- Weber State University
Contents
1. 96 97 98 99 100 101 102 103 GUATEMALA GUYANA HAITI HONDURAS HONG KONG HUNGARY ICELAND INDIA INDONESIA IRAN IRAQ IRELAND ISRAEL ITALY IVORY COAST JAMAICA JAPAN JORDAN KENYA KIRIBATI NORTH KOREA SOUTH KOREA KUWAIT LAOS LEBANON LESOTHO LIBERIA LIBYA LIECHTENSTEIN LUXEMBOURG MADAGASCAR MALAWI MALAYSIA MALDIVES MALI MALTA MAURITANIA MAURITIUS MEXICO MONACO MONGOLIA MOROCCO MOZAMBIQUE 20 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 154 123 124 125 126 127 128 129 130 131 132 133 134 135 136 NAURU NEPAL NETHERLANDS NEW ZEALAND NICARAGUA NIGER NIGERIA NORWAY OMAN PAKISTAN PANAMA PAPUA NEW GUINEA PARAGUAY PERU PHILIPPINES POLAND PORTUGAL QATAR ROMANIA RUSSIA RWANDA ST KITTS AND NEVIS SAINT LUCIA ST VINCENT AND GRENADINES SAN MARINO SAN TOME AND PRINCIPE SAUDI ARABIA SENEGAL SEYCHELLES SIERRA LEONE SINGAPORE SOLOMON ISLANDS SOMALIA SOUTH AFRICA 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 155 156 157 158 159 172 160 161 162 163 164 165 166 167 168 169 SPAIN SRI LANKA SUDAN SURINAM SWAZILAND SWEDEN SWITZERLAND SYRIA TANZANIA THAILAND TOGO TONGA TRINIDAD AND TOBAGO TUNISIA TURKEY TUVALU UGANDA UNITED ARAB EMIRATES UNITED KINGDOM UNITED STATES OF AMERICA UPPER VOLTA URUGUAY VATICAN CITY VANUATU VEN2. F B OHIO Colonial Flower Shop Lakeside Marblehead Washington Court House OREGON Mount Hood Parkdale PENNSYLVANIA Columbia Cross Roads Greater Pittsburg Airport Mount Pleasant Mills Pennsylvania Furnace Pocono Lake Preserve Veterans Administration Hosp TENNESSEE Naval Air Station Memphis TEXAS Big Bend National Park Wilford Hall US A F Hosp VERMONT East Saint Johnsbury Hartland Four Corners Saint Johnsbury Center White River Junction Veterans Admn Black Mn Sant Grnr Webb Col Rdu Intl AMF RTP SJAFB Colnl Flr Shp Lksid Marblhd Wshngtn Ct Hs Mt Hood Prkdl Columbia X Rd Gtr Pgh Arpt Mt Pleasant M Pa Furnace Pocono Lk Prs Veterans Adm Nas Memphis Bg Bnd Ntl Pk Hall Af Hosp E St Johnsbry Hartland 4 Cor St Jhnsbry Ct White Riv Jct 2A VIRGINIA Charlotte Court House Charlotte CH King and Queen Court King Queen House CH Natural Bridge Station Naturl Br Sta Naval Amphibious Station Nav Amph Base Naval Weapons Station Nav Wpns Sta Rappahannock Academy Raphanck Acad Virginia State CollegeVA State Univ Washington Birthplace Washgtns Brhp WASHINGTON Fairchild Air Force Base FAFB WASHINGTON continued Spokane intl Airport Spkn Intl Apt Whidbey Island Naval Air NAS Whidbey WEST VIRGINIA Green Sulphur Springs Grn Sphr Spgs Newton D Baker Va Center VA Center Nutter Fort Stonewood Stonweood White Sulphur Springs Wht Sphr Spgs WISCONSIN Howards Gro
3. It will allow this number to be used as search criteria O The Alternate ID is reserved for SSN and the second Alternate ID is reserved for the student s ID from the old STAARS system O The SSN field on the XXXPERS is used by the Human Resources system and should only contain the SSN that has been entered from witnessing the employee s social security card Prior to making changes to the SSN field the change must be validated by comparison to appropriate documentation If the person is an employee only the Payroll Office makes changes VENDOR NONPERSON IDENTIFICATION NUMBER Vendors will be assigned a system generated ID In addition either the Federal Identification Number FIN or the SSN will be used as alternate entered on the XXIDEN form search criteria SSN s will be used in the case where there is no Federal Identification Number These fields should not be left blank nor should they be zero filled or filled with repeating characters IDENTIFICATION NUMBER CORRECTIONS If you ve made an error in the identification number when adding a person or non person the process for correcting is as follows 1 Change the ID field in the Current Identification block to read correctly Save your change 2 Click on the Alternate Names IDs option to the left of the screen 3 Click the Alternate Remove button on the record where the Change field is ID and the Activity Date is today s date Save your changes Roll B
4. Data Standards For Weber State University IL TIL IV VI TABLE OF CONTENTS INTRODUCTION DATA INTEGRITY PURPOSE ADMINISTRATIVE RESPONSIBILITY ACCESS TO OFFICIAL RECORDS DATA CUSTODIANS INFORMATION USERS INFORMATION ACCESS RECORD CREATION GUIDELINES BEFORE CREATING RECORDS ONLINE SEARCHES BEFORE CREATING RECORDS FROM OFF LINE SOURCES BEFORE ACCEPTING RECORDS RECEIVED VIA WWW GENERAL PERSON CRITERIA GENERAL STANDARDS DATE STANDARDS GENDER CODE PERSON IDENTIFICATION NUMBER ALTERNATE IDENTIFICATION NUMBERS VENDOR NONPERSON IDENTIFICATION NUMBER IDENTIFICATION NUMBER CORRECTIONS NAME STANDARDS LAST NAME FIRST NAME PREFERRED FIRST NAME MIDDLE NAME PREFIX SUFFIX NON PERSON NAME VENDOR ACRONYMS GOVERNMENT OFFICES NAME TYPE ALTERNATE NAME ALTERNATE NAME EXAMPLES NAME AND ID CHANGE ENTERING A NAME CHANGE DATE OF BIRTH CITIZEN TYPE MARITAL CODES LEGACY CODE ETHNIC CODES CONFIDENTIAL INFORMATION INDICATOR VETERAN FILE NUMBER DECEASED INFORMATION CHECKLIST ALUMNI DEVELOPMENT DECEASED CHECKLIST ADDRESS STANDARDS ADDRESS TYPES PERSON amp NON PERSON ADDRESS TYPES VD vw WG A CL PS HA TABLE OF CONTENTS STREET STANDARDS SPECIAL CHARACTERS AMPERSAND SECONDARY ADDRESS UNIT DESIGNATORS UNIT DESIGNATORS ABBREVIATIONS DIRECTIONS ABBREVIATIONS STREET ADDRESS AND PO BOX CITY STANDARDS STATE amp PROVINCE STANDARDS ZIP CODE STANDARDS UNITED STATES CANADIAN INTERNATIONAL PIN NUMBERS NATION CODE STA
5. E Metend evs Spur CHEN Ldg SA Foes eat aeaigeeta Sq LOOP ae Loop STATION are Sta MAL Erin Mall START ASS en Start MAJOR Mjr STRAVE E Stra MEADOW rererrvonnvrenvverrerenseenner Mdw STREAM een Strm Misere MI STREE Toto las ds St MISSION usa Msn SUMMIT Smit MOUNTAIN u Mtn TERRACE ua Ter MANOR see Mnr TURNPIKE sat Tpke HE eee Hl PRACE Yun Tree ORCHARD unse Orch TRACK u diire its Trak OVAL Nr Oval TRAFHICWAN Trfy PARR e a a Park PRAILE R dee Trlr PASS ane Pass TRAIL esse Trl PATH na Path TUNNED user Tunl PIKE en Pike UNION nase Un PINE citi erie aaa Pnes VALE an n Vly PARKKWAY oo eecececceseeereeeeees Pky VADO CT tada Via PLACE cette Pl VIEW Cartas Vw PLAIN esse Pin VIELAGE seat Vig PLAINES Juba Pins VIELES usa VI PLAZA sne Plz A A cations Vis PON Tios dia Pt WALK aan Walk PORT sit Prt WAY es each Way PORTS vase Prt WELLS a idas Wls PRAIRIE se Pr A e E NEn Xing RADIAL odiada Radl RADIEL use Radl 2A APPENDIX B From USPS CITY ABBREVIATIONS ALASKA Denali National Park Denali Park ARIZONA Marine Corps Air Station Mcas Pinnacle Peak Village Pincle Pk Vilg ARKANSAS Hot Springs National Park Hot Springs Univ of Ark at Monticello Monticello CALIFORNIA California Hot Springs Calif Hot Spg Commerce Contract Station Cmre Cntr Sta El Toro Marine Corps Air Sta El Toro Mcas Kings Canyon National Pk La Canada Flintridge Lemoore Naval Air Station Palos Verdes Estates Palso Verdes Peninsula Rancho Santa Margarita
6. EZUELA VIETNAM WESTERN SAMOA NORTH YEMEN SOUTH YEMEN YUGOSLAVIA ZAIRE ZAMBIA ZIMBABWE Note to make selecting non USA addresses easier for reports leave the nation code blank for US addresses AN APPENDIX E CONFIDENTIAL FLAG Because of FERPA regulations regarding the confidentiality of student records this flag is very critical The Confidential Flag which is set on the XXPERS screen will be added by Student records or Human Resources and may be used by other offices such as Alumni Development A warning message box will appear the first time the record is viewed and the confidential information will be visible on every form related to the individual This Flag indicates that a person wants all or part of their record kept confidential that they want some or all of their information blocked from the Campus Directory and or wants some or all of their information to NOT be published in other document APPENDIX F COMMON FORMS Maintenance Form Considerations GUASYST The General Person System Information form shows all LYNX modules where data is entered on a specific GID This is helpful for tracking the progress of student applications or determining quickly what role an individual or entity plays at Weber State University Duplicate Records Use this form when diagnosing possible duplicate records to determine which areas have transactions posted on the record GUAIDEN The General Person Identification form li
7. MF Centervl Gwnt Chectnut Mtn Gwinnett Cors Pine Mtn Valy Hi Natl Park Mtn Home AFB Natl Stock Yd Clvr Mil Acad Ft Harrison Grissom AFB St Mary Of Wd Cld Sp Hld Ht Mammoth Park Cave W Boothby Hbr Aber Prov Grd Cocvle Ht Vly KE Dundalk Sparrows Point Farney Keedy Mem Home Lutherville Timonium MASSACHUSETTS Incoming Mail Ctr North Thos P Oniell Fed Bldg Village of Nagog Woods MICHIGAN Houghton Lake Height MINNESOTA Duluth Federal Prison Inver Grove Heights Marine on St Croix South International Falls MISSISSIPPI Stennis Space Center MONTANA White Sulpher Springs NEW JERSEY Cape May Court House Point Pleasant Beach NEW MEXICO High Rolls Mountain Park Holloman Air Force Base Santo Domingo Pueblo Truth or Consequences White Sands Missle Range NEW YORK Farmersville Station Port Jefferson Station NEW YORK continued Shelter Island Heights Thousand Island Park Dundalak Sp Pt Fhrny Kdy Mem Luthvle Timon IM C North Oniell Bldg Vlg Nagog Wds Hghtn Lk Hts Dith Fed Pris Inver Grove Marine S Intl Falls Sten Sp Ctr White Sulphur Cape May C H Pt Pleas Bch High Rls Mt P Holloman AFB St Dmng Pblo Truth Or Cons White Sands Farmersvl Sta Prt Jeff Sta Shelter Is Ht Shelter Is Park Veterans Administration NORTH CAROLINA Black Mountain Sanatorium Gardner Webb College RDU International AMF Research Triangle Park Seymour Johnson A
