APPENDIX A (From USPS)

ABBREVIATIONS for STREET DESIGNATOR

            ALLEE.......................................... Aly
            ALLEY.......................................... Aly
            ANNEX....................................... Anx
            ARCADE...................................... Arc
            AVENUE..................................... Ave
            BAYOO....................................... Byu
            BAYOU....................................... Byu
            BEACH........................................ Bch
            BEND.......................................... Bnd
            BG.................................................. Bg
            BLUFF........................................... Blf
            BLVD.......................................... Blvd
            BOTTOM.................................... Btm
            BOULEVARD............................. Blvd
            BRANCH....................................... Br
            BRIDGE........................................ Brg
            BROOK....................................... Brk
            BURG............................................ Bg
            BYPASS...................................... Byp
            BYU............................................. Byu
            CAMP........................................... Cp
            CANYON.................................... Cyn
            CAPE........................................... Cpe
            CAUSEWAY............................ Cswy
            CENTER....................................... Ctr
            CIRCL........................................... Cir
            CIRCEE......................................... Cir
            CLB.............................................. Clb
            CLIFF.......................................... Clfs
            CLUB........................................... Clb
            CMP.............................................. Cp
            CNTER......................................... Ctr
            CNYN......................................... Cyn
            CORNER..................................... Cor
            CORNERS................................. Cors
            COURSE.................................... Crse
            COURT.......................................... Ct
            COVE............................................ Cv
            COVES.......................................... Cv
            CIRCLE......................................... Cir
            CRESCENT................................ Cres
            CREEK........................................ Crk
            CROSSING................................ Xing
            CROSSWAY............................ Cswy
            DALE............................................ Dl
            DAM............................................. Dm
            DIVIDE.......................................... Dv
            DRIVE............................................ Dr
            ESTATE........................................ Est
            EXPRESSWAY.......................... Expy
            EXTENSION................................ Ext
            FALL............................................ Fall
           FALLS........................................... Fls
            FERRY.......................................... Fry
            FIELD........................................... Fld
            FIELDS........................................ Flds
            FL.................................................... Fl
            FLAT.............................................. Flt
            FORD........................................... Frd
            FORDS......................................... Frd
            FOREST....................................... Frst
            FORGE......................................... Frg
            FORK........................................... Frk
            FORT.............................................. Ft
            FRD.............................................. Frd
            FREEWAY.................................. Fwy
            FRST............................................ Frst
            FRY.............................................. Fry
            FT................................................... Ft
            GARDEN.................................. Gdns
            GATEWAY................................ Gtwy
            GLEN............................................ Gln
            GREEN......................................... Grn
            GROVE........................................ Grv
            HARBOR..................................... Hbr
            HAVEN....................................... Hvn
            HEIGHT........................................ Hts
            HIGHWAY................................. Hwy
            HILL............................................... Hl
            HOLLOW.................................. Holw
            INLET........................................... Inlt
            ISLAND.......................................... Is
            ISLANDS...................................... Iss
            JUNCTION................................... Jct
            KEY.............................................. Ky
            KEYS............................................ Ky
            KNOLL....................................... Knls
            KNOLLS.................................... Knls
            LAKE............................................. Lk
           LAKES¼¼¼¼………...……..Lks
            LANDING.................................. Lndg
            LANE............................................. Ln
            LANES........................................... Ln
            LIGHT........................................... Lgt
            LIGHTS......................................... Lgt
            LOAF.............................................. Lf
            LOCK......................................... Lcks
            LOCKS...................................... Lcks
            LODGE........................................ Ldg
            LOOP........................................ Loop
            MALL.......................................... Mall
            MAJOR........................................ Mjr
            MEADOW................................. Mdw
            MlLL.............................................. Ml
            MISSION.................................... Msn
            MOUNTAIN............................... Mtn
            MANOR...................................... Mnr
            HILL............................................... Hl
            ORCHARD................................ Orch
            OVAL......................................... Oval
            PARK......................................... Park
            PASS........................................... Pass
            PATH.......................................... Path
            PIKE............................................ Pike
            PINE........................................... Pnes
            PARKKWAY.............................. Pky
            PLACE............................................ Pl
            PLAIN........................................... Pln
            PLAINES..................................... Plns
            PLAZA.......................................... Plz
            POlNT............................................. Pt
            PORT............................................. Prt
            PORTS.......................................... Prt
            PRAIRIE......................................... Pr
            RADIAL...................................... Radl
            RADIEL...................................... Radl
            RANCH...................................... Rnch
            RANCHES................................. Rnch
            RAPID........................................ Rpds
            RIDGE......................................... Rdg
            ROAD............................................ Rd
            REST............................................. Rst
            RIVER........................................... Riv
            ROW........................................... Row
            SHOAL......................................... Shl
            SHORES..................................... Shrs
            SPRING¼¼¼¼¼¼¼¼¼.Spgs
            SPUR.......................................... Spur
            SQUARE....................................... Sq
            STATION..................................... Sta
            START........................................ Start
            STRAVE...................................... Stra

