknown") designations for certain classes of

non benefits eligible employees)

A new rule form, GORRACE –Race Rules Form, is provided so that we, as an institution, can define a set of race codes that describes the race categories that we choose to collect for employees and students.

Lehigh’s institutional race codes are identical of the U.S. government’s regulatory race codes. The GORRACE form shows both the Institutional codes and their related Regulatory codes.

STVETHN VALIDATION TABLEThe ethnic codes from the STVETHN validation table are used for reporting ethnicity of applicants, students, alumni and employees.

DATA SOURCE:The ethnic codes and descriptions were defined by the Data Standards Team. The codes already in use by the Admissions, Development and Registrar’s Office provided the basis for our decisions.

MAINTENANCE:The information in the STVETHN validation table will be maintained by the Registrar’s Office.Contact Person: Bruce Correll

EVENT TYPE CODES - STVETYP VALIDATION TABLE

The event type codes from the STVETYP validation table are used for classifying events within the Events Management module. The Registrar's Office is currently the only area using this module. They will continue to use this module for classroom scheduling.

DATA SOURCE:The event type codes and descriptions were reviewed by the Data Standards Team. The codes already in use by the Registrar’s Office provided the basis for our decisions.

MAINTENANCE:The information in the STVETYP validation table will be maintained by the Registrar’s Office.


NOTES:None

STVETYP Validation TableTABLE VALUES:

CODE DESCRIPTIONADM AdmissionsATHL AthleticCAND Candidate's DayCLAS ClassCOLQ ColloquiumCONF ConferenceCONV ConversionCRSV Career ServicesCS Conference ServicesDEF DefenseDIS PHD DefenselDISC Discussion groupEXAM ExamEXP ExperimentFACM Faculty MeetingFILM FilmFOR Freshman OrientationFOUR Four O'clock QuizFRAT Fraternity activityGEN General Use


CODE DESCRIPTIONGRE GREHELP Help SessionINFO Information sessionLAB LabLEC LectureLSAT LSATMAIN MaintenanceMAS Master's Defense/ProposalMTG MeetingOPEN Open HouseORIE OrientationPAR Parents' WeekendPHD PhD Defense/ProposalPREG PreregistrationPRES PresentationQUIZ QuizREC RecitationREGS RegistrationREV Review SessionSEM Seminar


CODE DESCRIPTIONSPEC Special EventSPKR SpeakerSROR Sorority activitySTAC Student Activity


CODE DESCRIPTIONSTAR STARSTDY Study hoursTUTR TutoringWKSH Workshop

Level Codes - STVLEVL Validation Table

The student level codes from the STVLEVL validation table are used for classifying the level of student within the Admissions, Financial Aid and Student modules of BANNER.

DATA SOURCE:The level codes and descriptions were reviewed by the Data Standards Team. The codes recommended by the Registrar’s Office provided the basis for our decisions.

MAINTENANCE:The information in the STVLEVL validation table will be maintained by the Registrar’s Office.


NOTES:None

TABLE VALUES:

CODE DESCRIPTION CEU INDICATOR COMMENTSOO Level not Declared N system requiredUG Undergraduate NGR Graduate NNC Non-Credit Continuing Education Y

LEGACY CODES - STVLGCY VALIDATION TABLE

The legacy codes from the STVLGCY validation table are used for indicating whether a person within BANNER has a family member that attended the University. This information is used primarily within the Admissions and Alumni modules of BANNER.

DATA SOURCE:The legacy codes and descriptions were reviewed by the Data Standards Team. The codes recommended by the Admissions and Development offices provided the basis for our decisions.

MAINTENANCE:The information in the STVLGCY validation table will be maintained by the Development Office.

Contact Person: Willa Ostrosky

NOTES:None

TABLE VALUES:

CODE DESCRIPTION COMMENTS

Y Relative(s) attended Lehighentered by UG Admissions from applicant information

MAJOR, MINOR, CONCENTRATION CODES - STVMAJR VALIDATION TABLE

The codes from the STVMAJR validation table are used for indicating a person's major, minor or concentration area of study within BANNER. This information is used primarily within the Admissions, Student and Alumni modules of BANNER.