8. NCE code Refer to Appendix C for the appropriate U S states and Canadian province codes from the USPS ZIP CODE STANDARDS Zip codes MUST be entered for all U S and Canadian addresses Use GTVZIPC to pull the appropriate zip code DA United States Enter the five 5 digit zip code A Hyphen must be used when the entire nine 9 digit zip code is available If the last four digits are unavailable enter the first five digits without the hyphen It is recommended to enter the last four digits of the zip code The last four digits can be found at http usps com zip4 Example 97203 97203 5798 Canadian Enter the six character zip code Do not add spaces or hyphens in Canadian zip codes Example T2T2Y5 R2L1N4 International Pin Numbers Enter the international postal identification number PIN which ranges from four to six digits without hyphens to the right of the city on the second address line Do NOT enter the PIN number in the zip code field In the event the PIN number will not fit to the right of the city because of space enter the city on the third address line and enter the PIN number in the city line Example Petko Metodiev Kitano PO Box 140 Balgoevgrad Hyderab 2700 Bulgaria Example Address Sample Address Data Entry Format Larry R Adams Larry R Adams 123 East Fir Street Apartment 6 123 E Fir St Apt 6 Lancaster CA 93536 1234 Lancaster CA 93536 1234 NATION CODE STANDARDS Do NOT
9. NDARDS MILITARY STANDARDS FOREIGN MILITARY ADDRESS UNITED STATES MILITARY ADDRESS AIR FORCE BASE AFB ADDRESS CHANGES ADDRESS CHANGE SOURCE TYPES VII TELEPHONE TYPES EMAIL TYPES APPENDIX A ABBREVIATIONS FOR STREET DESIGNATOR APPENDIX B CITY ABBREVIATIONS APPENDIX C TWO LETTER STATE amp POSSESSION ABBREVIATIONS APPENDIX D FOREIGN NATION CODES APPENDIX E CONFIDENTIAL FLAG APPENDIX F COMMON FORMS APPENDIX G DUPLICATE RECORDS ELECTRONIC INFORMATION GUIDELINES I INTRODUCTION Weber State University is providing the campus with an integrated software package that will increase the quantity and quality of information it maintains This package named Lynx a k a Banner will also provide increased accessibility to that information enhanced data security and compatibility across functional areas of responsibility Lynx is modular meaning that there are modules for different functional areas including Financial Aid Finance Human Resources Payroll Alumni Development and Student There also is a General module that ties all of the functional modules together Shared information is called GENERAL PERSON and includes ID s name s address es phone s email s gender birth date marital status deceased flag and confidential flag Lynx is a collection of forms screens with imbedded instructions used to enter data modify data delete data and query data Lynx simply provides the screens and progr
10. O NEVER use the sign UNIT DESIGNATORS ABBREVIATIONS Code Description Example Apt 102 Main St Apt 101 Bldg 1600 Central Pl Bldg 14 Dept Florida Tech Accounting Dept Fl 2700 College Blvd 4 Fl Rm 55 Sylvan Blvd Rm 18 Sp 454 N Jones Rd Sp 6 Ste 1356 Executive Dr Ste 202 No Number 4170 Cherry La No 26 DIRECTIONS ABBREVIATIONS Compass directions used to identify the geographic area of a city are always abbreviated Code Description E East W West N North S South NE Northeast NW Northwest SE Southeast SW Southwest Street Address and PO Box Non person LYNX address format allows three lines of street address information Three address lines cause a problem when printing one inch labels If both the street address and PO Box number need to be maintained enter the street address as the Permanent Address PR and the PO Box number as the Mailing Address MA Do not enter data into the second address line until data has been entered into the first address line Only use the first two lines Permanent Address PR Mailing Address MA Dr John F Smith Dr John F Smith Dr John F Smith Evergreen Building Evergreen Building PO Box 2351 1379 Del Monte Ave 1379 Del Monte Ave Lancaster CA 93536 PO Box 2351 Lancaster CA 93536 Lancaster CA 93536 Note Mail is delivered to the address immediately above the City State and Zip Code line For additional informa
11. P Human Davis Campus Provost Services University Resources amp Enrollment Relations Payroll Manager Services Education above above above above above above above above above above Satellite Same as Same as Same as Same as Same as Campuses above above above above above General Record Custodians Order of Area of Responsibility General Module Precedence Employee Human Resources amp Payroll Employment Applicant Human Resources Vendor Purchasing and AP Student Registrar Office Alumnus Alumni Development Donor Development Office Student Applicant Admissions Office Undergraduate amp Graduate 8 Friend of WSU Development SN On BY WIN A general record person and non person may have more than one active current association with the University i e employee and student vendor and donor The University requires that in shared record situation the general person non person name and address will always reflect the legal name and mailing address INFORMATION USERS Users are responsible for understanding all data elements that are part of the General Person record If a person does not understand the meaning of a data element he she should consult online help or the appropriate training manual Users will exercise due care in using the institution s information systems both the central institutional database and all departmental systems to protect data files from unauthorized use disclosure a
12. R can be used to review recently updated addresses to ensure that the data entry standards are being applied If using one or more of the Web For products there is a rule form to identify which address types can be viewed and or updated for each system NOTE For reports GTVSDAX should be updated ADDRESS TYPES Addresses are entered in the Address Information Block on XXAIDEN or in FTMVEND For additional information on address standards required by the U S Postal Service check their web site at http www usps gov ncsc pubs You will find the web site to be a valuable resource Multiple addresses can be entered for a person or vendor by using different address types Address standards have been established cooperatively so that address types are used consistently Use the appropriate address type code from the STVATYP table as recreated below 92 PERSON amp NON PERSON ADDRESS TYPES NOTE there are certain address types that are system required BI BU MA PA CODE DESCRIPTION EXPLANATION Primary residence address for individual can not be a PO Box Campus mail code address Maintained by Payroll Office Created if payroll check is mailed to address different from Permanent Campus and Mailing Maintained be AR Created if billing address is different from Permanent Used to mail invoices and statements Maintained by AR and Alumni Development This address is the Vendor Business Organization s permanent
13. Rolling Hills Estates Sequoia National Park Yosemite National Park COLORADO Mesa Verde National Park United States Air Force ACAD DELAWARE Dover Air Force Base FLORIDA Kennedy Space Center Lauderdale by the Sea Mayport Naval Station Naval Air Station Unit 2 Naval Coastal Systems Lab Naval Training Center Recruit Training Command FLORIDA continued Kenp La Canada Flt Lemoore Nas Pls Vrds Est Pls Vrds Pnsl Rcho Sta Marg Rling Hls Est Seq Natl Pk Yosemite Ntpk Mesa Verde Air Force Dover AFB Kennedy Sp Ct Laud By Sea NS Mayport Naval Air Sta NCSC Lab Naval Tng Ctr Rec Tng Comm Saint Augustine Beach Saint Augustine South Saint Petersburg Beach Silver Spring Shores Town and Country Plaza Univ of West Florida College Collection Warm Mineral Springs West Panama City Beach Worthington Springs GEORGIA Airport Mail Facility Centerville Gwinnett Chestnut Mountain Gwinnett Mall Corners Pine Mountain Valley HAWAII Hawaii National Park IDAHO Mountain Home A F B ILLINOIS National Stock Yards INDIANA Culver Military Academy Fort Benjamin Harrison Grissom Air Force Base Saint Mary of the Woods KENTUCKY Cold Sprgs Highland Hts Mammoth Cave National MAINE West Boothbay Harbor MARYLAND Aberdeen Proving Grounds Cockeysville Hunt Valley St Augstn Bch St Augstin S St Pete Bch Silver Spg Sh T Aan C Plz Univ Of W Fl Uinv Collect Warm Minl Spg W PC Beach Worthngtn Spg A