            STREAM.................................... Strm
            STREET.......................................... St
            SUMMIT..................................... Smit
            TERRACE..................................... Ter
            TURNPIKE................................ Tpke
            TRACE........................................ Trce
            TRACK....................................... Trak
            TRAFFICWAY............................ Trfy
            TRAILER...................................... Trlr
            TRAIL............................................ Trl
            TUNNEL..................................... Tunl
            UNION.......................................... Un
            VALLEY....................................... Vly
            VIADUCT..................................... Via
            VIEW............................................ Vw
            VILLAGE...................................... Vlg
            VILLE............................................. Vl
            VISTA........................................... Vis
            WALK....................................... Walk
            WAY........................................... Way
            WELLS........................................ Wls
            XING.......................................... Xing

The following abbreviations are being used in the ZIP code table in Lynx. The USPS has a complete listing of all cities that can be found in their Address Information System (AIS).

Arizona
    ARIZONA STATE UNIVERSITY              ASU
    GILA BEND AF AUX FIELD                     GBAFAF
    PETRIFIED FOREST NATL PK                PETRIFIED FOR
    PISINEMO TRADING POST                    PISINEMO

California
    CAL POLY STUDENT DORMS                CAL POLY SLO
    CALIFORNIA HOT SPRINGS                  CALIF HOT SPG
    EAST RANCHO DOMINGUEZ                E RNCHO DMNGZ
    KINGS CANYON NATIONAL PK          KCNP
    LEMOORE NAVAL AIR STATION          LEMOORE NAS
    MARCH AIR RESERVE BASE                  MARCH ARB
    PALOS VERDES PENINSULA                 PLS VRDS PNSL
    PORT HUENEME CBC BASE                   PRT HUENEME
    RANCHO SANTA MARGARITA             RCHO STA MARG
    ROLLING HILLS ESTATES                      RLLNG HLS EST
    SEQUOIA NATIONAL PARK                  SEQ NATL PK
    TUSTIN MARINE CORPS AIR S              TUSTIN MCAS
    VETERANS ADMINISTRATION             VETERANS ADMN
    YOSEMITE NATIONAL PARK                YOSEMITE NTPK

Colorado
    CHEYENNE MOUNTAIN AFB                CHEY MTN AFB
    MESA VERDE NATIONAL PARK           MESA VERDE
    PUEBLO DEPOT ACTIVITY                     PUEBLO DEP AC
    SOUTHERN UTE INDIAN RESERVAT    S UTE INDIAN
    GREAT SAND DUNES NATIONAL MO SAND DUNES MO
    SANGRE DE CRISTO RANCHES            SANGRE DE CRI
    UNITED STATES AIR FORCE ACAD      US AIR FORCE