DATA SOURCE:The codes and descriptions were reviewed by the Data Standards Team. The codes recommended by the Registrar's office provided the basis for our decisions.

MAINTENANCE:The information in the STVMAJR validation table will be maintained by the Registrar's Office.


NOTES:Due to the volume of codes associated with this table a detailed list has not been included. Refer to the production database for specific values.

The Aid Eligible indicator is checked for all major and minors codes that are offered by Lehigh University; the major and minor check on these codes indicate whether the code is a valid major or minor or both.

MARITAL STATUS CODES - STVMRTL VALIDATION TABLE

The marital status codes from the STVMRTL validation table are used for indicating a person's marital status on the SPAPERS Personal Information form. This information is used across all the BANNER modules.

DATA SOURCE:The marital status codes and descriptions were determined by the Data Standards Team. The codes recommended by the Admissions and Development offices provided the basis for our decisions.

MAINTENANCE:The information in the STVMRTL validation table will be maintained by Enterprise Systems Implementation.


NOTES:None

TABLE VALUES:

Code Description CommentsA Alum to Alum Used by Alumni/Development Office to group mailingsD DivorcedM MarriedN Domestic PartnersP SeparatedS SingleW Widowed

NATION CODES - STVNATN VALIDATION TABLE

The nation codes from the STVNATN validation table are used for foreign addresses as well as for coding citizenship information on the SPAINTL - International form.

DATA SOURCE:The nation codes and descriptions have been obtained from the Unites States Department of State website at http://www.state.gov/www/regions/independent_states.html.

MAINTENANCE:The information in the STVNATN validation table will be maintained by the Office of International Education.

Contact Person: Gisela Nansteel

NOTES:Since the information in this table is used for addresses and visa information, old nation code information will be retained for historical reasons. When nation information changes, address information should be updated with the current nation code.

Historical information will be noted with two asterisks surrounding the nation description.

For example:

Hong Kong, which is no longer an independent nation, is listed as:

HK ** Hong Kong **

Due to the amount of information in this table the values are not present in this document. Refer to the production database for specific values.

RELIGION CODES - STVRELG VALIDATION TABLE

The religion codes from the STVRELG validation table are used for indicating a person's religion on the SPAPERS Personal Information Form. This information is primarily used by the Alumni and Student modules.

DATA SOURCE:The religion codes and descriptions were determined by the Data Standards Team. The codes recommended by the Admissions and Development offices provided the basis for our decisions.

MAINTENANCE:The information in the STVRELG validation table will be maintained by Enterprise Systems Implementation.


NOTES:None

STVRELG Validation TableTABLE VALUES:

CODE DESCRIPTIONAG AgnosticAM African Methodist EpiscopalAN AnglicanAS Assembly of GodAT AtheistBD BuddhistBH BahaiBP BaptistCB Church of the BrethrenCC Church of ChristCG Church of GodCN ConfucianismCR Christian Reformed Ch. in AmerCS Christian ScienceCZ Church of the NazareneDC Disciples of ChristEO Eastern OrthodoxEP EpiscopalianER Evangelical & Reformed

STVRELG Validation TableTABLE VALUES:

CODE DESCRIPTIONES Ethical Culture SocietyGC Greek CatholicGO Greek OrthodoxHN HinduJD JudaismJW Jehovah's WitnessesLD Latter Day SaintsLT LutheranMH IslamMN MennoniteMO MoravianMR MormonNC United Church of ChristPB PresbyterianPC Pentecostal BodiesPR ProtestantQU QuakerRC Roman CatholicRO Russian OrthodoxSB Southern BaptistSD Seventh Day AdventistSO Serbian OrthodoxTH TheosophistUC Ukranian CatholicUM United MethodistUN UnclassifiedUO Ukranian OrthodoxUT UnitarianWC Wesleyan ChurchYO Syrian OrthodoxZO Zoroastrian

RELATIONSHIP CODES - STVRELT VALIDATION TABLE

The relationship codes from the STVRELT validation table are used for classifying the type of relationships a person within BANNER has with a family member that attended the University. This information is used primarily within the Admissions and Alumni modules of BANNER.

