University of Oregon

Banner Data Entry Standards

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Section 1.  Data Entry Standards Overview

 

 

The following standard practices for Banner data entry have been developed by the Banner Coordinating Group (BCG). It is vital that employees who enter data to Banner follow these standard practices so that data remains consistent throughout the system. Even if you will only be querying data from the system, you should familiarize yourself with this information for use in the name search feature of Banner.

Character Set(s)

The standard character set, specifically the “Western European” character set, is required for all data entry. While Banner 8 can accept and store other character sets, UO will only store Western European.

UO Identification Numbers

Since 2001, it is University of Oregon policy that social security numbers (SSN) may no longer be used to create new UO ID numbers. All person records are put on Banner with a generated UO ID number.

When creating a new person record, always do a name search before anything else to confirm that the record does NOT already exist in BannerSection 5 of this document provides instructions entitled on how to do a name search.

If a record does not exist:

  • Use the “Generate ID” function in the Key ID Block or click on the “Generate ID” iconin the ID creation form, FOAIDEN, FTMAGCY, FTMFMGR, FTMVEND, PPAIDEN, SPAIDEN or SAAQUIK. 
  • Do the "NEXT BLOCK" function. The cursor will move to the last name field.
  • Enter the name and commit the transaction.
  • A generated ID beginning with "95" or "V" will be displayed in the ID field.

Full Legal Name Requirement

A number of campus offices require that the full legal name be entered in Banner: Payroll, for all employee records; Financial Aid, for all students receiving assistance; and Accounts Payable, for vendors. In addition, SEVIS regulations require that the full legal name from the passport be entered for all international students and visiting scholars. When requested, the Payroll Office uses the “Preferred First Name” field for display in the campus directory and on DuckWeb.

Section 2. Names

 

 

Enter the name exactly as the student or employee reports it.  In general, you will capitalize the first letter of the first, middle, and last name and will use lower case for the rest of the name.  However, in some cases, the first letter of the last name is written with a lower case first letter.  Capitalize as the employee or student has indicated.

For example:     ti Reale or Ti Reale

                        van Houten or Van Houten

Note: First, Middle, and Last names may not exceed the field length of 60 characters.

Last names

Compound names do not require a hyphen.  They should be entered exactly as the student or employee reports them.  Both parts of the name are entered in the last name field.  Possible formats are:

Syman-Degler
Smith Van Owen
Joyner Kersey

Single-letter prefixes such as “O”or “D” may be separated from the rest of the surname and may or may not be connected by an apostrophe.  Correct formatting:

O'Malley or O Malley
D'Aragnan or D Aragnan

 Prefix exceptions.  The following name prefixes do NOT require a hyphen or a space to link them to a name:

Bon
Da, De, Del, Der, Di, Do, Du            
El                                
La, Las, Le, Lf, Li, Los                     
Mac, Mc, Mt, Mte                  
St                                
Van, Vande, Vel, Vela, Ver, Von, Vonde, Vonder, Vander

Note: Capitalization of the initial letters of prefixes is not required.

First names. 

First names may not exceed the field length of 15 characters.  If the first name is two initials, enter each in upper case with a space between and no periods after initials. 

For example:  J R Gaddis

Middle names. 

Middle names may not exceed the field length of 15 characters.  If you only have a middle initial, enter it in upper case and do not use a period after the initial.  If there are two middle initials, enter each in upper case with a space between and no period after either initial.  Examples of correct formatting:

John M Mitchell   
John M V Mitchell

Titles and suffixes. 

Do not enter titles (such as Dr, Sister, etc.) in Banner.  Suffixes (e.g., Jr, III) are entered in special fields in the forms SPAIDEN and PPAIDEN. Do not use periods after suffixes.

Single names. 

For people with a single name (e.g., Madonna, Fabio), put a period (‘.’) in the first name field and the single name in the last name field.

Section 3.  Addresses

Address Type    Banner has a number of Address Types as shown in the chart below. This two-letter mandatory field identifies which type of address is being entered. You can display a list of address types by doing “List of Values” while the cursor is located in the Address ”Type” field.