14. TA CUSTODIANS A data custodian usually an administrator of a Weber State University office or department may make data available to others within his or her department for use and support of the unit s functions Before granting access to data the data custodian shall be satisfied the protection requirements have been implemented and a need to know is clearly demonstrated By approving end user access to institutional data the data custodian consents to the use of this data within the normal business functions of administrative and academic offices Query inquiry access to institutional data will be broadly available throughout the institution Data custodians or designees are responsible for the accuracy and completeness of data files in their areas Misuse or inappropriate use by individuals will result in revocation of the user s access privileges Data custodians are also responsible for coordinating maintenance and control of the Lynx administrative information system s validation and rule tables and to confer with other data custodians on impending changes The validation and approval of software releases is the responsibility of Information Technology These tables and processes define how business is conducted at Weber State University Data Custodians Area of Financial Student Finance A D Module Human Responsibility Aid Module Module Resources Module Module WSU Main amp Assoc Provost Accounting VP AV
15. ack If you discover an error in the identification number on a record that already exists make the changes but do not remove the previous ID that is in error Do a screen print of the record and notify your supervisor of the change Supervisors Check SUASYST to see if the record belongs to other modules and contact applicable data custodian to verify that the incorrect ID can be deleted V NAME STANDARDS Every identifier ID in Lynx has a key name associated with it The KEY name is either the legal name of the person or the name of a non person KEY names are entered on XXXIDEN The name for a person has six 6 separate parts These are Last Name First Name Middle Name e Prefix e Suffix Preferred First Name LAST NAME O Use mixed case i e upper and lowercase letters O Use the legal spelling and format of the last name O Enter as presented adhering to the following guidelines o Hyphens may be used to separate double last names i e Cooper Smith o Spaces are used for two last names not hyphenated e g Monica Lou Creton Quinton last name is entered as Creton Quinton with no hyphen o The period is used when it is part of the person s name e g St John However add an SPEC alternate name without the period to aid in searches and to avoid duplication o Apostrophes may be used e g O Leary O Connor However add an SPEC alternate name without the apostrophe to aid in searches and to avoid dup
16. address If the mailing address is a PO Box MA should be used Mailing address e g PO Box Created if different from Permanent Maintained by Alumni Development Used to store an address where a constituent works It may be a PO Box when it applies Maintained by Alumni Dev to store seasonal recurring address for individuals who spend part of year at a different address Address used for emergency contact MG Matching Gift Maintained by Alumni to store address for Matching Gift Office of Corporation Vendor Check STREET STANDARDS Maintained by AP Used to mail vendor checks if different from mailing address All information is typed in upper lower case format i e not all caps or all lower Special Characters The period cannot be used when entering the number portion of DA an address The following is an example 39 2 Rd use 39 2 Rd Ampersand Only use the symbol 8 rather than spelling out and when it is appears in an official document Symbols such as c o in care of should not be used In Care Of should be written out Secondary Address Unit Designators If the address is multi unit apartment or building place the room suite or apartment number to the right of the street address If the secondary unit designator is not provided and only a pound sign f along with the number is provided 1 e 3454 N Jones 4 then remove the and replace it with the abbreviation for number N
17. al information systems Administrators shall validate the access requirements of their staff according to job functions before submitting requests for the provision of access Under no circumstances shall anyone use institutional electronic data in detail or summary in any publication seminar or professional presentation or otherwise release data in any form outside Weber State University without prior written approval from the appropriate data custodian see page 7 Data should never be left on any system to which access is not controlled As a general principle of access Weber State University data regardless of who collects or maintains it shall be shared among those employees whose work can be done more effectively by knowledge of such information Although the University must protect the security and confidentiality of data the procedures to allow access to data must not unduly interfere with the efficient conduct of University business All information systems owned by Weber State University shall be constructed to assure that l Accuracy and completeness of all system contents are maintained during storage and processing 2 System capabilities can be re established within an appropriate time after loss or damage by accident malfunction breach of security or natural disaster 3 Actual or attempted breaches of security can be detected promptly and controlled 4 All who use institutional data have the right to expect the
18. alid change of name then make and save the change If you know the Name Type then click on the Alternate Names IDs option find the original name and fill in the appropriate Name Type e g MAID maiden name DATE OF BIRTH The Date of Birth DOB is required for all employees and students It is entered on the Person form XXXPERS See Date Standards Page 11 O O Format dates in the format MDY Month Day Year All dates should be entered as MM DD Y Y YY or MM DD YYYY or MMDDYYYY e g 08 21 2003 or 08 21 2003 or 08212003 O For dates within the current month type just the day and press the enter key The month and year will be filled in O The date as DD MM YYYY will always be displayed no matter how it is entered O When a date is required but none is available the holder code date 01 01 3000 is used Periodically a data integrity report will be run to identify records containing this date and they will be corrected CITIZEN TYPE USHE Element S 09 Citizenship Status Citizen type is required for all students and employees Citizenship Type requires appropriate documentation A person s citizenship is entered on the Person form XXXPERS Valid values are found in the validation table STVCITZ An individual who is a citizen of the United States only regardless of how his her status was acquired Non Resident An individual who is not a citizen or national of the United Alien States and who is in this cou
19. ams necessary to manipulate data The data itself is stored in tables residing in an Oracle database It is a relational database meaning that tables are linked together by means of some internal identification number and therefore data redundancy is limited One table might have a student ID number and the course numbers in which he she is enrolled A separate table has the course numbers and the course descriptions The course numbers would link the two tables together providing a course description for the courses in which a student is enrolled There are over 2 000 tables in the Lynx system At Weber State University the Summer term represents the first semester of each academic year The Fall term is the second semester and Spring term is the third semester IL DATA INTEGRITY PURPOSE These guidelines are established to provide quality and consistency for data entry and conversion They also define the responsibilities of everyone accessing and managing the data and equipment Offices may have individual guidelines that supplement but do not supplant or contradict these guidelines Data entrusted to Weber State University by other organizations e g Foundations and Governmental agencies is governed by terms and conditions agreed upon with those organizations Specific issues not governed by such agreed terms shall be governed by the guidelines set forth in this document These guidelines are to ensure database integrity and easy professio
20. artment Dept Incorporated Inc Limited Ltd Limited Liability Corporation LLC Saint St United States U S University Univ Acronyms Companies that are recognized by an acronym should be entered in the key block using its acronym e g IBM AT amp T The whole name ofthe company should be entered in the SPEC alternate name e g WSU in Key name Weber State University in alternate name to aid in searches and to avoid duplication Government Offices State and County departments and agencies should be entered with the State or County as the vendor Each department or agency should be listed as a separate address sequence Example 1 Utah System of Higher Education Alternate names of USHE Board of Regents Example 2 Utah State University Alternate names of USU Various departments within Utah State University i e Library Controller s Office etc should be distinguished using the address sequence feature in Banner Do not create individual vendors 17 for each department within a University Example 3 Alternate names of UDES Example 4 Alternate names of USPS U S Postal Service Example 5 Alternate names of UCI Example 6 Example 7 State of Utah Alternate names of Utah Dept of Revenue Department of Revenue Agency i e Dept of Revenue should be listed as a separate address sequence using one of the address lines for Dept of Revenue Utah Department of Employm