DATA SOURCE:The relationship codes and descriptions were reviewed by the Data Standards Team. The codes recommended by the Admissions and Development offices provided the basis for our decisions.

MAINTENANCE:The information in the STVRELT validation table will be maintained by Enterprise Systems Implementation.


NOTES:None

TABLE VALUES:

CODE DESCRIPTION COMMENTSA Aunt/UncleB BrotherC CousinE Great GrandparentsF FatherG GrandparentsL ChildM MotherO Other RelativeP ParentsS SisterT Spouse/Significant OtherU GuardianX Sibling:Do Not Use-Conver.Only Used only for SRS conversionZ Bus. Partner: Conver. Only Used only for SRS conversion

SOURCE/BACKGROUND INSTITUTION CODES - STVSBGI VALIDATION TABLE

The codes from the STVSBGI validation table are used for identifying the high school, college, or source of admissions recruits/applicants. This information is used primarily within the Admissions, Student and Alumni modules of BANNER.

DATA SOURCE:The Source/Background Institution codes and descriptions were obtained from ETS, Educational Testing Services. An annual maintenance contract was purchased allowing Lehigh to obtain monthly/quarterly updates to the high school and college code information. A website is also available for lookup of this information: http://cbweb1.collegeboard.org/index.html

MAINTENANCE:The information in the STVSBGI validation table will be maintained by the Registrar's Office and Enterprise Systems Implementation.


NOTES:Enterprise Systems Implementation will be responsible for applying the updates that are sent by ETS.

Due to the volume of codes in this table (60,000+), the individual values are not listed in this document. Refer to the production database for specific values.

STATE CODES - STVSTAT VALIDATION TABLE

The state codes from the STVSTAT validation table are used for indicating the state information related to addresses.

DATA SOURCE:The state codes and descriptions have been obtained from the Unites States Postal Service document USPSpub28.pdf available at the USPS website: http://www.usps.com/

MAINTENANCE:The information in the STVSTAT validation table will be maintained by Enterprise System Implementation department.


NOTES:This information is unlikely to change. Refer to the production database for specific values.

STUDENT TYPE CODES - STVSTYP VALIDATION TABLE

The codes from the STVSTYP validation table are used for tracking a person's progress toward an educational goal (typically via the IPEDS Report). This information is used primarily within the Admissions, Financial Aid and Student modules.

DATA SOURCE:The codes and descriptions were reviewed by the Data Standards Team. The codes recommended by the Admissions and Registrar's offices provided the basis for our decisions.

MAINTENANCE:The information in the STVSTYP validation table will be maintained by the Registrar's Office.


NOTES:

None

TABLE VALUES:

CODE DESCRIPTION NEXT TYPE COMMENTS0 Undeclared O SYSTEM REQUIREDA Associate Graduate Student R This is obsolete. DO NOT USE.B Readmitted CC Continuing CE Adult/Continuing Education EF First term, new student CG GCD C This is obsolete. DO NOT USE.N New First Time (do not use) C * used during conversionR Regular Graduate Student R This is obsolete. DO NOT USE.S Special/Non-degree Grad Stdnt S This is obsolete. DO NOT USE.T Transfer CX Transient X

TELEPHONE TYPE CODES - STVTELE VALIDATION TABLE

The telephone type codes from the STVTELE validation table are used for classifying telephone information on the SPAIDEN Address Form.

DATA SOURCE:The codes and descriptions were defined by the Data Standards Team. The codes already in use by Alumni/Development and Admissions provided the basis for our decisions.

MAINTENANCE:The information in the STVTELE validation table will be maintained by Enterprise Systems Implementation.