Type Index Updatable in DuckWeb
BL Address to which bills will be sent (if different from MA address) Yes
CO Address of person to be contacted in an emergency.  Use for parent address Yes
CS Address of second parent (if different than CO address) Yes
MA Current mailing address Yes
PR Permanent residence Yes
RD Address to which diplomas only will be sent (if different from the PR address)  
SH Shipping address  
UO Campus address  
VO Vendor orders  
VP Vendor payments  
VR Vendor remittances  

 

Validating Addresses Using CLEAN Address—Enter address, city and state in the appropriate fields.  Use the “Commit” function to apply Clean Address.  The address will be formatted to U.S. Postal Service (USPS) specifications, including Zip Code + 4 (e.g., 97403-5257).  If the address is not validated, try entering or changing the street type.  For example, change “St” to “Ave” for Eugene addresses.  “Loop” should always be spelled out.  Note:  Clean Address provides popup help.” 

If the address cannot be validated after research, follow these instructions:

  • Use upper and lower case when entering addresses.
  • Follow the USPS recommended format as closely as possible.
  • Include the zip code for U.S. addresses and use the 9-character zip code if available.
  • Don’t use punctuation marks.
  • Use standard USPS abbreviations.

Emergency Address—Enter the name of the person to be contacted in the event of an emergency on form SOAFOLK. Enter the associated CO address on SPAIDEN or PPAIDEN. For students, use an address type of CO for parent addresses unless the parents live apart, in which case use CO for one parent and CS for the other.

International Students and Employees—To comply with SEVIS requirements, the mailing address (MA) should be the local street address and the international street address should be the permanent (PR).

Street Address—On PPAIDEN and for all international addresses, use only the first two lines of the “Address” field to provide a street address. Use up to three lines for VP or VO addresses on the finance system forms FTMFMGR, FTMAGCY, FOAIDEN, or FIMVEND.

Abbreviate street titles (St, Ave, Blvd), numbered streets (9th, 103rd), and directional words (W, NE). 

Omit punctuation: 
    1259 3rd St SW      3990 N Shasta Dr

Use “PO Box” for post office box numbers:  
      PO Box 121                      PO Box 3A

If the address includes an apartment, list Apt information at the end of the first street address line:  
      1988 Elm Ln Apt 71        

If the street address will not fit on one line, put the street on the first line, and use the second line for the apartment number:

Line 1: 5800 Springfield Gardens Cir
Line 2: Apt 22

If the address includes a rural route, use “RR” (not “RFD” or “RD”) followed by the route number, box number, and/or street name:

 RR1 Crum Rd                 
 RR2 Box 90

City, state, and zip code - Enter the full name of the city, the 2-letter state code, and the 5- or 9- character zip codes (e.g., 97403-5257).  A list of state codes is available by doing “LIST VALUES” while the cursor is in the “State” field.

Residence Hall Addresses - Automated mail processing machines read addresses on mailpieces from the bottom up and will first look for a city, state, and ZIP Code. Then the machines look for a delivery address.  It is especially important to keep this in mind when creating Residence Hall addresses.  

Example A: Dorm Addresses (Carson Hall)

Street Line 1:               64248
Street Line 2                1475 E. 15th
City:                            Eugene
State or Province:         OR
Zip or Postal Code:       97403-6014

Example B: Living Learning Center   

Street Line 1:               1475 E 15th Ave Unit 65596
City:                            Eugene
State or Province:         OR
Zip or Postal Code:       97403-7344

Example C: Barnhart Hall
         
Street Line 1:               1000 Patterson St Apt #4
City:                            Eugene
State or Province:         OR
Zip or Postal Code:       97401-3342

 

C/O or Attention To Line                  

Example A

Street Line 1:               C/O OIMB 
City:                            Charleston
State or Province:         OR
Zip or Postal Code:       97420

Example B

Street Line 1:                Attn  Fondo Tanuwidjoja      
Street Line 2:                2250 Patterson St #65
City:                             Eugene
State or Province:         OR
Zip or Postal Code:       97405