21. as Cp CANYON se Cyn CAPE en ng Cpe CAUSEWAY ei Cswy CENTER curra tata ee Ctr CIR AN Cir CIRCBB ASS Rt Cir ERBE MO aa deans EAA Clb CHIRK sonen Clfs CLUB EE Clb A ene a i Cp ENTER at Ctr AA aan a aaa Cyn CORNER asian Cor CORNER SS ciao sita Cors COURSE uu Crse COURT am Ct COVES Cv COVES issued ease Cv CIRCLE st rste veiet Cir A ates I Inlt BLAND NS asien Is ISLANDS 222 Iss CRESCENT ers Cres GREEK unges Crk EROSSING usen nn Xing CROSSWAY nal Cswy DALE DI DAM ee Dm DIVIDE esoo Dv DRIVE ui eng ident Dr ESTATE cdas Est EXPRESSWAY cccsscceseesees Expy EXTENSION uses Ext FATE ee Fall A iain eke Fls BERRY ed eebe eg Fry FIELD usd oda Fld AO O Flds A Fl FLAT ee Flt FORD tados Frd FORDS esse Frd FORESL asset Frst FORGE E Frg FORK au uni lan e Frk FROR cnie una ea Ft ERD Sense Frd FREEWAY ua Fwy ERST u Frst ERY EE Fry A eer ere eee nee ee Ft GARDEN spernenn Gdns GATEWAY ana Gtwy GEEN us Gln GREEN rasen Grn CROW Estacio Grv HARBOR sisas Hbr HAVEN A a a Hvn HEIGHT tasas Hts HIGHWAY ses Hwy HIER ae Hl HOLEOWar ee Holw JUNCTION za Jet KEY sd Ky KEYS u Nennen Ky KNOLES un nie Knls RANCHES nen Rnch LAKE indio Lk RAPID sung Rpds PARES iaa Lks RIDGE 83 45 ur Rdg LANDING tenis Lndg ROAD sonene Rd LANE keen Ln REST une Rst LE ar e Ln RIVER nee Riv LIGHT ala Lgt ROW ae Row A A Lgt A ea aaeeei Shl EDIPO Lf SHORES sosser Shrs LOCK ina Lcks SPRING ans Spgs LOCKS anna Lcks A ian
22. ased Change the Marital Status to Widow Widower c Using APANAME and APAMAIL update the Gift Society Name combined mailing name and salutations where needed 2 Inthe Deceased s record a Inactivate all addresses b Using APAPERS add the DATE and DECEASED FLAG c Using APACOMT enter a comment regarding the source of the information obituary family member etc d Using APANAME and APAMAIL update the Gift Society Name combined mailing name and salutations where needed 3 Notify the Development Officer if the deceased is their prospect 4 Ifthe Deceased has an alumni membership notify the Alumni Office VI ADDRESS STANDARDS LYNX permits multiple address types to be entered for a person or vendor Each address can have different effective dates Note BI address type can have more than one active address ata time All other address types can only have one active address The use of each address type must be strictly defined so that conflicts do not arise among the various functional areas As a user having permission to update address data one can update all address data Lynx does not restrict address updates by functional area Therefore it is critical for the user to ensure that the most current appropriate address is available for all areas Procedures must be in place to ensure areas making address changes are done correctly User must follow the procedures as defined by the owner of that address database GOAADD
23. data to be accurate ACCESS TO OFFICIAL WEBER STATE UNIVERSITY RECORDS The following outlines the requirements and limitations for university departments divisions to follow in obtaining permission for inquiry and update access to Weber State University s official records Data security is everyone s responsibility and must be impressed upon all employees Access will be awarded only after appropriate tailored training is received and the University s Confidentiality Agreement has been signed Entries to Lynx general entity person or non person tables affect the overall integrity of the database used by all Lynx modules Failure to abide by the guidelines outlined in this manual for creating and maintaining general entity records will result in removal of access Employees are not to loan or share their login codes or passwords with anyone If it is found that login codes are being loaned or shared employees who are assigned access to records are subject to disciplinary action Departments divisions should take steps to ensure that they have an alternate person assigned as backup for each office function and that this individual has access to the system functions required to provide backup support Every department division will maintain a current list of primary and secondary users for the various module functions Departments divisions may request access authorization for an employee by completing and submitting a System Access Au
24. date entering a code in Source field and SAVE Do record insert to get blank space and type in the new address and phone number ADDRESS CHANGE SOURCE TYPES Alumni Development users will use this list to track where an address or address change originated When a campus individual informs you of an address change when possible please find out how they received the information Example If you are told by the VW president s office of an address change try to find out how they were notified and use that as the source rather than president s office Description Banner Local Help Abbreviation Who Should Use in Banner Individual Person Constituent informs WSU of address change by phone mail e mail or web Alumni Development If you are informed of address update from someone other than the individual ask where they obtained the information amp mark address change appropriately Ex Development officer informs you a constituent has new address Find out where they obtained their information Ifindividual told them this address change should be marked INDV not OTIN Ex Development officer informs you a constituent has new address They got the information by writing it down when visiting This should be OTIN not INDV INDV All modules Business Non person vendor organization informs WSU of address change by phone mail e mail or web Alumni Development Letterhead would fall i
25. de Description Explanation HOME Home This number will be used to reach a person or constituent at their current place of residence WORK Work This number will be used as the primary phone number for a Business Vendor Organization or to reach a person constituent at their place of employment CELL Cell This number will reach a person constituent on their cellular phone FAX Fax This number will be used for either home or work faxes Use comments to clarify where the fax machine is located WAST Work Assistant This number should be used to reach a person constituent s secretary administrative assistant receptionist etc Use comments to clarify ALT Alternate This should be used for any number that does not fall into the other categories OSV Outside Vendor This number will be used by Alumni Development to track the source of phone numbers that are provided by outside vendors Use comments to clarify what source the phone number came from PGR Pager This should be used to reach a person constituent by electronic pager PRNT Parents This number should be used to reach a person constituent at their parent s home s For Student if the student is living at home capture this number under the HOME type If they move from their parent s home change HOME to PARENT and add a new HOME TOLL Toll Free This will be used to track toll fre
26. e category also Islander Palauan Papua New Guineas Ponapean chuukese Yapese Black Non Hispanic A person having origins in any of the Black racial groups of Africa Terms of Haitian or Negro are acceptable response options Hispanic A person having origins of Mexican Puerto Rican E Cuban Central or South American or other Spanish culture e Europe the Middle East or North Africa mme N Non Resident Alien A person who is not a citizen or national of the United arraying data States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely Resident aliens who are not citizens or nationals of the United States and who have been lawfully admitted for permanent residence are to be reported in the appropriate racial ethnic categories described above CONFIDENTIAL INFORMATION INDICATOR Based on FERPA If a person wishes to have his her information marked confidential this field is checked When the confidential field box is checked this denotes that the person does not want address and telephone number information released Checking this field is optional for alumni students and employees When information is marked confidential no directory information is to be released For Student and Employee if the Confidentiality indicator is set to N the directory information that will be released is limited to Name Affirmation of wheth
