Data Standards

Revision 29 Oct. 2004

TABLE OF CONTENTS

  1. INTRODUCTION

  2. DATA INTEGRITY

  3. record creation guidelines

  4. general person criteria

  5. name standards

  6. address standards

  7. telephone types

  8. APPENDICES

V.  NAME STANDARDS
 

A.  INTRODUCTION
B.  LAST NAME
C.  FIRST NAME
D.  PREFERRED FIRST NAME
E.  MIDDLE NAME
F.  PREFIX
G.  SUFFIX
H.  NON-PERSON NAME/
VENDOR

J.  NAME TYPE/ALTERNATE NAME

K.  NAME AND ID CHANGES
L.  DATE OF BIRTH
M.  CITIZEN TYPE
N.  MARITAL CODES
O.  LEGACY CODE
P.  ETHNIC CODES
Q.  VETERAN FILE NUMBER
R.  DECEASED INFORMATION
CHECKLIST

INTRODUCTION

Every “W” ID number 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

  • Prefix

  • Suffix

  • Preferred First Name (shown on SPAIDEN, APANAME, PPAIDEN, WHERE IN FINANCE, WHERE IN FINANCIAL AID?)

LAST NAME
 

  1. Use mixed case (i.e., upper and lowercase letters)
     

  2. Use the legal spelling and format of the last name
     

  3. Enter as presented, adhering to the following guidelines.

a.       Hyphens may be used to separate double last names (i.e., Cooper-Smith).

b.      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)

c.       Apostrophes may be used (e.g.,  O’Leary, O’Connor) as an Alternate Name.  The Alternate Name Type should be SPEC.    

d.      Do NOT use prefixes and suffixes in the last name field.  (i.e., Dr, Mr, Ms, III, Jr, MD).  There are data fields for prefixes and suffixes.

FIRST NAME
 

  1. Use mixed case (i.e., upper and lowercase letters)
     

  2. Use the legal spelling and format of their first name even if they use the initial of their first name and prefer their middle name
     

  3. Enter as presented, adhering to the following guidelines.

a.   Hyphens may be used

b.   Spaces are permitted for double names (e.g., Mary Ann, Bobby Joe).

c.   Single Character First Names should be entered with no period. 

d.   Apostrophes may be used as an Alternate Name.  The Alternate Name Type should be SPEC.   

e.       Do NOT use titles, prefixes, and suffixes in the first name field (e.g., Dr., Mr., Mrs.).

PREFERRED FIRST NAME

Do NOT use the Preferred First Name Field – it is not a searchable field.  Instead, utilize the Alternate Name type of NICK in the following instances:

1.      First Name: Used when a person prefers to be addressed as something other than their legal first name.
Used when the first name starts with an initial (e.g., S. Paul Smith who prefers the first name of Paul would have an Alternate Name type of NICK as Paul Smith)

2.      Last Name: If the person prefers to use a derivative of their last name, enter it as an Alternate Name type of NICK (e.g. Susan Smith-Jones who prefers the last name of Smith would have an Alternate Name type of NICK going by Susan Smith).

3.      In instances where an individual has both a preferred first and last name, combine the preferences into only one NICK alternate name type.

4.      Use the same standards as above in instances where there is a preferred Middle Name.

5.      Use mixed case format (uppercase/lowercase).

6.      Spaces, apostrophes, and hyphens are permitted.

MIDDLE NAME

1.      Use mixed case (i.e., upper and lowercase letters).

2.      Enter the entire middle name if available for identification purposes.

3.   Enter as presented following the following guidelines.

a.   Hyphens may be used to separate double names.

b.   Spaces are permitted for multiple names (e.g., Mary Ann, Bobby Joe).

c.   Single Character Middle Names should be entered without a period.  

d.   Apostrophes may be used as an Alternate Name.  The Alternate Name Type should be SPEC.           

e.       Do NOT use titles, prefixes, and suffixes in the first name field (e.g., Dr., Mr., Mrs.).

PREFIX 
 
The KEY BLOCK will show the Prefix and the Suffix.  DO NOT USE PUNCTUATION IN THE PREFIX OR SUFFIX FIELDS.                      Example:   Mr William H Smith Jr                                        Dr Jean M Smith PhD   Both prefix and suffix should be entered when known, using the lists below.

1.      Prefixes are entered in the Prefix title field, NOT in any of the name fields.  This is a hand typed field no drop down box is provided, PLEASE use the abbreviations listed below.