 

Canadian addresses: Use the 2-letter province code in the “State” field.  The list of state codes includes the Canadian provinces.  Then, type the Canadian postal code in the “Zip” field, leaving a space between the two parts of the code:

City:  Vancouver    
State:  BC    
Zip:  V0K 2B0

 

Other foreign addresses:  Leave the “State” field blank and use the foreign postal code in the “Zip” field, if available:

City:  Paris           
State:         
Zip:  75015

 

County:  When creating permanent addresses (PR), enter the “County” code for Oregon addresses. The county code in a permanent address is used to assign the geographic origin of students. Press “LIST OF VALUES” while the cursor is in the “County” field for a list of valid county codes.  Leave this field blank if the address is outside of Oregon. 

 

Nation -  Leave the “Nation” field blank for addresses that have a U.S. zip code, otherwise enter a nation code.  Press “LIST OF VALUES” while the cursor is in the “Nation” field for a list of valid country codes.  Common nation codes include:

Canada …... LCA             Singapore … QSG
France ...…. GFR             Taiwan …..…. OTW
Japan ..….… OJP              UK ………...... GGB

 

Processing Addresses in Banner

Check each address: When creating or updating an address, make a habit of scrolling through all the other addresses. If you notice there is another address of the same type, check to see if the address has expired. If it has expired, you can then inactivate it by entering the current date as the “To” date, and setting the status indicator to “I.”

NEVER DELETE ADDRESSES!

When a student or employee is in your office, take the opportunity to review the accuracy of each address type. Take time to explain the various options and categories of address types.

Address effective dates: Most of the time, you will create an address in Banner that is effective as soon as the current date defaults into the “From” field.  Normally you will not include a “To” date.  The address will be effective until updated by you or another user.

Banner also has the ability to restrict an address to a particular time period.  For purposes of this discussion, we’ll call this period the active window.

To restrict the active window for an address, enter the dates in the “From” and “To” date fields.  Be sure to check these dates whenever you bring up an address in Banner, even if you don’t need to change them.

Banner allows you to set up more than one address of the same address type as long as they have different active windows. Note: The exceptions are VO and VP addresses, which are allowed to have multiple addresses of the same type, without regard to effective dates.

Example A

Students tend to be nomadic, and the “From” and “To” date fields provide flexibility to meet their needs.  For example, if a student says, “I will be moving out of the dorm December 20th and I don’t know where I’ll be after that."

Before Update From Date To Date    
Mailing address 1 03-JAN-2009 blank* PO Box 38 UOH Eugene, OR
After Update From Date To Date    
Mailing address 1 03-JAN-2010 20-DEC-2004 PO Box 38 UOH Eugene, OR

 

Example B

If a student says, “I will be in California over the winter term but will be back in my Eugene apartment March 5th.”

Before Update From Date To Date    
Mailing address 1 20-JAN-2010 blank* 1807 Pearl St Apt 2 Eugene, OR
After Update From Date To Date    
Mailing address 1 03-JAN-2010 20-DEC-2010 PO Box 38 UOH Eugene, OR
Mailing address 1 20-DEC-2010 04-MAR-2010 100 Marin Ave Vallejo, CA
Mailing address 1 05-MAR-2010   PO Box 38, UOH Eugene, OR

 

Final Points to Remember (When Updating Addresses)

  • Scroll through every address.
  • Pay attention to "From" and "To" dates.

A blank “From” date can be thought of as the date for “the beginning of time.”  A blank “To”  date means “the end of time.”   When you create a record, the “From” date is defaulted to the current date and the “To” date is blank --- making the address effective forever or until such time as a "To" date is entered.

  • Check for more than one address of the same type.
  • Do NOT delete address; inactivate them.
  • Do NOT update old addresses, even if they appear wrong.  Inactivate them, and then create a new address sequence.
  • Validate US addresses using CLEAN Address.