Mississippi
    MERIDIAN NAVAL AIR STA                   MERIDIAN NAS

Montana
    WHITE SULPHUR SPRINGS                    WHT SPHR SPGS

Nevada
INDIAN SPRINGS AIR FORCE AUX ISAFA

Oregon
EASTSIDE CPO COOS BAY EASTSIDE

Text Box: Appendix B

Texas

BIG BEND NATIONAL PARK                 BG BND NTL PK
    NAVAL AIR STATION/ JRB                     NAS/JRB
    WEST UNIVERSITY PLACE                    W UNIV PL
    WILFORD HALL U S A F HOSP              WILFORD HALL

Utah
MARRIOTT-SLATERVILLE CITY MSC

Washington
    CITY OF SPOKANE VALLEY                 CTY SPOK VAL
    FAIRCHILD AIR FORCE BASE                FAFB
    WHIDBEY ISLAND NAVAL AIR             NAS WHIDBEY

Wyoming
YELLOWSTONE NATIONAL PARK YELWSTN NL PK

APPENDIX C (From USPS)

TWO-LETTER STATE and POSSESSION ABBREVIATIONS

*Military APO/AFO Americas................... AA
             Alberta........................................... AB
*Military APO/AFO - Europe, Middle East, Canada, Africa............ AE
            Alabama......................................... AL
            Alaska........................................... AK
*Military APO/AFO - Pacific..................... AP
            American Samoa............................ AS
            Arkansas........................................ AR
            Arizona.......................................... AZ
            British Columbia............................. BC
            California....................................... CA
            Colorado....................................... CO
            Connecticut.................................... CT
            Canal Zone..................................... CZ
            Delaware........................................ DE
            District of Columbia....................... DC
            Florida............................................ FL
            Federated Micronesia.................... FM
            Georgia.......................................... GA
            Guam............................................. GU
            Hawaii............................................. HI
            Idaho.............................................. ID
            Illinois............................................. IL
            Indiana............................................ IN
            Iowa............................................... IA
            Kansas........................................... KS
            Kentucky....................................... KY
            Louisiana........................................ LA
            Labrador........................................ LB
            Maine............................................ ME
            Manitoba....................................... MB
            Mariana Islands............................. MP
            Marshall Islands............................ MH
            Maryland...................................... MD
            Massachusetts............................... MA
            Michigan......................................... MI
            Minnesota..................................... MN
            Mississippi..................................... MS
            Missouri …………… ………….MO
            Montana ………………………..MT.
            Nebraska....................................... NE
            Nevada......................................... NV
            New Brunswick............................. NB
            Newfoundland................................ NF
            New Hampshire............................. NH
            New Jersey..................................... NJ
            New Mexico................................. NM
            New York..................................... NY
            North Carolina............................... NC
            North Dakota................................ ND
            Northwest Territories..................... NT
            Nova Scotia................................... NS
            Ohio.............................................. OH
            Oklahoma..................................... OK
            Ontario.......................................... ON
            Oregon.......................................... OR
            Palau Islands................................. PW
            Pennsylvania................................... PA
            Prince Edward Island...................... PE
            Puerto Rico.................................... PR
            Quebec.......................................... QE
            Rhode Island................................... RI
            Saskatchewan................................ SK
            South Carolina................................ SC
            South Dakota................................. SD
            Tennessee...................................... TN
            Texas............................................. TX
            Trust Territories.............................. TT
            Utah............................................... UT
            Vermont......................................... VT
            Virginia.......................................... VA
            Virgin Islands................................... VI
            Washington................................... WA
            West Virginia................................ WV
            Wisconsin....................................... WI
            Wyoming...................................... WY
            Yukon Territory