2.      Use mixed-case format (uppercase/lowercase letters)

3.      If no prefix is provided, the default is Mr or Ms.

4.      In situations where both a prefix and a suffix could be used ie. Dr. and , MD the value should be added in the Prefix field which would leave the Suffix field blank.  Unless otherwise noted by the individual.

5.      Most Lynx reports and processes do not pull the prefix.

6.      Requests for adding a Prefix to the approved list should be directed to the General Person Team Leader, see the referred appendix.

Code

Description

1st Lt

First Lieutenant

Adm

Admiral

Atty

Attorney

Brother

Brother (religious)

Capt

Captain 

Chief

Chief

Cmdr

Commander

Col

Colonel

Dean

University Dean (includes Assistant and Associate)

Dr

Doctor (Medical or Educator)

Elder

Elder (religious)

Father

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

MSgt

Major/Master Sergeant

Mr

Mister

Mrs

Married Woman

Ms

Single or Married Woman

Prince

Prince

Prof

Professor (includes Assistant and Associate

Rabbi

Rabbi (religious)

Rev

Reverend (religious)

Sister

Sister

SUFFIX

  1. Suffixes are entered in the Suffix title field, not in any of the name fields.  This is a hand typed field; no drop down box is provided, PLEASE use the abbreviations listed below.
     

  2. The suffix should reflect the person’s wishes, if known.
     

  3. Do not use a suffix for Doctor, Attorney, etc.  These should be entered in the Prefix title field.
     

  4. Use mixed-case format (uppercase/lowercase letters).
     

  5. Most Lynx reports and processes do not pull the suffix.
     

  6. In situations where both a prefix and a suffix could be used (i.e., Dr. and MD) the value should be added in the Prefix field which would leave the Suffix field blank, unless otherwise noted by the individual.
     

  7. Requests for adding a Suffix to the approved list should be directed to the General Person Team Leader.  See the referred appendix.

Code

Description

II

The Second

III

The Third

IV

The Fourth

CPA

Certified Public Accountant

DDS

Doctor of Dental Medicine

Esq

Esquire

JD

Jurist Doctor

Jr

Junior

LLD

Doctor of Laws

MD

Doctor of Medicine

PhD

Doctorate

Ret

Retired from Armed Forces

RN

Registered Nurse

Sr

Senior

DO

Doctor of Osteopathy

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NON-PERSON NAME/VENDOR

1.   Use mixed case (upper and lowercase letters).  Acronyms are an exception.  See the acronym section that follows. 

2.   Enter the vendor’s name as supplied to you by the vendor.

3.      Enter as presented following these guidelines:

a.   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.  (Do we even need to deal w/SPEC since a hyphen would be part of the name?)

b.  Spaces are permitted if the legal spelling and format of the name includes spaces.

c.  Apostrophes may be used (e.g., Jack’s Taxi) as an Alternate Name.  The Alternate Name Type should be SPEC.

d.   The Ampersand (&) may be used ONLY when part of a formal name if found on written documentation from the non-person/vendor (e.g., Baltimore & Ohio Railroad.)  Use “and” in all other cases.  (Note: The ampersand (&) is used extensively in data extraction; Use sparingly) 

e.  Only Abbreviate if space is limited (e.g., Co, Corp, Ltd, or Inc) or the official Vendor/non-person name is abbreviated.

Name

Abbreviation

Association

Assn

Company

Co

Corporation

Corp

Department

Dept

Incorporated

Inc

Limited

Ltd

Limited Liability Corporation

LLC

Saint

St

United States

US

University

Univ

4.      Acronyms – Companies that are recognized by an acronym should be entered in the key block using its acronym, e.g., IBM, AT&T.   The whole name of the 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.

5.      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 for each department within a University.

            Example 3:                       Utah Department of Employment Security
            Alternate names of:           UDES

            Example 4:                       United States Postal Service
            Alternate names of:           USPS
                                                    US Postal Service

            Example 5:                       Utah Correctional Industries
            Alternate names of:           UCI

            Example 6:                       Association of Schools of Allied Health Professions
            Alternate names of:           ASAHP

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.” 

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, i.e.: marriages, divorces, or legal changes.

SPEC

Name Contains Special Symbols

Used as an alert that the legal name contains symbols that cannot be entered in the Lynx field.  Example: accent over a letter

TAX

Name for payroll & tax forms

Used for W-2, 1098T and other federal/payroll forms

DIR

Directory

Used for campus directory

NICK

Nickname

Displays a nickname to use in searches.