NOTES:

None


CODE DESCRIPTION DEFINITION USED BYAFAX Accounts Payable

FaxAP

AP Accounts Payable APBI Billing 1 First address to which bills are to be sent ARB2 Billing 2 2nd Address to which bills are to be sent ARBU Business Non-person address/Employer Address Admissions/AlumniCL CellularDB Do not use - Dev

DirectoryDevelopment Directory interface address Alumni

DH Do not use - Dev Directory

Development Directory interface address Alumni

EC Emergency Contact Address

Address of person designated as emergency contact (if not Home or Parent address)

Student/HR

FAX Fax (for Alumni only)

FX FaxHO Home Address of permanent residence. Address of

Graduate students in Saucon Village.Alumni/Admissions/HR/Student


CODE DESCRIPTION DEFINITION USED BYLB Do not use - LM Web interface address AlumniLH Do not use - LM Web interface address AlumniMA Mailing Address Address to which mail is sent (other than

home, i.e. PO Box, school address)Alumni/Admissions

MG Matching Gift Address of matching gift processing company at donor organization.

Alumni

PA Parent Address Address of Parents/Primary Parent Admissions/Alumni /Student

PB Parent Address 2 Parent Address 2 Student/AdmissionsPC Parent Address 3 Parent Address 3 StudentPFAX Purchasing Fax PurchasingPG PagerPU Purchasing PurchasingRA Research

AdministrativeOffice of Research

RB Research Billing Office of ResearchRC Research Office of ResearchRD Research Office of ResearchRE Research Office of ResearchRF Research Financial Office of ResearchRG Research Office of ResearchRH Research Office of ResearchRI Research Intellectual

PropertyOffice of Research

RJ Research Office of ResearchRK Research Office of ResearchRL Research Legal Office of ResearchRM Research Office of ResearchRN Research Office of ResearchRO Research Office of ResearchRP Research

Payment/Fiscal Report

Office of Research

RQ Research Procurement Reporting

Office of Research

RR Research Report Submission

Office of Research

RS Research Office of ResearchRT Research Technical Office of ResearchRU Research Office of ResearchRV Research Office of Research


CODE DESCRIPTION DEFINITION USED BYRW Research Office of ResearchRX Research Fax Office of ResearchRY Research Office of ResearchRZ Research Office of ResearchSC School Campus

Address Campus Address for students/faculty/staff Student/HR

SE Seasonal Home Vacation/seasonal address Alumni/PayrollSO School Off-Campus

AddressOff-Campus address for undergraduate students

Student

TE Temporary Address Short term address Alumni/Admissions

TERM CODES - STVTERM VALIDATION TABLE

The information from the STVTERM validation table is used for establishing the start and end dates of academic years, housing periods, financial aid years and fiscal years. This information is used primarily within the Admissions, Financial Aid and Student modules.

DATA SOURCE:The codes and descriptions were reviewed by the Data Standards Team. The codes recommended by the Admissions and Registrar's offices provided the basis for our decisions.

MAINTENANCE:The information in the STVTERM validation table will be maintained by the Registrar's Office.


NOTES:The academic year and financial aid years begin with the summer term (otherwise known as the xxxx20 term where xxxx is the calendar year). For example, the Fall 2000 semester is coded as 200040; the Spring 2001 semester is coded as 200110.

TABLE VALUES:

CODE DESCRIPTION COMMENTSxxxx20 xxxx Summer Session One Summer session with many parts of termxxxx40 xxxx Fall Semesterxxxx45 xxxx Winter Session December/January sessionxxxx10 xxxx Spring Semesterxxxx15 xxxx Mini Session 2-week May session

* xxxx is the calendar year

MECHANICAL ENTRIES

Module: FinanceSoftware: PearlProgrammer: Phil Lawrence, ESIClient Contact: Bob Siegfried, Controller’s OfficePurpose: Calculate and automatically distribute across fund codes various types of expenses and income

including but not limited to employee benefits, building costs, utility costs, interest charges, interest income, and amortization of investments.