FOREIGN NATION CODES

0010    AFGHANISTAN
0020    ALBANIA
0030    ALGERIA
0040    AMERICAN SAMOA
0050    ANDORRA
0060    ANGOLA
0070    ANGUILLA
0080    ANTARCTICA
0090    ANTIGUA AND BARBUDA
0100    ARGENTINA
0110    ARMENIA
0120    ARUBA
0130    AUSTRALIA
0140    AUSTRIA
0150    AZERBAIJAN
0160    BAHAMAS
0170    BAHRAIN
0180    BANGLADESH
0190    BARBADOS
0200    BELARUS
0210    BELGIUM
0220    BELIZE
0230    BENIN
0240    BERMUDA
0250    BHUTAN
0260    BOLIVIA
0270    BOSNIA AND HERZEGOVINA
0280    BOTSWANA
0290    BOUVET ISLAND
0300    BRAZIL
0310    BRITISH INDIAN OCEAN TERRITORY
0320    BRUNEI DARUSSALAM
0330    BULGARIA
0340    BURKINA FASO
0350    BURUNDI
0370    CAMBODIA
0380    CAMEROON
0390    CANADA
0400    CAPE VERDE
0410    CAYMAN ISLANDS
0420    CENTRAL AFRICAN REPUBLIC
0430    CHAD
0440    CHILE
0450    CHINA
0460    CHRISTMAS ISLAND
0470    COCOS (KEELING) ISLANDS
0480    COLUMBIA
0490    COMOROS
0500    CONGO (BRAZZAVILLE)
0510    CONGO (KINSHASA)
0520    COOK ISLANDS
0530    COSTA RICA
0540    COTE D'IVIRE (IVORY COAST)
0550    CROATIA
0560    CUBA
0570    CYPRUS
0580    CZECH REPUBLIC
0610    DENMARK
0620    DJIBOUTI
0630    DOMINICA
0640    DOMINICAN REPUBLIC
0660    ECUADOR
0670    EGYPT
0680    EL SALVADOR
0690    EQUATORIAL GUINEA
0700    ERITREA
0710    ESTONIA
0720    ETHIOPIA
0730    FALKLAND ISLANDS (MALVINAS)
0740    FOROE ISLANDS
0750    FIJI
0760    FINLAND
0770    FRANCE
0790    FRENCH GUIANA
0800    FRENCH POLYNESIA
0810    FRENCH SOUTHERN TERRITORIES
0820    GABON
0830    GAMBIA
0840    GEORGIA
0860    GERMANY
0870    GHANA
0880    GIBRALTAR
0890    GREECE
0900    GREENLAND
0910    GRENANDA
0920    GUADELOUPE
0930    GUAM
0940    GUATEMALA
0950    GUINEA
0960    GUINEA-BISSAU
0970    GUYANA
0980    HAITI
0990    HEARD ISLAND AND MCDONALD ISLANDS
1000    VATICAN CITY STATE
1010    HONDURAS
1020    HONG KONG
1030    HUNGARY
1040    ICELAND
1050    INDIA
1060    INDONESIA
1070    IRAN
1080    IRAQ
1090    IRELAND
1100    ISRAEL
1110    ITALY
1120    JAMAICA
1130    JAPAN
1140    JORDAN
1150    KAZAKHSTAN
1160    KENYA
1170    KIRIBATI
1180    KOREA, NORTH
1190    KOREA, SOUTH
1200    KUWAIT
1210    KYRGZSTAN
1220    LAOS
1230    LATVIA
1240    LEBANON
1250    LESOTHO
1260    LIBERIA
1270    LIBYAN ARAB JAMAHIRIYA
1280    LIECHTENSTEIN
1290    LITHUANIA
1300    LUXEMBOURG