27. e numbers of persons constituents or Non Persons Vendors Organizations TZ Time Zone This is usually from an outside vendor Alumni Development uses this number to determine what time zone a constituent is in and will use comments to capture the information INTL International This will be used to track international numbers of person constituents or Non Persons Vendors Organizations EMER Emergency This number will be used when WSU needs a phone number in case of emergency 21 Email Types Email addresses are entered in the EMAIL Information Block on XXAIDEN GTVEMAL stores the email types that can be used PRE Preferred ar aow Used to store e mail address preferred by person constituent to receive WSU e mails Used to store e mail delivered to person constituent s home Used to store e mail delivered to person constituent s work business Used to store GroupWise e mail Used to store student s WildCat e mail address sed to store e mail address for Business V endor Organization 25 APPENDIX A From USPS ABBREVIATIONS for STREET DESIGNATOR ALLER Ars een Aly ALLEY sn Aly ANNE Xian Anx ARCADE uote Arc AVENUE id Ave BAY OL TER Byu BAYOU nenn Byu BEACH ES EB Bch BEND sad Bnd Pee Bg BEUF ste BIf O A A Blvd BOTTOM tics Btm BOULEVARD Blvd BRANCH een Br BRIDGE adi Brg BROOK as Brk BURG TEE Bg BYPASS san Byp BY AN Byu CAMP v
28. e reserved for technical purposes O Commas Apostrophes hyphens and periods MAY be used only when grammatically necessary O Data is entered using mixed case format uppercase and lowercase letters following standard capitalization rules O Abbreviations are often used when entering data If you are in doubt about an abbreviation first check the approved list That is Post Office Box should be 11 entered as PO Box The approved lists can be found in Appendices A C of this document Alumni Development requires the USPS standards be used If you do not locate an abbreviation spell the word See http USPS com O Search first before creating a new record for a person or organization Conduct an ID and name search as specified in Section III Record Creation Guidelines to make sure the person or organization hasn t already been entered into the Lynx database All offices must conduct a thorough search to prevent entering a duplicate record O Changes to a constituent employee student or vendor record will not be made without proper documentation DATE STANDARDS O Date fields appear on forms throughout the Lynx system O Lynx is set up to accept dates in the format MDY Month Day Year O All dates should be entered as MM DD Y Y Y Y or MM DD YYYY or MMDDYYYY e g 08 21 2003 or 08 21 2003 or 08212003 O For dates within the current month type just the day and press the enter key Lynx will fill in the month and y
29. ear Lynx will always display the date as DD MMM YY no matter how it is entered When a Date is Not Available When a date is required but none is available the holder code date 01 01 3000 is used Periodically a data integrity report will be run to identify records containing this date and they will be corrected OO GENDER CODE A gender code is entered as male female or not available Description Explanation Male A male person Female A female person Unknown Use when the gender information is not available or if the gender Non Responsive cannot be determined by the name i e Chris Pat Terry etc Note All employees MUST be classified as male or female N is not an allowed entry in Lynx for an employee The use of N must be minimized in student records as well Additional research must be made to determine the gender code PERSON IDENTIFICATION NUMBER O A nine character identifier ID is used to access a person s information in Lynx O All new person records will be assigned a system generated identification number Procedures for adding new person records to the system are outlined in Section 3 O System generated identifiers ID are in the form of W99999999 where 9 represents any digit The W sign is a Weber State University wide defined value ALTERNATE IDENTIFICATION NUMBERS O Social security numbers should be added via the ALTERNATE NAME ID window on the XXXIDEN form
30. elationship For example this can be used by Admissions to identify that the individual had a relative who attended the institution and therefore is eligible for a certain type of scholarship ETHNIC CODES USHE Element S 14 Ethnic Origin Weber State University s procedures require the ethnic code be entered for all students and employees A person s ethnicity is entered on the Person form XXXPERS Valid values are found in the validation table STVETHN Description Explanation I American Indian or A person having origins in any of the original peoples of Alaskan Native North America and South America including Central America and who maintains cultural identification through tribal affiliation or community recognition A Asian or Pacific Islander A person having origins in any of the original peoples of the Far East Southeast Asian or the Indian subcontinent including for example Cambodia China India Japan Thailand and Vietnam Native Hawaiian or A person having origins in the original peoples of the Pacific Islander Hawaii Guam Samoa or other Pacific Islands The term does not include individuals who are native to the includes the following Pacific Islander groups Carolinian Fijian Kosraen Melanesian North Mariana Pohnpelan Polynesian Solomon Islander Tahitian Tarawa Islander Tokelauan Tongan Trukese Korea Malaysia Pakistan the Philippine Islands state of Hawaii by virtue of birth Th
31. ent Security United States Postal Service Utah Correctional Industries Association of Schools of Allied Health Professions Alternate names of ASAHP NAME TYPE ALTERNATE NAME Used to enter all variations of the name such as nickname maiden name previous married name AKA also known as Code Description Definition of Use AKA Alias DBA Used for Vendors with other names Doing Business As MAID Maiden Name Used to follow the person s name changes by marriage PREV Previous Name Used to follow the person s name changes 1 e marriages divorces or legal changes SPEC Name Contains Special Used as an alert that the legal name contains Symbols symbols that cannot be entered in the Lynx field Example accent over a letter TAX Name for payroll amp tax Used for W 2 1098T and other federal payroll forms forms DIR Directory Used for campus directory ICK Nickname Displays a nickname to use in searches Alternate Name Examples If the person prefers to use his initials then that would be stored as the KEY name and the whole name would be stored as an alternate name l H I Jones would be the KEY name Herman Isaac Jones would be entered in the alternate name 2 If the person uses their middle name more frequently than their first name then enter the middle name version in alternate name Herman Isaac Jones in KEY name Isaac Jones in the alternate name 3 I
32. ent s applications for a receipt of financial aid governmental officials as identified by Public Law 93 380 and an appropriate official in response to a court order or subpoena Without a signed release the University can make only directory information available for public use in campus directories publicity of events honors and the like The following constitutes directory information Name Address Phone Dates and Terms of Attendance Full Part time Major Field of Study and Degrees and or Certificates Earned All levels of management shall ensure their areas of accountability each information system user know his her responsibilities Employees must adhere to any applicable Federal and State laws covering storage retention use release and destruction of data Electronic data is owned by Weber State University and is a vital asset All institutional data whether maintained in the central database or copied into other data systems including microcomputers remains the property of Weber State University Access to data is not approved for use outside an individual s official Weber State University responsibility Computerized institutional data shall be used only for the legitimate business of Weber State University Institutional computing services and facilities shall be used only as required in the performance of job functions Supervising administrators shall ensure a secure office environment with regard to all institution
33. enter a NATION code for U S addresses A NATION code is required for all non U S addresses A complete listing of Nations can be found in Appendix D MILITARY STANDARDS Foreign Military Address Enter 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 Example Alice VanFrogulemen HHB 6th Batallion 43rd Box 72 Air Defense Artillary CMR 417 APO AE 09602 8802 United States Military Address Enter the APO or AFO code into the CITY field Enter the normal state code into the State field Example APO AA AE AP Nine Digit ZIP code FPO AA AE AP Nine Digit Zip code AE 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 Example APO AE 09815 APO AA 34030 FPO AE 09508 FPO AP 96522 Air Force Base AFB Enter the City into the City Field followed by AFB all CAPS for Air Force Base EXAMPLE 5202A 2nd St Hill AFB UT 84506 1207 ADDRESS CHANGES Address changes are entered in the address information block on XXAIDEN The source of the change can also be entered Sources for valid address change values are found in the table STVASRC Do not overtype the existing address but instead inactivate the address by entering the TO date current
