TABLE OF CONTENTS
IV. GENERAL PERSON CRITERIA
C. GENDER CODE
E. ALTERNATE IDENTIFICATION NUMBERS
VENDOR (NONPERSON) IDENTIFICATION NUMBER
G. IDENTIFICATION NUMBER CORRECTIONS:
SEE “HOW TO” APPENDIX
The pound sign (#), asterisk (*), and
percent sign (%) are NOT to be used in any data field. These
characters are reserved for technical purposes.
Commas (,), apostrophes (’), ampersands
(&), and periods (.) are NOT to be used in any General Person data
field. (Alumni has created a duplicate address type designated
by “A” in order to utilize punctuation for mailing only.)
is entered using mixed case format (uppercase and lowercase letters)
following standard capitalization rules.
Abbreviations are often used when
entering data. If you are in doubt about an abbreviation, check
the approved list first. For example, Post Office Box should be
entered as: PO Box. The approved lists can be found in Appendices A - C
of this document. Weber State University requires that USPS standards be
used. If you do not locate an abbreviation, spell the word. See
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 has not already been entered into the Lynx
database. All offices must conduct a thorough search to prevent
entering a duplicate record.
Changes to an employee, student, or
vendor record will not be made without the proper documentation.
Date fields appear on forms throughout the Lynx system.
Lynx is set up to accept dates in the format MDY (Month, Day,
All dates should be entered as
MM/DD/YYYY or MM-DD-YYYY or MMDDYYYY
(e.g., 08/21/2003 or 08-21-2003 or 08212003)
For today’s date, enter a “t”.
For dates within the current month, type just the day and press the
Enter key. Lynx will fill in the month and year.
Lynx will always display the date as DD-MMM-YY no matter how it is
When a Date is Not Available:
leave the field blank.
A gender code is entered as male, female
or not available.
A male person
A female person
Use when the gender information is not
available or if the gender cannot be determined by the name (i.e.,
Chris, Pat, Terry, etc.)
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.
A nine-character identifier (ID) is used to access a person’s
information in Lynx.
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.
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.
Social security numbers
should NOT be added via the ALTERNATE NAME/ID window on the XXXIDEN form.
This creates a confidentiality breach of security. To search on
Social Security Number, use GUIALTI.
For employees, Human Resources has the sole responsibility for
changing or adding social security numbers. For Students SSN can be
updated or changed by providing a SSN card at Admissions. Financial
Aid may also change or update a Student SSN when they have been provided
with the SSN card. Please use GUASYST to determine ownership of the
Vendors will be
assigned a system generated ID. Alternate search criteria will be
the Federal Identification Number (FIN) or lacking that, the SSN.
The FIN or SSN will be entered on the XXIDEN form. These fields
should not be left blank, nor should they be zero filled or filled with
IDENTIFICATION NUMBER CORRECTIONS:
SEE “HOW TO” APPENDIX