A/R DETAIL CODE NAMING LOGIC –

CHARACTERCATEGORY 1st 2nd 3rd 4th

Payments # # # #0 1 check0 1 0 7 check - entrance deposit0 1 term (1,2,4…) 8 check - residence deposit0 1 term (1,2,4…) 1 student loans0 1 term (1,2,4…) 2 parent loans0 1 term (1,2,4…) 3 other loans0 1 9 9 check - unidentified pymnt 0 2 cash0 2 0 7 cash - entrance deposit0 2 term (1,2,4…) 8 cash - residence deposit0 2 9 9 cash - unidentified pymnt 0 3 MC/VISA0 4 American Express0 5 Wire Transfer0 6 Lockbox

Financial Aid # # # #1000-5999 endowed scholarships6000-6999 sponsored scholarships7000-7399 LU loans7400-7499 LU remissions7500-7999 federal/state loans8000-8499 LU grants8500-8999 federal/state grants

Remissions & 3rd party awards

A term (1,2,4…) A-Z A-Z

CHARACTERCATEGORY 1st 2nd 3rd 4thCommunications C term (1,2,4…) C M comm fee(WIRED)

0 - whole year L D long distance chargesV M voice mail

Deposits D term (1,2,4…) E N freshman depositE T transfer depositH D dorm depositH S Saucon Village holding

depositL D phone (long distance

charges)P T prepaid tuition

EPP E term (1,2,4…) I N installment amountC R credit for plan amountL T late payment feeA F application fee

Fees F term (1,2,4…) A S arts & scienceA E arts engineeringE N engineeringG A grad activity feeM U music lessonsE I education intern feeR 0-9 registrationT H dance lessonsS A-Z study abroad??

CHARACTERCATEGORY 1st 2nd 3rd 4thHousing Dorms H term (1,2,4…) 0-9 0-9 rent

D 0-9 0-9 damagesF 0-9 0-9 fines

Saucon Village H term (1,2,4…) S R rentD S 0-9 fines

Insurance I term (1,2,4…) S S student0 – whole year S P spouse

S C childI S intrn'l studentI P intrn'l spouseI C intrn'l child

Fraternities J term (1,2,4…) A-Z then 0-9 R rentH house feeP parlor feeM meals

0 – no term D damages

Sororities K term (1,2,4…) A-Z R rentH house feeP parlor feeM meals

0 – no term D damages

Meals M term (1,2,4…) 0-9 0-9 regularterm (1,2,4…) T 0-9 Taylorterm (1,2,4…) D D dining dollars

0 G P Gold +

CHARACTERCATEGORY 1st 2nd 3rd 4thOther System Chgs Q A L 0-9 Alumni/Dev

A A Art & ArchA T AthleticsB K BookstoreD S Dean of StudentsF S Food ServicesH C Health CenterI R Info ResourcesJ C Journalism & CommunL I LibraryL S Lab StoresM S MediaP K Parking ServicesP S Printing ServicesZ A Zoellner Arts Center

Refunds R F N D system requested refundM A N manual requested refund

Misc Student Chgs S 0-9 0-9 0-9

Tuition undergrad T term (1,2,4…) U G normal

U Z-A (exclude C,D & G) study abroad

U C coopU D distance

grad T term (1,2,4…) G campus code

CHARACTERCATEGORY 1st 2nd 3rd 4th

G M MBA+

Misc External Acct Charges

X 0-9 0-9 0-9

APPENDIX A - ADDRESS CHANGE FORM EXAMPLE 1

Lehigh UniversityADDRESS CHANGE REQUEST FORM

ID/SSN:

Name:

Last Name First Name MI

Address Type (circle one)

Campus Home Business Parents Other:

Old Address Information:

Address Line 1

Address Line 2

City State Zip Phone

New Address Information:

Address Line 1

Address Line 2

City State Zip Phone

Effective Date:

APPENDIX B - ADDRESS CHANGE FORM EXAMPLE 2

DEVELOPMENT SERVICES INFORMATION CHANGE REQUEST

ID#_____________________________ NAME_____________________________________________________ CLASS________

CHANGE HOME INFORMATION TO: CHANGE BUSINESS INFORMATION TO:

_______________________________________________ position title:____________________________________________ _______________________________________________

_____________________________________________________________________________________________

____________________________________________________________________________________

_____________________________________________city:___________________________________

city:__________________________________________state:___________________ zip:____________ state:_________________________ zip:_____________

TEL#: (______)__________________________ TEL#: (________)______________________________________FAX#: (______)__________________________ FAX#: (_______)_______________________________ EMAIL: _________

EMAIL:_____________________________________________

PREFERRED ADDRESS: ( ) home ( ) business PREFERRED EMAIL: ( ) home ( ) businessOTHER INFORMATION: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

REQUESTED BY:NAME ___________________________________________ DEPT:_________________________________________________ DATE: ___________________________________________

APPENDIX C - HISTORY

BANNER 2000 is the integrated database chosen by Lehigh University to replace our aging legacy systems. Since this system is integrated, there are data items that are shared across many of the sub-systems within BANNER. The Data Standards Team was formed by the LEWIS Steering Committee to review these shared data items and make recommendations on the best way to accommodate the needs present in each area.

During the time period of August 1999 through January 2000, the team met weekly to review proposed codes and data entry standards in order to best meet the needs of all the users who will be accessing the BANNER system. The purpose of this document is to present the recommendations of the LEWIS Data Standards Team for review and comment. It is important to note that these recommendations were made with the knowledge that they may need to be (and most likely will be) revised as we progress through our implementation. The Data Standards Team was composed of the following people:

Name Department EmailS. Yerk-Zwickl (Chair) Enterprise Systems shy2R. Yoshida College of Education rky2B. Siegfried Controller rs08E. Gnasso Registrar emg3S. Guttman Budget Office sjg2I. Parson College of Arts & Sciences ihp0J. Frounfelker Information Resources jlf3A. Connors DevelopmentB. Gardiner Admissions/Registrar jbg0D. White Undergraduate Admissions dw05D. Feldman Information Resources df04

At various times the following people attended to provide feedback on the items being discussed at that time:

R. Bodnar PayrollV. Hesch Human ResourcesT. Febbo Human ResourcesK. Miller Controller's OfficeT. Salvage DevelopmentM. Haller Graduate Admissions - Arts & SciencesS. Symia Undergraduate AdmissionsB. Correll RegistrarC. Goss RegistrarT. Smull Enterprise Systems ImplementationHISTORY - ITEMS/ISSUES REVIEWED

The following table lists the shared validation tables and data elements that were under discussion, the meeting date and any additional comment information related to that item:

Table Name/Issue Discussed CommentsGTVEMAL E-mail Address Type 10/21/1999GTVNTYP Name Type 9/30/1999 Not currently used - postpone decision until

neededGTVZIPC ZIP/Postal Code 9/30/1999 Procure from US Postal ServiceSTVACYR Academic Year 10/21/1999STVASRC Address Source 10/7/1999 Only used by Alumni presentlySTVATYP Address Type Code 9/16/1999STVBLDG Building Code 12/9/1999STVCAMP Campus Code 10/7/1999STVCITZ Citizen Type Code 11/4/1999STVCMTT Comment Type STVCNTY County Code 9/30/1999 Procure from US Postal ServiceSTVCOLL College Code 10/7/1999 B. Correll determineSTVDEGC Degree Code 10/7/1999STVDEPT Department Code B. Correll determineSTVDLEV Degree Level 10/15/1999 B. Correll reviewSTVETHN Ethnic Code 9/9/1999 need associated IPEDS codes STVETYP Event/Function Type Code 10/15/1999STVLEVL Level Code B. Correll determineSTVLGCY Legacy Code 12/2/1999STVMAJR Major, Minor, Concentration B. Correll determineSTVMRTL Marital Status Code 9/16/1999STVNATN Nation Code 11/4/1999 Use U.S. Department of State FIPS codesSTVRELG Religion Code 10/5/1999STVRELT Relationship 12/2/1999STVSBGI Source/Background Institution