34. er currently enrolled full time or part time dates and terms of attendance major field of study and degrees and or certificates earned For Alumni Development this means that the person should not be included in any published alumni directory A person s confidential request is entered on the Person Form XXAPERS VETERAN FILE NUMBER The Veteran File Number is used to maintain a person s veteran identification number A person s veteran file number is entered on the Person form XXXPERS For the majority of people this is their SSN This information is collected and maintained for students by the Veterans Affairs Office This information is not collected or maintained for employees by Human Resources DECEASED INFORMATION CHECKLIST 1 Check GUASYST to see what other areas have transactions posted 2 If the person is connected to STUDENT HUMAN RESOURCES FINANCE FINANCIAL AID OR ACCOUNTS RECEIVABLE you will need to contact them to obtain permission to mark them as deceased 3 Other areas should contact Marilyn Ryan extension 7012 or mryan weber edu for permission to decease alumni 4 NOTE www ancestry com can be used to verify the date of death by checking the SSN Deceased Database an ALUMNVDEVELOPMENT DECEASED CHECKLIST 1 Separate the Spouse when linked a In the Spouse s record using APACONS change the xref code to SPL spouse living The deceased will have a corresponding xref SPD spouse dece
35. f the person has an initial for their first name enter their middle name in alternate H Isaac Jones in KEY name Isaac Jones in alternate name NAME AND ID CHANGES Name or ID changes are not permitted without documentation i e social security card for employee and or other legal documentation for students All persons employed by Weber State University must change their name at Payroll or the Office of Human Resources Name or ID changes will not be permitted via the Internet Alumni Development may change donor and alumni records as needed ENTERING A NAME CHANGE O O O O 00 Name changes are permitted with appropriate documentation i e social security card other legal documentation or by the person All employees must change their name at the Payroll or Human Resources office Legal name changes are not permitted via Lynx self service functions except that name changes for alumni are permitted via the internet Alumni Development may change donor and alumni records as needed however they will communicate with the other data custodians as needed If a name change is merely a spelling correction or changing the middle initial to spell out the middle name make the change and save it Otherwise the process for making a name change is as follows 1 Click on the Alternate Names IDs option to the left of the screen 2 Locate the incorrect record to be deleted Click on the Alternate Remove button 3 Ifitis a v
36. h Query as Last Name Smith First Name J Note Some names have unique spellings For names like this use a broad search use the wildcard rather than typing in the exact version When a list of possible names is retrieved for a person verify social security number student ID number birth date previous names and any other information available For example William as well as Bill Lawrence as well as Larry The underscore _ key can be used to replace one character at a time For example to search for Anderson that may actually be AndersEn use Anders_n This will find both AndersOn and AndersEn records If a match is found l 2 Highlight the line that matches and double click the left mouse button to return to the main screen Check to be sure the data matches the data you have used NEXT BLOCK to display information if there are multiple entries for address etc n 3 Input new data according to guidelines in this manual and the needs of your particular functional module 4 Update correct any information such as PERS data that may be missing To create a record if no match is found l Try another version of the query if still no match return to main screen CANCEL QUERY and go to an IDEN screen to create the record 2 Click on the Generate ID icon The word GENERATED will appear in the ID field Click the mouse in name fields and type in name and press COMMIT create the
37. lication o Do NOT use prefixes and suffixes in the last name field i e Dr Mr Ms III Jr M D There are data fields for prefixes and suffixes FIRST NAME O Use mixed case i e upper and lowercase letters O Use the legal spelling and format of their first name even if they prefer to use the initial of their first name and prefer their middle name O Enter as presented adhering to the following guidelines o Hyphens may be used o Spaces are permitted for double names eg Mary Ann Bobby Joe o Single Character First Names should be entered with a period only when an initial is all that is available However add an SPEC alternate name without the period to aid in searches and to avoid duplication o Apostrophes may be used However add an SPEC alternate name without the apostrophe to aid in searches and to avoid duplication o Do NOT use titles prefixes and suffixes in the first name field e g Dr Mr Mrs PREFERRED FIRST NAME O Used when a person prefers to be addressed as something other than a derivative of their legal first name Used when the first name starts with an initial e g S Paul Smith preferred name field Paul If no preferred name is given leave the field blank Use mixed case format uppercase lowercase Spaces apostrophes and hyphens are permitted 000 O MIDDLE NAME Use mixed case 1 e upper and lowercase letters Enter the entire middle name if available fo
38. lteration or destruction Each user is responsible for security privacy and control of his her own data Each user is responsible for all transactions occurring during the use of his her login and password As a reminder to all employees of the importance of data confidentiality and security as each new system access is requested the department division must have the employee temporary employee or student worker sign the Confidentiality Agreement that is on the System Access Authorization Request Form All employees who require access to online records must use a system login code defined specifically for that employee This will allow updates to be tracked to a specific user login code and specific person Any exceptions to the above guidelines must be requested in writing with justification and be approved by the data custodians INFORMATION ACCESS Query Inquiry only access enables the user to view analyze and download but not change institutional data However once information is downloaded data can be but should not be altered in word processing documents or spreadsheets Downloaded information should be used and represented responsibly and accurately If any data is downloaded and reports generated they need to be labeled unofficial HI RECORD CREATION GUIDELINES Lynx entity records can be created on line through several forms as well as resulting from batch electronic processes such as tape loads It is mo
39. n II The Second Il The Third IV The Fourth CPA Certified Public Accountant D D S Doctor of Dental Medicine Esq Esquire J D Jurist Doctor Jr Junior LL D Doctor of Laws M D Doctor of Medicine PhD Doctorate Ret Retired from Armed Forces RN Registered Nurse Sr Senior Preference given to prefix standards unless the individual requests both due to salutation protocol NON PERSON NAME VENDOR O Use mixed case i e upper and lowercase letters Acronyms are an exception See the acronym section that follows O Enter the vendor s name as supplied to you by the vendor O Enter as presented following these guidelines o Hyphens may be used to separate double names i e Chase Brook However add an SPEC alternate name without the hyphen to aid in searches and to avoid duplication o Spaces are permitted if the legal spelling and format of the name includes spaces o Apostrophes are used if part of the company s name However add an SPEC alternate name without the apostrophe to aid in searches and to avoid duplication o The Ampersand amp may be used only when part of a formal name if found on written documentation from the non person vendor eg Baltimore amp Ohio Railroad Use and in all other cases o Only Abbreviate if space is limited e g Co Corp Ltd or Inc Name Abbreviation Association Assn Company Co Corporation Corp Dep