LGCY

Legacy ID

Used to reflect Legacy system ID converted to Banner

ALT

Alternate or Preferred

Used mainly by Alumni Development to store preferred or alternate variations of a person’s name

SPS

Spouse

Used by Alumni Development to aid in searching for constituents

DNC

DO NOT CONTACT

This individual or organization has requested that their name be removed from all WSU contact.  See the comment form for more info.

Alternate Name Examples:

1.      If the person prefers to use his initials, then enter it as an Alternate Name type NICK = Nickname.

Example:         
Herman Isaac Jones would be the KEY Name entered in the Key Block.  Then in the alternate Name block, the name type NICK would be entered as:

First Name:  H
Middle Name:  I
Last Name:  Jones

2.      If the person uses their middle name more frequently than their first name, then enter the middle name version in alternate name.

Example:
Herman Isaac Jones in KEY name
The Alternate name block with the name type NICK would be entered as:

First Name:  Isaac
Middle name:  (Blank or Null)
Last Name:  Jones

3.      If the person has an initial for their first name, enter their middle name as a first name in alternate block.

Example:
H Isaac Jones in KEY name
The Alternate name block with the name type NIC would be entered as:

First Name:  Isaac
Middle Name:  (Blank or Null)
Last Name:  Jones

NAME AND ID CHANGES

For non-legal name changes, utilize the alternate name block to change a person or vendor ID or Name. 

Legal Name Changes

Before making any name change, refer to the form GUASYST to determine the roles of that General Person record.  Name or ID changes are not permitted without documentation

1.        For students this could include social security card, marriage license, passport, driver’s license, and/or other legal documentation.

2.        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. 

3.        Alumni/Development may change donor and alumni records as needed through individual request, gift processing, or public news resources.

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 StandardsReminder: If a DOB is not available, leave the field blank (null).

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.

Code

Description

Explanation

1

U.S. Citizen

An individual who is a citizen of the United States only, regardless of how his/her status was acquired.

2

Non-Resident Alien

An individual who is not a citizen or national of the United States and who is in this country on a Visa or temporary basis and does not have the right to remain indefinitely.

3

Resident Alien or Other Eligible Non-citizens

A person who is not a citizen or national of the United States and who has been admitted to the United States as a legal 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 I-688), or an Arrival-Departure Record (Form I094) 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. 

Code

Description

Explanation

D

Divorced

Once married but now legally divorced

M

Married

Legally married

X

Separated

Legally married but living apart

S

Single

Never legally married

W

Widowed

Legally married and spouse is deceased

N

Not known

Information not available

L

Life Time Partner

Not legally married

 

LEGACY CODE

This field is not being used at present.  Do not populate.

 

ETHNIC CODES (USHE Element S-14, Ethnic Origin)

(These codes used for U.S. citizens only and not for non-U.S. citizens.)

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 Alaskan Native

A person having origins in any of the original peoples of 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, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

P

Native Hawaiian or Pacific Islander

A person having origins in the original peoples of the Hawaii, Guam, Samoa, or other Pacific Islands.  The term does not include individuals who are native to the state of Hawaii by virtue of birth.  The category also includes the following Pacific Islander groups:  Carolinian, Fijian, Kosraen, Melanesian, North Mariana Islander, Palauan, Papua New Guineas, Ponapean (Pohnpelan), Polynesian, Solomon Islander, Tahitian, Tarawa Islander, Tokelauan, Tongan, Trukese (chuukese), Yapese.

B

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.

H

Hispanic

A person having origins of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture.

W

White Non-Hispanic

A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

U

Unspecified

 

N

Non-Resident Alien

?? current in PROD – Why??

 

VETERAN FILE NUMBER

This field in the General Person Record is not being utilized.  Do not populate.

DECEASED INFORMATION CHECKLIST
 

  1. Check GUASYST to see what other areas have transactions posted.
     

  2. If the person exists in the HUMAN RESOURCES module, then ONLY HR should mark the deceased flag in the system.  Other areas should contact Marilyn Ryan, extension 7012 or mryan@weber.edu, to inform Alumni Development of the deceased alumni.
     

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

SEE “HOW TO” APPENDIX FOR ALLUMNI/DEVELOPMENT DECEASED CHECKLIST

VI  address standards