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.

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.

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.

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). 

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 Standards.  Reminder: 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.

MARITAL CODES

Valid values are found in the validation table STVMRTL. Note:  when marital status changes, a name change may also be needed. 

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.

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