1310    MACAU
1320    MACEDONIA
1330    MADAGASCAR
1340    MALAWI
1350    MALAYSIA
1360    MALDIVES
1370    MALI
1380    MALTA
1390    MARSHALL ISLANDS
1400    MARTINIQUE
1410    MAURITANIA
1420    MAURITIUS
1430    MAYOTTE
1440    MEXICO
1450    MICRONEISA
1460    MOLDOVA, REPUBLIC OF
1470    MONACO
1480    MONGOLIA
1490    MONTSERRAT
1500    MOROCCO
1510    MOZAMBIQUE
1520    MYANMAR (BURMA)
1530    NAMIBIA
1540    NAURU
1550    NEPAL
1560    NETHERLANDS
1570    NETHERLANDS ANTILLES
1580    NEW CALEDONIA
1590    NEW ZEALAND
1600    NICARAGUA
1610    NIGER
1620    NIGERIA
1630    NIUE
1640    NORFOLK ISLAND
1650    NORTHERN MARIANA ISLANDS
1660    NORWAY
1670    OMAN
9999    OTHER
1680    PAKISTAN
1690    PALAU
1700    PALESTINE
1710    PANAMA
1720    PAPUA NEW GUINEA
1730    PARAGUAY
1740    PERU
1750    PHILLIPPINES
1760    PITCAIRN
1770    POLAND
1780    PORTUGAL
1790    PUERTO RICO
1800    QATAR
1810    REUNION
1820    ROMANIA
1830    RUSSIAN FEDERATION
1840    RWANDA
1850    SAINT HELENA
1860    SAINT KITTS AND NEVIS
1870    SAINT LUCIA
1880    SAINT PIERRE AND MIQUELON
1890    SAINT VINCENT AND THE GRENADINES
1900    SAMOA
1910    SAN MARINO
1920    SAO TOME AND PRINCIPE
1930    SAUDI ARABIA
1940    SENEGAL
1950    SEYCHELLES
1960    SIERRA LEONE
1970    SINGAPORE
1980    SLOVAKIA
1990    SLOVENIA
2000    SOLOMON ISLANDS
2010    SOMALIA
2020    SOUTH AFRICA
2030    SO GEORGIA AND SO `SANDWICH ISLANDS
2040    SPAIN
2050    SRI LANKA
2060    SUDAN
2070    SURINAME
2080    SVALBARD AND JAN MAYEN
2090    SWAZILAND
2100    SWEDEN
2110    SWITZERLAND
2120    SYRIAN ARAB REPUBLIC
2130    TAIWAN, PROVINCE OF CHINA
2140    TAJIKISTAN
2150    TANZANIA, UNITED REPUBLIC OF
2160    THAILAND
2170    TOGO
2180    TOKELAU
2190    TONGA
2200    TRINIDAD AND TOBAGO
2210    TUNISIA
2220    TURKEY
2230    TURKMENISTAN
2240    TURKS AND CAICOS ISLANDS
2250    TUVALU
2260    UGANDA
2270    UKRAINE
2290    UNITED ARAB EMIRATES
2300    UNITED KINGDOM (GREAT BRITAIN)
2310    UNITED STATES
9000    UNKNOWN
2320    US MINOR OUTLYING ISLANDS
2330    URUGUAY
2340    UZBEKISTAN
2350    VANUATU
1000    VATICAN CITY STATE
2360    VENEZUELA
2370    VIETNAM
2380    VIRGIN ISLANDS, BRITISH
2390    VIRGIN ISLANDS, U.S.
2400    WALLIS AND FUTUNA
2410    WESTERN SAHARA
2420    YEMEN
2430    YUGOSLAVIA
2440    ZAMBIA
2450    ZIMBABWE