40. n this category but an update from a donation check would fall under ADGP BUS All modules Gift Processing Address change originated from or a change was confirmed through the gift processing staff by check stock information ADGP Alumni development Gift Process ing Staff only Post Office Information was received PO All modules Phone Company Information was received by searching phone company records either through the phone book or on the Web This also includes messages forwarding you to another number provided by the phone company PHCO All modules Obituary Address change was made due to person constituent being deceased amp confirmed through an obituary OBIT All modules Weber Individual Address Originated from or changed by information received from WSU faculty member staff or volunteer WIND All modules Other Individual Address originated or changed made from information received from someone other than the individual such as a family member employer or employee OTIN All modules na This should be used only if we are unable to confirm where the Other Individual received the information Alum Dev Address was changed due to ADPH Alumni Phonathon information received from an Development Gift alumni or development phonathon Processing Staff This is sepa
41. nal cost effective communication University wide and will direct users to e Avoid creation of duplicate records for a single entity e Provide complete name address information in a timely manner with an audit trail of changes Use standard entry to facilitate consistent reports and searches e Share effective processing discoveries and problem resolution tasks with other team members Use Postal Services recommended mailing address setup and procedures and Take advantage of database capabilities data integration and workflow analysis ADMINISTRATIVE RESPONSIBILITY In accordance with the Family Education Rights and Privacy Act FERPA 1974 as amended and to ensure maximum safeguards against indiscriminate distribution of information contained in a student s personal records of Weber State University only authorized Weber State University personnel will disclose information of a confidential nature That is information not normally available to the general public will be provided only to the students themselves or to a third party upon receipt of an original written release signed by the student concerned Certain exceptions to FERPA include authorized University personnel acting within the student s legitimate interest organizations conducting studies for educational and governmental agencies accrediting agencies appropriate persons in case of health or safety emergencies agencies or office in connection with the stud
42. nas caras OH Sd AAA OK EE ON E EE OR Palau Islands PW Pennsylvania dio PA Prince Edward Island PE Puerto RICO gases etek PR OUEN QE Rhode Island RI Saskatchewan cee SK South Carolina cccccccceeeeeees SC South Dakota SD Tennesse essiiccsecstacsceseeaceessscasdeaseas TN TEXAS anse knea TX Trust Territories rrrnrrrrrrrnnrnrerrrn TT A wee ae UT Ga E TAT VT VI MA illa VA Virgin Islands cuan VI Washington nes WA West Virginia nern WV Wisconsin ed WI A O ares WY Yukon Territory 22 APPENDIX D From USPS FOREIGN NATION CODES GO DU AA ra Ri m gt gt Fesch DO Ch LD P GA A ra CH 170 36 107 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 57 58 59 AFGHANISTAN ALBANIA ALGERIA ANDORRA ANGOLA ANTIGUA AND BARUDA ARGENTINA AUSTRALIA AUSTRIA THE BAHAMAS BAHRAIN BANGLADESH BARBADOS BELGIUM BELIZE BENIN BERMUDA CONGO COOK ISLANDS New Zealand COSTA RICA CUBA CYPRUS CZECHOSLOVAKIA DENMARK DJIBOUTI DOMINICA DOMINICAN REPUBLIC ECUADOR EGYPT EL SALVADOR EQUATORIAL GUINEA ETHIOPIA FIJI FINLAND FRANCE GABON THE GAMBIA REPUBLIC OF GERMANY GHANA GREECE GRENADA GUAM See State Codes 61 63 64 65 171 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95
43. nded with a percent symbol Pressing the ENTER key will open a SEARCH RESULTS window which will show a pull down and the number of records found which match the search criteria If the number of records found is greater than 25 the search should be narrowed by providing additional information in the Reduce Search By panel Here the user may indicate City State Zip Name Type SSN if not used as the record key Date of Birth and Gender partial criteria followed by is accepted After data is entered to reduce the search the SEARCH Flashlight icon can be pressed with the left mouse button and the records found should display a lower number Whether or not additional criteria is provided pressing the pull down will display a list of the matching records The list will display CURRENT names as right justified and PREVIOUS names as indented Double clicking with the left mouse button will select the desired record and place it in the key block of the IDEN form Left clicking on the SEARCH flashlight icon of the SPRIDEN or TEMVEND Form will display an Options List for a Person Search or Non Person Search Choose one This will display either the SOAIDEN Person Search Form or SOACOMP Non Person Search Form Search criteria can be entered in any of the fields displayed with or without wildcards Type in the name to be searched using the wildcard to broaden the search Example record John Smit
44. ntry on a Visa or temporary basis and does not have the right to remain indefinitely 3 Resident Alien or A person who is not a citizen or national of the United States Other Eligible and who has been admitted to the United States as a legal Non citizens immigrant for the purpose of obtaining permanent resident alien status who holds either an alien registration card Form 1 511 or I 151 a Temporary Resident Card Form 1 688 or an Arrival Departure Record Form 1094 with a notation conveying legal immigrant status This category includes those with Refugee Asylee Conditional Entrant Parolee or Cuban Haitian Entrant status 4 Undocumented An individual who is not a citizen and who has not yet obtained permanent resident alien status However he she is exempt from paying the non resident portion of tuition pursuant to Board of Regents policy R512 12 and Legislative Bill S3B 8 106 9 Other Student is currently defined as Other MARITAL CODES Valid values are found in the validation table STVMRTL Note when marital status changes a name change may also be needed ID Divorced Once married but now legally divorced Legally married Legally married but living apart DN Never legally married Legally married and spouse is deceased Information not available Life Time Partner Not legally married LEGACY CODE A Legacy Code identifies a relative or friend with whom Weber State University had or has a r
45. or Ms Most Lynx reports and processes do not pull the prefix Requests for adding a Prefix to the approved list should be directed to Data Administration Code Description 1 Lt First Lieutenant Adm Admiral Atty Attorney Br Brother religious Capt Captain Cmdr Commander Col Colonel Dean University Dean includes Assistant and Associate Dr Doctor Medical or Educator Elder Elder religious Fr Father religious Gen General Gov Governor Hon Honorable Cabinet Officer Commissioner Congressman Judge Supreme Court United Nations US Delegate Major Senator and Representative Lt Col Lieutenant Colonel Maj Major M Sgt Major Master Sergeant Miss Single Woman Mr Mister Mrs Married Woman Ms Single or Married Woman Prof Professor includes Assistant and Associate Rabbi Rabbi religious Rev Reverend religious Sr Sister religious SUFFIX Suffixes are entered in the Suffix title field not in any of the name fields The suffix should reflect the person s wishes if known Do not use a suffix for Doctor Attorney etc These should be entered in the Prefix title field A period follows the suffix abbreviation Use mixed case format uppercase lowercase letters Most Lynx reports and processes do not pull the suffix Requests for adding a Suffix to the approved list should be directed to Data Administration 0000 000 Code Descriptio
46. r identification purposes The period is not used in the middle name field The system will generate the period after the middle initial If you enter a period after an initial it will cause the period to duplicate 1 e Jack R Smith Exception to Use of the Period Person name is John A H Smith a period is entered after the single character first initial in the middle name field but not after the second single character Enter as presented following the following guidelines o Hyphens may be used to separate double names o Spaces are permitted for multiple names e g Mary Ann Bobby Joe o Single Character First Names should be entered with a period only when all that is available is an initial However add an SPEC alternate name without the period to aid in searches and to avoid duplication o Apostrophes may be used However add an SPEC alternate name without the apostrophe to aid in searches and to avoid duplication o Do NOT use titles prefixes and suffixes in the first name field e g Dr Mr Mrs PREFIX Prefix and Suffix work together ex Mr William H Smith Jr Data entry standards are to use EITHER the Prefix or Suffix Both should be used ONLY if it is requested by the individual 000000 Prefixes are entered in the prefix title field not in any of the name fields A period follows the prefix abbreviation Use mixed case format uppercase lowercase letters If no prefix is provided the default is Mr