 

Section 4. Phone Numbers

Phone numbers may be entered in the following Banner forms:   PPAIDEN, SPAIDEN , and SPATELE  Banner forms have four distinct and separate fields for data entry of telephone numbers : Area Code, Phone Number, Extension, International Access Code.

Important: Do NOT enter dashes in the Banner phone number fields.

 

Section 5. How To Do A Name Search In Banner

 

 

When you don’t know the Banner ID for a person or company, you can do a name search to find it. Name searches are also needed to create new records in Banner.  ALWAYS do a name search before creating any new Banner ID records to prevent duplicate records in Banner.

Name searches can be done in the Banner form GUIALTI, where you can also query on birthdate, ID number, and other fields. GUIALTI is not case-sensitive, making it easier to find names with unusual spacings.

You can also do a name search from the Key ID Block of most Banner forms. Select the “List of Values” function. This will take you to FTIIDEN, POIIDEN, or SOAIDEN.  You can then query on ID number or name using part or all of a name or ID number, and wildcards. 

 As an alternative, from the Key ID Block simply tab to the name field and type in the "Last Name, First Name," and include wild cards as appropriate. You will automatically get a name search dialog box or actual name with Banner ID number. In many cases, this is faster.

There are two types of wildcard:  “%” and “_”.  When you use “%”, the query will search for any number of characters that may be in that space. Use “_” in the query when you are uncertain about one character in a name. Any records that match your query will be listed on FTIIDEN, POIIDEN or SOAIDEN.

Note: Some core offices are adopting GOAMTCH as a tool to match and create records. 

How to query:

If you are using the ID number to search, type in the ID you want to find in the ID number field and hit “Find.” If there is a match, the ID number and name will be returned. 

If there is no match, do the “Cancel Query” function and “Exit” function to leave SOAIDEN. If you don’t want to leave SOAIDEN, and instead want to do another query, do the “Enter Query” function and enter a new query.

To search by name, enter part or all of the last name and a wildcard (%), and part of the first name and a wildcard (%).  Be sure your query conforms to data entry standards. It is best to use only the first letter of the first name and not to search on middle name, as it is often not in Banner. Below are some examples of common searches:

Example 1: Using % Wildcard

Find George Arthur Buback: 

Enter Buback% in the “Last Name” field, and G% in the “First Name” field.  This will bring back any records whose last name begins with “Buback” and whose first name begins with “G.” 

Example 2: Using "_" Wildcard

This example uses the “_” wildcard to find the name Robert Jensen.  The first name may be entered in Banner as Bob, and you are not sure if the last name is spelled “Jensen” or “Jenson.”  Your search should look like this:

            Jens_n%          _ob%

That query will return all names that meet those criteria.  The list would include the following names:

Robert Jensen              Robin Jenson
Bob Jensen                  Bobbie Jensenson
Roberta Jenson            Toby Jenson

Example 3: Compound Names

A common query is for names that have two parts, e.g., McDonald, Van Husen, etc. The two parts may or may not be separated by a space or a hyphen, and both parts of the last name may or may not be capitalized so it is important to use wildcards in these queries.  For example you are looking for Lori McMillan, and you don’t know if there is a space between “Mc” & “Millan,” you also don’t know if “Millan” is capitalized. To further complicate matters, you don’t know if Lori is spelled “Lori” or “Laurie.” For the best result the query should look like this:

            Mc%illan%      L%r%

The result of this query would be to give you all configurations of this name, plus some others.  Your results would include the following names:

Lori Mc Millan
Laurie Mcmillan
Lawrence McMillan

Example 4: Nicknames

 It is important to write your queries to accommodate nicknames.  “Bob” is a very common nickname for Robert and it is easy to write a query to accommodate that as in the example query for Robert Jensen.  Other common nicknames and their queries are: 

T%om% will find “Tom” and “Thomas”

 _il% will find “Bill”, “Billy”, “Billie”, and “William”

 Tim% will find “Tim” and “Timothy”

 Jen% will find “Jennie”, “Jennifer” and unusual spellings like “Jenafir”

 J_m% will find “Jim”, “James”, and “Jamie”

 %ec% will find “Becky”, “Becca” and “Rebecca” (Caution: it will also find lots of other names with “ec” in them)

 Su% will find “Susan”, “Sue”, “Susanna”, “Suzanne”, and “Susie”

 Jac% will find “Jackie” and “Jacqueline”

Example 5: When a second search is needed

For example, you want to find the name “John Kennedy.”  On your first search you write your query as:

            Kennedy%      John%   and no matches are returned. 