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.

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.

The General Person Identification form lists 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.

This table keeps the city/state/zip and county information and must be kept current.

When duplicate records are found or suspected, forward the W numbers of each record to the assigned person in your area on the multiple PIDM clean up hierarchy shown below. You might want 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 to be 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.

Note: In Internet Native Banner (INB), the code of MPID is entered into the Prefix field of the Key Name and the Name Type Field for the "bad" record on SPAIDEN when there are duplicate records for a person or entity. DO NOT CONTINUE TO ADD DATA TO THE BAD RECORD! Use the alternate name type to find the good record (the W number will be recorded there) and add data to that good record.

In consideration of my employment and/or continued employment at Weber State University (the "University"), I agree as follows:

            1.         For purposes of this Agreement, "Confidential Information" is defined as information disclosed to me, accessed by me, or otherwise known by me as a consequence of my employment, and not generally known outside the Alumni Relations, University Development and/or University Communications offices of the University. It includes but is not limited to information accessible through the Raiser’s Edge database, FRS System, HRS System, and STAARS System of the University, or their successors, and specifically includes individual social security numbers.
            2.         During my employment and after the termination of my employment, I will hold the Confidential Information of the University in trust and confidence, and will not use or disclose it or any embodiment thereof, directly or indirectly, except as may be necessary in the performance of my duties for the University. I understand that unauthorized disclosure could be highly damaging to the University, its faculty, staff, students, donors, or others.
            3.         I will not remove materials containing Confidential Information from the Alumni Relations, University Development and/or University Communications offices, unless authorized to do so by my supervisor. Any and all such materials are the property of the University. Upon termination of any assignment or as requested by my supervisor, I will return all such materials and copies thereof to my supervisor.
            4.         I agree to safeguard personally‑identifiable data, Confidential Information, the official records in the custody of the University, and the means and conditions of custodial security, and I agree to keep such information and means secure and strictly confidential at all times, whether on or off duty.
            5.         I understand that if I violate this Agreement, I may be subject to disciplinary action, legal action, or both.

IN WITNESS WHEREOF, and intending to be legally bound, I have executed this Agreement on this ____ day of ______________________, 200___.

__________________________________ ____________________________________
(Signature) (Signature)

_______________________________ ____________________________________
(Typed name) (Typed name)

1. The deceased flag stops various processes in the system. The timing of setting the deceased flag is critical in relationship to these processes. The hierarchy below, shows the priority of who should set the deceased flag, based upon which module is affected in GUASYST. ONLY THESE INDIVIDUALS should set the deceased flag!

2. Upon receiving notification that an individual has died, check GUASYST to determine which modules are affected. The module with the highest priority should be notified and is responsible for processing the deceased person record as outlined below.

1. Confirmation of death is required, which may be obtained through a death certificate, obituary, social security death index, etc.

2. Upon confirmation of death, mark record as confidential on xxxIDEN and place an explanation of confidentiality in the comment form, SPACMNT.

3. The responsible person for the module then contacts the others from the above list, as checked on GUASYST, for the deceased individual.

4. Within the modules, clean up and marking of the person’s record and additional campus notification processes should be executed as outlined by internal departmental policy.

5. Only upon completion of processes required by the Banner system (final payroll, refunding of tuition, etc), should the deceased flag be set on xxxPERS by the responsible person for the module. Include the date of death.

6. Once the deceased flag is set, all addresses on xxxIDEN should be in-activated with an end date equivalent to the death date entered.

7. NOTE: www.ancestry.com can be used to verify the date of death by checking the SSN Deceased Database.

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 ended 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 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.

2. Left clicking on the SEARCH icon of the “SPRIDEN” or “FTMVEND” 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 Smith

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:

1. Highlight the line that matches and double click the left mouse button to return to the main screen.

2. 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.)

3. Input new data according to guidelines in this manual and the needs of your particular functional module.

1. 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 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.

5. Create address(es) in appropriate fields---consult Quick Reference Section for recommended abbreviations.

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.

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 Back.

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 GUASYST to see if the record belongs to other modules and contact applicable data custodian to verify that the incorrect ID can be deleted.

1. Name changes are permitted with appropriate documentation (i.e., social security card, other legal documentation from the person).

2. All employees must change their name at the Payroll or Human Resources office.

3. Legal name changes are not permitted via Lynx self-service functions except that name changes for alumni are permitted via the internet.

4. Alumni/Development may change donor and alumni records as needed; however, they will communicate with the other data custodians as needed.

5. 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.

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 deceased.)

c. Using APANAME and APAMAIL, update the Gift Society Name, combined mailing name and salutations where needed.

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.

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 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.