47. rate from Individual for only tracking how many changes are made through phonathons Harris An outside vendor used by ADHD Alumni Directory Alumni Development Development Gift Processing Staff only Web Search Address change found through WEBS All modules Web Search using tools other than phone company including such companies as AnyWho SearchBug Lexis Nexis etc NCOA An outside vendor used by ADNC Alumni Alumni Development Development Gift Processing Staff only 1sr Direct An outside vendor used by ADID Alumni Alumni Development Development Gift Processing Staff only STAARS Address originated from or STAA All modules changed due to information in STAARS Weber Group Address originated from or WGRP All modules or changed due to information organization provided by another WSU campus group department or organization Other Group Address originated or changed due ADMM Alumni or to information provided by off Development Gift Organization campus group or organization and Processing Staff could include lists obtained from only other Arts organizations VII TELEPHONE TYPES When an address is entered on the XXAIDEN form the phone number can be entered as well The address type and the telephone type should match However additional telephone numbers can also be captured and entered on the XXATELE form For example CELL or FAX may not have an address but are important numbers to be stored an Co
48. record 3 Add the name in upper and lower case letters using punctuation and spacing as appropriate If no first name is available foreign names put a dash in the first name field Enter any alternate names nickname AKA etc 5 Create address es in appropriate fields consult Quick Reference Section for recommended abbreviations 6 Abbreviate when space limitations require it Add information to XXPERS screen for person records BEFORE CREATING RECORDS FROM OFF LINE SOURCES Transactions creating new person and organization records in the database from external sources such as tape loads FTP imports and World Wide Web must be reviewed before they can be established in the production environment Chapter 11 of the Banner2000 Student System User s Manual outlines the setting up of the rules and edits that control these processes as well as giving specific procedures for the importing of new applications established by Lynx Web for Students These rules and procedures must be carefully reviewed in order to prevent the inadvertent creation of duplicate entity records in the system BEFORE ACCEPTING RECORDS RECEIVED VIA WWW Please refer to the Banner2000 Student System User s Manual Chapter 11 Receiving and Processing Electronic Applications IV GENERAL PERSON CRITERIA GENERAL STANDARDS O The pound sign asterisk and percent sign are NOT to be used in any data field These characters ar
49. st critical that procedures be in place to ensure that the same person or organization does not exist more than once on the database Having a single entity on the database represented by more than one key record ID is a violation of data integrity and requires labor intensive procedures to merge duplicate entities and maintain or discard the appropriate parts of the underlying records Adherence to these procedures by users authorized to create entities on the database can and will be monitored Users who repeatedly fail to follow this procedure may have their privileges revoked BEFORE CREATING RECORDS ONLINE SEARCHES Careful searching will prevent the creation of duplicate entities Special note for student searches It may be more effective to begin with a name search rather than relying on SSN prior Perm Number or system generated IDs as a searching mechanism Searches will not only look at the information entered in the key block but also any variations that were entered on the record in the alternate name ID Search Select an Identification 1 e IDEN or VEND form in your module If ID is known enter in KEY BLOCK to see if a match is found Person Name Search Two search methods are available 1 If the ID is not known TAB to the field to the immediate right of the ID field which is the NAME field Here the user may enter as many characters of the last name as desired If the entire last name is not entered it must be e
50. sts all staff members who either update or query the Lynx database It is critical to the Alumni Development system and used in prospect management and events management GTVZIPC This table keeps the city state zip and county information and must be kept current A1 APPENDIX G DUPLICATE RECORDS When duplicate records are found or suspected do a print screen of both records using GUASYST This screen lists what transactions are shown for each record Scripts will be processed to determine all tables that are affected The record to be kept will need identified and the bad record will be flagged If there are financial transactions the record cannot be deleted The flagged record will be noted as Bad Record Do Not Use Each office that has transactions will then be contacted The information will need to be moved from the bad record to the good record AD
51. thorization Request electronically to the appropriate data custodian If a request is questioned or denied the data custodian will contact the requesting department division If a request is approved the data custodian will forward the request electronically to Information Technology Database Administration Once access is granted by Database Administration appropriate tailored training must be conducted and signed off on by the data custodian before access is granted to the production database Under no circumstances will access authorization be granted without approval of the department division head the module data custodian and Data Administration The Systems Access Authorization Request Form may be obtained from Information Technology division or their manager or at http departments weber edu accounting accounting forms htm then click on Request for FRS Access Update access provides both inquiry and update capability Update capability is generally limited to the offices directly responsible for the collection and management of the data Update access is available to administrators and users who have an authorized need to change institutional data in the routine performance of their job duties Each user of administrative information is assigned the appropriate combinations of inquiry only and update access to specific parts of the Lynx administrative information system The types of access are determined by the data custodians DA
52. tion please refer to Street Address Abbreviations in Appendix A CITY STANDARDS City State and Zip should be pulled from the GTVZIPC table so that consistency and accuracy can be maintained There are no USPS approved Utah city abbreviations with the exception of Saint George as St George If information is typed in it must be in upper lower case format i e not all caps or all lower Do not abbreviate unless limited by space If you are in doubt about an abbreviation spell out rather than use an abbreviation Refer to City Abbreviations in Appendix B GTVZIPC is maintained by Data Administration Please contact the Data Base Administrator when a new zip code needs to be added Punctuation characters the pound sign the asterisk and the percent sign are never used Do NOT enter Canadian Provinces into the City Field Canadian Provinces are Alberta British Columbia Labrador Manitoba New Brunswick Newfoundland Northwest Territories Nova Scotia Ontario Prince Edward Island Quebec Saskatchewan and Yukon 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 the code Canada into the Nation field For additional information please refer to Appendix C STATE amp PROVINCE STANDARDS State codes MUST be entered for all U S and Canadian addresses Use GTVZIPC to pull the appropriate STATE or PROVI
53. ve Millersville Howards Grove WYOMING Yellowstone National Park Yelwstn Nl Pk APPENDIX C From USPS TWO LETTER STATE and POSSESSION ABBREVIATIONS Military APO AFO Americas AA pa ge A ee AB Military APO AFO Europe Middle East Canada Africa AE Alabama ne a ee AL Alaska A ei AK Military APO AFO Pacific AP American Hamon AS Arkansas nai AR EIERE AZ British Columbia BC California sr CA Colorido caridad CO Connecticut ir dag s CT Canal Zonen ran CZ Delaware use DE District of Columbia DC Fonda see er FL Federated Micronesia FM EO ee GA GUAM tias GU A NE HI da Late ID Hlinoiss lt a acia IL A iaa IN Mais a IA KMS tia adi KS o A ehe KY Forside LA Labrador deal LB Mass a ME Manitoba cccoooccncnnnonnccononancnnnnnns MB Mariana Islands MP Marshall Islands MH Maryland save MD Massachusetts MA Michigan une MI Minnesota A MN Mississippt desse MS Missouri cada MO Montana MT Nebraska asien NE Nevada aaa bois NV New Brunswick NB Newfoundland NF New Hampshire ceeeeeee NH New Jersey sangen een NJ New Mexico san NM New York Luse NY North Carolina NC North Dakota ND Northwest Territories NT Nova SBcota NS Dlls ca
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