It is possible he is in the system as “Jack Kennedy”, so you should do a second query as:

             Kennedy%      Jack%

You could also eliminate the first and second searches by simply writing your query as:

            Kennedy%      J%

which would return all the Kennedys whose first name starts with “J” (including John and Jack).

Often as a result of a query you have a long list of possible matches.  To help you decide which, if any, is the one you need you can go to the form SOAIDNS which gives more detail about each record.  To do this, pull down the options menu and click on “Search and Display more detail.”  You will then be in the form SOAIDNS where you will need to re-do your query.  When you get your list of possible matches you can scroll through the records and view address and student information for each record at the bottom of the form.

If you find the record you are looking for (on either SOAIDEN or SOAIDNS), you can click on the “Select” button and you will return to the form you were on before you began the name search process (SPAIDEN, SAAADMS, etc)

 

Section 6. Searching for non-persons

 

 

When searching for the name of a non-person (i.e. companies, agencies, etc.) restrict your searches to the “Last Name” field.  All non-persons have a blank first name and a blank middle name.

 

 

Section 7. Entering New Ethnicity and Race Codes

 

 

Race and ethnicity information provided by students (including student applicants) and employees is entered in the “New Ethnicity” and “Race” fields on Banner forms: SPAPERS, PPAIDEN and SPAIDEN.  An “Ethnicity and Race Confirmed” checkbox records the effective date of the data entry.

 

Due to changes in the federal guidelines for maintaining, collecting, and reporting ethnic data, data is no longer entered in the “Ethnicity” field on SPAPERS, PPAIDEN or SPAIDEN.    Additionally, D (decline to answer) and O (other) are no longer valid entries.

 

New Ethnicity

Students and employees are asked, “Are you Hispanic or Latino?”

  • If this question is answered “Yes,” enter “Hispanic or Latino”
  • If this question is answered “No,” enter “Not Hispanic or Latino”
  • If this question is not answered, enter “None”

 

Race

If a student or employee has checked one or more of the 5 races listed, enter the corresponding 1 character race code. More than one box may be selected.  If none are selected, leave “Race” field blank.

A             Asian

I               American Indian or Native Alaskan

B             Black or African American

P             Native Hawaiian or other Pacific Islander

W            White

 

Racial/Ethnic Subgroup

Students and employees are also given the option to write in additional racial or ethnic subgroup(s) with which they identify. If a racial/ethnic subgroup is specified, enter one or more 2 character race codes that most closely correspond to the specified subgroup(s). If no close match exists in GORRACE (e.g., “German” is stated as the subgroup), leave blank.

 

Ethnicity and Race Confirmed Checkbox

Always check this box when entering or updating “New Ethnicity” or “Race.”  Students and employees may change their ethnic and or racial identification information at any time. 

 

Example  1

A student applicant checks the race boxes for American Indian and Asian and enters a racial subgroup of Cherokee and Chinese.  Enter the following codes for “Race.”

A             Asian

I               American Indian or Native Alaskan

IC            American Indian – Cherokee

AC          Asian – Chinese

 

Example 2

A student applicant does not answer the “Are you Hispanic or Latino?” question, but enters Chicano for racial or ethnic subgroup. Do NOT go back to the New Ethnicity field and select Hispanic or Latino. This information should be entered exactly as the student or employee reports it. Enter only the following code for “Race.”

HH          Hispanic – Chicano

 

Compliance with these data entry standards is necessary to ensure accurate data reporting to various institutional, state, and federal agencies.

 

Important: Do NOT modify any data previously entered in the old “Ethnicity” field.