Procure from ETS

STVSTAT State/Province Code 11/4/1999 Use U.S. Postal State CodesSTVSTYP Student Type Code B. Correll determineSTVTELE Telephone Type 10/5/1999STVTERM Term Code 7/22/1999Name Standards 8/26/1999Address Standards 9/16/1999Who can change SSN 12/2/1999Who can change names 11/18/1999ID assigned 8/26/1999 SSN with generated number for people

without SSN - Generated number prefixed with a '@'

Validation Table Sponsorship/maintenance

11/18/1999

SPAPERS Personal Information 1/13/2000

HISTORY ITEMS REFERRED TO STEERING COMMITTEE

In the course of our meetings there were issues that were referred to the LEWIS Steering Committee for review and recommendation. The following lists those issues, the recommendation of the Data Standards Team, and the feedback from the Steering Committee.

1) To use Social Security Number or a system-generated number for the BANNER ID number.BACKGROUND:

BANNER provides the ability to use an already defined number (such as SSN) or use a system generated sequential number. Due to personal information privacy concerns and legislation in some states, many BANNER sites have opted to use the generated number schema rather than use SSN.Lehigh currently uses SSN as the identifier in most of the systems on campus, although this number is not posted in any "public" manner, there was concern about the continued use of this identifier.

RECOMMENDATION:After considering the many viewpoints on this issue, the Data Standards committee recommended that the University continue using the SSN as the system identifier. It was believed that this would eliminate confusion on the part of student, parents, faculty and staff.

STEERING COMMITTEE RESPONSE:The steering committee approved the recommendation of the Data Standards committee at their September 28, 1999 meeting.

2) How to accommodate name changes for former students by Alumni/Development yet retain the “graduation name” information.

BACKGROUND:Many alumni (particularly women) notify the Development Office regarding name changes via many methods. The Registrar's Office currently requires defined legal documentation that must be presented prior to effecting a name change. This requirement is not practical given the need for the Development Office to meet the requests of their constituents in a timely manner. The greatest need expressed by the Registrar's Office was the ability to display on a transcript the name of the person at the time of graduation.

RECOMMENDATION:Upon the advice of our SCT consultant Donna Harrison, the Data Standards committee recommended that the Registrar's Office create a transcript comment at the time of graduation that will list the "name at time of graduation". This will provide the historical

information needed by the Registrar's Office. The previous names will also be maintained in BANNER as a searchable field.

STEERING COMMITTEE RESPONSE:The steering committee approved the recommendation of the Data Standards committee at their February 1, 2000 meeting.

3) Confidentiality of the personal information displayed on the SPAPERS form.BACKGROUND:

The SPAPERS Personal Information form contains many items of information that could be considered "confidential" such as date of birth, ethnicity, marital status, religion, gender, and U.S. citizenship status. This form is shared across all the BANNER modules and is generally assigned automatically to all users of the BANNER system. The concern was raised about the ability of users to look up personal information about people for which they do not have a legitimate business reason (i.e. someone who deals with student information looking up the SPAPERS information about a fellow employee).

RECOMMENDATION:Although there is not an easy solution to this problem, the Data Standards Committee recommended that the assignment of this form to users of the system be carefully scrutinized, rather than being "automatically" assigned. This requires that the BANNER security classes be carefully set up to avoid assigning this form where not necessary. It was also recommended that the creation of a standard policy related to unauthorized access of information be implemented. This policy would be read and signed by the BANNER user prior to receiving their BANNER account.

STEERING COMMITTEE RESPONSE:The steering committee approved the recommendation of the Data Standards committee at their February 1, 2000 meeting.

nation codes - stvnatn validation table - home | · web viewproject lewis data standards...

Documents